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04 invoice generation

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Upendra Kumar

1. This document outlines the process for generating various types of sales invoices in the marketing department, including domestic sales invoices, export sales invoices, rate revised/supplementary invoices, purchase return invoices, and scrap sale invoices. 2. It describes the key information included on each type of invoice, such as customer/supplier details, product descriptions, quantities, prices, taxes, and totals. 3. Standard processes are defined for generating invoices for domestic sales, exports, rate revisions, returns, and scrap sales. Specific data fields and calculations are mandated for accurate invoicing of different transaction types.

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PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 1. MAIN PROCESS DESCRIPTION (DETAILED STEP BY STEP DESCRIPTION) Invoices are generated based on types of sales like domestic sales, export sales (Commercial invoice, Tax invoice), scrap sales, Purchase return, Rate revised Invoice (supplementary Inv.), Job work 1.1. Tax Invoice For Domestic sale: While despatching the material for domestic sale, we are generating Tax Invoice for each product (individual) in four copies (Original copy in white colour, Duplicate for transporters copy in pink colour, triplicate copy in Blue colour and Book copy in Green colour) 1.2. Information Mention in Domestic sales invoice invoice :Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date, Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods with product code number, technical information ( Lot No., Batch no, Die No., RM Heat no,) average contents per package, total qty., basic selling rate, Total assessable value, rate of duty (12%, 2%, 1%) Subtotal, CST, Vat. Grand total 4,200 Nos X 4.36 Rs 18,312.00 Packing & Forwarding 1% 183.12 Assessable Value 18,495.12 BED 12% 2,219.00 Edu. Cess 2% 44.00 S & H Cess 1% 1.00 Tax : VAT /CST 5% 1038.00 Discount : NIL 0.00 Total 21,797.00 TDS/TCS 0.00 2. Excise duty payable Rs: - forty five thousand seven hundred thirty only. 3. Value in Rs: - five lack sixty seven thousand four hundred fifty eight only 4. Serial no. & date of debit entry of duty in PLA, RG 23A Part II entry no., RG 23 C Part II entry no., date & time of removal of goods in digit and in words. Note: - Presently we are Generating Invoice manually so we will write rounded off value
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 5. Information Mention in Rate revised / supplementary bill sales invoice :- 5.1. Supplementary invoice shall be generated based on the rate revision letter received from customer with effective date. 5.2. Based on with effective date, we calculate the pending / due amount to be recovered from the customer & prepare the supplementary invoice containing the following details :- 5.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice dt., Customer purchase order No and date, Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, particular period total supplied / despatch qty., difference between selling rate and increased rate ( New rate) , Total assessable value, rate of duty % (10%,2%,1%) Sub total, CST, Vat. Grand total 5333 Nos supplied during the period 0.75 rate difference between billed and current rate 5333 Nos X 0.75 Rs 3,999.75 Packing & Forwarding 0.00 Assessable Value 4,000.00 BED 12% 480.00 Edu. Cess 2% 10.00 S & H Cess 1% 1.00 Tax : VAT /CST 5% 225.00 Discount : NIL 0.00 Total 4,716.00 TDS/TCS 0.00 5.4. Excise duty payable Rs: - four thousand only., 5.5. Value in Rs: - forty thousand nine hundred sixty four only,
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 5.6. Serial no. & date of debit entry of duty in PLA, RG 23A Part II entry no., RG 23 C Part II entry no., date & time of removal of goods in digit and in words. 6. Information Mention in Purchase return invoice:- 6.1. Purchase Return (As such) invoice shall be prepared in case of returning the rejected material (total / partial) duly supplied by our vendor. 6.2. Based on the information / instructions received from Purchase Dept, stores dept will arrange to logistics arrangements for dispatch of purchase return material with a information to Dispatch dept. 6.3. Dispatch dept will prepare the Purchase Return invoice considering the invoice generated by supplier, while dispatching the above material. Eg basic rate, CENVAT transferred Taxes, etc. 6.4. CENVAT shall be returned to supplier, with respect to the quantity rejected & returned to supplier. 6.5. Prepare the Purchase Return invoice containing the following details:- 6.5.1.Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date., our purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/vendor, Vendors ECC No., Vendors VAT & CST No., Sr. No., Description of goods, Reference of material received on vice invoice no & date, average contents per package, qty., Total assessable value, rate of duty % (10%,2%,1%) Sub total, CST, Vat. Grand total 5333 Nos (*) 85.75 rate ---------------------- 457305.00 Assessable value 10% 45730.00 Basic Ex.duty 2% 915.00 Edu.Cess 1% 457.00 Sahe cess ---------------------------------- 504407.00 Sub total CST 0000 12.5% 63051.00 Vat
