Sales

Customers

Route: Sales › Customers — /commercial/customers

Purpose: the customer master card. Every sales document starts by picking a customer, and the card's defaults (payment method, salesman, price list, discount) are copied into each new document automatically.

Card fields

Buttons and side panel

• Save / Save & New / Back — the standard edit actions; Save & New clears the form and fetches the next code.
• Account Statement (edit mode) — opens the report center with this customer preselected and runs the statement.
• Record notes — the free-text notes panel beside the card keeps a per-customer note history.

FAQ

• Why did my customer's invoice come out simplified even though I entered the VAT number? The national address is incomplete — fill street (or address), building no., city and postal code, then invoice again.
• Where does the customer's account come from? Postings go to the receivable account configured in the commercial account settings; you don't create a GL account per customer manually.
• Can I change the code later? No — the code is set once at creation and is read-only afterwards.
• What does credit limit 0 mean? Unlimited credit — the credit-limit guard only fires when the limit is greater than zero.

Salesmen

Route: Sales › Salesmen — /commercial/salesmen

Purpose: define the sales reps you assign to documents. A salesman box exists on quotations, orders, delivery notes, invoices, returns and debit notes, giving you per-salesman sales figures in reports.

FAQ

• A salesman left the company — should I delete him? No; untick Active. His history stays intact and he vanishes from the pickers.
• Why doesn't a salesman appear in the invoice dropdown? He is marked inactive — only active salesmen are listed.

The document editor — shared mechanics

All sales documents share one editor layout: a toolbar, a header-fields block, an item line grid and a live totals strip. Learn it once — it behaves identically everywhere.

Toolbar and statuses

Line grid

Totals strip

• Extra discount — a header-level discount with the same %/currency toggle. It is distributed over the lines proportionally to their net values (the last line absorbs any rounding remainder), so screen totals always equal server totals.
• Total discount — all line discounts + the extra discount.
• Subtotal — the net taxable base after all discounts (ex-VAT).
• VAT total and Grand total.
• Prices include VAT — a checkbox in the header. When ticked, entered prices are treated as VAT-inclusive and the tax is extracted from them; when clear, VAT is added on top.

Sales quotations

Route: Sales › Sales Quotations — /commercial/sales-quotations

Purpose: a priced offer to the customer with an optional validity date — no effect on stock or accounts, ever. On acceptance, approve it and convert it to a sales order or directly to an invoice with one click.

Header fields

1. Pick the customer and (optionally) the validity date.
2. Add items with quantities and prices — the item's sale price is suggested and editable; apply line discounts and/or an extra discount.
3. Save keeps it a draft; Approve locks it (status becomes Approved).
4. On the approved quotation: Print / Download the bilingual PDF, or press Convert to Sales Order / Convert to Invoice — the new document opens prefilled with the customer, warehouse and all lines.

Worked example: 2 lines — 10 × 50.00 and 4 × 75.00, 10% discount on the second line, VAT 15%, prices net: gross 500.00 + 300.00 = 800.00; discount 30.00; subtotal 770.00; VAT 115.50; total 885.50.

FAQ

• Does a quotation reserve stock? No. The Available column is only an information hint.
• The customer accepted by phone — must I go through an order? No; “Convert to Invoice” raises the invoice straight from the quotation.
• Can I reuse an expired quotation? Yes — conversion is not blocked by the validity date; it is a commercial indication for the customer.

Sales orders

Route: Sales › Sales Orders — /commercial/sales-orders

Purpose: lock in a confirmed customer order. Statuses are Draft → Approved; approving makes the order convertible to a delivery note or an invoice, and — importantly — reserves its quantities: the invoice editor's “Available” column shows on-hand minus what approved orders have already promised to other customers.

The header and line grid are identical to the quotation (date, customer, warehouse, salesman, notes, VAT-inclusive flag; no validity date). An order raised from a quotation stores the source quotation for traceability.

Partial delivery

1. Approve the order, then press Convert to Delivery Note — the note opens with all order lines prefilled.
2. For a partial shipment, reduce the quantities (or delete lines) before approving the delivery note.
3. For the next shipment, convert from the same order again and keep only the remaining quantities — each conversion prefills the full order lines, so adjust them to what actually ships.
4. Invoice each delivery (or the whole order at once) with Convert to Invoice.

