Sales and purchase invoices

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Sales Invoice

Selling → Sales Invoice → New. Choose the customer and add the items with their quantities. Then Save: Zanix fills in the rest, and you can check it before you Submit.

• Prices come from the price list: the customer's, or Standard Selling. Type a Discount (%) to take a percentage off the list price, or type the Rate yourself. Quantities can be in any of the item's units (for example 2 cartons).
• Currency: the invoice is in the price list's currency unless you choose another. For a currency other than the company's, the exchange rate is your rate for the day (change it on the invoice if needed); the accounts are posted in the company's currency.
• Taxes: when the company has taxes switched on, the default sales tax template is filled in. Items with their own tax rates (for example recharge cards at 20%) are taxed at those rates. You can change the rates on one invoice without changing the template.
• Payment terms: the customer's terms (or those you choose) make the payment schedule and the due date, for example half now and half in 30 days. Without terms the invoice is due on its date, or on the due date you enter.
• Update Stock (on by default): the invoice also takes the goods out of the warehouse (set it above the table, per row, or as the item's default for the company) and posts what they cost. A product bundle takes its component items out of stock. Items that don't keep stock, such as services, just appear on the invoice.

When you submit, the customer owes the grand total (the Outstanding amount, which payments will reduce), the sale goes to the sales account (the item's for this company, or the company's), taxes go to their accounts, and the stock and its cost leave the warehouse. The invoice shows Unpaid. Cancelling reverses everything.

Paid now

When the customer pays on the spot, choose how under Paid Now → Paid With (for example Cash or FIB) before you submit. Zanix makes and submits the Payment by itself, and the invoice shows Paid. To take only part now, type the Amount Paid Now; the rest stays owed. The payment is a normal Payment (it shows which invoice made it), so reports and the cash account are the same as when you enter it yourself. Cancelling the invoice cancels its payment too. What is paid now doesn't count against the customer's credit limit.

Purchase invoices have the same option for paying a supplier at once. The method must be in the invoice's currency.

Instalment sales

To sell on instalments (for example a 1,200,000 IQD fridge with 200,000 now and 10 monthly payments of 100,000), fill Instalments on the invoice: the number of Monthly Instalments, the Down Payment, and optionally when the First Instalment is due (empty: a month after the invoice). The payment schedule becomes the down payment today and one payment a month; amounts are rounded to the currency and the last one takes the rest. With Paid Now, the down payment is taken at once.

Three days before each instalment, the people who handle payments are reminded in Zanix and on Telegram, with the customer's phone number. The customer is emailed too when they have an email address and your email is set up (untick Email the Customer to stop that). Payments settle the oldest instalments first. Reports → Late Payers lists customers with instalments past due: how many, how much, the oldest due date and how many days late.

Van sales

A sales van is a warehouse that sells from its own stock. Open the van's warehouse (or create one) and tick Sales Van; fill in the Sales Rep, the warehouse it Loads From, and Cash Collected With: a payment method on the van's own cash account (for example Van 1 Cash, on an account like Cash - Van 1). Restrict the rep to the van's warehouse under Users → Restrictions, so their invoices use it.

• Load van (on the van) opens a stock transfer from its warehouse into the van: add the items and submit.
• The rep sells with normal sales invoices from the van; the goods always leave the van's stock. When the customer pays on the spot, choose the van's cash method under Paid Now; later collections are Payments with the same method.
• At the end of the day, Unload van makes a draft transfer of everything left back to its warehouse, and Hand in cash makes a draft journal entry moving the van's cash to the main cash or bank. Submit them when the goods and money are counted.

Reports → Van Sales shows a van's day per item (opening, loaded, sold, returned by customers, unloaded, adjusted, closing), its sales, the cash collected and the cash it still holds. Routes, visit plans and GPS will come with the mobile app.

Sales commission

Add your salespeople under Selling → Sales Person, each with their Commission (%), and choose each customer's usual Sales Person. A sales invoice starts with the customer's salesperson and their rate; change either under Sales Commission on the invoice. The invoice shows the Commission: the rate times its net total (before taxes), in the company's currency. If you change the salesperson after the rate was filled in, the rate stays as it was: clear Commission (%) and save to take the new salesperson's rate.

