Sales and dispatch

IndustryMax's sales module runs from first contact to money received: a lead, a quotation, a sales order, one or more dispatches, a GST tax invoice, a receipt against it, and a credit note where goods come back. One deal number is minted where the chain starts and follows it all the way through, so a payment can be traced to the enquiry that began it. Dispatch is the step that moves stock; the invoice is the step that creates the receivable and the GST.

The documents it manages

Lead: An enquiry. Every new lead finds or creates a customer record behind it, matched on GSTIN, phone, email or company name, so the same buyer does not end up in the master three times.
Quotation: What we offered, at what price, on what terms. Line GST and HSN come from the item master rather than being typed, and a quotation ends either closed with a reason or converted to an order.
Sales order: The confirmed order. A draft order prints as a proforma invoice; confirming it issues the tax invoice.
Dispatch (delivery challan): Goods leaving. This is the step that consumes stock, and it can be partial — an order shows how many of its lines are done, part-done and outstanding.
Tax invoice: The GST invoice, with CGST/SGST or IGST decided by the place of supply, HSN per line, and the signed e-invoice QR code where e-invoicing is switched on.
Receipt (payment): Money in, allocated against invoices. A payment can be taken at any stage of the deal and applies itself to the invoice when one is generated.
Credit note: Value returned to a customer. Where the type is a goods return it also brings the stock back.

How the chain holds together

One serial number — a deal number — is minted at whichever document starts the deal and carries through lead, quotation, order, dispatch and invoice. That is what makes the question "where did this invoice come from" answerable without joining five tables by hand.

A quotation raised from a lead arrives with the lead's details already filled in.
A quotation converts to exactly one order, and is then marked converted rather than left open.
An order can be dispatched in several goes; the order shows the progress line by line.
Confirming an order issues the tax invoice and emails it, rather than leaving somebody to remember.
A document can only be deleted outright when it is the untouched start of its own deal. Everything downstream is short-closed or credited instead, because deleting it would leave the rest of the chain pointing at nothing.

Dispatch

Vehicle number and delivery address are required — an e-way bill needs both, and chasing them afterwards is worse than asking at the time.
Transporter and vehicle masters, picked or created on the spot, and snapshotted onto the document so a later rename does not rewrite an old challan.
Stock is consumed first-expiry-first-out, so the oldest stock leaves first.
Documents can be attached to a dispatch, from the device or by scanning a QR code and uploading from a phone.

Customers and pricing

A customer master with GSTIN, structured billing and shipping addresses, and credit terms.
Price lists — rate cards that serve quotations, orders and invoices alike.
Terms and conditions clause sets, scoped to one customer, a customer type, or everybody.
A public catalogue at a short URL a customer's buyer can be sent, with an enquiry form behind it.
A customer statement: a running balance derived from the invoices and receipts rather than stored as a table, so it cannot drift from them.
Party ban, which stops new business with a customer while leaving existing documents alone.

Reports

Registers for quotations, sales orders, dispatches, invoices and payments, each with a filter that says which date it is filtering on.
AR ageing, and a dunning list of what to chase.
Customer statement and party ledger, shared with the supplier side on one page.
GST sales summary.
Gross profit — what a sale cost us as against what it sold for, which is a separate permission from the sales registers because it is the one number a customer must not see.
A sales dashboard over the pipeline.

What each step changes

Document	Stock	Receivable	GST
Lead, quotation	—	—	—
Sales order	—	—	—
Dispatch	consumes it	—	—
Tax invoice	—	creates it	output GST
Receipt	—	settles it	—
Credit note	returns it, when the type is a goods return	reduces it	reverses the tax

Questions

Does IndustryMax cover order to cash?

Yes: lead, quotation, sales order, dispatch, GST tax invoice, receipt and credit note are all documents in the product, linked by one deal number that is minted where the chain starts.

Which step reduces stock — the sales order or the invoice?

Neither. The dispatch does. A sales order is a commitment and moves nothing; the invoice creates the receivable and the GST. Keeping them separate is what lets one order be delivered in three lorries and invoiced once, or the other way round.

Can an order be delivered in parts?

Yes. An order can have several dispatches against it, and the order shows, line by line, what is done, what is part-done and what is still outstanding.

Does confirming an order raise the invoice automatically?

Yes. A draft order prints as a proforma; confirming it issues the tax invoice and emails it. There is no separate step to remember.

How are sales returns handled?

With a credit note. It always reduces the receivable, and where its type is a goods return it also brings the stock back in.

See it against your own documents

A demo runs on real screens with real documents, not slides. Bring one of your own purchase orders and we will walk it through.

Book a 20-minute demo

Last reviewed 2026-09-12. Everything on this page describes what IndustryMax does today. Tell us if you find something that has moved on.