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AI4POS User Manual

Invoicing

Invoicing¶

Overview

This is your main invoice entry screen:

The left column will contain current invoices that have not gone through a day end process.
- Note: A red invoice means it has not been printed and closed.
The main body of the screen is your actual invoice.
Below the invoice is a function key bar that represents the functions keys on your keyboard. These will change dynamically dependent upon where you are in the invoice process.

To Start A New Invoice Entry¶

Invoicing

Invoice Header¶

To start entering an invoice:
Press F8: Start New Invoice

Select Customer

You have a few options here:
1. Type "Cash" or "**" for a cash sale.
2. Start typing the customer name.
3. Once it comes up, down arrow to it and press "Enter".
4. Lastly, you can click the link to add a new customer on the fly.
5. Once you have a customer, validate it, or click "Wrong Customer?" to try again.
6. Select a invoice message, or default to "A", and then click "Continue To Invoice".

Validate Customer

You now have a completed invoice header, that includes:
1. A new invoice number and date/time stamp
2. Default sales message
3. Cashier initials
4. Customer name, address and phone
5. Whether that have a resale tax card on file
6. Any warning that might be pertinent to this customer
7. Any discount structure for this customer

Invoice Header

Adding Invoice Detail Lines¶

To add an item to an invoice, press F8, and search
1. You can use a barcode scanner to scan a UPC code
2. You can enter a SKU
3. You can start typing the product name
4. When you see the product, aroow to it and press "Enter"

Item Select

Confirm the item:
1. Verify you have the correct product
2. Enter the quantity, if other than 1
3. Press "Continue"

Item Confirm

Your invoice will now be complete with one item:
1. Total count of all items
2. If will also have your sales tax
3. Total
4. Balance

Item Complete

Altering An Invoice Detail Line¶

Altering an item gives you many choices:
1. Click on the quantity field to edit how many
2. Click on the product description to go see this item in inventory maintenance
3. There are also 4 icons on the right of each item. They are:
  1. Apply Voucher
  2. Tax Toggle
  3. Charge / Return Toggle
  4. Delete this item

Paying An Invoice¶

Paying An Invoice
1. You can have as many tender types as necessary (split temder)
2. To pay a complete invoice, press F9 Pay Invoice
3. Then, press F8 Add Tender
4. Choose a payment type
5. Enter the amount. The default will always be the remaining balance.
6. Press "Apply To Invoice"

Invoice Tender

Print & Close Invoice¶

When the tenders bring the balance to zero, you invoice will look like this and you are ready to print the invoice.

Print

Press F9 Print Invoice to print and close the invoice.
1. This will display a small version of the invoice for confirmation
2. Either Close or Print now
3. Print will load your systems print dialog
4. As soon as you say Print or Save, the invoice will print and then be closed
5. It will now look like this:

Closed