Internal Sales Invoice Applet

Purpose and Overview

The Internal Sales Invoice Applet is the engine room of the order-to-cash process. It moves beyond simple billing by integrating sales transactions with real-time inventory deduction, financial posting, logistics coordination, and intercompany transfers.

Key Features Overview

Who Benefits from This Applet?

Sales Representatives:

• Instant Conversion: Convert confirmed orders to invoices via Knock-Off (KO) without manual re-entry.
• Strategic Efficiency: Use Templates for recurring high-volume orders.
• Inventory Visibility: See real-time stock availability to prevent over-promising.

Finance & Accounts Teams:

• Fiscal Automation: Automated General Ledger (GL) postings upon finalization.
• Intercompany Reconciliation: Seamless management of cross-entity billing.
• Compliance: Accurate tax calculations and “Selling Below Cost” alerts.
• Auditability: Complete forensic trails for every price change and status update.

Logistics & Warehouse Teams:

• Fulfillment Integration: Approved invoices automatically populate the Pick & Pack Queue.
• Correction Tools: Swap Serial allows inventory correction without financial reversals.
• Reporting: Direct link between invoicing and stock movement reports.

Business Managers:

• Control Tower: Centralized Approval Dashboard for overriding credit limits or price floors.
• Performance: Real-time sales performance monitoring.
• Security: Strict access controls via permission sets (User, Team, Role).

What Problems Does This Solve?

The Disconnected Systems Problem: Traditional sales processing often separates billing from inventory and accounting. This leads to data re-entry errors, phantom stock (selling what you don’t have), and month-end reconciliation nightmares.

The Sales Invoice Applet Solution:

• Single Source of Truth: The invoice drives the GL, Stock Card, and Logistics Queue simultaneously.
• Unified Workflow: Pack queue, delivery logistics, and intercompany transfers live in one ecosystem.
• Forensic Audit Trail: Track every click, status change, and user action.
• Flexible Settlement: Handle complex payments via Contra, Credit Notes, or Vouchers.

Key Features Overview

Key Concepts

The Invoice Lifecycle

Understanding the state transitions is crucial for effective management.

Stage	Component	System Action	Financial Impact
1. Creation	Sales Order / Template	Confirmed demand	Reserved Stock (No GL impact)
2. Billing	Sales Invoice	Finalization	Stock Deducted + Revenue Recognized + Tax Posted
3. Fulfillment	Pick & Pack / DO	Goods leave warehouse	Physical stock movement verified
4. Payment	Receipt/Contra	Payment received	Customer AR Balance reduced

Intercompany Transactions

For organizations with multiple entities, this applet handles the complexity of selling from Entity A to Entity B. It automates the corresponding AP/AR entries to ensure books balance across the group, eliminating the need for manual dual-entry.

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Workflow Guide

This section outlines the primary workflows for different roles, focusing on best practices and system behavior.

Efficient Invoice Generation

Goal: Create valid sales invoices that accurately reflect inventory and financial obligations.

1. Leveraging Templates & Knock-Offs Instead of manual entry, prioritize using Knock-Off (KO) from Sales Orders or Sales Invoice Templates.

• KO Logic: Inherits all customer details, pricing, and terms from the source document.
• Impact: Ensures data consistency and prevents “creative invoicing” where details differ from the approved order.

2. The Creation Form

• Entity Selection: Selecting a customer auto-populates critical financial data: Credit Terms, Default Currency, and Billing Address.
• Item Selection:
  • Stock Checking: The system validates availability in real-time.
  • Serialization: For serialized inventory, specific serial numbers must be allocated here to ensure the correct unit is deducted.
• Pricing: Unit prices are typically locked to the Price Book. Overrides may trigger an approval workflow.

3. Finalization & Posting Switching status to Final is the “point of no return” for financial posting.

• Immediate Actions: Revenue is recognized, Tax is posted, and Inventory is deducted.
• Logistics Trigger: The item is visible in the Pick & Pack Queue.

