Invoice Actions

Over the course of the invoicing workflow, it may be necessary to take collateral actions. To this end, RepairShopPro provides a wide selection of support functions.

Check-out

When the service is complete and you're ready to accept payment, the next step is check-out. Selecting "Check-out" from the main toolbar accepts payment on the currently open invoice. Selecting "Check-out" from the "Actions" menu will bring-up all open invoices in a new window allowing you to accept payment on invoices other than the currently open invoice. When the "Check-out" dialog appears, you are prompted to select a payment method (Cash, Credit, Check, Other) or any combination of two payment methods (Partial).

If the invoice is bound to a loan, and the loan is paid, then the user doesn't have to select a payment method. Loan payments are recorded when they're made. If the loan is un-paid or there is a balance, then the user will not be able to check-out until the loan is satisfied. In cases where the invoice amount changes after the loan is committed, settlement payments can be added to reconcile the difference. At any time, the loan can be removed and the invoice will revert back to single payment mode.

Choosing the "Combine Invoices" option from the Utilties menu will allow the user to combine one or more open invoices into a single invoice. Note: There can only be one service agreement per invoice. If the invoices being combined have separate agreements, then the user will be asked to select a single agreement.

When check-out is complete, payment detail (Transaction ID, Authorization Code, Check Number, Card Type, Payment Method, etc.) is persisted in customer history where it can be called-up later.

Undo Check-out

Undoing a check-out rolls back payment and returns invoice to working status so it can be further edited.

Void Invoice

Voided invoices are completely removed from the system and its parts are optionally re-stocked. "Old Stock" or "Not Stocked" parts can not be re-stocked. Selecting "Void" from the main toolbar voids the currently open invoice. Selecting "Void" from the "Invoice" menu allows the user to void invoices other than the currently open invoice.

Refunds

Refunded invoices are marked as such and persisted in history where they can be called-up later using the "Refunds" filter in the History Browser. To refund an invoice, select "Refund" from the "Invoice" menu, then select the correct invoice from the resulting dialog. Before the refund commits, the user is given the option to re-stock the parts. "Old Stock" or "Not Stocked" parts can not be re-stocked.

* Note: if you're using integrated credit card processing, and payment was made using a credit card, you will be prompted for a card number to initiate a CREDIT transaction. If the transaction hasn't settled, you will have the option to submit a VOID transaction instead. To know whether a transaction has settled, look-up the transaction using the Merchant Website. A quick launch link is available on the "WebBookMarks" menu.

Decline and Un-Decline Estimates

If the customer declines an estimate, it is removed from the system and its parts are optionally re-stocked. "Old Stock" or "Not Stocked" parts cannot be re-stocked. For future reference, a copy is persisted in history so it may be called-up later using the "Declined Estimates" filter in the History Browser. It may also be put back in service using the "Un-Decline" button or menu option.

*Note: An "Un-Declined" estimate will try to re-bind its parts list. In the event not enough stock exists to supply a line item, the part is marked "IsGhost" and the service can not be checked-out until stock is replenished.

Preview, Print, Export PDF

At any point during the invoicing process, an invoice print-out can be previewed in a new window, printed directly or exported to a PDF file for emailing or taking off-line.

My Work Items

These are personal or Manager assigned "To-Do" lists that may or may not be associated with a Job. See Work Items.

Refreshing Network Data

If your running RepairShopPro (Enterprise) on a network, there will be times when you will want to know if anyone else on the network added any new Jobs, Work Items, Invoices, Estimates, Appointments, etc. since you last logged-in. To do this, select the correct "Refresh" pad from the "Panels" menu or use the keyboard short-cuts.

* Note: at any time you see a lightning bolt icon ; clicking it will refresh the adjacent item with the latest data.

New vs Returning Customers

RepairShopPro makes an important distinction between "New" and "Returning" customers. New customers are those who have no repair history. They are brand new customers. Returning customers have a particular customer/car combination on file based on a previous service. To create an invoice for a returning customer, the user must use the "Returning Customer" option. Using the "New Customer" option and typing-in the name of an existing customer will not create a new invoice for a returning customer. Instead it will create a new invoice for a new customer with the same name as an existing customer. In cases where two customers have the same name, they can be differentiated with a middle initial or some other identifying character.

Combining Invoices

When a single customer has multiple open invoices, such as a car collector or fleet service, those invoices can be combined into a single invoice for check-out. This allows the user to create stand-alone invoices for processing, then merge them to consolidate payment. Combined invoices are assigned a Group Number so they can be re-created from History. Using the menu option "View Combined Invoice by Group Number" under the Utilities menu, enter the correct Group number to view the combined invoice original. The child invoices that make-up the group, can viewed individually using the History Browser.

Note: There can only be one service agreement type per invoice group.

Take Deposit

When you want to defer payment in RepairShopPro, you have the option of creating a structured loan or accept random deposits. Loans are good for long term financing when you need a structured agreement with fixed payments over a fixed time period. However, that model will not work when payments come randomly or you would like to leave the loan terms open-ended. For these situations, you can use the "Take Deposit" feature. Deposits can be added to any open invoice using either the main menu option under "Utilities", in which case the target invoice doesn't have to be open, or at the invoice level under the "Deposits" tab.

When accepting an incremental payment on an invoice setup for deposits, the payment details (date and amount) along with the remaining balance is noted on the invoice. A printed invoice can be used to confirm each deposit on the customer side until last the deposit when the balance goes to 0.

Note: You cannot take a deposit on an Estimate.