The invoice screen is used to view existing invoices, remove or add new items to an invoice, and to create new invoices and add items during a sales process. Invoices can be created based on sales Orders, or ad hoc.
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Edit an existing invoice
Use this process if you need to edit an existing invoice.
Use search to find the invoice, tap edit on the invoice:
To change a price: tap the price and enter a new price. This will save a note in InvoiceItem.Notes that the price was changed.
To add labor, freight, or service charges: Tap the labor icon above the Invoice Items.
If the inventory record contains a mistake: You need to remove the inventory from the invoice by tapping the - icon, then go to Inventory and search for it, edit it, then add back to the invoice (Inventory > "Invoice" search for the invoice, Select Inventory From List icon, Finish Sale, OK & send alerts).
Invoices
Use the Inventory screen to sell inventory on a new invoice, and to view and edit existing invoices.
Tap + to add Invoice, or tap customer name to add inventory to an existing invoice.
If you want to fill a customer order don't create an invoice here, go to the Inventory screen and select the Order button and follow that process to make a sale against an existing order. This process will ensure the inventory you sell has prices from the original sales Order.
FINISHED INVOICES: An Invoice can be Finished so it will be hidden from sales screens. Set Finished to ON to hide this invoice (use Invoice filters at top left of the screen to show Finished invoices).
REMOVE INVENTORY FROM INVOICE: Expand an existing invoice to see its invoice items, and use the - icon to remove an item from an invoice (it will now be available for sale on other invoices), or tap the price to edit it if the price was wrong.
CHANGE INVENTORY ON AN INVOICE:If there is a problem with something on an invoice, you need to remove the inventory from the invoice before you can edit it. If the order has been changed by the customer, you can update the order and activate the order (click "Finished" to OFF on the Order screen).
- From the Invoice screen search for your Invoice and expand it to see invoice items2. Use - icon to remove inventory or whole pallets from this invoice3. You can now Finish the invoice if you just wanted to remove the inventory (the inventory is returned to stock and can be put onto another invoice) OR you can use Inventory screen to edit or change the inventory (split it into two, or change the items on the pallet change quantity, grade, type etc), modify the original order if necessary, then put the required inventory onto the invoice (tap the Customer name to add inventory to an invoice) and Finish it. Note that updating an order does not update the inventory on associated invoice.
CREDIT / DEBIT:
Add a credit or debit for an item you can describe, it will be deducted/added to next invoice (or invoices if the balance isn't reached).
For example, if you need to refund a customer for pallet of fresh produce, add that value as a Credit.
If you forgot to add a freight charge to an invoice that's already paid, add that value as a Debit.
- Edit an invoice
- Tap the Credit / Debit icon at top right
- Add the Credit / Debit.
The next invoice(es) for this customer will contain the Credit / Debit automatically. Note if you delete the invoice the Credit / Debit will be lost and you must recreate it.
SEND DATA TO YOUR FINANCE APP:Tap the Finance icon at top right to send data to Xero, Sage, Quickbooks, Sassant etc. If you wish to integrate in the cloud go to the Company screen, edit the company that will send data, and enable a connection with your finance app.
INVOICE SCREEN FIELDS:Deliver to: This is the company (and address) the goods will be delivered to. Tap to enter a new customer company.
Customer reference: This is the reference from your customer, usually it would be their purchase order number. Bill to: This is the company that will pay for the goods. This can be different than the Deliver to company, for example, if you send goods to five Walmart warehouses, but send your invoices to head office, enter Walmart Head Office as a company, and then the five warehouses as separate companies (select Walmart Head Office as the "Parent company" on each of the warehouse companies). Transport: The company that will deliver the goods. Select "Transport" to ON on your company if you do your own deliveries. Tap to enter a new transport company. Transport reference: This is usually the reference provided by the transport company. Delivery instruction: Any notes entered here will show to shipping teams. Dispatch date: Date goods leave your warehouse. Delivery date: Date goods are delivered to customer. Currency: Currency of this invoice. Tap to add and edit your currency list. Sales employee: Sales person responsible for this invoice.
SEND INVOICES TO CUSTOMER
On the Company record, turn on "Send invoice". The first found invoice format will be sent.
SEND BOL TO CUSTOMER
On the Company record, turn on "Send invoice". The first found BOL format will be sent.
SEND ALL BOL/INVOICE TO SOMEONE IN YOUR COMPANY
Settings > Admin > "Alerts": Setting 14 and 12. Insert email addresses separated by comma into RICH TEXT field.
SEND INVOICES OR BOL FOR SELECTED CUSTOMERS
Company UDF field "Email invoice" should contain the name of the Invoice/BOL document to send. Company UDF "Email recipients" should contain emails separated by a comma. IMPORTANT! EVERY invoice issued to this customer will now trigger an email to the recipient. You may need to add the User Defined Fields on Company from Settings > Admin > User Defined > Company, or ask your consultant.
DELIVERY CONFIRMATION
If you use this feature, you will need to set the Company Customer UDF.Name = "Delivery terms" for EACH customer, OR set it once on your main company record.
You will also need to configure Invoice UDF.Name = "Delivery condition" with multiple options that the customer will select during the delivery confirmation.