2.1Invoicing
Invoicing is where you will enter items and process a sale. Once the invoice is processed, the item(s) is taken out of inventory. There are two sets of instructions for invoicing. The first explains the different fields and features located on the invoice card, and the second is the different functions that take place in an invoice.
Functions
These sections will go through the different invoicing functions you may use on a daily basis. All of these functions can be performed in all three invoices. All the examples will be done in the Retail Invoice but it will be noted if there is anything differing in the other invoices. If you need to know what certain fields mean on a specific invoice card, see Features.
Posting A Sale
This document will explain the process of quickly making a sale in POSIM with the Retail Invoice. The process is very similar for the other invoice views. Listed below are the steps for this process.
1
Open the Navigator and go to SALES > INVOICING > Open Invoice.
2
Add the items to the invoice the customer is purchasing.
Figure 2-1Post 1
Use the SKU box to Scan or Type the product SKU. You can also use this box as an Item Description wildcard search. This means that if you type in 'red', for example, POSIM would bring up a list of items in your database that have the word 'red' anywhere in the description. If there is only one match it will add the one item match to the invoice.
3
As you add items to the invoice POSIM will automatically calculate the Tax and Grand total.
Figure 2-2Post 2
4
Select the customers method of payment with the buttons on the bottom right of the invoice.
Figure 2-3Post 3
NOTE: |
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You can press the arrows on the left or right to access the additional payment method. You can also customize the order of these payment methods in General Preferences. |
5
Type the amount the customer is actual paying on the pop-up screen which will show when you chose the Payment Method.
Figure 2-4Post 4
NOTE: |
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If the customer is paying with multiple payment methods you will choose their first payment method and type the amount they are paying. When you click OK POSIM will ask for an additional payment method. |
6
Press OK and the invoice will Post. If there is change due you will see a yellow box display on the next invoice with the change due amount.
Figure 2-5Post 5
Resume Existing Invoice
When a customer is added to an invoice, the system will automatically search to see if there are any existing open invoices for the customer. This feature is turned on by default, however it can be disabled by going to General Preferences > Invoice > Misc and unchecking the box “Prompt for Existing Invoice.”
Figure 2-6Screen Shot 2016-09-20 at 11.22.46 AM
1
When a customer who already has one or more existing open invoices is added to a new invoice, a message will appear to the sales clerk indicating the number of open invoices that exists for this customer. The sales clerk will choose whether to Continue New or Resume Existing.
Figure 2-7Screen Shot 2016-09-20 at 11.25.47 AM
2
Selecting Continue New will continue adding the customer to the new invoice.
3
Selecting Resume Existing will automatically open the existing invoice if only one open invoice is found.
If more than one open invoice is found, when Resume Existing is selected, the advanced search window will appear. Select the invoice to resume by highlighting the line and pressing OK or double clicking the line.
Figure 2-8Screen Shot 2016-09-20 at 11.29.04 AM
Figure 2-9Screen Shot 2016-09-20 at 11.31.09 AM
Completing a Return
Duplicating a Closed Invoice
There may be a time that you need to recreate an Open Invoice with the exact same information that is located on a Closed Invoice. Through the tool bar, you are able to duplicate a Closed Invoice and create a new Open Invoice.
1
Find the Closed Invoice that you need duplicated.
2
On the Closed Invoice, hover your mouse over the tool bar. The tool bar will open and you will see the option, Duplicate. Select this button.
Figure 2-10Post 6
3
A new Open Invoice will open with all the same information but the Invoice Date will be the date that the Closed Invoice was duplicated.
Figure 2-11Post 7
4
If you are returning some or all the items you would change the transaction type to 'Return' for the items you are returning.
Voiding a Closed Invoice
There may be times when you need to void an invoice. This is possible if you are voiding an invoice on the same day as it was posted. If the invoice was posted on a previous day and needs to be reversed, you will need to treat it as a return.
1
Open the Closed Invoice. Go to the tool bar and select the Void button.
Figure 2-12Post 8
2
When the button is selected, a window will open warning you that by voiding the invoice, all totals will reduce to zero. Select Yes to continue.
Figure 2-13Post 9
3
The totals will change to zero and VOID will be shown across the invoice.
Figure 2-14Post 10
4
At this time, if you need to return money to the customer, do so. If the customer paid with a credit card and you use POSIM Charge, the charge will automatically be reversed.
Selling and Redeeming Gift Cards
Gift Cards
The Gift Cards tab helps you set up your gift cards and the way they will be used in your database.
Figure 2-15Post 11
1
First decide if you are going to use gift cards. If you are not, you can go on to the next tab and ignore this screen. If you are using gift cards, check the Use Gift Cards check-box.
Figure 2-16Post 12
2
As soon as the box is checked, the rest of the screen will be opened up for you to use.
3
First select if you are a single-store user or a multi-store user.
4
If you are a multi-store user, enter in the Gift Card Store ID. This makes it possible for your customers to purchase a gift card at one store, and use it at another.
Figure 2-17Post 13
5
Next decide if you want the gift card balance printed on the invoice or receipt. If yes, check the Print Balance on Invoice/Receipt button.
Figure 2-18Post 14
6
If you have bought and are using Gift Cards purchased through POSIM, you have the option to use the Gift Card Fraud Protection. When you buy your gift cards through us, we put a twenty digit code on the cards. When the code is scanned, it is run through an arithmetic process which pulls up a serial number. If the serial number matches POSIM’s system, it will go through. If the serial number does not match POSIM then the card is deemed unacceptable.
Creating Gift Card IDs
In order to sell gift cards, information must be entered into the Gift Card table stating what type of gift cards are going to be sold. There are two options of gift cards. One is to have a pre-set amount on the gift card; another is to have the clerk enter the amount of the gift card at the time of purchase.
1
Click into the first cell of the table in the Gift Card tab of General Preferences.
2
Enter a Gift Card Scan ID in the first column of the table. This will be the value entered in an Open Invoice to sell a gift card.
Figure 2-19Post 15
3
Enter the description. This is what will show in the description field on the invoice when the gift card is sold. It will describe in more detail the type of gift card that you are creating.
Figure 2-20Post 16
4
Next enter the amount that is to be associated with that Gift Card Scan ID. If it is left blank, the Clerk will need to enter an amount at the time of purchase. If you enter an amount, it will be automatically entered into the Invoice when the scan ID is entered.
Figure 2-21Post 17
5
You can enter as many gift cards as you need in this table.
Figure 2-22Post 18
Selling Gift Cards
Selling Gift Cards takes place in an Open Invoice.
1
Enter the customer information required for the Invoice. Next enter the Gift Card Scan ID in the SKU field. This is the Scan ID assigned to the gift card in General Preferences.
Figure 2-23Post 19
2
A window will open asking for the Gift Card Number. Enter the Gift Card Number by swiping the gift card in a magstripe reader, by scanning the card with a scanner, or by typing the number manually. This will be the number located on the back of the gift card. Select OK when you are finished.
Figure 2-24Post 20
3
If the gift card does not have a pre-set amount assigned to the gift card, another window will open asking for the amount. Enter the amount that will go on the card and select OK. If the gift card does have a pre-set amount, it will automatically be entered into the invoice.
Figure 2-25Post 21
4
After the gift card information has been entered, the transaction type will be changed to gift card.
Figure 2-26Post 22
5
Complete the sale by posting the Invoice, collecting payment, and give the customer the gift card.
Redeeming Gift Cards
When a customer wants to pay for a purchase with a gift card, you will need to create new Open Invoice.
1
First enter the items to be purchased. Next you will post the invoice. You can do this by selecting the Gift Card method of payment button at the bottom of the screen, using the quick key F12 to open the method of payment window, or by using the quick key F6 to post using a gift card.
Figure 2-27Post 23
2
If you are using the method of payment window, select the Gift Card button.
Figure 2-28Post 24
3
Enter the amount that you are paying with the gift card. Enter the amount and select OK.
Figure 2-29Post 25
4
A window will open asking for the Gift Card Number. Enter the number and the balance will appear, as well as the amount that is going to be charged to the card. If the information is correct, select OK to close the window.
Figure 2-30Post 26
5
The amount applied will appear in the Payment Screen. Post the Invoice.
Giving Credit on a Gift Card
Depending on company policy, one option for customers returning items is to give them store credit on a gift card.
1
Create an Open Invoice and enter the customer and item information. Make sure when returning an item, the quantity number is negative and the transaction type is Return. Post the Open Invoice by selecting the Gift Card button at the bottom of the screen or by using the quick keys.
Figure 2-31Post 23
2
A window will open asking for the Gift Card number. Enter the number of the gift card that you will be giving to the customer with the credit on it. After the Gift Card number has been entered, the balance will show as well as the amount being charged on the card. In the case of putting credit on the card, the amount charged will be negative.
Figure 2-32Post 28
NOTE: |
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If the Gift Card is a new card, the balance will be zero. |
3
If the information is correct, select OK. Post the invoice and the amount will be credited to the gift card.
Adding to a Gift Card Balance
In addition to buying and redeeming Gift Cards, your customers can keep the same gift card but continue adding to the balance. Adding to the balance will take place in an Open Invoice.
1
You will enter the Gift Card Scan ID in the invoice. This will change the transaction type to Gift Card, and open a window asking for the Gift Card number.
Figure 2-33Post 29
2
Enter the Gift Card number and select OK.
3
A window will open telling you the gift card has already been sold, and asks if you want to add credit to it. Select OK.
Figure 2-34Post 30
4
Another window will open asking for the amount you want to add to the gift card. Enter the amount and select OK.
Figure 2-35Post 31
5
Post the Invoice and the amount will be added to the gift card.
Checking the Gift Card Balance
There are two ways to check the balance on a gift card.
1. Run the Gift Card Report
2. Use the Gift Card Balance Window
Run the Gift Card Report
The Gift Card Report can be sorted by Gift Card Number or Gift Card Balance. The report allows you to view the activity on all the cards that fit the criteria.
Use the Gift Card Balance Window
To use the Gift Card Balance window, go to the Navigator, Sales, Customers, and open Gift Card Balance.
This window is very simple to use. You will need to enter the Gift Card number in the first column, and select the Enter key. The balance remaining on that card will show in the Balance column.
Figure 2-36Post 32
Selling a Serialized Item
1
Create an Open Invoice, add Customer Information if needed.
2
Enter the Serialized Item onto the Invoice.
3
Once the Serialized Item has been entered on the invoice a box will popup asking for the Serial Number. You can manually type in the Serial Number or select the Serial Number from the available Serial Numbers in the list.
4
Continue to process the invoice as usual.
Return to Vendor
When a customer returns an item that cannot be returned to the shelf because of damage or faulty product, it can be returned to the vendor. An Invoice will need to be created and the transaction type, Return to Vendor must be selected. The item will be counted On Hand, but the Available number will reflect the items being returned. You will then Post and Receive the Purchase Order and the item will be taken out of inventory and ready to be sent back to the Vendor.
Creating an Invoice
1
When a customer returns an item, create an Open Invoice.
2
When entering an item make sure the transaction type is Rtrn to Vendor and the quantity is negative.
Figure 2-37Post 33
3
When the transaction type is changed to Rtrn to Vendor, a window will open asking for the reason the item is being returned. Enter the reason and select OK.
Figure 2-38Post 34
4
Post the Invoice and return any money that is owed to the customer.
5
Place the item aside to be sent back to the vendor.
6
Once the item has been returned, the Item Card will show the On Hand number as if the item(s) was returned to inventory, but the Available quantity will take into account the item(s) being returned to the vendor. Once the purchase order has been posted and received, the On Hand number will subtract the item(s) and it will match the Available number.
Figure 2-39Post 35
7
If you select the Available Link, you will see the item(s) as returned to vendor.
Figure 2-40Post 36
The Pending Returns Window
After the Invoice has been posted, the item is added to the Pending Returns Window. To access this window, go to the Navigator, select Inventory, Purchasing, and open Return to Vendor.
1
The Pending Returns Window will open and the item will be listed.
Figure 2-41Screen shot 2013-12-11 at 3.17.19 PM
2
If the item is ready to be sent back to the Vendor, mark the check box next in the item line and select Post and Receive Purchase Orders.
Figure 2-42Screen shot 2013-12-11 at 3.18.58 PM
NOTE: |
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If there are multiple items from the same vendor in the Pending Returns Window, one Purchase Order will be created with all the items. |
3
A Purchase Order will be created, posted, and received. The Closed Receiving Log will appear for you to print.
Figure 2-43Screen shot 2013-12-11 at 4.07.13 PM
4
Once the item has been received, the Item Card On Hand number will show the same number as the Available quantity.
