Invoice Printing

This function is used to print an invoice or a credit note for a sales receipt or a duplicate of an already printed invoice on an A4-printer. If the customer data is necessary for the invoice/credit note, then this can be searched for using the customer search and the selected customer can be assigned to the invoice. If a customer was already assigned to the sales receipt or to the original invoice, then this customer is taken over to the invoice.

A new customer can be created directly within the function (a decision as to whether it should be saved permanently is needed). To do so, the "Create New Customer" function is called. More information on this process can be found in the Master Data section of the User Guide, under the Customer Maintenance functions.

If the customer rejects the storage of data (data privacy policy), then the user can print the invoice without saving the customer data.

Navigation Path

GK Employee Hub > Reports and Search > Invoice printing

Procedure

The application starts with a data entry view.

Receipt Data Entry
Table 1. Fields
Field Field Description Mandatory
Store Selection field, store number Yes
Receipt Date Calendar, date of the printed receipt Yes
Cash Register Input field, cash register where the receipt was printed Yes
Receipt Number Input field, receipt number of the original receipt Yes
Table 2. Actions
Action Description
Back Closes the application.
Search Searches for the receipt using the entries given.
Reset Resets the entries to the default values.

If the transaction exists and a customer is already assigned to the transaction, then "Invoice Preview" is displayed directly in a new browser tab. The invoice can be printed or saved.

If several transactions are valid for the search results, then the latest one is selected.

If, however, the transaction is not allowed for invoice printing, the user sees an error message and is returned to the data entry view.

Report Preview

Table 3. Actions
Action Description
Back Closes the application.
Print Prints the currently displayed PDF.
Save Saves the PDF to the device.
Done Returns to the start of the calling function.
Result Actions:
Zoom out Makes the PDF preview look smaller.
Reset zoom Returns the PDF preview to its default size.
Zoom in Makes the PDF preview look bigger.
First Page Jumps to first page.
Previous Page Jumps to previous page.
Next Page Jumps to next page.
Last Page Jumps to last page.

If the transaction exists but no customer is assigned, then the Customer Search is opened and all customers are displayed. It is possible to search for customers by entering filter criteria and pressing the "Go" button.

The customers found are displayed in the table below the filter bar. It is possible to select a customer by selecting the radio button in the desired row. By pressing the "Apply" button, the selected customer is assigned to the invoice and "Invoice Preview" is displayed.

Customer Search

Table 4. Actions
Action Description
Back Returns the user to the data entry view.
New Creates a new customer (if the customer does not exist).
Apply Applies the selected customer to the receipt.

If the customer is not found and they refuse the permanent storage of their data (due to the data privacy policy), then it is possible to enter address data to be used only for this invoice.

After pressing the "New" button in the "Customer Search" mask, the permanent data saving dialog is opened. After confirmation with 'No', the "Enter Address Data" dialog is opened.

There are two possibilities which can be selected: one for a single customer, one for an organization. This can be selected via the radio button at the top of the view.

Enter Address Data - Person

Table 5. Fields
Field Field Description Mandatory
First Name First name of the customer Yes
Last Name Last name of the customer Yes
Street/No Street and number of the customer (address) Yes
Postal Code/City Postal code and city of the customer Yes
Federal State Federal state of the customer No
Additional Data (configurable):
Tax Number Tax number of the customer Yes
Table 6. Actions
Action Description
Discard button Discards the entered data and returns the user to the previous view.
Apply Applies the entered data and proceeds by adding the data to the invoice.

When the mandatory fields are filled and the "Apply" button is pressed, the "Report Preview" is displayed.

Enter Address Data - Organization

Table 7. Fields
Field Field Description Mandatory
Name Name of the organization Yes
Street/No Street and number of the organization Yes
Postal Code/City Postal code and city of the organization Yes
Federal State Federal state of the organization No
Additional Data (configurable):
Tax Number Tax number of the organization Yes
Table 8. Actions
Action Description
Discard button Discards the entered data and returns the user to the previous view.
Apply Applies the entered data and proceeds by adding the data to the invoice.

As mentioned earlier, when the mandatory fields are filled and the "Apply" button is pressed, the "Report Preview" is displayed.

Help

Hovering over symbols with the mouse will reveal a help text that describes the function.