Sales Guide

Create invoices, quotations, proforma invoices, advance sales, credit notes, and record payments — the complete sales workflow.

🔄
Sales Document Flow

CloudPOS.vu supports two main sales flows:

📦 Flow 1 — Standard Sale
📝 Quotation → 🧾 Tax Invoice → 💰 Payment

Create a quotation, then convert directly to a tax invoice. Or create the tax invoice directly.

💳 Flow 2 — Layby (Installment / Advance Sale)
📋 Proforma Invoice → 💳 Advance Sale (repeat) → 🧾 Final Tax Invoice

Create a Proforma Invoice for the layby. Collect payments via Advance Sales. When fully paid, use Complete Sale — all advances are refunded via SDC and one final Tax Invoice is created.

Each document type has its own number prefix: Q- for quotations, PI- for proforma invoices, AS- for advance sales, INV- for tax invoices, and CCN- for credit notes.

💡
You can convert a quotation directly to an invoice (skip PI), or quote → PI → invoice step by step. For layaway/installment sales, create advance sales from a PI — the system tracks payments and creates the final tax invoice when fully paid.

📑 Sections

🧾 Tax Invoices ➕ Create an Invoice 📝 Quotations 📋 Proforma Invoices 💳 Advance Sales ➕ Create an Advance Sale ✅ Complete Sale ↩️ Credit Notes 💰 Receive Payment ⚙️ Action Menus
🧾
Tax Invoices

The Invoices tab shows all your tax invoices with their current status. This serves as the electronic journal — you can search and filter invoices on demand.

Invoice list
Tax Invoice list — showing all invoices with status, customer, amount, and due date
Invoice search
Electronic journal — search invoices by number, customer name, or amount

Each row displays the invoice number, customer name, date, total amount, amount paid, balance due, and status. Click any invoice to view its full details. Use the search bar to find specific invoices, or filter by status, date range, or document type.

Statuses

🟡 Unpaid

Invoice issued but not yet paid — balance due equals total. Actions: Record Payment, Make Credit Note, Send, Print, Email, Cancel.

🔵 Sent

Invoice has been emailed to the customer — awaiting payment. Actions: Record Payment, Make Credit Note, Send, Print, Email, Cancel.

🔄 In Clearing

Payment received by cheque — clearing in progress. Automatically changes to Paid once cleared. Actions: Make Credit Note, Print, Email.

🟢 Paid

Invoice fully paid — balance is zero. Actions: Payment Information, Cancel Payment (admin only), Make Credit Note, Print, Email.

🔴 Overdue

Computed automatically — a Sent invoice becomes Overdue after 30 days. Shown with a red badge in the list. Actions: Same as Sent.

⚫ Cancelled

Only for unpaid invoices (no payment received). Issues a Normal Refund via SDC, reverses accounting entries, and stores the refund receipt on the same invoice. Cancel is greyed out for paid invoices — create a Credit Note instead. Blocked when VAT period is locked.

🔒
VAT Period Lock: When VAT is paid for a period, all invoices and purchases in that period are locked. You cannot edit, cancel, or void invoices in a locked period. VAT period statuses: Open (editable) → Locked (VAT calculated, expense created) → Declared (VAT return submitted) → Paid (VAT payment posted).
💡
Cancel vs Credit Note: Per VSMS rules, Cancel is only for unpaid invoices (no money exchanged — error correction). When an invoice has been paid, Cancel is greyed out and you must create a Credit Note (CCN-xxxx) to issue the refund. Both produce a Normal Refund via SDC, but Credit Notes are tracked as separate documents.
➕
Create a Tax Invoice

Click the + button on the Invoices tab to open a new blank invoice form:

Empty invoice form
New invoice form — empty and ready to fill in

Fill in the invoice by selecting a customer, adding line items, and reviewing totals:

Filled invoice form
Completed invoice — customer selected, line items added, totals calculated automatically
  1. Select a customer — Choose from your customer list or create a new one on the fly.
  2. Set the date — Defaults to today; adjust as needed.
  3. Add line items — Search products by name or SKU, or enter a manual line. Quantity, unit price, and tax are calculated automatically.
  4. Review totals — Subtotal, VAT, and total are computed in real time.
  5. Save — The invoice is posted with status Unpaid and the next invoice number is auto-generated (e.g. INV-0009).
Invoice list with new invoice
Invoice list after saving — the new invoice appears as Unpaid
📝
Quotations

Quotations let you provide a price estimate to a customer before confirming a sale. They have no accounting or inventory impact until converted.

