Document types, numbering and ledger posting
Configure each document type: number series and financial-year resets, due dates, tax, payment tracking, ledger accounts and conversions.
Invoice settings → Document types lists every document type with its next number. Click one to change how it behaves.
Settings per document type
| Setting | What it does |
|---|---|
| Name / Printed title | The name in the app, and the heading on the PDF (for example "Tax Invoice"). |
| Give each one a number when it is issued | Turns the number series on. Delivery challans can go without. |
| Numbering | The number pattern. Next number shows what the next issue will get. |
| Due after (days) / Due date is called | The default due date, and its label ("Valid until" on a quotation). |
| Tax | GST, VAT or no tax. |
| Prices include tax | Rates you enter already include tax. |
| Round the total to a whole amount | Adds a round-off line. |
| Track payments against it | Payments and credit notes settle it; it can be overdue. |
| Post to the ledger when issued | Posts a journal entry on issue, and each payment as it arrives. |
| Can be turned into | The conversions offered on its ⋯ menu. |
| Default notes / Default terms & conditions | Filled into each new document. |
| PDF appearance | Accent colour and the sections that print. See PDF layouts. |
Number patterns
| Token | Becomes |
|---|---|
{seq:4:fiscal} |
A 4-digit counter that restarts each financial year (0001). yearly, monthly or no reset also work. |
{fy} |
2026-27 |
{fy2} |
26-27 |
{yyyy}, {mm}, {dd} |
Parts of the issue date |
For example INV/{fy2}/{seq:4:fiscal} gives INV/26-27/0001. GST invoice numbers may be at most 16 characters, using letters, digits, - and /; the pattern is checked when you save. The financial year starts in April by default — change Financial year in Invoice settings → Customers & items.
Numbers are given at issue time, in order, with no gaps from drafts. A number that already exists on another record is skipped.
Ledger posting
Turn on Post to the ledger when issued, then map the accounts in Invoice settings → Ledger:
- Owed by customers (receivable) and Sales revenue (for purchase bills: payable and expense).
- One account per tax component — CGST payable, SGST payable, IGST payable (or input credit for purchases).
- Payments land in (bank), Rounding and optionally Discounts.
Issuing posts one balanced journal entry; each payment posts a bank entry; a credit note posts the reverse; cancelling reverses the original entry. The Activity panel on each document shows whether posting succeeded, with Retry if an account was missing.
Add a document type
Click Add a document type and start from a preset (invoice, credit note, quotation, proforma, delivery challan, purchase bill). Each type is backed by its own record type.