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING -------------------------------- 567458.00 Grand Total -------------------------------- 6.6. Excise duty payable Rs: - forty five thousand seven hundred thirty only. 6.7. Value in Rs: - five lack sixty seven thousand four hundred fifty eight only, 6.8. Serial no. & date of debit entry of duty in PLA, RG 23A Part II entry no., RG 23 C Part II entry no., date & time of removal of goods in digit and in words., 7. Information Mention Scrap sale:- 7.1. Scrap sale invoice shall be prepared in case of scrap material sold. 7.2. Scrap Sale invoice contains the following details:- 7.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date., Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of customer and material delivered to Name of consignee, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, qty., rate, Total assessable value, rate of duty % (12%,2%,1%) Sub total, CST, Vat. Grand total 5333 kgs (*) 85.75 rate ---------------------- 457305.00 Assessable value 12% 54877.00 Basic Ex.duty 2% 1098.00 Edu.Cess 1% 549.00 Sahe cess ---------------------------------- 513829.00 Sub total CST 0000 5% 25691.00 Vat 1% 5395.00 TCS -------------------------------- 544915.00
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 8. Information Mention in Export Tax Invoice:- 8.1. Export sale invoice shall be prepared in case of material sold to our overseas supplier. 8.2. Export Sale invoice contains the following details:- 8.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date., Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, technical information ( Lot No., Batch no, Die No., RM Heat no,) average contents per package, total qty., selling rate, Total assessable value, rate of duty % (10%,2%,1%) Sub total, CST, Vat. Grand total 5333 Nos. (*) 85.75 rate ---------------------- 457305.00 Assessable value 12% 54877.00 Basic Ex.duty 2% 1098.00 Edu.Cess 1% 549.00 Sahe cess ---------------------------------- 513829.00 Sub total CST 0000 5% 0.00 Vat -------------------------------- 513829.00 Grand Total -------------------------------- Note: - Under Rebate claim Excise duty are Applicable Under Form UT-1 Excise duty are not applicable Please refer Export Scheme AS IS 8.4. Commercial Invoice: - Only For Export sale purpose please find attached sheet 8.5. Form A.R.E.1:- Only for Export sale purpose please find attached sheet
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 9. Information Mention in Job work tax invoice:- 9.1. Job work tax (VAT) invoice shall be prepared in case of material received from customer for job work & dispatched back to him, duly processed at our end. 9.2. VAT invoice contains the following details:- 9.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Invoice No., Invoice date., Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, technical information, Reference of Material received vide Invoice no., average contents per package, total qty., Billing rate, Total value, , Vat. Grand total 5333 Nos (*) 85.75 billing rate ---------------------- 457305.00 Assessable value ---------------------------------- 457305.00 Sub total 12.5% 57163.00 Vat 1% 57.00 TDS -------------------------------- 514525.00 Grand Total -------------------------------- 9.4. A separate invoice series shall be maintained as under :- 9.5. for domestic sales, scrap & purchase return (as such) sale 9.6. for Export sale (Commercial Invoice) 9.7. for VAT invoice 9.8. For Export - Generating Export Invoice Form ARE.1 in Rs. 9.9. For Export - Generating Commercial invoice in Euro / $ 9.10. Generating individual Invoice for each product. 9.11. Mention in invoice all commercial and technical information 9.12. with reference of invoice, Check if the material & qty is same as per the invoice in loaded vehicle 9.13. Handover the invoices (three copies) & QA report to outward gate security for gate entry 9.14. After outward gate entry security person handover the invoice to lorry driver
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 9.15. The lorry driver handover two invoice copies & Q.A report with material to customer 9.16. Take acknowledgement on Blue copy out of the three copies 9.17. Return the yellow copy to despatch department. 10. INTEGRATION ASPECTS / MEGA PROCESS RELATION 10.1. On basis of Purchase order received from customer Invoice is created, indirect integration with engineering. 11. CRITICAL PROCESS/ EXISTING GAPS 11.1. Rate revision not being informed by Sales dept 11.2. Changes in tax structures, not being informed by Accounts dept 12. KEY INPUTS 12.1. 4.1. Purchase Order 12.2. 4.2. Customer Schedule 13. KEY OUTPUTS 13.1. 5.1. Four copies of invoices 13.2. 5.2. Depending on the type of sales, four different types of invoices shall be generated
PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 14. FLOWCHART DIAGRAM

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04 invoice generation

  • 1. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 1. MAIN PROCESS DESCRIPTION (DETAILED STEP BY STEP DESCRIPTION) Invoices are generated based on types of sales like domestic sales, export sales (Commercial invoice, Tax invoice), scrap sales, Purchase return, Rate revised Invoice (supplementary Inv.), Job work 1.1. Tax Invoice For Domestic sale: While despatching the material for domestic sale, we are generating Tax Invoice for each product (individual) in four copies (Original copy in white colour, Duplicate for transporters copy in pink colour, triplicate copy in Blue colour and Book copy in Green colour) 1.2. Information Mention in Domestic sales invoice invoice :Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date, Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods with product code number, technical information ( Lot No., Batch no, Die No., RM Heat no,) average contents per package, total qty., basic selling rate, Total assessable value, rate of duty (12%, 2%, 1%) Subtotal, CST, Vat. Grand total 4,200 Nos X 4.36 Rs 18,312.00 Packing & Forwarding 1% 183.12 Assessable Value 18,495.12 BED 12% 2,219.00 Edu. Cess 2% 44.00 S & H Cess 1% 1.00 Tax : VAT /CST 5% 1038.00 Discount : NIL 0.00 Total 21,797.00 TDS/TCS 0.00 2. Excise duty payable Rs: - forty five thousand seven hundred thirty only. 3. Value in Rs: - five lack sixty seven thousand four hundred fifty eight only 4. Serial no. & date of debit entry of duty in PLA, RG 23A Part II entry no., RG 23 C Part II entry no., date & time of removal of goods in digit and in words. Note: - Presently we are Generating Invoice manually so we will write rounded off value
  • 2. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 5. Information Mention in Rate revised / supplementary bill sales invoice :- 5.1. Supplementary invoice shall be generated based on the rate revision letter received from customer with effective date. 5.2. Based on with effective date, we calculate the pending / due amount to be recovered from the customer & prepare the supplementary invoice containing the following details :- 5.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice dt., Customer purchase order No and date, Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, particular period total supplied / despatch qty., difference between selling rate and increased rate ( New rate) , Total assessable value, rate of duty % (10%,2%,1%) Sub total, CST, Vat. Grand total 5333 Nos supplied during the period 0.75 rate difference between billed and current rate 5333 Nos X 0.75 Rs 3,999.75 Packing & Forwarding 0.00 Assessable Value 4,000.00 BED 12% 480.00 Edu. Cess 2% 10.00 S & H Cess 1% 1.00 Tax : VAT /CST 5% 225.00 Discount : NIL 0.00 Total 4,716.00 TDS/TCS 0.00 5.4. Excise duty payable Rs: - four thousand only., 5.5. Value in Rs: - forty thousand nine hundred sixty four only,
  • 3. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 5.6. Serial no. & date of debit entry of duty in PLA, RG 23A Part II entry no., RG 23 C Part II entry no., date & time of removal of goods in digit and in words. 6. Information Mention in Purchase return invoice:- 6.1. Purchase Return (As such) invoice shall be prepared in case of returning the rejected material (total / partial) duly supplied by our vendor. 6.2. Based on the information / instructions received from Purchase Dept, stores dept will arrange to logistics arrangements for dispatch of purchase return material with a information to Dispatch dept. 6.3. Dispatch dept will prepare the Purchase Return invoice considering the invoice generated by supplier, while dispatching the above material. Eg basic rate, CENVAT transferred Taxes, etc. 6.4. CENVAT shall be returned to supplier, with respect to the quantity rejected & returned to supplier. 6.5. Prepare the Purchase Return invoice containing the following details:- 6.5.1.Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date., our purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/vendor, Vendors ECC No., Vendors VAT & CST No., Sr. No., Description of goods, Reference of material received on vice invoice no & date, average contents per package, qty., Total assessable value, rate of duty % (10%,2%,1%) Sub total, CST, Vat. Grand total 5333 Nos (*) 85.75 rate ---------------------- 457305.00 Assessable value 10% 45730.00 Basic Ex.duty 2% 915.00 Edu.Cess 1% 457.00 Sahe cess ---------------------------------- 504407.00 Sub total CST 0000 12.5% 63051.00 Vat