Quotation list with statuses
Quotation list — showing Draft, Sent, Converted, and Voided quotations

Click + to create a new quotation. The form is identical to an invoice but uses the Q- prefix:

Filled quotation form
Creating a quotation — same line-item interface as invoices

After saving, the quotation appears in the list:

Quotation list with new
Quotation list updated with the new draft quotation

Statuses

⚪ Draft

Quotation created but not yet sent. Actions: Edit, Mark as Sent, Convert to PI, Convert to Invoice, Print, Email, Void.

🔵 Sent

Quotation has been sent to the customer — awaiting response. Actions: Edit, Convert to PI, Convert to Invoice, Print, Email, Void.

🟣 Converted

Quotation has been converted to a Proforma Invoice or Tax Invoice — the original quotation is no longer editable.

🔘 Voided

Quotation has been voided — no longer valid. No accounting impact since quotations are not fiscal documents.

💡
Quotations start as Draft and can be converted to a Proforma Invoice or directly to a Tax Invoice using the action menu.
📋
Proforma Invoices

Proforma Invoices are formal price quotes often required for import/export or customs purposes. Like quotations, they have no accounting impact until converted. They are also the starting point for layby/installment sales (Advance Sales).

Proforma Invoice list with statuses
Proforma Invoice list — showing Draft, Sent, Converted, and Cancelled proformas

Create a new PI directly by clicking +:

Filled Proforma Invoice
Proforma Invoice form — uses PI- prefix, valid for 30 days by default

Statuses

⚪ Draft

PI created but not yet fiscalized or sent. Actions: Edit, Mark as Sent, Convert to Invoice, Print, Email, Void.

🔵 Sent

PI has been sent to the customer. If fiscalized, additional actions become available. Actions: Edit, Convert to Invoice, Create Advance Sale, Show Advance Sales, Complete Sale, Print, Email, Cancel Proforma.

🟣 Converted

PI has been converted to a Tax Invoice — either directly or via Complete Sale (all advances settled into final invoice).

⚫ Cancelled

PI has been cancelled via SDC. For fiscalized PIs, a Proforma Refund is issued. No accounting reversal needed.

🔘 Voided

PI has been voided — not a fiscal document, no SDC action required.

💡
Proforma Invoices can be created from scratch or converted from a quotation. When converted from a quotation, the original quotation is marked as Converted. PIs are the starting point for layby sales — use Create Advance Sale to collect installment payments.
💳
Advance Sales

Advance Sales are fiscal invoices used for layaway or installment payments. A customer pays in multiple installments before receiving the goods. Each payment is recorded as a separate Advance Sale (AS) that is signed by the SDC.

Advance Sales list with statuses
Advance Sales list — showing Paid, Cancelled, and Converted advance sales

Each row displays the advance sale number (AS- prefix), customer name, date, amount, payment method, and status. The ⋯ menu provides actions depending on the status.

🟢 Paid

Advance payment received and signed by SDC — increases tax liability.

🔴 Cancelled

Advance has been refunded via SDC — an Advance Refund was issued.

⚫ Converted

Advance was moved to a Tax Invoice as part of the settlement flow.

⚠️
Advance Sales are fiscal documents. Each one is signed by the SDC and immediately increases your tax liability. The revenue is recorded as a customer deposit (liability) — not as sales revenue — until the final Tax Invoice is created.

💳 Advance Sale Actions (Paid)

Advance Sale action menu
Action menu for a Paid advance sale — View, Edit, Print, Receipt PDF, Print Copy (SDC), Email, Change Comment, Cancel Advance Sale, Move as Invoice, Cancel Invoice
👁️ View

Open the advance sale in read-only mode.

✏️ Edit

Open the advance sale for editing.

🖨️ Print / Receipt PDF

Print the advance sale receipt or generate a PDF.

📄 Print Copy (SDC)

Print a verified copy with SDC data (QR code, SDC number).

📧 Email

Send the advance sale receipt to the customer by email.

💬 Change Comment

Edit the comment or description on the advance sale.

❌ Cancel Advance Sale

Issue an Advance Refund via SDC. Reverses the deposit.

🧾 Move as Invoice

Create a Tax Invoice for the remaining balance. The advance is marked Converted.

