Creating a new Parts Invoice
A Part Invoice is used to record part sales to a customer.
When opening a new Parts Invoice, Dealer Logic will assign the next Invoice Number. The date will be the date the invoice is opened. The Location and Salesperson are assigned from the user signed on. The invoice type displayed and choices in the drop-down window are created in the System Setup, Invoice Types. The drawer number is assigned in the workstation table. If the invoice will be Tax Exempt, check the box. Any customer who has been marked Tax Exempt in the customer file, the box will be automatically checked. To add a customer, Click to Add Customer. A customer is not required.
Keep your search simple. Only the last name is required. First name and Phone are optional.
If the rule is set to Shipping Information, a form opens where the shipping information to include tracking number can be entered. The tracking number will be displayed on the main form once entered. If Unit information is selected the inventory search screen presents. Search by stock or a portion of the VIN. Add the stock. If not in the list, complete the form and save.
In the upper right hand corner there is a memo section. This prints on the parts invoice, if using the full sheet layout. To enter a part, click into the box. Enter the UPC, part number, or description and press enter on your keyboard. You can also use a bar code reader to scan the item.
The invoice screen can be customized to display fields that are useful to you. To see the fields available, in the upper right hand corner select Setup, Modify Layout. A Columns Setup box will appear. Select the fields you want to see in your grid by placing a check in front of the name. The double arrow pointing left will unselect all fields, and the double arrow on the right will select all fields. When done click save in the Columns Setup Box. This will return you to your grid. You can move the column order by clicking on the column heading and holding down with your left mouse, drag the column to the new position and let go of mouse. The columns can be re-sized as well. Once your columns are laid out like you want, Setup and select Save Layout. The next invoice will open with your new layout.
The cost and selling price are populated from the part inventory. If you want to change the cost or the selling price for this invoice, click into the field, highlight the amount and enter the new amount. There are several different ways to apply a discount to an invoice. A price category can be used. It is a field with a drop-down. You create price categories under the System Setup tab. Dealer Logic has created a few examples for your use. There is a discount field as part of the invoice row. A percent is keyed into this field. If a discount has been applied to a customer and you add the customer to the invoice, their discount is carried to the part form automatically. You can also apply a discount by right clicking.
As you enter parts, they are accumulated down the right hand side of the form, broken down by category. The percent used for sales tax comes from the tax amount you entered into the taxes tab in the location table. If you need to charge tax at the postal code of the receiver, click on the Blue words Sales Tax. A tax lookup window will appear.
A discount can be applied discounting each part by a Rate (Percent(
There are some additional features available by right clicking into the part form.
If you are ready to take payment and close the invoice, use the drop-down arrow and select the method of payment.
If you have signed up for credit card processing with our third party vendor, Merchant Warehouse, you will click on the credit card. It will prompt you to swipe the card.
Once the transaction is processed, it returns the message from the credit card processing company. Add Part Kit – Will add all of the items you added to a part kit
Remove Part – Highlight any part and right click and select Remove Part. Delete on the keyboard can also be used to remove the part.
Remove Part Kit – Will remove the part kit you added. Search Catalog – Launches the catalog search window
When clicking close you will get 2 credit card receipts. They are marked customer copy and merchant copy respectively.
To finalize the sale, click on Close Invoice.
Once an invoice has been closed it can not be re-opened. If you have a return or need to reverse a charge, create an invoice using a negative quantity. When you close the invoice you have a choice of automatically printing an 8 x 11 Invoice or a receipt. You control this with System Rule, InvoicePrint.
The Tool bar at the top
Save- which will save any changes to your form. Delete- will change the invoice to a Voided status. Any parts on the invoice will be returned to inventory. When selected a Warning is presented, this Action Can Not be Undone. You must give a reason with at least 10 characters before the delete button will become active. Print- Depending on your system rule an invoice or invoice receipt will print. E-mail, if set up in the company file and the employee file, e-mail can be sent from Dealer Logic. Select e-mail and enter the recipients’ e-mail address. Dealer Logic will format the subject line, body, and attached a PDF file of the invoice. Documents- any file with an extension of PDF, JPG, or GIF can be linked to the invoice. In the drop-down arrow you can add or view any documents. Print Invoice - Prints a 8 x 11 Invoice. Deposit - A down payment or deposit can be taken. If it is your policy to collect before ordering parts, or receiving partial payment, deposits can be utilized.
A customer is required to take a deposit. If you have not added, you will be prompted to do so. Select the type of payment using the drop-down window. Enter the amount of the deposit. Click into the field and highlight the amount and enter the amount you require as a down payment. If you have signed up for credit card processing with our third party vendor, Merchant Warehouse, you will click on the credit card. It will prompt you to swipe the card. Click Add to complete. Now that a deposit has been taken, it can be viewed using the drop-down. If you made a mistake, you can delete the deposit. Use the drop-down and select delete deposit. When the window appears, double click the deposit you wish to delete. This needs to be corrected before Parts and Service End of day is run.
Setup – Used to modify your screen. Once changed, select Save Layout. The next time you return your screen layout will be the same.
