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INVOICE.DOC
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Invoicing
The next option from the Main Menu is invoicing, which will be
the primary area used by most people. Invoicing provides an easy, yet
powerful, system for billing customers. We have tried to give the user
as much flexibility in the system as possible, while minimizing their
learning curve.
The following is a list of functions within the invoicing window,
and how a typical transaction is carried out:
F1 key - Help
As in other parts of the system, online help is available in the
invoicing area.
F2 key - New Invoice (abbreviated "NewInv")
The New Invoice function allows the user to enter a new invoice. Upon
striking the "F2" key, a popup window appears prompting the user for
an Account Number. In the future, CRIS will provide a feature for
printing account cards for customers with barcodes. Their account
number will then be scanned from their card, and name, address, etc.
will be filled in automatically. If the customer does not know their
account number, or is a new customer, the user may enter their name,
address, etc., in the following fields. This information will then
be added to the Accounts database, which will be useful for
printing mailing lists or other information later on. The Tax
Exemption Number is one of the most important fields within this
window. Entering a number here will designate this invoice as a
sales tax-free invoice. The Terms field may or may not be filled in,
depending on your particular uses of the CRIS program. The Credit
Card information area may be useful in the event of a returned item.
The In-House charge area allows the user to have invoices billed to
a house account. This account information may be tracked be running
reports, and will be added to in later releases of the software.
The last feature of this window is the "F2 - Accounts" key. By hitting
the F2 key, the user is instantly able to pick out an account from the
accounts list and fill in the entire screen. This windows, of course,
applies only to previous customers. Hitting Return or Escape will
return the user to the invoicing screen. Upon returning to the
invoicing screen, the user is able to enter comments, salesperson
initials (or numbers), and an invoice date. After entering this
information, the first part of creating an invoice is complete!
F3 key - Edit Invoice (abbreviated "EdInv")
The Edit Invoice command allows the user to edit most information
entered in the New Invoice screen, including Name, Address, Tax
Exemption Number, Terms, Charge Account information, Comments,
Invoice Date, and Salesperson data.
F4 key - Delete Invoice (abbreviated "DelInv")
The Delete Invoice command will delete an invoice and all its parts
from the system. These items WILL NOT be put back into inventory.
F5 key - Find Invoice (abbreviated "Find")
The Find Invoice command allows the user to quickly jump to a
particular invoice number. This command assumes you are done
with the current invoice, so it will not let you edit it if you
return later.
F6 key - Tender
The Tender command should be the last command used (before printing)
of the invoicing process. The tender command tells the CRIS system how
the customer paid (Cash, Check, Charge, or In-House Charge), the
Amount they paid, and any discount they may receive from the purchase
price. The tender command will also tell the salesperson what the
correct change should be from the cash drawer. After running the tender
command, NO ITEMS ON THE INVOICE MAY BE ALTERED.
F7 key - Print Invoice (abbreviated "Print")
The Print Invoice command should be the final phase of the invoicing
process. This command looks at settings you have made in your
Company Setup Screen, such as printer type and transaction type, and
prints your invoice accordingly. For people experiencing slow
printing, they may wish to shut off the "shading" option in the
Company Setup Screen. This will remove the pretty (but slow) shading
from your invoices.
F8 key - Add Part (abbreviated "AdPt")
The Add Part command allows the user to enter a new item on the invoice
form. Upon hitting the "F8" key, a new line appears on the invoice.
At this time, the user must enter a quantity and part number of an
item. If this item is found in stock, the remaining fields will be
filled in automatically. If it is not, the item is assumed to be a
special order item, so the Code, Description, and Unit Price must be
entered manually.
F9 key - Edit Part (abbreviated "EdPt")
The Edit Part command allows the user to change any information on a
previously entered item. The Edit Part command will affect the field
the cursor is currently positioned over. On occasion, the user may
notice a popup window requesting clarification as to which part they
are editing. This is important for some stores which have many
different parts with the same part number. It is important the system
knows which part is currently being edited. In the event this window
appears, highlight the vendor's name and description that correspond
to the part in question.
F10 key - Delete Part (abbreviated "DlPt")
The Delete Part command removes a line item from the invoice. It is
important to note that this item is not automatically returned to
inventory.
Alt-P key - Previous Invoice (abbreviated "Prv")
The Previous Invoice command, accessed with the Alt-P key combination,
allows the salesperson to jump to the previous invoice in the system.
For example, if the current invoice is number ten, the salesperson
jumps to number nine, as long as number nine hasn't been deleted.
It is important to note that this command assumes you are finished
with the current invoice; the current invoice may not be edited if
you return to it at a later time.
Alt-N key - Next Invoice (abbreviated "Nxt")
The Next Invoice command allows the user to jump to the next invoice
in the CRIS system. This command is usually used with the "F5 - Find"
command and the "Alt-P Previous Invoice" command to view earlier
invoices. It is important to note that the Next Invoice command
assumes you are done with the current one, and will not let you
make changes if you return to it.
Esc-Return
As in other parts of the CRIS system, the Escape key returns the
user to the previous menu.
The Invoicing Process:
Generally, there are 6 steps to creating an invoice:
1) F2 - New Invoice: The allows the user to add the next invoice
form.
2) F3 - Edit Invoice: This allows the user to change any mistakes
they may have made in step one.
3) F8 - Add Part: This allows the user to add an item a customer
wishes to purchase. This step may be repeated
several times.
4) F9 - Edit Part: This step allows the user to correct any
mistakes they may have made in step 3.
5) F6 - Tender: This step requires that the salesperson take
payment from the customer, and record any
discounts.
6) F7 - Print: This step involves printing the finished
invoice.