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Adding, Editing, Deleting, Releasing, Reverting and Printing Sale Service Invoice in Ginesys Web

Owned by Aparajita Basu Roy
Last updated: Jun 14, 2022

HO often needs to sale services like security service, AMC etc. to the managed stores. So a separate invoice was required to sell those services directly rather than selling those as non-inventory items and managing through Standard Operating Procedures (SOP). It would allow the service costs incurred by the HO (on behalf of the managed POS site) to be reimbursed by that particular POS. Sometimes certain services may be offered to customers for payment these may be like installation, customization, sales of warehouse space, white labeling, job working etc.  The Sales Service Invoice allows Ginesys users to raise invoice for such services offered to B2B customers. This article describes the process of managing Sale of Service Invoice [Adhoc] in Ginesys Web.


 Add Sales Service Invoice

Prerequisites

  1. The users' role must have access to the Add app operation in the Sales Service Invoice feature in Sales & Distribution - Operations - Invoicing through Roles in Ginesys Web - Admin - Security

Step-by-step guide

The process is divided in the following steps:

  1. Go to Sales & Distribution > Operations > Invoicing > Sales Service Invoice.
  2. Click on Add button.
  3. Sales Service Invoice module will open.
  4. You will get group of icons at the top right corner of the window

    1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.
    2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.
    3. Print Barcode: Clicking on the Down Arrow beside this icon, you will get Print Preference option. This option is used to print barcode.: 
    4. Attachments: You can Upload some required documents from this option.
    5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 
    6. Open Side Panel: Clicking on this, you will get the details of the current Sales Debit Note as follows:
      1. Document Summary:  In this section you will get the details of Selected Items, Sale Type, Owner Site, Modified by etc. 
      2. Customer Details: You will get the Selected Customer Details like Address, Contact Details, Tax Region, Credit Limit, Overdue Amount etc. 
      3. Customer Statistic: This section describes the Delivered not Invoiced amount, Outstanding Amount, Last Invoice Date etc. 
  5. You will get four sections - General, Service Details,User Defined Fields and Others. 
  6. General:

    1. Select the Owner Site (Mandatory Field) for which you want to create the Sales. By default, it will be populated with the connected site.(Owner Site wise General Ledger selection is applicable).
    2. Select Invoice No. from the drop down list (Mandatory Field).

    3. System date will be populated in the Date field (Mandatory Field). You can change the date as per your requirement. You can only select the past date from the system date but not any future date.

    4. Select the Destination Site (Mandatory Field) from the Destination Site Pop-Up form. Trade Group (Mandatory Filed), Sales Term (Mandatory field) Debtor Ledger, Credit Due Date Customer Name will be auto-populated as per Destination.
    5. Status will be populated automatically.
    6. You can also put in Document Date and Document No.

    7. System date will be populated in the Date field (Mandatory Field). You can change the date as per your requirement. You can only select the past date from the system date but not any future date.

  7. Service Details:

    1. Click on the Add Row option to add a row.
    2. Select Service Name from the drop down list.
    3. Ledger & Sub Ledger name will be populated as per selected Service Name.
    4. Put in Service Amount.
    5. If you click on the  button left side of the populated item, you will get a drop down list. 
    6. You will get Delete Record, Item Charge and View Properties.
      1. Delete Record: You can delete the populated item from the list as per your requirement.
      2. Item Charge: The charges applied on the particular item will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile. 
      3. View Properties: You can check the item details by clicking on this option. It will open the Item Master window but you cannot edit any details. 
  8. Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.

  9. Charge will be calculated and the final amount after charge application will be populated as Net Amount.

  10. You Can only access User Defined Fields if it is defined in Admin > Utilities > User Defined Fields (UDF).

  11. You can also put in Remarks Of Others section.

    If you save the Sales Debit Note without charge calculation, you will get an alert message - "Charge is not calculated yet. On saving this entry, Charge will be automatically calculated based on selected Term. Please confirm to proceed."