Worked example: order of 100 × 20.00 with 5% extra discount, VAT 15%: gross 2,000.00; extra discount 100.00; subtotal 1,900.00; VAT 285.00; total 2,185.00. First delivery note: 60 units; second: 40 units — each becomes its own invoice.

FAQ

• Does an approved order move stock? No — it only reserves the quantities in the invoice availability hint. Stock physically moves when the invoice is posted.
• Can I convert one order to several invoices? Yes — repeat “Convert to Invoice” and edit the quantities each time.
• Where do I see that an order came from a quotation? The link is stored on the order at creation (traceability); the source appears in the document footer info.

Delivery notes

Route: Sales › Delivery Notes — /commercial/delivery-notes

Purpose: the dispatch document that accompanies goods to the customer before invoicing — typically raised from an approved sales order (Convert to Delivery Note), or created directly. It documents what left, when, and for whom, and is the paper the driver and the customer sign.

Editor layout, fields and grid are the same as the sales order. Statuses: Draft (editable/deletable) → Approved (locked). An approved note offers Print / Download and Convert to Invoice, which prefills the invoice with the note's customer, warehouse and lines.

1. Raise the note from an approved order (quantities prefilled) or add lines manually.
2. Adjust quantities to what actually ships and Approve.
3. Print two copies — one signed copy returns with the driver.
4. When it's time to bill, open the approved note and press Convert to Invoice.

Worked example: delivery of 60 × 20.00, VAT 15%: subtotal 1,200.00; VAT 180.00; total 1,380.00 — figures shown for reference on the note; nothing is posted until the invoice.

FAQ

• Why didn't my stock drop after approving the note? By design — stock is issued at invoice posting, not at delivery approval.
• Can one delivery note serve several invoices? Convert produces one invoice per run; for split billing adjust the invoice lines after conversion.
• Can I delete an approved note? No — “An approved delivery note cannot be deleted.” Only drafts can be edited/deleted.

Sales invoices

Route: Sales › Sales Invoices — /commercial/sales-invoices

Purpose: the module's central document — the tax invoice (standard B2B or simplified B2C) compliant with ZATCA requirements. Posting it is the moment stock leaves the warehouse and revenue is booked.

Header fields

Creating and posting

1. Pick the customer — or arrive prefilled from an approved quotation, order or delivery note (conversion), or from Copy of an existing invoice.
2. Choose the warehouse and confirm the payment method.
3. Add items. Watch the Available column (on-hand − reserved); it turns red if you sell more than is available.
4. For items tracked by expiry/serials, open the Trace dialog on each line: pick the serial numbers from the in-stock registry (or type them — one per line; the count must equal qty × unit factor). The tag stays red until complete.
5. Review the totals strip (line discounts, extra discount, VAT, net).
6. Post. The system then, in order: checks the approval gate (large amounts may require a manager's approval), checks the credit limit (credit invoices), issues stock at weighted-average cost (blocked if insufficient), marks the serials Sold, writes the journal entry, and — if “Auto-send to ZATCA on posting” is enabled — signs and reports the invoice.
7. Print the tax layout with the compliant QR code, or download as PDF.

Worked example — the full math

Invoice with 3 lines, prices net of VAT, 5% discount on line 1, extra discount 100.00, VAT 15%:

Totals strip: total discount 125.00, subtotal 1,125.00, VAT 168.75, grand total 1,293.75. The extra discount is spread over the lines in proportion to their nets; the last line absorbs the rounding remainder.

Generated journal entry (assume the goods cost 700.00 at weighted average):

After posting — settlement and ZATCA

• Paid / Remaining chips show the settlement state; the list has a Settlement column (Paid / Partial / Unpaid).
• QuickPay (in the editor and as a list row action) collects a payment on the spot: amount (prefilled with the remainder), instrument (Cash / Bank transfer) and the cash box or bank account — it creates and posts a receipt in one step.
• The ZATCA box shows the e-invoicing state: “Not sent” with a Sign & send to ZATCA button, or the returned status with the scannable QR once accepted.
• View journal entry opens the generated Dr/Cr entry.

