• In AlignBooks, the process for generating an invoice starts with creating an estimate, which outlines the products or services and their costs.
• Once the estimate is confirmed, it is converted into a sales order, an official document that confirms the customer’s intention to purchase.
• After the sales order is finalized, the goods or services are dispatched to the customer.
• Finally, once the dispatch is complete, a sales invoice is generated, including all the details of the sale, such as product, quantity, price, and taxes, which is sent to the customer for payment.

• Document Header Details
• Item Table
• Document Footer Details

• Go to Sales > Estimate.

• The estimate window will appear, where you can mention the party details, item details, etc and create an estimate document for the customer.

• Open: This option allows you to view all the estimated invoices you have created in the software. If you required to make any changes in the saved invoice click on 'Open' button, select the date range and can make changes in it.
• Delete: With this option, you can remove or delete an estimate invoice permanently.
• Copy: This feature lets you copy an invoice and create a new one based on the same details, which you can then modify as needed.
• Help: Click on the help icon to access the step by step guide of the Estimate Process.
• Calculator: AlignBooks includes an inbuilt calculator that you can use while working within the software, making calculations easier.

• Cancel: If you no longer need an open document but don't want to permanently delete it, click on the ‘Cancel’ button. This will cancel the document but keep it in the list, allowing you to restore it whenever needed.
• Recall: This option is used when a customer bill (POS Invoice) is put on hold. You can click on this option to retrieve the held invoice and continue billing from where you left off.
• Restore: If you click on a cancelled document, the ‘Restore’ option will appear, allowing you to restore the document to its previous state.
• Schedule: If you need to create the same document with the same details regularly on a fixed schedule, you can set up a Schedule for it. The document will then appear in the ‘Post Recurring Module’ of AlignBooks. From there, you can post the document with just one click, without having to prepare it repeatedly. This also serves as a reminder for you.

• UI Configuration: For additional settings related to this document, navigate to the configuration option. There, you can adjust settings such as invoice numbering, email, WhatsApp, SMS, approvals, and more.
• Print Configuration: This option lets you customize the invoice print settings, including header/ footer remarks, terms & conditions, and setting the default invoice format etc.

• Tax Invoice: This includes sales within the same state (intrastate) or between states (interstate) to both registered and unregistered buyers. It excludes exports, supplies to SEZ (Special Economic Zone), bills of supply, and e-commerce transactions.
• ExportBonded: These are export sales made to overseas buyers or SEZ without paying tax. The tax rate is zero, and no tax is posted. This happens under an Export Bond or LUT (Letter of Undertaking).
• ExportNonBonded: These are export sales to overseas buyers or SEZ with tax payment. Tax is calculated as per applicable rates but is not included in the bill amount. Instead, tax is recorded separately under specific accounts for payable and recoverable taxes.
• ECommerceSupply: Sales made through e-commerce platforms fall under this category. Buyer’s GSTIN (if registered) is recorded, and the transaction is treated as B2B. If the buyer is unregistered, it is treated as B2C, and the e-commerce platform’s GSTIN appears in GSTR-1.
• BillOfSupply: This is used for sales where no tax is charged to the customer. It’s typically used by dealers under the Composition Scheme, as they cannot collect taxes.
• BranchTransfer: This is for transferring goods between branches located in different states (interstate transfers).

• Branch: If your company has multiple branches, they can be in the same state or different states. While billing, you can select the branch where the billing is being done.
• Customer: Choose the customer for whom you are creating the estimate invoice.
• Email: If the customer's email is saved in the system, it will be filled in automatically. You can edit it if needed.
• Salesman: The system will automatically select a salesman if it’s saved in the customer profile. Otherwise, you can choose one manually.
• Estimate Date: The system will set today’s date by default. You can change it if needed.
• Estimate No: The system will generate an estimate number automatically, but you can enter one manually if required.
• Ref No: You can enter any reference number related to this invoice.
• Ref Date: If there’s a reference date for this estimate, you can add it here.
• Tax: Select whether the tax should be included in the rate or added separately.

• Billing Address: Billing Address is associated with the individual or entity responsible for the transaction and where the invoice will be issued. For customers with multiple branches, the billing address typically corresponds to the head office or the location overseeing the purchase, even if the goods are being delivered to a different branch.

• Shipping Address: It refers to the specific location where goods or products are sent for delivery. It is the final destination where the recipient expects to receive the items ordered. This address can differ from the billing address, especially in cases where the purchaser arranges for the goods to be delivered to a different location, such as a branch office, warehouse, or a third party. The shipping address ensures that the goods are routed correctly and arrive at the intended recipient’s desired location.

