Editing Invoices (Adding, Editing, Deleting Products)

You have the ability to update your invoices, whether it's adding more products to a previous transaction, adding additional charges for a birthday party, or updating a customer's rental invoice. changing dates and times for pre-existing rental dates, or adding/deleting events, which will update your invoices on the fly! Below, we will walk through the process of adding or deleting rental occurrences to an open rental invoice.

Editing The Invoice

1. Open the POS Register and log in to your employee account.

2. Click the blue "Management" button in the top left corner of the register screen. On this page, you will see a variety of different management options.

3. Choose "Invoice History," and you'll be taken to a page defaulted to invoices that have been created in the past day. You can then update your filters, including date parameters, seasons, sports, invoice status and a search option.

4. Once you have located the rental invoice that you are looking to adjust, click the "Options" button and choose "Make Payment." By doing so, your invoice will open up in the shopping cart with all individual products listed in the cart. In the case of rentals, each individual product has the date, time, location and price listed in the name of the specific event occurrence.

5. You then have 3 options from this page:

        - Add new products to the shopping cart. The only product that you will not be allowed to add new products in conjunction with is a team registration. However, for any other type of checkout, you may add in as many rentals, individual registrations, memberships, general products, etc. as you may need. All products that are added to the shopping cart will automatically update the remaining balance on the invoice. This will allow you to continue to bill your customer continuously through one invoice, which is especially beneficial for rentals.

        - Delete existing products from this invoice, which will automatically update the remaining balance of the invoice, and allow you to initiate a refund if necessary. This option will be best for cancelled events or rescheduled events that do not have a new date. NOTE: In the case that you delete enough products from the invoice that you have a negative balance, you will be prompted to initiate a refund/credit for the customer by clicking "Checkout," where you can either refund by cash/check/credit card, or will allow you to authorize store credit to the customer.

        - Edit the price on individual products. If you need to update the pricing on any specific items, whether it's decreasing or increasing the balance, you can simply click on the price and manually override the price.

NOTE: The Red X is not used to clear away the invoice. Using the Red X will remove those items from the invoice and will impact the total cost. 

Proceeding With Or Without Payment

Once you have updated your invoice as you so choose, you can either proceed with payment by clicking checkout or proceed without payment by clicking exit invoice. This will leave the invoice balance intact for a customer to pay later.

        - Checkout: By clicking "Checkout," you will be prompted to choose a customer for billing (or make an anonymous payment). If the invoice has a positive balance, you can accept payment as normal, whether it's a partial or full payment. Payment options include cash, check, credit card or store credit. If the invoice has a negative balance, you will be prompted to either issue a refund or store credit to the customer.

        - Exit Invoice: By clicking "Exit Invoice," you will be able to save and close out your invoice without having made any sort of additional payment. 

Below, we have included information specifically tied to updating rental invoices

Adding New Rental Dates

Once you have opened an existing invoice in your shopping cart, you can add new rental dates to the invoice by simply following the normal rental checkout protocol.

1. On the register, you will see all of your current events listed in the shopping cart, but you will still be able to add more events to the cart by clicking the "Rental" button.

2. Once you click "Rental," you will see the different rental products available. Choose your rental product and you'll be asked if you'd like to attach the same customer to the product or add a new contact.

3. Just click on your contact's name to continue and you will see your existing rental's name populate in the rental information area. You can then choose your new dates/times, and click the green "Add to Cart" button at the bottom of the screen. Immediately, your new rental dates will be added on to your invoice at the chosen hourly rate. This will automatically be updated on your facility's schedule and will tie in with the conflict checker.

4. Your invoice balance will be effected, adding the new payments onto the invoice.

5. You then can proceed in one of two ways:

        - Enter a payment: If you'd like to make a payment on the invoice, click "Checkout," choose your customer and enter your payment by cash, check, credit card or store credit.

        - Proceed without payment: Just click "Exit Invoice" and you'll be able to continue without payment at that time.

Deleting Rental Dates

Once you have opened an existing invoice in your shopping cart, you can quickly and easily remove existing rental dates from the invoice, which will automatically update both the rental invoice's balance and the facility schedule.

1. On the register, you will see all of your current events listed in the shopping cart. Each individual occurrence will include the rental name, date and time, along with the price. You can delete an individual event by clicking the red "X" next to each event.

2. When you click to delete an event, a warning will come up to ensure that you do not accidentally delete any events. Click "Proceed with Removal" to delete the event. NOTE: You can turn off these warnings by clicking the checkbox above the shopping cart where it says, "Check to turn off warning on product removal."

3. You can then proceed in one of two ways:

        - Enter a payment: If you'd like to make a payment or authorize a refund on the invoice, click "Checkout," then choose your customer and enter your payment by cash, check, credit card or store credit. If you have a negative balance on your invoice, you will be prompted to authorize a refund payment instead of accepting payment from your customer.

        - Proceed without payment: Just click "Exit Invoice" and you'll be able to continue without payment at that time.