Counter list

The Counter entry of the left menu opens the list of everything done at the counter: sales (invoices), quotes and customer orders, most recent first. It requires built-in invoicing and the Issue invoices permission (Administrator and Reception roles). See Roles. Quotes only show if you can issue them.

Each row shows its type (Sale, Quote, Order), its number, the customer (or “Walk-in customer”), the amount incl. VAT, the date and time (in the garage’s time zone: several quotes for the same customer on the same day can be told apart) and its status:

• sale: Paid, Partly paid or To pay (cash register on), Invoiced (cash register off: no payment is recorded), Credit note (everything is already credited);
• quote: Open, Invoiced, Expired or Declined;
• order: Ordered, Ready, Delivered or Cancelled. The amount of an order is only known at delivery (today’s prices).

The All, Sale, Quote and Order buttons limit the list to one type. The search covers the number (punctuation ignored), the customer, the amount and, for sales, the description of a line; it also finds sales and quotes older than the ones shown. More sales loads the rest.

New sale (top of the page) opens the sale screen: cart, catalogue, Invoice or Take payment. The New › Counter sale menu leads there too. Back to the list comes back.

The list is read in pages of 25, sales, quotes and orders mixed, newest first. The search and the type chosen, like the page, are kept in the address.

The summary

Click a row (or its number, or press Enter when it is selected): a panel opens on the right with the customer, the date, the lines (description, quantity, amount excl. VAT), the total incl. VAT and the actions of the item.

• Sale: Invoice (A4 PDF) and 80 mm ticket. The first delivery of an invoice is the original; the following ones are numbered duplicates, counted in the fiscal journal (Compliance). Create a credit note corrects the sale (see below).
• Quote: Print reopens the quote PDF; Send by email sends it to the customer, as from the sale screen, as long as it is neither expired nor declined. Invoice this quote (cash register off) or Collect for this quote (cash register on) shows while the quote is open and valid.
• Order: Delivery note, Ready, Deliver and Cancel (see below).

Actions follow your permissions: a button a role cannot use is not offered, and the server rechecks every action.

Correcting a sale: the credit note

A counter invoice cannot be edited: a mistake is corrected with a credit note. Open the sale in the list; you need the Issue invoices permission.

1. Click Create a credit note in the summary (the button is replaced by “Everything is already credited” when that is the case).
2. Choose Everything that remains (default), or Some lines or quantities: tick the lines and enter the quantities, at most what is left to credit.
3. Payments and cash register on, sale paid: choose Refund now and the refund method. The share paid by gift card goes back to that card, the rest by the chosen method. For a walk-in customer who paid, the refund is mandatory.
4. Click Create the credit note. Stock-tracked parts go back into stock; the Credit note … issued screen gives the credit note number and its PDFs (80 mm ticket, A4).

Payments and cash register off: the credit note refunds nothing. If a sale to a walk-in customer had been paid (cash register on at the time), Garage+ refuses the credit note; a linked customer’s sale is credited without a refund (the overpayment stays on their account). To refund, turn on Payments and cash register in Features.

Invoice a quote

A quote is made from the sale screen. When the customer comes back, as long as the quote is open and valid, open it in the list and click Invoice this quote (cash register off) or Collect for this quote (cash register on):

• cash register off: the invoice is issued immediately, without payment, like Invoice;
• cash register on: the payment dialog opens for the quote total.

The invoice takes the quote’s lines and prices (not today’s catalogue prices), takes the parts out of stock and carries the quote number; the usual Invoiced or Paid screen appears, with Back to the list. The quote becomes Invoiced and can be invoiced only once; an expired quote can no longer be invoiced.

Customer orders

A customer order keeps track of a part or an item the customer will collect later, without a deposit (it is created from the sale screen). No invoice is issued before delivery.

• Ready: flags that the order has arrived. Its lines no longer change.
• Deliver: opens the counter payment dialog (cash register on). Garage+ issues the invoice at today’s catalogue price, takes the parts out of stock and records the payment in one go. The exact amount is not shown before delivery: enter what the customer pays (an amount above the invoice is refused), or click Put on account to take nothing and settle later (Customer account). The final screen gives the invoice as a PDF.
• Cancel: asks for a reason of 3 to 200 characters. A delivered or cancelled order can no longer be changed.
• Delivery note: opens an A4 PDF with no prices at all (reference, description, quantity) and a “Received on … — customer signature” box. It goes with the goods; it is not an invoice.