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Point of Sale is where you make your invoices to sell your goods to your customers. The New invoice dialog box is the first wdialog box you see when you create a new invoice. You can add new invoices or edit old invoices. Plus you have the option of using all the tools at your disposal for taking deposits, adding comments, adding customers, or you can use the Quick Cash Sale option to bypass all that and just make a quick sale as you would on a cash register.
To access the New Invoice window shown in Figure 2, use the following Navigator menu path:
Point of Sale > New Sale
Instead of all the mouse work, you could just press Control-F2 from anywhere within the program to start a new invoice or Control-F3 to start a new Quick Cash Sale.
When you start a new invoice, you may get this warning message. At the start of a new month, you should change the current A/R book month in the system to the new date. If you don't, you'll get this message reminding you to. System Five stores the invoices not just by date, but also by posting period (book month) so that the accounting side is correctly handled. You should normally choose the option to advance the book month when you get the message shown in Figure 1.
Figure 1: Book Month warning dialog box
When starting an invoice, the system prompts you to enter the invoice type, sub type and customer name before proceeding to the invoice. You can skip by this and enter it later if you wish, but this is a good time to make some decisions on how this sale is handled.
Note: If you change your mind on creating a regular invoice and want to just make a quick cash sale instead, you can click [Quick Cash Sale] to open the Invoice Details window - Quick Cash tab.
Once you have selected the applicable information, click [OK] to open the Invoice Details window.
Figure 2: New Invoice dialog box
This defaults to the person that logged into the computer when it was started up. If someone else made the sale, you can change the clerk now. If the salespeople are paid by commission, then this field must be correctly filled out or you'll have some cranky employees at the end of the month.
The basic types are Cash Sale, Accounts Receivable, Work Order, Layaway, Service Invoice, Estimate, Paid out, Transfer Invoice, Finance company payment, Out on RMA, Customer RMA and Received on Account. You may not see all these types on your list of choices depending on how your system was setup.
With work orders, you can group them into sub types of your choice and then be able to report and prioritize work on those sub types. For example, you could group them into Emergency, Important, Waiting for Parts, and Ready for Delivery. Service managers that need to schedule employees and technicians find this function very useful. This drop down list is only visible if invoice sub-types have been defined in the invoice setup. See: invoice setup: sub-types for more information on invoice sub-types.
If you are creating a service invoice for doing work on a unit (whole goods), you can also define the service type as capitalization, rental income, rental maintenance, etc.
If you start typing the customer name into this field, the system searches for the customer by name and show the first name that matches. This is a quick search that does the trick most of the time for you.
To use a more complex search such as finding the customer by their phone number, city, lookup word or other criteria, click on the [Find Customer] button.
If you're dealing with a new customer who is not in the database, click on the [New Customer] button and enter the customer name, address, phone number, etc. and a new record is created on the fly.
If you have a card reader, the customer's drivers license can be swiped to update the customer information in this window. This feature is compliant with the AAMVA DL/ID-2000 (2000-June) "National Standard for the Driver License/Identification Card. Any province or state using this standard for their driver licence cards should work with this feature.
This standard is a U.S. Driver License application of existing international identification card standards that relate to physical characteristics, layout, data access and storage techniques, physical security requirements, and to registration procedures for identification of card issuers.
Support for swiped drivers license information from other jurisdictions is supported upon request, provided the proper MRS Information can be provided. For more details, contact us.
You can specify the use of the Alternate G/L for single lines of an invoice or for the entire invoice.
To set a single line to post to the Alternate G/L Accounts, right-click on the line and select [Alternate G/L]. The line item changes color and the suffix [Alt] appears after the Item Number on the Invoice line. To change a line item back to the Regular G/L Accounts, simply right-click the line again and select [Alternate G/L], the color of the line changes back and the [Alt] suffix is removed from the Item Number column.
This allows you to have a mixture of Regular and Alternate G/L line items on the same invoice.
To set the entire Invoice to post to the Alternate G/L Accounts, click on the Toolbar [Options > Invoice Options > Alternate G/L]. All of the Line items change color and each of the Item Numbers have the [Alt] suffix. To change back to the Regular G/L Account, simply repeat the same process. All of the color and Suffix information change back.
This is only used for special types of businesses that need to break the income down into two different groups of income for the same items. For example, a veterinarian clinic may sell the same drugs to cats and horses. Cats, Dogs, and other small pets are generally brought to the vet clinic for in house treatment. Horses, Cows, and other large livestock require farm visits and are considered a different type of business. With this option turned on, they can tag the invoices as in house or farm call and have the income post to different ledger numbers.
Note that this method only use two sets of numbers. If you have a need to spread the income into more than two business divisions, System Five offers the multi-store/department version for an additional fee. Call a Windward sales rep for more information.
Sales tax is normally applied to the retail price of goods. In some states and provinces, if you sell goods for the home that are also installed permanently in the home as part of the sale, then the sales tax applies to the cost price of the goods (not labor) only. Carpet, Drapes, Fixtures are all examples of goods that qualify if installed. This flag calculates the sales tax based on the cost instead of the retail price.
Note that one side effect is if the customer knows the amount of sales tax and the tax rate, they can also calculate your cost price on the merchandise and hence calculate your profit. For this reason, you should consider whether or not you want to print the sales tax amount on the customer's invoice.