Invoices, Reprints and Returns

What you can do here

• Open any past bill again from Reports and look at it exactly as it was billed.
• Print another copy of the bill, or save it as a PDF.
• Send the bill to the customer on WhatsApp.
• Take back some or all of the items on a bill and give a refund.
• Put the returned stock back into the same batch it was sold from.
• Reduce a credit customer's outstanding balance when they return goods.
• Print a numbered Return note for your GST records. Pro: the Return note document is on the Full plan.

Open a past bill again

Bills are not listed on this page itself. You reach a bill from Reports, or straight after billing.

Steps

1. Tap Reports in the menu.
2. Stay on the Daily Sales tab. It is the first tab.
3. Set the dates. Type a date in From and To, or tap one of the quick range buttons above the list.
4. If the list is long, narrow it down. Use Min ₹ and Max ₹ for the bill amount, Payment to show only cash, UPI, card or credit bills, and Sort by to put newest, oldest, biggest or smallest first. Clear removes all the filters at once.
5. Find your bill in the table. Each row shows the invoice number, date, payment mode, taxable value, tax and total.
6. Tap the row. A window opens showing every item on that bill with batch, expiry, quantity, MRP, GST percent and line total.
7. Tap Open / Print Invoice at the bottom of that window.

The full bill now opens on screen, ready to print, share or return against.

Good to know

• Straight after making a sale you do not need Reports. On the quick-sale screen tap Open / Print, and in the assistant screen tap Print. Both open the same bill page.
• The Reports link at the top left of the bill page takes you back.
• The bill page reads the bill from our servers, so you need internet on the phone or computer for this page. Billing itself keeps working offline, only this page needs a connection.
• A saved bill cannot be edited. If something was billed wrongly, take a return against it instead. That keeps your stock and your GST record honest.

Print another copy of a bill

Steps

1. Open the bill as shown above.
2. Tap Print / Save PDF at the top right.
3. Your phone or browser opens its own print window.
4. Choose your printer and print, or choose "Save as PDF" in that same window to keep a soft copy.

Good to know

• Only the bill itself prints. The buttons, links and menus on the screen are left out automatically.
• The printed bill carries your shop logo if you uploaded one in Settings, your shop name, your address and your GSTIN.
• If GST is on for your shop the heading says "Tax Invoice". If GST is off it says "Bill" and the tax columns are dropped.
• The bill number is printed in full form, for example INV-00042.
• The item table shows serial number, item name, batch number, expiry, quantity and MRP. A "Disc%" column appears only if some line on that bill had an item discount. The GST percent, taxable value, CGST and SGST columns appear only for GST shops.
• Under the totals you will see the item total and the bill discount when a bill discount was given, then taxable value, CGST, SGST, round off if the total was rounded, and the Grand Total.
• If the customer paid only part of the bill, the print also shows "Paid" and "Balance to collect".
• You can print the same bill as many times as you like. Nothing changes in your records when you print.

Send a bill on WhatsApp

Steps

1. Open the bill.
2. Tap WhatsApp at the top right.
3. WhatsApp opens with the message already typed: your shop name, the invoice number, the date, up to the first ten items with their amounts, and the total.
4. If the bill has a customer with a phone number saved, WhatsApp opens straight on that customer's chat. If not, pick the contact yourself.
5. Press send in WhatsApp.

Good to know

• This uses your own WhatsApp and your own number. There is no extra setup and no approval needed.
• It works on a phone with the WhatsApp app and on a computer with WhatsApp Web.
• A plain ten digit Indian number is handled for you, the app adds the country code before opening the chat.
• Only the first ten items go into the message, so a long bill stays readable. The total is always the full total of the bill.
• The message is only text. To send the actual bill document, use Print / Save PDF, save it as a PDF, then attach that file in WhatsApp yourself.

Automatic sending

Pro: WhatsApp auto-send is a Full plan feature. Write to info@entyti.com to switch it on for your shop.

When it is available and switched on, the bill is sent for you from the shop's verified WhatsApp number with the invoice PDF attached, without opening WhatsApp at all. You will see a short message on screen saying the bill was sent.

For this to happen, all of these must be true:

If any of these is not met, or the send does not go through for any reason, the app quietly falls back to opening WhatsApp with the prefilled message, exactly as described above. You never get stuck. Occasionally the message goes without the PDF attached, and the app tells you so.

Return items from a bill

A return is always taken against a bill. That way the app knows the batch, the price and the tax of what is coming back.

