Invoices record customer purchases, payment activity, and pricing details, and update account balances, purchase history, and inventory.
For information and a video on creating an invoice, please see Create a New Invoice.
Invoice Sections:
Top of Invoice and Toolbar
- (1) Previous Balance: The Account Balance before the current invoice was created
- (2) New Balance: The Account Balance, which includes the total from the current invoice
- (3) Reward Points: The Reward Points field will only be displayed if you are tracking rewards and displaying the reward points balance for the customer.
- (4) Number: The invoice number is a unique, read-only number that will automatically be generated and displayed after the invoice has been initially created. This allows multiple users signed in to the same account to create invoices simultaneously.
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(5) Sale: Type of invoice used for grouping on reports and the Invoice Log. Options include Reorder, Guest Checkout*, Direct Ship*, Web, PC Program, Facial, Double Facial, Class, On the Go, Shows, Bill To**, Misc, Seasonal, Personal Use, and Business Supplies.
* Guest Checkout or Direct Ship is recommended for all direct ship orders when the inventory is not deducted from your current on-hand amounts.
** Bill To invoices will not be included in the Gross Receipts or Sales Summary by Date reports. - (6) Date: There are two choices for the default date, which can be set on the Invoices tab in Preferences: Current Date or Last Date Used.
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(7)
: Used to add items to the invoice. When selected, a drawer will slide out from the right-hand side. Search for items from their past purchases under the History tab, or all items from the Product tab. After adding items, quantities can be increased from the Qty field. -
(8)
: Enter a note to be displayed on the invoice, or a default Standard note can automatically be added from the Invoices tab in Preferences. -
(9)
: The reward redemption button will only be displayed if you have a Reward Program set up. -
(10)
: The Import button will only be displayed on new invoices if your account is set for use in the Mary Kay industry.
Main Grid
- (11) Part#: The part number of the item
- (12) Description: The name of the item
- (13) Type: Options include Sale (default type), Sample, Gift, Return to Company, or Return Inventory.
- (14) Qty: Displays the quantity of the items being purchased (default is set to 1)
- (15) Price: Displays the unit price of the product
- (16) Total: Shows the total price for this item. If multiple units of the same item are purchased, this field displays the combined cost.
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(17) Discount: Use this field to apply an individual discount to a product on the invoice. You can also apply a discount to the entire invoice.
Note: Flat and percent discount types cannot be combined.
- (18) Day Code: The day code indicates when the item was manufactured and, if used, would be shown on the product. In the MK industry, the number is a 4-digit alphanumeric code, but other industries may use up to 8 digits. When added, the day code and other product information are recorded in the customer's product history. If you return the product to the company and include the day code on the return invoice, the code is transferred to the Replacement Product form. Alternatively, this field can be customized for other uses (e.g., back-ordered item, monthly special), and supports up to 8 characters. Check the post in the Community section for more details on the field used to indicate a monthly special.
- (19) Product is For: This field allows you to mark the product as being purchased for a different contact.
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(20)
: The delete button will appear for each item added to the invoice, allowing you to delete the item. - (21) Items: This is a read-only field displaying a count of the items on the invoice, if the option is enabled.
Tabs & Totals
View the corresponding articles for more information about each of the tabs at the bottom of the invoice.
- (22) Details: Includes discount information, payments, and invoice totals.
- (23) Shipping/Delivery: Enter information if the items on the invoice will be shipped to a different address than what is saved on the Main tab of the contact profile.
- (24) Product Order: This tab will only appear if the invoice is a Direct Ship or Guest Checkout invoice sale type. See the Create a Direct Ship / My Shop Invoice for more information.
- (25) Sales Summary: This tab allows you to group invoice sale types and add additional information displayed on the Sales Summary by Date report.
Bottom of Invoice
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(26) Print/Email: If Print is selected, after saving, a preview of the printed invoice will display, which can then be sent to your printer. You can set your preferred option as the default from the Invoices tab in Preferences. Invoices can also be printed later from the Account & Invoices tab on the profile or printed and emailed from the Invoice Log.
If Email is selected, Include Payment Link will be enabled if you have connected your Stripe or ProPay accounts from the Payment Processors tab in Preferences.
After saving the invoice, an email will automatically open with the attached invoice. You can add more details to the message body before sending it.
Note: To send the invoice via email, make sure you have entered your email address in the Email Address field under the Email Settings section on the Business Info tab in Preferences and that the customer has an email address saved in the Main tab of their profile.
- (27) Save: Processes the invoice, updating the account balance, and if applicable, on-hand inventory, follow-up entry to the calendar, and other various automated functions.
- (28) Cancel: Closes the invoice without saving.