Workflow and System Logic (Overall Configuration Flow)

Admin configures:

• Field Settings
• Voucher Series
• Enable E-Invoice and E-Way Bill
• Add credentials
• Add transporters
• Add sales persons

After configuration:

• Invoice Creation
• IRN Generation
• E-Way Bill Generation
• Transport compliance
• Reporting

Real Business Example

A textile business needs:

• Financial year-based invoice numbering
• E-Invoice generation above threshold
• E-Way Bill for inter-state dispatch
• Assigned sales person for each invoice

Admin sets:

• Voucher Series: FY2025-26
• Enables E-Invoice and E-Way Bill
• Adds GSP credentials
• Adds transporter master
• Maps sales team

The system becomes GST-compliant and audit-ready.

Best Practices

• Always verify GSTIN before saving credentials
• Use financial year-based voucher series
• Enable services only after credential verification
• Maintain updated transporter master
• Restrict access to configuration settings

Common Mistakes

• Entering incorrect GSP credentials
• Forgetting to set a default voucher series
• Generating E-Invoice without enabling configuration
• Not updating transporter ID
• Deleting a series after invoices are created

INVOICE TRASH MANAGEMENT

(Settings: Invoice → Trash)

Header Notice

“Your Record Will Be Permanently Deleted in 60 Days.”
This informs users that deleted invoices have a retention window.

Data Table Structure

The Trash table includes the following columns:

• Invoice No.
• Client Name
• Parent
• Deleted By
• Deleted At
• Action

Each deleted invoice record appears here until restored or auto-deleted.

Search and Filter

Navigation Path:
Billing Module → Setting → Trash

8.1 Search Bar

Shortcut: Ctrl + K

Search deleted invoices by:

• Invoice number
• Client name

8.2 Filter Panel

Available filters:

• Deleted By
• Deleted Date

Filter Flow:

• Click Filter icon
• Select Deleted By (user)
• Select Deleted Date
• Click Submit

Reset clears all applied filters.

Workflow and System Logic

9.1 Invoice Deletion Flow

• User deletes invoice
• System moves invoice to Trash
• Invoice is marked as soft-deleted
• Retention timer starts (60 days)

9.2 During Trash Period

The invoice:

• Cannot be used for reporting
• Cannot generate E-Invoice or E-Way Bill
• Is not visible in the active invoice list
• Retains metadata (who deleted, when deleted)

9.3 After 60 Days

System automatically:

• Permanently deletes invoice
• Removes record from database
• Cannot be recovered

Restore Logic

If Restore option is available:

• User clicks Restore
• Invoice moves back to Invoice List
• Retention timer stops
• Invoice becomes active again

If no restore option exists, deletion is final after 60 days.

Real Business Example (Trash)

Scenario:

An accountant accidentally deletes invoice FY/25/26-101.

Instead of being permanently removed, the invoice:

• Moves to Trash
• Shows Deleted By: Accountant
• Shows Deleted Date: 15 Feb 2026

Within 60 days, Admin can:

• Review deletion
• Restore if needed

After 60 days, the invoice is permanently erased.

Best Practices (Trash)

• Restrict delete permissions to authorized users
• Regularly review Trash for accidental deletions
• Restore important invoices before the 60-day limit
• Maintain internal approval before deleting invoices

Common Mistakes (Trash)

• Assuming invoice is permanently deleted immediately
• Forgetting 60-day auto-deletion rule
• Not checking Trash after accidental deletion
• Deleting invoices before confirming E-Invoice cancellation

Compliance Consideration

For GST-compliant businesses:

• Do not delete invoices after IRN generation without cancellation
• Ensure E-Invoice or E-Way Bill is properly cancelled before deletion
• Keep audit trace for statutory review

1.1 Purpose

Maintain a master list of transporters for E-Way Bill usage.

1.2 Add Transporter

Steps:

• Click Add Transporter

Fields:

• Transporter Name
• Transporter ID
• Contact Number
• Email

System Logic:

• Transporter appears in the E-Way Bill dropdown.
• Reduces manual entry errors.

Sales Person

2.1 Purpose

Assign sales persons to invoices for tracking and reporting.

2.2 Add Sales Person

Fields:

• Sales Person Name
• User Mapping
• Email
• Contact Number

System Logic:

• Sales person is selectable during invoice creation.
• Helps performance reporting.
• Useful for commission tracking.

1.1 Purpose

Voucher Series controls invoice numbering logic.
Each series can define:

• Series Name
• Prefix
• Suffix
• Starting Number
• Default status

1.2 Add New Series

Steps:

• Click New Series

Fields:

• Series Name
• Invoice No. (starting number)
• Prefix
• Suffix
• Set as Default

Example:

Series Name: FY2025-26
Prefix: FY-
Suffix: -2025-26
Starting No.: 1

System Logic:

Invoice number format becomes:

FY-1-2025-26
FY-2-2025-26

Auto-increment occurs on each new invoice.
Only one series can be default at a time.

Configuration (E-Invoice and E-Way Bill Services)

References:

Create API Credentials
Attachment link provided in your content (Slack file)

2.1 Purpose

This tab enables or disables government integrations.

Services available:

• E-Invoice
• E-Way Bill

Each service has:

• ON or OFF toggle
• Credential configuration

2.2 Enabling E-Invoice or E-Way Bill

Steps:

• Toggle the service ON
• Click View Credential
• Enter required details
• Click Save

Credential Configuration

3.1 Required Fields

• GSTIN
• GSP Username
• GSP Password

These credentials are obtained from the GST E-Way Bill portal.

3.2 How to Create a GSP Account (Process Summary)

Log in to:
https://www.ewaybillgst.gov.in

Go to Registration → For GSP

• Click Add/New
• Select GST Provider: Quicko Infosoft Pvt. Ltd.
• Create Username and Password

Use these credentials inside the Wortal Billing Configuration.

3.3 System Logic

When an E-Invoice or E-Way Bill is generated:

• System validates credentials
• API call is made to the GSP provider
• Government portal validates request
• IRN or E-Way Bill number is returned
• Result is linked to the invoice

If credentials are invalid, the system returns an authentication error.

1.1 Purpose

Field Settings controls:

• Invoice header fields
• Custom input fields
• Item table columns
• Item adjustments

It allows system-level customization of the invoice format.

1.2 Invoice Details Section

Fields available:

• Date
• Invoice Series
• Invoice Number

You can also:

• Add up to 3 custom input fields
• Define label
• Define field type (Text, Number, Dropdown, Date)
• Mark field as mandatory

Custom Field Creation Flow 

• Click New Field
• Enter Label
• Select Field Type
• Mark as Mandatory (optional)
• Click Create

System Logic

• Custom fields appear on the Create Invoice screen.
• Mandatory fields must be filled before submission if you want to make that field mandatory.

1.3 Item Details Section

You can control visible columns in the item table.

Available fields:

• Sr. No.
• Item Name and Description
• HSN Code
• UOM
• Qty and Rate
• Amount
• Discount Rate
• GST Percent
• Net Amount

Rules:

• Maximum 9 columns allowed.
• Toggle ON or OFF to show or hide columns.
• The system recalculates automatically based on visible tax structure.

1.4 Item Adjustment Section

Allows configuration of adjustment types such as:

• Cash
• Discount
• Additional Charges

Each adjustment can be:

• Shown or hidden
• Edited
• Deleted

Adjustments appear in the invoice summary calculation area.

Navigation Path:
Billing Module → Setting → Invoice

The Invoice Settings module contains the following tabs:

• Field Settings
• Voucher Series
• Configuration
• Transporter Details
• Sales Person