How Do I Complete an Invoice?

Step 1 - Invoice Details:  To create a new invoice, you will go to the Sales tab, then click the "New Invoice" tab toward the upper right-hand side of the screen.  From the pop-up window, select the appropriate sales type, customer, and date of sale.  Once everything is accurate, click "save."  You'll be able to change these later if needed while the invoice is in "draft." 

*Note: If you select Spa Escape, Image Party, or Fair/Trade Show, be sure you've entered an event in the Datebook.  You will need to select an event from the drop menu in order to proceed.  If you don't care to generate event-specific reports, Reorder can be used.  Also, it's important that you use the correct date of sale as all of the reports are date driven - most importantly the Quarterly Report which you will use for tax prep.

Step 2 - Adding Products:  Once in the draft of the invoice, you can begin adding product.  The cursor should appear in the Products field, but if not, you can click there to move it.  Begin typing the product number or key word to populate a list of possible product matches.  When you see the product you're looking for, use the arrow keys to highlight it, then hit "tab" to select it and add it to the invoice.  (Typically, you should show a positive on hand value for the item you choose.  In some cases, checking for the quantity on hand may help narrow down the correct product if there is more than one possible match)  Edit the Sale Type, Retail, Quantity, and/or Discount as needed.  Repeat for each item purchased.

Step 3 - Review/Adding Discounts: After all products are added, check the invoice to be sure you didn't forget anything, or enter a wrong product by mistake.  Also, look over the Options box at the bottom of the order.  You can give a discount by entering an amount, then selecting the % or $ icon.  (Do not enter the % or $ characters in the discount field.)  If you select "Tax After Discount," the discount will be applied and then tax is calculated using the reduced amount instead of the full retail.  If you check "mark all products as delivered," you will skip the delivery step later on.  You can set this as a default in your Settings. 

Note: At this point, the invoice is still in "Draft" status and can be edited.  If you close your browser or go to another screen, everything will be saved that you've entered and you can go back to the invoice later to continue where you left off.  Inventory is not updated yet.

Step 4 - Save:  Click "Save" to commit the invoice and change status to "Active."  As far as reports are concerned, the sale has taken place and those totals are figured in.  It DOES NOT remove products from inventory, or include payment from the customer.  Once you click save, you're shown a copy of the receipt.  From there, you will be able to add payment, mark products as delivered, or edit invoice which will return it to draft status.  You cannot edit an invoice that is in "Active" status - ONLY "Draft."

Steps 5 & 6 - Payment & Delivery:  To consider the invoice complete, full payment must be posted, and all products must be marked as "delivered."  After clicking "save" in the previous step, you are taken to a screen showing the invoice and a red Unpaid banner at the top.  Click the "add payment" tab in the upper right-hand corner.  In the payment window, select the payment method, date, memo (not required), and payment amount.  The balance due will be pre-filled, but can be edited for a partial payment if needed.  If you have a ProPay account, and have entered your ProPay login email in the Settings, you will see another tab to "Charge with ProPay."  You would then enter the credit card info and process the payment.  The same per-transaction fees apply whether you process the payment directly through ProPay, or use the ProPay integration feature through Consultant Office. 

If you did not check the "mark products as delivered" in the Options section of the invoice, you will need to go to the Deliveries tab to do this.  Just above the blue bar toward the top, you can check the box to "select all" products, or you can individually check each product you want to show as delivered.  Click the "Deliver Selected" tab to show the checked products have been delivered to the customer.  Inventory is updated when you mark the products as delivered - NOT before.  On the invoices list, the truck icon will show all grey if nothing is marked as delivered, half blue/half grey if some products are marked as delivered, and all blue if all products are marked as delivered.         

 

Article ID: 32, Created On: 9/9/2011, Modified: 11/21/2011