Sales Management Guide | Zubizi Knowledge Base

How to Create and View Sales Entries in Zubizi ERP

Managing your sales in Zubizi ERP is simple and straightforward. This guide covers everything you need to know about creating sales entries, using advanced features, and troubleshooting common issues.

1. Navigating to Sales

To begin, go to the sales section:

Use the left side menu and select Sales → Sales.
Alternatively, use the search bar on the left to find “Sales”.

Note: The menu layout may vary if customized, but the sales entry is always accessible from the main menu or search.

Once you select Sales, the “Improved Sales” page will open.

2. Creating a New Sales Entry

To create a new sales entry, click the ”+ New Sales” button at the top of the page. A popup window will appear.

Step 1: Select Basic Information

Customer Selection

Use the customer dropdown to search and select your customer.
Start typing at least 3 characters of the customer name to search.
The dropdown shows customer name, address, GSTIN, and state for easy identification.
Click “Add Customer” link below the dropdown if you need to add a new customer.

Auto-populated fields when customer is selected:

Field	Source
Shipped To (Consignee)	Same as billing customer
Customer State	From Customer Master
Fixed Discount %	From Customer Master (applied to Disc % field)
Fixed Discount 2 %	From Customer Master (applied to Disc 2 % field)
Pcs Less Rate	From Customer Master
Header Note	From Customer Master (if configured)
Customer Type	Cash/Credit/Agency (from Customer Master)
Special Rate Flag	From Customer Master
Customer Due	Calculated from previous transactions
Credit Limit	From Customer Master
Available Points	From loyalty points history
Sub-Customer List	Loaded from customer’s sub-customers
Estimate List	Loaded from customer’s pending estimates
Purchase Bill List	Loaded from customer’s purchase bills
Customer Rating	Star rating (if enabled)

For Cash customers: Auto-pay is enabled by default. For Credit/Agency customers: Auto-pay is disabled by default.

Sub Customer (Optional)

If the customer has sub-accounts, you can select a sub-customer.

Date

Select the invoice date. It defaults to today’s date.

Company

Select which company this sale is for (if you have multiple companies).
Auto-populated with your default company or last used company.

Step 2: Add Products

You will see two options to add items to your sale:

Option	Description
Stock Items	Products currently available in your inventory with stock tracking. Shows available quantity, godown, size, and color.
All Product/Project List	Complete list of all products including those without stock tracking. Use this for services or non-inventory items.

Note: Some businesses may only see “Stock Items” if strict inventory tracking is enabled.

To add products:

Type at least 3 characters to search for your product.
The search shows product name, available quantity, sales rate, size, color, and godown location.
Click to select the product – it will be added to the items table above.
Repeat to add more products as needed.

Search Options: You can search products by different criteria using the “Search By” dropdown:

Product Name (default)
Sort No
Bale No
LR No
Design No
IMEI No
Grade
Roll No

Note: Your search preference is saved automatically and will be remembered for future sessions.

Step 3: Enter Item Details

For each product in the items table, you can fill in or modify:

Field	Description	Auto-filled?
Quantity	Number of units being sold	No – Must enter
Sales Rate	Price per unit	Yes, from Product Master (or Agency/Special Rate if applicable)
Discount %	Discount percentage on item	Yes, from Customer’s Fixed Discount
Discount 2 %	Second discount percentage	Yes, from Customer’s Fixed Discount 2
GST Rate	Tax percentage (CGST/SGST or IGST)	Yes, from Product Master
CGST/SGST/IGST	Tax split based on customer state	Yes, auto-calculated from GST Rate
CESS Rate	Additional cess if applicable	Yes, if configured in Product Master
MRP	Maximum Retail Price (if MRP-based pricing is enabled)	Yes, from Product Master
MRP Disc (%)	Discount on MRP to calculate sales rate	No
Box	Number of boxes (auto-calculated from quantity and box capacity)	Auto-calculated
Salesman	Salesman for this item	Yes, from header salesman selection

GST Split Logic:

If customer is from the same state as your company: GST is split into CGST (50%) and SGST (50%)
If customer is from a different state: Full GST is applied as IGST

Calculation Mode (Normal vs Reverse): Each item can have a calculation mode:

Normal – Enter sales rate excluding GST, system calculates GST on top
Reverse – Enter sales rate including GST, system reverse-calculates the base rate

Item-Level Salesman: You can assign a different salesman to each line item for detailed commission tracking. Use the salesman dropdown in the “Additional Details” column.

