Sales with Invoicing: Orders, Payments, and Shipments

Sales with Invoicing helps you process a sale when there are several steps between the order and shipment: confirming items, issuing an invoice, receiving payment, and preparing a delivery note. It is a working mode for a manager handling customer orders, rather than simply taking payment at the checkout. It is also suitable for wholesale sales and online store orders when the relevant synchronization is configured.

How order processing works

Open Документ (Document) → Торгівля з випискою рахунка (Sales with Invoicing). The mode has tabs for quotations, invoices, delivery notes, returns, customer payments, analysis, and reservations. You do not have to use all of them: the sequence depends on your agreement with the buyer and when you ship the goods.

1. Confirm the order. If needed, create a quotation: select the customer, add goods or services, and check the quantity, availability, and price. If a quotation is not needed, go straight to the invoice.
2. Issue an invoice. On the Рахунок (Invoice) tab, create a document, specify the recipient, bank account, validity period, and items. Check prices, discounts, quantities, and details before sending it to the customer.
3. Record payment. You can enter payment in full or in installments. Match it to the invoice or delivery note so you can see the amount paid and the customer's balance due. If bank transactions are imported, reconcile them with the relevant documents.
4. Ship the goods. Create a delivery note, check the actual items being shipped, and print the required documents. If the buyer paid for one item but you are sending a replacement, agree on the change and reflect it in the delivery note.

What the manager should check

Before shipping, check that the required item is in stock or reserved for this customer. An invoice and a delivery note represent different stages of the process: issuing an invoice does not mean the buyer has paid for the order or received the goods. Use the payment, reservation, and analysis tabs to avoid shipping an unpaid order by mistake or selling a reserved item to another buyer.

Search by period, customer, recipient, company, accounting center, and currency to find the required document. For returns, use the Повернення (Returns) tab and check how the transaction changed the stock balance and the amount owed by the customer.

Orders from an online store

If your store or marketplace is connected to Torgsoft, orders can come into the program through the relevant integration. Check the exchange settings, product matching, and order statuses: automatic import, reservation, and status updates depend on the connected option and its settings. You still need to check an incoming order before issuing an invoice or shipping it.

Sending messages, working with postal services and bank statements, and fiscalization may require separate settings or additional options. Do not assume they are part of the basic workflow just because those actions are mentioned in an older description of the mode.

Documents and help

Print templates let you prepare an invoice, quotation, and delivery note with your company details. Before using them, check that the company, accounting center, and bank account are selected correctly. For a sale without a prior invoice, use the separate “Реалізація” (Sale) mode.

Detailed steps and settings are described in the “Торгівля з випискою рахунка” (Sales with Invoicing) help guide. See also the instructions on fiscalizing a shipment and reserving online orders.