Invoices & Deposits
Invoices are meant for businesses that would like to place an order for a customer for a future date without having those sales appear the day it was created. For example, a bakery would use the invoicing feature for the catering portion of their business. The bakery would create an order, turn it into an invoice, and send the invoice to a client (or print it via AirPrint) as a promise that the order will be filled, and 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, and all applied deposits along with the sale appear the date that the order is finally closed.
To enable Invoicing on your system, log into your management console and click on Settings > Settings (Advanced) > Advanced POS Settings, and check the setting for Enable Invoices. Checking the box will populate additional options. Please adjust those additional options accordingly.
Note that when you are creating an Invoice, you have two options for sending them to your clients:
- Print – This will print a 8”x11” invoice to an AirPrint-compatible printer. To enable this feature, check the box for Print Invoices from POS. For a list of AirPrint-compatible printers, click here.
- Email – This will send the invoice in PDF format to your customer’s email address (this address may be edited to send to a different address on the spot). To enable this feature, check the box for Send Invoices via email. (A sample PDF invoice is available under Downloadable PDFs)
Once all settings have been configured, scroll down and hit Save. Make sure to refresh your POS stations for the changes to take effect.
Once Invoices have been enabled, it will appear on your POS order screen as an envelope button. To turn an order into an invoice, press the envelope button. Having done this, the verbiage on the order screen will turn from Order to Invoice. Now, just add the desired products onto the order.
Order as an Invoice
Note that the No Customer warning appears next to the Invoice number. In most cases, clients taking a catering order or an order necessitating an invoice would need to associate a customer with the order for tracking delivery and contact information. To do so, either tap on the Customers tab, select a Customer, and tap To Order, or tap on the No Customer warning to populate the Invoice’s Details, and tap Attach a Customer to link a customer to the order. Note: You can attach a customer to the order first prior to converting it to an invoice.
Once the order has been created, turned into an invoice, and associated a customer with the order, you have three options available to you. These options can be done in any order:
- Hold an Invoice
- Send an Invoice
- Accept a Deposit
To hold the invoice, simply tap on the Hold Invoice button. This will place the invoice in a held status. You can bring up the invoice anytime on the POS by tapping on Orders and Outstanding Invoices, or in the backend by clicking on Reports > Other Reports > Invoices. Note: If you want to accept a deposit for a particular invoice, it has to be done on the POS.
Bringing up an Invoice: Outstanding Invoices
To send the invoice, simply tap on the Send Invoice button. Depending on the settings you enabled under Setup, you will have the options of Print or Email.
Sending an Invoice
Print – A window will pop up prompting you to select your printer. Make sure that your Air-Print compatible printer is correctly connected to the iPad. Once selected, tap Print.
Email – If a customer is already linked to the order, and an email is already associated with the customer, the system will automatically populate that email and ask the employee to confirm that email. If the employee wants to send the invoice to a different email address, they can press Clear and re-enter an email of their choice.
To accept a deposit, hit Pay on the order screen, and enter the amount to be tendered as a deposit. When the amount has been entered, hit the button for the appropriate payment type. Instead of hitting Done, tap on the Hold Invoice button to move onto the next order.
To see how Deposits are handled and reported on the Sales Summary Report, please see Reporting.
Partial and any other payments made on the invoice while it is still an Invoice will be recorded as Deposits in your Sales Summary. If a final payment is to be made, the invoice needs to be converted back into an order, and then the employee can complete payment
To convert an Invoice back into an Order, tap on Orders > Outstanding Invoices on the POS. Select the Invoice you would like to complete payment on.
Once the Invoice is on the screen, tap on the Invoice button (envelope button) again (it will have an X on the corner of the envelope). A confirmation window will appear with the message “This will create an order from the invoice. Are you sure?” Tap Yes.
Converting an Invoice into an Order
Once it is an Order, hit the Pay button, and complete the transaction as usual.
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.