Point of Sale Solution Back Office Invoicing
Description
What's in this article?
Invoices provide an itemized list of goods and services rendered, which includes the cost, quantity, and taxes – and a convenient way to pay them online. Customize your business invoice and choose the payment terms in the Invoice template. When you create an invoice, you can select an existing customer and product or create new ones. Your invoices are saved online for simplified recordkeeping. Subscriptions automatically generate invoices for each billing cycle. Learn more about the invoice lifecycle for subscriptions.
Create an invoice template
An invoice template makes creating custom invoices faster and easier. Your business contact information associated with you Merchant Services account will automatically populate on the invoice; if you'd like to change your contact information on your account, contact us. As you customize your template in the Back Office, a preview will update so you can see what it will look like for your customers.
Watch the video:
- This video will walk you through how to create an invoice template from the Point of Sale Solution Back Office.
- In Point of Sale Back Office , select Estimates & Invoices > Templates. Then at the top click the Invoice tab.
- Once you are in the Invoice tab, you can customize your invoice template by selecting from options including: your logo, a background color, address, to pay online, taxes, your terms, and even extra text.
- When you are done, click Save
- In Point of Sale Solution Back Office, select Estimates & Invoices > Templates.
- On the Invoice tab, customize your invoice template:
Invoice customization options with descriptions Field Description Include logo Enable this to include a logo on your invoice. Click Choose file to upload a logo. Background color Choose a background color for the invoice, if desired. Click on the Background color field to open the color picker. To choose a specific color, use the color eyedropper tool or enter specific RGB values for the desired color. Address Enable to show your customer's address on the invoice. Pay Online Enable to allow the customer to click to pay online. Online payment will let a customer pay their invoice through a webpage. Tax Enable to show the tax calculation. Term Choose a payment term from the dropdown list. Options are immediate, Net 15, Net 30, Net 60 or Net 90. Extra text To include a note at the bottom of the invoice, type in the text box. Click Save.
Create and send an invoice
Create and send an invoice from the Back Office to your customer. All the details from your invoice template will be pulled into the new invoice. You just need to add the customer name, contact information and the items to the invoice. You must have the appropriate access to create an invoice.
Watch the video:
- *music*
- This video will walk you through how to create and send an invoice from the Point of Sale Back Office
- In the Point of Sale Back Office, select Estimates & Invoices > Invoices > Sent
- Click new invoice.
- Enter the customer's name
- Under order items, add items by clicking the plus icon
- Add a product from your inventory
- Tag icon to add a discount if desired
- To add or edit the tax, click the plus icon.
- You can also turn off the tax option to omit a tax on our invoice
- Click Preview in the top right corner to review your invoice
- Save to save the invoice later or click Save and send to save the invoice and email it to your customer
- *music*
- In the Point of Sale Solution Back Office, select Estimates & Invoices > Invoices.
- In the Sent tab, click New invoice.
- Enter a customer name. When you begin typing, the customer name will populate in the dropdown list if the customer is already in your database and the information will populate the form. If the customer is new, click Add new customer and complete the contact information.
- If a street address is missing, click the Edit icon to add it, as this is a required field for an invoice. Click Save.
- Click on the Plus symbol icon to select an item for the order.
- In the Item field, either begin typing the name of a product or service you have previously set up, and select it from the list — or type in the name of a new item.
- (Optional) Enter a Description and Quantity of the item, select the Tax to collect, and indicate whether the price is Tax inclusive. If you have added a new item rather than a preset one, enter the Unit price; preset items will auto-populate a price. Add any notes for the invoice.
- Click Done to enter the item on the invoice. Add more order items as needed.
- (Optional) Click on the Discount icon to apply a discount:
To apply more than one discount, Multiple discounts must be enabled in the Back Office Basic Settings > Global Settings.Apply a preset discount
Click manual discount you previously set up, for example a new customer discount. When it is enabled, a border will appear around the button. Click Done.
Apply a custom discount
- Click Manual to create a new custom discount.
- Enable a dollar or percentage discount:
• To enable a dollar discount, enter a dollar amount. If the left-hand dollar discount button is not enabled, click on it. Click Done.
• To enable a percentage discount, enter a percentage amount and click on the percentage discount button to enable it. Click Done.
To delete a discount you have applied to an item, click on the Discount icon in the Invoice preview and delete the discount:
• Preset discounts: Click the button of the enabled preset discount to disable it. Click Done.
• Custom discounts: Click Manual. Clear the discount and click Done.
- Click Manual to create a new custom discount.
- To make any edits to the order items, click on the Item name, edit the item details and click Done.
- Choose one of the following:
- Click Save to save the invoice without sending it to the customer.
- Click Save & Send to send the invoice to the customer.
- Click Preview to see a print preview of the invoice.
Manage open invoices
Once invoices are created and saved, they appear in the Back Office as Open Invoices. All open invoices display, including invoices that originate from the Point of Sale App and those that are created in Back Office. You can edit them to change customer information or add additional items to the order, view the detail or preview the print version, take a payment on the invoice or send the invoice to a customer.
NOTE:
The Point of Sale App treats open tickets as an "invoice" and those tickets will also display in this view.
- In the Point of Sale Solution Back Office, select Estimates & Invoicing > Invoices.
- From the Open tab, choose an action:
Invoice action icon options and descriptions Action icon Description Edit Edit the invoice to change customer details, tax or items. View details View the invoice detail information. Preview invoice Preview the customer copy of the invoice. Send invoice Send the invoice to the customer.
Manage sent invoices
The Sent tab shows invoices that have been sent to your customer. These invoices also appear in the Open tab. Once an invoice is sent to the customer, you can track the status of the invoice, see the amount paid toward it and the total amount due, preview the invoice and resend it to the customer if needed. The due date for the invoice is set in the invoice template. If you need to edit a sent invoice or take a payment for the invoice, search for the invoice in the Open tab view.
The statuses of the invoices that appear on the Sent tab will include Unpaid and Overdue invoices. Invoices that have received full payment will appear in your Orders report for your location.
To manage sent invoices
- In the Point of Sale Solution Back Office, select Estimates & Invoicing > Invoices.
- From the Sent tab, choose an action to preview or resend an invoice.
Invoice action icon options and descriptions Action icon Description Pay Take a payment on the invoice. Preview invoice Preview the customer copy of the invoice. Resend invoice Resend the invoice to the customer.
To take an invoice payment
- In the Point of Sale Solution Back Office, select Estimates & Invoicing > Invoices.
- From the Sent tab, search for the sent invoice.
- Click the Pay action button.
- Edit the payment amount if accepting a partial payment, then click Next.
- Select a payment type: Custom payment for cash, check or other payments or Card payment.
- If custom payment, select a Tender type from the dropdown menu: cash, check or other.
- (Optional) Provide payment details.
- Click Submit. The payment receipt will be emailed to the customer.
- Click Done.