📄️ Creating a Sales Invoice
Start by clicking on Invoicing > Maintenance > Add or by clicking on the Quick Add toolbar option:
📄️ Adding a Model to an Invoice
When adding a model there are a few key fields that must be filled in.
📄️ Adding an Item to an Invoice
When adding an item there are a few key fields that must be filled in.
📄️ Adding a Misc Charge to an Invoice
Miscellaneous charges are used for most things where you’re not tracking an inventory quantity. Some examples of miscellaneous charges are delivery charges, haul away, environmental fees, etc. Rebates would be done as miscellaneous lines as well, and they will be discussed further at the end of this section.
📄️ Misc Charge Options
Applying a Misc Cost as a Percentage of the Misc Sell Price
📄️ Adding a Comment to an Invoice
Comments are used to put any note you would like to have print on the invoice. It will print in the detail area of the invoice unless you have customized your invoice printout to print it somewhere else. You can have common, pre-defined comments that you can easily add by choosing the comment code you assign to it, or you can skip the comment code and just type something in. Comments are also commonly attached to models, items, etc. so when add that detail line to the invoice the comment line is also automatically added.
📄️ Adding Extended Warranty to an Invoice
The warranty tab is where you can sell extended warranties. In System Maintenance, you can set up your extended warranties so they can only be sold for certain categories of product (using Warranty Types) or you can set them up so they can only be sold for product within a certain price range. These options will help prevent a salesperson from selling a minor product warranty for a major appliance.
📄️ Taking Payment on an Invoice
Since there are several payment methods you might accept, this guide is divided into these sections:
📄️ Applying a Credit Card Upcharge
You can have EPASS automatically add an upcharge for credit card payments. When a credit card payment is added to the invoice, EPASS automatically calculates and adds the upcharge to the invoice total.
📄️ Adding a Tax Adjustment
Tax adjustments have most commonly been used in service companies, when a technician manually calculated taxes and made a mistake. A tax adjustment line lets you increase or decrease the tax amount by a specified amount.
📄️ Available to Sell
Available to Sell (ATS) is an indicator that shows how many model serials can be sold right away. You can view a model's ATS in a column on the Serial Inventory Maintenance screen.
📄️ Adding a Package to an Invoice
The main purpose of packages is to allow you to sell multiple models, items, miscellaneous charges, extended warranties, or labor charges for one package price. Then when the invoice is finished, EPASS will distribute the package price across all package detail lines so that there is an even percentage of profit for each line.
📄️ Creating Automatic Delivery Charges
You can automate the adding of delivery charges to an invoice to prevent staff from forgetting to add the charge when creating the invoice.
📄️ Features
The Features functionality provides a way for furniture dealers to define features in EPASS that will be cross referenced between invoicing, purchasing and wireless inventory/warehouse management.
📄️ Linking an Installation to a Model on a Different Invoice
The Link to Model feature allows you to associate specific models with installation codes during invoicing, even if those models belong to different invoices. This improves flexibility by giving your sales and operations teams better control and visibility over model management. Any linked models are automatically recorded in Customer History upon invoice posting, ensuring accurate tracking for future reference. Using this feature can help streamline installations, improve traceability, and maintain comprehensive historical records.
📄️ Follow Up Date
The new Follow Up Date provides a way for sales associates to know when to follow up with the customer.
📄️ Credit Reason
Set Up
📄️ In Fulfillment
In some companies after an invoice has been written up by the salesperson, the Fulfillment Team will manage the order by reserving product, sourcing inventory from other stores if none is available in the shipping location, taking payment, preparing the order for shipment, scheduling delivery with the customer.
📄️ Inventory Returns
This feature enables you to track and analyze the reason why serial numbers are being returned on invoices. It provides your inventory team a better sense of how many times product was actually handled and the reasons/outcome of each of those times. You can determine who has security to create and maintain the return tracking tables, who will maintain the inventory return screen, and who has access to the OE-46 Inventory Returns report.
📄️ Require All Serials to be Reserved
The functionality provides a way for companies to ensure that all serials are reserved before the user can choose that job status. If all serials are not reserved, then it will cascade to a job status that is not dispatchable and does not require minimum deposit.
🗃️ Scheduling Sales Invoices
2 items
📄️ Writing Financed Invoices
Scenario 1
📄️ Minimum Deposits
If you require some type of deposit on an invoice you can setup minimum deposit rules in EPASS. This configuration will prevent users from changing the job status until a certain percentage of the balance is received. The setup includes enabling a setting on the Job Status table and setting the percentage in Invoice Type table.
📄️ Copy, Merge, and Summarize
The Merge and Summarize options are commonly used to bring large projects back together so the customer receives one consolidated invoice. As with the other Copy Merge function this is just a printout, not a physical merge.
📄️ Exclusive Reserve and Unique Selling Price
This function allows users to reserve a specific serial number on the invoice, so that only ‘that exact serial number’ will be shipped to the customer.
📄️ Limiting How Far Out You Can Reserve Serial Inventory
By default, there is no limit on the number of days in advance staff can reserve serial inventory in EPASS. However, this flexibility may cause problems if you are currently supply-constrained and customers are demanding product that is currently "on reserve". You can set a limit on how far in advance staff can reserve serial inventory by editing the settings of your Invoice Types.
📄️ Exporting Serial Data
The Serial Data Export utility lets you export serial inventory to a spreadsheet for modifications and reimport via Serial Data Import.
📄️ Accumulating Rebates On Various Reports
Reports with rebate accumulation option:
📄️ Export Invoices For Spiff
The Spiff report will generate a report/list of all invoices you need to claim for. This report is then exported to Excel. In Excel, you delete all rows/columns except for the one column which contains the invoice code. Then you use the Invoice Export utility to generate a PDF of all the invoices in the Excel file. This same process can be used for other reports where a list of invoices is produced that need to be exported.
📄️ Commission Tables
There are 2 ways to setup, use, and calculate commission using EPASS; Commission and Commission Structure.
📄️ Allowing Backordered Items or Models to be Deleted from an Invoice
There is a new security separating whether you can delete an item or model line that is currently on order, whether it is a stocking item or model versus a non-stock. The current security "Invoice Detail - Delete Item/Model on Backorder" is being renamed to "Invoice Detail - Delete Non-Stock Item/Model on Backorder" and we have created a new security for "Invoice Detail - Delete Stock Item/Model on Backorder."
📄️ Selling Flooring
Selling flooring, carpet, tiles and related adds a new level of complexity to a business. Flooring has to be controlled differently because each ‘batch’ that comes in could be different; they may have a different dye lot, pattern or other characteristics. It also poses a problem when you have three rolls of carpet, but they are not all the same dye lot. We may have sufficient square footage to satisfy a customer’s needs, but they must all be the same dye lot.