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Sales & Return Invoices FAQs
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Sales & Return Invoices FAQs

In Candela how can I make a sales invoice?

Sales or return invoice can be made through Menu: Shop Activities > Sales & Return. You must have system rights of “view” and “save” for this screen. For detailed instructions related to making an invoice, you can watch the video:
Urdu: http://youtu.be/c4pSWsoqtNU     English: http://youtu.be/8q5aYNe8UPs

While making invoice if barcode is not readable, how do I find the product?

If barcode is not readable, You can bring cursor (focus) on the Product Code Text Box and press the function key “F1” which will bring the “Product Help” screen containing all the defined products. Here you can find the product by typing its name. As you type, the products gets short listed.

You can also use function keys “F4”, “F5”, and “F6” to bring the product list. These Keys brings the product lists which also gives you option to enter the “Quantity” in the same window. To use these function keys for product list your cursor must be in the “Product Code” text box. For detailed instructions related to Product Help function while making an invoice, you can watch the video: Urdu: http://youtu.be/c4pSWsoqtNU     English: http://youtu.be/8q5aYNe8UPs

I use “Product Help” screen to enter products while making invoice. For each product I have to press function key “F1”. Can I enter multiple products in one go?

Yes you can easily enter multiple products with one press of “F1” key. Next to “Product Code” Text Box you will see the “Hold” check box. If this check box is checked then “Product Help” screen (which is opened using “F1”, “F4”, “F5”, or “F6”) does not automatically close after entering a product in invoice. Once you are finished with products entry, You can press “Esc” Key to close this screen.

When I enter same product twice by scanning barcode, it appears twice in the invoice. I want to have each product listed only once along with its total quantity. How can I do this?

Candela allows you to either print the product only once along with its quantity or have the product listed down multiple times (with every scan). In the first case, with every scan, the quantity is increased against the same product listing in the invoice.

This configuration can be done through Menu: Configuration > System Configuration > Sales/Purchase Tab. Here if “Distinct Item in Sales and Return” is “Checked” then each barcode will only appear once in invoice along with its quantity. If this is “Un-checked” then with each scan of barcode product will be listed again in the invoice.

While making a sales invoice can I attach salesperson information?

Yes you can attach salesperson information while making invoice. For this purpose you can enter salesperson code in “Sales Person” Text box. Or you can select a salesperson by pressing “F1” key when the cursor is in “Sales Person” Text box.

For detailed instructions related to Sales Person selection, you can watch the video:
Urdu:http://youtu.be/sFgXZmEcB9A       English: http://youtu.be/5jWdxqvpP-A

How can I make a Credit Invoice for a customer?

For making a credit invoice you must first select a “Customer”. For this purpose you can enter Customer code in “Customer” Text box. Or you can select a Customer by pressing “F1” key when the cursor is in “Customer” Text box. Please note that you must have “Allowed Credit” to this “Customer” during its definition and assigned some “Credit Limit”.

For detailed instructions related to Customer selection, you can watch the video:
Urdu:http://youtu.be/n0jcZdfDgWY      English: http://youtu.be/daCez-pVavw

I have selected a Customer for making a credit invoice but the “Credit” option is disabled. Why?

Credit Invoice can only be made for a Customer if you have “Allowed Credit” to this “Customer” during its definition and assigned some “Credit Limit”. This can be done through Menu: Shop Activities > Customer Definition.

How can I search a previously made invoice?

If you want to view last invoice then you can press “Load Last Invoice” button. This will show you the last invoice.

which you have just made. For other invoices, You can press “Search Invoice” button on the Sales & Return screen. Here you can search invoices against “Product Codes”, “Invoice Dates”, or “Sale ID / Invoice number”.

How Can I make changes to an already made Invoice?

To modify an already made invoice first you need to load that particular invoice on the screen. This can be done by using “Search Invoice” button on the Sales & Return Screen. Then you can make desired changes in the invoice and use “Update” button to keep those changes. For detailed instructions related to Invoice Modification, you can watch the video:
Urdu: http://youtu.be/i0CkHKDgWtE   English: http://youtu.be/PMv4agUdoDs

I want to change Invoice Printout to suit my business needs. Can I do this in Candela?