💳 Advance Sale Actions (Cancelled)

Cancelled advance actions
Action menu for a Cancelled advance sale — limited to viewing and printing

Cancelled advances can only be Viewed, Edited, Printed, Emailed — no further financial actions are available.

➕
Create an Advance Sale

Advance Sales are created from a Proforma Invoice. Open the PI action menu and select Create Advance Sale:

Proforma Invoice list
Proforma Invoice list — the starting point for creating advance sales
PI action menu with Create Advance Sale
PI action menu — select "Create Advance Sale" to start the process

The Create Advance Sale dialog appears:

Create Advance Sale dialog
Create Advance Sale dialog — enter amount, payment method, and optional description
  1. Invoice — Shows the PI number this advance is linked to.
  2. Total — The full PI amount.
  3. Remaining — The unpaid balance (total minus previous advances).
  4. Amount Received — Enter the advance payment amount. Defaults to the remaining balance.
  5. Payment Method — Select Cash, Card, or Bank Transfer.
  6. Description (Optional) — Add a note, e.g. "50% deposit for Project X".
  7. Confirm — The advance is fiscalized via SDC and saved.
⚠️
This increases tax liability immediately. Each advance sale is a fiscal invoice signed by the SDC. It increases your tax liability at the time of payment, not at delivery.

After confirmation, the SDC signs the advance and a "Advance Sale Signed" confirmation appears:

Advance Sale Signed
Advance Sale Signed — confirmation showing SDC invoice number, counter, and date/time

📋 Tracking Advance Sales on a PI

To see all advances for a PI, open the PI action menu and select Show Advance Sales:

Show Advance Sales dialog
Show Advance Sales — payment progress, individual advances, and settlement button

The dialog displays:

💡
You can create multiple advance sales for the same PI. Each one is a separate fiscal document with its own AS- number. The system tracks cumulative payments against the PI total.
✅
Complete Sale (Move as Invoice)

When the customer has finished paying (or at any point during the advance process), you can convert the advance into a final Tax Invoice. This is called settlement or Move as Invoice.

How Settlement Works

  1. All advance sales are refunded via SDC as Advance Refunds — this reverses the tax liability.
  2. One final Normal Sale is created via SDC — this is the legal tax invoice with stock movement and revenue recognition.
  3. All advance sales are marked Converted.
  4. The original PI is marked Converted.
💡
Fiscal net effect: All Advance Sale / Advance Refund pairs cancel out in the SDC. One Normal Sale remains as the legal record. The tax authority sees a clean sale with the correct VAT.

Triggering Settlement

There are two ways to trigger the settlement:

After the settlement is processed, a Normal Sale Signed confirmation confirms the final invoice was created and signed by SDC.

The advance sale list now shows the advance as Converted:

Advance Sales list with converted entry
Advance Sales list — the converted advance is marked with a Converted status badge
⚠️
Convert to Invoice is blocked when a PI has active advance sales. You must use Move as Invoice or Complete Sale to finalize — this ensures the advance refunds are properly issued via SDC.
↩️
Credit Notes

Credit Notes are used to refund or credit a customer — for returned goods, pricing corrections, or partial refunds. They are required when a paid invoice needs to be reversed (Cancel is not available for paid invoices).

Credit Note list with statuses
Credit Note list — showing Open, Partial Use, Closed, and Cancelled credit notes

Click + to create a new credit note, or use Make Credit Note from a paid Tax Invoice action menu:

Filled credit note
Credit Note form — select customer, add returned items, and apply credit
  1. Select the customer — Must match the original invoice customer.
  2. Add credit lines — Enter the items or amounts being credited back.
  3. Reference the original invoice — Link the credit note to the invoice it relates to.
  4. Save — The credit note is fiscalized via SDC and reduces the customer's outstanding balance.

Statuses

⚪ Draft

Credit note created but not yet posted. Actions: Edit, Mark as Sent, Print, Email, Cancel.

🔵 Open

Posted and fiscalized via SDC — full credit available. Actions: Apply to Invoice, Refund Customer, Print, Email.

🔵 Partial Use

Partially applied to invoices — some credit remains. Actions: Apply to Invoice, Refund Customer, Print, Email.

🟢 Closed

Fully applied — balance is zero, no further action needed.

⚫ Cancelled

Cancelled — only if no refund has been issued. If the credit note has been partially or fully applied, it cannot be cancelled.

