Invoicing software

BTTB

BTTB

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Hello All.

Apologies if topic is already in discussion.

I have a small business, 95% of our sales are done at the till point using cash and credit card.
However I have a few wholesale clients who I must create invoices for and in most cases they pay immediately into our bank account so there is not even a need to create statements.

There is simply too much software on the market with stuff I will never use, my bookkeeper does all my books using Pastel who in turn gives it to an accountant once or twice a year. I just need basic invoicing software, possibly with a database I can grow as things are added as I go along.

I have used Pastel, but too cumbersome for what I need.

Any suggestions?

Regards,
BTTB.
 
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For on the spot I'd just use Excel tbh.

i.e. One sheet with the actual invoice layout...with formulas linking to the second sheet. Then you just type in the info one line after the other & it pulls in the info on the invoice layout in the right spot.

Please make sure its a legally valid VAT invoice though (requirements on SARS website)...companies that can't manage that simple legal requirement make my life difficult. :(

However...if the company is audited then the auditor is not going to like the above...makes it too easy for the cash to disappear and the invoice never to be captured on the pastel system...and SARS will catch this (eventually).
 
HavocXphere said:
For on the spot I'd just use Excel tbh.

i.e. One sheet with the actual invoice layout...with formulas linking to the second sheet. Then you just type in the info one line after the other & it pulls in the info on the invoice layout in the right spot.

Please make sure its a legally valid VAT invoice though (requirements on SARS website)...companies that can't manage that simple legal requirement make my life difficult. :(

However...if the company is audited then the auditor is not going to like the above...makes it too easy for the cash to disappear and the invoice never to be captured on the pastel system...and SARS will catch this (eventually).
Click to expand...
I see what you mean, never thought of it that way, thanks for the advice. Will Google the method you describe, been doing something similar on my own, but not linking the two.
 
BTTB said:
I see what you mean, never thought of it that way, thanks for the advice. Will Google the method you describe, been doing something similar on my own, but not linking the two.
Click to expand...
Sure thing.

You can use formulas to link text...so no googling required.

i.e. sheet one has a formula in the first cell that says

=sheet2!A1

That'll copy whatever text/numbers etc is in the first cell of sheet 2 into that first cell on sheet 1. Doesn't copy formats though

The "more correct" solution probably involves MS access tables...couldn't be bothered though.

As I said above though...take care...you're introducing a very real business risk into the system here. Even if there aren't auditors involved you might want to think about this carefully...
 
If you're already using Pastel then why not move it to Pastel Online? Has access for your accountant and bookkeeper, is rather cheap, and has ability for you to generate on-the-fly invoices from a product database - it's very simple to setup and manage...
 
If you want to go manual like with Excel, just make sure you number your invoices sequentially and keep a register of all invoices. The risk as Havoc said is that invoices are created and never recorded in the books. Numbering helps with this because the invoice following invoice no 6 for example, should be number 7 in other words if you sit with invoice number 8 and 6 you are missing number 7. With some excel skills I am sure you can even program the invoice to pull through to the register or vice versa. The register would contain simple summary details such as date, invoice number, customer and total amount. The register can then be used to keep tally of total invoiced sales and can be used to keep track of sales per customer and customer balances.
 
I'd go with an excel invoice for the wholesale clients, if volumes are low.

But, to keep things sane and in check for your accountant and easy for VAT etc, why not ring up the wholesale sales on your till point and prepare an excel invoice (using the till points invoice number on the excel invoice so no duplication and all ties up).

That way everything is on your till point no matter what, and you've prepared excel invoices to tie up to the till slips fully referenced but no risk of duplicates.

If you want an excel invoice template pm me and I will send one I use if makes it easier for you.
 
BTTB said:
Sending PM now goga. Thx.
Click to expand...
Take a look at the ones Pastel generates too...those aren't half bad layout & info wise.

Remember to add some unique sequential number though...else its going to be a pain if a customer phones about a specific invoice & you don't know which one he means.

goga said:
But, to keep things sane and in check for your accountant and easy for VAT etc, why not ring up the wholesale sales on your till point and prepare an excel invoice (using the till points invoice number on the excel invoice so no duplication and all ties up).
Click to expand...
That should work...as long as all of it is standard rated...if not then its going to be a big problem.
 
In regards to Invoice Numbers, I have been using unique lettering with sequential numbers for each client, so if the customer is called Riverside Garden Centre, I would number the invoices starting with RGC001 then RGC002 and so on and so forth.
We only have a few wholesale clients.

Perhaps the odd client that requires an A4 printed invoice at POS I could use CASH001, CASH002, but seldom do people ask.

I have an old version of Pastel, probably quite antiquated now, if the Excel Invoice doesn't cut it I will then use Pastel, just never quite enjoyed all that backing up before applying payments and updating in case you made a mess up, which I did on numerous occasions.
 
Without a doubt, Pastel My Business Online. It is very simple and easy to use, it even automatically imports your bank statements daily so that you can allocate the payments your customers made to their invoices. You can set up rules so if they use a fixed reference, even the payments can get allocated automatically.

It is also not that expensive and your accountant will be able to access it online as well without having to send him backups or so.

Then there is the obvious benefit of it being accessible anywhere/anytime for you, providing you have internet access.

Give it a try, it is free for 30 days. It is really just a cool product.

LOL. Oh, I don't work for them btw. :p http://www.pastelmybusiness.co.za/
 
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