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The customer wants their company on a bill they have already paid

The customer wants their company on a bill they have already paid

E-invoices at the till, for the person they call over · presentation 3 of 5 · for the counter supervisor — you are the one they call over Read the transcript · Back to the series

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E-invoices at the till, for the person they call over · presentation 3 of 5

The customer wants their company on a bill they have already paid

You can give a customer who paid as a walk-in and now wants an e-invoice in their company's name the cheapest route that is…

What the request really is

Step 1 — Understand why the account cannot change but the buyer can

You will know what the customer is actually asking for.

What this step names
  1. The bill was rung up to your cash customer and finalised
  2. Finalising is not cosmetic: it posted the sale
  3. The money
  4. The stock
  5. The points

Step 2 — Find where the receipt is now

You will know whether you are on the cheap road or the expensive one.

  • Ask finance to look at the row in the Batch Pool of the admin…
Screen capture pending the demo tenant

The receipt's row in the Batch Pool of the admin applet, its process status reading unprocessed

The cheap roads

Step 3 — Complete it in the Batch Pool and let it go out on its own

You will know the best answer there is.

What this step names
  1. While the receipt is still in the Batch Pool
  2. Finance opens it there
  3. Fills in the customer's company name
  4. Tax number
  5. Registration number
  6. Address and contact

Step 4 — Or let the customer do it themselves

You will know the answer that costs you nothing at all.

What this step names
  1. The request is processed the moment they submit it
  2. With no approval: the details are copied onto the receipt
  3. It leaves the batch
  4. An individual e-invoice is built in the company's name and queued

The expensive roads

Step 5 — After the consolidation has run

You will be able to tell a customer why last month's receipt is harder.

What this step names
  1. Do not reach for a cancellation: it cancels the whole consolidated e-invoice
  2. Every receipt in it
  3. Those receipts do not go back to the pool…

Step 6 — Reverse and re-bill when the account itself must change

You will know the full-price route and what it moves.

What this step names
  1. When the customer must become a real account
  2. With terms and statements
  3. The receipt is already inside a validated document
  4. The sale is reversed and re-issued: a sales return against the bill
  5. A new sales invoice under the proper customer account
  6. A contra between the two

Step 7 — Tell the customer what they will see, and when

You will not promise something that will not arrive.

What this step names
  1. Whichever route you took
  2. The customer receives a validated e-invoice by e-mail only if your company's…
  3. Nothing is sent
  4. They have to be given the document another way

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The wrong number was keyed, and nothing stopped it — transcriptThe customer wants their company on a bill they have already paid — transcript