One of the most powerful feature of Runtime Accounts is the automatic generation of invoices from sales voucher. This means that whenever you create a sales voucher, it automatically generates an invoice behind the scenes. There are a lot of options to control and customize the invoices.
Let’s see how you can create a sales voucher and view the automatically created invoices.
Begin with creating a sales voucher. To do so, login to your account, click on ‘Vouchers’ menu and click on ‘Sales’
The various parts of a sales voucher screen are explained below:
- Voucher Date: This is the voucher date and same will be displayed on GST or non GST Invoices as Invoice date
- Reference #: This is for your internal reference and does not display on invoice.
- Due Date: When entering sales voucher, due date is mandatory. It is also displayed on Invoice as Due date.
- GST Classification: Select from following options:
- Taxable (Taxable under GST),
- Zero Rated (Exports),
- Nil Rated (Where goods or services are taxed at Nil rate under GST)
- Exempted (Where goods or services are exempted from GST)
- Non GST – In case you are not registered under GST or where goods or services are outside the purview of GST regime
- Composition (Where you have registered as a composition dealer in GST),
- Click on ‘Shipping Info’ to enter shipping/dispatch details like Logistics provider, Shipping Date, Weight etc.
- Click on ‘Other Info’ to enter details like PO Number, PO Date, Terms and Conditions etc. which will be printed on the invoice. These are explained in next section:
- Customer Ledger: Here you need to select customer ledger. If you have already created all ledger accounts, the list should contain your customer ledgers. If you need to add a new customer ledger, click on ‘Add Ledger’ button at top right of the page. Click here to know how to create ledgers and opening balances.
- Place of Supply: This is the state of your customer. Select from a list of Indian states.
- GST Status: This is the GST Status of your customer. Select from ‘Registered’, ‘Composition’, ‘UIN Holder’, or ‘Unregistered’.
- GSTIN: Enter your customer’s GST number here, in case you have selected ‘Registered’, ‘Composition’ or ‘UIN Holder’ in GST Status
- Clicking on ‘More’ button will open additional fields (optional) to enter customer information. These are printed on invoice heading.
Following additional options are available to customize invoice:
- PO Number: Enter Purchase Order number if this sales is generated against a customer PO
- PO Date: Enter Purchase Order date if this sales is generated against a customer PO
- Invoice Title: This text is printed on top of Invoice. For GST Invoices, you can select ‘GST Invoice’ and for non GST Invoices, you can select ‘Invoice’ or ‘Tax Invoice’ as per your preference or applicable laws.
- Terms and Conditions: Enter sales terms and conditions. These will be printed on Invoice. You can use this to specify payment terms, bank details etc.
- E-Commerce Sale: Select if this sale is made on an e-commerce portal
- Activate SMS Reminders: Select to send SMS reminders to customer’s mobile number if the invoice remains unpaid on due date. (See Note 1 below)
- Activate E-Mail Reminders: Select to send E-Mail reminders to customer’s mobile number if the invoice remains unpaid on due date. (See Note 1 below)
- SMS and E-Mail reminders are sent at fixed intervals as follows:
- 7 days before due date
- On the due date
- 7 days after due date
We hope that the above guide will help you create and send professional GST Invoice to your customers, quickly and easily. Let us know your feedback on this service.