> ## Documentation Index > Fetch the complete documentation index at: https://docs.filexpress.app/llms.txt > Use this file to discover all available pages before exploring further. # New Sale > How to record a sale and issue an electronic invoice The Sales module lets you record all transactions with customers, including issuing electronic tax documents (DTE), automatic tax calculation, and collections management. ## Create a sale **1. Go to Sales → New Sale** From the side menu select **Sales** and then **New Sale**. **2. Select the customer** Search for the customer by name or ID. If they don't exist, create them by clicking the **+** icon next to the selector. **3. Add products** Search for products by name, SKU, or barcode. When you select them the system automatically calculates prices and taxes. **4. Adjust the detail** Change quantities, apply line discounts or a global discount on the total. Add additional charges if applicable (freight, insurance, etc.). **5. Select the payment method** Choose **Cash** or **Credit**. If credit, indicate the term in days. Multiple payment methods can be combined. **6. Save** Click **Save**. The system transmits the electronic DTE automatically and deducts stock. ## Document types | Document | Use | | - | - | | **Final Consumer Invoice (Factura de Consumidor Final, FC)** | Sales to individuals or companies that do not require a tax credit. | | **Tax Credit Invoice (Comprobante de Crédito Fiscal, CCF)** | Sales to taxpayers registered for VAT (IVA) (requires the customer's NRC). | | **Export Invoice (Factura de Exportación, FEX)** | Sales abroad (incoterm, freight, and insurance). | | **Credit Note (Nota de Crédito, NC)** | Reduces an issued CCF (returns, discounts). It is linked to the original document. | | **Debit Note (Nota de Débito, ND)** | Increases an issued CCF. It is linked to the original document. | | **Delivery Note (Nota de Remisión, NR)** | Transfer of goods without a sale. | The available types depend on the branch's country and on the [user's permissions](https://docs.filexpress.app/en/docs/roles.md). Each branch shows only the documents of its country: | Country | Documents | | - | - | | **El Salvador** | Those in the table above (FC, CCF, FEX, NC, ND, NR). | | **Guatemala** | Invoice (`FACT`), Factura Cambiaria (`FCAM`), Nota de Abono (`NABN`), Credit Note (`NCRE`), Debit Note (`NDEB`), Nota de Envío (`NEV`), and Recibo de Anticipo (`RANT`). | | **United States** | Invoice (`INV`), Credit Memo (`CM`), and Debit Memo (`DM`). | Permissions by document type are also configured per country. See [Users](https://docs.filexpress.app/en/docs/sistema/usuarios.md#document-permissions). ## Advanced billing options The **Advanced billing options** button on the sale form adds optional information to the document. The window is organized into tabs: | Tab | Contains | | - | - | | **Document** | Invoice data (manual entry), *Register without transmitting*, and *Point of sale*. Only appears if any of those options apply to your branch. | | **Accounting** | Cost center (of the sale and per line) and income type. | | **Shipping and files** | Carbon-copy (CC) emails and additional files. Shows a counter with what has been added. | | **Additional charges** | Additional expenses of the sale, with their total. | The detail of each option: | Option | Use | | - | - | | **Carbon-copy (CC) emails** | Additional addresses that receive the DTE (PDF and JSON) in addition to the customer's email. For example, the customer's accountant or purchasing department. | | **Additional charges** | Charges added to the document (concept and amount), with their total. | | **Additional files** | Documents attached to the DTE email (PDF, Word, Excel, or images; maximum 5 MB each). For example, a purchase order or a signed quotation. | | **Income type** | Classification of the income reported in the Ministry of Finance (Hacienda) sales annexes. If not indicated, the company's default income type is used. | | **Cost center** | [Cost center](https://docs.filexpress.app/en/docs/contabilidad/centros-de-costo.md) of the sale and, in the products table, a **Cost center** per line (empty = uses the sale's). It is used for the revenue when posting. An invalid center prevents the sale from being issued. | | **Point of sale** | Only appears if the branch has more than one active [point of sale](https://docs.filexpress.app/en/docs/caja/puntos-de-venta.md). It defines the control number and the document numbering. Empty = the branch's default point of sale. | | **Invoice data (manual entry)** | Only for companies without electronic invoicing or when [registering without transmitting](#register-without-transmitting): seal, generation code, and control number of the document issued outside the system. If you leave them empty, an internal sequence (1, 2, 3…) is used that does not affect the DTE sequences. | | **Register without transmitting** | Administrators only in El Salvador, when the feature is enabled. See [Register without transmitting](#register-without-transmitting). | The sale summary also records: | Field | Use | | - | - | | **Remarks** | Text that appears on the document. | | **Delivery and receipt** | Name and document of who delivers and who receives the goods. | | **Related documents** | Original document that a credit or debit note refers to. | | **Product tags** | Per-line meta tags to classify products in reports. | Depending on the document type, additional data is requested: **reason** on the Delivery Note; **export regime** and **incoterm** on the Export Invoice. ## Document currency If the company has active foreign currencies, the form shows the **Document currency** selector with the current exchange rate, which you can replace with your own. The DTE is always issued in the country's legal currency and reports stay in the base currency. See [Multi-currency](https://docs.filexpress.app/en/docs/sistema/multi-moneda.md). ## Taxes on the sale Each product has its tax treatment configured. The system automatically calculates and itemizes: | Type | Description | | - | - | | **Taxable** | Tax applies (e.g. VAT). It is calculated on the product's price. | | **Exempt** | No tax by law. Reported in exempt sales. | | **Not Subject** | Transaction not subject to tax. Reported