Delivered Submodules & Capabilities
In depth breakdown of the 11 native components forming the Sales & Accounts Receivable workspace:
Customers
Centralized directory of customer accounts with verified statutory tax identifiers (IRD Taxpayer Identification Number, Business Registration number, and VAT registration certificate). Configures distinct payment terms, credit limits, multi currency default billing rules, and multiple delivery addresses.
- ✓Automated IRD TIN and Business Registration (BR) validation
- ✓Credit limit enforcement with hard stop transaction controls
- ✓multi currency billing profiles with automatic exchange rate conversion
- ✓Contact person hierarchy and statement delivery preferences
Quotes
presales price estimates and commercial proposals with customizable validity periods, itemized tax previews, and multi currency quoting. Customers can accept estimates online via the client portal, triggering instant conversion into sales orders or invoices.
- ✓One click conversion to Sales Order or IRD Tax Invoice
- ✓Configurable expiry dates with automated reminder notifications
- ✓Client portal online viewing and digital acceptance
- ✓Version history and quote revision audit trails
Sales orders
Formal commercial commitments bridging sales agreements with warehouse fulfillment. Confirmed orders automatically reserve physical stock in designated warehouses to prevent stockouts and generate warehouse dispatch pick lists.
- ✓Automatic physical inventory allocation and reservation
- ✓Partial fulfillment and back order tracking across deliveries
- ✓Warehouse pick list and dispatch schedule generation
- ✓Prepayment matching against order commitments
Invoices
Legally binding Sri Lankan Tax Invoices compliant with Section 20 of VAT Act No. 14 of 2002. Enforces non resettable sequential numbering, automatic amount in words conversion in English, and itemized 18% VAT and 2.5% SSCL calculations, posting atomic journal entries directly to the general ledger.
- ✓Statutory eight field IRD compliance with non resettable serials
- ✓Automatic amount in words conversion in English for legal validity
- ✓Atomic double entry postings (DR Accounts Receivable, CR Revenue, CR VAT/SSCL)
- ✓Direct RAMIS electronic invoice integration and QR code verification
Payments received
Captures inbound settlements across bank transfers, cash, credit cards, and local cheques. Supports multi invoice allocation, partial settlements, settlement discounts, and automated credit note application, instantly updating customer running balances.
- ✓multi invoice settlement with automated FIFO matching
- ✓Post dated cheque (PDC) recording and maturation tracking
- ✓Instant customer payment receipt PDF generation
- ✓Automated discount journal creation on early settlements
Recurring invoices
Automates recurring billing schedules on daily, weekly, monthly, quarterly, or annual intervals. Automatically generates compliant IRD tax invoices on scheduled dates, issues PDF copies to billing contacts, and logs every execution.
- ✓Custom recurrence schedules with start and end conditions
- ✓Automated email dispatch of generated invoices with payment links
- ✓Smart prorated billing for mid cycle customer onboarding
- ✓Batch generation audit logs with failure notifications
Credit notes
Handles sales returns, billing discrepancies, and post sale rebates. Automatically reverses revenue and tax postings (DR Sales Returns, DR VAT Output Liability, CR Accounts Receivable) with full audit traceability to the original tax invoice.
- ✓Statutory VAT and SSCL reversal compliance
- ✓Original invoice linkage and partial item returns
- ✓Warehouse restock integration with inventory adjustments
- ✓Refund payout or credit balance allocation to open invoices
Delivery notes
Generates warehouse dispatch notes and transport gate passes. Confirms physical inventory departure, updates warehouse bin balances, and provides proof of delivery tracking before final tax invoicing.
- ✓Warehouse dispatch gate pass and packing slip printing
- ✓Batch number and serial number assignment at dispatch
- ✓Partial delivery tracking against open sales orders
- ✓Customer delivery signature and acknowledgment recording
Statements
Comprehensive running ledger statements showing opening balances, invoiced charges, payment receipts, credit notes, and running balance due. Supports custom date ranges and One click batch emailing to clients.
- ✓Chronological statement generation with running balance ledgers
- ✓Aged debt categorization (Current, 30, 60, 90, 90+ days)
- ✓Batch PDF statement distribution via email
- ✓Integrated online payment link embedding
Salespersons
Assigns sales representatives to customer accounts and specific transaction lines. Computes tiered sales commissions based on invoiced sales or collected cash receipts, providing transparent audit reports.
- ✓Sales representative attribution per invoice or line item
- ✓Commission calculations on invoiced revenue or collected cash
- ✓Performance tracking against monthly sales quotas
- ✓Commission expense accrual journal automation
Analytics
Interactive revenue intelligence tracking Days Sales Outstanding (DSO), monthly recurring revenue (MRR), product sales velocity, and customer concentration risks with drill downs to source invoices.
- ✓Days Sales Outstanding (DSO) trend and collection efficiency
- ✓Top customer revenue concentration analysis
- ✓Product category and SKU profit margin reporting
- ✓Real time revenue projections based on confirmed orders
Core Capabilities & Accounting Logic
Statutory eight field IRD Tax Invoices
Meets every legal requirement of the Sri Lanka Inland Revenue Department and RAMIS portal specifications.
- Sequential non resettable serial number generation
- Customer TIN, Business Registration (BR), and VAT registration checks
- Amount in words conversion in English for legal compliance
order to cash Workflow Automation
Convert quotes into sales orders, reserve stock in designated warehouses, and generate tax invoices upon delivery.
- Zero duplicate data entry between commercial steps
- Automated escalating email reminders on overdue invoices
- Prepayments and advance deposits matching against final invoices
Sri Lanka Statutory & Accounting Standards
Enforces 8 statutory tax invoice fields and output VAT netting.
Computes 2.5% turnover levy on eligible supplies.
Standard Reports Generated
| Report Name | Frequency | Description |
|---|---|---|
| Aged Receivables Detail | Real time | Outstanding customer debt categorized by 30, 60, 90, and 90+ days. |
| Customer Statement of Account | On demand | Complete ledger history of invoices, receipts, and running balance. |
| Monthly Sales Tax Register | Monthly | Itemized sales turnover, exempt revenue, and output VAT collected. |
Legal Requirements for Sri Lankan Tax Invoices
Under Section 20 of the Value Added Tax Act, a registered person making a taxable supply is legally required to issue an official Tax Invoice to any recipient who is also registered for VAT.
SyncBooks generates fully compliant invoices containing the supplier's registered name, address, and VAT registration number, recipient credentials, serial number, and explicit item by item tax breakdowns. non registered buyers automatically receive standard commercial invoices without statutory VAT claiming headers.
Always verify that your customer's registered business name matches their IRD TIN certificate to prevent rejected input VAT claims.
Accelerating Receivables & Eliminating Bad Debt
In the Sri Lankan high interest commercial environment, delayed customer payments directly erode operating cash flow. SyncBooks solves this through scheduled dunning ladders.
Automated payment reminders can be dispatched at invoice due date, +7 days, +14 days, and +30 days, complete with digital PDF statements. When a payment receipt is logged, the reminder schedule ceases automatically.
Frequently Asked Questions
Does SyncBooks support the new IRD tax invoice format?↓
Yes. SyncBooks Tax Invoices strictly comply with all IRD criteria, including verified customer TIN, serial numbers, amount in words, and explicit 18% VAT and 2.5% SSCL splits.
Can I generate recurring invoices for subscription clients?↓
Yes. You can schedule daily, monthly, or annual recurring invoices that automatically generate and email PDF invoices to clients on the designated dates.