List row actions

Validation errors & common mistakes

FAQ

• Where does the price come from? Customer price list first, then the item's sale price; the promotion engine applies the best active discount policy (item scope beats category beats all-items) as the line discount.
• Does a cash invoice collect the money automatically? No — “Cash” is the commercial term on the sheet. Use QuickPay right after posting to create-and-post the receipt in one click.
• Why does Available differ from the stock screen? The invoice hint subtracts quantities reserved by approved sales orders.
• Selling a service? Service items show “—” in Available and never move stock; only the revenue entry is posted.

Sales returns (credit note)

Route: Sales › Sales Returns — /commercial/sales-returns

Purpose: full or partial return of sold goods. A return always references a posted sales invoice — it is the legal credit note (ZATCA type 381) linked to it.

Creating a return — import from the invoice

1. Create a new return. The Original invoice box lists all posted invoices — pick one.
2. The invoice's lines load in full and the customer, salesman and payment method are inherited.
3. For a partial return: lower the quantities or delete the rows that are not coming back. For a full return: leave everything as loaded.
4. Fill the Return reason (recommended — printed on the note), pick the branch and Post.
5. On the posted note: Print / Download the credit-note sheet, view the journal entry, and Sign & send to ZATCA if auto-send is off.

Posting effect: the goods re-enter the warehouse at the item's current weighted-average cost, returned serial numbers flip back to In-Stock, and the reverse journal entry of the sale is written.

Worked example: return 2 × 200.00 from the invoice above (VAT 15%): subtotal 400.00, VAT 60.00, total 460.00; goods cost 220.00.

FAQ

• Can I return more than was invoiced? Enter only what actually comes back; the note is your legal proof against the original invoice — keep quantities within it.
• The customer already paid — what happens to the money? The credit note reduces the receivable; settle the difference with a payment voucher or leave it as credit for the next invoice.
• Serialized items? The returned serials are named on the line and re-enter the serial registry as In-Stock.
• Which cost is used for the returned goods? The item's current weighted-average cost at return time, not the original invoice's cost.

Sales debit notes

Route: Sales › Sales Debit Notes — /commercial/sales-debit-notes

Purpose: charge the customer more after an invoice was issued — price difference, freight, penalty… It references a posted invoice (ZATCA type 383) but, unlike a return, moves no stock.

1. Create a new debit note and pick the original posted invoice — the customer and reference are inherited, but the line grid starts empty.
2. Add the additional-charge lines manually (e.g. a “Freight” service item), with VAT as applicable.
3. Fill the reason, then Post — and send to ZATCA like an invoice.

Worked example: freight charge 200.00 + VAT 15% = 230.00. Journal entry: Dr Accounts receivable 230.00 / Cr Sales revenue 200.00 / Cr VAT output 30.00 — the same direction as a sale, with no inventory lines.

FAQ

• Debit note or a new invoice? Use a debit note when the charge belongs to an existing invoice (price correction, freight on that shipment); use a new invoice for a new sale.
• Why can't I add stock items that move quantity? Debit notes never move stock by design — they are a purely financial charge.
• Does it affect the customer's balance? Yes — posted debit notes add to the running balance (and to the credit-limit calculation).

Send invoices to ZATCA

Route: Sales › Send Invoices to ZATCA — /commercial/zatca-send

Purpose: the e-invoicing control room. Filter posted invoices by send status (default: Not sent) and date range, multi-select and submit them in one batch — the batch is signed and sent sequentially so the PIH hash chain stays intact.

Screen elements

ZATCA statuses

Fixing a rejection

1. Open the Response dialog and read the validation messages (BR-… codes name the failing rule).
2. Typical causes: incomplete buyer national address on a B2B invoice (add city/postal code/building no. to the customer card), a malformed buyer VAT number (15 digits, starts/ends with 3), or the company not yet onboarded (“complete the e-invoicing steps”).
3. Fix the master data — the invoice itself is regenerated from current data at send time — then select the row and press Send to ZATCA again.
4. If the invoice's own figures are wrong, do not try to edit it: issue a credit note (and a new invoice if needed).

FAQ

• Why is the batch sent one by one? Each invoice's hash chains to the previous one (PIH); parallel sending would break the chain.
• An invoice failed mid-batch — are the others lost? No; each result is individual. Fix the failed one and resend it alone.
• Can I unsend an invoice? No. Once accepted by ZATCA it is immutable — corrections go through credit/debit notes.