Making a Payment Through the Open Invoice
You are able to make a payment on account by changing the transaction type in the Open Invoice.
1
Enter the customer making the payment into the customer field.
2
You will be able to see the customer’s available credit on the right side of the invoice. If the customer owes money, the credit will be negative.
Figure 2-44Post 37
3
Change the transaction type to Paymt/Acct.
Figure 2-45Post 38
4
A window will open asking for the payment amount. Enter the dollar amount and select OK.
Figure 2-46Post 39
5
The amount they owe on account will be automatically entered in the invoice line.
Figure 2-47Post 40
6
If the customer has other items to purchase, enter those in the invoice. Once the invoice is complete, post the invoice using the Post button or quick keys.
7
To see the payment go to the Customer Card or Accounts Receivable Open Batch.
Figure 2-48Post 41
Special Orders
Special Orders easily allows you to create, track, and fill all special orders made by a customer. You have the ability to collect deposits, auto-order items, and allocate items to specific special orders.
Creating a Special Order
Special Orders are used to sell items to a customer that you do not currently have in stock. This will allow you to take a deposit and then order / receive the product from your Vendor.
Special Orders are created in the Open Invoice
1
Go to the Navigator, open Sales, Invoice and select Open Invoice.
2
Enter the customer and item information. You can include items you have in stock and items that you must special order on the same invoice.
Figure 2-49Post 42
3
Change the transaction type for special order items to Spec. Ord. When the transaction type is changed, the quantity in the Shipped field will move to the Remaining field.
Figure 2-50Post 43
NOTE: |
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If you enter an item under the Sales transaction type but there is an insufficient quantity on hand for sale, a window will open giving you the option to keep the item as a sale, or change it to a special order. The window will also tell you how many are available on hand. If you want to sale the amount on hand and special order the rest, leave the number in the shipped line and select enter. If you do not want to use the on hand items and want the entire order special ordered, replace the number in the shipped line with zero. |
4
When the transaction type is changed to special order, a deposit will appear in the deposit field. The deposit percentage is set in General Preferences.
Figure 2-51Post 44
5
If the customer would like to pay more than the required deposit, select the Required Deposit Link and it will open the deposit detail.
Figure 2-52Post 45
6
This window will show you the item, description, price, the deposit percentage, and the deposit amount. To add to the required deposit, enter the dollar amount into the Additional Deposit Line, and the total deposit will reflect the added amount. Select OK when you are finished.
Figure 2-53Post 46
7
Post the invoice when it is complete.
8
After the payment is collected, the invoice will be moved to Working Invoices.
Figure 2-54Post 47
Auto Ordering Special Orders
After a Special Order Invoice has been posted, go to the Navigator, select Inventory, Purchasing, and open Auto-Order Special Orders.
1
When the window opens, you will see the quantity of items that have not been ordered that need to be ordered for Special Orders.
Figure 2-55Post 48
2
To see a list of items being special ordered, select the Details button.
Figure 2-56Post 49
3
The window that opens will have a list of all the items being special ordered. When you are done viewing the window, select OK.
Figure 2-57Post 50
4
To Auto-Order and create a Purchase Order for your special ordered items, select the Auto-Order Button. The newly created purchase order will be listed in the window. If there are multiple items from different vendors, individual purchase order will be made for each vendor.
Figure 2-58Post 51
Figure 2-59Post 52
5
Open the Purchase Order by double clicking on the line in the Auto-Order window. You will then process the Purchase Order and create the Receiving Log for the items as normal.
Figure 2-60Post 53
6
Once you have posted/ posted and received the purchase order, the special order will be removed from the Auto-Order Special Order window.
Figure 2-61Post 54
NOTE: |
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If you close the window without viewing the purchase order, the line will be removed from the auto-order window. You can still access the purchase order by going to Open Purchase Orders. |
Allocating Special Orders
In the Receiving process you will allocate the Special Ordered items to a customer.
1
After you have received a Purchased Order, a window will open allowing you to allocate special ordered items to a customer.
Figure 2-62Post 55
2
This window will show you all the customers that are waiting for that particular item. It will show you the available quantity of items and then you must enter how many of the items you want allocated to that customer. If you do not want to allocate any of the items to a person, leave the number as zero.
Figure 2-63Post 56
3
If you select Auto-Allocate, it will automatically give the items to the first customer, and then it will continue giving items down the list until there are no more items.
Figure 2-64Post 57
Viewing the Status of a Special Order
The Special Order Status Utility
The Special Order Status utility is located in the Utilities section of the Navigator. It is designed for a salesperson to be able to view all of his special order’s progress. To open the window, go to the Navigator and select Sales, Utilities, and open the Special Order Status button.
1
The Special Order Status utility will open using the advanced search.
Figure 2-65Screen Shot 2017-10-02 at 12.56.23 PM
A. To see all Salespersons, press "Enter" or "Return" on the keyboard to return all results.
Figure 2-66Screen Shot 2017-10-02 at 12.47.06 PM
B. To see an individual salesperson’s special orders, select the Salesperson column and enter the name of the salesperson in the "From" or "To" field. The table will only display the selected salesperson’s special orders.
Figure 2-67Screen Shot 2017-10-02 at 12.58.29 PM
2
This table allows you to view the status of a special order using multiple filters if desired.
A. Order ID: This column shows the original Invoice ID that the special order was created on. If you double click in this field, the invoice will open.
B. Order Date: This column shows the date the original invoice was created.
C. Salesperson: This field shows the name of the salesperson. If there was no Salesperson selected on the invoice, it will say <None>
D. Deposit Paid: This column shows the deposit amount the customer has made for the special order.
E. Qty: This column shows the original quantity ordered for the special order.
F. On Order: This column shows the number of items that have been ordered for the special order.
G. Received: This column shows the number of items that have been received for the special order.
H. Promised Date: This column shows the Promised Date if one was specified.
I. Last Payment: This column shows the date that the last payment was made.
3
This report can be exported using the "Export" button. See Export Results
for details.
Figure 2-68Screen Shot 2017-10-02 at 1.55.57 PM
4
When you have finished viewing the information, select OK to close the window.
Figure 2-69Screen Shot 2017-10-02 at 12.58.29 PM
Viewing Special Orders on the Item Card
You are able to view items that are being special ordered and on order by looking at the Item Card.
The Special Ordered field displays how many of that item is on Special Order. The On Order field displays how many of that item is currently on order.
1
To see the item(s) on this Item Card on special Order, select the Special Order link.
Figure 2-70Post 61
2
A window will open showing the Invoice ID, the Customer, the quantity, and the amount that has been shipped, and the amount that is remaining.
Figure 2-71Post 62
Viewing Special Orders on a Customer Card
To check the status of a Special Order, you are able to go to the customer’s Customer Card and view the Special Orders tab. The Special Orders tab will show the Salesperson, Order ID, Order Date, Deposit Balance, Quantity, On Order Quantity, Received Quantity and Remaining Quantity.
Figure 2-72Post 63
Layaways
Layaways are items that a customer is going to pay for over a period of time. The process is very similar to Special Orders, only there will be more payments made, therefore more invoices posted.
Creating a Layaway
1
Select the button named Ord & Lywy.
2
A box will open with Order and Layaway information and additional columns will be shown on the invoice, Ordered, Remaining, and Shipped.
A. Ordered: this column represents the amount of special orders being ordered.
B. Remaining: this column represents the quantity of items remaining to be shipped.
C. Shipped: this column represents the quantity of items that have been shipped or given to the customer. The Ship number should be the same number that is displayed under Qty.
3
Enter the item(s) into the invoice.
4
Change the transaction type to Layaway.
5
The numbers in the special order window will change moving the ordered quantity into the Remaining column.
6
Changing the transaction type will result in a deposit appearing in the special orders window. It will also be in the invoice total if there are no other entries in the invoice. You can set the deposit percentage in General Preferences.
7
Enter the date that the customer will pick up the item in the Promise Date field.
Figure 2-73Layaway
8
When the customer is ready to pay, post the invoice, collect the deposit, and the invoice is automatically sent to Working Invoices.
Making Payments on a Layaway
1
When a customer is ready to make a payment on his layaway, find and open the invoice in Working Invoices. There are two ways of doing this.
A. Using the Advanced Search.
B. Scrolling through the Navigating Scroll Bar.
2
Once the correct invoice is open, select the Ord & Lywy button to open the special orders screen.
3
The Available Deposit will show what has already been paid towards the item. The Required Deposit is where the new payments will be entered.
4
Enter in the new amount in the Required Deposit box. The amount entered will appear in the total.
5
Post the invoice.
6
Collect the payment and Post the invoice. The Invoice will be automatically kept as a Working Invoice.
NOTE: |
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The next time the invoice is opened, the deposits that were paid on different occasions will be totaled in the Available Deposit box. When the customer has enough payments, or wants to pay off the item, the money found in the Available Deposit box will be applied at that time. |
Picking up a Layaway
When a customer is ready to pick up his item on layaway, all the deposits made previously will be accumulated and applied to the item.
1
Open the invoice by going to Working Invoices and using the advanced search or navigating scroll bar.
A. Using the Advanced Search.
B. Scrolling through the Navigating Scroll Bar.
2
Open the special orders window by selecting the Ord & Lywy button.
Figure 2-74Screen shot 2013-11-24 at 10.00.15 PM
3
The Available Deposit box shows all payment made towards the item.
4
Change the shipped amount in the special orders window to reflect the amount of items being picked up by the customer.
Figure 2-75Screen shot 2013-11-24 at 10.01.21 PM
NOTE: |
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When the shipped to quantity is changed, the total will reflect the full amount that the item costs. It is not until the method of payment screen that the deposits are applied. |
5
Post the Invoice.
Figure 2-76Screen shot 2013-11-24 at 10.02.23 PM
6
The Total Due will reflect the full amount owed for the items being purchased. The Collected Deposit shows the amount that has already been paid.
NOTE: |
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If the customer is paying for the entire order, make sure the full deposit amount is being applied to the invoice. If the customer is only picking up part of the order, they can choose how much of their deposit to apply. |
7
Once the correct deposit amount is in the Deposit Applied box, it will be subtracted from the Balance Due.
8
If there is a remaining balance after the deposits have been applied, collect the payment and post the invoice.
Figure 2-77Screen shot 2013-11-24 at 10.03.07 PM
Viewing Outstanding Layaways
Layaway Report
The Layaway Report shows you all outstanding Layaways within the POSIM system using the advanced search window.
Figure 2-78Screen shot 2014-01-22 at 9.14.46 AM
Viewing Layaways on the Customer Card
Working Layaways can also be viewed on the Customer Card under the Special Order tab.
Figure 2-79Screen shot 2014-01-22 at 10.14.04 AM
Drop Shipments
Drop Ship is used when a customer orders an item(s) that is not in stock and the customer wants to have it shipped directly to them. Drop Shipments are done quickly through the Open Invoice.
Creating a Drop Shipment
All Drop Shipments are created in an Open Invoice. To create a new Open Invoice, go to the Navigator, Sales, Invoicing, and select Open Invoice.
1
Enter the Customer, Salesperson, and item(s) being ordered.
Figure 2-80Screen shot 2013-11-24 at 11.29.06 PM
2
Change the transaction type of the items being drop shipped to Drop Ship.
Figure 2-81Screen shot 2013-11-24 at 11.29.48 PM
3
Once all the transaction types are correct, Post the Invoice.
Posting and Receiving Drop Ship
There are two ways to Post and Receive Drop Shipments. One option is to automatically Post and Receive the purchase orders when the Invoice is posted, the other option is to manually Post and Receive the purchase orders after the Invoice has been posted.
Automatic Post and Receive
When you post the Invoice with Drop Ship transactions, you will be given the choice to post and receive the Drop Ship Purchase Orders. The advantage to automatically posting and receiving the purchase order is that the process is complete and your inventory stays correct. You can still view the closed documents, but you have finished all the steps in the drop shipment.
1
When you post the Invoice, a window will open asking if you would like to post and receive the purchase orders automatically.
2
Select Yes in the Auto-Create Drop Ship PO’s window.
3
The window will close and the Invoice will be posted.
4
To find the Posted and Received Purchase Order, in the Navigator, go to Inventory, Purchasing, and select Drop Shipments.
5
The Pending Drop Shipments window will open.
6
The Auto-posted Drop Shipments will be in the bottom right panel.
7
There will be a list of all the purchase orders made for the drop shipped items. To see the Closed Purchase Order, double click on the line and it will open the purchase order.
8
If you need to Print or Email the Closed Purchase Order, select the Print or Email button.
9
After printing or emailing the document, a window will open asking if you want to delete the PO from the Drop Ship window.
