Invoice Templates, HSN Checks and Numbering | Finac

Client Settings: General Setting, Invoice Templates and Numbering

General Setting is where a client's invoice behaviour is configured: which PDF layout a sales or expense document uses, whether HSN codes are validated, whether unique numbers are generated automatically, how manufacturing and stock features are switched on, and what each document type is called on the printed PDF. These are set once when the client is onboarded and revisited when the business changes how it invoices. This article covers each tab.

On this page

Opening General Setting

  1. Open the client and select Settings on the Client Dashboard.
  2. Select General Setting. The tabs run down the left of the screen.

Sales Templates and Expense Templates

The Sales Templates tab shows every PDF layout available for sales documents as a thumbnail with its name. Tick the check circle on each template the client may use, choose one with Mark This Default, and select Submit. The default is applied when an invoice is downloaded or emailed unless a different enabled template is chosen on the invoice.

General Setting, Sales Templates tab, showing thumbnails of invoice layouts including RAS V3 Static Header, RAS V1, RAS V2 and Export Invoice, each with a Mark This Default control, and a Submit button
Sales Templates for the demo client. Each thumbnail is a PDF layout; the check circle enables it and Mark This Default sets the one used unless overridden.
TemplateUse
RAS V1, V2, V3 (Static Header)Standard tax invoice layouts with differing header treatment; V3 keeps the header fixed on every page of a long invoice.
Export InvoiceExport layout with currency, port and shipping fields.
Batch SummaryGroups lines by batch, for clients tracking lots or expiry.
GST Summary Without SKUShows the GST summary but omits stock codes, for service or simple trading invoices.
Long DeclarationCarries an extended declaration block, for example for regulated goods.
Dynamic PDF, Generic PDF, Dynamic PrimaryFlexible layouts that adapt to the fields present on the invoice.

Expense Templates offers the equivalent set for expense documents, used when a purchase entry is downloaded as a PDF.

HSN Checks

Turn on Is HSN Check Required? to validate the HSN or SAC code on every invoice line and enforce the number of digits the client must report. Enter the Client Turnover, because the minimum HSN digits required on invoices depend on the business's annual turnover under the GST rules. Select Save.

General Setting, HSN Checks tab, with the Is HSN Check Required toggle set to No and a Client Turnover field
HSN Checks: the validation toggle and the turnover figure that sets the required HSN digit length.

Auto Unique Number

Turn on Do you require an auto-generation of unique numbers? and select Update to have Finac assign the next unique number automatically when a record is added or edited in Business Address, Customer/Supplier and Accounts Manager. With it off, the unique number is typed by the user on each record.

Auto Unique Number and the note naming the three masters it applies to.

Miscellaneous Settings

SettingEffect
Manufacturing Journal: Batch ColumnAdds a batch column to the manufacturing journal so consumption and output can be recorded by lot.
Alternate UnitAdds alternate unit functionality to the Stock Item master, so an item can be bought in one unit and sold in another (cartons and pieces, for example). Once an alternate unit is linked to a stock item the setting cannot be turned off, though entering an alternate quantity on a line remains optional.
General Setting, Miscellaneous Settings tab, with toggles for the Manufacturing Journal batch column and Alternate Unit, and a note about the alternate unit setting
Miscellaneous Settings: the manufacturing batch column and alternate unit toggles.

Document Type Name

Each document type has a system name (Tax Invoice, Debit Note, Credit Note, Estimation) and, optionally, an alternate name that the business prefers, for example "Proforma Invoice" in place of Estimation. Enter the alternate name against the type, separately for Sales and Expense, and select Update. The alternate name is shown beneath the system name in the document type dropdown on invoicing screens and printed as the heading of the PDF.

General Setting, Document Type Name tab, with Sales and Expense options and fields to enter an alternate name for Tax Invoice, Debit Note, Credit Note and Estimation
Document Type Name: an alternate name for each document type, printed as the PDF heading.

Frequently asked questions

Can different branches use different invoice templates?

Templates are enabled per client. Enable each layout the client needs and choose the right one on the invoice when it differs from the default.

We changed the default template. Do old invoices change?

No. An invoice is rendered with the template in force when it was created; downloading it again reproduces the same layout.

What turnover figure should I enter for HSN Checks?

The aggregate turnover of the previous financial year, which is the figure the GST rules use to set the minimum HSN digits.

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