Invoice

Login to Console → Financial → Invoice

The invoicing feature is an essential component of any business that involves selling products or services to customers. It helps you generate and manage invoices, which are documents that outline the details of a sale transaction, including the items sold, quantities, prices, and payment terms.

It allows businesses to

• Create Standalone invoices
• Create Invoices from the Store Credit Accounts
• Send Email Invoices
• Send Email Invoices with Paylink

Please contact [e-mail] to enable invoicing.

Step 1: Invoice Setup

Go to Settings → General → Invoice

The invoice setup includes the invoice register for tracking purposes, default due days for payment calculation, an invoice template for consistent formatting, a logo for branding, default notes for predefined messages, default terms for payment conditions, and default header and footer sections for additional information and personalization.

‌*This is a mandatory setup before you can create an invoice.

• Invoice Register: Select the Invoice Register from the drop-down bar. If not created already, you can create an invoice register from Settings
• Default Due Days: Enter the default due days. This field specifies the default number of days within which an invoice is expected to be paid. It helps streamline the payment process by automatically calculating the due date based on the invoice generation date.
• Invoice Template: Choose the option 'Default Invoice Template' as we currently only support a single template. (More options coming soon)
• Logo: Allows you to upload and display your company's logo on the invoice. Including a logo adds a professional touch and helps reinforce your brand identity.
• Default Notes: Enter the default notes to be displayed on the invoice. Default notes are pre-defined messages or comments that can be added to invoices automatically. These notes may include general information, special instructions, or terms specific to your business. They save time by eliminating the need to manually enter repetitive information for each invoice.
• Default Terms: Enter the default terms and conditions you would like to add. The default terms field allows you to specify the standard payment terms that apply to your invoices. It typically includes information about the payment due date, late payment penalties, acceptable payment methods, and any other terms and conditions related to payment.
• Default Footer: Enter the default footer to be displayed on the invoice. The default footer section appears at the bottom of the invoice and often includes additional information such as thank-you messages, legal disclaimers, or any other relevant notes. It provides a space for any required regulatory information or personalized messages you want to include in every invoice.

Click “Save”.

Invoice Payment Gateway Setup

Payment setting is mandatory if you wish to accept the payment online.

If you are not accepting online payments, then you can ignore this section.

After configuring the above invoice setup, proceed to click on the "Connect" button to set up the payment gateway.

Here, you will need to provide the required fields for the chosen payment gateway.

By default, the NMI payment gateway will be pre-selected in the drop-down. However, you can choose a different payment gateway from the available options.

The supported Payment Gateways are:

• NMI
• Orbital
• Authorize.net
• Shift4
• Nuvei

Once all the necessary values are provided and the payment gateway is successfully configured, the "Connect" button will change to "Disconnect," indicating that the setup is complete. The name of the configured payment gateway will be displayed after a successful setup.

If needed, you can disconnect the payment gateway by clicking on the "Disconnect" button. This action will reset any changes made during the configuration process. Once disconnected, the label will change to "None," indicating that no payment gateway is currently active or linked.

Remember to save your settings after making any changes to ensure that they are applied properly.

Note: Level 2 & 3 Processing Support
Merchants can now enable Level 2 & Level 3 transactions support with the payment gateway improves card rates on console.

Merchants enable Level 2 & 3 processing in Invoice Setup, applicable only for Authorize.net and Orbital gateways. When enabled, transaction invoice data includes specific data points. Each supported gateway must transmit Level 2 & 3 data, including the following:

Level 2 Requirements:

• Tax Amount
• Tax Indicator
• Tax ID
• Customer Code

Level 3 Requirements:

• Product Code
• Item Quantity
• Description
• Unit of Measurement (UOM)
• Extended Item Amount
• Debit or Credit
• Discount per Line Item
• Line Item Total
• Unit Cost
• Discount Amount
• Shipping Amount
• Duty Amount

Step 2: Creating an Invoice

Navigate to Financial → Invoice 

To view and create invoices, navigate to Financial → Invoice. Already created invoices will be listed here. Users can search for invoices by providing details in any of the search fields.

