Delivery on account and Invoicing

This manual describes the process from delivery on account to invoicing.

Delivery on account maintenance

RetailVista only generates invoices for deliveries on account with the status "Input complete" and "Printed".

-> Start -> Invoicing -> Delivery on account maintenance

Now the search screen appears. If the search screen does not appear, click on the "Search" icon in the top left corner. Here you will find the deliveries on account and the status of the deliveries on account.

There is hardly any difference between a delivery on account that is made through the cash register and a delivery on account that is manually entered in the back office. The only difference is that a delivery through the cash register immediately receives the status "Printed". This status indicates that a receipt has been printed and what has been delivered.

When you click on "Search again", you can modify the search screen so that you only see the deliveries on account with the status "New" or "Approved".

If the delivery on account is processed as "counter billing" in the cash register, this transaction is immediately processed in the backoffice. The invoice is then printed at the cash register and receives the status "Final and printed". Refer to the Counter Billing manual for this.

You can print the deliveries on account so that the status of the deliveries on account becomes "Printed", allowing these deliveries on account to be invoiced. Alternatively, you can manually change the delivery on account to "Input complete". Both options are described below. 

Print delivery on account

-> Start -> Invoicing -> 50 - Delivery on account

Select the deliveries on account that you want to print and click on "Print selected deliveries".

If the deliveries have been printed correctly, click on "Yes".

Now these deliveries on account have the status: "Printed".

Manually change the status of the delivery on account

 Double-click on the delivery on account for which you want to change the status to "Input complete".

Use the key combination "Alt+E" or click on the "Edit" icon to change the status to "Input complete".
Use the key combination "Alt+S" or click on the "Save" icon to save the change.

Generate invoices

-> Start -> Invoicing -> Generate invoices

Here you can specify filters, for example if you only want to generate invoices for a specific customer or revenue type. If you do not specify any filters, RetailVista will generate invoices for all deliveries on account that have not been invoiced before and have the status "Input complete". If you have set that deliveries on account must be approved first, only the approved deliveries on account will be invoiced. Refer to the Delivery on account approval processing manual for this.

When generating invoices, RetailVista takes into account the settings per debtor regarding the invoicing frequency and whether or not to merge deliveries. Refer to the Adding Debtors manual for this. In the "Process not approved" field, you can indicate whether you also want to generate invoices that have not been approved yet.

Click on "Generate invoices".

A green line will appear with the number of invoices generated. We can now search for these invoices via "Invoice maintenance".

Invoice maintenance

Now the search screen appears. If the search screen does not appear, click on the "Search" icon in the top left corner.

Double-click on the line to open the invoice.

A product can contain multiple deliveries on account. If you want to make changes, click on the "Edit" icon in the top left corner.

Once the product is ready, the Test Product can be printed using the "Print" icon (top left).

Click "Yes" to change the status of the product to "Final, not printed".

Note: If you delete a test product (this is only possible if the delivery on account has not yet been definitively invoiced), you can go back in the process so that the deliveries on account are no longer linked to a test product. Click again on the "Print" icon (top left) to print the final product and change the status to "Final and printed".

Printing products in bulk

If you do not create products at the cash register, we recommend printing products in bulk. This way, you can print the products and optionally email them to the customer.

-> Start -> Invoicing

Click on the report for test product or product to print the products in bulk.

Check the products and click on "Print selected products".

Click "Yes".

The same applies to the final product (Report 46). For Digital invoicing, you can consult the Digital Invoicing manual.