separately. | The summary at the bottom of the sale shows: subtotal by type, total taxes, and total to pay. The taxes applied are those of the **branch's country**: the VAT and withholdings configured for that country. Before issuing, the system validates that each tax on the document belongs to the branch's country and that its effect is correct (a tax that adds cannot be used as a withholding, and vice versa); otherwise, it rejects the document with a clear message. A fixed 13 % is no longer used in every country. ### Tax-inclusive prices The branch option **Final consumer invoice prices include tax** (in [Branch settings](https://docs.filexpress.app/en/docs/sistema/configuracion.md), *Operation* section) is **off by default**. It applies to: | Country | Document | | - | - | | El Salvador | Final Consumer Invoice (FC) | | Guatemala | Invoice (FACT) | | United States | Invoice (INV) | When it is on, in **New sale** the price column becomes **Unit price (with VAT)**: the price you enter already includes the tax and the net is calculated internally, so the **total to pay is exactly the amount entered**. For the other document types the price remains before tax. > [!NOTE] > > The point of sale (POS) does not use this option yet. ## Record a payment on a credit sale **1. Open the sale detail** Go to **Sales**, find the sale, and click it to open its detail. **2. Record payment** Click **Record payment**, enter the amount and the payment method. If the method is cash, in **Funds destination** you can choose a petty cash box (empty = general cash). Optionally indicate the collection's **Cost center** (empty = the sale's). **3. Save** The outstanding balance updates in real time. Repeat with each installment until the debt is settled. ## Save as draft The **Save as draft** button below the collection buttons saves the sale without issuing or collecting it. You pick it up again from [Sales drafts](https://docs.filexpress.app/en/docs/ventas/borradores.md). ## Register without transmitting **Administrators** of **El Salvador** branches can record a sale without signing or transmitting it to the Ministry of Finance (Hacienda), when the feature is enabled for the business. It is a switch in **Advanced billing options**, **Document** tab (*Register without transmitting* section). * The sale is recorded and the system assigns it its **own sequence number** (1, 2, 3…): it does not consume DTE numbers. * Optionally you can enter a manual **seal**, **generation code**, and **control number**. * In the sales list it is identified with the **Not transmitted** tag. > [!WARNING] > > The sale is not transmitted to Hacienda: it stays recorded without a seal until it is transmitted manually. ## Contingency mode > [!WARNING] > > If the electronic transmission service fails, the contingency button is activated. Sales are recorded locally and transmitted when the service is restored. Go to the list of sales in contingency → select them → **Process contingency**. ## Download and print From the sale detail you can: * **Download PDF** — invoice in standard format. The PDF uses the template of the **branch's country** (each country has its own designs). * **Print ticket** — sends directly to a thermal printer (ESC/POS). ## Actions on an issued sale From the sales list's actions menu: | Action | Description | | - | - | | **Download ticket** | PDF in ticket format. | | **Retry sending** | Resends the DTE to the customer's email. | | **Invalidate DTE** | Cancels the document with Hacienda. | | **Edit** / **Delete** | Only in companies that operate **without electronic invoicing**. A transmitted DTE is not edited or deleted: it is invalidated. | ### Invalidate a DTE **1. In the sales list, open the actions menu and choose Invalidate DTE** **2. Select the reason** * **Error in the information** of the document: indicate the DTE that replaces it. * **Rescind the operation** carried out. * **Other**: describe the reason. **3. Enter the name and document of who issues and who requests the cancellation** **4. Confirm** The document moves to **Invalidated** status and appears in the [Invalidations](https://docs.filexpress.app/en/docs/ventas/libros-iva.md) ledger. The invalidation is sent to Hacienda with the establishment and point-of-sale code with which the document was issued (for example `S001` and `P002`), even if the branch code was later changed or the point of sale renamed. In the sales list, below the generation code, the document's **Point of sale** is shown (for example `M001P001`). ### Invalidate in Guatemala and the United States In **Guatemala** and **United States** branches, invalidation is simple: the form asks only for the **reason for invalidation** (free text). There is no replacement document or data of who issues and requests the cancellation; that full form is specific to **El Salvador** (Hacienda). In the United States, voiding a document does not consume a sequence number or generate a new invoice. ## Guatemala ### Payment method When collecting in cash, the **Invoice (FACT)**, **Factura Cambiaria (FCAM)**, and **Recibo de Anticipo (RANT)** documents ask for the **payment method**, just like the invoice, CCF, and export in El Salvador. The collection buttons are **Credit** and **Pay now**. ### Without electronic invoicing or sale not transmitted If the company has electronic invoicing disabled, or the sale was not transmitted, there is no document certified by SAT. In that case: * The **PDF** is generated with a **local template** from the sale's saved data. * The **JSON** and **XML** also come from the saved data. The XML is a simple conversion and is **not certified** by SAT. Sales transmitted to SAT download the PDF and the certified files. ## United States United States branches issue **Invoice**, **Credit Memo**, and **Debit Memo**. The state and city of branches, customers, and suppliers are entered as **free text** (for example, Texas and Austin) instead of being chosen from a catalog, as is generally the case with countries that have no states and cities catalog loaded (today only El Salvador). That text is printed on invoices and on credit and debit notes. For the tax report see [Tax ledgers](https://docs.filexpress.app/en/docs/ventas/libros-iva.md). This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.