We provide users with a comprehensive view of key performance indicators (KPIs) to monitor the financial health of their business. Below are the KPI's supported:

• Open Invoices: The total number and value of invoices that are currently open and awaiting payment.
• Paid Invoices (Last 30 days): An overview of the total number and value of invoices that have been successfully paid within the last 30 days.
• Upcoming Invoices (Within 10 Days): A summary of the total number and value of invoices that are due within the next 10 days.
• Overdue Invoices: Highlighting the number and value of invoices that are past their due date and require attention.

Create an Invoice

To add a create invoice, click on the Create Invoice button.

The screen must be completed with the necessary information to generate an invoice. Once completed, the invoice can be saved and will be in draft status. The fields are described as follows :

Step 3: Add Customer Details

• Customer: Select the name of the customer who will be receiving the invoice.

All the below fields will get automatically get populated if the information is already saved.

• Address: The customer's physical address where the invoice will be sent. Uncheck the check box under the address field, if you prefer entering a different shipping address than the saved customer address.
• Email: The email address of the customer for communication purposes.
• City: The city where the customer is located.
• Zip: The zip or postal code of the customer's address.
• Phone No.: The customer's contact number for any inquiries or clarifications.
• State: The state or province where the customer is located.
• Country: The country where the customer is based.

Step 4: Add Invoice Details

• Invoice #: Enter a unique number assigned to the invoice by unchecking the 'Auto Generate' option or simply auto-generate the Invoice number by checking the Auto Generate check box.
• Invoice Name: A descriptive name or title for the invoice.
• Invoice Summary: A brief overview or summary of the invoice (Subtitle)
• Invoice Date: The date when the invoice is created. (Auto populated by default)
• Invoice Due Date: The date by which the payment for the invoice is expected. (Auto populated based on the invoice settings)
• Private Notes: Optional internal notes or comments regarding the invoice. This section will not appear on the invoice.
• Notes: Additional information or instructions for the customer. (Auto populated based on the invoice settings)
• Terms: The terms and conditions related to payment and any other relevant agreements. (Auto populated based on the invoice settings)
• Header: The header section of the invoice, typically contains the company logo, name, and address. (Auto populated based on the invoice settings)
• Footer: The footer section of the invoice, often includes payment instructions, contact information, and any applicable legal disclaimers or copyright notices. (Auto populated based on the invoice settings)

Note: Users can import invoices into the console by uploading CSV files, allowing for efficient data input. The system will process the CSV file, updating existing invoices according to specific criteria. Additionally, new invoices will be created for entries that do not currently exist in the system. A batch name can be given during import or manual entry through the console invoice form.

Step 5: Add Items to the Invoice

• Select the item using the Item Lookup button. 

• All the items that the user wants to add to the invoice can be checked and added. Users have the option to view the QOH and Units sold from the Item lookup page. 
• Retail Price and Quantity can be added for this invoice to a different amount, but the ItemID, UPC, and item description cannot be modified.
• Discounts can be applied to each line item by selecting discount from the drop-down or the items having discount configured will be auto-populated when choosing the item.
  If the chosen/configured discount is a variable discount a pop-up window will appear, prompting you to enter the discount amount for that item.
  
  Enter the desired discount amount and click on the "Save" button. The entered amount will be calculated and applied as the discount for that specific item on the invoice
• Total Tax, if applicable can be added by entering it in the Tax field provided.
• Items can be removed by clicking on the  button near each line item.
• Click Create and the user is returned to the Invoice Modify screen and can proceed. At this point, the user would review the invoice, make any modifications, and then Email Invoice to the customer. 

If the invoice is partially paid, we can see the amount due for that invoice

Step 6: Sent Email Invoice to Customer

Once the invoice is ready, you can send the created invoice to customers by email.

