Inventory Control POS Software Manual

10. Creating Invoices

There are three screens where you can manage Sale Orders (Invoices):

Point of Sale

Customer Sale Orders

Sale Order Details

To create a new Invoice in the Point of Sale Screen, the steps are:

Step 1:
Press the Add button next to the label Sale Order ID to create a new Invoice. The Sale Order Popup will appear: Complete the information in the Sale Order popup. When the OK button is pressed, a new Sale Order is created.

Step 2:
To add items you can do one of the followings:

• Enter or Search for an item's Serial # in the provided textbox: If a valid number, the Product ID is populated. You can modify the Qty and then press the Add Item... button.
• Add Items to the Sale Order by pressing the Add button at the bottom of the screen, or the Add Item... button: The Sale Order Detail Popup will appear where you can enter a Product and modify the Unit Price.

The Point of Sale screen is now updated with the Total Due Amount and the Balance. The Freight Charge and the Taxes are also included in the Due Amount.

Step 3:
The Paid Amount will initially be 0.00: The Customer Payments can be added. After the Payments are recorded, the Paid and the Balance on the Point of Sale screen are updated.

The Customer may need to make several payments for the same Invoice. You can view the Payment list by pressing the Payments button. For more information, refer to 11. Managing Customer Payments.

Preview and Print the Invoice after all the items are added to the Sale: To do so, press the animated blue View Invoice... button next to the Add Payment button.

Point of Sale Screen

Select the Point of Sale from the Module List on the left-side of the Screen: The Point of Sale screen will be displayed. This is where you can Create, Modify or Search for invoices:

Create a New Invoice

Search for an existing Invoice

Record Customer Return - For more information, refer to 13. Recording Customer Returns.

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Customer Sale Orders Screen

Select the Customer Sale Orders from the Module List on the left-side of the Screen: The Customer Sale Orders screen will be displayed. This screen displays the list of all the Customers: By selecting a Customer in the list the Sale Order Details grid will be populated accordingly. You can also Go to a Record: To do so, press the button with two Arrows on it.

You can do one or more of the followings:

1. Modify, Add or Search for a Customer.
2. Delete a selected Sales Order Detail.

Select an entry in the Sales Order Detail grid and View or Modify the Sale Order by pressing the Sale Order button. You can also press the Payments button and Add or Modify Payments.

The list of customers and the sale order detail for a selected customer can be exported to a .CSV file by pressing the Export List button. A .CSV (Comma Separated Values) file is a popular delimited text file format where a comma delimits fields. You can easily view .CSV files using MS Excel or other spreadsheet programs.

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Sale Order Details Screen

Select the Sale Order Details from the Module List on the left-side of the Screen: The Sale Order Details screen will be displayed. You can view the list of all the Sale Orders with their corresponding Sale Order Details. You may also need to Go to a Record: Press the button with two Arrows on it.

This screen includes a Sale Orders listing and a Sale Order Details grid. When a Sale Order is selected, the corresponding Sale Order Details list will be populated. You can do one or more of the followings:

1. Modify, Add or Search for a Sale Order or Invoice.
2. Delete a Sale Order.
3. Delete a selected Sale Order Detail.
4. Add a new Sale Order Detail.

After a Sale Order Detail is selected in the list, you may Modify or View the Payments by pressing the Payments button.

The list of sale orders and the sale order detail for a selected sale order can be exported to a .CSV file by pressing the Export List button. A .CSV (Comma Separated Values) file is a popular delimited text file format where a comma delimits fields. You can easily view .CSV files using MS Excel or other spreadsheet programs.

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The Sale Order Popup

You can add a new Invoice using this popup. A similar popup can be used to modify an existing Invoice.

You must then select a Customer:

• To create a new customer, use the Add button with the Plus sign on it.
• To modify an existing customer, you can press the Modify button with the Pen on it.
• For existing customers, press the Search button with the Magnifying glass on it.

For a new Invoice, some information such as the Order and Shipping Dates are defaulted. The Sale Tax Rate and the Sale Payment Terms are populated from the Company Information screen.

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The Sale Order Detail Popup

This popup can be used to Add Items to an Invoice. Each added item corresponds to a Sale Order Detail. To modify a Sale Order Detail, you can return some or all items into stock by recording a Customer Return - For more information, refer to 13. Recording Customer Returns. Alternatively, you may delete a record and all items in the SO Detail will be returned into the stock.

While adding items, a Product can be Added, Modified or Searched for. After selecting a Product, the information about the Product such as Stocked, Cost and Unit Price are populated. You can modify the Quantity as desired: If there is not enough Units in Stock, you will get a warning. You can also enter a Discount and the Unit Price will be calculated accordingly to include the discount.

By pressing the OK button, the application will update the Units in Stock for the selected Product to account for the Sold Quantities. From now on, any modifications to the Quantity will update the Stocked Units.

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Other useful links:

01. Business Inventory Manager Pro
02. Getting started
03. Setting Up for Multiple Users
04. Adding Product Categories
05. Managing Suppliers
06. Adding Products
07. Tracking Employees
08. Manage Shipping and Payment Methods
09. Managing Customer Information
10. Creating Invoices
11. Managing Customer Payments
12. Manage Shipping
13. Recording Customer Returns
14. Creating Purchase Orders
15. Reports
16. Import Basic Inventory
17. Import Text Data
18. Export Data to CSV
19. Receive Purchase Orders
20. Backup Database
21. Reset Sales
22. Tips and Techniques