Reports → Sales Commission lists, per salesperson and period, their invoices, net sales, returns (which take their share of the commission back) and the commission. Switch on Only invoices fully paid to pay commission on collected sales only. Pay it through payroll or a journal entry.

From quotation to invoice

You can sell in one step (an invoice), or in the steps your business uses:

Quotation → Sales Order → Delivery Note → Sales Invoice

Each document is made from the one before with one click: Make Sales Order or Make Invoice on a quotation, Make Delivery Note or Make Invoice on a sales order, Make Invoice on a delivery note. The new document opens as a draft with everything copied (customer, prices, taxes) and only what is still left: a second delivery from an order offers what wasn't delivered yet. Change quantities for a partial delivery or invoice, but keep each line's item and unit.

• A Sales Order shows its progress: Delivered (%) and Billed (%), and a status: To Deliver and Bill, To Deliver, To Bill or Completed (for example "half delivered, not yet invoiced").
• A Delivery Note takes the goods out of stock and posts their cost. The invoice made from it posts the sale and doesn't touch stock again. Its status is To Bill until it is fully invoiced.
• A Quotation becomes Ordered once an order or invoice is made from it (for example a contractor going straight from quotation to invoice).
• You can't deliver or invoice more than was ordered, and an order or delivery that was already used can't be cancelled until the later documents are.

Uses Delivery Notes (Setup → Company → Selling and Buying): switch it on when goods always leave stock with a delivery note (wholesalers). Then invoices made from orders don't move stock. Leave it off for shops, where the invoice takes the goods out of stock itself; an invoice that does so also counts as delivered on its order.

Stock and accounting are always posted exactly once, whichever path you use.

Purchase Invoice

Buying → Purchase Invoice → New, the same way, with the supplier, their invoice number and date, and the buying price list. With Update Stock, the goods are added to the warehouse at their net cost (taxes that are recovered go to the tax account, not the stock cost). Items that don't keep stock go to their expense account from the item's defaults.

If the supplier has a Tax Withholding category (for example 3%), the tax is deducted: you owe the supplier the total less the tax, and the tax goes to the withholding account to be paid to the tax office.

From purchase request to invoice

Buying can also go step by step: Purchase Request → Purchase Order → Purchase Receipt → Purchase Invoice.

• A Purchase Request (Buying → Purchase Request) says what is needed and for which warehouse, without supplier or prices. Make Purchase Order asks for the supplier and opens the order as a draft; fill in the prices and submit. The request shows Pending, Partly Ordered or Ordered.
• A Purchase Order shows Received (%) and Billed (%), with a status such as To Receive and Bill or Completed. Make Purchase Receipt and Make Purchase Invoice copy what is left.
• A Purchase Receipt adds the goods to stock at their cost. Until the supplier's invoice arrives, that value waits on the Received Not Billed account (in the Iraqi chart, 23263 مصاريف مستحقة).
• The Purchase Invoice made from a receipt moves that value to what you owe the supplier. If the invoice price differs from the receipt, the difference goes to the stock adjustment account. It doesn't add the goods to stock again.

Uses Purchase Receipts (Setup → Company → Selling and Buying): switch it on when goods are always received with a receipt. Leave it off when the purchase invoice adds the goods (Update Stock); such an invoice also counts as received on its order.

You can't receive or bill more than was ordered, and documents used by later ones can't be cancelled until those are.

Drafts can be saved without prices; every line needs a price when the document is submitted.

Returns

When a customer brings goods back, open their invoice and click Make Return. A draft Sales Return opens with everything that can still be returned, at the invoice's prices and taxes. Lower the quantities if only part comes back, choose the warehouse, and choose how to settle it:

• Credit on account: the return first lowers what the customer still owes on that invoice; anything beyond that stays as credit on their account (it appears as a negative amount in Accounts Receivable).
• Refund: the money is paid back now, from the payment method you choose (for example Cash).

With Update Stock, the goods come back into the warehouse at the cost they left at, so the cost of the sale is reversed exactly. You can never return more than was invoiced (earlier returns count), and cancelling a return undoes everything.

Without a receipt: a customer who has no receipt can still return goods: create a Sales Return, tick Without Receipt and add the items; they're priced at today's price. A manager must type their PIN to approve it, always. Batch items need their receipt.