• Payment Terms: This refers to the agreed-upon conditions for payment between you and your customer. It defines how often the customer will make payments, such as daily, monthly, or any other schedule that suits your business.
• Payment Link: If you need to generate a payment link for an invoice, choose the relevant option. Otherwise, select ‘Not Required’. The system will send the payment link on SMS and Email.

• Scan: You can enter the Item Barcode or Item Code here, and press 'Enter' key the software will automatically add the item to the estimate. This option saves your time by removing the need for manual selection, just type in the Barcode or Item Code, and the item will be added instantly.

• You can view Item with Qty '1' will get auto loaded in the invoice.

• Click on the ‘Zoom’ icon to view all the items in the estimate at once. This helps you get a complete overview of the listed items.
• Click on the 'Excel' icon to export the invoice items details in excel file.
• The 'Dollar' icon will help you to see the financial posting for this bill.

• Save Grid Configuration: This option lets you save any changes you’ve made to the item table settings, so you don’t need to reconfigure them each time.
• Set Default Grid: With this option, you can set your preferred item table configuration as the default, making it easier for future use.
• Column Chooser: This feature allows you to drag and drop columns in the table. To add or remove a column, simply drag it into or out of the table.

• Select Pick And Pack: This option allows you to create a set of items that can be quickly loaded into the invoice, ensuring all items in the set are automatically added.
• The ‘Pick and Pack’ option works similarly to the ‘Bundle’ feature, with one key difference: Pick and Pack is party-specific, meaning you can link it to a fixed party and set a default Lot Quantity, whereas Bundle is flexible for all parties and does not allow predefined lot quantity or a prompt to enter it.
• To use it, simply select ‘Pick and Pack’ and click the ‘OK’ button below the field.

• From Item List: This option displays the complete item list. You can select multiple items, enter the required quantity for each item, and load them into the invoice in one go.
• From Item Balance List: This option shows the available stock balance of items. You can view the current quantity in hand, select the required items, enter the quantity, and load multiple items into the invoice at once.
• Comma Separated Code, Qty: In this option, you need to enter the item code and quantity separated by a comma for each item. By entering all item codes with their quantities in the given format, you can load multiple items into the invoice instantly.

• Add More Row: Click on this option to insert more rows into the Item Table, allowing you to add additional items as needed. This helps you expand the list and include all required items in the invoice.
• Delete Row:  Click on the ‘Delete Row’ option to remove a specific row or item from the invoice. This allows you to delete any unnecessary items with ease.
• Search Item: Click on the ‘Search’ option on a specific item to view its complete details, including item balance, packing, sale rate, and more. This helps you quickly access important information about the item.
• Search Barcode: Through this option, you can search and load an item by entering or scanning its barcode.
• Copy Row: This option allows you to copy a specific row in the invoice, helping you quickly duplicate the same item details.

• You can click on the Attributes icon to enter item details based on your specific setup.

• By clicking on the ‘Widgets’ icon, you can view various reports related to the selected item.

• Through the ‘More Options’ icon, you can access Dimension, Bundle Details and Serial Number options based on your business setup, and enter the required item details accordingly.

• Remark: Below the item table, in the 'Remark' section, clicking on the provided box will allow the software to automatically select the remark or narration for the generated estimate. Additionally, you can enter a remark as per your requirement.
• Attachment: While creating an estimate, if you need to attach any document or image related to it, click on the 'Select File' button. Then, choose the appropriate directory and upload the file.

• On the right side, you can view important financial details such as Item Value, GST, Taxable Value, Total Invoice Value, and more. This helps you quickly review the invoice summary.

• Logistics: If Logistic Details are enabled for invoices in the Company Setup, this section will appear. Here, you can enter the logistics details on the invoice
•  Shipping Details: You can mention the shipping company, details and other shipping related information. Click on the 'Fetch From Last Bill' button to automatically load the details from the previous invoice. To generate an e-Way Bill, you need to fill in the required fields here.

• To save the invoice you need to click on the 'Save' button.

• Preview: This option allows you to view a print preview of the estimate invoice before finalizing it.
• Export: If you want to download the invoice as a PDF, click on the ‘Export’ button, select your preferred format, and the estimate invoice will be downloaded as a PDF.

• If the data on the current screen is no longer needed or you want to start fresh with a new estimate, click the 'Clear' button. This will remove all the data from the current estimate invoice, giving you a clean slate to enter new details.

• Mail Link: AlignBooks allows you to easily share the invoice link along with an attachment directly to the customer’s email address.
• SMS: You can also send the invoice link and attachment via SMS to the customer, based on your preference.

• Download Format: If you want to import data from an Excel file, you can download the template through this option. After entering the data, you can directly import the file into AlignBooks.
• Create Format: You can also create a custom format and map the columns with your Excel file. Make sure the field headings in the Excel file match those in the software when mapping the columns.