Invoice Quick Reference

Download PDF File:  http://www.frameready.ca/tutorial/KB_Quick_Ref_INV.pdf

A helpful "how-to" page to keep beside your computer as you are learning FrameReady. Print out the double-sided PDF document at the bottom of this article.

How to Write an Invoice

For Framing Jobs

  1. On the Work Order, click the Post to Invoice sidebar button.

    You may be prompted to enter a description of the work, Order taken by; otherwise a dialog box appears.

  2. Click the Post Only button.

    An Invoice containing the Work Order(s) appears.

For Retail Products Only

  1. On the Main Menu, in the Invoices section, click the New Invoice button.

  2. Click the magnifying glass icon to type or scan the item number or search by Description or Artist.

  3. Enter Qty if greater than one.

How to Take a Payment

  1. After locating or creating the Invoice, click the Enter a Payment button.

    The Receipts window appears.

  2. Choose the appropriate Tender from the drop-down list.

    If the Tender is a check or gift card or gift certificate, enter the number in the Reference field.

  3. The full Amount is always entered automatically. Manually change the amount or click the Calculate 50% button and FrameReady automatically adds a down payment of half.

  4. Click one of the following:

    • Done Print Invoice,

    • Done Print Receipt or

    • Done Go To Form View.

    • If the customer does not want to make a payment after all, click Cancel. (See Cancel Sale)

  5. The Invoice screen of the Invoice file appears.

    • To print, click the Printer button (top right).

    • To email a PDF of the Invoice, click the envelope (top right).

    • To make changes to the Invoice, click the Data Entry button (purple).

    • If finished, click the Main Menu button (top left).

How to Sell an Item not found in the Product file

  1. Manually enter in the Description, Quantity and Unit Price on the Invoice.

  2. Be sure to enter the Category or it will not appear on some sales reports.

  3. The best practice is to enter the item in the Product file first, then all relevant information appears on the Invoice when you enter the item number.

How to Delete a Retail Item from an Invoice

  1. In the Line Item Entry screen, click the teal-green square with the white X on the right side of the row you wish to delete.

  2. Items entered on an Invoice can only be deleted when opened with level4. Remember that this removes the item from the Invoice but will not put it back into inventory.

How to Return a Retail Item

  1. Create a New Invoice.

  2. Locate and enter the product using the magnifying glass icon.

  3. Change the Qty to a negative value, e.g.  -1 

  4. Click the Enter a Payment button.

  5. Select the Tender as Refund or Store Credit as per your store policy.

How to Add an Unposted Work Order

All Work Orders created for the same customer, on the same day, will appear on the same Invoice. Use the Work Order Job # to group different orders or, on the Invoice:

  1. Click the magnifying glass icon (left side)

  2. Enter the Work Order number and click the Search button.

    All aspects of the Work Order, including art or non-taxed labour, appear on the Invoice.

How to Delete or Unpost a Work Order

  1. In the Line Item Entry screen, click the teal-green square with the white X on the right side of the Work Order you want to remove from the Invoice.

    A message appears asking if you want to unpost this Work Order before deleting it from the Invoice.

  2. Select Yes to unpost the Work Order.

    Unposting allows you to post the Work Order to another Invoice in the future.

How to Leave the Invoice screen

  • You can leave the Invoice screen at any time, however, you must enter your name in the Order Taken By field.

  • You may be asked questions if you have unfinished information, e.g. Do you want to enter a customer? If you don’t wish to enter the information, just confirm you want to leave without making the entry.

How to Find All Unpaid Invoices for a Customer

  1. Locate an Invoice belonging to the customer in question.

  2. Click the Total Due amount (in a bold red font) in the top right corner of the Invoice screen.

    A list of all unpaid Invoices for this one customer appears.

How to Enter a Discount for One Item

  1. In the Line Item Entry screen, click in the % field for the item.

  2. Enter the percentage as a decimal.

How to Discount Retail Items Only

The Discount button applies the same discount to all retail items on the Invoice. If you have multiple items at various discounts, enter the items in groups, e.g. enter all items for one discount level (10%) and apply the discount, then enter the items at the next discount level (5%).

  1. Click the Discount button (top left corner).

    The Calculate Discount window appears.

  2. Click any of the preset percentage buttons or enter your own percentage as a decimal in the Discount field.

  3. Click Proceed or press the Enter key to return to the Invoice.

Tax Exemptions & Discounts

  • Tax exemptions are entered in the Contacts file on the customer’s record under the Terms tab.

How to Enter an Exemption after Adding the Customer

  • If you add a customer to the Invoice before entering their exemption in the Contacts file, then you must clear their name from the Invoice and re-enter it in order to show the new information you have just added.

  • Changes are not retro-active. This same rule applies to Customers who always receive the same Discount. Enter the Tax Exemption under the Terms tab in the customer's Contact record.

48 Hour Approval (keep in inventory)

  • Items with "48 Hour Approval" in the Terms field will not be removed from inventory.

  • To update the inventory, click in the Terms field on the Invoice, select Yes in the dialog box and change the Term to "Net" or "Net/30".

 

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