10
If you are finished working with the purchase order, select Yes, but if you would like it to stay in the window, select No.
NOTE: |
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You can always access the Closed Purchase Order or Closed Receiving Log by going to Purchase Orders or Receiving Logs in the Navigator. |
Manually Posting and Receiving
If you do not want purchase orders automatically posted and received, you can go through the process manually. Note that it is your responsibility to receive the items created in the purchase order to reduce the chance of your inventory being incorrect.
1
When you post the Invoice, a window will open asking if you would like to post and receive the purchase orders automatically.
2
Select No in the Auto-Create Drop Ship PO’s window.
3
The window will close and the Invoice will be posted.
4
To find the created Purchase Orders, in the Navigator, go to Inventory, Purchasing, and select Drop Shipments.
5
The Pending Drop Shipments window will open.
6
All the created purchase orders will be listed in the top panel of the window.
7
If you double click on a line in the table, the Closed Invoice will open.
8
To post one of the purchase orders, highlight the line and select the Create PO button.
9
The purchase order will be created and the line will be moved to the Drop Shipments Ordered Not Posted panel.
10
To post the purchase order, double click on the line. This will open the purchase order.
Figure 2-82Screen shot 2013-11-24 at 11.31.17 PM
11
You can now finish posting and receiving from the Open Purchase Order. For more information on how to do this, see Open Purchase Orders.
NOTE: |
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Once the Open Purchase Order has been posted or posted and received, the line will no longer appear in the Drop Shipment Window. |
Miscellaneous Transaction
The Misc transaction type will allow you to sell something without an existing item card. This will give you the convenience of putting something on an invoice that you have not added as an item.
1
On the Invoice click the next available item line and change the transaction type to Misc.
2
Type the description and price for the item(s).
After you type the description and price you can continue adding additional items or post the invoice.
NOTE: |
|---|
Since a Misc Transaction type is not linked to an item card you cannot specify a quantity. You will need to type the quantity amount as part of the description. |
Sub Total Transaction
The Sub Total transaction allows you to separate your invoice into groups which will make it easier for the customer to see a break down of the items they are purchasing.
1
Add a group of similar items to the invoice. Then click the next available line and change the transaction to "Sub Total"
When you choose Sub Total you will now see the Ext. Price column reflect the total of the items above it.
2
Type a description for the Sub Total. This step is optional, but will allow the customer to better understand the invoice.
You can now add more items and do another Sub Total. Below is an example of this.
Comment Transactions
There are two types of Comment Transactions. These will allow you to add an additional message to the invoice for either the customer of for your own future reference.
-"Comment" transaction is a comment that will print on the receipts or invoices.
-"NonCmt" transaction is a comment that will NOT print on the receipts or invoices.
To add a comment follow these steps.
1
On the Invoice click the next available item line and change the transaction type to either "Comment" or "NonCmt."
2
Type your comment in the Description box and press enter.
Since this was a "Comment" transaction type it will print on the receipt or invoice.
Printing, E-mailing, and Saving Invoices as a PDF
Printing Invoices
There are two ways to print an invoice:
1. When posting an invoice.
2. Using the Print option located in the tool bar.
Selecting the Print Checkbox when Posting an Invoice
1
When you post an invoice, the method of payment screen will appear. At the bottom of the screen, there are two check boxes, Print and Email. If you want your invoice to automatically print, make sure the Print check box is checked.
Figure 2-83Screen shot 2013-11-24 at 11.33.19 PM
2
Select the payment method and post the invoice.
3
Once the invoice is posted, the document will automatically print.
Printing from the Tool Bar
1
Go to the closed invoice and select the Print button in the tool bar.
Figure 2-84Screen shot 2013-11-24 at 11.34.17 PM
2
A new window will open giving you the different document types that you can print.
Figure 2-85Screen shot 2013-11-24 at 11.35.03 PM
3
Select the document that you would like to print.
4
Select the Print button.
Figure 2-86Screen shot 2013-11-24 at 11.35.03 PM
5
The print queue will open allowing you to choose a printer, the number of copies, etc. Select print and the document will print.
Emailing Invoices
There are two different ways to email an invoice:
1. When posting an invoice.
2. Using the Print option located in the tool bar.
Selecting the Email Checkbox when Posting an Invoice
1
When you post an invoice, the method of payment screen will appear. At the bottom of the screen, there are two check boxes, Print and Email. If you want your invoice to be emailed to your customer, make sure the email check box is marked.
2
Select the payment method, and post the invoice.
3
The Email Report window will open.
Figure 2-87Screen Shot 2017-03-01 at 11.11.34 AM
4
The top panel of the window allows you to enter the sender information.
Figure 2-88Screen Shot 2017-03-01 at 11.11.34 AM
A. From: Choose whether to send the email using the employee's email address or the company's email address. To have it sent from the employee's address, select the employee button. To have it sent from the company's email address, select the company button.
B. BCC Myself: If this box is checked, a blank carbon copy of the email will be sent to the sender's address as a record of what has been emailed to the customer.
C. Address: The email address that the email will be sent from will be listed here.
5
Changing the Sender's Email Address: to change the email address that is automatically entered in the sender's email field, select the arrow button (>>) to the right of the field.
Figure 2-89Screen Shot 2017-03-01 at 11.11.34 AM
6
A new window will open showing email settings such as Email Address, SMTP Server, Password and more.
Figure 2-90Screen Shot 2017-03-01 at 11.14.23 AM
7
To see how to fill out these fields with new email information, see Setting Up Email Information.
8
Once the information is properly entered, select Okay and the window will close.
9
The next panel holds the recipient's information and the message information.
Figure 2-91Screen Shot 2017-03-01 at 11.11.34 AM
A. To Address: This will auto-fill with the bill-to contact email address from the Customer info on the invoice. If the customer does not have an email address set up in his/her Customer Card, you will need to manually enter it. To edit or enter an email address, click in the field and begin typing.
B. Subject: this is the message that will appear in the email's subject line. The default subject can be set in General Preference. See Email Defaults for more information.
C. Attachment: the name of the PDF attachment will be shown here. For example if you have "Invoice" in that box the attachment will be Invoice.pdf when the email is sent. The default attachment name can be set in General Preference. See Email Defaults for more information.
D. Browse: Click this button to browse the computer and attach additional files. The email size cannot exceed 15 MB which includes the attachments.
E. Message: this is the contents of the email message. You can manually type any message here. The default message can be set in General Preference. See Email Defaults for more information.
Figure 2-92Screen Shot 2017-03-01 at 11.11.34 AM
10
Once all the information is filled out in the Email Report window, select the Send button and the email we be sent to the recipient.
Default vs. Custom
Default: This selection will use the default subject, attachment name, and message from General Preferences. See Email Defaults for more information.
Custom: This selection will allow the logged in user to customize their own default message. When this is selected there will be a button for "Edit My Template" which will allow the user to customize their own email template.
Figure 2-93Screen Shot 2017-03-01 at 11.30.06 AM
When this is selected you will see the following:
Figure 2-94Screen Shot 2017-03-01 at 11.31.03 AM
From here the user that is logged in can customize their own email templates. For more information on how to use the template or insert mapped date see Email Defaults.
Emailing from the Tool Bar
1
Slide your mouse over the tool bar and select the Print button.
Figure 2-95Screen shot 2013-11-24 at 11.34.17 PM
2
A new window will open allowing you to choose which type of document you want to email.
Figure 2-96Screen shot 2013-11-24 at 11.36.45 PM
3
Select the document to be emailed and then select the Email PDF button.
Figure 2-97email
4
Selecting the email button will open the Email Report window.
5
Follow the directions above regarding the Email Report window and the email will be sent to the recipient.
Saving Invoices as a PDF
1
Go to the closed invoice and select the Print button in the tool bar.
Figure 2-98Screen shot 2013-11-24 at 11.34.17 PM
2
A new window will open giving you the different document types that you can save.
Figure 2-99Screen shot 2013-11-24 at 11.36.45 PM
3
Select the document you would like to save.
4
Select the Save PDF button.
Figure 2-100pdf
5
A new window will open asking you to name your document and select the location to save the document to.
Figure 2-101Screen shot 2013-11-24 at 11.39.32 PM
6
Once the information is entered, select Save. The document will be saved as a PDF file. Once it has finished saving the information, it will open to allow you to see the saved document.
Quick Add item on Invoice
If you need to sell an item that has not yet been added as an item card you can use the "Quick Add" icon. This would allow you to quickly add the item to the database and then add that item to the invoice.
Clicking this button would bring up the regular Quick Add screen. Please see the Quick Add section for instructions.
NOTE: |
|---|
The Quick Add button and feature is only available on the Order Entry Invoice. |
Features
In the invoicing portion of sales, there are three different stages involved in invoicing. The Open Invoice is where you will create the sale, and charge the customer for the merchandise. The Working Invoice is where special orders and layaways are held until the merchandise has arrived from the vendor, or the layaway has been paid off. The Closed Invoice is the record of all created, posted invoices. The following links will explain what you will find on each invoice, and how to use each field on the invoice.
Open Invoices
There are three different views of the open invoices. The Basic Invoice is designed to be used with a touch screen computer. It shows enough information to make the quick sale. The Core Invoice shows more information, but can still be used for the quick sale. The Order Entry Invoice is designed for more technical sales such as special orders and layaways.
Open Order Invoice
The Order Entry Open Invoice shows the most information out of all three invoice types. It displays the ordered, remaining, and shipped quantities in the invoice lines. The order entry screen also includes the following fields: PO, Terms, Available Deposit, AR Balance and Credit Card. Lock Invoice and Hold Inventory can be selected using this invoice view. This invoice view is simple to use and displays more detailed information than other invoice views. To open the Open Invoice, go to the Navigator, open Sales, Invoicing, and select Open Invoices.
Note: |
|---|
Multiple Item Lines on the Order Invoice can be edited at once by holding CTRL (⌘ on Mac) and clicking on the rows. A range of rows can be selected at once by clicking the first item, holding the Shift key, and clicking the last item in the range. |
Figure 2-102Screen Shot 2016-10-26 at 10.26.00 AM
Invoice ID
The invoice ID is a unique identification number that is given to each invoice created. The Invoice ID will not be assigned to an invoice until information has been added to the invoice. This will prevent blank invoices with no information from being created.
Figure 2-103Screen Shot 2016-10-26 at 10.26.00 AM
The numbering system can be set up to be the same on every work station, or can be different per user. To access or set up invoice numbering, go to General Preferences then select Transaction Numbering.
Order Date
The date that the invoice is created will automatically fill this field. This field cannot be edited.
Figure 2-104Screen Shot 2016-10-26 at 10.26.00 AM
PO Field
This field will hold the customer’s PO number and may be referenced in the collection process. If a clerk is required to enter a PO Number before posting the invoice, turn this preference on by going to General Preferences > Invoice > Postings & Payments > Invoice Posting Requirements > PO Number.
Figure 2-105Screen Shot 2016-10-26 at 10.26.00 AM
Folders
Folders are designed to help organize and track your un-posted invoices. You are able to create a folder for each of your employees for them to store unfinished invoices. Using folders makes it easy to lookup Open Invoices quickly. If you do not want to assign folders by employee, you can use folders to keep track of the different types of invoices created. For example, you can have a folder for Quotes and another for Work Orders. To set up and manage folders go to General Preferences.
Assigning an Invoice to a Folder
If you create an invoice for a customer that is not going to be posted right away, you can place it in a folder to be saved until you ready to open and finish it.
1
Once the invoice is ready to be saved, you will select the Folder field.
Figure 2-106Screen Shot 2016-10-26 at 10.26.00 AM
2
Select a folder from the drop down list.
Figure 2-107Screen Shot 2016-10-26 at 11.32.45 AM
3
Choose the correct folder for the invoice, the invoice will be located in the specified folder.
Figure 2-108Screen Shot 2016-10-26 at 11.33.31 AM
Searching for an Invoice Saved in a Folder
When you need to quickly find an invoice that was saved to a folder, the process is very simple.
4
Select the Adv Search button.
Figure 2-109Screen Shot 2016-10-26 at 11.33.31 AM
5
Inside of the search window, click on the dropdown menu and Folder will be listed first. Enter the folder name into the text field and then press Enter.
Figure 2-110Screen Shot 2016-10-26 at 11.41.59 AM
6
Only the invoices located within that folder will be displayed.
Figure 2-111Screen Shot 2016-10-26 at 11.41.59 AM
7
You can either find the invoice you are looking for in the search window by entering further information, or you can select OK and scroll through the invoices located only in that folder.
Figure 2-112Screen Shot 2016-10-26 at 11.33.31 AM
8
For more detailed instructions on how to search, see Advanced Search.
