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.
- Enabling Invoices
- Using Invoices on the Point of Sale
- Completing an Invoice Transaction
- Invoice Reports
If you would like to use Invoices on the POS, you will have to enable this setting in the Management Console.
- Navigate to the Management Console, click your Settings tab and then click Clear Selections.
- In the search bar, type Invoice. Check the boxes next to all invoice settings that appear in the left side menu.
- 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.
Invoices can be utilized on the POS for layaways, future orders, or special order items.
Creating an Invoice
- When you open a new order, tap the Envelope icon on the bottom left corner. 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. Tap the Customers button, customer's name to attach to the invoice. Then tap Add to Order.
- 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 Payment 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.
Holding an Invoice
To hold an invoice, tap the Hold on the order screen. Depending on your inventory settings, a prompt will ask you on whether or not you would like to take your invoiced items out of inventory.
When an order is created and converted into an invoice, that order’s sales will not appear in the sales summary until the day that it is converted back into an order.If a payment is made on an invoice, it will appear on the Sales Summary in the Sales section as a Deposit, and be recorded as a liability. In the Payments section, you will see how the payment was tendered (in the sample below, in Cash).
Day of Deposit
When the Invoice is pulled up on the POS station and converted back into an order and payment is complete, the sales will appear on that day’s Sales Summary, and any payments made will display in the Payment Summary. Some notes to make:
- If a payment was made while the order was still an Invoice, that deposit will show in the Payments section under Applied Deposits.
- If a payment was made after the Invoice was converted back to an Order, those whole payments will show in the Payments section under its respective payment type tendered.
- Accountants should subtract "Applied Deposits" from "Total Payments" to determine how much liability was used in that reporting purpose.
- Make sure you have Open orders checked off in the Sales Summary to view the Deposits under Liabilities, otherwise it will not be factored in the day’s sales or payments.