Sales Invoice window

General details of the sale

Displays the customer name (a customer was selected) or store account name (a quick sale was selected). Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to copy the email address information to the clipboard.

Displays the customer to whom the items will ship. Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to assign a different shipping address.

Displays the customer to whom the invoice will be billed. Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to copy the email address information to the clipboard or to assign a different billing account.

Select a location to apply to this invoice, if different from the default. This box is unavailable once inventory is added to the invoice.

Select a tax authority to apply to this invoice, if different from the default.

This box supports F6 functionality; the Pick Tax Authority window opens.

Select a tax exemption to apply to the invoice. If a Security window displays indicating you cannot change the tax exempt type, you can choose to override and apply the exemption or cancel and use the default. If a tax exemption is selected, and you want to remove it, right-click in this box and click Clear Tax Exempt Type.

Tax exemption types are set up as 1800 series system categories.

Select an employee to assign to this invoice, if different from the default. The default value in this box is the employee assigned to the customer account or, if one is not assigned to the account, the employee logged in to AIMsi. Regardless of the employee selected in this box, the logged-in employee is always recorded on the ledger transaction for the sale to provide an accurate audit trail.

This box supports F6 functionality; the Split Sale window opens.

Enter the number of days of "free" interest in this box if the customer will be charged interest on the unpaid invoice. By default, this box displays the default terms (number of days to pay the invoice before it is considered past due) of sale set up for this customer.

This box supports F6 functionality; the Select Terms window opens.

Displays the current date. This value may be changed if necessary.

To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard.

This box supports F6 functionality; the Choose Date window opens.

Displays the percent of margin for the sale, if the InvoiceMargin system variable is set up to do so, to the right of the Date box. This value updates as items are entered for the sale.

Displays the automatically generated invoice (reference) number (according to the system variable NextInvoice). This number may be changed, but must not duplicate any other invoice number.

Note: Tri-Tech does not recommend changing this number.

Enter a customer-provided purchase order number for this sale, if necessary.

This box supports F6 functionality; the Select PO window opens.

Item Entry

Enter the quantity of an item being purchased. For non-inventory items, such as shipping, enter 1. If you skip this box when entering merchandise, the value set up in the DefaultQty system variable will be used.

Enter the alpha-numeric SKU number or serial number for the item. If found, the Cat, Desc, and Price Ea boxes are automatically completed. For non-inventory items, such as shipping, leave this box blank.

This box supports F6 functionality; the Display Inventory window opens.

Select a category for this item, if necessary. This box is only available to edit if an item could not be identified in the SKU#/Serial# box. The options in this box are set up on the Inventory Categories window.

Displays the description of the item (if found by the SKU#) or category (if a category was manually selected). You can optionally update this description with up to 140 characters of text. Tri-Tech recommends that you update the default text in this box to be more descriptive and minimize confusion on the sales reports.

Enter the price of the item, if necessary. The value here may represent the item's Ourprice value, Price A, B, or C value, or the Retail value. For additional information about how Price ea is calculated, refer to What is the Price ea?.

Displays the total cost of the item (Qty x Price ea = Extended) before a discount is applied. This value is automatically calculated and is read-only.

Enter a percentage (as a decimal, such as 0.10 for 10%) or dollar amount to apply as a discount to the sale. The value here may be automatically calculated. For additional information about the automatic calculation of discounts, refer to What is the Discount amount?.

Displays the total cost of the item after any discount is applied (Extended - Discount = Total).

If the total price falls below the minimum price established for an inventory item, a warning displays. Employees with permission to do so can enter their password and override the warning.

Displays above the grid and automatically increments as items are added to the sale.

Items Sold grid columns Right-click in the grid to select from several options for working with the invoice.

Displays the value entered in the Qty box for this item.

Displays the SKU number of the item added to the invoice, if applicable.

Displays the description entered for the item in the Desc box.

Displays the value entered in the Price ea box for this item.

Displays the discount applied to this item, if applicable.

Displays the total cost for this item (Extended - Discount).

Displays an asterisk if a note was added for this inventory item on the Notes window.

Displays an E if you overrode the tax exemption status for this item. A default tax exemption code must be set up for the TaxExemptOverrideReason system variable to override the tax exemption of an item.

Sale totals and notes

Enter comments for the invoice/receipt. These comments print on the invoice in addition to any comments set up as customer defaults.

This box supports F6 functionality; the Select Comment window opens.

Select this check box to print a gift receipt for this sale.

Select this check box to save the sale to complete at a later time.

This check box only displays if you are completing a quick sale transaction. Select it to remain on the window and complete another sale.

Displays the total cost of all items on the invoice.

Displays the total amount of tax that will be applied to this sale based on the Tax and Expt boxes above.

Displays the total amount the customer owes for this sale (Subtotal + Tax = Total).

Displays the Pick Customer window where you can add, edit, or a select a customer for this invoice.

Saves the invoice. This button displays when you access this window from the Modules menu or by the keyboard shortcut Ctrl+I, or through a quick sale.

Click to cancel the invoice.

Item buttons

Displays the selected item's details in the inventory item entry boxes where you can change the Qty value.

Displays the selected item's details in the Item Entry boxes where you can change the Sku#/Serial# value.

Deletes the selected item from the invoice.

Displays the Inventory Detail window where you can view the details of a specific inventory item on your invoice.

Displays the Notes window where you can add any notes about the selected inventory item. When a line item has an associated note, an asterisk displays in the blank column on the right side of the Items Sold grid.

Displays the Delivery Ticket window where you can enter the date and time an item is expected to be delivered or picked up.

Invoice buttons

Displays the Freight Plus window where you can access the integrated Freight+ software (purchased separately) and determine your shipping provider and costs.

Displays the Back Into Total window where you can change the total sale price on the invoice to a lesser amount and automatically apply discounts.

Displays the Blanket Discount window where you can enter a discount amount for the entire invoice.

Apply credits buttons

Displays the Trade-in window where you can accept credit for a trade-in and apply it to the invoice.

Displays the Contract Credit Amount window where you can apply rental credit to the invoice.

Displays the Loyalty Points window where you can apply loyalty points as credit to the invoice.

Bring-forward into current invoice buttons

Displays the Select Proposal window where you can bring a proposal for this customer forward into the sale.

Displays the Select Approval window where you can bring an approval for this customer forward into the sale.

Displays the Select Orders window where you can select an order to include on the invoice. Only items on the order that have been received into inventory will be added.

Brings any previously suspended sales into the current invoice.