Generating Invoices to be tendered at a later date

We sell equipment to buyers, we would like to produce an invoice to deliver to the buyer so they can mail a check back. When the check arrives we would
then like to tender the invoice… We’ve tried Quotes, but no invoice prints… We tried work orders, but we have to tender the transaction on account to print an invoice… The problem with this method is that the x report and z reports show these transactions as tendered and taxes collected… Since we haven’t received any payment (nor taxes) we don’t want these to show as tenders… So How can I produce an invoice for customers without showing as already tendered… Any thoughts would be extremely appreciated…
Mitchell
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Use the Accounts Receivable functions in RMS. Create a customer account that has an appropriate credit limit, then tender the sale using the "On Account" tender type. The sale will be put on their account, and then when they give you the cheque, pull up their account and use the Payment function. The documentation can give you more details.
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Jason Hunt
Advanced Computer Systems
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Thanks for the reply... But I'm Affraid that Work orders do not work for us...
we have to tender the transaction to print a work order... .... we haven't collected any money .... we want to create an INVOICE to Customer .... If we tender on account. as with any other tender type. the INVOICE amount is reported on the x/z reports as being collected (tendered) more important is that taxes are reported, that have also not been collected yet... so we can't use work order...
we tried to use quote... we select customer, include items purchased. choose ctrl-F1, then we choose details to give a reference # and desicription and expiration date... and click ok... and then we stare at the screen, wondering how can we print this... Hummmm from what we can tell, their is no way to print quote... Hold on, found it... we have to TENDER IT... did I say tender a quote, yes tender a quote... back to the problem described above...
we just upgraded from QS2000 3.01N and know that we just haven't caught on to the new way of thinking yet, so please be patient with us... Right know though we are in a tizzy trying to figure out how to report taxes and clear out data that shouldn't be there...
Thanks All... Mitchell
"Jason Hunt" wrote:

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You missed Mr. Hunt's point.
No work orders. Invoices with payment on account. Like so...
Under Customer Properties select the Account Information Tab. Click on the Lookup Button (magnifying glass) for Account Type. If no Account Types exist, go to the Database Menu and select Account Types. Create an Account Type (for example, Net 30 or Due Upon Receipt) and fill in the blanks. After you've got a valid Account Type, go back to the Customer Properties window and select the Appropriate Account Type.
Now go to Database: Tender Types and create a new Tender Type. Call it On Account or Net 30 or whatever...
Launch POS. Create transaction. Select On Account as Tender Type and tender exact change. You now have an Invoice for this customer... When you get the check, go to the POS, select the appropriate customer and use the Payment (Shift-F4) function to apply the payment to the customer account (and even to a specific invoice).
HTH, Tom
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TT almost got it right. Make sure to Z-out on all POS stations before trying to make a sale using that tender type. It won't appear until then.
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"Terrible Tom" <tomg@GO_FISHrobysfurniture.com> wrote in message
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Thanks TT and Jeff...
I have done all the things that you've described below and it works just like you have stated as well... with one specific peice being overlooked... which happens to be the peice I'm concerned about...
When we tender ON ACCOUNT to produce the "Work Order" two things... 1. The x/z reports show the totals from the work order including taxes. We do not want the taxes to be reported and we do not want the totals from the work order included in the total tendered amount... because they have not been colected... (ex. 2 transactions, tax rate 7.00% in both cases... (tran 1 is a sale tendered as cash for $10.70 <$10 + $.70 tax> (tran 2 is a WO tendered as OnAccount for $10.70 <$10. + $.70> (x report shows $21.40 tendered and $1.40 tax collected (z report shows same) We can't seem to come to terms with WHY the amounts from the On Account transactions are showing on the x/z reports... Reporting these before collecting them can be disasterous (especiall if the order is never collected)
2... the work order prints the word Work Order in the top right of reciept... Technically this is not a work order, it's an INVOICE... How can I change that on the receipt?
Thanks Again for all your help... Mitchell
"Terrible Tom" wrote:

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Mitchell,
Here's your problem: you're treating your Z report like a daily income statement.
You shouldn't be reporting taxes from any RMS report. You should be using the RMS reports to enter data into an accounting system and using the accounting system to generate your tax reports. It is possible (and highly advantageous) to integrate RMS POS with many popular accounting systems.
This isn't the place for an accounting lesson, but it sounds like you are using your Z report in a manner for which it was not intended.
If you must use your Z report for tax reporting, simply deduct the 'on account' tender subtotal from the tender total.
Also - how is your Tender Type ON ACCOUNT configured? Do you treat 'On Account' as a Cash tender type? Go to Database:Tender Types:ON ACCOUNT:Properties. Look at the Tender Type field. Is it set to Account?
Normally, you cannot accept a WO Deposit 'On Account'. The reason is this: a deposit on account is vapor. Either you got a deposit or you didn't. A promise of a deposit (aka deposit on account) is not a deposit. Based on your comments, I believe that you are treating ON ACCOUNT like cash--which it most definitely is not.
If you are not really getting a deposit--no actual money coming in--then you shouldn't be tendering a deposit. You should enter the work order with zero deposit then tender payment on account when the actual payment comes in.
Tom
"mitchell" wrote:

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If you are not really getting a deposit--no actual money coming in--then you shouldn't be tendering a deposit. You should enter the work order with zero deposit then tender payment on account when the actual payment comes in.
I would like to address this statement in your last reply....
Are you suggesting taking a deposit(payment) for zero dollars and then tender with 0.00 in the ON Account tender type... will produce an INVOICE that shows the balance due and does not record any data in the x reports... we've tried tendering with 0.00 on account but it wouldn't let us click OK (greyed). But If all we have to do is ctrl-F4 (payment) for 0.00 (obviously I have to set minimum payment to zero) I can then print the inovice without showing on the x report...
we do you quickbooks, and we post batches... during the reconcillation process we see what should be actual collected and balance against RMS... (formally QS2K) In old QS2K we could produce reports that calculated the actual (not including WO,QT,etc) that would match... My billing staff is tearing the wallpaper off the wall trying to figure out why they have to calculate something they did have to before...
"Terrible Tom" wrote:

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You cannot take a deposit on account for a work order. If you want an invoice, then you must tender the entire balance due--whether cash/check/credit card/on account or any combination thereof.
When you tender a WO, you are only tendering the deposit specified in Details. You still haven't created an invoice until you Pick Up the WO.
If you create an invoice (and tender the full amount) then you either receive cash or create a receivable (on account). If your ON ACCOUNT Tender Type is set up as an Account, then the only place ON ACCOUNT will be listed on your Z Report will be under Payment on Account and Sales.
I didn't migrate from QS so I might not be much help...
Tom
"mitchell" wrote:

[snip lengthy discussion]
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You have been helpful, THANK YOU...
I think we have it working now the way we want it too... The last item is to change the word WORK ORDER that appears in the top right of the invoice... I've tried changing work order in the .dat files... as descibed in a article 859765... but Doesn't change on receipt... I even tried to save a copy of the fullpage.xml and force the word INVOICE... but I broke a reference and it didn't work... when i pointed work order to the new xml...

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The correct way is to have the folowing:
- If you are using work order you could change that to Proforma Invoice - If ou are using Sales Receipt [on selling or picking up the work order] you can change this to Invoice
If you do not know how to do this please email me your receipt and I will have someone at my office change this and send it back to you by email.
Regards
Afshin Alikhani - [ snipped-for-privacy@retailrealm.co.uk] CEO - Retail Realm
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URL http://www.retailrealm.co.uk


"Mitch" wrote:
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Hi Mitch,
Just curious why you need to enter the transactions as "Work Order"? Can't you just skip the Work Order step and enter the transaction as a regular sale, and tender it On Account? This would also avoid the deposit stuff.
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Jason Hunt
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When we choose on account and include the amount of the transaction... the receipt prints just fine... but it shows up as collected (tendered) on the x/z reports... We are simpathetic to the notion that goods have exchanged hands, therefore the balance is effectively due today, and taxes should also be due... And since we are extening them credit, we ultimately are paying ourselves to lend the customer the money... we get it... we know why it's on the reports... We are simply suggesting that this way of processing might work for you, but not everyone... so why not give the user the option of how to report uncollected debt...
I'm inclined to give an example... I sell you a TV for $200 on Monday... You ask if you could pay for it on Friday... Should I go to my bank on Monday afternoon and fill out a deposit slip for $200 and have them post it to my account so I can start collecting interest on that balance... I think we all know where the bank would tell me to go... It sounds like they aren't the only ones telling me to go there!
Mitchell

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Many stores take a 15% cash deposit (or whatever your tax amount is) so that their tax payments to uncle sam are covered.
Layaways should be used when deposits are made but the goods do not leave the store until paid in full. Accounts Receivable should be used when credit terms are given and the goods will leave the store before the item is paid in full. This is a basic accounting principle. I've never heard of a situation where this is handled differently. If you stray away from this method, your inventory will be inaccurate and it can be a nightmare to try and resolve discrepencies.
If I come to you on Monday and want to buy a TV, but I won't pay for it until Friday, then you have to decide if I'm going to be able to take the TV out of your store today or on Friday. If I can't take the TV until you've received all the money for it, then that's a Layaway; meaning I'm going to give you a deposit so you hold that TV for me and I'll come back on Friday to pay the balance and take the TV with me.
However if you're going to let me take the TV today, but I won't have to pay for it until Friday, then that is an Accounts Receivable which should be tendered as a Sales Transaction and paid for On Account. It's up to you have I must make an initial cash payment or not. Generally, if you deal with consumers then you will take a cash payment up front, but if you deal with contrators, wholesalers and other businesses, then you do not take a cash deposit unless they have defaulted on their credit terms in the past (of course this just a general practice, but everybody has their own policies)
I'm not an accountant, so I'm not sure what the tax implications are on Layaways vs Accounts Receivable. I believe that you pay tax when the goods are delivered, but having A/Rs might balance this out.
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Jason Hunt
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Mitchell,
I don't know where you are and I am NOT an accountant, but in most states, taxes are collected at the time of sale, when transfer of title of the goods occurs.
If you don't collect on the debt, you deduct the taxes from next taxable period, and treat the sale as a bad debt.
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