Invoice a sale

Available in: 🖥️ Desktop · Windows for invoice issue; 🌐 Web and 🖥️ Desktop for client management

Salut ERP creates an invoice from a completed sale. Its lines, taxes, payment, and fiscal details remain as they were when you issued it.

Prepare the store and register

Before issuing the first invoice:

1. Open the store and check its legal name, tax identifier, and postal address.
2. Confirm that Desktop is bound to the POS terminal for that store.
3. While online, open POS > Recent sales. Desktop reserves the numbers it will use if the connection drops later.
4. Open Create invoice on any completed sale and wait a few seconds before closing it. Desktop then saves the client list for offline use. You can confirm this by searching for a known client.

Repeat the third step at the start of a new year or when you see Connect briefly to reserve more invoice numbers. Repeat the fourth when the register needs recent client changes. Opening Manage > Clients alone does not update that register’s offline list.

Save regular clients

Open Manage > Clients in Web or Desktop.

This screen requires a connection. Only accounts that can manage stores can use it.

1. Choose Add client.
2. Enter the legal name, tax identifier, and its country.
3. Enter the address, postal code, city, and country.
4. Add an email, phone number, or internal note if needed. They are optional.
5. Save the client.

Clients are shared by the stores in the same organisation. Search by legal name or tax identifier. Archiving a client removes it from the normal search, but earlier invoices keep their issued details.

Editing a client affects future invoices only. It never rewrites an issued invoice.

Issue an invoice

1. In Desktop, open POS > Recent sales.
2. Find the date and completed sale.
3. Choose Create invoice.
4. Select a saved client or enter a complete fiscal identity and address.
5. If you entered new details, choose For this invoice only or Save as a customer.
6. Review the customer, items, VAT, payment, and total.
7. Choose Issue invoice once and wait for confirmation.

The invoice receives its own fiscal number. Desktop saves the PDF in the salut_invoices folder on the Desktop, inside a subfolder named with the customer’s tax identifier. The filename contains the fiscal number and replacement ordinal, for example 2026-T01-000123_1.pdf.

The invoice is issued even if its PDF fails

Do not create it again. Open the same sale and recover the PDF with the actions below.

Work offline

You can issue without a connection if Desktop already has reserved numbers. You can use clients previously loaded on the register or enter a new client’s details.

The invoice stays on that computer and synchronises when the connection returns. Keep Desktop open until it finishes. If no numbers remain, connect the register, reopen Recent sales, and wait for invoice issue to become ready.

Open or recover the PDF

In Recent sales, the action changes to Open invoice after issue.

Use the computer that issued the invoice

Recent sales does not download invoices from the cloud. Open the history, replace the invoice, and recover its PDF on the same register that issued it.

• Use Open PDF to open the archived file.
• If the first archive attempt failed, use the recovery action shown: Retry PDF or Regenerate PDF.
• Use Regenerate PDF if the file was deleted or you need to create it again. It keeps the same invoice number.

If PDF conflict appears, a different file already occupies the expected path. Do not overwrite it. Move it to another folder for safekeeping, return to Open invoice, and choose Retry PDF.

Correct customer details

You cannot edit an issued invoice. If its recipient is wrong:

1. Open the current invoice from Recent sales.
2. Choose Create replacement invoice.
3. Correct the customer’s fiscal identity or address.
4. Review the preview and choose Issue replacement.

Salut ERP assigns a new fiscal number and keeps the earlier invoice in the history as superseded. The sale lines and amounts do not change.

This first version creates a replacement invoice. It does not create a statutory corrective invoice or credit note.

Do not use a replacement to correct items, amounts, payments, or taxes. Contact Salut before making another operation.

Limits of this first version

• Each invoice covers one completed sale.
• Only Desktop can issue, replace, and archive the PDF.
• Salut ERP does not email the invoice. Open the PDF and deliver it through the channel agreed with the customer.
• The PDF stays on the computer. Salut ERP does not upload the file to the cloud.

If an invoice does not synchronise or reports a fiscal conflict, note the invoice number, store, and visible message. Then see Troubleshooting.