Issue an invoice

Where are invoices issued?

Sales invoices are issued from the rep app during a customer visit. The dashboard has no screen for creating a sales invoice; it is where invoices are reviewed and cancelled.

Steps in the app

1. Open the customer's visit from the route customers list, or search for an off-route customer.
2. Under Operations, choose Sales.
3. Choose the type: Cash or On Account (credit). A customer not allowed credit sales can only buy cash.
4. Add items from what is on the van: product, unit, quantity. The price comes automatically from the customer's price list, cannot be edited, and is only shown inside the invoice. Any discount set for the customer is applied automatically.
5. Check the total and tap Save invoice.

The customer must have a valid price list, otherwise the invoice cannot be opened.

Numbering and printing

Until the invoice is uploaded it carries a temporary number from the phone. After upload, the server issues the official number in the form INV-…, which replaces it on the phone. Returns have their own sequence, RET-….

To print, open the customer's Details → Previous invoices, open the invoice and tap the print icon. This needs a printer set up from Printer setup in the profile. A slip printed before upload shows the temporary number and its sync status.

When is an invoice refused on upload?

• Van stock is not enough for the quantity sold.
• No price exists for the product in that unit on the customer's price list.
• A credit invoice for a customer not allowed credit sales, or one that takes the customer's balance over the credit limit.
• The sale time falls outside the rep's journey.

The total on the phone is indicative; after upload the server's total, tax included, replaces it.

Returns

From the visit choose Return, then From invoice or Without invoice, and pick a reason for each line; the reason decides whether the stock comes back sellable or damaged. A return from an invoice is issued directly. A return without an invoice, if your plan allows it, waits for office approval and shows as "Awaiting office approval".

Cancelling

Once the server has accepted an invoice, it cannot be cancelled from the app; before upload, the rep can still edit or delete it on the phone. The office cancels an issued invoice from Invoices → (invoice) → Cancel invoice with a reason, within 24 hours of issue; this reverses stock and credit, and the rep is notified. A credit invoice with a collection on it cannot be cancelled until the collection is cancelled. A pending return is approved or rejected from its page with Approve return or Reject return.