Invoicing

Navigation: From an open Workorder, hover over the Done button and press the Invoice button.

Now that you have successfully created your workorder, you are now ready finalize the invoice.

Selecting a Payment Method

Hover over the Done button in the workorder, choose the Invoice button. The Payment Method window will appear with the invoice total at the top. You will also see a list of payment options available.

• Cash: If the customer is paying by cash or VISA, simply press the Pay by Cash or Pay by VISA button.
• Multiple Methods: If the customer would like to break up payments between different payment methods you may do that as well. Lets say that the invoice is $152, and they want to pay $40 in cash and the rest by VISA. You would manually enter 40 in the box by the Pay by Cash button, and then click the Pay by VISA button.
• On Account: If you selected a charge terms in the workorder, such as Net 30, you will see an option click the Pay On Account. You can even pay for part of the invoice by cash and part on account. Charging to the account an amount greater than the available credit limit will result in a warning window. If you are not a Credit Manager, you will need to have a credit manager enter their name and password.
• Terms: You can even set up custom terms on the fly by selecting the Custom Terms button located on the upper right hand side of the Payment Method window.
• Deposit: If the Customer has a deposit on the books, that amount will appear under Deposit Available, and the amount will automatically appear on the Pay by Deposit line. If for some reason the Customer does not want to use that deposit at this time, press the Clear button on that line, and press one of the other ‘Pay by’ buttons.
  

Finalizing the Invoice

Once the Still to Pay amount has reached $0.00 you can select the Cashier from the drop down box provided and then select the Done button to finalize the invoice. Copies of your invoices will appear for you to print or email. The Invoice Copies settings will allow you to automatically print up to 4 copies of the invoice, and allow you to have a copy of the invoice automatically emailed to the customer.

Correcting a Payment Type

If the wrong type of payment was taken (for instance cash instead of Visa) and needs to be corrected you can do this so long as the Daily Report has not been posted for that day.

• Enter the Sales Entry and look up the invoice # or customer
• Select the desired invoice from the list and press the yellow Select button in the middle window
• The invoice window will appear where you can change the payment method as well as a few other details if you’d like.
  

*Note: Need to backdate an invoice? Use the drop down box next to the date (located on the bottom left hand side) to select the date that this invoice should have been finalized. Even if you change the date to last month, the invoice will still be combined with today’s daily report, with last month’s date on it. However, other sales reports, and your accounting system will reflect the correct back-dated date.

More
Taking a Deposit
Negating & Copying Invoices