Sales GIN (Internal)

Purpose and overview

Use this applet when you need a Goods Issue Note (GIN) for internal sales—the document that records stock leaving a branch or location for a customer sale. You work through Main Details, Account (customer and addresses), Lines, optional Settlement, and optional Department Hdr fields. When the document is complete, you SAVE drafts and use FINAL to post, following your organisation’s rules.

This guide uses the exact screen titles and tab names from the applet (for example Internal Sales GIN Listing, Create Internal Sales GIN, Edit Internal Sales GIN).

Before you begin

• You need customers, items, branches, and locations in master data; Branch and Location on Main Details control where stock issues from.
• Credit Terms and Due Date on Main Details depend on the customer: the screen notes that Entity ID must be selected first on Account → Entity Details.
• Member Card ties the document to a loyalty / membership record. Click the field to open member selection; membership master data and rules are maintained in Membership Admin Applet. If your process does not use members, ask your administrator how this field should be handled in your company setup—the header form treats it as a required field in the applet code.
• Who may create or post is controlled by permissions and company policy; ask your administrator if you are blocked.
• For hidden tabs and hidden pricing columns, see FAQ.

Who uses this

Key features

Quick start

Goal: first saved internal sales GIN (draft on the server), ready for FINAL when your team agrees.

1. Open the applet and use Internal Sales GIN Listing.
2. Click + (tooltip Create) to open Create Internal Sales GIN.
3. Open Main Details. Set Branch, Location, Transaction Date, Member Card (click the field to select a member), and other header fields your policy requires (for example Reference, Remarks, Currency).
4. Open Account → Entity Details. Select the customer using Entity ID, Entity Name, or the picker your screen shows.
5. Open Lines. Click + (Create) to open Select Item.
6. Add at least one line from Search Item or from the KO … tab that matches your process, then complete the line flow until the line appears on the Lines grid.
7. Click CREATE. The applet opens Edit Internal Sales GIN with SAVE available.
8. Click SAVE after changes to header, account, lines, or settlement; click FINAL only when the document is complete and your policy allows posting.

If CREATE or SAVE stays disabled, complete Main Details, ensure Account → Entity Details is valid, and keep at least one line on Lines—those are the same checks the applet uses before save.

Two ways to add lines

Path A — Search Item (catalog)

1. On Lines, click +.
2. On Select Item, use the Search Item tab (or that expansion panel in vertical layout).
3. Search and add the item until it appears on the Lines grid.

Path B — KO from an existing document

1. On Lines, click +.
2. On Select Item, open the KO by … or KO for … tab that matches your source (for example KO by Sales Order Item or KO for Delivery Order Item—labels match the screen).
3. Choose source lines and quantities as your process allows; return until new lines appear on Lines.

Your administrator may configure different KO tabs for different companies or roles; follow the tab your administrator or procedure names for the sale you are fulfilling.

Detailed walkthrough

How to use this section by role

• Sales and operations — Focus on Listing and search, Create and edit, Main Details and Account, and Lines and Select Item to build and post GINs.
• Warehouse — Pay special attention to Branch, Location, and Lines in those same sections so what you pick matches the document; you may use the listing to open GINs for review.
• Finance — Use Settlement and Department Hdr and the finance parts of Edit-only tabs (Contra); you can skip deep line-picking detail unless your role also creates lines.

Listing and search

• Title: Internal Sales GIN Listing.
• + starts a new draft (Create Internal Sales GIN).
• Search… and the filter icon open advanced search aligned to the grid: Sales GIN No, Branch Name, Customer Name, Sales Agent Name, Created Date (from / to), Transaction Date (from / to), Created by.
• The grid includes Sales GIN No, Posting Status (empty values show as DRAFT in the listing), Branch, Customer Name, Sales Agent, date columns, and Created by.
• Click a row to open Edit Internal Sales GIN.
• FINAL on the listing applies to selected rows: each selected document that is not already FINAL is posted, then the grid refreshes.

Create and edit Internal Sales GIN

Create Internal Sales GIN

• RESET clears the draft.
• CREATE stays disabled until Main Details, Account (entity) forms are valid and Lines has at least one row.