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Management & Control

Goal: Maintain financial integrity and operational compliance.

1. Status Monitoring

• Draft: Working documents. No financial impact.
• Final: Legal documents. Locked. Requires Voiding to reverse.
• Modification: Limited editing of non-financial fields (e.g., Remarks, Delivery Instructions) on Final documents.

2. Handling Exceptions (Approvals) Sensitive actions automatically trigger the Approval Workflow.

• Triggers: Exceeding Credit Limit, Selling Below Cost, Backdating Transaction Date.
• Action: Managers review these in the Approval Permission dashboard.
• Result: The invoice remains in a “Pending” state until authorized. This prevents high-risk transactions from slipping through.

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Feature Deep Dive

Sales Invoice Templates

Reduce repetitive data entry by standardizing common sales scenarios.

• Strategic Use: Create templates for “Standard Service Packs” or “Monthly Retainers”.
• Organization: Share templates with specific teams to ensure everyone sells the same package structure.

Intercompany Transactions

Manually handle complex inter-entity billing via the Intercompany route.

• Scenario: HQ purchasing bulk inventory and selling it to regional branches.
• System Logic: Accessing the Intercompany route allows you to select internal entities as customers. The system validates that the “Sales” in HQ corresponds to a potential “Purchase” in the destination entity.

Pick & Pack Queue

A dedicated view for warehouse operations to close the loop between “Sold” and “Shipped”.

• Process: Items from approved invoices appear here.
• Action: Warehouse staff mark items as “Picked” (gathered) and “Packed” (ready for courier).
• Outcome: Generates the Delivery Order (DO) and updates the shipment status, providing visibility to Sales teams.

Swap Serial

A critical tool for correcting inventory errors without financial rollback.

• The Problem: You sold “Serial A” physically, but the invoice says “Serial B”.
• The Fix: Instead of Voiding (which messes up the accounts for a non-financial error), use Swap Serial.
• Result: The system swaps the serial numbers in the backend inventory records while keeping the Invoice and GL entries intact.

File Import

Bulk import sales invoices using CSV files (Comma or Pipe delimited) to streamline high-volume data entry.

• E-Invoice Ready: Supports direct import of LHDN E-Invoice fields (TIN, Entity ID, SST No), ensuring compliance for imported transactions.
• Comprehensive Data Mapping: Handles complex data points including billing/shipping addresses, serial/batch numbers, and accounting codes (GL, Segment, Project).
• Template Generation: Download dynamic CSV templates to ensure your data matches the system’s requirements.

Contra Settlements

Contra Settlement allows you to pay an invoice using other documents instead of cash.

• Use Case: You buy raw materials from Supplier X and sell finished goods to Customer X (same entity).
• Execution: In the Contra tab, “Knock Off” the Invoice against a Credit Note or Purchase Bill to offset the balance.

Document Tracing

The Trace button is your audit best friend.

• Financials: Review the exact Journal Entries (Debit AR / Credit Sales) generated.
• Inventory: Verify which Batch or Serial Number was deducted from which Location.
• Costing: specific Cost of Goods Sold (COGS) calculation for that transaction.

Line Reports

For deep analysis, the Line Reports view breaks down invoices into individual row items. This allows for granular reporting on “Product X sales by Region” or “Salesman Y performance by Item Category”.

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Configuration & Settings

Customize the interface to match your workflow.

Personalization Menu

Access the Personalization menu to adapt the applet to your specific role.

• Default Settings: Set Default Branch and Location to avoid repetitive selection.
• View Layouts: Switch between Horizontal (Data-dense) or Vertical (Visual) orientation.

Admin Configuration

System Administrators can fine-tune behavior via the Settings panel.

• Field Settings: Toggle visibility of Profit Margin, Cost Price, etc., based on user roles.
• Workflow Settings: Define custom logic for approval flows (e.g., “Invoices > $10k require Manager”).
• Printable Format Settings: Customize the Tax Invoice and Delivery Order PDF layouts with company branding.
• Webhooks: Set up event-driven notifications to external systems (e.g., “On Finalize -> Send to Slack”).