⚠️
Credit notes create journal entries that reverse the original revenue and VAT. Post them carefully — they directly affect your accounting and VAT returns.
🧾
VSMS Fiscalization: Credit notes are sent to the SDC as a Normal Refund — same SDC transaction type as a cancelled invoice. The SDC receives the original invoice number as the referentDocumentNumber, and the transaction type is automatically set to Refund. If SDC signing fails, the credit note cannot be saved — it must be signed successfully.
💡
Cancel vs Credit Note: Per VSMS rules, Cancel is only for unpaid invoices (no money exchanged — error correction). When an invoice has been paid, Cancel is greyed out and you must create a Credit Note to issue the refund. Both produce a Normal Refund via SDC, but Credit Notes are tracked as separate documents (CCN-xxxx).
💰
Receive Payment

To record a customer payment, open the invoice action menu and select Pay Invoice:

Payment dialog
Payment dialog — enter amount, method, date, and reference
  1. Amount — Defaults to the full balance due. Partial payments are supported.
  2. Payment Method — Cash, Card, Bank Transfer, or Cheque (configured in Settings → Payments).
  3. Payment Date — When the payment was received.
  4. Reference — Optional transaction reference or cheque number.
  5. Receipt Number — Auto-generated for your records.

After recording the payment, you can optionally send a receipt to the customer:

Payment recorded dialog
Payment recorded — option to email the receipt to the customer

Payment History

The Payments tab shows all recorded payments across all invoices — a complete payment history:

Payment history
Payment History — all payments with invoice reference, customer, amount, method, and date
⚙️
Action Menus

Every document type has a ⋯ action menu with context-sensitive options. Here's what's available for each type:

🧾 Invoice Actions

Invoice action menu
Invoice action menu — Pay, Send, Print, Duplicate, Cancel
💰 Pay Invoice

Record a payment against this invoice. Opens the payment dialog.

📧 Send

Email the invoice to the customer as a PDF attachment.

🖨️ Print

Generate a printable PDF of the invoice.

📋 Duplicate

Create a copy of this invoice with new line items and number.

❌ Cancel

Only available for unpaid invoices — issues a Normal Refund via SDC. For paid invoices, Cancel is greyed out and you must create a Credit Note (separate CCN document) to refund the customer instead.

🔒
Invoices cannot be deleted. Once created, they become part of your financial record. Use Cancel (unpaid only) to void an invoice via SDC. For paid invoices, create a Credit Note to refund the customer — Cancel is greyed out.

📝 Quotation Actions

Quotation action menu
Quotation action menu — Convert to PI, Convert to Invoice, Send, Print, Duplicate, Cancel, Delete
📋 Convert to PI

Create a Proforma Invoice from this quotation. The quotation is marked Converted.

🧾 Convert to Invoice

Create a Tax Invoice directly from this quotation, skipping the PI step.

📋 Proforma Invoice Actions

PI action menu
Proforma Invoice action menu — View, Edit, Print, Receipt PDF, Print Copy (SDC), Email, Change Comment, Mark as Sent, Create Advance Sale, Show Advance Sales, Complete Sale, Convert to Invoice, Cancel Proforma, Delete
👁️ View / ✏️ Edit

Open the PI in read-only or edit mode.

🖨️ Print / Receipt PDF / Print Copy (SDC)

Print or export the PI. Print Copy includes SDC verification data.

📧 Email

Send the PI to the customer by email.

💬 Change Comment

Edit the comment or internal notes on the PI.

📤 Mark as Sent

Change the PI status to Sent, indicating it has been delivered to the customer.

💳 Create Advance Sale

Create a fiscal advance payment linked to this PI. Opens the advance sale dialog.

📋 Show Advance Sales

View all advance sales for this PI with payment progress and settlement button.

✅ Complete Sale

Settle all advances and create the final Tax Invoice. Available when advances exist.

🧾 Convert to Invoice

Create a Tax Invoice directly. Blocked when the PI has active advance sales.

❌ Cancel Proforma

Cancel the PI. If signed by SDC, a Proforma Refund is issued.

🗑️ Delete

Delete the PI. Only available for unsigned/draft PIs.

🔒
Tax Invoices cannot be deleted — they are permanent financial records. Use Cancel to void an invoice. Delete is only available on Quotations and Proforma Invoices that haven't been signed by SDC.

CloudPOS.vu Documentation — Sales Guide — May 2026

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