Invoice Utilities is the most valuable tool in TMS and is used to perform the following functions:
- Update Invoice, Void or Refund Invoice, Search Invoice
- Reprint Invoice, Credit Card Receipt, Tag, Coupon, and Tracking Tag
- Email Invoice,
- Make Customer Account Payment
- Issue Credit or Debit Note
- Restock Invoice
- View Invoice Transaction History
- Lookup Location of orders and much more
To start the process, select invoice utilities option from the main menu. Input your security pin number, and select the OK button.
To simplify updating Quick Ticket, TMS prints special barcode on Quick ticket. To update quick ticket, simply scan quick ticket barcode.
To enable this special barcode, refer to Management -> System options -> Invoice Tab -> Enable ‘Print Store# on Barcode’
When customer search screen appears. Enter customer’s phone number or name to locate the customer. You may use the invoice# to lookup the order. Just scan the invoice# barcode. If you don’t have scanner, simply press Invoice# box on the left-hand side, then enter invoice#.
A list of the invoices will appear on the right hand-side. The image of the 1st invoice is shown on the left hand side. Select the desired invoice# from the list by highlighting the invoice, or simply press Select-All Icon to highlight all the invoices. To remove check mark, press unselect Icon.
The following section explains the function of each option.
Void/Refund icon is used to void an invoice or refund a pre-paid invoice.
Highlight the desired invoice and select Void/Refund function.If invoice status is In/out, the status is changed to Void, and gets added to history transaction for audit purpose.
If Invoice is pre-paid or checked-out and paid, Tender Screen will pop-up. Select the refund payment method and press OK.
If the customer is refunded by credit card, and you are equipped with online credit card processing, simply swipe the card, and press OK.
Please note, depending on your job-class and system settings you may not be able to perform this task. See Management section for additional information on how to enable/disable this function. Press YES to continue when prompted with warning message.
Please note, all out-standing invoices along with invoices that are checked-out within the last 30 days with no out-standing balance are shown. To see previous historical invoices, select Search and change Invoice Start/End date.
The following section explains the function of each process in Invoice Utility and how to use it effectively.
Reprint Invoice icon is used to reprint an invoice, reprint credit card Receipt, Reprint bag tag, garment tag, tracking Tag, coupon, or Email invoice.
Reprint Tag is used to reprint tags for selected order. To reprint tag for certain item within the invoice, 1st select the invoice, then highlight the Item from Invoice Screen on the left hand side.
Use Update function to detail a quick ticket or If you need to make changes to the selected invoice.
Credit/Debit Note icon is used to issue, view or void credit/debit notes. Credit/Debit notes is used by the system during payment processing. You may use credit note to issue a credit for damaged garments.
Debit notes is used to charge the customer for any charges such as interest charges etc.
To issue debit/Credit note, simply enter amount and reason for the credit/debit note.
Note: To charge customer interest charges for overdue invoices, go to Management -> System -> tools -> Finance charges.
Restock function is used to put an order back into stock if it was checked out by mistake. To do this function you have to have management access
Use Unpaid Invoices function to post payment to your charge customer’s account. Follow steps below to post payment:
First select Unpaid Invoices icon, then select Mark all Invoices icon or select invoices that you payments are applied to. You may press unmark icon to remove the check mark. As invoices are marked total Debit/Credit is updated.
Select Account Payment (Please note, unpaid invoices icon changes to Account Payment when invoices are selected). Say Yes when prompted to apply payment. Select the date that you like payment to be posted as, then use the payment method as before.
When all unpaid invoices are selected, payment is applied automatically to invoices in ascending order. The last invoice might be partially paid if total payment is less than total due balance.
Customers with credit card on file (COF) are charged automatically if your system is setup with online credit card processing.
If Payment received is more than the actual balance, a credit note will be issued automatically.
Use check-in to check-in, or check-out to checkout orders for the same customer.
Use Location icon to view the locations of the orders. Select print icon, to print the locations. For audit purpose, invoice location look-up is tracked by the system.
To view the list of transactions for selected invoice, press Trans list button.
Transaction List shows every step of the process that was done on the invoice, like invoice update, location, checkout, payment, productivity, and production.
Search function is a very powerful and useful tool to search and locate orders.
You may search orders by Store#, Date Range, Invoice# Range, Invoice Status, Conveyor Location, Item Description and/or Color, Service Type, Delivery Run#, Garment Tracking Tag or Lot Tag, Hotel Guest Name, Hotel Order#.
When search matches the search criteria a list of invoices is shown on the screen. Please note, make sure to remove check mark ‘Only For Current customer’ when searching orders for all customers.
When searching for location number, make sure to pad zeros to the location number if your conveyor barcode is padded with zeros. For example type 0100 if you are looking for location 100.
Use the link below to watch Invoice Utility Video Tutorial.