Creating an invoice

The Retail POS module is an online cash register that allows you to issue invoices online Everything you need for the services to work is access to internet and a computer, tablet or a smartphone.

WARNING In order to issue invoices using the online register, it is necessary to activate the devices (cash registers) in advance, which means importing a certificate and setting up business premises, otherwise the program gives a warning that there are not active devices.

In this chapter, we will teach you how to use the New invoice feature to create a new POS invoice through the online register.

CASE SUMMARY The person responsible wishes to issue a new POS invoice to the end customer. The end customer purchased 1 camping table from the Tecta company. The cashier issues the invoice following the next steps: Creating a new POS invoice Entering data in the POS invoice header Entering data in the POS invoice lines Reviewing general data of the POS invoice POS invoice payment Printing the POS invoice

1. Creating a new POS invoice

The person responsible wishes to issue a new POS invoice to the end customer.

They do this by choosing the Retail POS module and then the New invoice submodule.

An empty data entry window opens.

2. Entering data in the POS invoice header

In the next step they define the invoice header In the latter they choose the following:

• type of document
• cash register
• customer
• cashier
• status and
• invoice number.

In the Cash register field, they information about the cash register the person responsible is currently logged into is defined. In this case, it is 3200 - Retail POS cash register.

HINT The cashier can only log into registers they have the rights for (authorisation). Authorisation for Types of documents is set in PANTHEON You can read more about authorisation settings in the Types of documents authorisation settings.

In the Customer field, the End customer is displayed by default, as it is a POS cash register.

If they wish to add a different customer to the document, they can choose another buyer/payer of goods or services from the Subject register.

HINT If the customer is not in the register, it can be simply added by clicking on the yellow (Adding new customers) button.

The user currently logged in is displayed in the Cashier field Invoices can only be issued by a cashier whose personal tax number is entered in the user register.

Tthe Status of the document is automatically changed into Confirmed when printed.

3. Entering data in the POS invoice lines

In the next step, the person responsible adds items and decides invoice lines. For easier and faster data entry, the program allows adding by searching for items or articles. They can be searched by code, title or supplier's code.

The information can be entered manually or chosen from the drop-down list.

In this case, in the Add item field, they search for the item by manually entering Camping table into the field: Then they choose the item from the drop-down list.

They can choose the quantity, price and discount for each item or article. In this case, they leave Quantity as it is - 1, but change the Discount to 10%.

The Price field is automatically filed from the item register. It can also be changed manually.

By clicking on the (Add lines) button or pressing the Enter button, the selected set of data is written onto the positions.

In the Invoice number field, the serial number of the document is automatically generated.

HINT The document number consists of the current calendar year, the document type number and the consecutive number of the document.

In the footer of the form, where the data about the value of the POs invoice is located, when you click on the Note button, a window for entering a note on the document line opens. If a note is entered on the item, the speech bubble will be coloured (as shown in the image below).

In this case, they write "exhibition artefact".

4. Reviewing general data of the POS invoice

Once the person responsible finishes adding items or articles, they then determine and preview General data.

General data is accessed by clicking on the (Show) button on the right side of the window.

Among general date we find information about invoice date, pre-numbered invoice book and department.

HINT You can read more about the Pre-numbered invoice book in the Pre-numbered invoice book chapter.

The Invoice field date is automatically filed with the day - October 20, 2022.

They person responsible proceeds to the payment of the invoice.

5. POS invoice payment

In the fifth step, the person responsible executes invoice payment. For this purpose they click on the Payment button, after which the payment window opens.

They can choose between different methods of payment:

• POS - Cash
• POS - Check
• POS - Visa
• POS - Diners
• POS - American Express
• POS - Eurocard.

In this case, the customer has paid for article by cash.

In order to successfully close the invoice, the payments must be spread over the value of the issued invoice or greater.

HINT In the case of an excess of the entered payment, the program will calculate the refund to the customer in cash. Choosing the right, i.e. actually used, payment method is of great importance when creating a cash receipt from the cash register journal.

6. Printing the POS invoice

After choosing the payment method, they move onto printing. For that purpose, they click on the Print button.

They can choose to print on three different paper formats:

• A4 Print,
• 80 Print,
• Print 58.

By clicking on the Print button, the invoice is tax-confirmed and printer.