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Applet Reference

This section provides a comprehensive reference of all menu items, settings, permissions, and configurable features available in the Internal Sales Invoice Applet.

Menu Items

The following main navigation menu items are available in the applet:

Menu Item	Description	Route Path
Sales Invoice	Main listing of all sales invoice transactions	/sales-invoice
Line Items	Detailed line-by-line item reports for granular analysis	/line-items
Pick & Pack Queue	Fulfillment queue for warehouse pick and pack operations	/pick-pack-queue
Sales Invoice Template	Create and manage reusable invoice templates	/sales-invoice-template
Approval Permission	Centralized dashboard for pending approvals	/approval-permission
File Import	Bulk import sales invoices from external files	/file-import
Intercompany	Manage intercompany sales transactions between entities	/intercompany
File Export	Export sales invoice data to external formats	/file-export
Swap Serial	Correct serial number assignments without financial reversal	/swap-serial
Settings	Administrative configuration panel	/settings
Personalization	User-specific preference settings	/personalization

Settings Sub-Menu Items

The Settings panel contains the following configuration sections:

Setting	Description	Route Path
Default Selection	Configure default branch, location, and other selection defaults	/settings/default-selection
Field Settings	Toggle visibility and behavior of form fields	/settings/field-settings
Printable Format Settings	Customize PDF layouts for Tax Invoice, Delivery Order, etc.	/settings/printable-format-settings
Email Template	Configure automated email templates for notifications	/settings/email-template
Webhook	Set up event-driven integrations with external systems	/settings/webhook
Feature Visibility	Control which features are visible to users	/settings/feature-visibility
Branch Settings	Configure branch-specific behaviors and defaults	/settings/branch-settings
Workflow Settings	Define approval workflows and business rules	/settings/workflow-settings
Permission Set Listing	Manage predefined permission sets	/settings/permission-set-listing
User Permission Listing	Configure individual user permissions	/settings/user-permission-listing
Team Permission Listing	Configure team-based permissions	/settings/team-permission-listing
Role Permission Listing	Configure role-based permissions	/settings/role-permission-listing
Client-Side Permission Listing	Manage UI/display-level permissions	/settings/client-side-permission-listing
Role Pricing Scheme Link	Link roles to specific pricing schemes	/settings/role-pricing-scheme-link-listing
Permission Wizard	Guided setup for permission configuration	/settings/permission-wizard-listing
Release Notes	View applet version history and updates	/settings/release-notes
Applet Log	Audit log of applet activities and changes	/settings/applet-log

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Settings Configuration Guide

This section provides detailed explanations of each settings option, including their purpose, use cases, and best practices for configuration.

Default Selection Settings

Purpose: Streamline data entry by pre-populating commonly used values, reducing repetitive selections and minimizing user error.

Key Configurations:

Default Branch & Location

• Purpose: Automatically populate the operating branch and inventory location when creating new invoices
• Use Case: Sales teams operating from a single branch avoid selecting the same branch repeatedly
• Best Practice: Configure per user or role based on their primary working location

Default Price Book

• Purpose: Automatically apply the correct pricing tier when adding items to invoices
• Use Case: Different sales channels (retail, wholesale, online) can have different default price books
• Configuration: Set via DEFAULT_PRICEBOOK setting
• Impact: Ensures pricing consistency and prevents manual pricing errors

Default Orientation

• Purpose: Control the default layout mode (Horizontal vs Vertical) for the invoice form
• Options:
  • HORIZONTAL: Data-dense, suitable for wide screens and power users
  • VERTICAL: Visual-friendly, better for touch devices and new users
• Configuration: DEFAULT_ORIENTATION and VERTICAL_ORIENTATION settings
• Best Practice: Horizontal for desktop users, Vertical for tablet/mobile access

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Field Settings

Purpose: Control which fields are visible, required, or hidden based on user roles and business requirements. This enforces data governance and simplifies the user interface.