Tip: If you have set up your products correctly in the Product Master, most values will be automatically filled. You usually only need to enter the quantity.

Step 4: Review Totals

The right side of the form shows a summary:

Subtotal – Total before discounts and taxes
Discount – Total discount amount
Discount 2 – Second level discount (if applicable)
Total Taxable Amount – Amount after discounts
CGST / SGST / IGST – Tax breakdown based on customer state
CESS – Additional cess amount
Other Charges – Any additional charges
Grand Total – Final invoice amount
Round Off – Small adjustment for rounding (can be toggled)

Step 5: Save the Sale

Once all items are added and details are correct, click Save to complete the sales entry.

3. Additional Features

Barcode Scanning

At the bottom of the sales form, there is a barcode field. You can:

Scan product barcodes directly to add items
The system will automatically find and add the matching product
If multiple items match the barcode, a selection popup appears
Audio feedback plays on successful scan (success sound) or error (error sound)
Quantity is auto-added based on box capacity
If the same item is scanned again, quantity is automatically increased

Auto-populated from Barcode Scan:

Product details (name, HSN, unit)
Sales rate (with Agency/Special rate if applicable)
GST rate and CESS
Discount % (from customer’s fixed discount)
Box capacity and quantity
Size, color, and godown information

Unique Barcode Validation: If enabled, each barcode can only be sold once. The system tracks scanned barcodes and prevents duplicate sales.

Godown Filter

Use the godown dropdown to filter stock items by a specific warehouse/godown location.

More Information (Advanced Options)

Click on “More Information” to expand additional options:

Shipped To (Consignee Details)

Select a different shipping customer if billing and shipping addresses differ
Choose transaction type: Regular, Bill to - Ship to, Bill From Dispatch From, or Combination
Enter consignee distance for E-Way Bill
Select supply type: B2B, SEZWP, SEZWOP, EXPWP, EXPWOP, DEXP

Note: When you select an export supply type (EXPWP, EXPWOP, or DEXP), the footer tax rate is automatically set to 0.10 for export calculations.

Bill Information

Ref Bill No – Reference number from customer
PO Number – Purchase Order number
Manual Bill No – Manual invoice number
Delivery Date – Expected delivery date
Delivery/Shipping Address – Custom addresses
Sales Channel – Select sales channel (online, retail, etc.)
Salesman – Assign salesman for commission tracking
Apply to All Items (✓✓) – Click the double-check button next to salesman to apply the same salesman to all line items instantly

E-Way Bill Details

Click “E Way Bill Details” to enter transport information:

Transporter – Select or add transporter (click “Add Transporter” link to add new)
Transporter Doc No – Transport document number
Transporter Date – Date of transport
Transport Mode – Road, Rail, Air, or Ship
Vehicle No – Vehicle registration number
Vehicle Type – R (Regular) or O (Over Dimensional Cargo)

Tip: When you add a new transporter, it’s automatically selected in the dropdown after creation.

Payment Entry

Click “Payment” to record advance or immediate payment:

Enable Autopay Calculation for automatic payment entry
Select payment method (Cash, Card, UPI, Bank Transfer, etc.)
Enter payment amount

Export E-Invoice Details

For export invoices, click “Export E Invoice” to enter:

Shipping Bill Number and Date
Port Code
Refund Claiming status
Currency and Country Code
Export Duty

Discount Options

Item-Level Discount:

Enter discount percentage or amount directly in the items table

Bill-Level Discount:

Use Disc % and Disc ₹ fields to apply discount to all items
Click the calculator button to apply
Disc 2 fields for second level of discount
These discounts are auto-populated from Customer Master’s Fixed Discount settings
When customer is selected, discount is automatically applied to all items

Other Calculations

Click “Other Calculations” for special adjustments:

Pcs Less – Deduction for piece shortage
GST Calculate – Manual tax rate and amount override
Other Charges – Additional charges with GST
Other Charges 2 – Second set of additional charges
TCS – Tax Collected at Source (percentage and amount)
Percentage Calculation – Apply percentage adjustment to rates

