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Orders, invoices, payments & returns

Run commerce in LogAI: fulfil orders, sell at the counter with Point of Sale, ship parcels, build GST invoices, collect Razorpay payments and process refunds.

14 min read · Last updated 2026-10-21

Commerce is your money section, one page per subject: Orders, Payments, Invoices, Carts and Returns — each with stat cards, search, filters, CSV export and bulk actions — plus Books, which shows what you're owed, what you've collected, what you spend and what's in the bank (see Books). (Orders through Returns used to be tabs of one Accounts screen; the content is the same, the sidebar now takes you straight to each.)

Create an invoice

1. Open the wizard. On the Invoices tab, click Create Invoice. A step-by-step builder opens with a live invoice preview. (First time? The wizard checks that your organization address and tax settings (HSN codes) are configured, and links you to Settings if not.)
2. Fill the details. Title, the Customer, status (Pending to keep it as a draft, Approved to issue it), notes, and invoice date (today or earlier — future dates aren't allowed). The invoice Number is assigned when you save, from your record numbering settings; the field previews the next one. If the customer is missing address fields, a warning lists exactly what's needed with an Edit Details shortcut — the invoice can't submit until the address is complete. Dates follow your organization's Date format (under Localization on Settings → General → Organization) — in the date picker, the preview, the PDF and custom invoice templates alike.
3. Add line items. Click Add Items, then per line: product (and variant for variable products), HSN code, quantity, rate, and discount. Totals, GST tax breakdowns, and the preview recalculate live. Quantities are stock-checked — “Only N available in stock.” The chosen variant prints under the item name on the invoice (e.g. “Colour: Red / Size: M”); the template's Variant under the item switch in Invoice templates turns it off.
4. Save. Click Save All → Done. The invoice view opens with Download (A4 PDF), Print and Record payment, a Balance due panel, a Payments & credits card and a full activity log.

Invoices move stock: Every saved line immediately deducts its quantity from product/variant stock; deleting the invoice restores it. Each change is logged against the invoice in Stock History. An invoice can be edited only while it's Pending — once Approved it's locked for edits but keeps taking payments until it's Paid. An invoice with payments or credits against it can't be deleted or cancelled; remove or void those payments first.

Invoice status and balance due

An invoice's status follows its money. You choose Pending or Approved (and Cancelled); Partially paid and Paid are worked out from the payments and credits applied to it, so they can't be picked by hand.

Lists and the invoice view show the amount still due and a due chip — “Due in 3 d”, “Due today”, “12 d overdue” or “Paid 2 d ago”. With Books on, the Invoices stat cards read Outstanding, Overdue, Collected this month and Drafts. In the Invoices list, the open icon beside a customer's name always opens that customer's details, even when the invoice is linked to a lead.

Collect payments

The quickest way to record money is Settle up — from the invoice's Payments & credits card (prefilled with its balance), a customer's Money card, or Books. Enter the amount, date, method and reference, and LogAI puts it against the customer's open invoices; anything left over becomes their credit. Partial payments, advances, TDS or bank-charge deductions and one payment for several invoices are all covered in Record payments and settle up.

The invoice's Payments & credits card also lists every payment applied to it (click one for its details), offers Apply when the customer has credit available, and holds a Promise to pay date. Record payment on the invoice and Create Payment on the Payments page still work too: a Credit payment marked Paid is applied to the linked invoice (or kept as credit when there's none); Not Paid records money you're expecting; a Debit payment refunds the customer from their unused credit. Recording a payment on a Pending invoice approves it first.

Razorpay payment links: With Razorpay configured, choose type Credit, toggle Share a payment link and click Create & generate link — you get a link with one-click WhatsApp and Email sharing. When your customer pays, it's marked received and applied to the invoice automatically; anything beyond the balance stays as their credit.

The Payments list shows each payment's Method, Received date and Allocation — Applied, Partly applied, Credit (not yet applied to an invoice), Refund or Voided. Click a row to open it, remove it from an invoice, or void it if it was recorded by mistake.

Track and fulfil orders

Orders arrive from your online storefront and from the built-in Point of Sale (Create Order): add products to the ticket, pick the customer and shipping address, choose a delivery option, choose Razorpay or Cash on Delivery (Cash on Delivery is preselected for counter sales), apply a coupon, and Create Order. Products that collect extra details show their fields right on the ticket line. Create Order on a converted lead's Orders card opens the POS with that customer already selected — see Leads & customers. Order numbers come from your record numbering settings — ORD-{org}-{sequence} by default, and your organization's number is always included.

Delivery on the POS ticket

The ticket's Shipping Charges section prices delivery with the same delivery charges and live courier prices as your storefront — LogAI works the amount out on its server for this cart, address, payment method and coupon, and prices it again whenever any of them changes, so the order total always matches what a shopper would pay online.

