EV Sales Invoices

EV Sales Invoices

HINDI VIDEO TUTORIAL:- EV Sales Invoices


EV Sales Invoices

OBJECTIVE / PURPOSE

This SOP provides step-by-step instructions for creating EV Sales Invoices in the Excellon  application It ensures a standardized billing process across all dealership branches The goal is to enable dealer staff to accurately capture customer details, vehicle information, financial data, and delivery/shipping information during the invoicing process Following this SOP helps maintain data consistency, compliance with GST regulations, and smooth vehicle handover to customers



OVERVIEW

An EV Sales Invoice is a billing document used to record the sale of electric vehicles to customers. It captures all essential transaction details including customer information, vehicle specifications, pricing, taxes, discounts, and delivery information. The Sales Invoice can be directly converted from an approved Sales Allocation document. The system allows you to apply different discount percentages, prices, and taxes to each invoice line, or auto-populate values from the master settings. Key Capabilities: Tracks all EV items sold to the customer Records branch, account, customer, and part details Warns if the customer’s credit limit is exceeded Supports printing invoices for customer copies



PROCESS FLOW How to Access EV Sales Invoices

Follow these steps to navigate to the EV Sales Invoices module
Step 1: Open the Excellon  application
Step 2: Go to Electric Vehicle module
Step 3: Click on Vehicles
Step 4: Select Sales
Step 5: Click on EV SalesInvoices

Navigation Path:

Electric Vehicle → Vehicles → Sales → EV Sales Invoices
Tip: Ensure you have the required user permissions before accessing this module.



STEP 1: GENERAL TAB Customer & Vehicle Details

Sales Order/Allocation — Select the Sales Order or Allocation document to convert into a Sales Invoice
Branch — Select the branch where the sale is being processed
Account — Choose the appropriate account type for this transaction
Salesperson — Assign the salesperson handling this sale
Customer — Select the customer from the dropdown list
POS — Select the Point of Sale location
Aadhar Number — Enter the customer’s Aadhar number (required for subsidy)Is Subsidy Required — Select Yes if the customer is eligible for government subsidy
Model — Choose the EV model being sold
Color — Select the vehicle color
HSN Code — Enter the HSN (Harmonized System of Nomenclature) code
Insurer Company — Select the insurance provider for the vehicle




GENERAL TAB -


Sales Order/Allocation: Select the Sales Order/Allocation to create the Sales Invoice
Branch: Select the branch where the enquiry or sale is being created
Account: Select the type of account for this transaction
Salesperson: Select the salesperson handling the deal
Reverse Charge: Enable this if reverse charge mechanism applies
Transaction Type: Displays the type of transaction (auto-populated)IGST on Intra: Enable if IGST is applicable on intra-state transactions
Invoice Type: Select the type of invoice being generated
Discount Voucher: Select the applicable discount voucher
Coupon No: Enter the coupon number if any promotional offer applies
Customer: Select the customer from the master list
POS: Select the Point of Sale



GENERAL TAB - FIELD REFERENCE

GENERAL TAB - FIELD REFERENCE

Aadhar Number: Enter the customer’s Aadhar numbers Subsidy Required: Select if the customer qualifies for a subsidy
Pin Code: Enter the customer’s zip/pin code
City: Select the city from the dropdown
Model: Select the EV model being sold
Accessory: Select any accessories to be included with the vehicle
Model Name: Displays the model name (auto-populated)Description: Enter or select the vehicle description
Color: Select the vehicle color preference
HSN Code: Enter the HSN code for the product
Insurer Company: Displays the insurance company name (auto-populated)Insurance Amount: Displays the insured amount
Frame No: Displays the vehicle frame/chassis number
Motor No: Displays the motor number



STEP 2: FINANCIALS TAB Payment, Tax & Billing Details

STEP 2: FINANCIALS TAB
Payment, Tax & Billing Details

Due Date — Set the payment due date for the invoice
Payment Mode — Select the mode of payment (Cash/Credit/Online)Payment Method — Choose the specific payment method
Payment Terms — Select applicable payment terms
Financier — Select the finance company if vehicle is financed
Finance Amount — Enter the total finance/loan amount
Customer GSTIN — Enter the customer’s GST identification number
GST Number — Enter the GST number for tax compliance





