Counter Invoicing Options

TWO APPROACHES FOR COUNTER INVOICING

Often, invoices will need to be issued for sales of supplies and equipment, when there is no contract or order involved.
There are two options of invoicing for this purpose. Both programs require inventory to be loaded and expect the invoice to be printed, since the customer is often standing at the counter waiting for the bill.
Following is a brief explanation of the difference between the methods:

• Point Of Sale Invoices:
  This program allows the operator to sell supplies and equipment, and dispose of rental equipment, by issuing an invoice for the charges. It can also be used to issue credit invoices (refunds for sales returns).

  Primarily, the invoice is for a CASH Customer, i.e. it is paid immediately.
  The invoice produced can be printed on either the standard 8 1/2" x 11" or A4 invoice paper, or can be printed on a Slip Printer (this is more economical).
  A Slip Printer can be setup by operator in Operators, or for a division in the Divisional Printing Parameters.
  For details on setting up the Slip Printer refer to Slip Printer Set-Up.

  Typically, the customer pays immediately, so the following is not needed on the bill: the ship to name and address, the site/job#, the P.O.#, the ID and Reference. Enough flexibility has been built into the program to allow the operator to fill in an existing customer # and put the invoice On Account. In this case, the customer's name will print on the bill and indicate that it is On Account.

  It is designed to be faster than the standard invoicing program Miscellaneous Invoices. Because it prompts for fewer items, it uses only one Screen to make the invoice.
  However, this does cause limitations. Comments, Damage Waiver, Discounts or Tax Codes cannot be accessed. The total tax amount can be accessed (and altered) with the VIEW TAXES prompt, but this amount changes each time the invoice is re-totaled.

  Tunable parameters for Point Of Sale Invoices include:

  • To speed up data entry, the Point Of Sale Invoice Cash Only flag can be set in the "Document Settings" of the Divisional Invoice Parameters to activate the fast-track entry defaults so that only necessary fields are accessible.
    When this feature is activated, the customer always defaults to the "Cash" customer defined for the division in the "Customer Settings" of the Divisional Contract Parameters .

  • The site is never mandatory in Point Of Sale Invoices, and defaults to the blank site# when the Point Of Sale Invoice Cash Only fast-track entry option is activated.
    If required the defaulted fields can still be accessed in Change mode, after the invoice has been created.
    

  • To speed up product entry on the invoice details, check the Fast Entry Of Sales Items flag in Operators. This causes the "Description", "R/S" and the "Unit Price" prompts to automatically use the default.
    These fields can still be accessed if required.

  Only invoices made using Point Of Sale Invoices can be reviewed in that same program. This is due to the special nature of the fast entry process. Overall, the benefits outweigh the limitations.

• Miscellaneous Invoices:
  This program is the full featured invoicing program. It can also be used to issue credits for sales items returned, or rental equipment incorrectly billed.

  Most invoices made with this program are On Account, and use the Bill To and Ship To addresses, Site/Job #, P.O.# and Comments. Also, the Damage Waiver, Tax Codes and Discount fields can be accessed.
  Because of the extra information, the invoice is printed on 8 1/2" x 11" or A4 standard invoice forms.

  All rental invoices on the Daily Business Report (Daily Close 1) can be reviewed with this program, with the exception of Order Invoices or Work Order Invoices, if the operator has role permission is setup in Security Roles.

  Refer to Invoice Tunable Parameters for information on the tunable parameters that relate to Miscellaneous Invoices.

  Note: The product details on a Miscellaneous Invoice generated from a cycle billing or a rental return cannot be changed or deleted from the resulting invoice, without deleting the entire invoice in Delete a Invoice, creating an audit record of the deletion.

Invoicing Lookup Utility
When hunting for information on an existing invoice in the reporting options, the Delete utilities, or even in Change mode in the entry options, a window is provided on the Invoice number field to access the search feature that can be used to narrow down the list as outlined in Invoice Search feature.