Invoice Menu Fields & Buttons Explained

Cash or On Account

Cash or On Account

Select whether the invoice is a Cash Invoice or an On Account Invoice.

You can disable either option in Invoice Options.

Changing a Cash Invoice to On Account

When you change a Cash Invoice to an On Account Invoice, Smart-IT recalculates item prices because the customer may have a different price structure.

Manually entered prices may also change during this conversion.

To adjust the behaviour, go to Invoice > Invoice Options and review the relevant settings.

Setting the Default Invoice Type for Job Cards

Go to: Workshop > Options tab.

Configure the default invoice type to use when processing job cards.

Credit Available

Credit Available

Displays the customer's available credit.

If you change the credit amount in the Customer form, click the Refresh ( ) button on the Invoice form to update the displayed amount.

Order No.

Customer Order Number

The Customer Order Number is the unique reference number supplied by the customer for order tracking and identification.

Requiring a Customer Order Number

For Customers:

1.Go to Customer > General tab.

2.Enable Order Number Required

This requires a customer order number when processing transactions for that customer.

For Sales Orders:

1.Go to Sales Order Options.

2.Enable Customer Order Number Required.

This requires a customer order number on sales orders.

Where the Order Number Appears

The customer order number is displayed in:

•Customer Allocations & Enquiries

•Customer Detail

•TheRreference column in Stock (Inventory) Detail

Invoice From

Invoice From

Use Invoice From to create an invoice from an existing Quote, Sales Order, or Job Card for a specific customer.

Common Uses Include:

Create an invoice from a Quote or Sales Order

Select an existing Quote or Sales Order to create an invoice from that document. The items from the selected document are copied to the invoice.

The relevant Quote or Sales Order number is required.

Save to Sales Order

Use this option when a customer has selected items but cannot complete the purchase immediately.

Save the current invoice as a Sales Order so that it can be retrieved and processed later.

Save to Quote

Save the current invoice as a Quote for future retrieval. This is useful when the customer is not ready to proceed with the purchase.

Important: Use Invoice From to create or convert documents as provided by the available options. To combine items from multiple existing documents on the current invoice, use Add Items From instead.

See also: Add Items From button

Rep

Rep — Sales Representative

Identifies the salesperson responsible for the sale.

The default sales representative can be configured inInvoice Options. Depending on the settings, the representative may default from the logged-in employee or the customer's assigned representative.

Invoice Date

Invoice Date Option: Use Previous Invoice Date

This option allows Smart-IT to use the previous invoice's date instead of the current system date when creating a new invoice.

How It Works:

•By default, Smart-It uses the current system date for new invoices.

•When Use Previous Invoice Date is enabled, the previous invoice's date is used instead.

•You can still change the invoice date manually unless restricted by Invoice Security settings.

To enable or disable this option:

Go to Invoice > Invoice Options > General tab.

To correct or change an invoice date after processing, go to Ledger > Corrections, subject to the applicable permissions and correction rules.

Till No.

Till No. -- Till Number

Displays the till number assigned to the current computer.

To change the assignment, go to Invoice > Invoice Options > Assign Till Numbers tab.

Message regarding the invoice

Invoice Message

Displays an invoice-related message on the line below the Amount field in the top-right corner of the Invoice form.

The message displayed depends on the applicable invoice settings and conditions.

Invoice Processing Buttons

Payment [F8]

Opens the payment function to accept and allocate payments for the invoice, where applicable.

Process  [F9]

Processes the invoice.

Review the invoice details before processing to ensure that the items, quantities, prices, and other information are correct.

Cancel Invoice

Cancel Invoice

Cancels the current invoice operation.

Invoice Processing Buttons

Barcode [F6]

Use this field to add stock items to an invoice by scanning a barcode or entering an item code or serial number.

1. Scan the item barcode or type the stock code or serial number.

2. If you enter only a part of the code, the item lookup will automatically open, and the cursor will be placed in the Barcode column.

3.1To change the column where the cursor is positioned when Item Lookup opens, go to Invoice Options and configure Item Lookup Default Column.

Item Lookup [F5]

Opens Item Lookup so that you can search for and select a stock item to add to the invoice.

Quick Sell

Use Quick Sell to select and add configured Quick Sell items to the invoice.

Add Items From

Add Items From

Use Add Items From to copy items from an existing Quote, Sales Order, or Job Card onto the current invoice.

How it works:

1. Click Add Items From.

2. Select the document type and the required document.

3. Smart-IT adds the items from the selected document to the current invoice.

Existing invoice lines are retained; the selected document's items are added to them.

When to use this function:

•A customer has multiple open documents that must be invoiced together.

•Items were recorded on separate documents but need to appear on one invoice.

This function is different from creating an invoice directly from a single source document using Invoice From.

Changing Invoice Lines (buttons)

Delete Line [F3]

Deletes the currently highlighted item line from the invoice.

Reset Line

Use Reset Line to restore the selected invoice line's original item price and/or description after these have been changed manually.

This applies to the selected line only.

Reset Prices

Reset Prices on the Invoice

If you change the item's price and / or description on the invoice, you can revert it back to the original by:

•Clicking on the Reset Line button to reset a single line.

•Clicking on Reset All Prices to reset all the prices.

Return button

Return Button

Use the Return button when processing an item returned by a customer.

How to process a return:

1. Add the returned item to the invoice.

2. Select the relevant item line.

3. Click Return.

The returned line displays a negative amount, and the stock quantity is increased to reflect the returned goods.

Trade-in

A trade-in is an item accepted from a customer as part of an exchange or buyback. Examples include returnable bottles or a vehicle accepted as part payment.

To configure a stock item as a trade-in, enable the relevant trade-in setting in the Main Stock Form.

How trade-ins affect the invoice:

1. The trade-in amount is deducted from the invoice total.

2. The stock quantity increases by the trade-in quantity.

A list of trade-in items is available in the Extended Lookup and Stock Turnover forms.

Alternative to a Trade-In

If you do not want the transaction to increase stock, consider using the appropriate discount method instead.

For more information about returns, see the Returns section.

If you do not want to increase your stock, see the Is Discount section.

Disabling the Trade-In Button

Open the Invoice form, access its security settings, and deselect Returns.

This will also disable trade-ins.

A list of trade-in items is displayed on the Extended Lookup and Stock Turnover forms.

Options

Show Markup/Profit/GP

You can configure whether markup, profit, or gross profit (GP) information is displayed on the Invoice form.

Go to:Invoice > Invoice Options

Review the relevant options to enable or disable the required information.

The availability of these values depends on the configured invoice options and applicable security permissions.