Holding Inventory
The Hold Inventory check box is for items that need to be held for a customer when the invoice is not going to be posted. Holding inventory will keep the item's on hand number the same, but the available number will change.
1
Create the invoice with the items that need to be held in inventory.
2
Check the Hold Inventory check box.
Figure 2-113Screen Shot 2016-10-26 at 12.03.01 PM
3
Save the invoice by going to the Tool Bar and selecting Save.
Figure 2-114Screen Shot 2016-10-26 at 12.04.53 PM
4
On the Item Card, the Quantity on Hand number will not change, but the Available numbers will take into account the items being held on the invoice. When the Available link is opened, the invoice with the held items should be shown. For more information, go to the Item Card.
Figure 2-115Screen Shot 2016-10-26 at 12.06.57 PM
Figure 2-116Screen Shot 2016-10-26 at 12.08.39 PM
5
When the customer is ready to actually purchase the items, you will process the invoice, and the On Hand numbers will be updated accordingly.
Locking an Open Invoice
Locking an Open Invoice allows a user to prevent themselves or other users from modifying an invoice accidentally.
1
Create the invoice and check the Lock Invoice check box.
Figure 2-117Screen Shot 2016-10-26 at 12.09.36 PM
2
To unlock the invoice, any user can uncheck the Lock Invoice check box.
Entering a Customer
Entering an Existing Customer
There are two main ways of entering a customer to the invoice.
1. The Search Specific Fields
2. Using the Look up
Using the Search Specific Fields
You can enter a customer using these fields if you have basic information about the customer. The four searchable fields search for exact matches located in the area being searched. If there are multiple matches, a search table will open allowing you to choose the customer you are looking for.
1
Customer ID or Phone Number: In the first field, enter the customer ID or the customer’s phone number and select the Enter key. If a phone number is entered, the customer ID that belongs to the customer with the entered phone number will appear.
Figure 2-118Screen Shot 2016-10-26 at 12.11.01 PM
2
Company Name: In the second field, enter the company that the customer belongs to and select the Enter key.
Figure 2-119Screen Shot 2016-10-26 at 12.13.03 PM
3
First Name: In the third field, enter the first name of the customer and select the Enter key.
Figure 2-120Screen Shot 2016-10-26 at 12.14.09 PM
4
Last Name: in the last field, enter the last name of the customer and select the Enter key.
Figure 2-121Screen Shot 2016-10-26 at 12.15.11 PM
When any information is entered into these fields, the other fields will automatically fill in with the correct information.
Using the Look Up
If the clerk does not know that customer ID or any of the information listed above, he can use the search to locate the customer.
5
Select the Magnifying Glass button.
Figure 2-122Screen Shot 2016-10-26 at 12.15.11 PM
6
A search window will open allowing you to search for the customer. For more information, see Advanced Search.
Figure 2-123Screen Shot 2016-10-26 at 12.17.12 PM
7
Once you have found the customer you were searching for, double click on the customer line or highlight the desired line and select OK. The selected customer will be added to the invoice.
Figure 2-124Screen Shot 2016-10-26 at 12.17.56 PM
8
Once the window is gone, the customer information will be in the invoice.
Figure 2-125Screen Shot 2016-10-26 at 12.20.29 PM
NOTE: |
|---|
You can also find a customer by using the Ship To fields. |
Adding a New Customer
Adding a new customer can be done from the Order Entry Invoice without ever having to go to the Customer Card.
9
Select the Plus button located in the Bill To customer information.
Figure 2-126Screen Shot 2016-10-26 at 12.21.39 PM
10
A new window will open asking for the new customer’s information.
Figure 2-127Screen Shot 2016-10-26 at 12.22.39 PM
• Customer ID: If you use Auto ID Numbering in General Preferences, leave this field blank. After the rest of the information has been entered and saved, the next available number will be assigned to the customer. This can be manually changed by entering an ID before closing the window.
• The rest of the information is general information about the customer.
Figure 2-128Screen Shot 2016-10-26 at 12.24.01 PM
11
If you want to enter more information for the new customer, you can go directly to the Customer Card by selecting the Advanced Customer Card link. This will open the customer's newly created Customer Card where you can continue entering information.
Figure 2-129Screen Shot 2016-10-26 at 12.24.01 PM
12
If you do not need to enter any additional information for the customer, select OK and the customer will be entered into the invoice.
Figure 2-130Screen Shot 2016-10-26 at 12.25.39 PM
Editing Bill To and Ship To Information
If the Bill to or Ship to information needs to be changed, it can be done directly from the invoice. You can either change them for only the one invoice, or if the information is permanent, you can choose to update the Customer Card with the new information.
13
Select the pencil icon for either the Bill to or Ship to information.
Figure 2-131Screen Shot 2016-10-26 at 12.25.39 PM
14
This will open a window with the current Bill to information in it.
Figure 2-132Screen Shot 2016-10-26 at 12.27.14 PM
15
Update the information that needs to be changed.
Figure 2-133Screen Shot 2016-10-26 at 12.28.01 PM
16
If the information change is only for the current invoice, then select OK and you are finished. The information will be updated on the invoice, but the Customer Card will not reflect the change.
17
If the information change is permanent and needs to be changed on the Customer Card, select the check box, Update Customer Contact Record.
Figure 2-134Screen Shot 2016-10-26 at 12.28.01 PM
18
If the newly changed information also needs to be updated in the shipping information, select the check box, Also save to Ship-To.
Figure 2-135Screen Shot 2016-10-26 at 12.30.53 PM
NOTE: |
|---|
If you are changing the Ship To information, the only check box located at the bottom of the contact window is to update the Customer Contact Record. |
19
If the changed information needs to be updated on the Customer Card and needs to change the Ship-to as well, check both the check boxes.
Figure 2-136Screen Shot 2016-10-26 at 12.33.16 PM
20
When the window closes, the changes will be on the Open Invoice.
Figure 2-137Screen Shot 2016-10-26 at 12.34.14 PM
Going to the Customer Card from an Invoice
If you need to go directly to the Customer Card from the Open Invoice, select the button that has a card on it. If there is a customer already entered into the invoice, it will take you to that customer's card.
Figure 2-138Screen Shot 2016-10-26 at 12.36.07 PM
Removing a customer from an invoice
To remove a customer from an invoice, select the minus button in the Bill To section of the customer information.
Figure 2-139Screen Shot 2016-10-26 at 12.36.07 PM
All of the customer contact information will be removed and a new customer can be added.
Figure 2-140Screen Shot 2016-10-26 at 12.42.37 PM
Figure 2-141Screen Shot 2016-10-26 at 12.45.24 PM
Terms
Terms describes the open credit terms that the merchant is will to give to the customer. It is set up in the Customer Card and is automatically entered in the invoice when the customer is entered into the invoice.
Salesperson, Clerk, and Division
Salesperson
To enter the salesperson, use the arrow to see the drop menu that holds all the salespersons to choose from. To assign an employee to be a salesperson in this list, go to Employee Administration.
Splitting Commissions Between Salespersons
If there is more than one salesperson to an invoice, there is a way to show multiple salespersons as well as assign split commissions.
1
Click on the Salesperson Link
2
Click in the first field and choose a salesperson from the drop-down menu.
3
Click in the next available Salesperson field and select the next salesperson from the drop down menu.
4
Click in the commission field and type the percent that the first salesperson will be paid, and then do the second salesperson.
5
If there are more than two salespersons, continue choosing names and entering commissions. When you are finished, X out of the window and it will save.
6
When you return to the Open Invoice, in the salesperson field it will say, Multiple.
NOTE: |
|---|
When you type in a commission less than 100%, when the next salesperson is entered, EVO will automatically total the commission to 100%. You can manually override the calculation and enter whatever amount is needed, but until the total reaches 100%, there will be a red warning at the bottom of the screen reminding you that there needs to be more commission given. |
Clerk
The Clerk field will hold the name of the user who is logged in to the system. It is entered automatically and cannot be edited.
Division
Division defines what where or how the sale was made. The different options will be set up in General Preferences.
Assigning the Correct Division to the Invoice
7
Click on the Division down arrow to display a drop down menu.
8
Select the correct division.
9
Once the division is chosen, it will be displayed in the Division field.
10
The next invoice created will have the previous division still selected. It will remain on that division until you change it again.
Entering an Item
Entering an Item
There are multiple different ways to enter an item into an Open Invoice.
1. Entering the Item SKU, Serial Number, or UPC in the table
2. Scanning the Item SKU, Serial Number, or UPC in the table
3. Entering the item through an item lookup
4. Using the Cheat Sheet
Entering an Item SKU, Serial Number or UPC in the Table
1
Type the item SKU, Serial Number or UPC in the SKU column located in the table and select the Enter key. If you enter a serial number or UPC, it will automatically switch to the Item SKU when the Enter key is selected.
2
This enters the item directly into the table, and prepares the next line for the next item. As soon as you enter another item, it will automatically be entered into the next line.
Scanning the item SKU, Serial Number, or UPC in the Table
Scanning the items into the table is very similar to typing them in by hand. The difference is that you will be using a scanner to scan barcodes that contain the Item SKU, Serial Number or UPC.
Entering an Item through the Item Lookup
3
Above the table is a Lookup Items button. If you do not know the Item SKU of an item, select this button to use the item lookup.
4
After the button is selected, a search box opens. For more information on how to use this window, see Advanced Search.
5
Once you have found the item(s) you are looking up, highlight it by clicking on it, and select OK.
6
The item(s) will automatically be entered into the invoice.
Deleting an Item
To delete an item in the invoice, use the delete key on the keyboard
7
Highlight the item that needs to be deleted.
8
Select the delete key on the keyboard (or FN+Delete on Mac small keyboard or Mac Laptop).
9
The item will be removed.
Entering Case Lots
When ordering an item by case lot, the item must first be set up in a case lot on the item's Item Card. After an item has been set up in a case lot, a new SKU is given for the item when it is being ordered in case lots. POSIM will automatically generate the new SKU by taking the original SKU, adding a dash (-), and then adding the number that is the amount in the case lot. For example, if item 1015 had a case lot of 25, the new case lot SKU will be 1015-25.
Entering case lots into the invoice is slightly different than entering regular items.
10
Enter the item into the invoice by using the case lot SKU. This SKU can be found on the Item Card.
11
As soon as the dash (-) is entered, a new window will open asking for which case lot you would like to enter.
12
If there are more than one case lots set up for the item on the item card, select the down arrow and choose from the drop down menu which case lot is needed.
13
Once the correct case lot has been selected, select Okay and the item will be entered into the invoice.
14
When the Select Case Lot window has closed, the line with the case lot in it will be brown to differentiate from the regular items.
Entering Bundled Items
When an item is set up as a bundle on the Item Card, the invoice will look one of two ways depending on how it is set up.
Bundles Itemized on the Invoice
15
If you want the all the items in a bundle to appear on the invoice, it must be set up to itemize on the invoice. This is done on the Item Card.
16
Enter the item into the invoice.
17
When you select the Enter key, the item will be entered into the invoice table, along with all the items it is bundled with.
18
The main item that was originally entered into the invoice will be in the first line and everything that is included in the bundle will be yellow and say Bundle in the transaction type field.
NOTE: |
|---|
There will be no prices next to bundled items because all pricing is included in the original item. |
Bundles Not Itemized on the Invoice
If on the Item Card, the bundle is not itemized on the invoice, the bundled items will not appear on the invoice.
19
Enter the item into the invoice.
20
When you select enter, only the entered item will appear.
21
The item will have the price of the bundle, but the bundled items will not appear.
Entering Items with Tagalongs
When an item is set up in an Item Card, there is the option to have tagalong items attached to the item. To set up a tagalong, go to the Item Card.
22
Enter the item into the invoice.
23
When you press the Enter key, any items that are assigned as tagalong items on the Item Card will automatically be entered into the invoice.
Entering Items with Suggested Sales
When an item is set up in an Item Card, there is the option to have suggested sales attached to the item. For more information on setting up an item with suggested sales, go to Item Card.
24
Enter the item into the invoice.
25
Once you have pressed the Enter key, a new window will appear with the suggested items in it.
26
Check the items that need to be added to the invoice and select OK.
27
If no items are going to be added from the suggested sales window, select the escape key or select OK.
28
If there are items selected from the suggested sales window, when the window closes, the items will be added to the invoice.
Entering Style Items into an Open Invoice
Entering style items into an Open Invoice is made easy by giving you the ability to choose your style items from a grid. You have two options when entering style items into the Open Invoice.
1. Enter the Master Style SKU
2. Enter the Member Style SKU
Entering the Master Style SKU
If you do not know the individual style item's member SKU, you can still enter the item into the invoice by entering the master style SKU.
