6.1 CREATING AN INVOICE
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Three ways to create an invoice:
1. Click the NEW INVOICE button on any customer screen (recommended)
2. Click the NEW button in the invoice section on the home screen
3. Choose NEW INVOICE from the Actions menu
STARTING FROM THE CUSTOMER SCREEN (best practice):
Search for the customer first to avoid duplicates. If no results are found,
enter the new customer and then click NEW INVOICE — this ensures all invoices
for a customer are associated with a single customer record.
STARTING FROM THE HOME SCREEN:
You'll be prompted to choose invoice type:
"Shop" invoice:
- Generic invoice without a specific customer
- Use for over-the-counter transactions where customer info isn't needed
- All shop invoices aggregate under "General Sales" (customer ID: 0)
"Customer" invoice:
- Assigned to a specific existing customer
- Enables viewing all purchases/invoices for that customer over time
- Powers useful sales reports
- Start typing the customer name; select from the matching list
- If the customer doesn't exist yet, a red warning appears — click it to
create the new customer, then click INVOICE to return with a new invoice
6.2 COMPLETING AN INVOICE
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1. Choose a SOURCE (how the sale originated) from the drop-down — cursor jumps to
the first ITEM NUM field
2. Enter the ITEM ID number of the item being sold and press Tab
- BookHound auto-fills AUTHOR, TITLE, and PRICE; quantity defaults to 1
- Change QTY if selling multiple copies; row turns red if qty exceeds stock
3. Tab to the next ITEM NUM row for additional items
4. After the last item, Tab to the invoice totals section (bottom right)
Totals section:
- PERCENTAGE DISCOUNT and TAX ZONE are auto-filled from the customer record
- Choose a SHIP VIA (shipping method) from the drop-down
- Enter SHIPPING & HANDLING amount in the SHIPPING field
- Select PAYMENT METHOD from the drop-down
- Leave blank if payment not yet received; return to record payment later
- To delete a payment entered in error: click the red circle icon at left
Payment entry:
- DATE PAID and AMOUNT are entered automatically
- Change AMOUNT for partial payments (a new payment row appears for future use)
- Click green APPLY PAYMENT button to apply the amount
6.3 POSTING AN INVOICE
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Click the large blue POST THIS INVOICE button at bottom right.
Posting does two things:
1. Commits the invoice for inclusion in sales reports
2. Decrements inventory quantity for each line item by the quantity sold
When an item's QTY drops to zero, it is automatically included in the next upload
file for removal from online marketplace listings.
You can post before or after receiving payment. An UNPOSTED invoice:
- Will NOT appear in reports
- Will NOT reduce inventory quantities (items remain "in stock")
After posting, you'll be prompted to print. If you choose "No," you can print later
using the PRINT button at the top of the invoice.
6.4 DELETING AN INVOICE
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Choose DELETE THIS INVOICE from the Records menu.
- Deleting a POSTED invoice: restores inventory quantities (items are added back
to stock and included as additions in the next upload file)
- Deleting an UNPOSTED invoice: inventory quantities are unaffected
To VOID (but keep) an invoice:
Select "void" from the TYPE drop-down field at top center of the invoice.
A voided invoice remains in your records but is excluded from sales reports.
6.5 ADVANCED INVOICING
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LINE-ITEM DISCOUNT:
Click into the DIS% field at right of the line item and choose a percentage.
INVOICE-WIDE DISCOUNT:
Click into the PERCENTAGE DISCOUNT field in the totals section.
NON-PERCENTAGE DISCOUNT:
Click into the DESCRIPTION field of the next available row, type an explanation,
then enter the discount as a negative price (e.g., -5.00). Appears as a
negative line item.
NOTES AND ADDRESS EDITS:
Click the blue EDIT | NOTE link at lower left of the invoice to:
- Add a note that appears on the printed invoice
- Edit BILLING or SHIPPING addresses for this invoice only
(does NOT permanently change the customer's address on file)
PURCHASE ORDER NUMBER:
Enter in the PO NUM field at top; appears on the printed invoice.
For per-line-item PO numbers, enter in the AUTHOR-PO field.
ADDING NON-INVENTORY ITEMS:
Click into the AUTHOR-PO and/or DESCRIPTION fields and type the information.
Click into PRICE and enter the desired amount. QTY defaults to 1; adjust if needed.
DELETING A LINE ITEM:
Click the red circle icon at right of the line item.
JUMPING TO AN ITEM'S INVENTORY SCREEN:
Click the right-facing arrow at left of the line item.
QUICK SALE WITHOUT AN INVOICE:
If you don't need invoice functionality, click the SELL button above the item's
QTY field on the inventory screen. If this results in zero quantity, the item will
be queued for removal in the next upload file.
Note: To sell without recording in reports, manually adjust the QTY field instead.
FINDING AN ITEM WHEN YOU DON'T KNOW ITS ID:
1. Choose FIND AN ITEM from the Actions menu
2. Search for the item on the inventory search screen
3. Choose Special > Add Item to Existing Invoice
4. You'll return to the invoice with the item automatically entered
6.6 PROCESSING A RETURN
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1. Create a new invoice for the customer
2. Enter the ITEM NUM of the returned item and press Tab
3. Change the QTY from 1 to -1 (receives the item back into stock)
4. Choose "Return" as the payment method
5. Click POST THIS INVOICE
The item's quantity will be decremented by -1 (effectively restocked) and included
in the next upload file.
To create a CREDIT MEMO:
1. Choose "Credit" from the TYPE field at top center of invoice
2. Enter PAYMENT METHOD as "Refund" or "Return"
3. Click APPLY PAYMENT, then POST THIS INVOICE
4. The printout title will indicate "Credit Memo"
Note: BookHound does not store or manage customer credit balances.
6.7 CHANGING INVOICE DATE OR CUSTOMER
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CHANGING INVOICE DATE:
Click into the DATE field at top right and select a date from the drop-down
calendar. Note: changing dates may shift totals between reporting periods.
CHANGING INVOICE CUSTOMER:
1. Click on the customer name at top left of the invoice
2. Click "Yes" in the confirmation prompt
3. The customer name field becomes editable — type the new customer name
and select from the matching list
4. Press Tab to exit the field
5. Click the red text "click here to complete change" to finalize
6.8 EMAILING AN INVOICE (PDF)
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Network/multi-user versions:
Click the PDF button at top of the invoice, name the file (e.g., "Jones_Inv"),
choose a destination, and click Save.
Single-user version:
Click PRINT and use the printer dialog box to save as a PDF.
Mac users have this built-in. Windows users need PDF creation software installed.