Creating sales, purchases & estimates
One fast, keyboard-friendly form powers all six document types. Learn it once, bill everything.
Sales, purchases, sale estimates, purchase estimates, sale orders, and purchase orders all share the same entry form. Open any of them from Transactions in the sidebar — for example Transactions → Sale.
The header row
| Field | What to do |
|---|---|
| Date | Defaults to today; change it for back-dated entries. |
| Doc No | Leave blank to receive the next number in your financial-year series automatically, or type a number to override. Press F2 here to set up or adjust the numbering series — see Document numbering. |
| Account | Type a few letters of the party's name and pick from the suggestions. Press F2 to create a brand-new party without leaving the form. |
| Type | Pick the sale/purchase type that carries the right GST treatment — see Sale & purchase types. |
Adding items
- 1
Search in the item bar
Type the item name; matching items appear instantly. Press F2 to create a missing item on the spot.
- 2
Speak the item name, if you prefer
The item bar has a microphone button. It stays switched off until you turn it on — click it, or press Alt+M, and it starts listening so you can say the item name instead of typing it. Click it again to stop. Your choice is remembered for that voucher type, so a microphone you switch off stays off next time, and one you switch on is ready when you come back.
- 3
Use the microphone for just one entry
Right-click the microphone button for more choices: turn it on or off and remember it, or turn it on or off for the current entry only, leaving your usual setting untouched. The button shows which is in effect — a line through the microphone means it is off.
- 4
Enter quantity, rate, and discount
Rate and discount pre-fill from the item master and your discount rules; override per line whenever needed.
- 5
Add the line
The line drops into the items table below, showing its taxable value and GST per the chosen type.
- 6
Edit in place
Click any cell in the items table to correct quantity, rate, or discount. Remove a line with its delete action.
- 7
Choose your columns
Use the Columns button above the items table to pick which line columns appear — turn on extras like HSN/SAC, MRP, Cess, or Item Group when you need them. Your layout is saved for you and applies next time.
Bill sundries and totals
Below the items, add bill-level charges or deductions — freight, packing, round-off — from your bill sundry list. The totals card on the form keeps a running summary: taxable value, the tax breakup, round-off, and the grand total.
Saving
Click Save or press Ctrl+S (⌘+S on Mac). The voucher posts to your books and appears in its register immediately.
The form will wave “no” at you
A transaction needs a party account and at least one item before it can be saved. If either is missing, a friendly blocking dialog appears instead of a half-empty voucher landing in your books.
Estimates are commitments, not books
Sale and purchase estimates capture a quotation or expected deal. They live in their own registers and don't touch your ledgers until a real sale or purchase is recorded.
Your work saves itself as a draft
While you fill a transaction, the form quietly keeps a draft on your computer — updated a moment after every change. If anything interrupts you mid-entry — a lost connection, an accidental tab close, a sign-out, even a crash — nothing is lost. When you return to the same form, a “Continue where you left off?” dialog offers the draft back with the party and item count shown; choose Restore draft to pick up exactly where you stopped, or Start fresh to discard it. After you sign back in, a small “You have unsaved work” card also appears with a one-click Resume button for each waiting draft.
The same protection now covers the other places you type a lot at once: voucher batch entry (payments, receipts, contra), ledger entry (journals and credit/debit notes), multi-add on the Item, Account, Account Group and Item Group masters, and the sale return / purchase return note screen. Each offers its own list back the same way, with a short summary of what is waiting.
Drafts are private and tidy
Drafts stay on the computer and browser where you typed them — they are kept per user and per organisation, are removed automatically the moment the voucher saves (or when you press Clear), and expire on their own (7 days for a transaction, 24 hours for a batch list). Pressing Esc on the restore dialog keeps the draft for later without restoring it. On a shared computer, use Start fresh — a party list you were mid-way through can include the tax and bank details you had typed, and the dialog says so before you choose.
Editing a saved transaction
Open the document's register (for example Transactions → Sale → View Sale), find the row, and choose edit. The same form opens pre-filled; correct it and save again. Your stock and ledgers adjust to the corrected figures.
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