Cloud ERP by Business Layers

Sales Guide — Sales Documents Center

Site admin guide: how to create a quote, customer order, delivery note, tax invoice and credit note — from one screen.

What the Document Center Does

The Document Center brings all of the business's sales documents together in one place: quotes, customer orders, pro forma invoices, delivery notes and receipts, tax invoices and credit notes. Each document gets a sequential number by type, customer details, item lines, payment, notes, signatures and photos.

One document can generate the next: create a tax invoice from a quote or order, and a credit note from a tax invoice. Documents remain linked, payment is recorded only once, and a document used to create a tax invoice is locked for editing.

Benefits of Sales Document Management

  • All sales document types on one screen, with list, search and delete options.
  • Automatic sequential numbering for each document type, including restarting each year, according to the business settings.
  • Select items from the item catalog — SKU, description, sale price and image — or enter a custom description.
  • Automatic calculation of total, VAT, payment received and balance due.
  • Customer signature on screen, business signature and stamp, and attached photos.
  • Print or save as PDF and send by email directly from the document.
  • Create a tax invoice only when the balance is zero, issue a credit note for cancellations, and lock documents after printing an invoice.

Document Types

SQQuoteWhat the customer will receive and at what price, before placing an order.
SOCustomer OrderThe customer has ordered — what, how much and when delivery is expected.
PIPro Forma InvoicePayment request before issuing an invoice, with VAT details.
RCDelivery Note and ReceiptThe goods were delivered and payment was received, with the customer's signature.
INVTax InvoiceThe accounting document. It is marked "Original" on the first printout and "Certified Copy" on subsequent printouts.
CNCredit NoteCancels a tax invoice — the same lines with negative amounts.

Tax invoices cannot be deleted — cancel them with a credit note. When a new tax invoice is created, a linked customer order is automatically created behind it.

How to Create a Sales Document, Step by Step

  1. Open the Documents Center

    A list of documents appears — customer, date, type, number and amount, with search by name, project or number.

  2. Create a new document

    In the document list, click "New Document" (in the top bar) and select a type: delivery note and receipt, customer order, quotation, pro forma invoice or tax invoice. From an open document, return to the list using the ✕ button. The number is assigned when opened.

    New document window: Delivery Note/Receipt, Customer Order, Quote, Proforma Invoice, and Tax Invoice
    The "New Document" window — select the document type

  3. Enter the customer details

    Customer type (private or business), name, ID or company number, address, city, phone, email and project. Name and ID number are required fields.

  4. Add items

    Click the product cell and select an item — finished products appear immediately, and other items can be found by searching. You can also enter a free-text description.

  5. Enter the quantity, price and chassis number

    Prices include VAT. For pro forma invoices and tax invoices, the price before VAT is also displayed, and either price can be edited.

  6. Record a payment

    Enter "Payment Made" and the payment method. The balance due is calculated automatically.

  7. Signature and photos

    The customer signs on the screen ("online sign"). You can take a photo with the camera or attach one from the gallery.

  8. Print or email

    "Print / PDF" or "Send Email" — the document is attached to the message. Without a customer name and ID number, printing or sending is not possible.

  9. Issue a tax invoice

    From any document, click "Issue Invoice". This is possible only when the balance due is zero. Enter an allocation number on the invoice as well.

  10. Cancel if needed

    From a tax invoice, issue a "Credit Invoice" — it offsets the income and marks the invoice as canceled.

Sales document fields

Customer type
Private or business. Determines whether the ID is a personal ID or company number.
Customer name and ID / company number
Required fields. An invalid ID number is flagged with a warning.
Address, city, phone, email
Contact details displayed on the document. An invalid email is flagged with a warning.
Project
A short name that identifies the sale in the list.
Date and Estimated Delivery
Document date and expected delivery date.
VAT
Taken from the business settings and cannot be edited in the document.
Product, chassis no., quantity, price
Item lines. You can add and delete lines.
Payment Made and Balance
Amount paid and amount remaining.
Payment Method and Orderer's Name
Payment details and who placed the order.
Notes
Default text for each document type, with an option to restore it.
Allocation Number
On tax invoices only.

Programs Related to Sales Documents

doc_settings.php

Constants and document numbers — business details, VAT, numbering for each document type, and default notes.

keep_sale.php

Sales record — the revenue from each document chain is recorded there once.

keep_note.php

Keep Note cards — you can create a card for a document and link it, optionally.

Item Management

The item catalog used to select products — SKU, description, price, and image.

Tips for Working Correctly with Sales Documents

  • Before creating the first document, set up business details, VAT, and numbering in Constants and Document Numbers.
  • Select items from the item catalog instead of using free text — this ensures the price, description, and image are entered correctly.
  • To issue a tax invoice, first update the payment in the source document until the balance is zero.
  • After printing a tax invoice, the related documents are locked. Corrections are made with a credit invoice and reissued.
  • Any document can be deleted except a tax invoice and a document from which an invoice was issued.

Frequently Asked Questions About Sales Documents and Invoices

How do I issue a delivery note?

In the document list, click "New document" and select "Delivery Note and Receipt". If another document is open, first return to the list by clicking ✕. In the note, enter the customer, items, and payment details, and have the customer sign on the screen.

How do I issue a tax invoice?

Open a quote, order, or fully paid proforma invoice and click "Generate Invoice". You can also create a new tax invoice directly from "New Document".

Why can't I generate a tax invoice?

A tax invoice is generated only when the balance due on the source document is zero. Update "Payment Made" and try again.

How do I cancel a tax invoice?

A tax invoice cannot be deleted. Generate a credit invoice with negative amounts from it, and the invoice will be marked as canceled.

What is the difference between a quote and a proforma invoice?

A quote shows the customer the price before they place an order. A proforma invoice is a payment request issued before the invoice, with VAT details.

How do I email a document to a customer?

Click "Send Email", check the address, subject, and text, and send it. The document is attached to the message as a file.

What does "True to Original" mean?

On the first printout, the tax invoice is marked "True to Original", and on every subsequent printout, "Copy - True to Original".

Take me to the Document Center