Invoices

Socialone generates a lightweight internal invoice for every order. Invoices carry a sequential number, a GST breakdown, the fulfilling location's GSTIN, and can be downloaded as PDF or sent to the customer via WhatsApp.

Invoice Statuses

How Invoice Numbers Work

Every invoice gets a human-readable number such as INV-2025-001. The number is guaranteed unique — Socialone uses a row-level locked counter to prevent duplicates even under concurrent orders.

• Invoice prefix: the prefix prepended to every number. Default is INV. Change it in Settings → OMS Settings → Invoice Settings (e.g., TXN → TXN-2025-001).
• Series mode — Single (default): one counter for the entire org. All invoices share one sequence: INV-0001, INV-0002, INV-0003, …
• Series mode — Per Location: each fulfillment location has its own counter. Useful when different branches invoice separately (e.g., MUM-0001 for Mumbai, DEL-0001 for Delhi). The location's short code is incorporated into the prefix automatically.

GST on Invoices

GST appears on the invoice when products have a tax rate and HSN/SAC code set. Socialone calculates CGST + SGST for intrastate (same state as the GSTIN) or IGST for interstate transactions.

• GSTIN on invoice: taken from the fulfilling location's GSTIN field. If the location has no GSTIN, the org-level GSTIN (if set) is used. If neither is set, the GSTIN field is blank on the invoice.
• Prices include tax: when enabled in OMS Settings, product prices are treated as MRP (tax-inclusive). Tax is extracted from the total at invoice time. When disabled, tax is calculated per-product and added on top.
• Tax breakdown: each invoice stores the full CGST / SGST / IGST split in a separate record. This breakdown is shown on the PDF and is available for GST return filing.

Generating & Issuing an Invoice

1. Open an order from the Orders list.
2. Click Invoice in the order actions. If no invoice exists for this order, one is created in Draft status automatically.
3. Review the invoice preview — subtotal, tax breakdown, shipping, and total.
4. Click Issue Invoice to finalise it. The invoice number is assigned and the financial snapshot is locked.
5. Download the PDF or click Send via WhatsApp to deliver it to the customer. Socialone records the send timestamp.

Voiding an Invoice

An issued invoice cannot be edited. If an invoice is incorrect, void it and issue a corrected one.

1. Open the invoice from the order detail.
2. Click Void Invoice. Enter a reason.
3. The invoice status changes to Voided. The record is never deleted — it is retained permanently as an audit trail.
4. Generate and issue a new corrected invoice for the same order.

Packing Slip vs Invoice

• Invoice: a financial document with totals, GST breakdown, and GSTIN. Issued to the customer.
• Packing slip: a warehouse document listing items and quantities without prices. Used by fulfillment staff. See Fulfillment Station.

Common Blockers

• GST missing on invoice: check that the product has a tax rate and HSN code set. Also confirm the Prices Include Tax toggle in OMS Settings matches your pricing.
• Wrong GSTIN on invoice: invoices use the GSTIN of the fulfilling location. Set a location-specific GSTIN on the Location that handled the order.
• Invoice number already exists error: this means a previous invoice was issued with the same prefix and counter value. Contact support — a manual counter correction may be needed.
• Cannot edit issued invoice: void the incorrect invoice and issue a new one. Issued invoices are immutable by design.

Related Docs

• OMS Settings (Invoice Series)
• Payments
• Locations (GSTIN per location)
• Create & Edit Products (HSN code)