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Create a Sale (Invoice) from add sales screen in GPOS

PostedAugust 9, 2025
UpdatedAugust 9, 2025
Byadmin

Follow these steps to successfully create a sales invoice using the GPOS Add Sale screen.

📋 Add Sale Screen Overview

  • Send SMS: Yes / No (Choose if you want to send an SMS notification)

  • Send Email: Yes / No (Choose if you want to send an email notification)

  • Print: Choose print format (e.g., A4)

  • Customer: Select or add a customer

  • Closing Balance: Shows customer’s current balance

  • Status: Invoice status (default is Final)

  • Invoice ID: Auto-generated unique invoice number (e.g., SI-2508-0011)

  • Date: Select invoice date (default is today)

  • Reference: Optional reference info

  • Sales Account: Choose sales ledger account

  • Price Group: Select pricing group if applicable

  • Search Product: Search product by name or code to add to invoice

  • Quantity: Enter quantity of the product

  • Unit: Unit of measurement (pcs, kg, etc.)

  • Unit Price: Selling price per unit

  • Discount: Apply discount (fixed or percentage)

  • Unit Tax: Select applicable tax for the product

  • IMEI/SL No./Other Info: Enter if applicable (e.g., serial numbers)

  • Stock Location: Select stock location for the product

  • Subtotal: Displays subtotal for each product line

🛠️ Step-by-Step Guide to Create Sale

Step 1: Configure Notifications and Print

  • Choose if you want to send SMS and/or send Email notifications for this sale.

  • Select your preferred print format for the invoice.

Step 2: Select Customer

  • Click on the Customer field.

  • Search and select an existing customer or add a new one.

  • Review the Closing Balance shown to understand customer’s current account standing.

Step 3: Verify Invoice Details

  • Confirm the Invoice ID is auto-generated and unique.

  • Check the Date; change if needed.

  • Add any optional Reference notes.

  • Select the appropriate Sales Account (sales ledger account).

  • Choose a Price Group if your business uses multiple pricing tiers.

Step 4: Add Products to the Invoice

  • Use the Search Product box to find products by name or code.

  • Enter the Quantity you want to sell.

  • Confirm or adjust the Unit and Unit Price.

  • Apply any Discount (fixed amount or percentage).

  • Select applicable Unit Tax.

  • Add IMEI/Serial Number or other info if necessary.

  • Select Stock Location where the product will be deducted from.

  • Verify the Subtotal updates accordingly.

Repeat for all products the customer is buying.

Step 5: Review Shipment Details (If Applicable)

  • Add Shipment Address, Shipment Status, and Delivered To info if you ship goods.

  • Add any relevant Sales Note or Payment Note.

Step 6: Confirm Payment Details

  • Review Total Items, Total Quantity, and Net Total Amount.

  • Apply any Sale Discount (fixed or percentage).

  • Review Sale Tax and Additional Fees if any.

  • Add Shipment Charge if applicable.

  • Check Total Invoice Amount.

  • Enter Received Amount (how much customer is paying now).

  • Select Payment Method (Cash, Card, etc.).

  • Choose Debit Account for payment.

Step 7: Finalize the Sale

  • Double-check all data entries for accuracy.

  • Click Save or Complete Sale button.

  • Invoice will be saved with the specified Invoice ID.

  • Notifications (SMS/Email) will be sent if selected.

  • Invoice will print automatically if enabled.

🔐 Notes

  • All fields marked with * are mandatory.

  • Make sure stock location has sufficient stock before confirming the sale.

  • Payment details should match the received amount to avoid discrepancies.

  • User permissions govern who can create and edit sales.

🎯 Tips

  • Use barcode scanner for faster product entry.

  • Regularly update product prices and taxes to avoid mistakes.

  • Keep customer details updated for better communication.

This structured flow will help you quickly and accurately create sales invoices in GPOS using the Add Sale screen.

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