INVOICES


The Invoice module is nearly identical to the Cash Sale module. The main difference with an Invoice is that usually the full amount is not settled when it is issued. Stock is deducted straight away when you issue an invoice, sales figures are also updated, however the client can remain with a balance on account if the full amount is not settled.

Invoices are normally used when someone places an order which is pending delivery. A common example is sales of White Goods such as a fridge. When you buy a fridge, you normally pay a deposit. You are also given an invoice with the remaining balance which you settle on delivery.

Invoices in iLabPOS are currently used for sales of White Goods, Wedding Dresses, Large orders (to suppliers and clients) which are not paid in cash, and more. iLabPOS comes with a full fledged Credit Control System which will help you tackle your credit after invoices are issued.






1. Choose the Client
First step when processing an Invoice is choosing the client. Choosing a client in an invoice is mandatory (as opposed to a Cash Sale). To search for an existing client click on the arrow next to the client number. If the client is a new client, then click on new client and enter the details.

2. Article/Articles Selection
Next step is to specify which articles are to be processed in the sale. You can specify articles in 3 different ways:

1. Typing in the Barcode directly in the Barcode Field
2. Scanning the Article with your Barcode Scanner (Make sure the cursor is on the barcode field)
3. Choosing the article from the selection screen by clicking the arrow next to the barcode field.

Once you specify a correct barcode, the article name and price popup on screen. If Quikscan is switched on (Located Top Right on the Screen) then the item is automatically added to the item list without giving you time to modify the quantity or the price. Quikscan is only used in case if you have a barcode scanner. If you do not have a barcode scanner, switch it off. Now you can specify the quantity you are selling, and modify the price if you like. The screen will show you the item price excluding VAT. You can modify any one of the prices. Once you are ready with specifying the quantity and the price, click on add and continue with the same steps until all articles have been listed.





3. Discount
You can specify a discount in percentage, or the amount in Euro directly (Or your country's currency). Simply check the box of the discount type you want (Top one is in currency, bottom one is in percentage) and type the amount/percentage you want to discount. See illustration below.





4. Using the second price
To use the second price, click the "Use 2nd Price" check box before you start selecting the articles. The 2nd price function is very useful when you want to sell items at different prices to different customers. This can be applied to wholesaling and retailing from the same shop. The second price can be specified in the article screen

5. Removing Items before saving
If you make a mistake, you can remove an item simply by right clicking on it. You can also remove an item by pressing ALT+R after you choose it.

7. Save the Invoice
Click on save to save the Invoice. You are then presented with another window to finish off some final payment and delivery details before the invoice is actually saved. If you want to make some changes to the item list before saving click cancel. Otherwise proceed with following steps:

1. Enter the deposit amount paid (This can be 0, The Full Amount, or a Deposit)

2. Choose the Type of Payment (Not Mandatory)

3. Specify if the invoice has been actually sent to the client or not. This option is used for example in case of sales over the internet when you want to keep track of those sales where invoices are mailed by post. Like this you can keep track of those invoices which you still need to post. Invoices can be marked as sent at a later stage from the Invoice Management Screen.

4. If the delivery for the goods bought is pending, you can plan it here. This option can be used in case items will be delivered by your delivery vans, etc... Other scenarios may apply. Also specify the planned delivery date. Delivery details can also be managed from the Invoice Management Screen.

5. Comments - These comments are then displayed on the Invoice. Comment fields can be used to show Serial Number of products for Guarantee purposes, or for other notes you may need.

Finally Click Save. At this stage the Invoice has been registered. In case a balance is pending, you will be asked whether you are sure to move the balance pending on the Client Account. If the clients credit limit will be exceeded with this invoice, you will also be warned.

To customise text that appears on the Invoice, refer to the Manual Section 2.2 (Invoice Layouts).