29
Enter the master style SKU. You can do this by entering the SKU manually, scanning a barcode, or using the Item Lookup.
30
When you select the Enter key, a style grid will open containing all the member items.
31
You can then select the box of the item you need and it will be added to the Open Invoice.
Entering the Member Style SKU
If you know the individual item's member SKU, enter it into the invoice and it acts like any other regular item.
Item Details
The Item Details button allows you to view a quick view of the Item Card.
32
Select the Item Details button
33
A new window will open with a summary of what is on the Item Card.
34
The clerk will be able to see the quantities for the item as well as the price and notes and warranty. You are able to move the window and leave it open while still using the invoice. If a new item is entered, the new item’s information will appear in the Item Details Window.
Serial Numbers
Depending on when you have chosen for the serial number to be entered, the serial number screen will appear asking for the serial number. If you have selected to require the serial number at time of entry, the serial number screen will appear when the Item SKU is entered into the Invoice. If you require the serial number at posting, you will need to select the serial number button to open the serial number screen.
35
The item requiring a serial number will be listed in the top panel.
36
The bottom panel lists all the available serial numbers. These numbers can be seen on the Item Card and are entered into the system when the item is received in the Receiving Log
37
Double click on the serial number being assigned to the item and it will appear in the top panel next to the item.
38
If the serial number is not in the list of available serial numbers, it can be added manually by typing it in the Serial Number field in the top panel.
39
Another window will open warning you that the serial number is not known and offers you the option to add the serial number.
40
Select Yes if the serial number is correct.
41
The number will be entered in the top panel next to the item.
42
Select the OK button when you are finished.
Posting with no Serial Number Assigned
If you do not assign a serial number to an item that requires one, you will be unable to post the invoice until the serial number is assigned.
43
If an item is entered, or the Serial Number Window opens and you choose to escape out of it, or close it, an icon will appear on the invoice reminding you that a serial number needs to be assigned.
44
When you post without assigning a serial number, you will receive a warning telling you there are items missing serial numbers.
45
Select the icon to re-open the Serial Number Window, assign the serial number, and post the invoice.
Editing the Invoice Table
There are columns in the table that can be edited.
Changing the Transaction Type
There are 13 different transaction types to choose from.
1. Sale: used for any sale of an item that is made in this invoice. This is the default transaction type.
2. Return: used for any items that are being returned to its place of purchase. When this transaction type is chosen, the number will automatically become a negative quantity.
3. Return to Vendor: used for incorrect or damaged items that need to be returned to the vendor. The quantity will always be negative.
5. Labor: used for any labor that is purchased.
6. Misc: used for sales of items or credits that do not have an item card. No cost will be reported and no item history will be kept.
7. Payment/Acct: used for customers who would like to make a payment on their account balance.
8. Spec. Ord: used when the customer would like to buy something that is not in the owner’s inventory or the owner does not carry. Changing it to a special order means the owner will order it from the vendor and then sell it to the customer.
9. DropShip: used for any items that are being ordered from the vendor for a specific customer. Instead of having the vendor ship the product to the store owner and then given to the customer, the vendor ships the product directly to the customer.
10. Layaway: used if a customer wants to pay for an item in separate payments. A deposit will be collected the first time, and then payments will be made until the item is paid off.
11. SubTotal: used when a clerk is creating an invoice and needs to see the total of a group of items. After the sub total, the clerk can still add items to the invoice.
12. Comment: used when any notes need to be made on the invoice. The notes will be seen on the printed invoice.
13. Non-Comment: used when any notes need to be made on the invoice. The notes will not be seen on the printed invoice.
Changing the Transaction Type
1
Enter the item, or select the item that needs a different transaction type.
2
Click in the transaction field, and a drop down menu will appear with all the transaction types. Select the one you need and it will stay in the table.
3
Another way of using the drop down menu in the table is instead of using your mouse to select a type, type in the letter that the transaction type begins with and it will automatically select the type that begins with that letter. If there are multiple types that begin with one letter, type the first and second letters and so on to find a match.
NOTE: |
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As you enter items into an invoice, if you change the quantity to a negative number, the transaction will automatically change to a return. If you begin typing in the description field, as soon as you press enter, the transaction type automatically changes to comment. Make sure that you always have the correct transaction types as you are completing your open invoice. |
Changing the Quantity
There are two ways of changing the quantity of an item
1. Changing the quantity in the header
2. Using the quick key
Changing the Quantity in the Header
4
Enter an item into the table, or highlight the item that needs its quantity changed.
5
Click in the column Qty and type the new amount in the field.
6
Press the Enter key and the new number will become the item’s new quantity.
Using the Quick Key
7
Enter an item into the table, or highlight the item that needs its quantity changed.
8
On the keyboard select the (*) key. A new window will open asking you to enter the new quantity.
9
Enter the new quantity amount and select Okay
10
The new quantity will be in the table.
Pricing
The item’s price that is entered in the invoice comes from the 'Current Price' on the Item Card. It can be affected by Price Code Levels, Date to Date Pricing, Preferred Pricing, or Discounts. By default this price takes into consideration any type of discounting and will reflect the lowest current price.
To see where the price is resulting from, hover your mouse over the price field and a tech tip will appear telling you exactly how the price is being affected.
The price of an item can be overridden in the invoice, as long as it does not drop below the set minimum price. The minimum price is set up on the Category Card and can be seen on the Item Card.
There are two ways to change the price from the Invoice
1. Changing the price in the table
2. Changing the price using the quick key
Changing the Price in the Table
11
Enter an item into the table, or highlight the item that needs its price changed.
12
Click in the Price column and type the new price.
13
Press the Enter key and the price of the item will be changed.
Changing the Price Using the Quick Key
14
Enter an item into the table, or highlight the item that needs its price changed.
15
Using the key board, select the (/) key.
16
A new window will open asking for the item’s new dollar amount. Enter the new price that the item will receive in the window. Select Okay when you are finished.
17
The new price will be entered in the table header and in the table.
Extended Price
The extended price is going to be the quantity of an item multiplied by the price of an item.
Our Retail
The item’s price under the column Our Retail can be seen on the Item Card. This price is the desired retail amount for the item.
Discounting
There are three ways to discount items in an invoice:
1. Editing the Table
2. Using the Quick Key
3. Using the Invoice Discount options
Discounting Items by Editing the Table
18
After entering the item or highlighting the item in the table that needs to be discounted, click in the discount field in the table.
19
Type in the discount that needs to be applied to the item. Press the Enter key.
20
The discount amount will appear in the table and the price will reflect the discount.
Using the Quick Key
21
After entering an item or highlighting the item that needs to be discounted, select the (-) key and a window will open. The window will have two different options for discounting.
A. Enter Additional Discount Percent: Entering a discount in this field will add the entered amount to any existing discounts.
B. Enter New Discount Percent: Entering a discount in this field will override any previous discount given to the item.
22
Once you have chosen what type of discount you are giving the item, select OK to close the window.
23
After the window closes, the invoice will show the discounted price in the table.
Using the Invoice Discount Options
The invoice discount options allow the entire invoice total to receive the discount rather than a specific item.
Located at the bottom of the screen next to Invoice Discount are two fields for discounting. The first is % and the second is $.
A. %: This allows you to enter a discount percentage that you would like the entire invoice to receive. Enter the percentage and press the Enter key, and the total at the bottom of the screen will receive the discount.
B. $: This allows you to enter a dollar amount that will be discounted from the total of the invoice. Enter the dollar amount and press the Enter key. The total at the bottom of the screen will change to the total minus the dollar amount entered.
Price Code Levels
The price code is a deciding factor in what the item’s price is going to be. Depending on the item and the customer, it may have a discounted price.
The price code that is entered into the invoice is set up in General Preferences and is determined by both the item and the customer. In order to see what the item’s price code level is, go to the Category Card, and in order to see what the customer’s price code level is, go to the Customer Card.
Changing the Price Code Level from an Invoice
After an item has been entered into the invoice, the price code can be manually changed.
24
Enter an item or highlight the item that needs to have the price code changed
25
Click in the item’s PCL field and a drop down list will appear showing all the different levels that are available to choose from.
26
Select the level from the list, or type the level that you need and it will be entered into the invoice.
27
The new price code will stick and the price will be changed accordingly.
Freight
The freight section allows you to enter the amount of freight, choose the shipping method, and also allows multiple freight entries.
Entering Freight
1
To enter the amount of freight into an invoice, click in the field beneath Freight.
2
Enter in the amount of Freight and press the enter key. The freight amount will be added to the total of the invoice.
Shipping Method
To enter the shipping method, click on the arrow besides the shipping box and select from the drop down menu. The options here are pre-set shipping methods that are setup in General Preferences.
Multiple Shipping Methods
If you need multiple shipping methods, a table allows you to choose from the different types of shipping that you set up in General Preferences.
3
Click on the blue Freight link
4
Click in the first field in the window and select a shipping method from the drop down menu.
5
Enter the cost by clicking in the cost field and typing the amount.
6
Click in the next available field in the table and select the second method of shipping for the order, and enter the cost.
7
When you have finished entering all the methods of shipping, select OK.
8
When you return to the invoice, you will see below the freight field, <multiple>. This is showing that there is more than one shipping method.
Cheat Sheet
The Cheat Sheet is a catalog feature that provides the ability to organize items into a convenient location where sales clerks can quickly add items to a sales invoice. Rather than having to lookup the SKU or UPC of an item, simply click on the item in the Cheat Sheet. Popular items that are top sellers can be added to the Cheat Sheet, items that do not have a barcode can be added to the Cheat Sheet and any other item as needed can be added to the Cheat Sheet. See Cheat Sheet for details on using the Cheat Sheet.
Tax
Retail Open Invoice
The Retail Open Invoice has all the functionality needed in an invoice, and is simple to use. It has the ability to perform Special Orders, Layaways, and Drop Shipments, but can also be used for the quick sale.
Entering a Customer
There are two different ways of entering a customer.
1. Entering the Customer ID, Phone Number, Company, or Name
2. Using the Search box
Entering the Customer ID, Phone Number, Company, or Name
When a customer is created, a unique customer ID is assigned to each customer. The sequential order of how the customers IDs are assigned is set up in General Preferences. The Customer ID is used to look up the customer and any information that may be needed. In an open invoice, entering the Customer ID will assign the invoice to the entered customer.
1
Click in the field that says, ID/Phone or Company/Name. Enter any of the search criteria and select the Enter key. The example will use the Customer ID.
2
This will enter the customer’s information and allow you to view the billing customer.
3
To see the Ship To information, select the Ship To tab.
Any information posted to this invoice will be reflected on the customer’s Customer Card.
NOTE: |
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A customer is not required to post the invoice and complete the sale. However, if there is no customer entered on the invoice, there can be no record for the purchaser. |
Using the Search Box
If the clerk does not know any of the customer's information, he can use the search to locate the customer.
4
Select the magnifying glass button.
5
A new window will appear allowing you to search for the customer by searching the different fields on the Customer Card. This window works the same as the Advanced Search Window.
Once you have found the customer you were searching for, click on the customer and select OK.
6
Once the window has gone, the customer information will be entered in the invoice.
Salesperson
To enter the salesperson, use the arrow to see the drop menu that holds all the salespersons to choose from. To assign an employee to be a salesperson in this list, go to Employee Administration.
Splitting Commissions Between Salespersons
If there is more than one salesperson to an invoice, there is a way to show multiple salespersons as well as assign split commissions.
1
Click on the Salesperson Link
2
Click in the first field and choose a salesperson from the drop-down menu.
3
The commission field will automatically have 100% filled in until you enter another salesperson.
4
Click in the next available Salesperson field and select a salesperson.
5
Enter the commission amounts for each salesperson. EVO will automatically split in evenly to equal 100%, but you can change the numbers to anything you need.
6
If there are more than two salespersons, continue choosing names and entering commissions. When you are finished, close the window.
7
When you return to the Open Invoice, in the salesperson field it will say, Multiple.
Clerk
The Clerk field will hold the name of the user who is currently logged in to the system. It is entered automatically and cannot be edited.
Division
The Division field is used to track and report on different areas of your business such as In-Store, e-Commerce, Phone Orders and more. Divisions can be customized in 2. General Preferences.
Assigning the Correct Division to an Invoice
1
Click on the Division down arrow to display a drop down menu.
2
Select the desired division.
3
After a selection has been made, the division will be displayed in the Division field.
for more information on division preferences.Entering an Item
There are multiple different ways to enter an item into the Open Invoice.
