Invoices & Deposits

By Caresse

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Invoices are meant for businesses that would like to place an order and collect payment for a future date. For example, a bakery would use the invoicing feature for the catering orders. The bakery would create an order, turn it into an invoice, and send the invoice to a client (or print it via AirPrint). The payment will be collected at a future date (or split up into several payments). Once the order has been filled and all payment collected, the invoice is then turned into an order and closed, so that all applicable deposits appear in their respective dates.


Contents


Enabling Invoices

If you would like to use Invoices on the POS, you will have to enable this setting in the Management Console.

  1. Navigate to the Management Console, click your Settings tab and then click Clear Selections.
  2. In the search bar, type Invoice. Check the boxes next to all invoice settings that appear in the left side menu.
  3. On the right side, check Enable Invoices. You must check this setting in order to use Invoices on the POS.
    • Send Invoices Via Email: Sends invoices straight from the POS to your customers' email addresses.
    • Print Invoices From POS: You will be able to print the invoices from the POS. However, this feature is functional only if you have an AirDrop printer synced with your iPad.
    • Invoice Email Subject and Invoice Email Body: Allow you to further personalize your emailed invoices.
    • Invoice Notifications: If enabled, will send email notifications to users with the invoice message permission (manage under Employees> Role Permissions) every time an invoice is created and held. When the invoice is closed, a notification will be sent to the creator of the invoice.
    • By Default, Invoices Put Products on Layaway: If enabled, all products that are added to an invoice will be pulled from inventory as soon as the invoice is saved. If the invoice is voided, the items will be put back in inventory.
  4. Click Save to ensure all changes are saved:


Using Invoices

Invoices can be utilized on the POS for layaways, future orders, or special order items.

Creating an Invoice

  1. When you open a new order, tap the Invoice icon from the quick action icons in the bottom left of the order screen. This button converts an order to an invoice. You can tap this button at any time while creating your order. Note that this button must be tapped before the order is saved or held. Once an order is saved, you can no longer convert it to an invoice. When an invoice is created, you will see No Customer in red at the top of the order. It is not required to attach a customer to an invoice, but it is a recommended best practice:

  2. Tap the Customers icon and then the customer's name to attach to the invoice:



    • Sending an Invoice: To send an invoice receipt to your customer, tap Send Inv. Depending on your settings, you can choose Print or Email.
    • Accepting a Deposit: If you are taking a partial payment on the invoice, tap the Pay button. Then enter the amount tendered and the payment method. Tap Hold Inv. on the left side to close the invoice.
    • Fully Closing an Invoice: Tap the Payment button, then select the payment method. When the POS has registered that the invoice has been paid in full, a notification will appear stating: This invoice is fully paid. Convert it to an order? If the invoice has been completed and the customer has received the goods, tap Yes to completely close the invoice. If the invoice has not been completed, tap No to keep the invoice as outstanding.

Whenever you are ready to open a held invoice, tap the Orders button on the top of the POS screen and then tap Outstanding Invoices. You will see a list of all currently open invoices complete with the Invoice #, Customer Name, Date Opened, Employee Name, and Invoice Total. Tap an invoice to reopen it:

 

Check out our Invoice Reports article to learn how to manage your invoices!

 

Example of an invoice: 

invoice.png



 



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