Sales Invoice & Payment

Panduan lengkap untuk mengelola Sales Invoice dan Payment dari pembuatan hingga penagihan di BizOps ERP.

Ringkasan

Sales Invoice adalah dokumen tagihan yang dibuat setelah pengiriman selesai. Pelacakan payment dan penagihan sangat penting untuk manajemen arus kas dan hubungan customer.

Flow Penggunaan di BizOps

Membuat Sales Invoice dari Sales Order

Langkah 1: Verifikasi Penyelesaian Pengiriman

Tindakan:

1. Buka form Sales Order yang sudah terkirim
2. Periksa status Sales Order (harus "Delivered" atau "Completed")
3. Verifikasi semua item sudah terkirim (Delivered Qty = Quantity)
4. Periksa Delivery Note terkait (jika ada)

Screenshot:

Keterangan:

• Sales Order harus dalam status "Delivered" atau "Completed"
• Semua item harus sudah terkirim sebelum membuat Invoice
• Delivery Note harus sudah dibuat dan submit

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Langkah 2: Klik Tombol Create Sales Invoice

Tindakan:

1. Di form Sales Order, scroll ke bagian bawah
2. Klik tombol "Create Sales Invoice" di action bar
3. Atau klik menu "Actions" > "Create Sales Invoice"

Screenshot:

Keterangan:

• Tombol hanya muncul jika Sales Order sudah delivered
• Pastikan Sales Order sudah di-save sebelum create Invoice
• Jika tombol tidak muncul, periksa permission dan status Sales Order

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Langkah 3: Review dan Konfigurasi Sales Invoice

Tindakan:

1. Form Sales Invoice akan terbuka dengan data dari Sales Order
2. Review field yang sudah ter-mapping:
   • Customer: Nama customer (auto-filled)
   • Items: Item dari Sales Order (auto-filled)
   • Grand Total: Total dari Sales Order (auto-filled)
   • Payment Terms: Syarat pembayaran (auto-filled)
3. Set Posting Date (tanggal invoice)
4. Set Due Date (berdasarkan payment terms)
5. Review dan sesuaikan item jika diperlukan

Screenshot:

Keterangan:

• Item akan otomatis ter-copy dari Sales Order
• Harga harus sesuai dengan Sales Order
• Posting Date adalah tanggal invoice dibuat
• Due Date dihitung berdasarkan payment terms

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Langkah 4: Set Payment Terms

Tindakan:

1. Di form Sales Invoice, scroll ke field Payment Terms Template
2. Pilih payment terms yang sesuai:
   • Immediate Payment: Payment saat pengiriman
   • Net 15: Payment dalam 15 hari
   • Net 30: Payment dalam 30 hari
   • Net 60: Payment dalam 60 hari
   • Custom Terms: Perjanjian kustom
3. Due Date akan otomatis terhitung berdasarkan payment terms

Screenshot:

Keterangan:

• Payment Terms Template menentukan Due Date
• Due Date = Posting Date + Days (dari payment terms)
• Custom terms bisa diatur di Payment Terms Template

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Langkah 5: Submit Sales Invoice

Tindakan:

1. Setelah semua field lengkap, klik "Submit"
2. Sales Invoice akan berubah status menjadi "Submitted"
3. Sales Order status akan otomatis update ke "Invoiced"
4. Verifikasi link ke Sales Order di form Sales Invoice

Screenshot:

Keterangan:

• Sales Invoice harus di-submit sebelum bisa dikirim
• Setelah submit, Sales Order akan otomatis update status
• Link ke Sales Order akan muncul di form Sales Invoice

---

Generate PDF Invoice

Langkah 1: Buka Form Sales Invoice

Tindakan:

1. Navigasi ke Accounts > Sales Invoice > List
2. Gunakan filter atau search untuk menemukan Sales Invoice
3. Klik pada Sales Invoice untuk membuka form

Screenshot:

Keterangan:

• Gunakan filter Status untuk mencari Sales Invoice dengan status tertentu
• Gunakan search untuk mencari berdasarkan nomor atau customer
• Klik pada baris Sales Invoice untuk membuka form

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Langkah 2: Generate PDF

Tindakan:

1. Di form Sales Invoice, klik tombol "Print" atau "Download PDF"
2. Pilih Print Format (jika ada beberapa format)
3. PDF akan ter-generate dan terbuka di tab baru
4. Download atau print PDF sesuai kebutuhan

Screenshot:

Keterangan:

• PDF akan menggunakan Print Format yang sudah dikonfigurasi
• PDF bisa langsung dikirim via email dari BizOps
• PDF bisa di-download untuk arsip atau print manual

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Langkah 3: Kirim Invoice via Email

Tindakan:

1. Di form Sales Invoice, klik tombol "Email"
2. Dialog email akan muncul dengan PDF invoice sebagai attachment
3. Review email recipient (default: customer email)
4. Edit subject dan body email jika diperlukan
5. Klik "Send" untuk mengirim

Screenshot:

Keterangan:

• Email akan otomatis attach PDF invoice
• Recipient default adalah customer email dari Contact
• Email bisa di-customize sebelum send

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Record Payment Entry

Langkah 1: Buka Form Sales Invoice

Tindakan:

1. Navigasi ke Accounts > Sales Invoice > List
2. Gunakan filter untuk mencari Sales Invoice yang belum dibayar
3. Klik pada Sales Invoice untuk membuka form

Screenshot:

Keterangan:

• Gunakan filter "Outstanding Amount > 0" untuk mencari invoice belum dibayar
• Outstanding Amount menunjukkan sisa yang belum dibayar
• Klik pada baris Sales Invoice untuk membuka form

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Langkah 2: Klik Tombol Make Payment

Tindakan:

1. Di form Sales Invoice, scroll ke bagian bawah
2. Klik tombol "Make Payment" di action bar
3. Atau klik menu "Actions" > "Make Payment Entry"

Screenshot:

Keterangan:

• Tombol hanya muncul jika Sales Invoice sudah submitted
• Pastikan Sales Invoice sudah di-save sebelum make payment
• Jika tombol tidak muncul, periksa permission dan status Invoice

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Langkah 3: Konfigurasi Payment Entry

Tindakan:

1. Form Payment Entry akan terbuka dengan data dari Sales Invoice
2. Review field yang sudah ter-mapping:
   • Party: Customer (auto-filled)
   • Party Type: Customer (auto-filled)
   • Paid Amount: Outstanding Amount dari Invoice (auto-filled)
   • Reference Invoice: Sales Invoice (auto-filled)
3. Set Posting Date (tanggal payment)
4. Set Mode of Payment (Cash, Bank, Cheque, dll)
5. Set Account (Bank Account atau Cash Account)
6. Klik "Save" dan "Submit"

Screenshot:

Keterangan:

• Paid Amount default adalah Outstanding Amount
• Mode of Payment menentukan account yang digunakan
• Account harus sesuai dengan Mode of Payment

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Langkah 4: Verifikasi Payment Ter-record

Tindakan:

1. Setelah Payment Entry submit, kembali ke form Sales Invoice
2. Periksa Outstanding Amount sudah berkurang atau menjadi 0
3. Periksa Paid Amount sudah update
4. Verifikasi link ke Payment Entry di form Sales Invoice

Screenshot:

Keterangan:

• Outstanding Amount akan otomatis update setelah payment
• Jika Outstanding Amount = 0, invoice sudah fully paid
• Link ke Payment Entry akan muncul di form Sales Invoice

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Reconcile Payment

Langkah 1: Buka Form Payment Entry

Tindakan:

1. Navigasi ke Accounts > Payment Entry > List
2. Gunakan filter atau search untuk menemukan Payment Entry
3. Klik pada Payment Entry untuk membuka form

Screenshot:

Keterangan:

• Gunakan filter untuk mencari payment tertentu
• Gunakan search untuk mencari berdasarkan nomor atau customer
• Klik pada baris Payment Entry untuk membuka form

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Langkah 2: Verifikasi Reference Invoice

Tindakan:

1. Di form Payment Entry, scroll ke section "References"
2. Periksa Reference Invoice sudah ter-link dengan benar
3. Verifikasi Allocated Amount sesuai dengan payment
4. Periksa Outstanding Amount setelah payment

Screenshot:

Keterangan:

• Reference Invoice menunjukkan invoice yang dibayar
• Allocated Amount harus sama dengan Paid Amount
• Outstanding Amount akan update setelah payment