Key Use Cases:

Sensitive Financial Data

• Hide Cost Price and Profit Margin from sales representatives
• Show these fields only to managers and finance team
• Benefit: Prevents disclosure of sensitive margins to external parties

Regulatory Compliance

• Make Tax ID and E-Invoice Fields mandatory for certain customer types
• Enforce Serial Number tracking for regulated products
• Benefit: Ensures compliance with tax and industry regulations

Workflow Simplification

• Hide unused fields (e.g., Shipping Details for digital products)
• Make Purchase Order Number mandatory for B2B customers
• Benefit: Reduces clutter and prevents incomplete transactions

Configuration Approach:

1. Identify user roles (Sales, Finance, Admin)
2. Map business rules to field visibility
3. Test workflows after configuration changes

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Printable Format Settings

Purpose: Customize the appearance and content of printed/PDF documents to match company branding and meet legal requirements.

Supported Document Types:

Tax Invoice

• Purpose: Official billing document for customers
• Customization Options:
  • Company logo and branding colors
  • Tax registration details and disclaimers
  • Payment terms and bank account information
  • Custom headers/footers for different branches
• Use Case: Multi-entity businesses need different branding per legal entity

Delivery Order (DO)

• Purpose: Shipping document for warehouse and logistics
• Customization Options:
  • Barcode/QR code for warehouse scanning
  • Packing instructions and handling notes
  • Multi-language support for international shipments
• Use Case: Streamline warehouse operations with clear picking instructions

Custom Formats

• Create specialized documents (Proforma Invoice, Commercial Invoice, Packing List)
• Use Case: Export businesses requiring customs documentation
• Configuration: Define custom templates for specific customer groups or product categories

Best Practices:

• Test printable formats before going live
• Maintain separate templates for different regulatory jurisdictions
• Include all legally required information (tax ID, business registration, etc.)

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Email Template Settings

Purpose: Automate customer communications with consistent, professional messaging at key transaction milestones.

Common Email Triggers:

Invoice Finalized

• Automatically send invoice PDF to customer email
• Include payment instructions and due date
• Benefit: Immediate delivery, reduces manual follow-up

Payment Reminder

• Escalating reminders (7 days before, on due date, 7 days overdue)
• Configurable tone (polite → firm)
• Benefit: Improves cash flow without manual intervention

Approval Requests

• Notify managers when invoices require approval (credit limit exceeded, below-cost pricing)
• Include approval link for quick action
• Benefit: Reduces approval bottlenecks

Shipment Notifications

• Alert customers when orders are packed and ready for delivery
• Include tracking number and estimated delivery date
• Benefit: Enhances customer experience and reduces support tickets

Configuration Elements:

• Subject Line: Dynamic variables (Invoice Number, Customer Name, Amount)
• Body Template: HTML support for rich formatting
• Attachments: Automatically attach invoice PDF
• Conditions: Send only if specific criteria met (e.g., Amount > $1000)

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Webhook Settings

Purpose: Enable real-time integration with external systems by sending event notifications when key actions occur in the applet.

Common Webhook Use Cases:

Accounting System Integration

• Trigger: Invoice finalized
• Action: Post invoice data to external accounting software (QuickBooks, Xero)
• Benefit: Eliminates double-entry, ensures real-time sync

CRM Updates

• Trigger: Large invoice created (>$10,000)
• Action: Update customer account in Salesforce with latest transaction
• Benefit: Sales team has complete customer view

Slack/Teams Notifications

• Trigger: Invoice requires approval
• Action: Post message to #approvals channel
• Benefit: Faster response time from management

Inventory Replenishment

• Trigger: Invoice depletes stock below reorder point
• Action: Create purchase requisition in procurement system
• Benefit: Automated inventory management

Configuration:

• Webhook URL: Endpoint to receive event data
• Events: Select which actions trigger the webhook (create, update, finalize, void)
• Payload: JSON format with invoice details
• Authentication: API key or OAuth for secure transmission
• Retries: Automatic retry on failure (exponential backoff)

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Feature Visibility Settings

Purpose: Control which applet features are accessible to users, allowing you to enable/disable functionality based on business needs and user maturity.