1. Entering the Item SKU, Serial Number, or UPC in the table
2. Scanning the Item SKU, Serial Number, or UPC in the table
3. Entering the item through an item lookup
4. Using the Cheat Sheet
Entering the Item SKU, UPC , or Serial Number in the Table Header
1
Type the item SKU, UPC or Serial Number in the box beneath the title,SKU. The example below will show Item SKU.
2
After you press the Enter key, the SKU will disappear from the field and be entered in the table below. The newly entered SKU will be displayed beneath the word, SKU, until you enter a new item.
NOTE: |
|---|
The item SKU that is shown next to Item SKU in the table header represents the line in the table that has the focus. As long as the SKU is seen in this spot, if you change the quantity or price, the action will happen to the displayed item. For more information on editing the invoice table, see Editing the Invoice Table. |
Scanning the item SKU, Serial Number, or UPC in the Table
Scanning the items into the table is very similar to typing them in by hand. The difference is that you will be using a scanner to scan barcodes that contain the Item SKU, Serial Number or UPC.
Entering an Item through the Item Lookup
3
Next to the field SKU is a magnifying glass. If you do not know the Item SKU of an item, click on this magnifying glass to use the item lookup.
4
After the magnifying glass is selected, a search box opens. For information on searching, see Adv.Search.
5
Once you have found the item(s) you are looking up, highlight it by clicking on it, and select OK.
6
The item will automatically be entered into the invoice.
The Cheat Sheet is a feature that allows you to enter your most popular items, or items without a barcode, without having to do a search.
Deleting an Item
To delete an item in the invoice, use the delete key on the keyboard
1
Highlight the item that needs to be deleted
2
Select the delete key on the keyboard (or FN+Delete on Mac small keyboard or Mac Laptop)
3
The item will be removed
Item Details
There is a way to see a quick view of the Item Card from the Open Invoice.
1
Double click on the item's description.
2
A new window will open with a summary of what is on the Item Card.
3
The clerk will be able to see the quantities for the item as well as the price and notes and warranty. You are able to move the window and leave it open while still using the invoice. If a new item is entered, the new item’s information will appear in the Item Details Window.
Entering Case Lots Items
When selling an item by case, the item must first be set up as a case lot on the item's Item Card. After the item has been set up as a case lot, a new SKU is given for the item to be used when it is being ordered or sold as a case. POSIM will automatically generate the new SKU by taking the original SKU, adding a dash (-), and then adding the number that is the amount in the case lot. For example, if item 1015 had a case lot of 25, the new case lot SKU will be 1015-25.
Entering case lots into the invoice is slightly different than entering regular items.
1
Enter the item into the invoice by using the case lot SKU. This SKU can be found on the Item Card.
2
As soon as the dash (-) is entered, a new window will open asking for which case lot you would like to enter.
3
If there are more than one case lots set up for the item on the item card, select the down arrow and choose from the drop down menu which case lot is needed.
NOTE: |
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Even if there is only one case lot created for an item, the Select Case Lot window will still appear and you will have to select the item from the drop down. |
4
Once the correct case lot has been selected, select Okay and the item will be entered into the invoice.
5
When the Select Case Lot window has closed, the line with the case lot in it will be brown to differentiate from the regular items.
Entering Bundled Items
When an item is set up as a bundle on the Item Card, the invoice will look one of two ways depending on how it is set up.
Bundles Itemized on the Invoice
1
If you want the all the items in a bundle to appear on the invoice, it must be set up to itemize on the invoice. This is done on the Item Card.
2
Enter the item into the invoice.
3
When you select the Enter key, the item will be entered into the invoice table, along with all the items it is bundled with.
4
The main item that was originally entered into the invoice will be in the first line and everything that is included in the bundle will be yellow and say Bundle in the transaction type field.
NOTE: |
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There will be no prices next to bundled items because all pricing is included in the original item. |
Bundles Not Itemized on the Invoice
If on the Item Card, the bundle is not itemized on the invoice, the bundled items will not appear on the invoice.
5
Enter the item into the invoice.
6
When you select enter, only the entered item will appear.
7
The item will have the price of the bundle, but the bundled items will not appear.
Entering Items with Tagalong Items
When an item is set up in an Item Card. there is the option to have tagalong items attached to the item.
1
Enter the item into the invoice.
2
When you press the Enter key, any items that are assigned as tagalong items on the Item Card will automatically be entered into the invoice.
Entering Items with Suggested Sales
When an item is set up in an Item Card, there is the option to have suggested sales attached to the item.
1
Enter the item into the invoice.
2
Once you have pressed the Enter key, a new window will appear with the suggested items in it.
3
Check the items that need to be added to the invoice and select OK.
4
If no items are going to be added from the suggested sales window, select the escape key or select OK.
5
If there are items selected from the suggested sales window, when the window closes, the items will be added to the invoice.
Entering Style Items
Entering style items into an Open Invoice is made easy by giving you the ability to choose your style items from a grid. You have two options when entering style items into the Open Invoice.
1. Enter the Master Style SKU
2. Enter the Member Style SKU
Entering the Master Style SKU
If you do not know the individual style item's member SKU, you can still enter the item into the invoice by entering the master style SKU.
1
Enter the master style SKU. You can do this by entering the SKU manually, scanning a barcode, or using the Item Lookup.
2
When you select the Enter key, a style grid will open containing all the member items.
3
You can then select the box of the item you need and it will be added to the Open Invoice.
Entering the Member Style SKU
If you know the individual item's member SKU, enter it into the invoice and it acts like any other regular item.
Serial Numbers
Depending on when you have chosen for the serial number to be entered, the serial number screen will appear asking for the serial number. If you have selected to require the serial number at time of entry, the serial number screen will appear when the Item SKU is entered into the Invoice. If you require the serial number at posting, you will need to select the serial number button to open the serial number screen.
1
The item requiring a serial number will be listed in the top panel.
2
The bottom panel lists all the available serial numbers. These numbers can be seen on the Item Card and are entered into the system when the item is received in the Receiving Log.
3
Double click on the serial number being assigned to the item and it will appear in the top panel next to the item.
4
If the serial number is not in the list of available serial numbers, it can be added manually by typing it in the Serial Number field in the top panel.
5
Another window will open warning you that the serial number is not known and offers you the option to add the serial number.
6
Select Yes if the serial number is correct.
7
The number will be entered in the top panel next to the item.
8
Select the OK button when you are finished.
Posting with no Serial Number Assigned
If you do not assign a serial number to an item that requires one, you will be unable to post the invoice until the serial number is assigned.
9
If an item is entered, or the Serial Number Window opens and you choose to escape out of it, or close it, an icon will appear on the invoice reminding you that a serial number needs to be assigned.
10
When you post without assigning a serial number, you will receive a warning telling you there are items missing serial numbers.
11
Select the icon to re-open the Serial Number Window, assign the serial number, and post the invoice.
Changing the Transaction Type
There are 13 different transaction types to choose from.
1. Sale: used for any sale of an item that is made in this invoice. This is the default transaction type.
2. Return: used for any items that are being returned to its place of purchase. When this transaction type is chosen, the number will automatically become a negative quantity.
3. Return to Vendor: used for incorrect or damaged items that need to be returned to the vendor. The quantity will always be negative.
4. Misc: used for sales of items or credits that do not have an item card. No cost will be reported and no item history will be kept.
5. Payment/Acct: used for customers who would like to make a payment on their account balance.
6. Spec. Ord: used when the customer would like to buy something that is not in the owner’s inventory or the owner does not carry. Changing it to a special order means the owner will order it from the vendor and then sell it to the customer.
7. DropShip: used for any items that are being ordered from the vendor for a specific customer. Instead of having the vendor ship the product to the store owner and then given to the customer, the vendor ships the product directly to the customer.
8. Layaway: used if a customer wants to pay for an item in separate payments. A deposit will be collected the first time, and then payments will be made until the item is paid off.
9. SubTotal: used when a clerk is creating an invoice and needs to see the total of a group of items. After the sub total, the clerk can still add items to the invoice.
10. Comment: used when any notes need to be made on the invoice. The notes will be seen on the printed invoice.
11. Non-Comment: used when any notes need to be made on the invoice. The notes will not be seen on the printed invoice.
Changing the Transaction Type
12
Enter the item, or select the item that needs a different transaction type.
13
Click in the transaction field, and a drop down menu will appear with all the transaction types. Select the one you need and it will stay in the table.
14
Another way of using the drop down menu in the table is instead of using your mouse to select a type, type in the letter that the transaction type begins with and it will automatically select the type that begins with that letter. If there are multiple types that begin with one letter, type the first and second letters and so on to find a match.
NOTE: |
|---|
As you enter items into an invoice, if you change the quantity to a negative number, the transaction will automatically change to a return. If you begin typing in the description field, as soon as you press enter, the transaction type automatically changes to comment. Make sure that you always have the correct transaction types as you are completing your open invoice. |
Changing the Quantity
There are two ways of changing the quantity of an item
1. Changing the quantity in the header
2. Using the quick key
Changing the Quantity in the Header
1
Enter an item into the table, or highlight the item that needs its quantity changed.
2
Click in the column Qty and type the new amount in the field.
3
Press the Enter key and the new number will become the item’s new quantity.
Using the Quick Key
4
Enter an item into the table, or highlight the item that needs its quantity changed.
5
On the keyboard select the (*) key. A new window will open asking you to enter the new quantity.
6
Enter the new quantity amount and select Okay
7
The new quantity will be in the table.
Pricing
The item’s price that is entered in the invoice comes from the 'Current Price' on the Item Card. It can be affected by Price Code Levels, Date to Date Pricing, Preferred Pricing, or Discounts. By default this price takes into consideration any type of discounting and will reflect the lowest current price.
To see where the price is resulting from, hover your mouse over the price field and a tech tip will appear telling you exactly how the price is being affected.
The price of an item can be overridden in the invoice, as long as it does not drop below the set minimum price. The minimum price is set up on the Category Card and can be seen on the Item Card.
There are two ways to change the price from the Invoice
1. Changing the price in the table
2. Changing the price using the quick key
Changing the Price in the Table
1
Enter an item into the table, or highlight the item that needs its price changed.
2
Click in the Price column and type the new price.
3
Press the Enter key and the price of the item will be changed.
Changing the Price Using the Quick Key
4
Enter an item into the table, or highlight the item that needs its price changed.
5
Using the key board, select the (/) key.
6
A new window will open asking for the item’s new dollar amount. Enter the new price that the item will receive in the window. Select Okay when you are finished.
7
The new price will be entered in the table header and in the table.
Extended Price
The extended price is going to be the quantity of an item multiplied by the price of an item.
Our Retail
The item’s price under the column Our Retail can be seen on the Item Card. This price is the desired retail amount for the item.
Discounting
There are three ways to discount items in an invoice:
1. Editing the Table
2. Using the Quick Key
3. Using the Invoice Discount options
Discounting Items by Editing the Table
1
After entering the item or highlighting the item in the table that needs to be discounted, click in the discount field in the table.
2
Type in the discount that needs to be applied to the item. Press the Enter key.
3
The discount amount will appear in the table and the price will reflect the discount.
Using the Quick Key
4
After entering an item or highlighting the item that needs to be discounted, select the (-) key and a window will open. The window will have two different options for discounting.
A. Enter Additional Discount Percent: Entering a discount in this field will add the entered amount to any existing discounts.
B. Enter New Discount Percent: Entering a discount in this field will override any previous discount given to the item.
5
Once you have chosen what type of discount you are giving the item, select OK to close the window.
6
After the window closes, the invoice will show the discounted price in the table.
Using the Invoice Discount Options
The invoice discount options allow the entire invoice total to receive the discount rather than a specific item.
Located at the bottom of the screen next to Invoice Discount are two fields for discounting. The first is % and the second is $.
A. %: This allows you to enter a discount percentage that you would like the entire invoice to receive. Enter the percentage and press the Enter key, and the total at the bottom of the screen will receive the discount.
B. $: This allows you to enter a dollar amount that will be discounted from the total of the invoice. Enter the dollar amount and press the Enter key. The total at the bottom of the screen will change to the total minus the dollar amount entered.
Price Code Levels
The price code is a deciding factor in what the item’s price is going to be. Depending on the item and the customer, it may have a discounted price.
The price code that is entered into the invoice is set up in General Preferences and is determined by both the item and the customer. In order to see what the item’s price code level is, go to the Category Card, and in order to see what the customer’s price code level is, go to the Customer Card.
Changing the Price Code Level from an Invoice
After an item has been entered into the invoice, the price code can be manually changed.
1
Enter an item or highlight the item that needs to have the price code changed
2
Click in the item’s PCL field and a drop down list will appear showing all the different levels that are available to choose from.
