How to Enter Sales and Purchase Invoices (Bills) in ecount ERP

This article explains how to create and manage Sales and Purchase invoices (bills) in ecount, covering voucher entry, party handling, product lines, taxes, and related settings.

📋 Overview

The Sales/Purchase Entry screen is accessed via Transaction → Sales/Purchase → Sales Bill / Purchase Bill. It allows you to record sales invoices, purchase invoices, and challans with stock movements.

🔧 Steps / How-to

1. Open the voucher entry list by selecting the option above.
2. Enter the Date. For sales this is the invoice date; for purchase it is the voucher entry date.
3. Choose the payment mode:
   • Cash – for cash memos.
   • Debit – for debit memos (required to post to the party ledger).
   • Online – appears after setting a Default Online Bank Account (see Settings).
4. Select the Party A/c from the list or create a Cash Party if needed. Cash Party details (name, address, GSTIN, etc.) are stored only for printing and GST reports.
5. Enter Bill No / Voucher No.. Bill numbers can be auto‑generated via a voucher number series (see article on managing book code).
6. Choose the Invoice Type (Tax Invoice, Bill of Supply, Other, etc.). Tax amounts are calculated automatically.
7. Fill any Custom Fields that have been defined for this voucher type.
8. Enter product lines:
   1. Press Enter in the middle section to start a new line.
   2. Select the product. You can add, edit, or delete items directly from the popup.
   3. Provide quantity. If the item uses dual units, enter the second‑unit quantity; the first‑unit quantity is calculated.
   4. If batch, location, or serial‑number tracking is enabled, select the appropriate batch, location, or serial numbers.
   5. Rate is fetched from the product master or price list. If multiple price lists exist, you will be prompted to choose one.
   6. If GST requires a tax‑paid rate, enter it; the system will compute the rate without tax.
   7. Amount is calculated from quantity, rate, and conversion factor. You may adjust it.
   8. If multiple taxes or item‑wise expenses apply, an expense entry window opens for that line.
9. After all items are entered, press Tab to exit the product grid.
10. Review the Expenses Entry section for additional charges (transport, taxes, etc.). Tax amounts adjust automatically but can be edited.
11. Add a Narration if desired. Use Ctrl+R to recall saved narrations.
12. If the party uses a bill‑to‑bill balance, the adjustment field appears (unless auto‑adjustment is enabled in Voucher Setup).
13. Click Save. The voucher is posted according to the selected mode and settings.

⚙️ Settings / configuration

• Default cash/debit memo option is set in Voucher Setup.
• Default Online Bank Account is defined under Setup → Branch Setup → General Tab → Default Online Bank Account.
• Invoice types, price lists, expense formulas, and party‑wise settings are also managed from the respective setup articles (links provided below).

💡 Tips

💡 Tip: Use a Debit Memo for sales invoices when you need the transaction to appear in the party ledger. Cash Memo entries post directly to the default cash account and will not show under the party ledger.

💡 Tip: You can generate an invoice directly from a Quotation, Order, or Delivery Challan using the button in the footer or the “Create Invoice” option on those screens.

⚠️ Common issues / warnings

⚠️ Note: Sales invoices created as Cash Memos will not appear in the Party Ledger. Select Debit Memo instead.

⚠️ Note: If the Online payment option is missing, verify that a Default Online Bank Account is configured in Branch Setup.

✅ Summary

• Open Sales/Purchase → Sales Bill / Purchase Bill.
• Set date, payment mode, and party account.
• Enter bill number, invoice type, and custom fields.
• Add product lines with quantities, rates, and optional batch/serial details.
• Review expenses, add narration, and save.

⚙️Refer Some Setup Link

• Voucher Setup
• Invoice Type
• Expense/Tax Formula Setup
• Branch Setup