Steps

1. Open the bill the goods were sold on.
2. Tap Return at the top right.
3. A window opens titled "Return items" with the invoice number, listing every item on that bill.
4. For each item you can see how many were sold, how many were already returned earlier, and the MRP each.
5. Tap the + button next to an item to increase the quantity coming back. Tap − to reduce it. Leave items you are not taking back at zero.
6. Watch the amount at the bottom right of the window. It updates as you tap and shows the refund you are about to give.
7. Tap Confirm return.
8. A message appears on screen saying the return is done, with the refund amount.

To leave without doing anything, tap Cancel or the X at the top of the window.

Good to know

• You cannot return more than was sold. The + button stops at the sold quantity, minus anything already returned on an earlier return.
• An item that has already come back in full shows "fully returned" instead of the plus and minus buttons.
• You can return a bill in parts, on different days, until everything on it has come back.
• Confirm return stays greyed out until you set at least one quantity above zero.
• The refund for a line is that line's share of what the line came to on the bill, after the item discount that was given on that line. Return two out of four strips and you get back half of that line. It is worked out on the line amount, not on MRP alone.
• A bill discount is not taken off the refund. A bill discount is spread across the whole bill at billing time, but the refund is worked out on the line amount before that. On a bill where you gave a bill discount, a return therefore gives back a little more than the customer's share of what he paid. Keep that in mind before giving a big bill discount.
• The stock goes back into the exact batch it was sold from, so expiry dates and batch quantities stay correct. Nothing is created as a fresh batch.
• The refund is recorded as cash.
• If the original bill was a credit sale to a customer, the refund is taken off that customer's outstanding balance automatically. The balance never goes below zero.
• Returns work on every plan. Only the printed Return note document needs the Full plan.
• You need internet to take a return, because the stock and the customer balance are updated on our servers.

Print or share the Return note

Pro: the Return note document is a Full plan feature. Your accountant knows this document as a Credit Note.

Steps

1. Take the return as shown above.
2. If GST is on for your shop, a yellow strip appears on the bill saying "Return recorded" and that a numbered Return note was created.
3. Tap Open Return note in that strip.
4. The Return note opens as a printable document.
5. Tap Print / Save PDF to print it or save it as a PDF.
6. Tap WhatsApp on that same screen to share a short return message: your shop name, the note number, the invoice it is against, the date and the refund amount. Pick the contact and press send.
7. Tap Original invoice at the top left to go back to the bill it came from.

Good to know

• If your shop is not on the Full plan, the strip shows a Full plan: upgrade button in place of Open Return note. The return itself has still been recorded correctly, only the printed document is held back.
• The Return note is numbered in its own running series, for example CN-00007. Shops with GST switched off get a simple RET number instead.
• The note carries the same shop header as your bills, the note number, the invoice number it is against, the date and the refund mode.
• The quantity and the money columns on the note are shown with a minus sign, because the goods came back to you. Only MRP stays as a plain rate. The bottom line reads "Refund Total".
• The strip with the Open Return note button only appears if GST is switched on for your shop in Settings.
• Return notes are counted in your GST reports. Your monthly sales figures are reported after taking returns off. Pro: the monthly GST return screens in Reports are on the Full plan.

Common questions

Can I change a bill after saving it? No. A saved bill stays as it is. If the customer is taking goods back, use Return. If something else is wrong on the bill, take the whole bill back as a return and bill it again correctly.

Does printing a bill again change my sales figures? No. Printing and sharing only produce a copy. Nothing is added to your sales.

How many times can I take a return on one bill? As many times as you like, until every item on the bill has been fully returned. The window always shows how many of each item were sold and how many have already come back, and the + button will not let you go past the rest.

The customer bought on credit and is now returning. Do I need to adjust his account myself? No. The refund is taken off his outstanding balance automatically when you tap Confirm return.

Will the returned strips show up in my stock again? Yes, immediately, and in the same batch they were sold from. The expiry on that stock stays as it was.

Can I refund by UPI instead of cash? The app records the refund as cash. You can of course hand the money back any way you like, but the record will say cash.

Can I write a reason for the return? The return screen does not ask for a reason today. If a reason is present on a Return note it is printed on the document.

No WhatsApp opened when I tapped the button. Your phone or browser probably blocked the new window. Allow pop-ups for the app and tap WhatsApp again. On a computer you also need to be signed in to WhatsApp Web.

The bill will not open and says not found. Check your internet connection, then open the bill again from Reports. This page always reads the bill fresh from our servers.

Who do I contact to get the Full plan features? Write to info@entyti.com and we will set it up for your shop.