Edit Internal Sales GIN

• RESET reloads the draft from the server while the document is not FINAL; if it is already FINAL, a message explains that the document has been posted.
• FINAL sets posting status to FINAL when it is not already final.
• SAVE uses the same validation as CREATE (valid main and account entity, at least one line).

When to use CREATE, SAVE, FINAL, and RESET

• CREATE — Use once on Create Internal Sales GIN when the first version of the document is ready. It saves the new GIN to the server and opens Edit Internal Sales GIN, where you can continue with SAVE and FINAL.
• SAVE — Use on Edit Internal Sales GIN whenever you change header, Account, Lines, or Settlement and want to persist those changes without posting. Another user with access can open the same GIN and SAVE further changes if your permissions and business rules allow that—coordination is a policy matter, not enforced by labels alone.
• FINAL — Use when the document is complete and your organisation authorises posting. FINAL sends posting to the server (same posting status as the FINAL button on the listing when used from the grid). After FINAL, most header fields lock and line behaviour changes (see FAQ — Can I edit a GIN after it has been finalised?).
• RESET — On create, clears the in-memory draft. On edit, reloads from the server while the document is still a draft; if the document is already FINAL, RESET does not reload and you see a message that the document has been posted.

Create vs Edit (which tabs you see)

• On Create Internal Sales GIN, the main work tabs are Main Details, Account, Lines, Settlement, and Department Hdr (the last two can be hidden by settings).
• After you click CREATE, you work on Edit Internal Sales GIN. That screen adds Contra, Doc Link, Attachments, and Export—they are not on the first-time create screen. Open each tab when you need that work; the first time you open a tab, the applet may load its content then (this is normal and does not change what the tab is for).

Tabs (horizontal layout)

• Main Details, Account, Lines, Settlement, Department Hdr on create; Settlement and Department Hdr can be hidden by settings.
• On Edit Internal Sales GIN, the tabs above plus Contra, Doc Link, Attachments, and Export (see Edit-only tabs).

Vertical layout

• When orientation is vertical, the same sections appear as expansion panels instead of one tab row.

Tab order

• Administrators can persist tab order (SALES_GIN_DETAILS_TAB_ORDER); your order may differ from this guide.

Main Details and Account

Main Details (common fields)

• Branch and Location pickers.
• Sales Agent (labels may follow applet settings).
• Member Card — Read-only field; click it to open member selection. The value is stored with the document as the member card number from membership data. For what membership means and how cards are issued, see Membership Admin Applet. Selecting a member links this sale to that member for loyalty or reporting; leaving the wrong member on the document does not change physical stock by itself—correct the selection before FINAL if your policy requires it. If your administrator requires every GIN to have a member, you must complete this field so CREATE / SAVE validation can pass; if you believe the field should be optional for your shop, ask your administrator (only they can confirm company rules beyond what the screen enforces).
• Transaction Date, Credit Terms, Due Date, Reference, Remarks, Currency, Customer, and document number fields such as Doc No (Tenant) / company / branch when your configuration shows them.
• Permit No — Optional free-text field on the header. Use it when your business or jurisdiction needs a permit, licence, or customs / export reference on the goods issue; leave it blank when it does not apply. The applet does not define which regulator or permit type you must use—confirm with your administrator or compliance team.

Account

• Subtabs: Entity Details, Bill To, Ship To.
• Entity Details selects the customer; Bill To and Ship To maintain or pick billing and shipping addresses.

Lines and Select Item

Lines tab

• + adds a line while the document is not FINAL; after FINAL, the add control is disabled for new lines from this list.
• Columns include Item Code, Item Name, UOM, Qty, and price or tax columns when your role may see pricing.
• Footer shows Total and Tax in document currency.
• Click a row to open that line in the line editor flow.

Select Item screen

• Title: Select Item.
• Search Item plus KO by … / KO for … tabs for sales orders, delivery orders, jobsheets, purchase documents, and other sources your tenant enabled.
• CREATE and SAVE require at least one line on the grid.