FINANCIALS TAB -

Due Date: Select the payment due date
Payment Mode: Select the mode of payment (Cash, Credit, Cheque, etc.)Payment Method: Select the specific payment method
Payment Terms: Select the agreed payment terms with the customer
Payment Terms Remarks: Add any remarks related to payment terms
Transaction Currency: Select the currency for this transaction
Conversion Ratio: Enter the currency conversion ratio if applicable
Financier: Select the financing company for the vehicle loan
Finance Amount: Enter the total financed/loan amount
Customer GSTIN: Enter the customer’s GST Identification Number
GST Number: Enter the GST registration number



STEP 3: WAREHOUSE TAB Delivery & Shipping Details

STEP 3: WAREHOUSE TABDelivery & Shipping Details

Delivery Terms — Select the terms of delivery agreed with the customer
Delivery Instructions — Enter any special delivery instructions
Shipping Method — Select how the vehicle will be shipped
Shipping Agent — Choose the shipping agent or transporter
Agent Service — Select the specific service offered by the agent
Shipping Address — Enter the customer’s shipping/delivery address
Shipping to GSTIN — Enter the GSTIN for the shipping destination
Shipping Legal Name — Enter the legal name for shipping documentation



WAREHOUSE TAB - FIELD REFERENCE

WAREHOUSE TAB - FIELD REFERENCE

Delivery Terms: Select the agreed delivery terms
Delivery Term Remarks: Enter any remarks related to delivery terms
Delivery Instructions: Select or enter delivery instructions
Delivery Instruction Remarks: Add remarks for delivery instructions if any
Shipping Method: Select the method of shipping
Shipping Method Remarks: Enter any remarks about the shipping method
Shipping Agent: Select the shipping agent or transporter
Agent Service: Select the type of service provided by the agent
Agent Service Number: Enter the agent’s service tracking number
Shipping Address: Enter the complete shipping/delivery address
Shipping to GSTIN: Enter the GSTIN of the shipping destination
Shipping Legal Name: Enter the legal name for shipping records Shipping to Trade Name: Enter the trade name for shipping records



STEP 4: E-WAY BILL DETAILS TAB Transport & E-Invoice Details

STEP 4: E-WAY BILL DETAILS TAB Transport & E-Invoice Details

Transporter ID — Enter or select the transporter’s unique ID
Transporter Name — Enter the name of the transport company
Transportation Mode — Select the mode (Road/Rail/Air/Ship)
Transportation Distance — Enter the distance in kilometers
Transport Document No — Enter the transport document/LR number
Transport Document Date — Select the date of the transport document
Vehicle No — Enter the vehicle registration number used for transport
Vehicle Type — Select the type of transport vehicle



COMMON ERRORS & SOLUTIONS

COMMON ERRORS & SOLUTIONS

Error: Credit limit exceeded warning appears
Solution: Contact the Branch Manager for approval before proceeding with the invoice.
Error: Sales Allocation not found
Solution: Ensure the allocation has been approved in the Sales Allocation module before creating an invoice.
Error: GSTIN validation failure
Solution: Verify the customer's GSTIN from their GST certificate. Ensure correct format (15-digit alphanumeric).
Error: HSN Code mismatchSolution: Cross-check the HSN code with the product master. Use the correct code as per the EV model category.
Error: E-Way Bill generation fails
Solution: Ensure all transport details (Vehicle No, Distance, Transporter ID) are filled correctly.
Error: Subsidy not applied despite selecting Yes
Solution: Check that the Aadhar number is correctly entered and the customer meets the subsidy eligibility criteria.


SUMMARY / QUICK REFERENCE

SUMMARY / QUICK REFERENCE

Quick reference guide for creating an EV Sales Invoice:
Navigate to: Electric Vehicle → Vehicles → Sales → EV Sales Invoices
Select the approved Sales Allocation document
Fill the General Tab: Branch, Customer, Salesperson, Vehicle Model, Color, HSN CodeComplete the
Financials Tab: Payment Mode, Terms, GSTIN, Finance details
Enter Warehouse Tab: Delivery Terms, Shipping Method, Shipping Address
Complete E-Way Bill Tab: Transporter ID, Vehicle No, Transport Document detailsReview all amounts, taxes, and discounts
Save the invoice and print a copy for the customer
Remember: Always verify the Sales Allocation, check credit limits, and ensure GST compliance before finalizing the invoice


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