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Invoice Comments

Often during point of sale, different comments are typed onto a ticket. Rather than typing the same comments repeatedly, these invoice comments can be stored on the system. Once an invoice comment is created in the back office and stored on the system, it can then be selected when creating a ticket. The ability to select a comment, instead of typing it, will save time when creating tickets in POS.

1.  Add a new invoice comment by clicking on:

TOOLS | SYSTEM TABLES |INVOICE COMMENTS

Message box: Type in the invoice comment and press Enter

If entering a new invoice comment, the system will display the following message:

This record was not found. What would you like to do?

1. Find Closest
2. Add New
3. Re-Enter
4. Cancel

Select Add New to add the new invoice comment to the table.

Message Type: Select the type of invoice comment being added from the drop down list:

• Customer Acknowledgement: These comments will require the customer’s signature in order finalize the ticket. Comments assigned to this comment type may appear in a separate section for some of the ticket formats.
• General Comment: These comments are used to include remarks on the ticket such as, “Thank You or Ask about our special”.
• Symptom Complaint: These comments will be used at the Point of Sale to relay symptom information to the technician to help in the diagnostic process.
• Technician Comment: These comments are used to track notes about recommended services and will help with future diagnostic work and customer follow-up purposes. Comments assigned to this comment type may appear in a separate section for some of the ticket formats.

Set the following parameters to Yes / No as applicable:

• Display in POS: Display invoice comment on POS screen.
• Print On Ticket: Include invoice comment on printed ticket.
• Print On Pick List: Display invoice comment in the POS invoice comment pick list.

Note: invoice comments can also be added or modified from the Invoice Comments Configuration function.

2.  An invoice comment can be associated with an applicable item or group of items. The invoice comment can be linked to an individual item by using the Part Number field or linked to a group of items by using the Manufacturer, Message Category field or Message Code field. In addition, a single invoice comment can be configured to link to multiple items. Access the Invoice Comments Configuration by clicking on:

TOOLS | SYSTEM CONFIGURATION | INVOICE COMMENTS CONFIGURATION

Access the Configure/Edit tab to link an invoice comment to an item or group of items.

• Enter the following information to link each invoice comment to an item:

1. Manufacturer
2. Part Number
3. Message Category: Enter or select the value from the applicable inventory record field as displayed in the Cross Reference Table.
   1. This will link the invoice comment to all inventory items containing this value. This could save time by not having to enter each individual part number associated with the invoice comment.
   2. Category values are added to the table and maintained through: Tools / System Tables / Category Code
4. Message Code: Enter the user defined 3-digit code from the applicable inventory record field as displayed in the Cross Reference Table.
   1. This will link the invoice comment to all inventory items containing this 3-digit Code. This could save time by not having to enter each individual part number associated with the invoice comment.

• Invoice comments can be added or removed from the Invoice Comments table while remaining in the configuration mode.

1. Add/Remove Available Messages button -- This will directly open up the Invoice Comments table and allow new invoice comments to be added or existing invoice comments to modified or deleted.
2. Refresh button: this will refresh the list of invoice comments displayed on the Configure/Edit tab to reflect any changes made after accessing the Add/Remove Available Message button. The Refresh button will change to RED each time the Invoice Comments table is accessed – even if a change was not made to the table.

• Save the information entered by clicking the Add/Update button or the Save icon on the tool bar. Once the information is saved, the system will automatically bring you to the View By Message tab.

• Exit the Invoice Comments Configuration function by clicking on the Quit button. (Note: to exit the Configure/Edit tab, click the Cancel icon on the tool bar at the top of the screen.)

Follow the steps listed below to link an existing invoice comment to an additional item number. This is often used to link a single invoice comment to multiple items.

• Access the Configure/Edit tab
• Highlight the invoice comment and enter the applicable information into the fields to link to the new item.
• Save the information entered by clicking the Add/Update button or the Save icon on the tool bar. Once the information is saved, the system will automatically bring the user to the View By Message tab.

Once the invoice comments are configured, they are grouped by Message, Manufacturer, Message Category and Message Code into the following tabs:

• View By Message tab
• View By Mfg tab
• View By Message Category tab
• View By Message Code tab

To edit an invoice comment, access one of the tabs to view the available invoice comments. Select the applicable message, manufacturer, category, or code from the drop down box and the system will display all corresponding messages. For example, in the View By Mfg tab, select the manufacturer code from the drop down box and the system will display all invoice comments assigned with the manufacture code selected.

(Note: Once an Available Message is highlighted, only the Configure/Edit tab can be accessed; other tabs can only be accessed before highlighting a message to configure. Additionally, tabs will not be available to access until at least one message has been added to the Invoice Comments table.)

• Highlight the applicable invoice comment and click Edit. The system will open the Configure/Edit tab. Note: if a message was not highlighted, system will default to editing the first message from the displayed list.
• Make relevant modifications and save the information by clicking the Add/Update button or the Save icon on the tool bar. Once the information is saved, the system will automatically bring the user back to the View By Message tab.
• A Delete button is available in the Configure/Edit tab when editing an invoice comment via one of the view tabs; the Delete button is not available when directly accessing the Configure/Edit tab to link a new or existing invoice comment. Clicking the Delete button will delete the edited invoice comment; regardless of which invoice comment is highlighted on the Configure/Edit tab.

See also