There are many options for setting up the invoice printout to suit your business needs. This can be done by Menu: Configuration > System Configuration > Invoice Tab.

Also there are many pre-built invoice formats in the system to suit different business needs and different types of printers. You can select any one of these invoices. This can be done by Menu: Utilities > Setup & Configuration > Invoice Page Setup. On this screen you can select your desired invoice from “Invoice Type”

How can I make a return invoice?

Return Invoice is made from the same screen where you enter sales invoices. While entering a product you tell the system that it’s a Return Product and system makes a return invoice. This can be done in more than one ways. One of the ways is to press the “Return” Button available on the “Sales & Return” screen. Once pressed, the color of the “Return” Button turns red. Now when the product is scanned, it is entered as a Return Product and its product quantity has a “Negative (-)” sign. Other option is to scan a product and then move the focus inside the grid (using mouse or pressing “F9” key). Here enter the quantity with a negative (-) sign.

I run a retail chain store and I want to print invoice with address of each retail outlet where it is generated. How can I do this in Candela?

In Candela you make definitions of all your retail outlets. You can define these shops through Menu: Configuration > Shop Definition. On Shop Definition screen (Definition Tab), you can enter “Name” and “Address” of each of the shop.

Then go to Menu: Configuration > System Configuration > Invoice Tab. Here “Check” the “Print Company name with Shop Address on Invoice” check box. Now when the invoice will be printed on each of the retail outlets, it will pick-up the Address from the Shop Definition section.

I run a retail chain store where every shop sells a different brand. I want to print invoice with Name and Address of each retail outlet where it is generated. How can I do this in Candela?

In Candela you make definitions of all your retail outlets. You can define these shops through Menu: Configuration > Shop Definition. On Shop Definition screen (Definition Tab), you can enter “Name” and “Address” of each of the shop.

Then go to Menu: Configuration > System Configuration > Invoice Tab. Here “Check” the “Print Company name with Shop Address on Invoice” check box. Also “Check” the “Print Shop Name with Shop Address on Invoice”. Now when the invoice will be printed on each of the retail outlets, it will pick-up the Shop Name and Address from the “Shop Definition” of that particular shop.

How can I make an exchange invoice?

You can make an Exchange Invoice from “Sales & Return” screen. Enter the items which are to be sold or to be provided as exchange, into the invoice grid. Now press the “Return” button. It will become “Red”. Now you enter the returned items. Candela will create an invoice or a bill which will be Net sum of all the items (returned items will be subtracted from newly added items).

Please Note that returned items will be added back into the inventory.

My customer brought back an item for exchange which she purchased yesterday. How should I handle this in Candela?

Although you can modify the previously made invoice (if you have the “Update” rights), but it is not advised. Every day, the accounts should be closed at day end. You should make an “Exchange” invoice to return the previously sold item and sell the new item.

For some customers I want to give a percentage discount on total invoice. How can I do this?

You can enter a “Percentage Discount” on invoice by using “Adjustment” Text Box on the “Sale & Return” screen. One way is to directly enter the Amount in “Adjustment” Text Box with a negative sign. Better way is to press “F1” Key when your focus is in the “Adjustment” Text Box. This will bring up a Pop-Up window which will ask for Adjustment %. Just enter the Discount percentage which you want to apply on the invoice and press “Enter” Key. System will calculate the exact amount and enter it into the “Adjustment” Text Box.

I want to sell some products on pre-defined Discounts. How can I do this?

You can configure pre-defined “Discounts” in the system through Menu: Configuration > Discount. Here you can put discounts for selected products and selected shops. Now when you will make invoice for these products, system will automatically apply discounts. For detailed instructions related to configuration of pre-defined discounts you can watch the following videos:
Urdu  : http://youtu.be/uwJ8OT8TcZg  and http://youtu.be/dMkXQBkebeM  English: http://youtu.be/EJDbutQ1650  and  http://youtu.be/cb5BCP0Ag7s

I want to offer different Product Discounts to different customers. Can I enter a discount against each product, while making an invoice?