  12. You will get the Ledger View option to get a overall ledger view.
  13. Click on the Save button to save Sales Service Invoice. You will get a  message "Document  <Sales Service Invoice No>  saved successfully."
 Edit Sales Service Invoice

Prerequisites

  1. The users' role must have access to the Edit app operation in the Sales Service Invoice feature in Sales & Distribution - Operations - Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Sales Service Invoice must be created and un-posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Sales & Distribution > Operations > Invoicing > Sales Service Invoice.
  2. Sales Service Invoice module will open.
  3. All the previously created Document.
  4. Select the Sales Service Invoice you want to edit.

  5. You can use Filter to search particular Sales Service Invoice.

  6. You can double click on it or go to Action > Edit to open the document.
  7. Edit: Sales Service Invoice window will open.
  8. All the details will be populated.
  9. You can modify Destination Site. You will get a message - "Modification of Site name will reset Customer, Debtor Ledger, Credit Due Date, Trade Group, Sales Term as per the setting of new site selected. Please Confirm.". 
  10. Click on the Save button to save the modified Sales Service Invoice. 

  11. You will get a message -  "Document <Sales Service Invoice No> saved successfully".

 Delete Sale Service Invoice

Prerequisites

  1. The users' role must have access to the Delete app operation in the Sale Service Invoice feature in Sales & Distribution - Operations - Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Services Invoice must not be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Sales & Distribution > Operations > Invoicing > Sale Service Invoice.
  2. Sale Service Invoice module will open.
  3. All the previously created Sale Service Invoices will be listed here.
  4. Select the Sale Service Invoice  you want to delete.

  5. You can use Filter to search.

  6. Go to Acton > Delete. 
  7. You will get a message - "Invoice once deleted can not be retrieved. Do you want to delete this invoice?"
  8. If you click on Yes, you will get a confirmation message "Invoice No <> deleted successfully.".
 Release Sale Service Invoice

Prerequisites

  1. The users' role must have access to the Release app operation in the Sale Service Invoice feature in Sales & Distribution - Operations - Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Services Invoice must not be Un-Posted.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Sales & Distribution > Operations > Invoicing > Sale Service Invoice.
  2. Sale Service Invoice  module will open.
  3. All the previously created Sale Service Invoices will be listed here.
  4. Select the Sale Service Invoice you want to release.

  5. You can use Filter to search.

  6. Go to Acton > Release. 
  7. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"
  8. If you click on Yes, you will get a confirmation message " Invoice No<Sales Service Invoice No:> - Released Successfully".
 Revert Sale Service Invoice

Prerequisites

  1. The users' role must have access to the Revert app operation in the Sale Service Invoice feature in Sales & Distribution - Operations - Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Services Invoice must not be Un-Posted.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Sales & Distribution > Operations > Invoicing > Sale Service Invoice.
  2. Sale Service Invoice module will open.
  3. All the previously created Sale Service Invoices will be listed here.
  4. Select the Sale Service Invoice you want to revert.

  5. You can use Filter to search.

  6. Go to Acton > Revert. 
  7. You will get a message - "Selected document(s) will be un-posted, and finance postings done will also be reverted. Do you want to proceed?"
  8. If you click on Yes, you will get a confirmation message " Invoice No<Sales Service Invoice No:> - Reverted Successfully"..
 Print Sale Service Invoice

Prerequisites

  1. The users' role must have access to the Print app operation in the Sale Service Invoice feature in Sales & Distribution - Operations - Invoicing through Roles in Ginesys Web - Admin - Security.
  2. Sale Service Invoice must must be created.
  3. Printer must be connected and installed.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Sales & Distribution > Operations > Invoicing > Sale Service Invoice.
  2. Sale Service Invoice module will open.
  3. All the previously created Sale Service Invoices will be listed here.
  4. Select the Sale Service Invoice you want to print.

  5. You can use Filter to search.

  6. You will get previously created template.
  7. Click on the required template to print.
  8. A new window will open.

  9. The document will be printed. 

    Note: You can print using Print Preference.