Completing an Invoice

In most cases, you create a work order when a customer arrives and leave it open while the work is performed. When the work is finished, you need to complete the work order to create the final invoice.

To complete an invoice

1. Select the work order that you want to complete:

a. If the Open Work Order List is not already open, click Invoicing.

b. Select the work order and click Select. The Invoice Entry screen appears.

Tip: To narrow your search for a work order, select Name, License #, or Make. Then type the customer’s name, vehicle license plate number, or the manufacturer in the Find field.

2. Update the work order if needed. This can include adding or removing items, making sure that quantities have been entered, assigning mechanics and salespeople for each item, updating the comments in the WO Notes tab, or updating the amount in the Flat Rate column. For more information, see Calculating Mechanic Productivity.

3. Click Complete. The Invoice Completion screen appears.

Note: If you use the DOT Interface, you’ll be prompted to enter tire identification numbers for tire sales. For more information, see Recording Tire Identification Numbers.

4. Enter the payment information:

a. Click the field for the type of payment the customer is using.

b. Type the payment amount or press to enter the invoice total.

Note: If the customer is paying with a debit or credit card, see Processing Payment Cards for more information.

5. Make sure the Print check box is selected and the number of copies is set.

6. Enter the following information as needed:

The vehicle’s license plate number
The ending salesperson’s user ID (type it or press and select it from a list)
The vehicle’s beginning and ending mileage

Note: Entering the ending mileage is required if Force in Mileage is set to Yes. This setting is on the Other tab of the System Controls screen.

A PO or reference number
A message for the customer

7. If you need to include a tax exemption certificate on the invoice, select the Tax Exempt Cert check box. Otherwise, leave it blank.

8. If you want to associate the invoice with up to three postcards, click Marketing.

9. Click OK. The following message appears:

“Complete and print this invoice?”

10. Click Yes.