Here is an explanation of how a sales order works for a specific product throughout the month and closing it at the end with a tax invoice, such as supplying a million liters of diesel throughout the month. The method is to execute the process in 3 main stages.
Steps
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Create a quotation
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Sales > Quotations > + New Quotation
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Enter the customer name, quantity such as (1,000,000 liters), and unit price
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Add notes about the delivery period in the description field
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Click “Save and Approve”
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Issue partial invoices with each delivery
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Sales > Sales Invoices > + New Invoice
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For each batch delivered, issue a separate invoice
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Example:
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Invoice 1: 250,000 liters
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Invoice 2: 300,000 liters
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And so on until the total quantity is covered
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Make sure to enter the quantity, price, tax, and delivery date
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If the customer requests only one invoice
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Do not issue actual partial invoices
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Create them as drafts only for tracking
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At the end of the month, issue one invoice with the full quantity
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Important Notes
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Do not issue a consolidated invoice after actual invoices, to avoid duplicate entries
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Use the “Sales and Purchases Summary” report and specify the customer name and period to extract the partial sales during the period.
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The report is available in Reports > Sales and Purchases Summary
If the customer insists on one invoice, treat the partial invoices as internal documentation only by saving them as drafts, and let the final invoice be the official accounting invoice.
