ESC Mobile Tech: Creating Invoices

The ability to build an invoice right from the dispatch saves a great deal of time - and not to mention paper! Invoices are not generated automatically. If no items are added to the invoice on the mobile device, then no invoice will be returned to the office upon the completion of the dispatch and will instead need to be created in the office.

To start an invoice, click the Invoice icon on the Navigation bar.

The Invoicing screen will appear and display the current state of the invoice. If items were added to the dispatch in the office, then those items will be listed on the invoice already and the total fields will be displayed below that list. A new invoice number will automatically be assigned and displayed at the very top of the screen. At this point, the user can decide what needs to be done with the invoice - do items still need to be added? Or is it time to collect a signature and payment?

To add items to the invoice, tap the Edit Invoice button at the top. This will open the Edit Invoice screen.

If you're items are barcoded, you may select the Scan Item option to begin scanning items directly onto the invoice. No additional hardware is necessary. The first time you select the Scan Item option, your device will prompt you to install an app called "Barcode Scanner". This app is what turns the device's camera into a barcode scanner, which can read both barcodes and QR codes.

If your items are not barcoded, you can search for them manually by tapping the Add Item button and entering keywords or part numbers. Hitting the Search button or the Enter button on the keypad will produce a list of all inventory items and billing codes that match the criteria you entered. Simply tap on an item to select it.

In the item Details screen, the user will be able to edit the Description, Price and Quantity of the item. If the customer is taxable, but you want to exclude this particular item from the taxable amount, you may uncheck the Taxable box. This is not necessary, however, if the customer is set to Exempt tax, because no tax will be generated anyway.

If the item you selected has Flat Rate options, a field labeled Repair will appear that lets you choose the Rate to be applied to this item. If no rate is applied, then only the price of the item is added to the invoice. If a flat rate option is selected, you will no longer be able to edit the Price field.

Once the item or code has been entered correctly, you may select Save to return to the Invoicing screen, Delete to clear the item and return to the Item Search screen, or Save & Add to save the item and return to the Item Search screen.

Back on the Invoicing screen, you have the option to collect a signature on this invoice. The Authorization signature may be collected from the customer once the invoice is completed, this is to show that they agree to the charges and the technician may begin the work. The Authorization signature will lock down the invoice, so no further changes can be made once the customer agrees to it. If changes do need to be made, the signature can be cleared and collected again once the changes are made. The Acceptance signature can be collected once the work is done and the customer is satisfied.

To exit the invoice, simply tap the Back arrow in the top-left corner of your screen. You may exit the invoice at any time and return later to add more items or collect a payment or signature.

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