Invoices¶

Point of Sale allows for creating invoices for registered customers, retrieving all past invoiced orders, and accessing and downloading an invoice using a QR code or URL.

Invoice creation¶

Invoices can be created during the ordering process, after the ordering process, or by consolidating multiple sales orders from the same customer.

Important

Creating an invoice requires assigning the customer to the order. To ensure the customer is identified on the invoice, click Customer in the POS register, then select or create one.

Note

An invoice created in a POS creates an entry into the corresponding accounting journal configured in the POS settings. To modify the default journals for orders and invoices, go to Point of Sale ‣ Configuration ‣ Settings, scroll down to the Accounting section, and select the appropriate journals in the Orders and Invoices fields under Default Journals.
Specific journals can also be defined for each payment method.

From the frontend¶

During the ordering process¶

To create and issue an invoice to the customer upon payment, enable the Invoice checkbox, select a payment method, then click Validate.

The invoice is automatically issued and downloaded. To simultaneously send the receipt and the invoice from the Receipt screen, click the (send) button next to the customer’s email address.

Note

If the registered customer’s contact type is set to Company, the Invoice checkbox is automatically enabled.

After the ordering process¶

To create and issue an invoice to the customer from the POS register after an order is processed, follow these steps:

Click Orders in the POS interface.
Set the Active dropdown menu to Paid.
Select the relevant order and click Invoice above the numpad.

Tip

To reprint the invoice, select the relevant order and click Reprint Invoice above the numpad.

From the backend¶

Backend invoice creation¶

To create and issue an invoice from the backend, follow these steps:

Go to Point of Sale ‣ Orders ‣ Orders.
Select the relevant order.
Add the Customer if needed, then click Invoice.

Consolidated customer invoice¶

To create a consolidated invoice for all orders linked to the same customer that are not yet invoiced (i.e., invoices with an Invoice Status set to To Invoice), follow these steps:

Go to Point of Sale ‣ Orders ‣ Orders.
Click the search bar and Group By Customer.
Click the (caret) icon next to the relevant customer and enable Order Ref in the column header or select the relevant orders.
Click Create Invoices, keep the Consolidated Billing option enabled, then click Create.

Tip

Alternatively, go to Point of Sale ‣ Orders ‣ Customers, select the relevant customer, click the PoS Orders smart button on the customer form, select the relevant orders, click Create Invoices, then Create.
To create an individual invoice for each sales order, disable the Consolidated Billing option.

Invoice retrieval¶

Retrieving invoices is useful for customer requests and accounting purposes, for example. To view, download, reprint, or send past transactions, follow these steps:

Go to Point of Sale ‣ Orders ‣ Orders.
Click the relevant order in the list.
Click the Invoice smart button on the order form.
Click the following buttons to manage the invoice:
- Send: Send or resend the invoice.
- Print: Open the browser’s print function or download the invoice.
- Preview: Preview and download the invoice.
- Credit Note: Issue a credit note to the customer.
- Reset to Draft: Reset the invoice to draft if changes are needed.

Invoice generation via QR code and URL¶

To allow customers to request an invoice by scanning a QR code printed on their receipt, follow these steps:

Go to Point of Sale ‣ Configuration ‣ Settings.
Scroll down to the Bills & Receipts section.
Enable the Self-service invoicing setting.
Set the Print field to QR code, URL, or QR code + URL to determine how customers can access their invoice (e.g., by scanning the QR code or by typing the URL in a browser).

Upon scanning the QR code or typing the URL in a browser, customers must fill in a form with the information on the receipt (i.e., the Ticket Number, Date, and Unique code) and click Request Invoice. Then, they must enter their billing information or sign in and click Get my invoice. The invoice is then generated and available for download, and the order status is updated to Fully Invoiced.