A computerized 'sales invoice' is the same thing as a pencil-and-paper sales receipt.

On a paper sales invoice, the invoice number will be present and the clerk typically writes the current date, the buyer's information (as much as the buyer is willing to provide), the quantity of the item(s) purchased, a description of the item(s), the unit cost and the total cost of the items. Tax is calculated and added to the invoice. Any discounts are entered. A salesperson's name might appear on the invoice to credit him/her for the sale. The type of payment might be noted (credit card, cash, check, etc.) along with the 'terms' (COD, Prepaid, Net 30, etc.).

Software does the same thing. The difference is that instead of writing all of that information on paper, the clerk uses the keyboard to enter the information in 'fields' or 'boxes'. Instead of filing a copy of the transaction in a file cabinet, the clerk 'saves' the transaction on the computer in a 'database' where it can be retrieved later for viewing.

The software 'sales invoice' is opened by pressing F7 in PPSS.

The customer's name is entered into the 'Bill to' field. PPSS enters Cash Sale for the customer's name. If the customer wishes to give his/her name, replace 'Cash Sale' with the customer's name.

It is not necessary to enter the customer's address. (Any customer information entered on the sale invoice will be added to customer records in PPSS Diamond or 24k.)

Enter a Reseller ID (if applicable), email address and phone number(s).

The next Invoice # will be pre-entered.

Click in the Bar Code field and read a bar code (PPSS Diamond) or type in a bar code. PPSS will recognize unknown bar codes.

If an Item ID is available, enter it.

Alternatively, click Select from Item List and select the item to be sold from the list that appears.

If an item has not been added to PPSS Inventory, click on Enter Unlisted Item then click in the box under Description and enter up to 20 characters (which will appear on the price tag). Enter Price, Quantity, % Off (if applicable). (Out Date and Return Date are for rental items.)

Click on the blue arrow to the right of Choose Payment Method 1 and select the Payment Method. If a credit-card option is selected, the amount of the purchase will be auto-entered in the field named Enter amount 1 here.

If a non-credit-card payment option (cash, check, etc) is selected, click on Enter amount 1 here and enter the amount tendered. Change due to the buyer will be auto-computed and displayed in the field named Due.

Optionally enter a Discount %, a Discount dollar amount, a salesperson's name and Terms.

Click Save, Preview and Print to preview the invoice and print it.

Click Save to save the invoice without previewing and printing it.