Sales & Invoicing

With the Sales module, you manage the entire commercial cycle: drafting quotes, invoicing, reminding customers about overdue invoices, and tracking payment. Each step automatically produces the SYSCOHADA entries in the VT journal, with no manual bookkeeping required.

The customer invoice list: status, amount and outstanding balance at a glance.

SYSCOHADA sales pipeline

The recommended workflow follows the OHADA pipeline: Quote → Customer acceptance → Convert to invoice → Validate (entry 411/70x/4431) → Payment → Account reconciliation (lettrage, account reconciliation) of 411xxx.

Quote DRAFT → SENT → ACCEPTED → Invoice DRAFT → VALIDATED
                                        ↓
                            VT journal entry created
                            Debit 411xxx / Credit 70x / Credit 4431
                                        ↓
                                  Matching (lettrage) → SETTLED

Tip

An accepted quote converts to an invoice in under 30 seconds, with all lines carried over automatically: zero re-entry. Quotes have no accounting impact: only validating the invoice creates an entry in the VT journal.

Issue OHADA-compliant invoices

The documents produced by the module meet OHADA requirements:

• Sequential, non-reusable numbering (by default DV-26-AA00001 for a quote, FC-26-AA00001 for an invoice), assigned automatically to ensure compliance with revised SYSCOHADA
• Mandatory mentions: sequential number, seller’s NIU (tax identification number), VAT rate per line (19.25% Cameroon preconfigured), and separate HT/VAT/TTC totals
• Buyer’s NIU recommended for B2B transactions between VAT-registered entities: it facilitates VAT deductibility for your customer
• Authenticity QR code printed on every PDF, enabling your customer to verify the invoice at https://app.synkriaops.com/v/{token}

Before you start

To use the Sales module, make sure that:

• An open fiscal year exists for the current year (Settings → Fiscal years)
• At least one customer is created in Sales → Customers (411xxx sub-account required)
• The SYSCOHADA chart of accounts is configured with the appropriate 70x accounts
• Your OHADA country’s VAT rate is set up (Settings → Company details → Tax)

Available guides

Creating a quote Select a customer, add product/service lines with VAT, and generate the PDF.

Converting a quote to an invoice Turn an accepted quote into an invoice with no re-entry: pre-filled form, due date to complete, validation.

Pro forma invoices Price a sale for a bank, an import or a tender, with no accounting entry, then convert it into an invoice.

Creating a customer invoice Issue a direct invoice without a prior quote, with OHADA authenticity QR code.

Understanding sales statuses Complete lifecycle of quotes and invoices, actions available per status.

Recurring invoices Automate monthly, quarterly, or annual generation for subscriptions and contracts.

Automatic payment reminders Configure 3 progressive reminder levels to reduce unpaid invoices without manual effort.

Creating a customer Add a customer contact with automatic SYSCOHADA 411xxx sub-account.

Create a credit note Issue a full or partial credit note in SynkriaOps: pick the right type, control the stock impact and track the net remaining amount due.

Record a customer payment Record the payment of a customer invoice in SynkriaOps: bank transfer, cheque, cash, mobile money or card, partial payment or several methods.

Verifying an invoice with its QR code The QR code printed on every validated SynkriaOps invoice: what it contains, what the person scanning it sees (authentic, tampered or cancelled document).

Withholding tax on customer invoices Apply withholding tax on your customer invoices: computed net payable, tax advance on account 4492 and clear rendering on your documents.

Tracking and handling reminders Day to day in SynkriaOps: approve pending reminders, retry failed ones, remind an invoice manually.

Number branch documents With several branches: one number series per branch for invoices, credit notes and receipts, with no possible duplicate.

Caution

A validated invoice generates an immutable accounting entry in the VT journal, in compliance with SYSCOHADA immuability rules. To correct a validated invoice, use the reversal (contrepassation: reversal entry) procedure from the invoice record: direct deletion of a validated invoice is blocked by the system.

Where to start?

If you are new to the Sales module, follow this initial path:

1. Create your first customer in the Contacts module
2. Draft a quote for that customer
3. Once accepted, convert it to an invoice
4. Configure automatic reminders in settings to reduce late payments

For recurring contracts (subscriptions, rent, monthly fees), go directly to Recurring invoices: setup takes under 5 minutes and automates all future invoice generation.