Rang up a sale as a walk-in receipt when it should have been an invoice for a regular customer? Turn into an invoice fixes the paperwork. The sale, its payment and your stock stay exactly as they are; the receipt becomes an invoice with the customer you choose.
How to do it
- Open Sales & Customers › Point of Sale › View Sales and find the receipt (search by its SR- number, or use the Receipts tab).
- Click the Turn into an invoice button on its row, or open the receipt and choose More › Turn into an invoice.
- Choose the customer. Search by name or email to pick someone on file, or type a name (and an email if you have one). An email that matches a customer on file links the invoice to that customer.
- Pick the payment terms and add any notes.
- Click Turn into an invoice.
What changes, and what does not
- The document gets a new invoice number (the next INV- number). The receipt's notes are kept, followed by any note you typed and a line with the old receipt number ("Converted from sales receipt SR-… on …"), so you can always trace it. The receipt number is not used again.
- The customer you chose is on the invoice, so the sale now shows on their customer page, in their purchase history and on their Invoices tab.
- The items, prices, tax, shipping and stock do not change.
- The payment already taken carries over, so the invoice shows as Paid. No card is charged or refunded.
- The sale keeps its date and channel. In your sales reports and on All Sales it now carries the invoice number and the customer.
You can then email or print the invoice like any other, for a customer who needs one for their records.
Why not refund the receipt and make a new invoice?
You could, but it is messier: the refund sends a card payment back to the customer (who then has to pay again), puts the book back in stock until you sell it again, and leaves a refunded receipt and a second sale in your records. Turning the receipt into an invoice changes only the paperwork, and the sale is counted once.
When it is not offered
- Invoicing is off. An Admin turns it on in POS Settings.
- The receipt has been refunded, in full or in part. A partly refunded receipt cannot be converted, because the refund would read as money still owed on the invoice. Refund the rest and create a new invoice instead.
- It is already an invoice, or it is cancelled.
Any staff member can do this: no money moves and no stock changes. A sale recorded by hand with the Sell Item button (not at the register) is made into an invoice from All Sales instead.