Invoice Settings

The Invoice settings section allows you to change the default options for the following: 

  • General (show/hide narration on ledger)

  • Email

  • Estimate

  • Proforma 

  • Invoice


Go to Invoice Settings

All Modules > Invoice Management > Settings. (Or, press Ctrl/Cmmnd+G and search for 'settings'.)




General

The settings you choose here will be applied on the ledger.


  • Show narration on ledger: Select this checkbox to show additional information on the ledgers which derive information from Estimates, Proformas and Invoices. This will be useful when you later look back at the information.

  • Click on the Save button to store the settings.


Email

From this section, you can set the email address which shows as Sender in the emails sent from Giddh.


  • From Email

This will be the default email address used in the ‘from’ field when sending mails to the customers and vendors. 

Enter the email address and click on the verify button. A verification email will be sent to the address. 

  • Send Email through Gmail: Select the ‘Integrate email’ checkbox to send email using Google Mail service.
  • Save: Click Save to store the updated information.


Estimate

From here, you can customize the format of the Estimate voucher. You can change the following information:


  • Heading Name: It is the title of the voucher. Change it if necessary.

  • Default Expiry Days: After these many days, the estimate will expire.

  • Next Step to Estimate: Estimates are tentative and may undergo changes. After finalization, they can be converted into a Proforma or an Invoice. In general, the next stage is Invoice.

  • Auto change status (on expiry): Selecting this checkbox will automatically change the status of the Estimate to Cancelled after the expiry date.

  • Auto Mail When Generated: Selecting this checkbox will automatically send emails to the concerning parties when the proforma is generated. If this option is not selected, no automatic email is sent.

  • Enable Send Invoice Via SMS: By selecting this checkbox, you allow this document to be sent via SMS as well.
  • Save: Save the changes you made in the form by clicking on the Save button.


Proforma

From here, you can customize the format of the Proforma by making changes to the following fields:


  • Heading Name: It is the title of the voucher. You can change it if necessary.

  • Default Expiry Days: After these many days, the estimate will expire.

  • Auto Change status (on expiry): Selecting this checkbox will change the status of the Proforma to Cancelled after the expiry date.

  • Auto Mail When Updated / Generated: Selecting this checkbox will automatically send emails to the concerning parties when the Proforma is updated or generated. If this option is not selected, no automatic email is sent.

  • Enable send proforma via SMS: By selecting this checkbox, you allow this voucher to be sent via SMS as well.

  • Save: Save the changes you made in the form by clicking on the Save button.


Invoice

From here, you can customize the Invoice voucher by making changes to its fields related to: 

  • Locking the invoice

  • Customizing invoice numbers

  • Setting default due days 

  • Sending automatic emails and SMS.



  • Default Invoice Days: Though every invoice has its due date, you can create a period after which the invoice becomes automatically due. This period is calculated from the date of creation of the invoice. For example, if you set this period as 25 days, then the invoice will become due after this period (calculated from the invoice creation date).

  • Invoice Lock Date: You can lock the invoices created till a certain date. No changes can be made to those invoices. Super Admin can change this date though. To lock the invoices, click in the Invoice Lock Date field and select a date.

  • Show seal according to the status of payment: The seal generally shows just above the footer of the invoice. If you select this checkbox, the status of the invoice, like paid, unpaid, etc., is shown in bold on the document.

  • Auto paid: Selecting this checkbox allows Giddh to update invoices from oldest to the latest one if you update the customer's ledger. For example, your customer has 5 invoices of different dates due to them and they make a payment today. When you update the records from the ledger, the software will adjust the payment for the oldest invoice first, then for an invoice of a later date and so on. 

  • Auto Mail When Updated: Selecting this checkbox will automatically send emails to the concerning parties when the Invoice is updated. If this option is not selected, no automatic email is sent.

  • Enable Send Invoice via SMS: By selecting this checkbox, you allow this document to be sent via SMS as well.

  • Custom Invoice #: You can apply custom invoice numbers or default ones as per the following options: 

Check it to assign custom numbers: If the Custom Invoice field is checked, two more fields – Initial No. and Prefix appear on screen. Enter information for them to create a custom invoice number.   

Remember that, when creating invoices, 

  • If the Invoice # field is left blank, a number will be assigned as per the Initial Number and Prefix you have entered here.

  • If a number is entered in the Invoice # field, this number will be assigned to the invoice.

Uncheck it to assign default numbers: A default invoice number value will be assigned to the invoice being generated irrespective of your entering any value in the Invoice # field in the entry form.

  • Save: Click Save to store the information.


Headings