Step-by-Step Invoice Creation
The process begins in the Sales Module, under Sales Invoices. From there, users can create a new invoice by simply clicking the “Create Invoice” button.
Here’s how AltheaSuite walks you through the rest:
- Select the Customer
Choose an existing customer and specify the billing and shipping addresses. The system automatically adjusts the tax rate based on the shipping destination, ensuring accurate tax application for every transaction. - Configure Delivery Mode & Sales Tax
When selecting “Items will be delivered to the shipping address,” AltheaSuite automatically updates the sales tax rate based on the destination’s tax structure. This eliminates guesswork and maintains compliance. - Add Salesperson (Optional)
Tie the invoice to an associated employee to manage commissions. This adds transparency and motivates performance-based incentives. - Add Items
Items can be searched by SKU or name, or selected from a dropdown list. AltheaSuite makes item selection quick with intelligent search suggestions. Quantities, pricing, and discounts (either flat or percentage-based) can be adjusted directly in the invoice. - Assign Warehouses
For businesses with multiple stock locations, users can assign different warehouses at either the global or line-item level. This ensures that fulfillment is accurate and inventory reporting is reliable.
Flexible Payment Options
Once items are added, AltheaSuite transitions smoothly into the payment phase:
- Full or Partial Payments: Retailers can accept payments in full, apply balances, or split payments.
- Multiple Payment Modes: Accept cash, card, or apply to account balance. For example, a customer might pay $100 in cash and put the remaining $735.26 on account.
- Split Card Payments: Though AltheaSuite doesn’t allow two card payments in one transaction, it offers a workaround—process the first payment and then receive the second via a “Receive Payment” option in the invoice context menu.
- Terminal Integration: If integrated with a terminal (e.g., Clover), card payments can be processed directly.
Each payment is logged with detailed narration for audit purposes and customer transparency.
Post-Invoice Management
After saving the invoice:
- The invoice is immediately available in the system.
- Items not in stock are flagged in red and sent to the Pending Delivery Queue, ensuring fulfillment teams are alerted.
- The system tracks Dispatch Status and Payment Status, giving retailers a clear view of what has been shipped and what is still owed.
If a balance remains, retailers can revisit the invoice and receive the remaining payment, keeping accounts current and accurate.
Tax & Compliance Automation
As soon as the invoice is saved, AltheaSuite automatically:
- Calculates applicable taxes based on destination.
- Updates tax liability in reports for state and local compliance.
- Reflects the sale in financial and revenue reports, ensuring accurate bookkeeping and tax filing.
Retailer Benefits
Why is AltheaSuite’s invoicing so beneficial for retailers?
- Saves Time: The streamlined UI means invoices can be created in minutes.
- Reduces Errors: Automatic tax and inventory syncing minimizes human error.
- Improves Cash Flow: Partial payments and balance tracking ensure every dollar is accounted for.
- Increases Operational Visibility: Track payments, deliveries, and tax liabilities in real time.
- Enhances Customer Service: Faster, more accurate billing improves the customer experience.
Conclusion
AltheaSuite makes invoicing straightforward without sacrificing functionality. From product selection and tax calculation to flexible payments and compliance tracking, every aspect is designed to help retailers run more efficiently and profitably.
Start simplifying your invoicing process with AltheaSuite today—and see the difference it can make for your business. Book a demo with our product experts to learn more.
