# 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.

1. From Inventory (or the SO icon), select Sales Invoices
2. Click + Sales Invoice
3. Select a Customer (required)

All Sales Invoices in Portal require a customer. A generic customer may be used if preferred.

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/4EycOWXRIv4jINbEZXNE/Unknown%20image)

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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.

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* A saved invoice with no payment remains in Waiting status
* Inventory is not affected
* Invoice can be edited, printed, or emailed

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/xcQ61aPi6m9T7jnwBY0K/Unknown%20image)

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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:

1. Select the Sales Invoice
2. Open the Payments tab
3. Apply payment

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/URASprjpgmxhowBf3Rdh/Unknown%20image)

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* 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

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/y1z6afORZaopHi0R4kRt/Unknown%20image)

**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.

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/R7B7NFxRqmk34bPYD6Be/Unknown%20image)

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**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

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/vFluJnpPUsPFtMRgy37J/Unknown%20image)

**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)

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/Do2wWb7tw0G4Kkv2SG0W/Unknown%20image)

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**Customer Activity & Statements**

* View balances and invoice history in **Customer Maintenance → Billing / Activity**

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/AE1iKHA5C7AvDR67P6MD/Unknown%20image)

* Click invoice numbers to view details
* Generate statements from the Statements tab

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/fZkOGnuLUSnHcM6KFMMW/Unknown%20image)

* Store-wide AR reports are available under **Reports → Customers**

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/dXYWmlRvnnqurLWunaSD/Unknown%20image)

**Receive on Account (ROA)**

Instead of paying specific invoices, customers may pay toward their overall balance.

ROA can be applied:

* On POS using ROA

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/9WWnNl4bgpndnvTD3P4q/Unknown%20image)

* In Portal under **Customer Maintenance → Account Info**

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/tibmEWMAMnoNMDTpNgqW/Unknown%20image)

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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

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/mLAgD2th7GfcxYGwXNvh/Unknown%20image)

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**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:

1. On POS, search and select the customer
2. Click AR List
3. 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

![](https://content.gitbook.com/content/gxlSIIMuIqFC3w3MtCp7/blobs/DgJN2Z0VD71epvpvtjfH/Unknown%20image)

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**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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