Configurable Features:

Pick & Pack Queue (HIDE_PICK_PACK_QUEUE_MENU)

• Show When: Using integrated warehouse management
• Hide When: Using external 3PL or manual fulfillment
• Benefit: Simplifies interface for non-warehouse users

Sales Invoice Template (HIDE_SALES_INVOICE_TEMPLATE_MENU)

• Show When: Selling recurring services or standard packages
• Hide When: Every sale is custom/one-off
• Benefit: Reduces complexity for businesses without template usage

File Import (HIDE_FILE_IMPORT_MENU)

• Show When: Bulk importing invoices from external systems
• Hide When: All invoices created manually or via API
• Benefit: Prevents accidental bulk imports by untrained users

Intercompany Transactions (HIDE_INTERCOMPANY_MENU)

• Show When: Multiple legal entities with inter-entity trading
• Hide When: Single entity operation
• Benefit: Avoids confusion for single-entity businesses

File Export (HIDE_FILE_EXPORT_MENU)

• Show When: Need to export invoice data to external analytics tools
• Hide When: No external data requirements
• Benefit: Reduces menu clutter

Swap Serial (HIDE_SWAP_SERIAL_NUMBER)

• Show When: Selling serialized inventory (electronics, vehicles)
• Hide When: No serial number tracking required
• Benefit: Prevents access to advanced inventory corrections by unauthorized users

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Branch Settings

Purpose: Configure branch-specific business rules, defaults, and operational parameters for multi-branch organizations.

Key Configurations:

Branch-Level Pricing

• Different branches may have different cost structures or market pricing
• Example: Urban branch uses premium pricing, rural branch uses standard pricing

Branch-Level Inventory

• Control whether branches can fulfill orders from other branch inventory
• Cross-Branch Transfer: Enable/disable inter-branch stock transfers
• Benefit: Prevents overselling at branch level

Branch-Level Permissions

• Sales team at Branch A can only view/edit Branch A invoices
• Managers can view all branches
• Benefit: Data segregation for security and performance

Branch-Level Defaults

• Default shipping carrier per branch
• Default payment terms per branch region
• Benefit: Operational flexibility while maintaining consistency

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Workflow Settings

Purpose: Define business rules and approval workflows to enforce governance and prevent high-risk transactions.

Common Approval Workflows:

Credit Limit Exceeded

• Rule: Invoice total + customer outstanding > credit limit
• Action: Require manager approval before finalization
• Approver: Credit controller or finance manager
• Benefit: Prevents bad debt

Below-Cost Pricing

• Rule: Unit price < cost price
• Action: Require approval with justification
• Approver: Sales director
• Benefit: Protects profit margins, prevents pricing errors

High-Value Transactions

• Rule: Invoice amount > $50,000
• Action: Dual approval (Sales Manager + Finance Manager)
• Benefit: Additional scrutiny for large transactions

Backdated Transactions

• Rule: Transaction date < today - 7 days
• Action: Require approval from accounts manager
• Benefit: Prevents financial period manipulation

Configuration:

• Threshold Values: Define dollar amounts, percentage discounts, date ranges
• Approver Hierarchy: Primary approver, escalation approver
• Timeout: Auto-reject if not approved within X days
• Notification: Email/webhook when approval needed

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Permission Settings (Advanced)

The applet provides four layers of permission control for granular access management:

Permission Sets

• Purpose: Pre-configured bundles of permissions that can be assigned in bulk
• Example: “Sales Team” permission set includes READ + CREATE, excludes DELETE
• Use Case: Quickly onboard new users with consistent permissions

User Permissions

• Purpose: Override or extend permissions for specific individuals
• Example: Give one senior salesperson DELETE permission while others don’t have it
• Use Case: Handle exceptions without creating new roles

