Quotation to cash, on one chain of documents.
Quotations, sales orders, delivery notes, invoices and receipts in Factura Financials, each one a document that carries forward into the next and posts to the same ledger.
Quotations and sales orders
A quotation becomes an order without being retyped, and an order is a commitment rather than a sale — it does not touch the ledger or move stock until it is invoiced.
What it does
- Quotation to sales order: customer, items, prices and terms carry forward.
- Orders sit outside the ledger until invoiced, so a pipeline does not distort your trial balance or your stock figure.
- Part-billing and pre-closure: what is still pending on an order is its ordered quantity less what has been billed and what has been cancelled, with a reason recorded against the cancellation.
- Order books and pending-bill reports for sales and purchases alike, from the same report form filtered by voucher type.
- Price levels per customer, dated from a day you set, so a wholesale rate does not have to be remembered by the person keying the order.
Delivery notes and invoices
The delivery note releases stock from the godown it left, and the valuation moves with it. The invoice opens the receivable and the ledger entry, against the right cost centre.
What it does
- Delivery notes and waybills as their own documents, so goods can leave before the invoice is raised.
- Tax on a voucher class: a tax-inclusive class carries the VAT and levy ledgers and their percentages, so the same item priced at the counter and priced on a credit invoice reaches the same ledgers.
- Credit notes for returns and corrections, tracked back to the bill they relieve.
- Bill-wise receivables: an invoice opens a named bill, and every receipt is applied against that bill rather than against the customer as a lump.
- Document actions: print, PDF, email and SMS off the saved document.
Ghana: GRA E-VAT and the VAT return
Factura issues signed invoices to the GRA’s electronic invoicing service and prints what comes back on the receipt. This is the part of Ghanaian compliance that is coded, not configured.
- Signed invoices to the VSDC.
- A dedicated plugin submits the invoice to the GRA’s E-VAT service and stores the signed-invoice metadata that comes back.
- The levies are modelled separately.
- NHIL and the GETFund levy are carried in their own buckets against their own configurable ledgers, not folded into one tax figure. The plugin still carries a COVID-19 levy bucket; the levy itself was abolished with effect from 1 January 2026, so it computes nothing on a current invoice — the rates in force →
- On the thermal receipt.
- The mobile app prints the SDC identifier, receipt number, time, signature block and QR code on an 80 mm receipt.
- The VAT return.
- A boxed Ghana VAT return report gives you VAT on sales and outputs, total purchases, VAT reclaimed on purchases, acquisitions and supplies.
- What it does not do.
- Factura does not file your return. The return report produces the figures in the shape the boxes expect; submitting them stays with you or your accountant.
Receipts, and the receivables control tower
Money coming in is applied to the bill it settles, against a named invoice, on account, or as an advance. The control tower reads that allocation back: bill-tracked exposure plus on-account balances equal what the ledger says is actually outstanding.
What it does
- Bill-wise allocation on every receipt, so a part payment leaves the right balance on the right invoice.
- Ageing you can defend: the tower’s buckets and the bill-wise receivables report are the same figures, and the tower links straight through to the report by its own report id.
- Top exposures by customer, with what is overdue on how many bills.
- Interest on overdue balances where you switch it on per ledger — simple and slab rates on a balance, not a loan schedule.
Point of sale, and selling from the field
Point of sale is the invoice flow with a cash-register front end: pick items, take the tender, and a fully paid sale posts immediately with no open bill behind it. Cash, mobile money, bank transfer and cheque are tenders you configure, each posting to the ledger account behind it.
The same flow runs on a phone in Factura Mobile Sales, with a cash shift a rep opens and closes for route reconciliation. See Mobile Sales →
For the counter, Factura POS is a register in the browser, with shifts, blind counts, returns and layaway. See Factura POS →
Before you ask us
Does it issue GRA E-VAT invoices?
Yes. A dedicated plugin submits the invoice to the GRA’s electronic invoicing service and keeps the signed-invoice metadata that comes back; the mobile app prints the SDC identifier, receipt number, time and QR code on the thermal receipt. Filing the VAT return itself is not something Factura does: it produces the boxed return and you submit it.
Can a receipt be split across several invoices?
Yes. Every receipt is allocated bill by bill — against a named invoice, on account, or as an advance — and the receivables ageing is read back off those allocations. A part payment leaves the balance on the invoice it belongs to.
Is there a separate customer master to keep in step?
No. A customer is a ledger filed under Sundry Debtors, carrying its own credit period, its bill-by-bill switch, its price level and its territory. One record, used by the desktop, the web and the phone.
Can our field team raise invoices, or only orders?
Both. A rep can take an order, raise a credit invoice, record a collection against a named bill, or run a cash sale through point of sale — all posting into the same books. What the app does not do is returns, credit notes, quotations or delivery notes; those stay on the desktop and the web.
The rest of the modules
Everything a sale touches is on one of these pages.
- General ledger.
- Chart of accounts, journals, cost centres and the three statements. See the General Ledger →
- Inventory.
- What a delivery note releases, valued by the method you set. See Inventory →
- Purchasing.
- The other side of the same chain, with approvals before money is committed. See Purchasing →
- Manufacturing.
- Bills of materials and the manufacturing journal. See Manufacturing →
- Analytics.
- The receivables tower in full, beside Action, Position and Performance. See Analytics →
- Selling something that is not stock.
- Disposing of a vehicle or a machine is a fixed-asset disposal, not an invoice, and the difference between proceeds and carrying value is the gain. See Fixed Assets →
- All of it together.
- Back to Factura Financials →
See a month close, end to end
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