• Pick a delivery option — Choose a shipping charge lists your active options with LogAI's price for this cart (“from ₹…” for a live courier option); options not offered in the customer's country or state are listed underneath with the reason. Custom amount… lets you type a one-off charge instead.
• Pick a courier — for a Live carrier option, the couriers that deliver to the address are listed with their price for the chosen payment method (“3 couriers · online prices” or “Cash on Delivery prices”) and delivery estimate. The cheapest is preselected and marked Best; No COD marks couriers that won't collect cash, and with Cash on Delivery selected they show “COD not available”. The courier you pick is pre-selected when you book the shipment.
• Totals — the footer shows Shipping (with the option's name and an estimated delivery line), Shipping Tax, and a COD fee or Payment fee when your payment methods charge one (none for orders marked Mark as Paid).
• Change the price for this order — Edit shipping price lets you type a different amount; it's taxed with the option's tax code and skips the option's rules. Use server price goes back to LogAI's price.
• Waive shipping fee — the customer pays nothing for delivery, but the order still ships with the selected courier. Free for customer (the switch at the top) goes further: no delivery charge and no courier shipment, for goods handed over at the counter.
• When it can't be priced — Create Order stays disabled and a chip says why: “Shipping not priced yet”, “No courier can deliver this order online.”, “Cash on Delivery is not available for this shipping option.”, or “Add a phone number to the customer” (couriers need one). If pricing fails, the message comes with a Retry button — or type a price with Edit shipping price.
• After the sale — the POS asks “Want to book a courier for it now?” with Book shipment and Done; you can always book later from the order's Shipment section.

Order lifecycle

Text alerts for orders: With SMS Alerts on, a new order — a Point of Sale order, a storefront Cash on Delivery order or a paid online order — texts your verified organization phone, and the customer gets an order-confirmed text and later an order-delivered text (Indian mobile numbers).

Each order's sidebar shows the customer, line items with full GST breakdowns (IGST/CGST/SGST), coupon discounts, the delivery charge and its tax, addresses, and payment details — plus printable receipts and shipping labels as PDFs. The Status history section lists every status change; click its header to collapse it.

Ship the order

Every order's sidebar has a Shipment section. With a courier account connected and a shipping address on the order, Create shipment opens a dialog: pick the pickup location, confirm the parcel, compare live courier rates and delivery estimates, choose a courier and click Book shipment to schedule the pickup and get the tracking number. It's offered for any order that isn't Cancelled, Failed, Delivered, RTO Delivered, Refund Initiated or Refunded, and the booking itself needs the order to be Processed, Confirmed or On hold.

• After booking the section shows the courier, tracking number, estimated delivery and pickup date, with Label and Manifest to print, a link to the courier's tracking page, and Refresh tracking to pull the latest scans.
• Statuses look after themselves — picked up moves the order to Shipped, out for delivery and delivered follow, and the delivered step creates the invoice as it always has.
• Problems have buttons — Retry booking step resumes a booking that stalled, Cancel shipment works until pickup, and Restore stock puts items back into inventory when a parcel comes back to you. Once an order has a shipment, a replacement can't be booked from the order yet — see courier shipping.
• Ships from — with more than one branch or warehouse, the order sidebar shows where its stock was taken from; change it before dispatch and the stock moves with it. An order no single location can fill waits On hold until you pick one. When that location is linked to a courier pickup address, the shipment is collected from there.

No courier account? Nothing breaks: Create shipment still shows, but the dialog can't fetch rates until a courier is connected under Store → Configuration → Shipping Providers; meanwhile you keep moving orders through Shipped → Delivered by hand exactly as before. What the *customer* pays for delivery is set separately under delivery charges.

Returns and exchanges

1. Create the return. From an eligible order (Processed through Delivered) click Create return / exchange, or use Returns → New Return. Choose Refund (money back) or Exchange (replace items — variable products can swap variants).
2. Pick the items. Set per-item quantities up to what's still returnable, add a reason, and decide whether to Restock items when they're received (on by default). The footer estimates the refund tax-inclusive.
3. Work the lifecycle. Returns move Requested → Approved → Received → Refunded or Exchanged (creates a replacement order automatically). Rejected and Cancelled are terminal. A refund issues a credit note for the returned items, uses it against anything still owed on the order's invoice, and records the refund for the rest — capped at what was actually received for the order.

Recover abandoned carts

Commerce → Carts (abandoned carts) lists storefront carts that never checked out, classified by freshness — Hot (under 1 hour), Warm (under 24 hours), Cold (older). Open a cart to see the shopper, items, totals, and coupon history, then either send an existing coupon or click Create new coupon for this lead for a personal offer. The recovery email (“You left something behind! – {your store}”) lists their items and the code.

SMTP required for recovery emails: Recovery coupons send through your organization's own email (SMTP) settings — configure them first, and make sure the lead has an email address, or nothing goes out.

Access

Each page is its own permission item: Orders, Invoices, Payments, Returns and Carts. View browses, Create adds (an order, an invoice, a payment, a return), Update changes status and edits (approving an invoice included), Delete removes, and Manage unlocks the bigger actions — collecting COD and booking, printing or cancelling shipments on Orders, refunding or exchanging a Return, and sending recovery coupons from Carts. Each level is its own switch and these actions also need the everyday level behind them (usually Update; Create to book a shipment), so give Manage alongside it. Balances, Settle up, statements, business expenses and bank matching sit under the separate Books item (see Books). Invoicing additionally requires your organization address and HSN tax settings to be configured. The xLog assistant can create orders and invoices and record payments under these same flags.

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