Point of Sale Invoicing

OBJECTIVE

The Point of Sale Invoicing option is used to invoice a counter sale or customer order directly without first requiring a delivery transaction.

 

PREREQUISITEs

• Catalogue Management

 

Summary

• Invoicing a Customer Order or Counter Sale from a Point-of-Sale Transaction
• Enter a sale from a kit

 

Steps

maestro* > Invoicing > Customer Orders > Point of Sale > Point of Sale Invoicing

 

Invoicing a Customer Order or Counter Sale from a Point-of-Sale Transaction

1. Select or enter the Order number.

You can also enter a sale directly that is not linked to customer order.

2. Enter the required information in the Details tab:

The information from the Details section is from the selected order. After choosing a product in the Breakdown section, the Sales History window provides an overview of past sales for the selected Customer Code. You can enter a default project, customer or site by clicking the Configuration icon.

 

Field	Description
Order	Customer order number.
Cust Code	Customer code included on the order.
Address No.	Customer's address number. NOTE: By default, the system displays the address of the Customer Order. NOTE: You can configure multiple addresses for a given customer using the Define Customer Addresses option.
Balance	Balance of the order.
Holdback	Holdback percentage applicable to the invoice.
Advance	Deposit already posted for the order.
P.O.	Customer’s purchase order number.
Cust. Project	Customer's project entered in the customer order.
Price List	Code of the price list from Maintain Price Lists. NOTE: This function is used to configure a specific price list for an order or project.
Salesperson	Salesperson associated with the customer order.

3. Enter the required information in the Delivery tab:

The information on the customer’s order is displayed by default.

 

Field	Description
Location	Location for the work. Available values: Alternate Used to create a temporary address. Contact Lets you use an address associated with a contact in Contact Management. Customer Lets you use an address from Customer Management. Project Uses the project address entered in Project Management.
Selection	Provides access to databases linked by function to the selection in the Location field.
Transport	Transportation from Define Abbreviations.
FOB	Incoterm from Define Abbreviations.
Attention of	Delivery contact.
Specification	Specification for the order from Define Specifications.

4. Enter the required information in the Billing tab:

Field	Description
Date	Accounting date.
Due Date	Due date of the invoice. NOTE: The date is calculated automatically if a payment term is specified. The calculation is based on the actual date.
Invoice Date	Actual date of the invoice.
Invoice #	The invoice number is entered automatically when the transaction is transferred. The number respects the numeric sequence defined in Configuration. NOTE: If an invoice number is entered manually, the invoice is considered printed by the system.
Discount	Discount applicable to the invoice.
Cust Code	Code of the customer invoiced. NOTE: You can invoice a customer other than the customer on the customer order.
Acceptance	Indicates that the invoice can be transferred if the field is set to Yes.
Project	Project to which the income is posted.
Holdback	Holdback percentage applicable to the invoice.
Currency	Currency of the invoice.
Mode	Available values: With tax Includes taxes in the calculation of the total amount to be paid. Without tax Does not include taxes in the calculation of the total amount to be paid.
Instant Payment	Available values: Yes Instant Payment No Payment on transmission of the invoice.
Account: AR	Accounts payable general ledger account.
Account:	Bank account used if the Payment field is set to Yes.
Credit Terms	Payment term of the invoice.
Cheque No.	Customer’s cheque number.

5. Enter the required information in the Breakdown tab:

You can display the quantities to be invoiced by default, rather than the quantities delivered by pressing CTRL-F2. The fields available depend on whether invoicing is attached to a customer order or not.

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. If the item is a kit, see section Enter a sale from a kit.
Description	Description of the item. Can contain up to 100 characters.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Site	Site on which the item is located.
Location	Actual location of the item in the system.
Characteristic	Item characteristic.
Identification	Item identification. NOTE: The arrow is used to select a specific item in stock.
Reservation No.	Reservation number assigned by the system on transfer of the customer order. NOTE: This number can be entered manually by the user.
Account	Income account.
Activity	Determines the activity to which the income is posted for each breakdown line.
Qty Available	Quantity available in stock at the time of delivery.
Qty Required	Quantity ordered based on the inventory unit.
Inv. Unit.	Unit of measure associated with the inventory in Catalogue Management.
Qty Required Customer	Quantity ordered according to the customer's unit.
Cust. Unit	Unit of measure associated with the customer in Catalogue Management.
Invoiced Qty	Quantity invoiced according to the inventory unit.
Qty Invoiced Customer	Quantity invoiced according to the customer's unit.
U.P. Inv.	Unit price based on the inventory unit.
U.P. Customer	Unit price based on the customer's unit.
Disc %	Discount applicable to the item.
Amount	Amount invoiced.
Tx	Tax code applicable. NOTE: This code may have been determined by default in Customer Management.
Tx	Tax code applicable. NOTE: This code may have been determined by default in Customer Management.
BO Order No.	Customer’s purchase order number.

 

For a customer order, the following fields are displayed:

Field	Description
Qty Ord.: Invt.	Quantity ordered based on the inventory unit.
Cust. Order Qty	Quantity ordered according to the customer's unit.
Qty to Deliver	Quantity to be delivered to the customer based on the inventory unit.
Qty to Del. Cust.	Quantity to be delivered to the customer based on the customer’s unit.
Balance	Balance to be invoiced.
Completed	If the box is checked, indicates that the line has been closed. NOTE: The line is closed automatically when the delivered quantity equals the ordered quantity.

6. Enter the required information in the Memo tab: Used to enter a memo for the invoice.
7. Click Save.
8. Select a payment method or move to the customer’s account by clicking the Print icon.

For a cash payment, refer to the Paying an invoice with cash procedure in Help, which specifies how payment amounts can be rounded automatically.

9. Click Transfer to update the inventory.

 

Enter a sale from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

1. In the Breakdown grid, enter the kit's inventory code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
2. Enter the amount of kits (Quantity) needed in the sale.
3. Check the kit items to include in the sale.
4. Click on Select.
   All chosen kit items will automatically be added to the sale.
5. Save the sale.

 

See also

• Customer Orders
• Maintain Price Lists
• Contact Management
• Customer Management
• Define Abbreviations
• Define Specifications
• Configuration
• How to Point of Sale : Paying an Invoice with Cash

 

Last modification: September 20, 2024