New Quote and Invoice Management

In Retailer version 3.3 we have re-imagined our Quote and Invoice management facility to add new functionality that have been requested by users. The core of the changes to the module relate to the added ability to reserve stock and the integration of special customer orders into Quote and Invoice Management.  

This article takes you through the process of using this new functionality in the order that it would make sense from a process perspective as well as some articles that explain some new terminology.

New Terminology

1. Reserving Stock Explained
   
2. What are Proforma Invoices
   

Process

1. Create a Quote in Quote and Invoice Management
   
2. Quote and Invoice Management Pricing
   
3. Reserving and Ordering Stock From Quote and Invoice Management
   
4. Payments in Quotes and Invoice Management
   
5. Viewing the Reserved Stock List for a Stock Item
   
6. Creating an Invoice in Quote and Invoice Management
   
7. Cancelling / Refunding a Proforma Invoice or Special Customer Order

Watch our Training Videos for Quote and Invoice Management.

See the dedicated section of our Knowledge Base for the new Quote and Invoice Management.

New Special Customer Orders

Special Customer Orders from before Retailer 3.3 will be converted to Proforma Invoices in the new Quote and Invoice Management facility.

To view a report of the SCO converted to Proforma Invoices, go to the main screen of Retailer, then click Utilities -> Special Customer Order Migration Log.

Any SCO that have been fully collected (hence paid) or cancelled, prior to Retailer 3.3 will not be converted to the new facility.

The advice in the links below describe how to create new Special Customer Orders in the new facility.

1. New Special Customer Orders by ALT+T
   
2. New Special Customer Orders by the POS screen
   

These can be cancelled by cancelling the Proforma - see the process for Part 7: Cancelling/Refunding a Proforma Invoice above.

Find Customer Invoices

In the Quote and Invoice Management screen, you can click the Magnifying Glass 🔎︎ button in the top left to access the Find Customer Invoices screen.

The Find Customer Invoices window lets you view and search all quotes, proformas, and invoices.

The Find Customer Invoices screen shows the following columns: Quote Number, Customer Number, Customer First Name, Customer Surname, Company Name, Invoice Number, Order Number, Status, Creation Date, Delivery Date, Invoiced Date, Expiry Date, Quote/Invoice Total, Balance. Click any Column Header to sort by that column.

Use the Items to Show filters in the bottom left to filter by Status. The following Statuses are available: Quotes, Proforma, COD, Invoices, POS, Imports, Cancelled.

The Search box in the bottom left can be used to search by any column in the Find Customer Invoices screen.

Click the Stock Item Search button in the bottom right to search for Quote/Proforma/Invoices that contain a particular stock item.

Click the Print button in the bottom right to capture a snapshot of your current search results. This can be printed or saved as a PDF.

This can be used to find Proforma Invoices that have been fully paid (Balance = $0) but have not yet been Invoiced to finalise

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