Points System (If Enabled)

If loyalty points are enabled:

View customer’s available points
Redeem points during sale
Generate points for this transaction
Points are calculated based on taxable amount and configured threshold
Click “Clear Points” to remove redeemed points from the invoice

Estimate Conversion

If you have pending estimates for a customer:

Select the customer first
An Estimate dropdown will appear (if estimates exist)
Select an estimate to auto-fill all items from that estimate

Auto-populated from Estimate:

All items with quantities
Sales rates and discounts
GST rates and calculation mode
Item-level details (size, color, godown)
Manual descriptions

Copy from Another Invoice

To duplicate items from a previous invoice:

Expand More Information section
Use the All Invoice dropdown
Search and select a previous invoice
All items from that invoice will be copied to the current one

Purchase Bill Conversion

If you purchase items from a supplier and resell them:

Select the customer (who is also your supplier)
A Purchase Bill dropdown may appear
Select a purchase bill to auto-fill items for resale

Auto-populated from Purchase Bill:

All items with available quantity
Sales rate (from purchase rate)
Calculation mode (Normal/Reverse from purchase)
GST rate (if “take purchase GST rate” is enabled)
Other Charges (Freight/Pkg) – if single item in purchase
Size, color, and godown information

Note: Only items with available quantity > 0 are copied from the purchase bill.

Sub-Customer

For customers with multiple branches or contacts:

After selecting main customer, a Sub Customer dropdown appears
Select an existing sub-customer or type to create a new one
Sub-customer details are saved for future invoices

Special Pricing

The system automatically applies special rates based on customer type:

Agency Rate – Applied when customer type is “agency” and product has an agency rate configured
Special Rate – Applied when customer is marked for special pricing and product has a special rate configured
These rates are configured in the Product Master and override the default sales rate

Note: Special Rate takes priority if both Agency Rate and Special Rate are applicable.

Customer Rating (Experimental)

If enabled, you’ll see a star rating for the customer based on their transaction history.

Product Rate History

To check a customer’s previous purchase rates for a product:

Find the product row in the items table
Click on the info button (ℹ️) next to the product
A popup will show previous invoices with dates and rates
Use this to verify consistent pricing for the customer

Show/Hide Columns

In More Information → Show hide columns, you can toggle visibility of table columns:

Click column buttons to show/hide specific fields
Your preferences are saved automatically to the server
Preferences persist across devices and sessions

Manual Description Calculator

In the Manual Desc column, you can type mathematical expressions:

Enter expressions like 10*5, 100/4+2, 50-10
Press Enter to evaluate and auto-fill the Quantity field
Supports basic operators: +, -, *, /, parentheses ()
Only numeric characters and operators are evaluated (for security)

Note: This feature must be enabled in settings (manual_desc_calculate_qty_sales).

Print Last Invoice

After saving an invoice, click on the last invoice number displayed at the top of the form to quickly print a duplicate copy of the most recent invoice.

4. Viewing Sales Records

On the sales page, you will see:

Date Range and Company Selection

Company Select: Choose the company whose sales you want to view.
Start Date: Pick the beginning date for your search.
End Date: Pick the ending date for your search.
Submit Button: Click to display sales records for the selected company and date range.

You can view up to one year of sales data at a time. Select your dates and company, then click Submit to see the results.

Sales Table

Below the form, a table shows all sales invoices. The table includes:

Invoice Status Icons:

✓✓ (Blue) – Invoice is closed
✓ (Green) – Fully paid
− (Yellow) – Partially paid
No icon – Unpaid

Table Features:

Sort any column by clicking the header
Search by column or use the global search box
Choose rows to display: 5, 10, 25, 50, 100, 250, 500
Show/hide columns as needed
Copy table data
Export to CSV or Excel

Exact Match Search

Toggle “Enable Exact Match Search” to find exact values instead of partial matches.

