POSitive Software Orientation > Simple Invoicing > Invoicing Aids

There are two Styles of invoicing screens. Each has it's own unique menu features.

Because the Register Style is more suited for cash and carry type sales, additional transaction options are accessed by pressing the ESCape key or clicking on the ESC Menu button while viewing an invoice, order, layaway, service order, or quote, gives access to the following actions.

Invoice Style [I] [Iq = quotes only]

Invoice style is streamlined to always display additional transaction options as listed below in the blue panel at far left.

----- Menu Options In alphabetical order -----

Add/Edit Notes - [I, R] To add notes to the invoice or order

Change Authorized Buyer - [I, R] Each business account also tracks authorized buyers. One authorized buyer is designated as a default buyer. When you want to change the authorized buyer on the invoice you will be presented a list of buyers from which to choose. You may add to the list as necessary.

Change Cashier - While editing an invoice, one can change the cashier. You will be prompted to enter sales ID and password. The Sales ID will remain the same.

Change Customer - [I, R] To choose another customer as purchaser of the invoiced items. Similar to the Select Bill To [F3] option on screen

Change Markup % - globally update selling prices by adjusting the Markup percentage. Available only on Quotes and Contract Pricing

Change Sales ID - [I, R] To accurately report the Sales ID on the sale, you may find it necessary to change the existing ID (see the blue window bar) to a new ID. This would be especially critical if commissions are being paid or if store management wants the extra detail. Options

A station setting has the option to Ask For Commissioned Sales ID When Invoicing. With this switch activated the cashier can choose an employee from the list of employees, eliminating the requirement of entering a password for the employee.

Convert To - [I, Rq] Similar to Hold Invoice As, this transfers a quote to an invoice, layaway, order, service order, or contract pricing. Items listed in a Quote are not deducted from inventory until the quote has been converted to one of the above. The option to convert to contract pricing is like a quote but tracks prices only and does not deduct inventory.

Convert To Invoice - [R] This is a necessary step for all orders, layaways, and service orders. Not until a transaction becomes an invoice is tax liability applied, or commissions paid, or items actually purchased and delivered.

Display/Show Costs - [I] Displays the cost of the line item, the individual markup % and a total profit for the order or invoice.

Documents - [I] Attach files, images, and/or voice recordings to the transaction

Edit Bill To - [I, R] To change the customer's record or if this is a Cash Sale invoice to change to a customer sale. Also accessed by pressing F5 or clicking on the button Edit Bill To [F5].

Edit Ship To - [I, R] Each customer's ship to address is the billing address unless otherwise specified. By selecting Edit Ship To, you can add alternate addresses. You will designate one of the alternate addresses as the default ship to address. The default address can be changed or switched as often as desired.

Enter PO Number - [I, R] Used only when making sales to business accounts. When processing the invoice, you will be prompted for a purchase order number. If no number is entered, the term Verbal, meaning a verbal agreement, is used instead. If need to enter an actual PO number or edit an existing one, then select this option. Note: if necessary, a PO number can be edited or added after an invoice has been processed.

Expiration Date - [Iq, Rq] An option only available in Quotes but similar to Set/Change Due Date in orders and layaways.

The Expiration Date can be both a selling tool and a hedge against undue losses. Setting an expiration date can motivate the customer to make a decision more quickly. Setting an expiration date is especially important it the selling costs and prices of items fluctuate dramatically in a short period of time thereby committing yourself to honor the prices for a reasonable time period.

Global Markup - [Iq, Rq] An option only available in Quotes which allows one to globally change the markup percentages of all items on the quote.

Hold Invoice As . . . - Only available when the invoice is a Customer Sale, this option allows you to transfer the Invoice to an Order, Layaway, Service Order, Internet Order or Quote.

There are a number of reasons for wanting to hold an invoice: to delay shipment, to defer payment; to wait until backorders are filled; to suspend the invoice temporarily.

You will be prompted to schedule a date of when the new transaction will be due and you will be informed of the new transaction number.

To find the transaction again, go to the respective transaction In Process to which the Invoice had been converted.

Item Detail - [I] Will show the SKU, Description and short notes about the item

Item Menu [F11] - [R] Although not a part of the ESC Menu, it is accessed by pressing F11, clicking on the button, or clicking with the right mouse button over an inventory item. You have a range of options allowing you to review Inventory Detail, Add, Edit, or Delete an item, assign serial numbers, force a backorder, set commission, or review deposit history on the order.

Note - [R] Although not a part of the ESC Menu, it is accessed by clicking on the Note tab. It will open the Note panel instead of the Ship To panel.

Print/Save - [I, R] Print out the order, layaway, quote, or service order and then save and quit.

Prompts - [I] If there are "invoice" selling prompts being collected, they can be viewed and edited here.

Receive Payment - [I, R] To accept payment towards purchases on an invoice or order. Also accessed by pressing F10 or clicking the [F10] Tender button.

When accepting payments towards Orders, Service Orders, and Layaways, all monies collected are treated as deposits. No tax liability is activated until the order, layaway or service order is processed as an invoice.

Round Transaction - [Rq,] Only available while in a Quote or Contract Pricing, you can round up selling prices of all individual items to the nearest dollar, the nearest 10 cents, or use standard two decimal place rounding.

Save As New Quote - [Rq] Only available while in a Quote. Make a copy of the current quote as a new quote. You will then be given the option to continue working with the old or new quote. This is especially useful if you need to create multiple variations for the customer to consider.

Save and Exit - [Iq, R] To save and exit without printing. You will be prompted to save changes. If you answer NO, the corrections or additions made will not be saved. If you choose Cancel, you will be returned to the order so that you can review it first.

Section Manager - [I] Creates multiple sections of the transaction, which can be used to track Change Orders, subtotal groupings of products and "delivered" as segments of the total transaction. (see Section Manager and Section Form )

Service Notes Add/Edit - [I, R] Only available for Service Orders to add work to do, work done, and internal notes for staff members only.

Set/Change Due Date - [I, R] Orders, Layaways, and Service Orders have a calendar date assigned for when the expected transaction will be completed. You may adjust that date.

Show/Display Costs - [R,] Displays the cost of the line item, the individual markup % and a total profit for the order or invoice.

Split/Set Commission - [I, R] Available only while invoicing, but can be set while editing other transaction types with a right mouse click on a highlighted inventory item. You can choose to split the commission of the highlighted inventory item on the invoice or all items on the invoice between two sales people in any percentage combination. You will be prompted to enter the sales IDs and the percentage going to each.

Summary - [I] Displays each line item. By pressing Enter while highlighting a line item you can change the Quantity, Price, and Discount values

Template Components - [I] If a "Hidden Template" is added to the invoice, you can highlight it and see the list of inventory acting as components of the template.

Tender - [I, R] To accept payment towards purchases on an invoice or order.

Update Costs - [Iq, Rq] If a quote has been pending for some time, you may wish to have the costs of each item updated to the most current costs. This will give you a better indication of your true profit.

Void Transaction/Order - [I, R] To cancel this invoice, order, or quote before processing. Also accessed by pressing ALT - V.. You will be prompted to confirm the void. If you choose Yes, the invoice will be erased. The invoice history will show the invoice number as not being used.