How to create Service Invoices from SO – Services? A frequent question asked in ERP implementation. Please follow this process as its very simple one.

In ACTouch ERP, we can create an Invoice with One Sales Order or having Multiple Sales Orders. This creates Invoice from Sales Order and it checks against the Sales Order Services Amount and how much is pending to Invoice again. Invoice details are derived from customer data and from SO – Services that you are converting.

Here you can make 2 types of Invoices based on the Sales Orders.

1. Sales Order – Inventory to Invoice – Inventory
2. Sales Order – Services to Invoice – Services

Please make sure, you completed the Sales Settings

When you create an Invoice, following changes happens.

As per the statutory rules, Invoice is a Financial document thats considered for the Confirmation of Sales, Taxes to Collect and customer is liable to PAY the money. It also acts like Stocks or Services is Received by a CUSTOMER and he is agreed to pay the money as per this Invoice.

When you convert service Invoices, the below activities happens and these are very important to understand.

1. It creates a Liability towards the Customer to PAY MONEY.
2. It creates an Entry towards TAXes and how much TAX to collect from customer and pay Govt.
3. It updates the company Balance Sheet, Profit and Loss Data automatically.
4. It updates the Sales Order status as “CLOSED” (if we Invoiced all items) and update the remaining quantity to receive in Sales Order.

Convert Service Invoices from Sales Order Dashboard

Dashboard helps you to choose a CUSTOMER for whom you want to despatch the materials

Step 1- Select the customer and the OPEN Sales Orders will appear on the SCREEN.

Step 2 – Select the Sales Order and it opens the INVOICE screen.

Convert Service Invoices – Here the SO – Services data is shown and the data is pre-populated.

Field details are here

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Site ID	Branch Name	No	If you are using Multiple Branches feature then this FIELD appears. Multi Branch / Sites is a feature that can help to make separate document for each SITE / Branches.
Invoice Number	Invoice No	Yes	This is the Invoice number, a unique number to recognize the document. This is either auto generatedManually you can create.
Credit terms	Credit Period	No	Select the Credit terms from the Dropdown.
INVOICE Date	INVOICE creation Date	Yes	Effective Date of transaction
INVOICE Currency	Currency of Document	Yes	It is the currency used for INVOICE Document / for Transaction. This is also called “Document Currency”.
Due Date	Payment due date	Yes	This is the date by which the payment has to be made.
SO Number	Sales Order Number	Yes	Here we are converting a confirmed ORDER into an Invoice. So we need the SO Reference.
SO date	Date of Sales Order	Yes	This is the date of the Sales Order.
Customer ID	Customer ID	Yes	It is a unique identification number given to each Customer in ACTouch ERP
Customer Name	Customer / Party Name	Yes	Customer Name / Business name.
Bill To	Shipping Address	Yes	This is the address of the customer where the particular product has to be delivered to.
Purchase Order reference	Purchase/sales order number	No	This is Customer’s Order Number (for reference)
Purchase Order Amount	Purchase order amount	No	This is the total amount of the Customer Order (for reference)
Purchase Order Date	Purchase order date	No	This is the Customer Order Date (for reference)

If Consignee = Yes, then we see the below records

Consignee Details.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Consignee	Consignee	By Default = NO	This is the Recipient of the Goods that are shipped. It tells whether we have a Consignee or not?
Consignee Id	Consignee ID	Yes	This is mandatory, if you enable “Consignee = Yes” This is the identification number given to a consignee.
Consignee Name	Name of the Consignee	Yes	Consignee Name / Business Name.
Consignee State	Consignee State	Yes	Consignee State and its important for Indian GST purpose.
Consignee Shipping Address	Shipping address of Consignee	Yes	Address of the shipment receiver (Consignee).
Calculate Tax based on Consignee	Tax on Consignee	By Default = NO	This tells whether to apply the tax on the Consignee or not.

Convert Service Invoice – Services Line details are entered here.

Here you enter the Services description and connect it to a “Category” for which the services is booked into. A typical services provided is like “Training”, “Consultancy” etc.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Service Description	Service Description	Yes	It is the description about the Services that’s delivered.
Service Category	Accounts to which service is booked	Yes	This is picked from Accounts master. When you select an Account, we book the service revenue to this account.
Service Price	Service Price	Yes	It is the Unit price of the Service.
Discount	Discount on LINE level	No	Apply the line level DISCOUNT for the Customer, if any.
Tax incl.	Inclusive of Tax	Default = No	Tax include – Yes or No. This feature is used for the MRP types of Products where the TAX is ADDED with UNIT price. So we should show the Basic Product Amount + Taxes Separately.
Tax amount	Tax Amount	No	Please select the TAX CODES that are RIGHT for the PRODUCT. If you have setup these data in Product Master, then ERP will pick from there directly.
Total	Total Amount	Yes	This is the Total amount of the line item excluding TAX AMOUNT
SAC Code	HSN Codes	No	HSN Codes for the Product that are provided by Government.
Delivery Challan ID	Delivery Challan NO	No	This is the document from Customer document as reference.
Terms And Conditions	Business Terms And conditions	No	It’s the General Terms and Conditions for the Delivery etc. If you can also make templates and use it.
Memo	Additional information	No	You can add more Information about the Sales Order.
Payment terms	Payment terms	No	These give us the details about payment terms between the two Parties that they have agreed on. You can define multiple “Payment Terms” in Master and use them.
Payment Terms Description	Payment Terms	No	This is description of Payment terms.
Sub Total	Total price	Yes	Subtotal of the Order.
GROSS / Cash Discount	Discount on the total Payment	No	It’s the Overall discount on the Order. Two types Cash Discount – You can give the Discount in “Amount” only.Trade Discount  – You can give either in “%age“ or in “AMOUNT”
Total before tax	Amount before tax	Yes	It’s the Total amount without Tax amount
Total tax	Tax amount	Yes	It’s the total Tax on the line items.
Round off	Rounded off amount	No	Enter the Amount, if you want to change it. Its small amount that can be added or removed from the TOTAL AMOUNT to round-off.
Total	Total Amount of the Order	Yes	This is the total Order amount after rounding off.

When you convert from Sales Order to Invoices, it helps to control the amount that you entered to receive and it does check against the original Order and will not allow to exceed it.