Invoices allow you to accept an order right away for payment at a later date. meant for placing an order and collecting payment at a future date. For example, a bakery can create a catering order, and instead of taking cash at the time of the order, create an invoice and send it to the customer. Payment can be processed all at once at a future date, or accepted in multiple installments. Once the invoice is paid, it can be turned into an order.
- Enabling Invoices
- Creating an Invoice
- Closing an Invoice
- Opening a Held Invoice
- Catering Specific Deposits
Before you can use invoices on the Point of Sale, you’ll need to enable them in the Management Console ([yoursubdomain].revelup.com)
- Go to the Settings tab.
- Click Clear Selections.
- In the search bar, type Invoice. Check the boxes for all invoice settings.
- On the right side, check Enable Invoices. You must check this setting in order to use Invoices on the POS.
- Other invoice settings:
- Automatically Turn Invoices into Orders on their Due Date: On its due date, an invoice will become an order automatically.
- Prompt for Due Date: Prompts you to include a due date when you create an invoice.
- Select Default Order Type: New orders can be created as orders or invoices by default.
- 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. This feature is functional only if you have an AirDrop printer synced with your iPad.
- Invoice Email Subject and Invoice Email Body: allows 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.
- Future Orders Shall Be Created as Invoices: Orders with a due date of a specified number of days in the future will automatially be created as invoices.
Creating an Invoice
- When you open a new order, tap the Invoice icon from the quick action icons in the bottom left of the order screen. You can tap this button at any time while creating your order, but once the order has been saved or held it can’t be converted.
- The words No Customer will appear in red at the top left of the order. You are not required to add a customer to your invoice, but it’s highly recommended that you do. To add a customer, tap the customer icon and choose a customer.
- 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.
- To send an invoice receipt to your customer, Tap Send Inv. Depending on your settings, you can choose Print or Email.
Closing an Invoice
- Tap the Pay button, then select the payment method.
- When the Point of Sale has registered that the invoice has been paid in full, a notification will appear stating: This the invoice has been fully paid. Convert it to an order?
- If the invoice has been completed and the customer has received the products, tap Yes to completely close the invoice. If the invoice has not been completed, tap No to keep the invoice as outstanding.
- If the invoice uses the Future Orders shall be created as invoices or Automatically Turn Invoices into Orders on their Due Date options, you will not need to convert it to an order. It will be converted to an order automatically on its due date.
Note About Invoice Receipt Printing:
When a payment is made towards an invoice, a receipt will print automatically only for that specific payment. To print a receipt showing all payments, open the invoice and use the “Print Guest Check” button.
Opening 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.
Catering Specific Deposits
For catering orders, the catering delivery date will always remain the same. However, depending on the reporting format the overall payment summary will only reflect either the date on which the order was created, closed, or the date on which the final payment was received.
For more information on catering please visit Catering Delivery.