The Invoice Utility is used to update, void, restock, or refund an invoice. You may use the Invoice Utility to search for orders or items by date, status, tag number, customer name, conveyor location, service, or item description.
The Invoice Utility is also used to reprint invoices, tags, coupons, print tracking tags, print bag tags, resend orders to the auto-assembly conveyor, or email an invoice.
The Invoice Utility can be used to make customer account payments, view transaction history, or lookup the location of the order.
To get started, select Utility Option from the main menu.
Enter the customer’s name, scan or type the customer’s invoice number to find the invoice. All invoices for the customer that match the search criteria will appear on the right-hand side of the screen.
The following section explains in detail the function of each option within the invoice utility.
Change Status Function
Step 1. Use the ''Change Status'' function to void an invoice, restock, or refund a paid invoice. Highlight the invoice and select the Change Status Icon.
Step 2. When an invoice is voided, the status is changed to "Void." If the invoice is already paid, the tender screen pops up. Select the refund payment method, enter the amount, and press OK.
Step 3. If the customer is being refunded by credit card, and you are equipped with online credit card processing, simply swipe the card, and press OK.
Please note that, depending on your job class and system settings, you may not be able to perform this function. See the management section for additional information on how to enable or disable this function.
Step 4. When an invoice is checked out by mistake, use the "Restock" option to put the order back into stock. To perform this function, you must have management access.
Account Payment Feature
Use the Account Payment function to apply a payment to the charged customer's account or make a payment on an invoice.
Step 1. To Charge customer’s account, highlight the invoice, or select Unpaid Invoices, or select All Options from the top of the screen.
Step 2. Then select the Account Payment icon. A payment screen pops up.
Step 3. Select the payment type to make the payment. If the customer has a credit card on file (COF), the system will charge the card automatically. If payment is more than the actual balance, the system will issue a credit note. For additional information, please view our payment processing video. Please note that if the amount received is less than the total due balance, the system will automatically apply payments to the oldest invoices until the last invoice. The last invoice could be partially paid.
Use the Location icon to view the location of the orders on the rack or conveyor. Please note that if the location is viewed by staff, it will be recorded in the transaction list for audit purposes. Use the print option to print the conveyor location.
Use Print icon to reprint an invoice, reprint credit card Receipt, Reprint Bag Tag, Email invoice, Tracking Tag or reprint Coupon. Simply highlight the invoice, and select Print button. To reprint tag for desire item within an invoice, first, select the invoice, then highlight the Item from Invoice Screen on the left-hand side. To reprint all the tags, just highlight the invoice and select Print Tag.
Use Update Icon to detail a quick ticket or If you like to make changes to an invoice. For example to add a new item, change prices, or apply a discount. Make changes as you wish, then press Done.
Transaction List Function
Press the Trans List button to view the list of all transactions for the selected invoice. The Transaction List shows every transaction that was performed on the invoice. For example, invoice update, lookup invoice location, checkout, payment, productivity, and production. The transaction list is very important for audit purposes.
The filter function is a very powerful and useful tool to filter your search to find invoices. Select the Select All Customers option to apply a filter to all customers. Leave the option unmarked if the search is limited to the current customer. You can refine the contents of this list by using the interactive filter controls.
You can apply a filter based on the service type, price list schedule, or delivery run number.
You may search invoices by item description, conveyor location, invoice status, dates, or total value range. To search by payment status, select the Payment Status filter and check-mark the option. When the search matches the search criteria, a list of all the invoices is shown on the screen. Simply select the invoice to view the details.
Use the Sort function to sort the invoices on the screen based on the selected sort option. For example, sort by invoice number, checked-in date, due date, invoice status, or invoice total.
To search by service type, select the Service filter and check-mark the option. When the search matches the search criteria, a list of all the invoices is shown on the screen. Simply select the invoice to view the details.
To search by payment status, select the Payment Status filter and checkmark the option. When the search matches the search criteria, a list of all the invoices is shown on the screen. Simply select the invoice to view the details.