Create a sales invoice with VAT

A Sales Invoice is the bill you give the customer. When you submit it, OLY ERP records the sale, the VAT you must pay to the tax authority and the amount the customer owes you.

Before you start

A submitted Delivery Note or Sales Order to create the invoice from (recommended).
The customer has a correct Tax ID (TIN). It prints on the invoice.
The "VAT 15%" Sales Taxes and Charges Template exists. Your OLY ERP consultant sets it up during onboarding.

Steps

Open the submitted Delivery Note (or Sales Order).
Click Create > Sales Invoice. The customer, items, quantities, prices and taxes are copied.
Check the Posting Date. This is the invoice date used for VAT.
Check the Due Date. It comes from the customer's payment terms.
Check the items and rates. Do not add items that were not delivered.
In Taxes and Charges, make sure the Sales Taxes and Charges Template is "VAT 15%".
Check the totals (see the example below).
Click Save, then Submit.
Click Print to print or save the PDF, or email it to the customer from the form.

VAT example

Example Foods PLC bills Example Distributor PLC for 10 cartons of "Corn snack 50 g, cheese" at 1,000 ETB per carton.

Line	Amount (ETB)
Net Total	10,000.00
VAT 15%	1,500.00
Grand Total	11,500.00

The customer owes 11,500 ETB. This shows as Outstanding Amount on the invoice until it is paid.

Invoice without a delivery note

You can also go to Accounting > Sales Invoice > + Add Sales Invoice and add the customer and items yourself. Only tick Update Stock if this invoice should also reduce stock (for example a cash sale over the counter). Do not tick it if a delivery note was already made, or stock is reduced twice.

After you submit

The status shows Unpaid, then Overdue after the due date, Partly Paid or Paid.
To record the money, click Create > Payment. See Record a customer payment.

Good to know

A submitted invoice cannot be edited. To fix it, Cancel and Amend only if no payment is linked yet, or make a credit note. Ask your accountant first.
Invoice numbers come from the numbering your consultant set up. Do not skip or re-use numbers.
If submitting fails because of the credit limit, a user with the right role must approve it.