3
Select the level from the list, or type the level that you need and it will be entered into the invoice.
4
The new price code will stick and the price will be changed accordingly.
Freight
The freight section allows you to enter the amount of freight, choose the shipping method, and also allows multiple freight entries.
Entering Freight
1
To enter the amount of freight into an invoice, click in the field beneath Freight.
2
Enter in the amount of Freight and press the enter key. The freight amount will be added to the total of the invoice.
Shipping Method
To enter the shipping method, click on the arrow besides the shipping box and select from the drop down menu. The options here are pre-set shipping methods that are setup in General Preferences.
Multiple Shipping Methods
If you need multiple shipping methods, a table allows you to choose from the different types of shipping that you set up in General Preferences.
3
Click on the blue Freight link
4
Click in the first field in the window and select a shipping method from the drop down menu.
5
Enter the cost by clicking in the cost field and typing the amount.
6
Click in the next available field in the table and select the second method of shipping for the order, and enter the cost.
7
When you have finished entering all the methods of shipping, select OK.
8
When you return to the invoice, you will see below the freight field, <multiple>. This is showing that there is more than one shipping method.
Cheat Sheet
The Cheat Sheet is a catalog feature that provides the ability to organize items into a convenient location where sales clerks can quickly add items to a sales invoice. Rather than having to lookup the SKU or UPC of an item, simply click on the item in the Cheat Sheet. Popular items that are top sellers can be added to the Cheat Sheet, items that do not have a barcode can be added to the Cheat Sheet and any other item as needed can be added to the Cheat Sheet. See Cheat Sheet for details on using the Cheat Sheet.
Touch Invoice
The POS Open Invoice has the same functionality as the more advanced invoices but was designed to be used for simple orders that need to be done quickly. It is designed for a touch screen computer, but can be used with a keyboard and mouse. Although it is intended for the quick sale, it has the capability to complete special orders, layaways, and drop shipments.
Entering an Item
There are multiple different ways to enter an item into an Open Invoice.
1. Entering the Item SKU, UPC, or Serial Number in the header of the table
2. Scanning the Item SKU, UPC, or Serial Number in the header of the table
3. Entering the item through an item lookup
4. Enter an item using the Cheat Sheet
Entering the Item SKU, UPC, and Serial Number in the Table Header
1
Type the Item SKU, UPC, or Serial Number in the box beneath the title, Item SKU
2
After you press the Enter key, the SKU will disappear from the field and be entered in the table below.
3
This enters the item directly into the table, and prepares the next line for the next item. As soon as you enter another item, it will automatically be entered into the next line.
Scanning the Item SKU, Serial Number, or UPC in the Header
Scanning the items into the header is very similar to typing them in by hand. The difference is that you will be using a scanner to scan barcodes that contain the Item SKU, Serial Number or UPC.
Entering an Item through the Item Lookup
4
Next to the field, Item SKU is a small magnifying glass. If you do not know the Item SKU of an item, click on this magnifying glass to use the item lookup.
5
After the magnifying glass is selected, a search box opens. For more information on how to use this search, see Advanced Search.
6
Once you have found the item(s) you are looking up, highlight it by clicking on it, and select OK.
7
The item will automatically be entered into the invoice.
Deleting an Item
There are two ways to delete an item from an Open Invoice
1. Using the delete key on the keyboard
2. Using the Delete Line button
Using the Delete Key on the Keyboard
1
Highlight the item that needs to be deleted
2
Select the delete key on the keyboard (or FN+Delete on Mac small keyboard or Mac Laptop)
3
The item will be removed
Using the Delete Line Button
4
Highlight the item that needs to be deleted
5
Select the Delete Line button on the screen
6
The item will be removed
Case Lots
When ordering an item by case lot, the item must first be set up in a case lot on the item's Item Card. After an item has been set up in a case lot, a new SKU is given for the item when it is being ordered in case lots. Posim will automatically generate the new SKU by taking the original SKU, adding a dash (-), and then adding the number that is the amount in the case lot. For example, if item 1015 had a case lot of 25, the new case lot SKU will be 1015-25.
Entering case lots into the invoice is slightly different than entering regular items.
1
Enter the item into the invoice by using the case lot SKU. This SKU can be found on the Item Card.
2
As soon as the dash (-) is entered, a new window will open asking for which case lot you would like to enter.
3
If there is more than one case lot set up for the item on the Item Card, select the down arrow and choose from the drop down menu which case lot is needed.
NOTE: |
|---|
Even if there is only one case lot created for an item, the Select Case Lot window will still appear and you will have to select the item from the drop down. |
4
Once the correct case lot has been selected, select Okay and the item will be entered into the invoice.
5
When the Select Case Lot window has closed, the line with the case lot in it will be brown to differentiate from the regular items.
Bundles
When an item is set up as a bundle on the Item Card, the invoice will look one of two ways depending on how it is set up.
Bundles Itemized on the Invoice
1
If you want the all the items in a bundle to appear on the invoice, it must be set up to itemize on the invoice. This is done on the Item Card.
2
Enter the item into the invoice.
3
When you select the Enter key, the item will be entered into the invoice table, along with all the items it is bundled with.
4
The main item that was originally entered into the invoice will be in the first line and everything that is included in the bundle will be yellow and say Bundle in the transaction type field.
NOTE: |
|---|
There will be no prices next to bundled items because all pricing is included in the original item. |
Bundles Not Itemized on the Invoice
If on the Item Card, the bundle is not itemized on the invoice, the bundled items will not appear on the invoice.
5
Enter the item into the invoice.
6
When you select enter, only the entered item will appear.
7
The item will have the price of the bundle, but the bundled items will not appear.
Tagalong
When an item is set up in an Item Card, there is the option to have tagalong items attached to the item. For more information on setting up an item with a tagalong, go to Item Card.
1
Enter the item into the invoice.
2
When you press the Enter key, any items that are assigned as tagalong items on the Item Card will automatically be entered into the invoice.
Suggested Sales
When an item is set up in an Item Card, there is the option to have suggested sales attached to the item. For more information on setting up an item with suggested sales, go to Item Card.
1
Enter the item into the invoice.
2
Once you have pressed the Enter key, a new window will appear with the suggested items in it.
3
Check the items that need to be added to the invoice and select OK.
4
If no items are going to be added from the suggested sales window, select the Escape key or select OK.
5
If there are items selected from the suggested sales window, when the window closes, the items will be added to the invoice.
Item Details
There is a way to see a quick view of the item card from the Open Invoice.
1
Double click on the item's description.
2
A new window will open with a summary of what is on the Item Card.
3
The clerk will be able to see the quantities for the item as well as the price and notes and warranty. You are able to move the window and leave it open while still using the invoice. If a new item is entered, the new item’s information will appear in the Item Details Window.
Serial Numbers
When an item requires a serial number and is entered in the invoice, you will have to enter the serial number either at the time of the item entry, or at the time of posting. In General Preferences you will set up which time the serial number will be entered.
Serial Number Screen
Depending on when you have chosen for the serial number to be entered, the serial number screen will appear asking for the serial number. If you have selected to require the serial number at time of entry, the serial number screen will appear when the Item SKU is entered into the Invoice. If you require the serial number at posting, you will need to select the serial number button to open the serial number screen.
1
The item requiring a serial number will be listed in the top panel.
2
The bottom panel lists all the available serial numbers. These numbers can be seen on the Item Card and are entered into the system when the item is received in the Receiving Log.
3
Double click on the serial number being assigned to the item and it will appear in the top panel next to the item.
4
If the serial number is not in the list of available serial numbers, it can be added manually by typing it in the Serial Number field in the top panel.
5
Another window will open warning you that the serial number is not known and offers you the option to add the serial number.
6
Select Yes if the serial number is correct.
7
The number will be entered in the top panel next to the item.
8
Select the OK button when you are finished.
Posting with no Serial Number Assigned
If you do not assign a serial number to an item that requires one, you will be unable to post the invoice until the serial number is assigned.
9
If an item is entered, or the Serial Number Window opens and you choose to escape out of it, or close it, an icon will appear on the invoice reminding you that a serial number needs to be assigned.
10
When you post without assigning a serial number, you will receive a warning telling you there are items missing serial numbers.
11
Select the icon to re-open the Serial Number Window, assign the serial number, and post the invoice.0
Transaction Type
There are 13 different transaction types to choose from.
1. Sale: used for any sale of an item that is made in this invoice. This is the default transaction type.
2. Return: used for any items that are being returned to its place of purchase. When this transaction type is chosen, the number will automatically become a negative quantity.
3. Return to Vendor: used for incorrect or damaged items that need to be returned to the vendor. The quantity will always be negative.
4. Misc: used for sales of items or credits that do not have an item card. No cost will be reported and no item history will be kept.
5. Payment/Acct: used for customers who would like to make a payment on their account balance.
6. Spec. Ord: used when the customer would like to buy something that is not in the owner’s inventory or the owner does not carry. Changing it to a special order means the owner will order it from the vendor and then sell it to the customer.
7. DropShip: used for any items that are being ordered from the vendor for a specific customer. Instead of having the vendor ship the product to the store owner and then given to the customer, the vendor ships the product directly to the customer.
8. Layaway: used if a customer wants to pay for an item in separate payments. A deposit will be collected the first time, and then payments will be made until the item is paid off.
9. Gift Card: used if you are selling a gift card to a customer.
10. SubTotal: used when a clerk is creating an invoice and needs to see the total of a group of items. After the sub total, the clerk can still add items to the invoice.
11. Comment: used when any notes need to be made on the invoice. The notes will be seen on the printed invoice.
12. Non-Comment: used when any notes need to be made on the invoice. The notes will not be seen on the printed invoice.
Changing the Transaction Type
To change the transaction type, you will use the drop down menu in the table header.
1
Click the down arrow in the transaction box in the table header. A list will drop-down with the different transaction options.
2
Select the transaction type that you need and it will be entered to the table below.
NOTE: |
|---|
As you enter items into an invoice, if you change the quantity to a negative number, the transaction will automatically change to a return. Make sure that you always have the correct transaction types as you are completing your open invoice. |
Changing Quantities
There are two ways to change the quantity of an item
1. Using the Up and Down buttons in the header
2. Using the Quick Key
Using the Up and Down Buttons in the Header
1
Once the item is entered in the table, or if an item is highlighted, select the up and down arrows located next to the quantity box in the table header.
2
Selecting the up arrow will increase the quantity, while selecting the down arrow will decrease the quantity.
3
As the numbers are added or subtracted in the table header, the number also appears in the table.
Using the Quick Key
4
Enter an item into the table, or highlight the item that needs its quantity changed.
5
On the keyboard select the (*) key. A new window will open asking you to enter the new quantity.
6
Enter the new quantity amount and select Okay
7
The new quantity will be in the table.
Prices
The prices included in this section are
Price
Extended Price
Our Retail
Price
The item’s price that is entered in the invoice comes from the 'Current Price' on the Item Card. It can be affected by Price Code Levels, Date to Date Pricing, Preferred Pricing, or Discounts. By default this price takes into consideration any type of discounting and will reflect the lowest current price.
To see where the price is resulting from, hover your mouse over the price field and a tech tip will appear telling you exactly how the price is being affected.
The price of an item can be overridden in the invoice, as long as it does not drop below the set minimum price. The minimum price is set up on the Category Card and can be seen on the Item Card.
There are two ways to change the price from the Invoice
1. Changing the price in the table header
2. Changing the price using the quick key
Changing the Price in the Table Header
1
Enter an item into the table, or highlight the item that needs its price changed.
2
Tab over to or click in the price field in the header.
3
Manually change the price to what it needs to be and press the Enter key.
4
The new price will be in the header as well as in the table.
Changing the Price Using the Quick Key
5
Enter an item into the table, or highlight the item that needs its price changed.
6
Using the key board, select the (/) key.
7
A new window will open asking for the item’s new dollar amount. Enter the new price that the item will receive in the window. Select Okay when you are finished.
8
The new price will be entered in the table header and in the table.
Extended Price
The extended price is going to be the quantity of an item multiplied by the price of an item.
Our Retail
The item’s price under the column Our Retail can be seen on the Item Card. This price is the desired retail amount for the item.
Discounts
There are three ways of discounting items in an invoice:
1. Using the Table Header
2. Using the Quick Key
3. Using the Invoice Discount options
Discounting Items Using the Table Header
1
Once the item is entered in the table or the item is highlighted, either click in or tab over to the Discount % field in the table header.
2
Type in the percent discount that you want applied to the item. Select the Enter key.
3
The price in the header price field will reflect the newly discounted price, as well as the price in the table.
Using the Quick Key
4
After entering an item or highlighting the item that needs to be discounted, select the (-) key and a window will open. The window will have two different options for discounting.
