Full-Size Professional Invoices
(Brian Henderson): Hi, I’m Brian Henderson of Wash-Dry-Fold POS. Today, I’m going to be taking you on a bit of a guided tour about how to generate a full-size professional invoice. Now, this is a very useful tool for commercial accounts who may have requested an itemized invoicing at the end of the month. It’s also very useful for accounts payable departments who refuse to pay on a statement, but instead insist on only paying on something that has the word invoice on the paper. So, here’s how you get that all set up.
We’re in our Point Of Sale software. The first thing I’m going to do is go to the yellow manager button and put in my administrative password. I’m going to go to set up and then set up screen, and I’m going to go to the receipt tab. Ordinarily, you have it set on prompt for print invoices. This is where it asks you if you want to print a receipt, yes or no, at the end of each transaction. Instead, we’re going to select prompt size. This is where it will ask if you want to print on receipt paper or generate a full-size professional invoice, or neither. Additionally for your professional logo, you could choose company info as I’ve selected here, or you could choose picture and info if you also wanted to print your company’s logo on that full-size professional invoice
Number of copies, we’ll leave it on too, because ordinarily for residential drop-off laundry orders, you’ll have one copy of the receipt on thermal receipt paper that goes to the customer and the other stays with the laundry. For these full-sized professional invoices, when it asks to generate the second PDF, we’ll just hit cancel. It’ll be the easiest way around this. And we’ll choose update.
Next, we’re going to go to friendly printer setup. For full-size invoices, we’ll probably choose print to PDF so that way we can generate a PDF file. If instead you wanted to create a paper copy right then and there each time, you could choose your desktop printer from this list if you have it connected to that point of sale computer. And we’ll say save and exit. Make sure that full-size printer is selected as well.
Lastly, for general invoice notes right here at the bottom of the receipt, you might consider putting some wording about your terms and conditions of payment for these commercial accounts. Just a thought. Okay, we’re going to log in to do an example here. I’m going to select a customer, and now I’m going to add some items to this invoice. So, let’s go to TS Look Up and just for example, say, we’ve got 15 pounds here and then 50 pounds there, and then when we go to pay and we choose on account, this is where it then asks us to select a receipt size.
I’ve already done this example for you. When we save it to a file as a PDF, then this is generally what it’s going to look like, this full-size professional invoice, where we’ve got the company info in the top left corner, as well as the customer’s information, then down below the list of items, and at the very bottom there’s that message and the general invoice notes at the bottom of your receipt and where you can have that there. So, I failed to point out while recording this video that after you generate the full-size professional invoice, you can also just press print last receipt to have a thermal receipt paper copy to stay with the laundry.
So, if you have an account with multiple invoices throughout the month, you could generate like a cover letter that is a statement with the list of invoices and then accompany that along with each of those PDFs, that’s one method I’ve seen done. Another method would be to have one invoice that you have running throughout the whole month and just put it on hold each time, recall it each time to drop off, add additional line items to it, then at the very end of the month recall it and click pay on account so that we have one invoice with all these different line items. The trade-off is you don’t have a time and date stamp for each of those situations.
So, it’s up to you. It depends on what type of customer it is and your own personal preference as the business owner about how to do this billing, but hopefully that gives me the idea of how to use the full-size professional invoice to give you line item details, as well as how to create an actual accounts payable invoice as opposed to a statement which has a statement total that may or may not equal what the actual balance is due, depending on the date range you chose for the statement, and if there were payments or invoices during that period of time. Thanks for watching. Have a great day.