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How to Convert a Sales Order to Invoice in GPOS

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This tutorial will guide you through the process of converting a saved Sales Order (SO) into an Invoice (SI) in GPOS.

🛠️ Why You Need to Convert a Sales Order to an Invoice

  • To finalize a customer order into a billable invoice

  • To track partial or full delivery of ordered items

  • To update payment status (advance, due, or full payment)

  • To manage stock movement after delivery

📋 Steps to Convert Sales Order to Invoice in GPOS

✅ Step 1: Go to the Sales Order List

  1. Log in to your GPOS dashboard.

  2. From the side menu, navigate to the “Orders” module.

  3. You will see a list of all sales orders with details like Order ID, Customer, Payment Status, and Delivery Status.

✅ Step 2: Search and Select the Sales Order

  1. Use the search bar or filters to find the Sales Order (SO) you want to convert.

  2. Click on the “Sales Order to Invoice” option from the Action column.

✅ Step 3: Fill Invoice Details

  1. The system will generate a draft invoice with:

    • Order ID (e.g., SO-2508-0002)

    • Customer Name (e.g., ak hardware dr/56353)

    • Invoice ID auto-generated (e.g., SI-2508-0042)

    • Date (editable)

    • Sales Account (choose the ledger account)

    • Reference (optional)

✅ Step 4: Select Products & Quantities

  1. The system shows the Left Quantity from the Sales Order.

  2. Enter the delivery quantity for each product.

    • Example: If 10 items were ordered but only 5 are being delivered now, enter 5 in Deliver Quantity.

  3. Verify the Unit Price, Discounts, and Taxes.

  4. Select the Stock Location from which items are being delivered.

✅ Step 5: Add Shipment Details (Optional)

  1. Enter the Shipment Address, Shipment Status, and Delivered To details.

  2. Add Sales Note or Payment Note if required.

✅ Step 6: Review Totals

  • Check:

    • Total Items

    • Total Quantity

    • Net Total Amount

    • Discounts / Taxes

    • Shipment Charges

    • Total Invoice Amount

✅ Step 7: Record Payment

  1. Enter the Advance Received or the Received Amount.

  2. Select the Payment Method (Cash, Card, Bank, Credit, etc.).

  3. Choose the Debit Account (e.g., Cash 2, Bank A/c).

✅ Step 8: Save the Invoice

  1. Click Save to generate the Invoice.

  2. GPOS will update:

    • The Sales Order (marking delivered or partially delivered)

    • The Customer ledger

    • The Inventory stock

 

🔐 Important Notes

  • Partial delivery is supported — you can convert the remaining items into another invoice later.

  • Only authorized users can convert Sales Orders to Invoices.

  • All conversions are logged for audit tracking.

🎯 Tips

  • Always cross-check customer details before finalizing.

  • For large orders, use partial delivery to manage stock properly.

  • Keep shipment details updated for better tracking.

✅ By following these steps, you can efficiently convert any Sales Order into an Invoice in GPOS — ensuring accurate billing, proper inventory updates, and smooth order fulfillment.

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