A. Enter Additional Discount Percent: Entering a discount in this field will add the entered amount to any existing discounts.
B. Enter New Discount Percent: Entering a discount in this field will override any previous discount given to the item.
5
Once you have chosen what type of discount you are giving the item, select OK to close the window.
6
After the window closes, the invoice will show the discounted price in the table.
Using the Invoice Discount Options
The invoice discount options allow the entire invoice total to receive the discount rather than a specific item.
Located at the bottom of the screen next to Invoice Discount are two fields for discounting. The first is % and the second is $.
A. %: This allows you to enter a discount percentage that you would like the entire invoice to receive. Enter the percentage and press the Enter key, and the total at the bottom of the screen will receive the discount.
B. $: This allows you to enter a dollar amount that will be discounted from the total of the invoice. Enter the dollar amount and press the Enter key. The total at the bottom of the screen will change to the total minus the dollar amount entered.
Price Codes
The price code is a deciding factor in what the item’s price is going to be. Depending on the item and the customer, it may have a discounted price.
The price code that is entered into the invoice is set up in General Preferences and is determined by both the item and the customer. In order to see what the item’s price code level is, go to the Category Card, and in order to see what the customer’s price code level is, go to the Customer Card.
Changing the Price Code from an Invoice
After an item has been entered into the invoice, the price code can be manually changed.
1
Enter an item or highlight the item that needs to have the price code changed.
2
Click on the Price Code drop-down in the header.
3
Select the new price code for the item.
4
The new price code will be entered and the price will be changed accordingly.
Picture and Daily Message
The Basic Open Invoice has the capability of displaying pictures and messages.
Picture
The picture and Notes/Warranty information comes from the Item Card.
If the Item Card does not have a picture, the default picture for the company will appear. The default company image can be set up in General Preferences.
When an item is entered into the invoice, if the information on the Item Card includes a Picture and Notes/Warranty, then the information will appear in the Picture box.
Message
The message will be any notes that you may want remind your customers or clerks. The message will be set in General Preferences.
Entering a Customer
There are three different ways of entering a customer to the Basic Open Invoice.
1. Entering the Customer ID
2. Using the Search
Entering the Customer ID
The Customer ID is used to look up the customer and any information that may be needed. In the Basic Open Invoice, entering the customer ID will assign the current Open Invoice to the entered customer.
1
Select the Bill to Tab.
2
Click in the field that says, ID/Phone/Company Name. Enter the Customer ID, phone number, or company name for the customer, and press the Enter key.
3
This will enter the customer’s information and allow you to view the billing address. If you need to see the shipping address, select the ship to tab.
4
Any information posted to this invoice will be in the history tab of the Customer Card.
Using the Search
If the clerk does not know the customer ID, phone number or company name, he can use the search to locate the customer.
5
Select the magnifying glass button.
6
A new window will appear allowing you to search for the customer by searching the different fields on the Customer Card.
7
Once you have found the correct customer, select OK.
8
The customer information will be entered in the invoice.
Freight
The freight section of the allows you to enter the amount of freight, choose the shipping method, and also allows multiple freight entries.
Entering Freight
1
To enter the amount of freight into an invoice, click in the field beneath Freight.
2
Enter in the amount of Freight and press the enter key. The freight amount will be added to the total of the invoice.
Shipping Method
To enter the shipping method, click on the arrow besides the shipping box and select from the drop down menu. The options here are pre-set shipping methods that are setup in General Preferences.
Multiple Shipping Methods
If there are multiple shipping methods, a table allows you to choose from the different types of shipping that you set up in General Preferences.
3
Click on the blue Freight link
4
Click in the first field in the window and select a shipping method from the drop down menu.
5
Enter the cost by clicking in the cost field and typing the amount.
6
Click in the next available field in the table and select the second method of shipping for the order. Enter the cost by clicking in the cost field and typing the amount.
7
When you have finished entering all the methods of shipping, select OK.
8
When you return to the invoice, you will see below the freight field, <multiple>. This is showing that there is more than one shipping method.
Cheat Sheet
The Cheat Sheet is a catalog feature that provides the ability to organize items into a convenient location where sales clerks can quickly add items to a sales invoice. Rather than having to lookup the SKU or UPC of an item, simply click on the item in the Cheat Sheet. Popular items that are top sellers can be added to the Cheat Sheet, items that do not have a barcode can be added to the Cheat Sheet and any other item as needed can be added to the Cheat Sheet. See Cheat Sheet for details on using the Cheat Sheet.
Touch Screen Keypads
This section will be an explanation of how to use the number pad and keyboard in the POS Invoice.
Anytime a window is opened that needs number or letter capabilities, the correct keypad will automatically open. For example, when you press the Check method of payment button, the window will open where you enter the check amount and the check number. Both the number pad and keyboard will open automatically with this window.
You also have the ability to use the letter pad and the keyboard anytime you need.
The number pad is always accessible in the right hand corner of the window.
The letter pad is located in the Keyboard button. Press the button, and the keyboard will open.
The numbers and letters have been designed as large buttons. They are large enough for you to press without having any problems selecting the wrong button.
Working Invoices
There are three different views of the working invoices. The Basic Invoice is designed to be used with a touch screen computer. It shows enough information to make the quick sale. The Core Invoice shows more information, but can still be used for the quick sale. The Order Entry Invoice is designed for more technical sales such as special orders and layaways.
Order Entry Working Invoice
The Working Invoice is for Special Orders and Layaways. While the Special Order or Layaway are waiting for payment, they will be found in the Working Invoices.
Retail Working Invoice
The Working Invoice is for Special Orders and Layaways. While the Special Order or Layaway are waiting for payment, they will be found in the Working Invoices.
Touch Working Invoice
The Working Invoice is for Special Orders and Layaways. While the Special Order or Layaway are waiting for payment, they will be found in the Working Invoices.
Closed Invoice
The Closed Invoice is a record of the Open Invoices that have been posted. The fields will contain the same information as the Open Invoice before it was posted. These fields cannot be edited, however there are a few fields that are different from the Open Invoice.
Cheat Sheet
The Cheat Sheet is a catalog feature that provides the ability to organize items into a convenient location where sales clerks can quickly add items to a sales invoice. Rather than having to lookup the SKU or UPC of an item, simply click on the item in the Cheat Sheet to add it to the invoice. Popular items that are top sellers can be added to the Cheat Sheet, items that do not have a barcode can be added to the Cheat Sheet and any other item as needed can be added to the Cheat Sheet.
Single items, Gift Cards, Events, Case Lot's and "Prompt for Qty" items can be sold using the Cheat Sheet.
Figure 2-142Screen Shot 2017-03-03 at 8.56.39 AM
Setting up the Cheat Sheet
The Cheat Sheet is located below the Tools menu on Open Invoices and Working Invoices.
Figure 2-143Screen Shot 2017-03-03 at 9.03.55 AM
1
Click on the Cheat Sheet tab to view the full Cheat Sheet.
Figure 2-144Screen Shot 2017-03-03 at 9.03.55 AM
2
The Cheat Sheet is organized using tabs. Each tab is customized and items are added to individual tabs.
Figure 2-145Screen Shot 2017-03-03 at 9.10.08 AM
3
To edit tabs and items that appear in the Cheat Sheet, select the Items button at the bottom right corner of the screen.
Figure 2-146Screen Shot 2017-03-03 at 9.10.08 AM
4
The Cheat Sheet preference window will open. This window contain sections to customize Tabs and Items that will appear within the Cheat Sheet. It also includes an Event Tab option to automatically load upcoming events.
Figure 2-147Screen Shot 2017-03-03 at 9.27.11 AM
TABS - Create custom tabs to show within the Cheat Sheet. Tabs are used to organize items into groups, so that sales clerks can quickly locate an item in the Cheat Sheet when processing a sales transaction.
ITEMS - Customize the list of items that are visible within the Cheat Sheet. The items will be added to individual tabs.
Event Tab - Check this box to load events/classes into the Cheat Sheet automatically. See Using the Cheat Sheet with Events for additional details on using this feature.
5
Create a Tab for each group of items that will appear in the Cheat Sheet. In the TABS section, double click on the top line of the table, then type the name of the first tab. When finished, press the enter key to insert an additional line to create another tab. Type the name of the next tab and repeat until all the desired tabs have been created.
Figure 2-148Screen Shot 2017-03-03 at 9.27.11 AM
6
To rearrange the order of the tabs, highlight the name of a tab that needs to move. Then click the up or down arrow to the right of the table depending on which direction the tab should move.
Figure 2-149Screen Shot 2017-03-03 at 9.38.54 AM
7
To begin adding items into each tab, first select the name of the tab to edit. The tab name will be highlighted in blue and the items list for the specified tab will appear.
Figure 2-150Screen Shot 2017-03-03 at 10.06.34 AM
If items were previously added to the selected tab, the item SKU's will appear in the item list.
Figure 2-151Screen Shot 2017-03-03 at 10.06.34 AM
If the tab is new or has never had items assigned to it, the items list will be blank.
Figure 2-152Screen Shot 2017-03-03 at 10.22.25 AM
8
Enter the Item SKU into the column labeled SKU. The item SKU can be typed, scanned or added using the Lookup Item button.
To type or scan the item SKU, double click in the text field and enter the SKU.
Figure 2-153Screen Shot 2017-03-03 at 10.44.37 AM
When finished, press enter on the keyboard to insert an additional line and add another item. Repeat as needed until all items have been added.
Figure 2-154Screen Shot 2017-03-03 at 10.47.07 AM
9
To lookup items in the database, click on the Lookup Items button.
Figure 2-155Screen Shot 2017-03-03 at 10.50.52 AM
The advanced search will open. Use the column filters to narrow the search results. Locate and select the item(s) to be added. When line items are selected, the line(s) will be highlighted in blue. See Select Multiple Lines for details on selecting more than one item.
Figure 2-156Screen Shot 2017-03-03 at 10.53.10 AM
10
Select OK and the items will be entered into the table.
Figure 2-157Screen Shot 2017-03-03 at 11.22.55 AM
11
When finished adding items, select OK to save and close the window.
Figure 2-158Screen Shot 2017-03-03 at 11.26.38 AM
Viewing the Cheat Sheet
Each item within the Cheat Sheet will show basic item details that the sales clerk can see for quick reference. Clerks can toggle between two views, the image view and the summary view, depending on the amount of detail they want to see.
Image View
When items are assigned to a tab, the information entered into the Cheat Sheet comes from the Item Card. On the item card, each item can have one image inserted. If there is an image on the Item Card, the image will show on the Cheat Sheet. The image view contains the item Image, Description, SKU, and Price.
To view the Cheat Sheet in Image View, click on the Image button at the bottom of the Cheat Sheet screen.
Figure 2-159Screen Shot 2017-03-03 at 11.43.26 AM
Summary View
Summary View is a list view and does not include the item image. The summary view contains the item Description, SKU, and Price.
To view the Cheat Sheet in Summary View, click on the Summary button at the bottom of the Cheat Sheet screen.
Figure 2-160Screen Shot 2017-03-03 at 11.47.31 AM
Adding an Item to the Invoice Using the Cheat Sheet
The purpose of the Cheat Sheet is to provide sales clerks with a fast and convenient way to add items to a sales invoice.
1
To add items that are located in the Cheat Sheet to a sales invoice, click on the Cheat Sheet tab.
Figure 2-161Screen Shot 2017-03-03 at 9.03.55 AM
2
The Cheat Sheet will expand and show items within each tab. Click on the tab that contains the item to add to view a list of items.
Figure 2-162Screen Shot 2017-03-03 at 12.20.06 PM
3
Locate the item in the Cheat Sheet and click on the item once.
Figure 2-163Screen Shot 2017-03-03 at 12.20.06 PM
The item will be added to the sales invoice with a quantity of 1.
Figure 2-164Screen Shot 2017-03-03 at 12.24.28 PM
4
To add multiple quantities of one item, click on the item within the Cheat Sheet one time for each quantity desired. One line will be added to the invoice each time the item is clicked. For example, if an item is clicked three times, three lines will be added to the invoice.
Figure 2-165Screen Shot 2017-03-03 at 12.46.06 PM
Figure 2-166Screen Shot 2017-03-03 at 1.29.39 PM
5
Once all items have been selected from the Cheat Sheet, move the mouse off of the Cheat Sheet and the Cheat Sheet screen will slide in until the next time it is selected.
Figure 2-167Screen Shot 2017-03-03 at 12.50.39 PM
6
When the invoice is complete, select a method of payment and post the invoice.
Figure 2-168Screen Shot 2017-03-03 at 1.31.56 PM