Bulk Actions

Use the Actions dropdown for multiple invoices:

Download E-Invoice JSON – Export selected invoices as E-Invoice JSON
Multiple EWB – Generate multiple E-Way Bills
Multiple E-Invoice – Generate multiple E-Invoices
Multiple Cancel – Cancel multiple invoices

5. Editing a Sales Entry

To edit an existing sale:

Find the invoice in the sales table
Click on the invoice row or the edit button
The sales form will open with all existing data
Make your changes
Click Save to update

Note: Some fields may not be editable if the invoice has been processed for E-Invoice or E-Way Bill.

6. Common Errors and Solutions

Item-Level Errors

These errors occur when there’s a mismatch in calculations for a specific product in your invoice:

Error Message	Cause	Solution
”Rate X Qty is not matching for the item: [Product Name]“	The quantity multiplied by rate doesn’t match the expected amount	Remove the item and add it again. If the issue persists, refresh the page and re-enter
”Discount Amount is not matching for this item: [Product Name]“	The discount calculation has an error	Re-enter the discount rate or amount for this item
”Discount Amount 2 is not matching for this item: [Product Name]“	The second discount calculation has an error	Re-enter the second discount rate or amount
”Pcs Less Amount is not matching for this item: [Product Name]“	The piece less deduction calculation is incorrect	Check and re-enter the pcs less rate
”Points Redeemed Amount is not matching for this item: [Product Name]“	Loyalty points redemption calculation error	Verify available points and re-enter redemption amount
”Taxable Amount is not matching for this item: [Product Name]“	The taxable amount after discounts is incorrect	Review all discounts and recalculate
”CGST Amt is not matching for this item: [Product Name]“	Central GST calculation error	Check GST rate and taxable amount
”SGST Amt is not matching for this item: [Product Name]“	State GST calculation error	Check GST rate and taxable amount
”IGST Amt is not matching for this item: [Product Name]“	Integrated GST calculation error	Verify customer state and GST rate
”CESS Amt is not matching for this item: [Product Name]“	CESS calculation error	Check CESS rate configuration
”Row Total is not matching for this item: [Product Name]“	The line item total is incorrect	Remove and re-add the item

Invoice Total Errors

These errors occur when the overall invoice totals don’t match the expected calculations:

Error Message	Cause	Solution
”Total quantity is not matching”	Sum of all quantities is incorrect	Verify quantities for each item
”Sub Total is not matching”	The subtotal before taxes is wrong	Check all item amounts (Rate × Qty)
“Pcs Less Amount is not matching”	Total piece less deduction is incorrect	Review pcs less entries for all items
”Point Redeemed Amount is not matching”	Total points redemption amount is wrong	Verify points calculation
”Discount Amount 1 is not matching”	First level discount total is incorrect	Check discount rates/amounts on all items
”Discount Amount 2 is not matching”	Second level discount total is incorrect	Check second discount on all items
”Taxable Amount is not matching”	Total taxable amount is wrong	Review all discounts and deductions
”CGST Amount is not matching”	Total CGST is incorrect	Verify all CGST calculations
”SGST Amount is not matching”	Total SGST is incorrect	Verify all SGST calculations
”IGST Amount is not matching”	Total IGST is incorrect	Verify customer state and IGST calculations
”CESS Amount is not matching”	Total CESS is incorrect	Check CESS configuration
”Grand Total is not matching”	Final invoice amount is wrong	Refresh and recalculate entire invoice

Stock Validation Errors

Error Message	Cause	Solution
”Total quantity is exceeding the maximum allowed quantity for item: [Product Name]. Maximum allowed quantity is X, but total quantity is Y.”	You’re trying to sell more than what’s available in stock	Reduce the quantity to match available stock, or check if stock needs to be updated

Validation Errors

Error Message	Cause	Solution
”Please select at least one product”	No items added to invoice	Add at least one product before saving
”You need to select Sales Channel before continuing”	Sales channel is mandatory for your account	Select a sales channel from More Information section

Customer & Selection Errors

Error Message	Cause	Solution
”Please Select Customer”	No customer selected before adding products	Select a customer from the dropdown before adding items
”Please Select Godown” / “Please Select Godown First”	No godown/warehouse selected	Select a godown from the dropdown at the bottom of the form