  • 4. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING -------------------------------- 567458.00 Grand Total -------------------------------- 6.6. Excise duty payable Rs: - forty five thousand seven hundred thirty only. 6.7. Value in Rs: - five lack sixty seven thousand four hundred fifty eight only, 6.8. Serial no. & date of debit entry of duty in PLA, RG 23A Part II entry no., RG 23 C Part II entry no., date & time of removal of goods in digit and in words., 7. Information Mention Scrap sale:- 7.1. Scrap sale invoice shall be prepared in case of scrap material sold. 7.2. Scrap Sale invoice contains the following details:- 7.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date., Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of customer and material delivered to Name of consignee, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, qty., rate, Total assessable value, rate of duty % (12%,2%,1%) Sub total, CST, Vat. Grand total 5333 kgs (*) 85.75 rate ---------------------- 457305.00 Assessable value 12% 54877.00 Basic Ex.duty 2% 1098.00 Edu.Cess 1% 549.00 Sahe cess ---------------------------------- 513829.00 Sub total CST 0000 5% 25691.00 Vat 1% 5395.00 TCS -------------------------------- 544915.00
  • 5. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 8. Information Mention in Export Tax Invoice:- 8.1. Export sale invoice shall be prepared in case of material sold to our overseas supplier. 8.2. Export Sale invoice contains the following details:- 8.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Pre-printed Invoice No., Invoice date., Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, technical information ( Lot No., Batch no, Die No., RM Heat no,) average contents per package, total qty., selling rate, Total assessable value, rate of duty % (10%,2%,1%) Sub total, CST, Vat. Grand total 5333 Nos. (*) 85.75 rate ---------------------- 457305.00 Assessable value 12% 54877.00 Basic Ex.duty 2% 1098.00 Edu.Cess 1% 549.00 Sahe cess ---------------------------------- 513829.00 Sub total CST 0000 5% 0.00 Vat -------------------------------- 513829.00 Grand Total -------------------------------- Note: - Under Rebate claim Excise duty are Applicable Under Form UT-1 Excise duty are not applicable Please refer Export Scheme AS IS 8.4. Commercial Invoice: - Only For Export sale purpose please find attached sheet 8.5. Form A.R.E.1:- Only for Export sale purpose please find attached sheet
  • 6. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 9. Information Mention in Job work tax invoice:- 9.1. Job work tax (VAT) invoice shall be prepared in case of material received from customer for job work & dispatched back to him, duly processed at our end. 9.2. VAT invoice contains the following details:- 9.3. Date of preparation of invoice, Time of Preparation of invoice in digit, time of preparation of invoice in words, Invoice No., Invoice date., Customer purchase order No and date, Vehicle No., L.R. No., Name of Excisable goods, Chapter heading / sub heading no. of goods, Name and address of consignee/customer, Customer ECC No., Customers vat & CST No., Sr. No., Description of goods, technical information, Reference of Material received vide Invoice no., average contents per package, total qty., Billing rate, Total value, , Vat. Grand total 5333 Nos (*) 85.75 billing rate ---------------------- 457305.00 Assessable value ---------------------------------- 457305.00 Sub total 12.5% 57163.00 Vat 1% 57.00 TDS -------------------------------- 514525.00 Grand Total -------------------------------- 9.4. A separate invoice series shall be maintained as under :- 9.5. for domestic sales, scrap & purchase return (as such) sale 9.6. for Export sale (Commercial Invoice) 9.7. for VAT invoice 9.8. For Export - Generating Export Invoice Form ARE.1 in Rs. 9.9. For Export - Generating Commercial invoice in Euro / $ 9.10. Generating individual Invoice for each product. 9.11. Mention in invoice all commercial and technical information 9.12. with reference of invoice, Check if the material & qty is same as per the invoice in loaded vehicle 9.13. Handover the invoices (three copies) & QA report to outward gate security for gate entry 9.14. After outward gate entry security person handover the invoice to lorry driver
  • 7. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 9.15. The lorry driver handover two invoice copies & Q.A report with material to customer 9.16. Take acknowledgement on Blue copy out of the three copies 9.17. Return the yellow copy to despatch department. 10. INTEGRATION ASPECTS / MEGA PROCESS RELATION 10.1. On basis of Purchase order received from customer Invoice is created, indirect integration with engineering. 11. CRITICAL PROCESS/ EXISTING GAPS 11.1. Rate revision not being informed by Sales dept 11.2. Changes in tax structures, not being informed by Accounts dept 12. KEY INPUTS 12.1. 4.1. Purchase Order 12.2. 4.2. Customer Schedule 13. KEY OUTPUTS 13.1. 5.1. Four copies of invoices 13.2. 5.2. Depending on the type of sales, four different types of invoices shall be generated
  • 8. PROCESS MAP BPN. : SD/02 PROCESS NAME : EXPORT SALES VERSION: 1.0 PROCESS DEPT : MARKETING 14. FLOWCHART DIAGRAM