> ## Documentation Index
> Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Create invoices, proformas, and refunds in OMBA
> Create sales invoices and proforma quotes, add delivery logistics, process refunds against an invoice, and manage order modifications and diversions.
OMBA handles two types of outgoing sales documents: a **proforma invoice** for pre-sale quotations, and a **sales invoice** (also the delivery note) for confirmed transactions. Both share the same form structure — client, products, quantities, pricing, and delivery logistics — but only the sales invoice posts to the ledger and triggers stock movements. Once an invoice exists, you can process a full or partial refund against it or divert the product allocation to a different client or destination.
**Proforma vs. sales invoice:** A proforma invoice is a non-binding quotation. It captures all the commercial terms but does not reduce stock or create an accounts-receivable entry. Use it to get client approval before dispatching goods. A sales invoice is the final, legally binding document — it reduces inventory, creates a debtor entry (or marks the sale as paid), and can be used as the delivery note.
## Create a sales invoice
Go to **Sales > Invoicing**. Click **Add New** to open a blank invoice form. The page heading and badge confirm you are in **INVOICE** mode.
Fill in the header fields:
* **Date** — the invoice date (defaults to today)
* **Order #** — reference number from the customer's purchase order, if applicable
* **Delivery Note #** — the outbound delivery note reference
* **Invoice #** — auto-assigned or manually entered
Then select the **Client** from the searchable dropdown. The client's account code populates automatically.
If the goods are being delivered, complete the logistics section:
* **Destination** — the delivery address or depot (linked to a distance lookup)
* **Distance** — auto-populated when you select a destination; used to calculate transport fees
* **Transporter** — the haulage company
* **Vehicle** — the truck or tanker
* **Driver** and **Driver's Phone #** — required for tanker-based deliveries
For bulk fuel or liquid products, you can also enter **Compartments** (the tanker loading breakdown), **Seal Numbers**, **Density**, and **Temperature**.
For each product line:
1. Select a **Product** from the dropdown.
2. Enter the **Qty / Volume**.
3. **Unit Price** is read-only and populated from the client's price list — verify it is correct.
4. **Commission** and **Transport Fees** auto-calculate based on the destination distance and client pricing.
5. **Total** is computed automatically.
6. Click **Add To List** to append the row to the invoice grid.
Repeat for each additional product. To remove a row, click the delete icon on that row in the grid.
The grid footer shows aggregate totals for TAX, Discount, Dealer Margin, Fleet Charges, and Total.
Click **Process Data** to post the invoice. OMBA validates all required fields and, if successful, saves the invoice and triggers stock and ledger entries.
To discard without saving, click **Cancel**.
To reload an existing invoice, enter the invoice number in the search bar at the top of the page and click **Search**. The form loads in read/edit mode.
## Create a proforma invoice
The proforma form is structurally identical to the sales invoice. Navigate to **Sales > Proforma**, click **Add New**, and complete the same header, logistics, and line-item fields.
The key differences are:
* The page badge shows **PROFORMA** rather than **INVOICE**.
* Clicking **Process Data** saves the proforma without posting to the ledger or adjusting stock.
* The unit price field is **editable** on a proforma (useful for quoting a negotiated price before it is formally agreed).
Once the customer confirms the proforma, re-open it, verify all figures, and convert it to a sales invoice by processing it through the Invoicing page with the same order reference.
## Process a refund
When a customer returns goods or an invoice needs to be partially reversed, use the Refund tool to generate a credit note.
Go to **Sales > Refunds**. Enter the original **Invoice Number** in the search bar and click **Search**. The left-hand pane — **Invoice Items** — loads with all line items from that invoice, showing quantity, product, unit price, and total.
Click the arrow button on each row you want to refund. The item moves from **Invoice Items** (left) to the **Refund Basket** (right). To send an item back to the invoice side, click the reverse arrow on the refund basket row.
You can refund the entire invoice or just selected lines.
In the footer, choose the **Account** to which the refund amount should be credited (for example, a cash account or a debtor account).
The **Amount Due** label shows the total value of items in the refund basket.
Click **Refund** to post the credit note. The selected items are reversed against the original invoice and a credit entry is created in the chosen account.
Refunds cannot be undone after posting. Verify the correct items and account before clicking **Refund**.
## Divert a product allocation
A diversion re-routes an existing invoiced delivery to a different client or destination while preserving the original pricing, dealer margin, VAT, freight, and discount.
Go to **Sales > Diversions**. Enter the invoice number and click **Search**. The original invoice details (date, invoice number, client name, product, quantity, unit price, discount, dealer margin, VAT, freight, and total) display as read-only reference cards.
Specify the new **Date**, **Client**, and **Destination** for the diverted quantity. Enter the **Volume** to divert, verify or adjust the **Unit Price** and **Dealer Margin**, then add a **Description** to explain the reason for the diversion.
Click **Add To List** to stage the row in the diversion grid.
Review the grid — it shows client name, description, destination, product, volume, unit price, tax, discount, dealer margin, freight, and total for each diverted line. Click **Process Data** to finalise. The diversion creates a new allocation record linked to the original invoice.
## Modify an order
If a placed order needs to be amended before invoicing, navigate to **Sales > Order Modifier**. Search for the order by number, make the required changes to line items, and save. Modifications are tracked against the original order reference.
## Client-specific pricing
Administrators can maintain per-client commission rates and discount overrides under **Admin > Client Prices**. When you create an invoice for a client, OMBA automatically applies that client's pricing. To update a price, open **Client Prices**, find the product row, click **Edit**, adjust the commission or discount, and save.
## Compliance tracking
The Compliance module lets you track regulatory certificates for each client or outlet. Certificates tracked include:
* EPA Certificate
* NPA Certificate
* Insurance
* Ghana Standards Board Certificate
* Fire Certificate
* Underground Tank Cleaning
* Calibration Certificate
* Pressure Test
* Factories Inspectorate Certificate
* Fire Extinguisher
Each certificate shows its **Date Issued** and **Expiry Date** with a colour-coded status dot (green = valid, orange = expiring soon, red = expired). You can also record site review remarks (canopy, washroom, other), safety equipment status (PPE, fire extinguishers, sandbox, vent pipe), and schedule a **Next Review** date.
Compliance records are per-client. Select a client from the dropdown and click **Load** to view or update their certificate status.