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Records

Creating new Records:

To create a new record, click on the orange button shown at the top of the page (as displayed in the figure above).
This button will take you to the "New Record" form, where you can enter all the required details and save your new record.

If you have filled in all the required details for a new record but are not able to proceed or save, it is likely because the required settings are disabled in the customization section.

To fix this:

• Go to Site Admin à Customization à Records.
• There, you will see the first option called "Record Approval". Turn this toggle ON as shown in the figure above.
• If Record Approval** is set to** YES**,** the record will first be saved as a** draft**.** It can only** be printed or attached to tickets** after it is approved**.**
• If Record Approval** is set to** NO**,** the record will be saved as** final** immediately, and** no approval will be required**.**

Note : The master permission is lies under user menu.

There are some different Record type:

1. Sales Invoice (SI)

Purpose: A Sales Invoice is used when a product or service is sold to a customer. It includes item details, pricing, applicable taxes, and total amount.

When to Use:

• After customer confirms order or service is delivered.
• When you need to generate a bill for payment or delivery.

2. Quotation (QT)

Purpose: A Quotation is a formal document sent to potential customers containing prices, terms, and conditions for proposed products or services.

When to Use:

• When a customer requests a price before confirming an order.
• When negotiating deals or bidding for projects.

3. Purchase Order (PO)

Purpose: A Purchase Order is an official document generated by a buyer to order products or services from a supplier.

When to Use:

• When you need to place an internal order for stock, materials, or services.
• When documenting the purchase for inventory or accounting.

4. Export With Duty Invoice (EW)

Purpose: Used for export transactions where customs duty or export taxes are applicable.

When to Use:

• When shipping goods outside the country under taxable export terms.
• For compliance with customs declaration that involves paying export duty.

5. Export Without Duty Invoice (EO)

Purpose: This invoice is used for export shipments where no duty is applicable (zero-rated exports or under specific schemes).

When to Use:

• When goods are exported without duty, such as under Advance Authorization or export promotion schemes.
• For sales to Special Economic Zones (SEZ) or foreign buyers with duty exemptions.

After filling out the basic information, the next step is to fill in the Customer and Ship Address details. These addresses must already be created in the Employee Account under the Lists menu, so they can be easily selected and fetched here. If you need to update or add any important information, you can do so by clicking the Edit button located next to the address fields.

Click on “Next“ button to move forward.

In Other Information section, you need to specify Party Ref Date and Ref No or Courier AWB, select Invoice Type (Regular and refers to an earlier quote) and select suitable Payment Method. In case the transaction has a Reverse Charge, it should be indicated as Yes.

On the other part of the record creation form, you will find additional sections such as the Discount Tab, Price Change, and fields for selecting Distributor, Dealer, Agent, Referrer, or Employee. These fields help make the record more detailed and complete. You can choose the relevant party involved in the transaction, apply discounts if applicable, and record any price changes.

Click on “Next“ button to move forward.

In the final step, choose the required Product or Service from the list, enter the necessary details like quantity and rate, and then add it to the record. Once all products are added and the information is complete, click on the “save” button to save the record. This completes the record creation process.

Now We will see how to approve the pending records:

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In the pending section there is a records that need to be approve for further process.

If the marked button is not visible, it means the user does not have permission to perform any actions on the records. To enable this, we first need to assign the necessary permissions to the user.

To do this:

1. Go to the Lists menu.
2. Open the User List and select the user.
3. Scroll to Record Permissions.
4. Click Edit and assign the required permissions such as View, Add, Edit, Approve, or Print.

1. View Record

This permission allows the user to view all existing records such as quotations, invoices, purchase orders, etc.

• When to Use:
  Assign this permission to users who need to monitor, review, or verify records — such as managers, auditors, or coordinators.
• What Happens If Given:
  The user can open any record and see full details like pricing, party details, terms, etc., but cannot make any changes to it. It’s a read-only access.

2. Add Record

This allows the user to create new records in the system like a new quotation, invoice, debit note, etc.

• When to Use:
  Useful for Sales, Purchase, Support, or Finance team members who need to create documents or transactions as part of their work.
• What Happens If Given:
  The user will see an “Add New” button in the Records section and will be able to input all required data, select products, parties, apply discounts, and save the record.

3. Edit Record

This allows the user to make changes to records, even after they are saved — and sometimes even after approval (depending on system settings).

• When to Use:
  Give this to team leads or department heads who may need to correct errors, update details, or revise records based on changes in client input.
• What Happens If Given:
  User can open any record they have access to and make changes to fields such as price, quantity, customer, terms, etc. This ensures flexibility in correcting mistakes, but should be given responsibly as wrong changes may affect reports or billing.

4. Approve Record

This permission allows the user to approve records. Some records like invoices or quotations require approval before further action like printing or processing.

• When to Use:
  Give this to authorized people like Heads, Admins, or Supervisors who are responsible for quality checks or authorizing transactions.
• What Happens If Given:
  The user will see an "Approve" button after reviewing the record. Once approved, the record becomes final, and actions like billing, dispatch, or client communication can proceed.

1. Print Record

This permission allows the user to view print previews, choose a print format, download PDF, and take printouts of records.

• When to Use:
  Assign to roles like Sales, Billing, or Dispatch who need to send printed documents to clients, vendors, or internal departments.
• What Happens If Given:
  The user will be able to click the “Print” button in any record and choose the format (Invoice, Packing Slip, etc.), and generate a PDF or print copy.

So now, there is a button marked in the image above that you need to click to continue with further actions on the record such as printing, approval, or editing. These actions depend on the user’s permission settings, so make sure the required permissions are enabled for your user role. We will now look into those permissions and explain how they work for each action.

After completing the required fields in the record, you can scroll down to the Products and Services section. Here, you’ll notice a tick mark labelled “Approve” next to the listed product.

If you click on the tick mark, it means you are approving that particular product or service in the record.

Once approved:

• The “Save & Print” button becomes available, allowing you to finalize and immediately print the record (e.g., quotation, invoice).
• The “Save” button is always available by default, in case you want to save the record without printing.

Record has been approved now , will see in Approved section of the records