Order/Invoices

An order/invoice is a special type of invoice transaction that allows you to order goods and/or sell them in one step.

It achieves this by automatically ordering whatever quantities you enter onto an invoice. This works best when the transaction type is also a lay-by or a cash order. However, this type of transaction will also allow you to invoice for the goods now, and then let the Back Order Control Centre handle the ordering and dispatch of those goods at some later date.

The Back Order Control Centre allows you to produce invoices or dispatch notes at zero sale prices, which would be necessary if you had already billed for the goods.

CAPITAL does not usually allow you to back order directly from an invoice unless:

The "back order " setting in INSTALLATION Workshop under Invoicing/Other Options is set to Automatic or Manual.
The account you have specified accepts back orders.

This is not the case if you have selected an order/invoice transaction type. back orders will still be issued automatically if this transaction type is selected, EVEN IF the back ordering option is set to None in INSTALLATION Workshop.

However, if the "back order" setting in INSTALLATION Workshop is set to None, you will be unable to change the default quantity to back order. This will always equal the invoiced quantity.

This situation may be desirable if you want retail staff in a point-of-sale environment to produce a customer order for stock (and also perhaps accept a deposit in the process) in much the same way they would enter a lay-by or a cash sale. You should not mix sale items with ordered items. If the transaction type is an order/invoice type, then all items on that transaction will be sent to the back order file unless you manually override the back order quantity. (Which is not possible under certain parameter selections as mentioned above.)

In some situations you may not want point-of-sale staff entering back order quantities as this makes the whole process of ordering stock more involved and therefore prone to operator error.

A typical point-of-sale set-up might deal with the following transactions:

Description CAPITAL Internal Reference

Cash Sale Receipt

Lay-by Lay-by

Account Sale Invoice

Cash Order Lay-by (with invoice/order option set)

Cash orders are handled by CAPITAL in much the same way as lay-by's in the above set-up, with the only difference being that any items on lay-by are also sent to the Back Order Control Centre where they can be placed on order.

Once a customer order has been placed in the Back Order Control Centre, it becomes possible to utilise CAPITAL's Automatic Purchase Ordering facilities.

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