Settlement and Department Hdr

Settlement is where you record settlement lines on this GIN—for example payments or allocations captured on the same document—so finance can align what was issued with what was collected or applied. The grid lists Date, Amount, Details, and Remarks for each settlement row. The screen shows Total for settlement lines and an Outstanding figure that reflects document lines (PN lines) versus settlements in the applet’s calculation; exact accounting impact on customer balance is defined by your ERP configuration—ask finance or your administrator if you are unsure.

• Settlement: grid with + for new settlement rows (not available after FINAL), with Outstanding and currency totals where shown.
• Department Hdr: department header fields your configuration exposes.

Edit-only tabs

On Edit Internal Sales GIN (after CREATE), these tabs are available alongside the main work tabs:

• Contra — linked contra / AR documents (finance).
• Doc Link — linked document references.
• Attachments — add or view files.
• Export — export actions for the current document.

Delete

• In vertical layout, DELETE can appear at the bottom of the panel stack. It shows only when your administrator enables SHOW_DOCUMENT_DELETE_BUTTON and the document is not FINAL. The first click asks you to click again; the second click confirms delete.

If something is wrong

Related documentation

• Membership Admin Applet — member profiles and cards when you use Member Card on the GIN.
• Sales Order (Internal) Applet — upstream orders; many KO … line tabs pull from sales order lines.
• Sales Invoice (Internal) Applet — billing and receivables context on the sales journey.
• Internal Sales Delivery Order (Stock Out) Applet — delivery fulfilment; KO delivery tabs on Select Item relate to that flow.
• Sales Return (Internal) Applet — when goods are returned after a sale.
• My E-Invoice Admin Applet — e-invoice queues and submission for organisations that use it; this GIN screen set does not replace that guide.

FAQ

What is the difference between a GIN and a sales invoice?

A GIN (Goods Issue Note) in this applet is centred on recording the issue of stock from branch/location for an internal sales fulfilment flow—lines, quantities, and operational header data. A sales invoice is the billing / receivables document: prices, tax presentation, payment expectations, and invoice lifecycle. Your organisation may use GIN before invoice, invoice before GIN, or both depending on policy; the screens are separate products. For the invoice side, see Sales Invoice (Internal) Applet.

Do I need a sales order before I can create a GIN?

No. On Select Item, you can add lines from Search Item without any sales order (Path A in Two ways to add lines). Sales orders (and other documents) are optional sources when you use a KO by … / KO for … tab (Path B). Use the path your procedure requires.

Can I edit a GIN after it has been finalised?

Mostly no. After FINAL, the applet disables most Main Details fields but keeps Remarks editable on the header. On Lines, + for new lines is disabled when posting status is FINAL. Other changes usually need your organisation’s void, reversal, or adjustment process—ask your administrator.

Why can’t I see prices on the Lines tab?

Price-related columns (Unit Price (Inclusive of Tax), SST/VAT/GST, Txn Amount) are hidden unless your login passes the INTERNAL_SALES_GIN_DISPLAY_PRICING check. Ask your administrator to grant that permission if your role should see amounts.

Why can’t I see Settlement or Department Hdr tabs?

If Settlement or Department Hdr never appears, your administrator may have hidden those tabs in applet settings (HIDE_SETTLEMENT_TAB / HIDE_DEPARTMENT_HDR_TAB). Confirm with your administrator whether your role should see these tabs.

What happens to stock levels when I click FINAL?

Clicking FINAL sends posting to the server (posting status becomes FINAL). The document model includes inventory posting flags that the backend uses; exact stock ledger movement and timing are determined by your ERP and configuration, not by a separate “post stock” button on this screen. Warehouse staff should treat FINAL as the point where the business considers the issue posted, and confirm with administrator / finance when stock should be picked or counted against the GIN.

Does the listing FINAL button replace edit FINAL?

Both set posting status to FINAL. The listing control posts all selected rows that are not already final in one go—see the warning under Listing and search.

Can I rename tabs?

Labels come from the product; administrators can hide tabs or change order where settings allow.

Where do I handle e-invoice for this sale?

Use My E-Invoice Admin Applet and your finance process when e-invoice applies to related documents.

Glossary

For e-invoice queues, batching, and validation, see My E-Invoice Admin Applet—not repeated here.