Generating Ad-hoc Invoices

This article explains how to create Invoices for Ad-hoc sales and Walk-In Clients without creating a Client file or an Appointment.

Be careful with this option because it is harder to keep track of Ad-hoc Invoices. See "Keeping Track of Ad-hoc Invoices" for assistance in managing Invoices that are not linked to a Client.
We recommend generating Invoices from Appointments or Client Accounts when possible to make the management much easier. If you need assistance with this, see: "Generating an Invoice from an Appointment in the Diary" or "Generating an Invoice from the Accounts Screen"

1. Go to the Diary page. 

2. Click Create Invoice on the top left of the Diary page.

3. You will then have 3 options:

a. Creating an Ad-hoc/Walk-in Invoice with no connection to a Client.

b. Creating a Client to invoice.

c. Creating an invoice for an Existing Client by searching for them using their Last Name or First Name.

Creating an Ad-hoc/Walk-in Invoice With no Connection to a Client

1. Click Ad-hoc/Walk-in Client.

2. Select the Item you want to invoice by finding it in the dropdown menu, you can start typing the item's name to find it easily.

3. Enter Client's Name.

At this stage, the system will not try to find an existing Client with the same name and it won't create a record for this Client so make sure you only want to create this single Invoice for this Client to avoid any confusion.

4. You should consider to add a Provider (and its Provider Number) by clicking on the appropriate boxes at the top of the invoice.

5. Once these steps have been completed, you can change the Quantity and Price, add more Items, record a Payment, add Comments, or Save/Email/Print the Invoice. If you need assistance doing so, see "Generating an Invoice From an Appointment on the Diary" from step 5 onwards.

Creating a Client to Invoice

1. Click Create New Client Record.

2. Enter Client's details in the Ad-hoc Sale window that opens. The First Name, Last Name and Contact Details are required to create the new client.

At this stage, the system will not try to find an existing Client with the same name so make sure this client doesn't already exists in your database or you will create a duplicate.

3. Click Save New Client.

4. Once these steps have been completed, a New Invoice window will open to create your Invoice. From then, the same steps as "Generating an Invoice from the Accounts Screen" apply from Step 3 onwards apply. Follow the link if you need assistance doing so.

Creating an invoice for an Existing Client

We don't recommend to create Ad-hoc Invoices when invoicing for a Service or a Class as it will not be linked to an Appointment and can create confusion in the Client Account. See "Generating an Invoice from an Appointment in the Diary" if you need assistance to generate an Invoice from an Appointment.

1. Enter Client First Name or Last Name.

2. Click on the Name of the Client.

3. Once these steps have been completed, a New Invoice window will open to create your Invoice. From then, the same steps as "Generating an Invoice from the Accounts Screen" apply from Step 3 onwards apply. Follow the link if you need assistance doing so.

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  • 01-Sep-2017
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