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Langkah 3: Verifikasi di Sales Invoice

Tindakan:

1. Klik link ke Sales Invoice dari Payment Entry
2. Di form Sales Invoice, periksa:
   • Paid Amount sudah update
   • Outstanding Amount sudah berkurang
   • Link ke Payment Entry muncul di form
3. Verifikasi semua payment sudah ter-record dengan benar

Screenshot:

Keterangan:

• Paid Amount = Total dari semua Payment Entry
• Outstanding Amount = Grand Total - Paid Amount
• Jika Outstanding Amount = 0, invoice sudah fully paid

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Proses Pembuatan Invoice

Langkah demi Langkah: Sales Order → Sales Invoice

1. Verifikasi Penyelesaian Pengiriman

   • Semua item terkirim (periksa Delivery Note)
   • Customer mengonfirmasi pengiriman (jika diperlukan)
   • Status Sales Order: "Delivered" atau "Completed"

2. Buat Sales Invoice

   • Klik "Create Sales Invoice" dari form Sales Order
   • Peta field Sales Order ke Sales Invoice:
     • Sales Order.customer → Sales Invoice.customer
     • Sales Order.items → Sales Invoice.items (disalin otomatis)
     • Sales Order.grand_total → Sales Invoice.grand_total
     • Sales Order.payment_terms_template → Sales Invoice.payment_terms_template
   • Tinjau dan sesuaikan item jika diperlukan

3. Konfigurasi Sales Invoice

   • Setel posting date (tanggal invoice)
   • Setel due date (berdasarkan syarat pembayaran)
   • Verifikasi harga (harus sesuai dengan Sales Order)
   • Konfigurasi pajak (jika berlaku)
   • Tambahkan syarat & ketentuan
   • Setel nomor invoice (dihasilkan otomatis atau manual)

4. Kirim Sales Invoice

   • Tinjau semua field
   • Kirim Sales Invoice (jika dapat dikirim)
   • Perbarui status Sales Order: "Invoiced"
   • Tautkan Sales Invoice ke Sales Order (dibuat otomatis)

5. Kirim Invoice

   • Generate PDF dari Sales Invoice
   • Kirim via email ke customer
   • Lacak pengiriman
   • Jadwalkan follow-up payment

Pembuatan Invoice dari Delivery Note

Metode Alternatif:

• Buat Sales Invoice langsung dari Delivery Note
• Berguna untuk penagihan sebagian
• Peta item Delivery Note ke item Invoice

Payment Terms & Penagihan

Jenis Payment Terms

Jenis	Deskripsi	Syarat Khas
Immediate Payment	Payment saat pengiriman	Jatuh tempo saat diterima
Net 15	Payment dalam 15 hari	Tanggal jatuh tempo = Tanggal invoice + 15 hari
Net 30	Payment dalam 30 hari	Tanggal jatuh tempo = Tanggal invoice + 30 hari
Net 60	Payment dalam 60 hari	Tanggal jatuh tempo = Tanggal invoice + 60 hari
Due on Receipt	Payment segera	Tanggal jatuh tempo = Tanggal invoice
Custom Terms	Perjanjian kustom	Sesuai perjanjian

Pengaturan Payment Terms Template

Di BizOps:

1. Buka Accounts > Payment Terms Template
2. Buat template baru
3. Tentukan terms:
   • Payment term (misalnya, "Net 30")
   • Due days (misalnya, 30)
   • Invoice portion (100% atau split)
4. Tugaskan ke Customer atau gunakan di Invoice

Praktik Terbaik Penagihan

1. Komunikasi Proaktif

   • Kirim invoice segera setelah pengiriman
   • Konfirmasi penerimaan dengan customer
   • Kirim pengingat sebelum tanggal jatuh tempo
   • Follow up setelah tanggal jatuh tempo

2. Instruksi Payment yang Jelas

   • Sertakan metode payment
   • Berikan detail rekening bank
   • Sertakan nomor invoice untuk referensi
   • Tentukan tanggal jatuh tempo dengan jelas

3. Proses Eskalasi

   • Hari 1-7: Pengingat ramah
   • Hari 8-14: Pengingat formal
   • Hari 15+: Eskalasi ke manager/penagihan
   • Hari 30+: Pertimbangkan agen penagihan atau hukum