Product & Stock Errors

Error Message	Cause	Solution
”Product Is Out Of Stock”	The product you’re trying to add has no available stock	Choose a different product or update stock first
”Nothing Found”	Barcode scan returned no matching products	Verify the barcode is correct and the product exists in the system
”Same item is added more than once in the table. Please recheck the items.”	Duplicate item detected in the invoice	Remove the duplicate entry and verify quantities
”Override Item”	Trying to add an item that already exists (when override is enabled)	The item already exists in the table - update quantity instead

Points Redemption Errors

Error Message	Cause	Solution
”You can redeem a maximum of X points for this bill”	Trying to redeem more points than allowed for this invoice	Reduce the points to the maximum allowed limit
”You tried to redeem more points than you actually have. Redemption cannot be done.”	Insufficient points balance	Enter a valid number of points within your available balance
”Your invoice Taxable amount (X) is below the minimum required (Y) to redeem points.”	Invoice value is too low for point redemption	Points can only be redeemed on invoices above the threshold amount

Barcode Scanning Errors

Error Message	Cause	Solution
”This item is already sold in another invoice. Please select another item”	The scanned barcode has already been used in a previous sale	Each unique barcode can only be sold once. Select a different item
”This item is already scanned. Please select another item”	You’ve already scanned this barcode in the current invoice	The item is already in the table - quantity will be updated automatically
”Qty Exceeded” / “Maximum quantity already been added in this invoice”	Cannot add more of this item - stock limit reached	The maximum available quantity is already in the invoice
”Box capacity issue: Remaining quantity is less than box capacity”	Partial box quantity needed	Add the remaining quantity manually instead of scanning
”No items found for this barcode. Either all items have been sold.”	Barcode exists but all stock is sold	Check if stock needs to be replenished
”Unexpected error”	Server error during barcode validation	Try scanning again or contact support if the issue persists

Date Validation Errors

Error Message	Cause	Solution
Save button disabled with red border on date field	Invoice date is before the last invoice date	Change the date to be on or after the last invoice date
”You cannot make an invoice before the last invoice date”	Trying to backdate an invoice	Invoice dates must be sequential. Use today’s date or later

Credit Limit Errors

When a customer’s credit limit is exceeded, the Save button may:

Turn red (warning) – You can still save but should verify
Become disabled – Cannot proceed until the issue is resolved

Situation	Cause	Solution
Save button turns red	Customer’s total dues (old + current) exceed their credit limit	See solutions below
Save button is disabled	Credit limit enforcement is strict	See solutions below

How to resolve credit limit issues:

Record pending payments – If the customer has made payments that haven’t been entered in the system yet, enter those payments first. This will reduce their outstanding balance and may bring them within the credit limit.
Increase credit limit – If the customer genuinely needs a higher credit limit, you can increase it in the Customer Master. Go to Accounts → Customer, find the customer, and update their credit limit. Note: Do this carefully and only with proper approval.
Contact your administrator – If you don’t have access to modify the Customer Master, contact your administrator to either:
- Enter the pending payments on your behalf
- Increase the customer’s credit limit

Payment Errors

Error Message	Cause	Solution
Due amount showing negative (in red)	Payment entered is more than the invoice amount	Reduce the payment amount or enable over-payment in settings
”Payment is disabled during sales edit”	Trying to add payment while editing an existing invoice	Payments can only be added during new invoice creation. Use the Payment module to record payments for existing invoices

Percentage Calculation Errors

Error Message	Cause	Solution
”You cannot apply the Fifty Percentage system because a reverse calculation item has already been selected”	Mixed calculation modes in invoice	Percentage calculations only work with Normal calculation mode items. Remove or change reverse calculation items first

General Troubleshooting Steps

If you encounter any calculation error:

Refresh the page – This clears any cached data that might cause issues
Remove and re-add items – Delete the problematic item and add it again
Check Product Master – Ensure the product has correct GST rates, sales rates, and HSN codes
Verify customer details – Make sure the customer’s state and GSTIN are correct
Clear browser cache – Sometimes old data can cause calculation issues
Try a different browser – If the issue persists, try using a different web browser
Contact support – If none of the above works, contact Zubizi support with the error message

