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.

This helps you save time, reduce errors, and keep your business operations running smoothly every day.

Before we get into how it works, let’s first discuss what invoice management module actually is.

What Is Invoice Management?

Invoice management is the process of creating, tracking, and organizing invoices for products or services sold. Each invoice includes essential details such as items, prices, taxes, total amount, and payment terms.

This system helps businesses improve billing accuracy, monitor payments, and maintain clear financial records. Now that we understand the basics, let’s explore the different methods to create invoices in an ERP system.

Two Ways to Create an Invoice

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

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

Let’s explore both in detail.

1. Manual Invoice Creation

Users can manually create and manage invoices for specific sales or services, with the flexibility to edit details and maintain accurate billing records within the system.

Steps to Create an Invoice Manually:

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

• Invoices: The main section where you can manage all billing and payment records.
• Customers: Shows the list of clients or buyers for whom you create invoices.
• Invoices (under Customers): Displays all invoices linked to a specific customer.
• New Invoice: Used to create a new invoice by adding product details, prices, and payment terms.

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.
  • ProductQuantityUnit (e.g., Units, Dozens) TaxesDiscount %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 process includes quotes, you can create invoices automatically. This tool is perfect for businesses that focus on product management or for those that have regular sales activities.

Here’s how the automated invoice flow works:

Step 1: Create a Quotation

Go to Sales → Orders → Quotations → New Quotation

• Sales: The main section where you manage all sales-related activities.
• Orders: Shows all customer orders and related documents.
• Quotations: Contains price estimates or proposals shared with customers before confirming an order.
• New Quotation: Used to create a new quotation by adding product details, prices, and terms for customer approval.

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

An open source system simplifies invoice creation for every business need. Manual entry is ideal for custom invoices, while automation ensures faster, error free operations.

If you already use sales management, automated invoicing helps save time and ensures greater 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