Tax Invoices

Issue a formal, numbered tax invoice for a completed sale when a business customer needs one for their own records, and reprint it any time afterward. This feature is optional and off by default.

INFO

Your admin must turn on tax invoices before this appears in the sidebar.

Turning Tax Invoices On (Admin Only)

Tax invoices build on your tax setup and your store details, so set those up first.

1. Go to Settings and select Tax. Make sure tax is turned on and your tax rates are set up.
2. Go to Settings and select Store Profile. Fill in your store name and address. These appear on every tax invoice you issue.
3. Go to Settings and select Tax Invoices and turn the feature on.
4. Check the Document format. If your country requires a specific tax invoice format, it is selected here for you automatically. Most stores only see one option, GENERAL, and do not need to change it.
5. Fill in the Tax registration number (TIN) you want printed on your invoices. Leave it blank and the GENERAL format falls back to the registration number from your Store Profile.
6. If a Which tax rate is VAT field appears, pick the rate that covers VAT on its own. Only items sold at that rate appear on the invoice. Most stores do not see this field.
7. Set a Branch Code/Entity Code, a short code for your shop or branch that becomes part of every invoice number (for example BR03).
8. Choose how the invoice number restarts: Never, Monthly, or Yearly. Never is the default and works for most shops.

Select Preview sample at any point to see the finished layout with your own store details, without saving or issuing anything.

INFO

If tax is later turned off, issuing new tax invoices is blocked with a clear message, but your existing history and reprints keep working.

For Cashiers, Managers, and Admins

Issuing a Tax Invoice

1. Open Tax Invoices from the sidebar and select Issue Tax Invoice.
2. Pick the sale. Today's sales are listed; for an older sale, type the receipt number to find it.
3. Check the customer's details. If the sale has a customer attached, their name, tax number, address, and phone are filled in for you. Name, tax number, and address are required; phone is optional.
4. Tick Save details to customer profile to remember these details for next time.
5. Review the live preview, then select Issue and Print. The invoice prints through your regular printer, or you can save it as a PDF from the print dialog that appears.

You can also start from Sales history: open a sale and select the Tax Invoice button. If the sale already has one, this reprints it instead.

Reprinting a Tax Invoice

1. Open Tax Invoices.
2. Search by invoice number, customer name, or receipt number.
3. Open the invoice and select Reprint.

A reprint is always identical to the original invoice, even if your store details or the customer's details have changed since.

What the Amounts Mean

A receipt shows what the customer paid. A tax invoice breaks the same sale into the amount before tax and the tax itself, because that is what a business customer files. If a discount was given on the sale, it appears on its own line so the arithmetic is easy to follow.

For a sale of two items at 1,500 each with a 300 discount and tax at 18%:

Sample item          2 x 1,500.00      3,000.00
Discount                                -300.00
──────────────────────────────────────────────
Total Value of Supply                  2,700.00
Tax Amount (18%)                         486.00
──────────────────────────────────────────────
Total Amount                           3,186.00

Tax is charged on 2,700, the amount after the discount, not on the original 3,000.

Good to Know

• Each sale can have exactly one tax invoice. Issuing again on the same sale reprints the existing one instead of creating a new one.
• Only items that carry tax appear on the invoice. If a sale has no taxed items, a tax invoice cannot be issued for it. Where a rate has been nominated as VAT, only items at that rate appear.
• Voiding a sale cancels its tax invoice automatically. The cancelled invoice stays in the list and reprints with a Cancelled watermark.
• Returning items from a sale does not change or cancel its tax invoice. The original invoice stays valid, because the return is a separate transaction.
• Issuing a tax invoice needs an internet connection, because the system assigns the next invoice number.
• Tax invoices print through your browser's print dialog on any regular printer, separately from your receipt printer.

What This Feature Does Not Cover

• Editing or deleting a tax invoice once issued. Invoice numbers run in sequence and the history is permanent.
• More than one tax invoice per sale, or combining several sales into one invoice.
• Issuing while offline. You can issue it once you are back online, and reprint at any time.

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FAQ

Q: How is a tax invoice different from the receipt?

A: The receipt is the till slip every customer gets. A tax invoice is a formal document with your tax registration details, the customer's tax registration details, amounts shown excluding tax, and the tax amount, which business customers need for their own records. The receipt still prints as usual.

Q: Who can issue a tax invoice?

A: Cashiers, managers, and admins, once an admin has turned the feature on.

Q: Why can't I issue a tax invoice for this sale?

A: Either the sale was voided, it already has a tax invoice (use Reprint instead), or none of its items carry tax. If the message points to a settings section, an admin needs to finish the setup there first, usually the store name and address, or the tax registration number.

Q: The customer does not have a tax number. Can I leave it blank?

A: No. A tax invoice identifies the buying business, so the customer's tax registration number is required. Customers who do not need one are already covered by the normal receipt.

Q: Can I edit or delete a tax invoice after issuing it?

A: No. Invoice numbers run in sequence and the history is permanent. If the sale itself is voided, the invoice is marked Cancelled automatically.

Q: What do the parts of the invoice number mean?

A: The year, the month, your branch or entity code, and a running serial number. For example, 26JUL_BR03_125 is the 125th invoice issued in July under entity code BR03.

Q: Why are some items from the sale missing on the tax invoice?

A: Only items that carry tax belong on a tax invoice. Tax-free items still appear on the normal receipt, just not on the tax invoice.

Q: Does a tax invoice print on the receipt printer?

A: No. Tax invoices are A4 documents and print through the normal browser print dialog on any regular printer. You can also save them as a PDF from there.

Q: I updated my store address. Will old tax invoices change when reprinted?

A: No. Every tax invoice keeps the store and customer details exactly as they were when it was issued.

Q: Can I issue a tax invoice while offline?

A: No. The system must assign the next number in sequence, so issuing needs a connection. You can issue it once you are back online, and reprint any time.