Invoices

 

Invoice documents are used to sell to your customers.   The screen shot shown here is a 'full' invoice, normally used when you are doing mail order, telephone order, or specialized retail.   The program also has a 'fast cash' retail point of sale screen and support for Orders for lay-aways, service and back ordering.

The normal process of entering a full invoice is to first select or add a customer.  The program has the ability to perform duplicate checking to prevent duplicate customers from being added.

Once you have a customer, you will see the invoice item input screen.  The customer bill-to and ship-to addresses are at the top.  Items can be added via keyboard, barcode scanner or portable scanner.

As items are added, the program will in real-time check stock, and determine what is back ordered.  If an item is back ordered the employee can check if it is in stock at another location or check the expected delivery date. 

The prices, subtotal and other fields are also all real-time calculated, including support for multiple tax, shipping and handling calculations.  Taxes can be calculated for example if you have a state tax, or you may have a state and local regional tax, or you may have an additional third 'other' tax calculation that also must be applied.   The program supports Canadian tax calculations.

Shipping and handling can be configured based on your needs -  flat amounts per item, amounts calculated as percentages of totals, flat file weight / method / zone lookups, custom carrier calcuations, internet based UPS  - USPS - FedEx options, option to send shipments out to shipping software such as UPS Worldship and much more.

Quickly change the document type with a simple keystroke - if you need to change the invoice to a lay-away or back order, or to a quote or back to an invoice for example.

Specify a delayed ship date on the document - if the customer would like the order processed on a specific date or your shipment of seeds will not arrive until the spring.

Add order notes - special information to the customer, shipping department or disclaimer text.   Notes can be defined for every order (certain forms) and can also be added at the time of entering the order.  There is even a special order form with a credit card signature block.

  


 Service/Repair

 

 Flexible service order and service invoice capabilities - track and analyze service or repair of equipment or services performed for the customer.

The service document can be linked to a customer record, allowing quick access to all of the service orders or service history in the future.

When receiving an item for service, you can enter a quick description of the item, a serial number and describe the problem or requirements for the next step.

Optionally add additional details such as warrany code, status text, detailed descritive text of the item, or important notes.

As service progresses, add notes regarding service performed with date stamp ability.  Update codes or status indicators with simple definable pop-up choices (these can for example be used later to call up service orders that are waiting for parts, or waiting for customer pickup or similar).

If parts are requried for service, add them easily by clicking to the item entry tab and add line items with full quantity, description, pricing, etc.  You can even add lines detailing hours of labor and charges.

For apple service companies, POS/OE 4 also has an Apple GSX option.  This ties the service system in to the Apple GSX service system, allowing you to create GSX service orders, look up warranty status information on product, look up apple parts for the product being serviced and add the parts to the service order.  You can even view images of the equipment and exploded service diagrams.

When the service is complete, the document can updated, optionally apply payment then emailed or printed to the customer.

Later you will have the ability to search, sort and report on these documents.  For example, you may want to generate reports on number and dollars of services performed by a store for a month.  Analyze service by employee, or the parts used in service and much more.

 

There are many other POS/OE 4 features and information on this site!

To learn more, click the links on the left to browse our site and view addtional screen shots and information.