Team Permissions

• Purpose: Grant permissions based on team membership (auto-assigned)
• Example: “North Region Sales Team” can only see North region customers
• Use Case: Automatic access control as team composition changes

Role Permissions

• Purpose: Permissions tied to organizational roles (Sales Rep, Manager, Admin)
• Example: “Manager” role has approval authority
• Use Case: Standard organizational hierarchy mapping

Client-Side Permissions

• Purpose: UI-level feature visibility (doesn’t replace API-level security)
• Example: Hide “Void Invoice” button from users without void permission
• Use Case: Cleaner UI by hiding inaccessible features

Role Pricing Scheme Link

• Purpose: Automatically apply pricing tier based on user role
• Example: “Retail Sales” role always uses “Standard Pricing”, “Wholesale Sales” role uses “Bulk Pricing”
• Use Case: Enforce pricing policy without manual price book selection

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Release Notes & Applet Log

Release Notes

• Purpose: Track applet version history and feature changes
• Contents: New features, bug fixes, breaking changes
• Audience: Administrators and power users
• Use Case: Plan user training around new features

Applet Log

• Purpose: Forensic audit trail of system changes and administrative actions
• Logged Actions:
  • Settings changes (who changed what, when)
  • Permission modifications
  • Feature enable/disable events
• Retention: Permanent record for compliance
• Use Case: Troubleshoot issues, investigate unauthorized changes, demonstrate compliance to auditors

Personalization Sub-Menu Items

User-level personalization options:

Setting	Description	Route Path
Personal Default Selection	Set personal defaults for branch, location, etc.	/personalization/personal-default-selection
Sidebar	Customize sidebar layout and menu visibility	/personalization/sidebar

Permission Types

The applet supports four permission levels for granular access control:

Permission Type	Description
Permission Set	Predefined bundles of permissions that can be assigned to users/roles
User Permission	Direct permission assignments to individual users
Team Permission	Permissions granted to all members of a team
Role Permission	Permissions based on organizational roles
Client-Side Permission	UI-level feature visibility controls
Role Pricing Scheme Link	Links roles to specific pricing tiers

Technical API Permission Codes

For system administrators and developers configuration backend permissions:

Permission Code	Purpose
TNT_API_DOC_INTERNAL_SALES_INVOICE_READ_TGT_GUID	Read access to sales invoice documents
TNT_API_DOC_INTERNAL_SALES_INVOICE_CREATE_TGT_GUID	Permission to create new invoices
TNT_API_DOC_INTERNAL_SALES_INVOICE_UPDATE_TGT_GUID	Permission to update/edit existing invoices
TNT_API_DOC_INTERNAL_SALES_INVOICE_DELIVERY_BRANCH_READ	Access to delivery branch information
TNT_TENANT_ADMIN	Full tenant administration access
TNT_TENANT_OWNER	Owner-level access

Feature Visibility Toggles

The following features can be toggled on/off via client-side permissions or settings:

Feature Code	Menu/Feature Controlled
SHOW_PICK_PACK_QUEUE_MENU	Pick & Pack Queue menu visibility
SHOW_SALES_INVOICE_TEMPLATE_MENU	Sales Invoice Template menu visibility
SHOW_FILE_IMPORT_MENU	File Import menu visibility
SHOW_INTERCOMPANY_MENU	Intercompany menu visibility
SHOW_FILE_EXPORT_MENU	File Export menu visibility
SHOW_SWAP_SERIAL_NUMBER	Swap Serial menu visibility

These can be configured via:

• Client-Side Permission Settings: Assign feature toggles to roles
• Master Settings: Global enable/disable via HIDE_* settings

Printable Formats

The applet supports customizable printable document formats:

Document Type	Purpose
Tax Invoice	Standard sales invoice for customers with tax details
Delivery Order (DO)	Shipping document for logistics and fulfillment
Custom Formats	Additional formats configurable via Printable Format Settings

Printable formats can be customized with:

• Company branding (logo, colors)
• Custom field layouts
• Dynamic content blocks
• Per-branch configurations