In the top-right corner of the Invoice screen, you should see an "Email Invoice" button. Click on this button to initiate the process of sending the invoice via email.

After clicking the "Email Invoice" button, a pop-up window will appear, asking for confirmation before proceeding with the email-sending process. This pop-up should display the customer's email address to which the invoice will be sent.

Within the confirmation pop-up, you will see a checkbox option labeled "Send payment link with email". Make sure to check this box to include the payment link in the email.

If you prefer to send the invoice to the customer without a payment link, uncheck the "Send payment link with email" box.

Click the "Send Email" button to proceed.

After successfully sending the email, you see the success message indicating that the email has been sent to the customer.

Note: Email Invoice with a payment link will only work if you have completed the payment gateway configuration under Invoice Setup (Step 1). 

Customer's Experience

When your customer receives the email, they will see the invoice details along with a link that leads them to the payment page. The payment page will typically display the items, quantity, Subtotal, Discount, Taxes & Due Amount. The customer can then follow the payment link by clicking on the PAY NOW button and make the payment conveniently online.

Note: Each invoice will be recorded as a pos transaction if the invoice is not generated from existing store credit transactions. Invoice payments will be shown on the reports as POS transactions.

• To modify a previously created Invoice, select the Invoice from the list and click on the Invoice #, proceed to the Invoice to take the necessary action. Removing items from the Invoice can only be done by clicking on the  button near the item.
• To View an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the Eye   button.
• To Download an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the PDF   button.
• To Cancel an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the Cancel    button. To cancel an invoice, the invoice status should be either: Draft/Open or Overdue.

• To Print an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the Print  button.

• To do a manual update of the payment status of an invoice, you can proceed with the Mark as Paid button, which will update the invoice status as paid.

Deleting an item from an Invoice

Removing items from the Invoice can only be done by clicking on the  button near the item.

Printing an Invoice

To Print an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page.

Click on the Print  button.

Download an Invoice

To Download an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the PDF   button.

Sample Invoice Receipt:

Search Invoice

• To search for a specific invoice, start by clicking the Search button on the Invoice screen. For example: If you wish to view the list of invoices under a specific Customer, select the Customer and click Search. The invoice # field will automatically list the first invoices under the selected Customer.
• Users can conveniently search for invoices within the invoice list by employing the batch name filter. By entering a specific batch name, the system will filter and display only the invoices associated with that particular batch name

Managing Multiple Invoices

Login to Console → Financial → Invoice

Search for a find invoices by Customer/Invoice/Status from the Invoice grid list. Click on the 3 dots provided to select the options from:

• Mark as Paid: Change the invoice status to 'Paid'.
• Cancel: Allows to cancel the invoice.
• Email Invoice: Send an email invoice to the customers.

Duplicate an Invoice

When you have a repeat Invoice you can use a previous Invoice as the base for the new identical or similar invoice, so that you do not have to re-enter all of the information each time.

Go to Console --> Financial --> Invoice

To Duplicate an Invoice, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the Duplicate    button.

The screen will populate with the Invoice information. Proceed as normal to process the Invoice.

To view transactions generated from Invoice, click on the transaction number from the invoice grid, to view the receipt.

Invoice History

Invoice History is a comprehensive record that tracks the progress and details of an invoice from creation to payment. It includes two essential components: Status History and Payment History.

To view the Invoice History, select the Invoice from the list and click on the Invoice # to go to the Invoice page. Click on the History    button.

• Status History: This section of the invoice history provides a chronological overview of the invoice's status changes throughout its lifecycle. It captures important milestones such as invoice creation, submission, approval, rejection, and any subsequent modifications or updates. Each status change is accompanied by relevant timestamps and any accompanying notes or comments.
• Payment History: The payment history section documents all the transactions related to the invoice's payment. It contains a record of payments received, including the payment amounts, dates, and methods used (such as cash, check, or electronic transfer). Additionally, it may include information about partial payments, overdue payments, or any adjustments made to the payment terms or amounts.

