Tax invoice at the counter, credit note on refund
When a customer asks for a tax invoice, the cashier ticks Invoice at payment. A posted customer invoice is made in the customer's name with the taxes of each line, and the counter payments are booked on it. A refund of that sale makes a credit note linked to the invoice.
PLANSFrom Growth
The problem it solves
- A business customer wants a GST invoice in their name, and the counter can only print a receipt.
- Accounts types invoices again at month end from a pile of receipts.
- An invoiced sale is counted once in the day's figures and again on the invoice.
- A return is given in cash, but the invoice in the books still shows the full sale.
How it works
- Choose the customer. An invoice is never made for the register's walk-in customer.
- At payment, tick Invoice (selling screen in the browser), switch on Invoice (app) or tick Wants an Invoice (back-office order).
- When the sale is paid, the invoice is made and posted in the register's Invoice Journal, with the order's lines, discounts and taxes.
- Each payment is booked in its method's journal and matched with the invoice. The order becomes Invoiced and the receipt shows the invoice number.
- A paid order whose session is still open can be invoiced later from the back office with Invoice.
- A refund of an invoiced sale makes a credit note, linked to the original invoice.
Everything it does
When an invoice is made
- Invoices on the register: When the Customer Asks (to start with) or Always
- Always: every sale with a real customer gets an invoice; the app says "This register always makes an invoice"
- Pay later sales always become an invoice
- Not after the session of the sale is closed
What the invoice holds
- The order's lines with quantity, price, discount and taxes, and the order's fiscal position
- The register's cash rounding
- Invoice Journal: the register's, else the store's first sales journal
- Points redeemed on the sale use the points liability account when the programme defers points (Scale)
Books
- Invoiced sales are left out of the session's journal entry, so nothing is counted twice
- Payments are posted per method and reconciled with the invoice; change given in cash is taken off
- The Orders list has an Invoiced filter; the X and Z reports count invoiced orders
Who uses it
CashierChooses the customer and ticks Invoice at payment.
AccountsSets the invoice journal and checks invoices and credit notes in the books.
POS AdministratorSets each register to invoice when asked or always.
Where you use it
- Web: the Invoice tick on the payment screen of the selling screen. Wants an Invoice and the Invoice button on back-office orders. The Invoice button on an invoiced order
- The SmartMy POS app: the Invoice switch on the Pay screen; offline sales are invoiced when they are sent. It is built and in testing, not in the app stores yet
- Not built: e-invoicing (IRN), e-way bills and GST return filing
What you control
Settings
- Invoices: When the Customer Asks (default) or Always
- Invoice Journal: empty (the store's sales journal)
Questions
Does it print the customer's GSTIN?
The invoice is a standard customer invoice in your books, in the customer's name, with the taxes of each line. Keep the customer's GSTIN on their contact.Can we invoice a sale the next day?
Only while the sale's session is still open. Once the session is closed, the sale is in the session's journal entry.What happens on a refund?
A refund of an invoiced sale makes a credit note linked to the invoice. The money goes back by the method you choose.Does it make e-invoices or e-way bills?
No. SmartMy POS does not file e-invoices, e-way bills or GST returns. It works out and posts the tax.Can the walk-in customer get an invoice?
No. Choose or add the customer first, with a name and mobile number.Related features
STOCK AND ACCOUNTINGOne accounting entry per sessionWhen a session is closed, one balanced journal entry is posted for all its sales that have no invoice. It holds income per account, taxes with their tax report lines and money per payment method. It also holds rounding, cash moves and the cash difference. Your accountant gets one entry per till per shift instead of a pile of slips.PAYINGPay later within a credit limitCustomers you allow can buy on their account at the counter. The sale becomes an invoice at once, part can be paid now, and a sale that would take them over their credit limit is refused.SELLINGFind or add the customer at the counterFind a customer by typing two letters of the name or digits of the mobile number. Or add a new one with just a name and a phone. Without a customer the sale goes to the register's walk-in customer.SELLINGRefunds and discounts with a supervisor PINRefund the lines and quantities that come back, with a reason, found by receipt number or customer. Give line or bill discounts with a reason up to the cashier's limit. A supervisor approves each refund on the cashier's screen with a password or a PIN that works once.STOCK AND ACCOUNTINGStock per sale, lots and serial numbers, on hand at the counterEach paid sale takes its products out of the register's stock location, and each refund puts them back, without anybody typing a stock movement. Lots and serial numbers are kept on the sale line. The app shows Low and Out on the product grid.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.