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Creating a Quick Sale Invoice

A quick sale invoice is designed for those times you make a sale and don't want (or need) to record specific client information. There is a generic client built into Stratus for this purpose. Follow these steps to create a quick sale invoice: 

  1. From any hub, select Quick Sale in the New group of the ribbon. 

  2. Take a look at the invoice. You will see the following areas:    

    • Invoice Ribbon - The ribbon where you'll find tools for working with your invoice. For a complete description of each tool on the ribbon, see Invoice Ribbon reference topic.

    • Invoice Header - The Client information and Bill-To Client information will default to Valued Customer. This generic client is built into Stratus and cannot be changed.

    • Detail Tabs - There are several detail tabs shown right above the client information. When creating a Quick Sale invoice, you'll use the General tab and the Order Detail tab. 

  3. Fill in the following fields on the General tab.

    • Invoice Date - This date is automatically created but can be changed if needed by entering a new date or clicking the calendar icon.

    • Invoice Type - The Generic invoice type will automatically be selected. This can be changed to Credit Memo or Estimate. See also: Invoicing Overview

    • Invoice Description - Provide a brief description of what the invoice is for. This can be seen on the Invoices hub.

    • Invoice Status - Select the status of the invoice. These can be used for sorting purposes in the Invoices Hub and reporting. See also: Using Invoice Statuses

      The session date and session number will remain blank because the invoice is not related to a specific session.
    • Notes - Enter any notes related to this invoice. If you do not want these notes to appear on the printed invoice, uncheck the Print box.

  4. The following fields are optional, but you may want to consider using them to help organize and track your orders:

    • Sales Rep - Select the individual that created the invoice. You can choose the sales rep from the drop-down list. See also: Setting up Users

    • Payment Due Date - Select the date the payment is due. The default date is today's date.  If payment is not due today, you can change it by entering a new date or clicking the calendar icon. When typing in the due date, you do not need to enter slashes. For example, 010112 would appear as 01/01/2012.

    • Approx. Delivery Date - Use this date field to indicate the estimated date the order will be ready.

    • Delivery Date - Complete this field when the products have been delivered.

    • Custom Fields - There is one text field and one date field for you to use as needed.

  5. Add items to the invoice on the Order Detail tab.

    • Item Selection Window - This is a list of all the invoice items available from your price list. See Price List for more information on setting up your price list.

    • Invoice Details - The item number, description, quantity, unit price, and extended price are displayed here. Add items to the invoice in one of the following ways:

      1. Double-click the item in the Item Selection Window.

      2. Enter the item number in the Item field and press Tab.

      3. Or, enter a special item that has not been pre-defined in the price list by simply entering a description in the Description column. No item number is necessary. A quantity and price can also be entered.

      4. TIP!
        The orange arrow to the left of the line shows which item is currently selected. Right-click the orange arrow and choose to Insert New Line, Move the line up or down on the invoice, or Delete the line.
    • Add a Discount - There are two ways to discount an invoice. You can discount one item on the invoice using a Line Item Discount, or you may discount the entire invoice with an Invoice Discount.

      • Line Item Discount - To discount an individual item, highlight the appropriate item on the invoice and click the Item Detail tab in the Payment Information section in the lower left. Enter the percentage or dollar discount information, along with any notes you want to record about the item being ordered. Stratus will calculate the discount and display the adjusted price in the Extended column above.

      • Invoice Discount - To discount the entire invoice, locate the "Discount" line in the lower right. You can either enter a percentage in the smaller box and let Stratus calculate the discount, OR you can type in a dollar amount in the box on the right.

  6. Enter payment information for this invoice. See Payment How To's

  7. Click Save & Close when finished. 

See also

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