Create invoices from the back office
Not every sale happens at the till. Create Invoice in the web back office is where you bill trade customers, wholesale orders and jobs, with pay terms, line discounts, tax, shipping and payments on one screen. Stock comes off and the customer's balance follows.
Invoicing in SeroPOS
Customer and terms
Choose or add the customer inline, set the pay term and the invoice gets a due date from it.
Lines with full detail
Quantity, unit price, discount, tax, warranty and a line note or serial number on every product line.
Price groups
Pick a selling price group, such as wholesale, and the lines price from that group automatically.
Shipping on the invoice
Add shipping charges, shipping details, the delivery address and a shipping status that you update later.
Payment rows
Take one or more payments when you save, use the customer's advance balance, or leave the invoice due.
Save and print
Save, or save and print in the invoice layout you chose, then share a link or PDF with the customer.
The Create Invoice screen
Create Invoice is the first item under Sell in the back office. Choose the location, then search for the customer or add a new one without leaving the screen. Set the sale date and pay term. The invoice number comes from the invoice scheme for that location, and you can choose a different scheme when you need one, for example a separate series for wholesale.
Search products by name, SKU or barcode and add them as lines. Each line takes a quantity, unit price, discount and tax. If the product carries a warranty, choose it on the line and it prints on the invoice. A line note holds a serial number, IMEI or anything else the customer needs to see.
Pricing, discounts and tax
Pick a selling price group, such as trade or wholesale, and line prices come from that group. A customer's group can set their pricing too. Add an order discount on top of line discounts; each user's maximum discount percentage still applies, so staff cannot give away more than you allow.
Tax is worked out per line from the product's tax rate, with an order tax available when needed. Turn on amount rounding in Business Settings to round totals to the nearest whole number or the nearest 0.05. If the customer has reward points, they can be redeemed on the invoice.
- Selling price group per invoice
- Line and order discounts, capped by user maximum
- Line tax and order tax
- Round off and reward point redemption
Shipping and delivery
When the goods are going out, add shipping charges and fill in the shipping details, the shipping address, who it was delivered to and any documents. Set the shipping status and update it as the order moves. Up to five shipping custom fields hold carrier names, tracking numbers or delivery windows.
All Sales has a packing list PDF for each invoice, so the person packing the order sees the items and quantities without prices. The shipments list then shows every order with its shipping status, filtered by customer, location, staff and date. Dispatch staff can work from that list without opening each invoice.
Payments and balances
The bottom of the invoice has payment rows. Take the full amount, take a deposit, split it across methods, use the customer's advance balance, or leave it all due on the pay term. The invoice shows as paid, partly paid or due, and the customer's ledger updates when you save.
When payment comes in later, record it from All Sales or from Receive Payment, which lists a customer's open invoices with their age and balance. The dashboard's Sales Payment Due table lists invoices due in the next seven days, so you can chase them before they are late. Following up early is far easier than chasing an invoice that is two months late.
After you save
From All Sales you can view the invoice, print it, download a PDF, copy its invoice link, edit it, duplicate it for a repeat order, add payments or start a sell return. Send the New Sale message by email or SMS from your notification templates, with the invoice link filled in automatically.
Stock comes off the location you sold from, and the sale appears in the same reports as till sales: profit and loss, the product sales report, the tax report and the sales payment report. That way invoiced and counter sales are counted together, not in separate systems. One set of numbers covers the whole business.
Frequently asked questions
Is Create Invoice the same as the till?
No. The till is the SeroPOS app on your tablet, phone or computer, built for fast counter sales. Create Invoice is a back-office screen for sales that need more detail, such as trade customers, pay terms, shipping and part payments. Both feed the same stock and reports.
Can I invoice a customer and let them pay later?
Yes. Give the customer a pay term, in days or months, and leave the invoice unpaid or partly paid. It gets a due date, appears on the dashboard when it is due within a week, and can be paid later from All Sales or Receive Payment.
Can I use different prices for wholesale customers?
Set up a selling price group for wholesale with its own prices, then choose it on the invoice, or put the customer in a customer group that uses that price group. Lines are priced from the group automatically. Customers outside the group keep paying your normal prices.
Can I send the invoice by email?
Yes. Use the New Sale notification template to email or text the customer. The template can include the invoice link, which opens their invoice on any device. You can also download a PDF of the invoice and attach it yourself.
Can I start with a quotation and turn it into an invoice?
Yes. Save the sale with the Quotation status and send it to the customer. When they accept, convert it to an invoice from the list. You can also save drafts and proforma invoices before the final sale. Nothing is retyped along the way.