Sales Invoices in Portal
SALES INVOICES IN PORTAL
Sales Invoices are designed for special orders, wholesale customers, and accounts that do not pay immediately at the till. Invoices can be fully managed in the Barnet Portal, or payment can be completed directly on the POS.
Sales Invoices allow you to:
Enter orders in advance of delivery or customer pickup
Email or print quotes
Have orders ready On Hold at the till
Manage Accounts Receivable (AR) from the Portal instead of the POS
**Important:**A customer must be selected when creating a Sales Invoice. Ensure the customer record exists in advance. Customer Groups can be used to automatically apply discounts or cost-plus pricing.
Accounts Receivable (AR)
Barnet’s AR system is ideal for customers who run tabs or pay invoices later.
With AR you can:
Track customer balances and billing activity
Generate and email Customer Statements
Review AR activity and balances via Reports → Customers
Customer billing details are available in Customer Maintenance → Billing / Activity.
Sales Invoice Stages
Sales Invoices move through three possible stages:
1. Waiting
Default status when an invoice is created and saved with no payment
Can be used as a quote
Fully editable
Inventory remains in stock
Available On Hold at the POS for up to 3 months
If an invoice needs to remain available longer, edit the invoice date to be within the last 3 months.
2. Invoiced (AR)
Invoice has been paid to AR
Inventory is removed from stock
The sale date is the AR payment date
Can be paid later in Portal or POS
Found at POS by selecting the customer and clicking AR List
**Optional setting:**Barnet Support can configure your system so invoices save directly as Invoiced, bypassing Waiting status entirely.
3. Paid
Invoice has been paid using any non-AR payment type
If originally paid to AR:
AR is reduced
Payment balances the AR entry
Revenue does not change
Sale date remains the AR payment date
Creating Sales Invoices
Creating a Sales Invoice is similar to Receiving Invoice.
From Inventory (or the SO icon), select Sales Invoices
Click + Sales Invoice
Select a Customer (required)
All Sales Invoices in Portal require a customer. A generic customer may be used if preferred.
Add items to the invoice. Any applicable customer discounts will apply automatically.Auto-discounted prices can be manually overridden if needed.
Click "save" when complete.
A saved invoice with no payment remains in Waiting status
Inventory is not affected
Invoice can be edited, printed, or emailed
Once the order is picked up or delivered, it must be paid in full or paid to AR to register the sale and remove inventory.
Paying Sales Invoices
Sales Invoices can be paid:
In Portal
On the POS
In full or to AR
Paying Waiting Invoices in Portal
Portal supports:
Cash
Cheque
E-Transfer
AR
Credit card payments require:
A non-integrated pinpad, or
Card-Not-Present payment
Steps:
Select the Sales Invoice
Open the Payments tab
Apply payment
Paying in full → status changes to PAID
Paying to AR → status changes to INVOICED
Inventory is removed upon payment
Removing a Payment
Click the X beside the payment
Invoice returns to Waiting
Sale and inventory movement are reversed
Paying Waiting Invoices on the POS
Waiting invoices appear On Hold when the customer is selected at POS
Only invoices dated within the last 3 months appear
If older, edit the invoice date in Portal
Once recalled, complete payment as normal.
Accounts Receivable (AR) Payments
AR is a payment type in Barnet.
Paying to AR removes inventory immediately
The AR payment date becomes the official sale date
Final payment can occur later in Portal or POS
Paying Invoiced Invoices in Portal
Select the invoice
Apply payment on the Payments tab
Results:
Full payment → status becomes PAID
Partial payment → remains INVOICED
Financial impact:
AR is reduced
Payment balances AR
No revenue change (sale already recorded)
Customer Activity & Statements
View balances and invoice history in Customer Maintenance → Billing / Activity
Click invoice numbers to view details
Generate statements from the Statements tab
Store-wide AR reports are available under Reports → Customers
Receive on Account (ROA)
Instead of paying specific invoices, customers may pay toward their overall balance.
ROA can be applied:
On POS using ROA
In Portal under Customer Maintenance → Account Info
Effects:
Reduces overall AR balance
Appears as Paid In
Individual invoices remain unpaid until processed on POS
Refunds to AR
If a customer with AR returns items:
Process refunds to AR
Reduces overall AR balance
Does not clear specific invoices until processed at POS
Processing ROA & Refunds Against Invoices
Payments received on account and refunds reduce AR balance but do not automatically clear invoices.
To apply them to specific invoices:
On POS, search and select the customer
Click AR List
System automatically applies funds to oldest invoices first
After processing:
AR balance remains correct
Invoice statuses update (Paid or Partially Paid)
Changes are visible in Portal under Customer Activity
System Requirements for Processing
POS software version v1.25.828.1047 or later
AR List button must have Product Code = 1
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