Invoice Window

See Also: Creating invoices, Processing invoices

With the invoice open, notice that the main toolbar is available. This allows you to be able to review the contacts past purchases while creating an invoice (click on the Contact File icon), add a product to the products table (click on the Products icon), take a phone call while preparing an invoice and review that customers past purchase file (click on Contact File icon, and find contact by using Find icon), and many other options. Always allowing you to return to the current invoice by clicking on the Invoice icon. Let’s take it further and review some of the other options on the Invoice screen before we begin adding products.

Customer Name -

The customer name will be displayed at the top of the screen to the left. . The printed invoice will display not only the contact’s name, but also their address and phone number, so if this is the information you want to display, be sure to add it to the contact record. Once an invoice is processed and printed and you realize that you are missing information, the only way to have that information displayed is to add it to the contact record, delete the current invoice and re-enter that sale information.

Setup button -

Clicking on this button will reopen the invoice setup window to allow you to change the type of sale, discount percentage or the date of the invoice. The change will effect only the current invoice. O.K. will accept the current changes, cancel will return you to the original invoice

Tax Retail/Tax Subtotal -

This is a toggle button which will reflect the title of the active option you have selected. Clicking on the button will change the button to the other option and recalculate the sales tax for the invoice. When the invoice is first displayed this button will display the default selected on the “Invoice” tab in the “Settings” window. i.e.) if the button says Tax Retail, then the tax rate calculated will be based on the retail value of all product in the invoice. If you are discounting, or giving hostess gifts, this option will recover all sales tax charging tax on the retail value rather than the actual invoice subtotal. If the button says Tax Subtotal, tax will be calculated from the invoice subtotal. If you are discounting or including hostess gifts, the sale will report a value for non-recovered sales tax in your weekly summary and in sales reports

Tax:

If you miscalculated the tax and need to enter the tax into an invoice you can. When you click on the calculated tax, the system will disable the auto calc tax feature. You can turn the auto calc tax back on by clicking on the word Tax.

Clear Invoice -

This button will remove all products entered into the invoice.

Date -

This will be date you have selected as the date of sale. To change the date click on the setup button to open the invoice setup window.

Invoice # -

The invoice # is system generated. When you create an invoice the system will add one to the Last Invoice # field on the “Invoice” tab in “Settings”. You want to be careful not to double up on invoice numbers. To help protect you against duplicate invoices, we have implemented several safeguards. If for any reason you try to create an invoice using an invoice # which the system already detects as being on file you will get the message, “Error!! Invoice number already exists! Resetting last invoice number to the highest invoice number in the system. The system will then create the new invoice using the next available invoice #.

Standard Invoice Text -

This text box is located in the lower left corner. This field is available for you to type individual messages to your customers, or to save a standard note to be used on all invoices. If you choose to create a standard note, type your note, and then click on save note to save. If you have opted for the standard note, but want to send one particular customer birthday greetings for example, you would type the message in the text box. DO NOT click save note. When the invoice is processed the new note will appear on the current invoice. If you prepare an additional invoice at a later time, the standard note will once again be present. To delete a Standard Invoice Text which has been saved, highlight the note with the mouse and press delete or backspace to remove the text. With the text removed, click “Save Note”.

Clear Selection -

To clear one or multiple products which have been entered into the invoice, select the line or lines you wish to clear by clicking on the line number in the far left column. To select multiple lines, hold down your mouse button while dragging the mouse. This can also be accomplished by clicking on the first line to delete, holding down your shift key and using your up/down arrows to mark the additional lines. Click on the Clear Sel button. You will receive a confirmation screen, select yes to delete, no to return to the invoice.

Insert Line -

To insert a line in the middle of an invoice, click on the line number in the far left column below the point you wish to insert the new line. Click the Ins Line button and the new line will be inserted.