Creating & Sending Tax Invoices

The Finance & Invoicing module in VAP ERP allows you to issue professional, tax-compliant invoices, track customer payment statuses, and maintain a clear ledger of accounts receivable.

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1. Creating a New Invoice

1. Open the App Launcher (grid icon in top navigation) and click Finance.
2. From the left sidebar, click Invoices and select + New Invoice.
3. Select or Add a Customer:
   • Choose an existing client from your customer directory, or click + Add Customer to enter their business name, contact email, and billing address.
   • If applicable, enter the customer's Tax / GST Identification Number.
4. Set Invoice Dates:
   • Invoice Date: The date the transaction took place (defaults to today).
   • Payment Terms: Select payment terms (e.g. Due upon Receipt, Net 15, Net 30). The system will calculate the due date automatically.
5. Add Line Items:
   • Click + Add Item and select products or services from your catalog, or type a custom description.
   • Enter the Quantity and Unit Price.
   • Select the applicable tax rate (e.g. GST 5%, 12%, 18%, or Tax Exempt). The system calculates line-level and total taxes automatically.
6. Add Notes & Payment Details:
   • Enter bank transfer details, UPI IDs, or special terms and conditions in the Customer Notes box.
7. Save or Issue:
   • Click Save as Draft if you want to review it later without affecting your sales ledger.
   • Click Issue Invoice to finalize the invoice number and update your customer's outstanding balance.

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2. Sending the Invoice & Exporting PDFs

Once an invoice is issued, you can:

• Download PDF: Click Export PDF to generate a clean, branded document featuring your company logo, payment details, and tax breakdowns.
• Send via Email: Click Send Email to dispatch the invoice directly to the customer's billing email with the PDF attached.
• Copy Payment Link: Share a direct web link with the customer to view their invoice summary online.

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3. Recording Payments

When a customer pays an invoice:

1. Open the invoice from the Invoices list.
2. Click Record Payment in the top action bar.
3. Enter the Amount Received (supports partial payments if the client paid an installment).
4. Select the Payment Date and Payment Mode (e.g. Bank Transfer / NEFT, Cheque, Cash, or Online Payment).
5. Enter any reference or transaction ID.
6. Click Save Payment. The invoice status updates automatically to Paid (or Partially Paid), and your customer's outstanding balance decreases accordingly.

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4. Troubleshooting & Tips

• How do I correct a mistake on an issued invoice?
  To maintain accounting integrity, issued invoices cannot be arbitrarily edited once sent. If you need to make an adjustment, either issue a Credit Note to offset the difference or cancel the invoice and generate a revised one.
• Can I set up recurring invoices for monthly retainers?
  Yes. Navigate to Finance → Recurring Invoices to configure automatic monthly or quarterly billing schedules for retainer clients.