7. Tips for Faster Sales Entry

Set up Product Master properly – Add sales rate, GST rate, and HSN code to products so they auto-fill during sales.
Use keyboard shortcuts – Press Alt + S to quickly save the invoice.
Use barcode scanning – Scan barcodes to add products instantly.
Filter by godown – If you have multiple warehouses, filter stock by godown for faster search.
Use estimates – If estimates feature is enabled, you can convert an estimate to a sales invoice directly.
Apply salesman to all items – Use the double-check button (✓✓) next to salesman to apply the same salesman to all line items.
Check product rate history – Click on the info button (ℹ️) next to the product in the items table to see previous sales rates for that customer.
Use Manual Description for calculations – In the manual description field, type mathematical expressions (e.g., “10*5+2”) and press Enter to auto-calculate quantity.
Quantity color indicators – Watch for background color changes on quantity field:
- Yellow – Exact stock available (no more remaining)
- Red – Quantity exceeds available stock
Double-click consignee distance – Double-click the consignee distance field to restore the saved distance from customer master.
Print last invoice – Click on the last invoice number (shown at top) to quickly print a duplicate copy.
Keyboard navigation – Press Enter on any input field to move to the next logical field. The system intelligently navigates between Manual Desc → MRP → Discount on MRP → Qty → Sales Rate → and other fields.
Search preference is saved – Your selected “Search By” option (Product Name, Sort No, Design No, etc.) is saved and remembered for future sessions.

8. Frequently Asked Questions (FAQ)

Q: Why can’t I see the “All Product/Project List” option? A: Your administrator may have disabled this option for strict inventory control. Contact your admin if you need access.

Q: How do I add a product that’s not in the system? A: Click the “Add New Product/Project” link that appears at the bottom of the product search dropdown.

Q: Why is GST showing as IGST instead of CGST/SGST? A: IGST is applied when the customer’s state is different from your company’s state. CGST/SGST applies for same-state transactions.

Q: Can I change the invoice number? A: Invoice numbers are auto-generated. You can use the “Manual Bill No” field in More Information for reference numbers.

Q: How do I apply discount to all items at once? A: Use the Discount fields in the totals section (Disc % and Disc ₹) and click the calculator button to apply to all items.

Q: Why is my invoice not saving? A: Check for validation errors. Common issues include missing customer, no products added, or quantity exceeding available stock.

Q: How do I record a return/credit note? A: Use the Sales Return or Credit Note feature from the Sales menu instead of regular sales.

Q: Can I print the invoice immediately after saving? A: Yes, after saving you can print using the print option. Select your print format from the print setup dropdown.

Q: How do I cancel an invoice? A: Find the invoice in the sales list and use the cancel option. Note: Cancelled invoices may require GST amendments.

Q: Why is round-off not working? A: Ensure the “Round Off” checkbox is enabled. It can be found in the totals section at the bottom right.

Q: What is Normal vs Reverse calculation? A: Normal calculation adds GST on top of the sales rate. Reverse calculation extracts GST from an inclusive rate. Use Reverse when your rate already includes tax.

Q: Why does the date field have a red border? A: You cannot create an invoice with a date before the last invoice. Change to a valid date.

Q: How do I check the customer’s previous purchase rates? A: Click on the info button (ℹ️) next to the product in the items table. A popup will show previous invoice numbers, dates, and sales rates for that customer.

Q: Why is my payment entry not working during edit? A: Payment entries are disabled when editing existing invoices. Use the Payment module instead.

Q: How do I add a new transporter? A: Click “Add Transporter” link below the transporter dropdown in E-Way Bill Details section.

Q: What does the box counter show? A: Box counter automatically calculates the number of boxes based on quantity and the product’s box capacity.

Q: How does the Manual Description calculator work? A: Type a mathematical expression (like 10*5 or 100/4+2) in the Manual Desc field and press Enter. The result will be calculated and filled into the Quantity field automatically.

Q: Can I apply different discount rates to different items? A: Yes, you can enter discount directly on each item. The bill-level discount applies only to items that don’t have a product-specific discount.

Q: What is Pcs Less? A: Pcs Less is a deduction for piece shortage or defects. Enter a rate, and it will be multiplied by quantity and deducted from the item amount.

Q: How do I see hidden columns in the items table? A: Go to More Information → Show hide columns and click on the column names to toggle visibility.