Combined, the Invoice History provides a comprehensive audit trail of an invoice's journey, allowing users to review its status changes and payment activities at a glance. This information is invaluable for maintaining transparency, resolving disputes, and ensuring accurate financial records.

Refunding an Invoice Payment

Refunding an invoice payment typically involves returning the money paid by a customer for a product or service due to various reasons, such as order cancellation, product return, overpayment, or customer dissatisfaction. 

A "Refund" button will be visible on the invoice screen, only when a payment is done.

When the user clicks the "Refund" button, a popup will be displayed with the net invoice amount.

Click on the Refund button to initiate the refund. A confirmation message will be displayed once the refund process is completed successfully.

* Note: Refund will be applicable to online transactions.

Create Invoices for Store Credits

Navigate to Financial → Invoice 

To add a create invoice, click on the Create Invoice button.

The screen must be completed with the necessary information to generate an invoice.

Once completed, the invoice can be saved and will be in draft status. The fields are described as follows :

Enter Customer Details

• Customer: Select the name of the customer who will be receiving the invoice.

All the below fields will get automatically get populated if the information is already saved.

• Address: The customer's physical address where the invoice will be sent. Uncheck the check box under the address field, if you prefer entering a different shipping address than the saved customer address.
• Email: The email address of the customer for communication purposes.
• City: The city where the customer is located.
• Zip: The zip or postal code of the customer's address.
• Phone No.: The customer's contact number for any inquiries or clarifications.
• State: The state or province where the customer is located.
• Country: The country where the customer is based.

Enter Invoice Details

• Invoice #: Enter a unique number assigned to the invoice.
• Invoice Name: A descriptive name or title for the invoice.
• Invoice Summary: A brief overview or summary of the invoice (Subtitle)
• Invoice Date: The date when the invoice is created. (Auto populated by default)
• Invoice Due Date: The date by which the payment for the invoice is expected. (Auto populated based on the invoice settings)
• Private Notes: Optional internal notes or comments regarding the invoice. This section will not appear on the invoice.
• Notes: Additional information or instructions for the customer. (Auto populated based on the invoice settings)
• Terms: The terms and conditions related to payment and any other relevant agreements. (Auto populated based on the invoice settings)
• Header: The header section of the invoice, typically contains the company logo, name, and address. (Auto populated based on the invoice settings)
• Footer: The footer section of the invoice, often includes payment instructions, contact information, and any applicable legal disclaimers or copyright notices. (Auto populated based on the invoice settings)

Once completed, click on the 'Create Invoice From House Accounts' button.

A popup window will appear with all the store credit transactions associated with the House account of the selected customer.

Note: You have the option to search for multiple customers and list all the transactions and combine them to generate a single invoice out of these house accounts.

Check the house account transaction(s) and click on Create Invoice button. The invoice will be created. 

All the items from the store credit transactions will automatically get populated on the invoice page.

Note: Item & transactional level details(tax, discounts) of house account transactions cannot be edited.

At this point, the user can review the invoice and then Email the Invoice to the customer. 

House Accounts associated with an Invoice

To view the house account associated with the invoice, select the invoice and click on 'House Accounts' (transaction#). For house account invoices Transaction number will be displayed as House Account. 

Audit Logging for Invoice

This feature enables the system to record all invoice transaction activities in the audit log on the console. This log provides a comprehensive record of actions taken on invoices including invoice creation, updates, payments, cancellations, and any other relevant actions.

It captures details such as the user who performed the action, the date and time of the action, and a description of the action. These entries will include information specific to the invoice involved, such as the invoice number or invoice name.

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• Item Import Field Descriptions
• Overview
• Merchant Onboarding
• Navigation Bar
• Reports
• Items
• Settings
• Dashboard Overview
• Company
• Register

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