How Can Aureus ERP Simplify Your Invoice Creation?

In this blog, we’ll explore how Aureus ERP streamlines invoice creation, both manual and automated, helping you save time, minimize errors, and ensure smooth business operations.

Invoice creation is a key part of running any business, but it doesn’t have to be time consuming or complicated.

With open source Invoice Management, businesses can simplify and streamline their billing process using smart, flexible tools designed to fit their workflow.

Whether you prefer to generate invoices manually or automatically, Aureus ERP Invoice Creation makes the process smooth, fast, and error free.

It seamlessly connects your invoices with sales, inventory, and payments, ensuring everything stays up to date and in sync.

What Is an Invoice?

An invoice is a document that a seller sends to a customer, including details like products or services sold, prices, taxes, total amount, and payment terms.

It also helps in tracking revenue, monitoring payments, and maintaining accurate accounting records.

Two Ways to Create Invoices

The platform allows you to create invoices in two main ways:

• Manual Invoice Creation: When no sales or purchase order is involved.
• Automated Invoice Creation: Based on the Sales flow, from Quotation to Invoice.

Let’s explore both in detail.

1. Manual Invoice Creation

Manual invoice creation is useful in the following cases:

• For walk in customers or one time sales
• When no quotation or sales order is needed
• For service based transactions
• For internal billing and adjustments

Steps to Create an Invoice Manually:

1. Go to Invoices → Customers → Invoices→ New Invoice.
   

2. Fill out the invoice form, which is divided into different sections:

General Section

• Customer: Select the customer you’re billing.
• Invoice Date: Choose when the invoice is generated.
• Due Date: Set the last date for payment.
• Payment Term: Select the payment term like “Net 30” or “Immediate”.

If you select a payment term, the system automatically sets the Due Date based on it.

Invoice Lines

Add the products or services being billed.

• Add Product: Opens line item fields.
  • Product
  • Quantity
  • Unit (e.g., Units, Dozens)
  • Taxes
  • Discount %
  • Unit Price
  The Subtotal is calculated automatically.

Other Information

This section includes more billing details:

Invoice Subsection:

• Salesperson
• Customer Reference
• Recipient Bank
• Payment Reference
• Delivery Date

Accounting Subsection:

• Incoterm and Incoterm Location
• Payment Method (Credit Card, Bank Transfer, etc.)
• Auto Post (Auto submit the invoice)
• Checked (Internal approval flag)

Additional Information:

• Company (for multi company setup)
• Currency (default is USD)

Marketing Subsection:

• Campaign
• Medium (e.g., Email, Social Media)
• Source (e.g., Website, Google)

Action Buttons

At the bottom of the form, you’ll find:

• Create: Save the invoice.
• Create & Create Another: Save and open a new invoice form.
• Cancel: Discard changes.

What Happens After Creating the Invoice?

After you click Create, you’re taken to the Invoice View page.

If the invoice is still in Draft:

• Edit: Make changes
• Confirm: Finalize and post the invoice
• Cancel or Delete: If not needed anymore

Once the invoice is Confirmed:

• Pay: Open a form to add payment details like amount, date, bank account, and payment method.
• Reset to Draft: Revert to editable mode
• Preview: Print or PDF view
• Credit Note: Issue a refund or adjustment
• Delete: Remove the invoice (if still allowed)

2. Automated Invoice Creation

If your sales cycle involves quotations, you can automatically generate invoices. This feature is ideal for product based businesses or regular sales operations.

Here’s how the automated invoice flow works:

Step 1: Create a Quotation

Go to Sales → Orders → Quotations → New Quotation

Fill in the quotation details:

General Section:

• Customer
• Expiration Quotation Date
• Payment Term

Order Line Section:

• Add product
• Quantity
• Unit of Measure
• Lead Time
• Unit Price
• Discounts
• Taxes

Optional Products: Add upsell items

Other Information:

• Salesperson
• Customer Reference
• Delivery Date
• Campaign/Medium/Source (Marketing)
• Company and Currency

Click Create to save.

Step 2: Confirm the Quotation

Once the quotation is ready:

• Click Confirm to convert it into a Sales Order.

• Now, the quotation becomes an official order.

Step 3: Delivery Order (if products are stockable)

If you’re selling physical products:

• Go to the Delivery tab in the Sales Order

• edit the pick

• add the quantity

• Validate the pick

This step is optional if you’re selling non stockable items or services.

Step 4: Automatic Invoice Generation

Once delivery is validated:

• The system automatically generates an invoice based on the Sales Order.
• You can then view, send, or register payment from the invoice screen.

Final Step: Register Payment

Go to the invoice and click Pay to:

• Enter Payment Amount
• Choose Date
• Select Bank Account and Method
• Submit to mark the invoice as Paid

Complete Automated Invoice Flow

Conclusion

ERP system simplifies invoice creation for every business need. Manual entry is ideal for custom invoices, and automation ensures faster, error free operations.

If you already use sales orders, automated invoicing saves time and ensures accuracy. By using these features effectively, you can streamline your sales and accounting process while maintaining professional communication with your customers.

Need Help?

Facing issues while managing the Sales flow in AureusERP?
Feel free to raise a ticket at our Support Portal