Pelacakan Payment & Rekonsiliasi

Proses Payment Entry

Langkah demi Langkah: Catat Payment

1. Terima Payment

   • Payment diterima dari customer
   • Verifikasi jumlah sesuai dengan invoice
   • Verifikasi metode payment

2. Buat Payment Entry

   • Buka Accounts > Payment Entry
   • Pilih "Receive" (customer payment)
   • Pilih customer
   • Masukkan jumlah payment
   • Pilih payment mode (Bank, Cash, dll)
   • Pilih rekening bank (jika transfer bank)

3. Alokasikan ke Invoice

   • Klik "Get Outstanding Invoices"
   • Pilih invoice untuk dialokasikan
   • Verifikasi jumlah alokasi
   • Simpan Payment Entry

4. Kirim Payment Entry

   • Tinjau alokasi
   • Kirim Payment Entry
   • Status invoice diperbarui: "Paid" atau "Partly Paid"
   • Jumlah outstanding diperbarui

Rekonsiliasi Payment

Proses:

1. Cocokkan payment dengan invoice
2. Verifikasi jumlah
3. Tangani partial payment
4. Tangani overpayment
5. Tangani underpayment
6. Selesaikan perbedaan

Pelacakan Outstanding

Metrik Kunci:

• Total Outstanding: Jumlah semua invoice yang belum dibayar
• Jumlah Overdue: Invoice yang melewati tanggal jatuh tempo
• Days Sales Outstanding (DSO): Rata-rata periode penagihan
• Analisis Aging: Outstanding berdasarkan kelompok umur

Kelompok Aging:

• 0-30 hari: Lancar
• 31-60 hari: Overdue 1-30 hari
• 61-90 hari: Overdue 31-60 hari
• 90+ hari: Overdue 60+ hari

Integrasi dengan DocType Sales Invoice BizOps

Field yang Wajib

Field	Tipe	Wajib	Deskripsi
customer	Link	Ya	Nama customer
posting_date	Date	Ya	Tanggal invoice
due_date	Date	Ya	Tanggal jatuh tempo payment
company	Link	Ya	Perusahaan
currency	Link	Ya	Mata uang
items	Table	Ya	Item invoice
grand_total	Currency	Ya	Jumlah total
outstanding_amount	Currency	Otomatis	Jumlah yang belum dibayar

Pemetaan Field dari Sales Order

Sales Order.customer → Sales Invoice.customer
Sales Order.transaction_date → Sales Invoice.posting_date
Sales Order.delivery_date → Sales Invoice.due_date (dihitung)
Sales Order.items[] → Sales Invoice.items[] (semua field)
Sales Order.grand_total → Sales Invoice.grand_total
Sales Order.payment_terms_template → Sales Invoice.payment_terms_template
Sales Order.terms → Sales Invoice.terms

Payment Entry Integration

Fields:

• party_type: "Customer"
• party: Customer name
• payment_type: "Receive"
• paid_amount: Payment amount
• paid_to: Bank account (jika bank transfer)
• references: Linked invoices

Credit Note & Refund Process

When to Create Credit Note

• Customer return
• Pricing adjustment
• Discount after invoice
• Overcharge correction
• Service not delivered

Credit Note Workflow

1. Identify Need

   • Customer requests credit
   • Internal adjustment needed
   • Error correction required

2. Create Credit Note

   • Go to Accounts > Credit Note
   • Or create dari Sales Invoice (use "Return" button)
   • Map original invoice items
   • Adjust quantities/amounts

3. Configure Credit Note

   • Set credit note date
   • Link ke original invoice
   • Add reason untuk credit
   • Review amounts

4. Submit Credit Note

   • Submit Credit Note
   • Original invoice outstanding updated
   • Customer account credited

5. Process Refund (jika applicable)

   • If customer already paid, process refund
   • Create Payment Entry untuk refund
   • Update customer account

Refund Process

If Customer Already Paid:

1. Create Credit Note
2. Create Payment Entry:
   • Payment Type: "Pay" (outgoing)
   • Party: Customer
   • Allocate to Credit Note
   • Process refund payment

If Customer Not Paid Yet:

1. Create Credit Note
2. Credit Note automatically reduces outstanding
3. No refund needed

Collection Best Practices

Collection Strategy

1. Pre-Due Date

   • Send invoice immediately
   • Confirm receipt
   • Send friendly reminder 3 days before due

2. On Due Date

   • Send payment reminder
   • Confirm payment status
   • Offer payment options (jika needed)

3. Post-Due Date

   • Day 1-7: Friendly follow-up
   • Day 8-14: Formal reminder dengan consequences
   • Day 15-30: Escalate to manager
   • Day 30+: Consider collection agency

Collection Communication Templates

Friendly Reminder (3 days before due)

Subject: Payment Reminder - Invoice [Number]

Hi [Customer Name],

This is a friendly reminder that payment for Invoice [Number] 
amounting to [Amount] is due on [Due Date].

If you've already made the payment, please disregard this message.

Thank you for your prompt attention.

Best regards,
[Your Name]

Formal Reminder (After due date)

Subject: Overdue Payment - Invoice [Number] - Action Required

Hi [Customer Name],

Invoice [Number] for [Amount] was due on [Due Date] and is now overdue.

Please arrange payment immediately to avoid:
- Service suspension
- Late payment fees
- Credit impact

Payment can be made via [Payment Methods].

If you have any questions, please contact us at [Contact].

Best regards,
[Your Name]

Collection Metrics

Metric	Target	How to Calculate
DSO (Days Sales Outstanding)	< 45 days	Average collection period
Collection Rate	> 95%	Collected / Invoiced
Overdue %	< 10%	Overdue / Total Outstanding
Bad Debt %	< 2%	Written off / Total Sales

Common Scenarios & Solutions

Scenario 1: Partial Payment

Problem: Customer pays less than invoice amount.

Solution:

1. Create Payment Entry dengan actual amount
2. Allocate to invoice (partial allocation)
3. Invoice status: "Partly Paid"
4. Outstanding amount updated
5. Follow up untuk remaining amount

Scenario 2: Overpayment

Problem: Customer pays more than invoice amount.

Solution:

1. Create Payment Entry dengan actual amount
2. Allocate full invoice amount
3. Remaining amount becomes credit balance
4. Apply credit to next invoice (jika applicable)
5. Or process refund untuk excess amount

Scenario 3: Payment Not Matching Invoice

Problem: Payment received tapi amount tidak match.

Solution:

1. Verify invoice amount
2. Check for discounts atau adjustments
3. Verify payment details dengan customer
4. Create Credit Note jika adjustment needed
5. Or request additional payment jika underpaid

Scenario 4: Multiple Invoices, Single Payment

Problem: Customer pays untuk multiple invoices dengan single payment.

Solution:

1. Create Payment Entry dengan total amount
2. Allocate to multiple invoices
3. Distribute amount across invoices
4. Update all invoice statuses
5. Verify total allocation matches payment

Scenario 5: Payment Received But Not Allocated

Problem: Payment received tapi tidak allocated ke invoice.

Solution:

1. Find unallocated payment
2. Identify corresponding invoice(s)
3. Allocate payment to invoice(s)
4. Update invoice status
5. Verify outstanding amounts

Quick Reference Checklist

Invoice Generation

• Delivery completed (check Delivery Note)
• Create Sales Invoice dari Sales Order
• Verify all items (codes, descriptions, quantities)
• Verify pricing matches Sales Order
• Set posting date (invoice date)
• Set due date (based on payment terms)
• Configure taxes
• Add terms & conditions
• Review semua fields
• Submit Sales Invoice
• Generate PDF dan send ke customer

Payment Entry

• Payment received dari customer
• Verify payment amount
• Create Payment Entry
• Select customer
• Enter payment amount
• Select payment mode
• Allocate to invoice(s)
• Verify allocation
• Submit Payment Entry
• Verify invoice status updated

Collection Follow-up

• Send invoice immediately
• Confirm receipt dengan customer
• Send reminder 3 days before due
• Follow up on due date
• Escalate jika overdue
• Track collection metrics

Lihat Juga

• Proses Penjualan - Ringkasan alur penjualan
• Proses Sales Order - Tahap sebelumnya
• Manajemen Data CRM - Standar kualitas data
• Laporan & Analitik Penjualan - Metrik penagihan