Create wholesale shipping and insurance invoices for memos

In this article, we will explain how to create wholesale shipping and insurance invoices for memos within Flawless POS. These invoices are essential for tracking shipping and insurance expenses associated with wholesale orders and ensuring accurate records for memos.

You may refer to this tutorial for a step-by-step guide on how to Create wholesale shipping and insurance invoices for memos: 

https://www.youtube.com/watch?v=torytBxqHZg

Step 1: Accessing the Memos Module

To start creating a wholesale shipping or insurance invoice, follow these steps to access the Memos module:

1. Open the Left Navigation Menu by clicking the three-line icon at the top left of your screen.

2. Select the Wholesale Accounts menu option.
   
   

3. Select any wholesale account. In this example, we’ll be using the wholesale account named Jov. 

4. Select the Memos menu option to open the memos module. 

Step 2: Selecting the Memo for Invoicing

1. In the Memos module, locate and click on the Add Memo button.

2. In this example, we will be adding a new memo from stock. 

Step 3: Editing the Memo Details

1. In the Add Memo Wizard, you will see different fields that will need to be filled out. The fields are as follows: 

Memo Name: The name of the memo 

Buying Group: The customers who are purchasing products together or belong to a shared purchasing organization.

Classification:  The classification of the memo (e.g. RMA, Salesorder, Trunk)
Sales Person: The sales person responsible for the memo

Customer: The associated wholesaler.

Reference Number: The reference number for the memo.
Contact: The contact number to be used for the memo.

Contact Email: The contact email for the memo.

Payment Terms: The payment terms for the memo.
Memo Date: The date in which the memo is created.
Due Date: The due date for the memo.
Bill To:  The location in which the memo needs to be billed to. You may select the location by clicking on the Pick Wholesale Location button.

Ship To: The location in which the memo needs to be shipped to. Similar to the Bill To option, the location may be selected by clicking on the Pick Wholesale Location button.

Date Shipped: The date that the products are shipped.

Ship Via: The preferred shipping method or carrier for delivering the order.

Tracking Number: The tracking number for the shipment.
Notes: Any additional notes related to the memo.

2. As soon as you’re satisfied with the information on the Memo Details, click on the Next button located on the top right of the screen.
   

Step 4: Selecting the Products 

1. After you’ve clicked the button, you will proceed to the second step of the memo which is to add the products to the memo.

2. Select the products that you wish to add for the memo by ticking the box beside the product quantity, searching for the product, or by entering the product through a barcode scanner. If you wish to add a product that isn’t found in the products list, you may either Create a New Product by clicking on the Create New Button or by Importing the list of products from a csv file using the Select From Excel/Csv button.
   
   
   

3. Once you’ve finished selecting the products, click on the Next button located on the top-right corner of the screen.  
    

Step 5: Editing the Shipping and Insurance

1. After clicking on the Next button, you’ll be directed to the final configuration of the memo. In this window dialog, you will be able to finalize the products, including the Shipping and Insurance fees. 

Note: You need to input an amount greater than zero for the Shipping and Insurance costs. This is so that the memo will be able to create separate order lines.

2. Once, you’re finished with the final configuration and review, you may click on the Complete button to finish the Memo Creation Process.
   
    

Step 6: Access the Invoices Tab

1. While still in Wholesale Accounts, navigate to the Invoices tab.

2. Click on the Add Invoice button. 

Step 7: Select “Add Invoice from Memo”

1. In the context menu, choose Add Invoice from Memo.

2. In the first details section, leave the default settings as is for this example. However, you may refer to Step 3 for the details of each field.
   
   
   

3. Click Next in the top right corner.

Step 8: Choose Items to Include in the Invoice

1. In this section, select the items to include in the invoice.

   • For our example, the memo includes one product along with Insurance and Shipping memo amounts added automatically as order lines.

2. You can create an invoice that includes any combination of these items. 

   • For this example, select Shipping and Insurance fees only.

3. After you’ve selected all the necessary items, click on the Next button.

Step 9: Review and Modify Invoice Details

1. In the review section, confirm the information’s accuracy.

2. To create an invoice covering only a partial amount, adjust the Shipping memo price. 

   • For example, if 50% of the shipping is paid upfront, set the Shipping memo price to $25.

Step 10: Complete the Invoice Creation

1. Press the Complete button to finalize the invoice.

   • Note: We’ve created the invoice for the full Insurance amount and a partial Shipping amount, excluding the product itself.

2. This information is now reflected in the memo.

Step 11: Verify Invoice Details in the Memo Tab

1. Go back to the Memo tab to check the invoiced amounts. 

   • You’ll see the invoiced amounts displayed under Shipping Amount Invoiced and Insurance Amount Invoiced.

2. If these fields aren’t visible, use the column picker option to add them.

Troubleshooting

If you encounter any issues while trying to Create Wholesale Shipping and Insurance Invoices for Memos, please reach out to  Flawless POS customer support for technical assistance.