Purchase returns work the same way from a purchase invoice: the goods go back to the supplier and leave stock, and what you owe the supplier goes down (or the supplier refunds you). If the goods' current cost differs from what was paid, the difference goes to stock adjustment.

Manager approval

Some sales need a manager's approval before they can be submitted:

• a line with a bigger discount than the user's roles allow (see Users, roles and permissions);
• a sales order or invoice that would take the customer over their credit limit for the company (set on the customer, under Credit Limits; what they already owe counts);
• a return that refunds money.

Zanix says which rule was passed. A manager types their PIN in Manager PIN under Manager Approval, then save and submit. The manager's name is kept on the document (the PIN never is) and the approval goes into the security log. Managers approve their own sales without a PIN.

When an invoice sells an item for less than its current cost, Zanix warns you (Selling below cost) but lets you go on.

Item defaults

On an item, Defaults per Company sets, for each company, the item's usual warehouse, sales account and expense account. Empty values use the company's.

Payment terms

Accounting → Payment Terms Template: rows of a portion (%) and the number of days after the invoice it is due, for example 50% after 0 days and 50% after 30 days. The portions must add up to 100%. Set the usual terms on each customer and supplier.

Payments

Accounting → Payment → New. Choose Receive (money from a customer) or Pay (money to a supplier), and the customer or supplier.

• Money: one row per payment method and currency. For example a customer pays $100 in cash and 50,000 IQD by FIB: two rows. Each method's account decides its currency; amounts in another currency are converted at your rate for the day (or the rate you type).
• Invoices: click Get outstanding invoices (after saving) to add everything the party still owes, oldest due first; the payment is allocated to them in that order. You can also type invoice numbers and amounts yourself, settle part of an invoice, or leave invoices out: whatever isn't allocated stays on the party's account as an advance.
• Tax withheld by the customer: when a customer pays less because they withheld tax (for example 3.3%), enter it here. It counts towards the invoices and goes to the customer's withholding account.

When you submit, the invoices' Outstanding amounts go down and they show Partly Paid or Paid; the payment schedule is paid oldest part first. An invoice in another currency is settled at the rate it was invoiced at; if today's rate gives more or less in the company's currency, the difference goes to the company's exchange gain or exchange loss account (in the Iraqi chart, 4355 and 3355).

An invoice can't be cancelled while payments are allocated to it; cancel the payments first, and the invoice becomes unpaid again.

Every company starts with a Cash payment method on its cash account. Add others (FIB, ZainCash, bank transfer…) under Accounting → Payment Method.

Cheques

To receive or pay by cheque, add a money row on the Payment with the bank's payment method and type the Cheque No., the Cheque Date written on it (empty: the payment date) and the bank it is drawn on. The cheque settles the invoices straight away, but the money waits in the company's Cheques Received account (or Cheques Issued for cheques you give) until the bank pays it. In the Iraqi chart these are 13441 (cheques under collection) and 23224.

Each cheque appears under Accounting → Cheque, In Hand until you mark it:

• Cleared: the bank paid it. Choose the date; the money moves into the bank account.
• Bounced: the bank refused it. Its payment is cancelled, so the invoices it paid are owed again (also after it was marked Cleared). When the payment also had other money, cancel and amend the payment yourself instead.

Three days before a cheque's date, the people who handle payments are reminded (in Zanix and on Telegram) to deposit it, or to make sure the bank has the money for a cheque you issued. Cheques are kept in the company's currency.

Using advances and credit

Money a customer paid before an invoice existed (an advance) and credit left on their account by a return are both kept on the customer. When a later invoice is submitted, click Use advances and credit on it: Zanix takes them off what the invoice still owes, oldest first, and lists them under Advances and Credit Used. Nothing is posted again; the money was already on the customer's account. Supplier invoices work the same way with advances paid to the supplier.

If the invoice is cancelled, the advances and credit become free again. If the payment or return is cancelled, the invoices it was used on owe that amount again.

This works for invoices in the company's currency. For an invoice in another currency, use a Payment, which handles the exchange difference.

Who owes what

Reports → Accounts Receivable lists what each customer still owes, invoice by invoice, with the due date, days overdue and the amount in each age column (not due yet, 1–30, 31–60, 61–90 and over 90 days). Advances appear as negative amounts. Switch on One line per customer for a summary. Accounts Payable does the same for what the company owes suppliers.