Khanal Group

K-Finance

Raise GST invoices and record purchase bills

Sales invoices are built in K-Finance and get their number when you issue them. Purchase bills are recorded from the vendor’s own invoice. Both then go to the books.

Last updated

Open K-FinanceAll K-Finance guides

What you need

  • An entity with its GSTIN (Settings → Entities)
  • A numbering series for that GSTIN, made by an owner or admin
  • The customer or vendor in Customers & vendors (you can add them as you go)
  • Accountant role or higher to issue; Finance Manager, Admin or Owner to post

Set up a numbering series (owner or admin, once)

  1. Open Settings → Invoicing & numbering.
  2. Click Add series.
  3. Choose the entity and the GSTIN, then type the prefix (for example INV/26-27/) and the next number.
  4. Save the series. Each GSTIN numbers its own invoices.

Build and issue a sales invoice

  1. Click New invoice under Money in the left menu.
  2. Choose the Entity (supplier), the Customer and the Invoice date.
  3. Check GSTIN & numbering series and Place of supply. The split between CGST + SGST and IGST follows from the two state codes.
  4. Click Add line and fill Description, HSN / SAC, Qty, Rate and GST %. You can also click Paste from Excel.
  5. Click Save draft and check the Totals.
  6. Click Issue, read the number shown, and click Issue as … to confirm.
  7. Click Print / Save as PDF to send the invoice to the customer.

Record a purchase bill

  1. Open Payables under Money.
  2. Click Purchase invoice.
  3. Choose the Company and the vendor, and type the vendor’s invoice number and Invoice date.
  4. Type the Taxable value and the CGST and SGST, or the IGST. Check the Total.
  5. Add TDS to deduct if the bill carries TDS, then click Save.

Post to the books

  1. Open Books.
  2. Find the card Not yet in the books and choose the tab Invoices, Receipts or Payments.
  3. Tick the lines and click Post selected.

Good to know

  • After issue, the amounts, the party and the date cannot change. A correction takes a credit note; a cancelled invoice keeps its number.
  • HSN / SAC suggestions come only from codes you have used before.
  • An owner can switch on Automatic posting on the Books page; then issued invoices, receipts and payments post on their own.
  • Old invoices from before K-Finance? Use Record a past invoice on Receivables, or bring them with the Migration center.

Common errors

"Set a series up in Settings → Invoicing & numbering"

No numbering series exists for this GSTIN. Ask an owner or admin to add one, then open the draft again.

"The next number in this series is now …"

Someone issued another invoice from the same series while you were working. Read the new number and confirm the issue again.

"Only an issued invoice can be posted to the books"

The invoice is still a draft. Issue it first, then post it.

"The books for … are closed. Ask an admin to re-open the month, or date the entry in an open month."

The month of the invoice date is closed. An owner or admin can re-open it with a reason, or you can date the entry in an open month.

"Posting needs a finance manager, admin or owner."

Your role can prepare and issue but not post. Ask a finance manager, admin or owner to post it from Books.

Related articles

Still stuck?

Email hello@khanals.in with the app name, what you clicked and the exact message you saw. Do not send passwords, PINs or authenticator codes. You can also use the contact page.