How to create a sales invoice in Pashkateb

How do I create a sales invoice in Pashkateb?

From Transactions → Sales Invoices, click Add Sales Invoice, pick the customer and warehouse, add your items with quantity and price, and set the status. Left as Draft, nothing happens to your stock. Set to Submitted, Pashkateb deducts the quantity from the warehouse, posts the journal entry, and updates the customer balance — all in one step.

The one rule to understand first

This is the single most important thing about this screen:

A draft does nothing. Submitting does everything.

For as long as the invoice is a Draft:

• Stock has not moved.
• No journal entry exists.
• The customer balance is unchanged.
• Financial and stock reports do not see it.

The moment the status becomes Submitted — whether you chose that when creating the invoice, changed it later, or clicked the Submit button — the system does all of it at once.

That means you can prepare invoices as drafts all day without disturbing your stock, and submit them once you are sure.

Where to find it

Transactions → Sales Invoices, or go straight to /dashboard/sales-invoices.

You need sales_invoices:view to open the screen, sales_invoices:add to create one, and sales_invoices:submit to submit it.

Step by step

1. Open the form

Click Add Sales Invoice. A wide form opens with a header area for the main details, a table for the line items, and a totals area at the bottom.

2. Pick the customer

Customer is required. Start typing the name and the field searches for you.

As soon as you select someone, a small panel appears with their details: primary phone, address, tax ID, credit limit, current balance, and available credit.

Available credit is credit limit − current balance. If the credit limit is set to 0, it reads Unlimited. Check this number before you go further, because it decides whether the submit will succeed.

3. Choose the warehouse

The Warehouse field controls which items appear and what stock they show. If you leave it empty, the system uses your company's default warehouse.

If you change the warehouse after adding items, any quantity higher than what is available in the new warehouse is automatically reduced to what it can supply.

4. The optional fields

Return invoices have their own page. The correct route is to open the original invoice and click Create Return Invoice, so the system links the return to its original and tracks the returnable quantities for you.

5. Add the items

Click Add Item for each line. On the last row you can press Enter to open a new line straight away.

You cannot add the same item on two lines. If you need a larger quantity, increase it on the existing line.

6. Check the totals

In the bottom area:

• Subtotal — the sum of (quantity × price) across all lines, before any discount or tax.
• Discount % — this field applies the same percentage to every line on the invoice at once. Useful when you give a customer a blanket discount.
• Discount — the total of all discounts, display only.
• VAT — the total VAT, display only.
• Total Amount — what the customer owes.
• Paid Amount — enter what the customer is paying now. Leave it at zero if they are paying later.
• Remaining Amount — updates live, and shows in red when something is still owed.
• Notes — anything else that belongs on the invoice.

7. Set the status and save

The Status field has two options:

• Draft — record the invoice with no effect.
• Submitted — do everything now.

Exactly what happens when you submit

All at once, in a single transaction — so either all of it happens or none of it does:

1. The credit limit is checked. The system locks the customer row and confirms that their current balance plus this invoice's remaining amount stays within the credit limit. If it does not, the submit stops and you get a message with the actual numbers. (A credit limit of 0 means unlimited. Return invoices are exempt, because they reduce what is owed.)
2. The customer balance is updated. The remaining amount is added to their current balance.
3. Stock moves. For each line, the quantity is deducted from that item's balance in that warehouse and from the item's total stock, and a row is written to the stock ledger recording the balance after the movement. Items configured as not stock-tracked pass through untouched.
4. The journal entry is posted. Debit Accounts Receivable for the total, credit Sales for the subtotal, and output VAT if there is any.
5. The invoice number is fixed in the form SINV-{company code}-{year}-{sequence}.

An accounting note worth knowing: a sales invoice posts no cost-of-goods-sold entry. Your margin will not be visible from sales postings alone. Cost is updated in the item's average cost when purchase invoices are submitted, not when you sell.

If your chart of accounts is incomplete (no Accounts Receivable or Sales account, for example), the invoice still saves and stock still moves, but no journal entry is created. Check your chart of accounts before you start real work.

Submitting is final

Before you confirm, the system asks you to confirm and tells you plainly that the action cannot be undone. There is no "unsubmit" button.

If you made a mistake on a submitted invoice, the correct fix is a return invoice linked to the original — the system tracks returned quantities and will not let you return more than was sold.

Common problems