An invoice prints at the conclusion of each sale. It acts as the bill, with a list of items and services sold and their related charges. It also prints other helpful information for the store and the customer. This includes vehicle and service information for the store and the customer. This includes vehicle and service information, service comments, and the recommended mileage and date for the next service. Fleet information prints, as well, for charge customers.
ISI offers four invoice formats for your LubeSoft system. They are as follows:
The Merchant Partners interface allows you to process credit/debit card transaction, as well as gift card sales and redemptions.
The Plain Paper Invoice format allows you to print invoices and/or estimates for customers using your own paper and printer. Invoices optionally include your store’s customized logo, and allow additional space for an extended message of the day. Fleet information only appears if a fleet vehicle is being served. For information on setting up the Plain Paper Invoice format, call ISI Customer Support at 1-800-252-3099.
The Service Checklist shows each checkpoint and the results of the check. This section is important for demonstrating to the customer that each check was made and that the needed services were performed. The Service Comments section prints comments noted by employees during servicing. These may indicate that further service is recommended. The Description section is a list of items and services purchased by the customer. It shows the quantity and charge for each item or service listed. Below this is the receipt portion of the invoice, showing the following items:
The Messages section contains the following:
The removable AutoSticker is an optional feature. This sticker can be put on the vehicle windshield to act as a service reminder for the customer. It can include any of the following items:
The Invoice provides the customer and the store complete information about a sales transaction. In addition to showing charges and payments, it includes information helpful to the customer, the fleet manager, or store employees.
The Customer Information and Vehicle Information sections include basic facts about the customer and vehicle. This information is entered for new customers and automatically retrieved for repeat customers. The Service History section includes a record of up to eight past service dates, starting with the most recent. The Fleets section prints information whenever a fleet vehicle is serviced. You specify the information to print in this section on the Set Up Charge Customers (1-4-2) screen in the Input Descriptions field. You can choose information that will be helpful to your employees or to the fleet manager.
To print this report, access the following menu options:
(1) Lubrication Menu > (1) Invoicing Menu > (3) Cashier Station
The invoice prints automatically whenever a sale is completed. You can also reprint an invoice from a past sale through the Reprint Invoice function (1-1-8-1) or from the Maintain Vehicle History screen (1-4-1).
| Callout | Item | Description | ||
|---|---|---|---|---|
| 1 | Invoice Number | The number of the invoice, pre-printed on the form. | ||
| 2 | Date | Date of service. | ||
| Invoice No. | Invoice number. This number should agree with the pre-printed number except in the case of a reprinted invoice, when this number is the same as the original invoice. If these numbers are not the same, it may mean an invoice has been skipped or is missing. You should always investigate if this occurs. | |||
| Transaction No. | This is the full POS transaction number, which you need to reprint or void an invoice. It includes the date as the first six digits in the YYMMDD format (for example, 030717 refers to 07/17/2003). The last several figures are the invoice number. | |||
| Employees | Employee ID of up to six employees who serviced the vehicle. | |||
| 3 | Customer Information | The customer’s name, address and phone number. These are entered in the Name popup on the Bay Invoicing Station screen (1-1-1) for a new vehicle. They are retrieved automatically for a repeat customer. | ||
| 4 | Vehicle Information | Vehicle information, including the vehicle year, make, model, engine and current mileage (entered during invoicing.) License plate, alternate ID and VIN are also printed here. This information is displayed on the Vehicle Information screen (1-1-1 or 1-4-1) during invoicing. | ||
| 5 | Fleets | Contains information about the fleet. This sample invoice shows the fleet ID, fleet type, purchase order number and vehicle number. These lines are set up on the Set Up Charge Customers (1-4-2) screen in the Input Descriptions field. | ||
| 6 | Service History | The customer’s last eight visits to your store. Each line contains the date, the mileage at the time of the visit and service codes for each service performed during that visit. This information also appears on the Vehicle Information screen (1-1-1) during invoicing. To receive the complete history, use the Maintain Vehicle History screen (1-4-1) or print a Vehicle History Report (1-4-4).
|
||
| 7 | Service Checklist | Lists the responses the bay technician indicated on the checklist during invoicing. The checklist is set up in Set Up Checkpoints (1-6-1-2). | ||
| 8 | Description | Description of the services or items the customer purchased. Items that are included in service packages are listed individually. | ||
| 9 | Quantity | Number of sales units the customer purchased | ||
| 10 | Price | Price of the service or item the customer purchased. The price is listed as $0.00 for items included in service packages. Their cost is part of the price of the package. | ||
| 11 | Service Comments | Lists up to seven comments entered by the bay technicians during invoicing. The comments print in the same order that they were entered. | ||
| 12 | Subtotal | The cost of the service before coupons, discounts or taxes are applied. This is the sum of the amounts in the Price column above. | ||
| Coupon | Amount of one coupon applied to the sale. Three coupons print on one line, and the maximum allowed is six. | |||
| Discount | Total discount applied to the sale. Up to three discounts can be applied and printed on this line. | |||
| Sale | Cost of sale before taxes are applied.
Sale = Subtotal – Coupon – Discount |
|||
| State | Charge for state tax, which is set up on screen 2 of the Center Control File (1-6-1-1). | |||
| Local | Charge for local taxes. (This tax and description can be edited on screen 2 of the Center Control File.) | |||
| Tax Exempt | The first tax exempt number for the customer or fleet may print at the end of this section if there is enough space. | |||
| Oil | Charge for petroleum taxes. | |||
| Total | Total cost to customer.
Total = Sale – Coupon – Discount + Taxes (for example, State, Local, or Oil) |
|||
| Customer Payment | Method of payment and the amount received. This also indicates change due if the customer paid above the amount of the invoice. CCARD indicates a credit card charge, and CHARGE indicates a charge for a fleet customer. | |||
| 13 | Messages | This box includes up to three items. The first message is the recommended date and mileage for the next service. The second is the optional message of the day. The credit card type, number, authorization number, and expiration date print here if the customer paid by credit card. | ||
| 14 | Signature | Line available for the customer’s signature. If the customer is paying with a credit card, they must sign in this area as acknowledgement of payment. | ||
| 15 | AutoSticker | Optional AutoSticker. The sample sticker shows the following: Vehicle ID, Next Service Date, Next Service Mileage, and Last Oil Used. This sticker can be placed on the customer’s windshield as a service reminder. |
This invoice is used as the bill of sale. It is most important that the customer understand and agree with the charges printed in the Description section. However, it can also be an effective customer service and marketing tool. Each time you present an invoice to a customer, be sure to review all the information with them. Point out that the service checklist was completed. Explain the service comments to the customer and encourage them to return for services you offer. Point out the message and sticker reminding them of when to return for their next service. Always remember to have the customer sign when paying with a credit card.
You can modify this report to provide better fleet service. To do this, find out from each fleet manager what information would be helpful for him in fleet maintenance. Set up this information on the Set Up Charge Customers screen (1-4-2) to print in the Fleets section.
