Invoice creation is a key part of running any business, but it doesn’t have to be time-consuming or complicated. With open source Aureus ERP Invoice Creation, businesses can streamline their billing process using smart, flexible tools tailored to 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.
In this blog, we’ll show you how Aureus ERP simplifies both manual and automated invoice creation, helping you save time, reduce errors, and keep your business operations running efficiently.
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:
- 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
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 you follow a sales cycle involving quotations, Aureus ERP can generate invoices automatically. This 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
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1 2 3 4 5 6 7 8 9 10 11 12 13 |
Quotation (Draft) ↓ Confirm Sale ↓ Sales Order (Confirmed) ↓ Delivery Order (If products require shipping) ↓ Create Invoice ↓ Send Invoice / Register Payment ↓ Sale Completed |
Conclusion
AureusERP provides a flexible and user-friendly invoicing system that fits different business needs.
If you want to create an invoice from scratch, the manual method is ideal.
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
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