Knowledgebase

Invoicing Procedures

There were 31 articles found in this category:

1. Entering discounts on an invoice
   On the Invoice Data Entry screen, the Discount button presents a dialog box to select a discount to be applied to all retail items on the current invoice. When finding line items to subtotal, the program automatically omits lines items that already have a discount, or the category is a work ord ...
2. Rapid Entries button
   On the Data Entry screen of the Invoices file the grey Rapid Entries button is a quick way to enter multiple retail items. This feature is particularly useful with bar code scanners. 1. Click the Rapid Entries button top left. The screen changes and an item number entry box is selected. 2. ...
3. How do I enter a Store Credit Refund?
   A customer comes in to return an item. If your store has a policy of in-store credits but no refunds do the following: 1. Go to Main Menu > New Invoice. 2. Enter the product number of the returned item in the Item Number field. 3. Enter negative value in the Qty field (e.g. -1, -2, -3). 4. En ...
4. How do I redeem a Store Credit?
   A customer comes and makes a purchase or orders a custom frame. They would like to use their Store Credit to pay for the item. 1. Create an Invoice. 2. Make sure Customer information is entered. 3. Click Enter a Payment. FrameReady searches the Gift Certificates file for any credits that may be ...
5. Post to Invoice Side Bar Button
   This grey button is about half way down a column down the left side of work order screen. (Not available in Lite version) Post to Invoice is to create an invoice so that you may take a payment from the customer. For multiple orders, do not click until you have entered all of the work order(s) ...
6. Coupons vs Gift Certificates
   We are redeeming customer coupons for $100. How do I make the invoice reflect the $100 savings? Answer: Enter this as a coupon dollar discount, not a gift certificate payment. A gift certificate, gift card or store credit implies an actual money transaction. A coupon must be entered as a separat ...
7. Sending an invoice as a PDF in an email
   After you have created an invoice for your customer, you may wish to email the invoice to them. To send the document by email, it must be saved in a PDF format. Note: Under the Invoice Options, the "Pause on Preview" must be set to "Yes" in order to see the option to create a PDF. It is also re ...
8. Loyalty Program or Frequent Framer Club
   Everyone has a different way of running their Loyalty Card or Frequent Framer or Framer's Club program. Eg. % or $ amount off, number of visits, how redeemed, etc. So FrameReady offers a number of different options for you to use; either alone, or in combination with each other. Identify the mem ...
9. How do I write off a bad debt on an old invoice?
   When you have an outstanding invoice from last year, which you know will never be paid, you may perform the following steps to zero out the invoice so that it will no longer appear on your accounts receivable, and reclaim any taxes you have paid on this invoice. 1. In the Invoice file, perform a ...
10. How to handle layaways
    My customer wishes to make layaway payments on a purchase. I don't want to put it through my books until the purchase has been paid in full. 1. Go to Main Menu > New Invoice. 2. Enter the item using the purple Search Item button to the left of the first line item. This removes the item from i ...
11. How do I enter a deposit without creating a sale invoice?
    1. In the Work Order file > Scripts menu > Enter Deposit. 2. A dialog box appears, click Deposit Only. This creates an invoice. 3. Enter the amount of the deposit as a line item. 4. Then enter a payment equal to the amount. This creates a zero balance. When a customer comes to pay the res ...
12. How to enter a deposit or a payment on an invoice
    Directly from a Work Order If you are taking a deposit or any payment, full or partial, on a work order: 1. Click the grey Post to Invoice side bar button on the work order. A dialog box asks if you wish to just Post Only or print a summary as well. Decide which. The Line Item Entry screen of th ...
13. How do I delete an entry on an invoice?
    Oops, I clicked the Done button but I wanted to delete a line item entry first? How do I delete it now? You don't! If an adjustment needs to be made on an invoice: 1. Click Data Entry button. 2. Create an additional line with the identical item, only with a negative Unit Price amount. In other w ...
14. How do I sell a length of moulding to a customer?
    Set up the retail pricing first in Price Codes file. In order to sell it on an invoice: 1. Go to Data Entry button on your invoice. 2. Type in the moulding number with it's suffix in the Line Item entry. 3. Enter number of pieces being sold in Qty field.
15. How do I make changes to an existing work order which has been Posted To Invoice?
    I made changes to the work order after I Posted To Invoice. How do I get the invoice to reflect the new price? 1. Find the work order in question. 2. Make the appropriate change on the work order. 3. Click on the Posted side bar button, center left. 4. Click on the Yes button. This button looks ...
16. How to reverse a store credit?
    I mistakenly applied a store credit to an invoice. How do I reverse it? 1. Go to the Gift Certifcate file. Find the store credit in question using the find button and the customer's name in the search. 2. Mark the radio button for redeemed as No. 3. Now return to the invoice and delete the payme ...
17. How to repost a work order from a voided invoice to a new invoice?
    We are assuming that the invoice has already been voided. Before you start, take note of the work order number in question. 1. In the Invoice file, click New Invoice in the upper right corner. 2. Click the purple search item button, far left in the line item area. A dialog box appears asking for ...
18. Issuing and redeeming a refund for returned goods video
    How to issue a store credit or refund video ( 4.3 min)
19. How do I sell a full sheet of matboard to a customer?
    Set up the retail pricing first in Price Codes file (see related article): In order to sell it on an invoice: 1. Go to Data Entry button on your invoice. 2. Type in the matboard number with it's prefix in the Line Item entry. 3. Enter number of pieces being sold in Qty field.
20. Tender field terms
    There are certain terms in the Tender field which are important and should not be changed. Refund - Store Credit, creates a new record in the Gift Certificate / Store Credit file for the customer receiving the credit. Store Credit & Gift Cert, when used in conjunction with the Reference # f ...