Sales & Invoicing

The Sales module covers the entire commercial cycle: from drafting a quote to collecting payment, including overdue invoice reminders. Each step automatically produces the SYSCOHADA entries in the VTE journal (Plan Comptable OHADA — OHADA Chart of Accounts), with no manual bookkeeping required.

The recommended workflow follows the OHADA pipeline: Quote → Customer acceptance → Convert to invoice → Validate (entry 411/70x/44310) → Payment → Account reconciliation (lettrage — account reconciliation) of 411xxx. An accepted quote becomes an invoice in under 30 seconds, with all lines carried over automatically. Sequential, non-reusable numbering (DEV-2026-000001, FAC-2026-000001) is assigned automatically to ensure compliance with SYSCOHADA revised 2019.

Issued invoices include all mandatory OHADA mentions: sequential number, seller’s NIU (tax identification number), VAT rate per line (19.25% Cameroon preconfigured), and separate HT/VAT/TTC totals. Including the buyer’s NIU is recommended for B2B transactions, as it facilitates VAT deductibility for your customer. An authenticity QR code is printed on every PDF, enabling your customer to verify the invoice at https://app.synkriaops.com/v/{token}.

Tip

The recommended workflow is: create a quote → get customer acceptance → convert to invoice (zero re-entry). The conversion takes under 30 seconds and automatically generates the VTE journal entry. Quotes have no accounting impact — only validating the invoice creates an entry in the plan.

SYSCOHADA sales pipeline

Quote DRAFT → SENT → ACCEPTED → Invoice DRAFT → VALIDATED
                                        ↓
                            VTE journal entry created
                            Debit 411xxx / Credit 70x / Credit 44310
                                        ↓
                                  Matching (lettrage) → SETTLED

Before you start

To use the Sales module, make sure that:

• An open fiscal year exists for the current year (Accounting → Fiscal years)
• At least one customer is created in Contacts → 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 → VAT)

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 in 1 click — zero re-entry, automatic VTE entry.

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.

Caution

A validated invoice generates an immutable accounting entry in the VTE 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.