Yes Candela provides you the facility to enter discount against each product while making invoices. These discounts can be entered as “Absolute” amounts or as “Percentage” of the selling price. To do this first you have to set the “User Rights” for the logged-in user. This can be done through Menu: Security > Users. On this screen there is a check box “Allow POS Discount Editing”. If this Check Box is “Checked” for the User, then that User will be able to enter the discounts on the sales screen.

Please note that You can directly enter the “Discount Amount” in the invoice Grid. If you want to enter a “Percentage Discount” then give the value of “Percentage” in the same area and press “F12” Key. This will convert entered Percentage Value to equivalent Amount.

While making an invoice, sometimes I need to check the price of an item for another customer. How can I do this, without disturbing my current invoice?

On the invoice screen there is a facility to bring “Price Checker” screen. On “Sales & Return” screen press “F7” Key to bring the “Price Checker” screen. Here, when you enter the “Product Code”, price and Discount of that product is displayed. Press “Esc” Key to close this screen.

I want to make sure that no one can make invoices which are below the product Cost Price? Is this facility available in Candela?

Yes Candela provides you the facility to block invoices which are below the “Average Cost Price”. This can be done through Menu: Security > Group Rights. On this screen select a “User Group” and go to “Sales/Return” screen under Shop Activities and “Check” the “Restrict Below Cost” Check Box. Now below cost invoices will be blocked for all the “Users” belonging to that “User Group”.

Please note that system checks “Below Cost” for every individual product entered in the invoice and also the overall invoice. If the selling price of any one of the Products is below Average Cost Price of that Product OR the total invoice Net Value is less than the Cost Price of all the Products then System will give you the message and will not allow You to save the invoice.

Can I get a warning if inventory goes below zero (negative) while making invoice?

Yes this can be done through Menu: Configuration > System Configuration > Sales/Purchase Tab. Here “Check” the “Show Negative Inventory Message” Check Box. Now, whenever a product is entered in the invoice Grid and its quantity is going to be below zero then message will appear. To get detailed understanding of the System Configuration (Sales/Purchase Tab) you can see the training Vide: Urdu http://youtu.be/-he9wFqD51w   English: http://youtu.be/QObRIILnICc

Can I split the invoice payment into Cash and Credit Card?

Yes you can split invoice and receive the payment through Cash and Credit Card. To do this, select the Cash/Credit Card option on the “Sales & Return” screen. Select one of the “Credit Card” from drop down box and enter the Cash Amount in “Cash” Text Box. System will automatically fill the balance amount of the invoice in the “Credit Card” Text Box.

Sometime my customers to whom I sell on Credit, want to make a payment during new purchase. I do this by entering the payments in "Customer Receipts" section. Can I do this on invoice screen?

Yes you can receive customer payments from the Sales & Return screen while making invoice. For this You have to give “Group Rights” from Menu: Security > Group Rights. On this screen you should go to “Shop Activities > Sales & Return section” and “Check” “Customer Receipts” check box.
On Sale & Return screen You select the “Payment Mode” as “Credit” and if you enter any amount in the “Customer Cash” text box then that will be treated as payment and will be adjusted in the Customer Ledger.

I want to display my Company LOGO on the Sales & Return Screen. Is it possible in Candela?

Yes You can place Your Company LOGO on the sales screen. On the upper part of the Sales & Return screen You can see your company name within a rectangle. This name is picked up from System Configuration (Company Info Tab). For this purpose You need to prepare an image of JPEG format which should match the size of the rectangle. The name of the image should be “banner.jpg”. Now place this image in the “images” folder which is found in the Candela installation folder. Please note that the dimensions of the banner image should be 712 x 55 pixels (width x height)

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