When you do not have sufficient stock on-hand to fulfil a customer quote/invoice, you can create an order directly from the same screen.
Creating a Customer Invoice / Quote
- From the main screen of Retailer, click on Stock Maintenance -> Quote and Invoice Management .
- Click on the Add Invoice button .
- Type in the customer number of the customer being invoiced, or press [Enter] to find or add a customer.
- Enter a Delivery Date and the date that the stock is to be delivered to the customer.
- Enter a Date Created or leave it to be autofilled with today.
- Click on Delivery Details to enter special invoice address details or instructions.
- Enter Order No. - a purchase order number from the customer if required.
- Select a staff member.
-
Add in
Freight
if required for this quote.
-
Click on the Notes button to add a note for the overall invoice/quote.
In the Notes screen, click Add at the bottom to add a note. Select an existing note from the list and click Edit to change it, or Delete to remove it from this quote / invoice. - Click Add Stock to start adding product.
-
Select from one of the following Price To Use options:
- Normal/Catalogue - Adds stock at its Retail Price. If the item is in a current catalogue, it will invoice at the catalogue's price.
- Discount Profile - Adds at the price based on that customer’s Discount Profile. Click HERE to learn about discount profiles.
- Discount / Set Manual Price - When each item is added to the quote, a Discount Sale window pops up allowing you to manually set the price or discount.
- Trade Price – This uses the Trade Price set up in the system. Click HERE to learn about trade prices.
- In the Barcode/PLU field, scan or type the item barcode, press F6 to use supplier stock code or press the [Enter] key to bring up the Find Stock Screen.
-
Enter the quantity ordered and press the [Tab] key.
- Click the Notes button in Notes column to add a notes for specific stock items.In the Notes screen, click Add at the bottom to add a note. Select an existing note from the list and click Edit to change it, or Delete to remove it from this quote / invoice.
- Repeat steps 7 and 8 for all other stock items.
- Click Save .
- Click Apply Discount to apply a discount over the whole quote.
Copying a Customer Invoice / Quote
If a customer’s order is similar to a previous invoice, you can copy the old invoice rather than building a new one from scratch. The copy can then be edited.
This function is also useful for doing school list orders, where you have many orders to create using similar stock and quantities.
- From the Quote and Invoice Management screen, click on the magnifying glass icon and find the invoice that you want to copy.
- Click on Copy Invoice . The invoice will be copied.
-
To change the customer for the copied invoice, click on
Edit.
Then, clear the customer number on the top-left and press [Enter] to access the Find Customer Screen. -
If you need to adjust the quantities, you can click on
Add Stock
(if you haven't already).
Then, double click on the quantity to change the Quantity Supplied (Stock item will be removed and re-added with new quantities).
Printing/Emailing a Customer Invoice / Quote
-
Click on the Print button.
In the screen that appears, tick the boxes that you are wanting
- Email – This will email the Quote/Invoice.
- Print - This will print the Quote/Invoice.
- Pickslip – This will print a pickslip for the Quote/Invoice.
-
Click on:
- Preview to view an on-screen version of the Quote/Invoice.
-
Print
to print/email the Quote/Invoice.
(If no customer email is entered, Retailer will prompt for an email).