Sales Cycle: Quotations, Invoicing, Discounts & Returns

Learning Objectives

By the end of this guide, you will:

1. Master the complete sales lifecycle: Draft → Submitted → Paid / Returned.
2. Create itemized Sales Invoices with real-time tax and subtotal calculations.
3. Configure Line-Item vs. Overall Bill Discounts and enable dedicated Discount Accounting.
4. Issue Multi-Currency Invoices with dynamic exchange rate conversions.
5. Process Sales Returns (Credit Notes) with automatic General Ledger reversals.

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The Sales Document Lifecycle

Every sales transaction follows a controlled lifecycle to guarantee ledger integrity:

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Creating a Sales Invoice Step-by-Step

Navigate to Accounting > Sales Invoices > New Sales Invoice (or press Ctrl+K and type New Sales Invoice).

1. Customer & Header Details

• Select the Customer. Roznamcha Digital automatically populates their default price list, payment terms, and billing address.
• Select the Invoice Date and Due Date.

2. Adding Line Items

• Search items by code, name, or barcode scanner.
• Edit the item row to adjust quantity, selling rate, or line discount:

3. Taxes & Charges Calculation

Roznamcha Digital applies your regional tax template (e.g. FBR GST 18%) automatically across taxable line items:

4. Direct Payment & Auto Stock Transfer Toggles

Roznamcha Digital can automate downstream payment and warehouse transfers at the moment of invoice submission:

• Include Payment Toggle (Cash Sales): Automatically creates, links, and submits a Payment voucher to your cash or bank ledger upon invoice submission.
• Auto Stock Transfer Toggle (Instant Dispatch): When checked, automatically generates and submits a Shipment stock voucher from your default warehouse (Defaults > Shipment Location), deducting items from warehouse stock immediately.

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Sales Quotes / Quotations & 1-Click Invoice Conversion

Before issuing a binding commercial invoice, create a Sales Quote for client approval:

1. Navigate to Sales > Sales Quotes > New Sales Quote.
2. Enter proposed items, discounted rates, and validity date.
3. Quotations do not post journal entries or affect inventory.
4. Once the client approves, click the primary action Create Invoice to automatically convert the quote into a finalized Sales Invoice without re-typing line items.

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Discount Accounting: Line vs. Bill & Tax Base Logic

Roznamcha Digital provides complete control over promotional pricing and discount taxation:

Discount Calculation Modes

Formal Discount Expense Accounting

Under Settings > Features > Discount Accounting, you can route discounts to a dedicated ledger:

When enabled, discounts are not silently deducted from revenue; they are formally posted as a debit to 5120 Discounts Allowed, giving executive reporting full visibility into total concession costs.

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Multi-Currency Invoicing & Foreign Trade

For export businesses billing in foreign currencies (USD, EUR, AED, GBP):

1. Set the Customer's default currency to USD in their party record:

2. Your company base ledger remains in PKR:

3. When creating the invoice, enter the transaction in USD. Enter the active Exchange Rate (e.g. 1 USD = 280.50 PKR):

4. The General Ledger automatically records both the foreign currency amount and base currency equivalent:

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Print Preview & PDF Export

Click the Print icon (or press Ctrl+P) to open the print preview dialog:

From this screen, choose from preloaded or custom branded print templates, print directly to office or POS thermal printers, or export high-resolution PDFs.

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Sales Returns & Credit Notes

When a customer returns goods or requests a price credit:

1. Creating a Credit Note:

Open the original submitted invoice, click the Actions Menu (three dots) in the top header, and click Create Return:

Roznamcha Digital opens a new Sales Invoice in Return (Credit Note) mode:

2. General Ledger Impact of a Sales Return:

When submitted, the Credit Note automatically reverses the original accounting entries:

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Common Pitfalls & Best Practices

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Knowledge Check