Invoicing & Quotes

Complete sales document management from quotes to invoices

FacturaScripts provides a comprehensive invoicing system that manages the complete sales cycle from quotations to final invoices, including delivery notes and customer orders.

Sales Document Flow

The sales process follows a natural workflow:

Quotations

Create professional quotes with expiration dates

Orders

Convert quotes to customer orders

Delivery Notes

Track deliveries and stock movements

Invoices

Generate final invoices with payment receipts

Quotations (Presupuestos)

Quotations represent offers to customers with validity periods.

Key Features

• Expiration Management: Set validity periods for quotes
• Status Tracking: Monitor quote acceptance or rejection
• Conversion: Transform quotes into orders or invoices
• Line Items: Add products with prices, taxes, and discounts

Data Structure

class PresupuestoCliente extends SalesDocument
{
    public $idpresupuesto;     // Primary key
    public $finoferta;          // Quote expiration date
    public $codigo;             // Document code
    public $numero;             // Document number
    public $codcliente;         // Customer code
    public $fecha;              // Document date
    public $total;              // Total amount
    
    public function getLines(): array
    {
        // Returns all line items
    }
}

Customer Orders (Pedidos)

Orders represent confirmed purchases from customers.

Features

• Stock Reservation: Reserve products for confirmed orders
• Partial Fulfillment: Track which items have been delivered
• Order Status: Monitor pending, processing, and completed orders
• Expiration Dates: Optional validity periods

Implementation

Orders are stored in the Core/Model/PedidoCliente.php model:

class PedidoCliente extends SalesDocument
{
    public $idpedido;          // Primary key
    public $finoferta;          // Optional expiration date
    
    public function getLines(): array
    {
        // Returns order line items
    }
}

Delivery Notes (Albaranes)

Delivery notes document the physical delivery of goods to customers.

Key Capabilities

• Stock Management: Automatically update stock levels on delivery
• Partial Deliveries: Support multiple deliveries per order
• Invoice Generation: Convert delivery notes to invoices
• Warehouse Tracking: Track which warehouse items were shipped from

Model Structure

See Core/Model/AlbaranCliente.php:

class AlbaranCliente extends SalesDocument
{
    public $idalbaran;         // Primary key
    
    public function getLines(): array
    {
        // Returns delivery note lines
    }
    
    public function getNewLine(array $data = []): LineaAlbaran
    {
        // Creates new line with stock update flag
        $newLine->actualizastock = $this->getStatus()->actualizastock;
    }
}

Invoices (Facturas)

Invoices are the final billing documents that generate payment obligations.

Core Features

Payment Receipts

Automatically generate payment receipts (recibos)

Tax Calculation

Automatic VAT, IRPF, and surcharge calculation

Accounting Integration

Create accounting entries automatically

Payment Tracking

Monitor paid and overdue invoices

Invoice Model

Located at Core/Model/FacturaCliente.php:

class FacturaCliente extends SalesDocument
{
    use InvoiceTrait;
    
    public $idfactura;         // Primary key
    public $pagada;             // Payment status
    public $vencida;            // Overdue status
    public $fechadevengo;       // Accrual date
    
    public function getLines(): array
    {
        // Returns invoice line items
    }
    
    public function getReceipts(): array
    {
        // Returns payment receipts
    }
    
    public function getNewReceipt(int $numero = 1): ReciboCliente
    {
        // Creates a new payment receipt
    }
}

Payment Receipts

Invoices automatically generate payment receipts (recibos) that track:

• Payment due dates
• Payment methods
• Payment status (pending, paid, returned)
• Bank account information

Document Lines

All sales documents share a common line structure:

// Common line item properties
$line->referencia;         // Product reference
$line->descripcion;        // Description
$line->cantidad;           // Quantity
$line->pvpunitario;        // Unit price
$line->dtopor;             // Discount percentage
$line->codimpuesto;        // Tax code
$line->iva;                // VAT percentage
$line->pvptotal;           // Total price
$line->actualizastock;     // Update stock flag

Document Status

Each document has a status that controls:

• Whether the document is editable
• Whether it affects stock levels
• Whether it generates accounting entries
• Whether it can be deleted

Tax Calculation

The system uses the Calculator library for automatic calculation of:

• Net amounts: Subtotals before taxes
• VAT (IVA): Value-added tax
• IRPF: Personal income tax withholding
• Recargo de Equivalencia: Surcharge for special tax regimes
• Discounts: Line-level and document-level discounts

Date Validation

Invoices include strict date validation:

protected function testDate(): bool
{
    // Prevents using dates that would create numbering gaps
    // Ensures chronological ordering within series and exercise
}

Series and Numbering

Documents are organized by:

• Series (Serie): Document type categorization
• Exercise (Ejercicio): Fiscal year
• Number (Numero): Sequential numbering within series and exercise

Best Practices

Document Workflow

Follow the natural progression: Quote → Order → Delivery Note → Invoice. Each step can be skipped if needed, but the workflow helps maintain proper records.

Stock Management

Configure document statuses to control when stock is affected. Typically, delivery notes reduce stock, while quotes and orders reserve it.

Payment Terms

Set appropriate payment methods and due dates for each customer. The system will automatically calculate receipt due dates.

Tax Configuration

Ensure products have correct tax codes assigned. The system will use customer tax regime to apply appropriate rates.

Related Models

• Core/Model/FacturaCliente.php - Customer invoices
• Core/Model/AlbaranCliente.php - Delivery notes
• Core/Model/PedidoCliente.php - Customer orders
• Core/Model/PresupuestoCliente.php - Quotations
• Core/Model/ReciboCliente.php - Payment receipts
• Core/Model/Base/SalesDocument.php - Base class for all sales documents
• Core/Lib/Calculator.php - Tax and total calculation engine

Next Steps

Accounting Integration

Learn how invoices generate accounting entries

Inventory Management

Understand stock control and warehouse management