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Finalizing Sales Invoices w\/ Invoice Approvals

Sales rep steps for finalizing sales invoices in Encompass Mobile My Day with Task Status: Invoice Completed vs Do Not Pick - Invoice NOT Complete while awaiting approval. Needs Full Sync; v25.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 25.01

Pre-Conditions

Pre Conditions

  • Device: Handheld or Mobile device with the Encompass Mobile App installed.

  • Sync Status: Ensure your device has performed a Full Sync to receive the new Task Status options (e.g., "Invoice NOT Complete").

Steps

Steps / General Instructions

1. Entering the Sales Invoice

  1. Open the My Day module on your handheld.

  2. Select the Customer and select the configured Sales Invoice.

  3. Add products, quantities, and adjustments as usual.

2. Saving and Selecting Status

  1. When you are ready to move to the next stop or exit the invoice, tap the back button to exit the custoemr.

  2. A prompt will appear asking for the Task Status.

  3. Choose the correct status based on the following:

    • Invoice Completed: Select this ONLY if the order is 100% final. This makes the invoice visible to the warehouse for picking.

    • Do Not Pick - Invoice NOT Complete: Select this if you are still waiting on a manager’s approval, a customer’s confirmation, or if you plan to return to this invoice later in the day.

  4. Once the status is selected, the user will be returned to the stops list. This customer can be re-entered and updated later once the invoice is ready to be picked.

Fields And Definitions

Fields and Definitions

  • Task Status Prompt: The pop-up window that appears when exiting an invoice.

  • Completed: A system status that signals "Ready for Warehouse."

  • Assigned (Custom Status): A system status that signals "Work in Progress."

Best Practices

Best Practices

  • Never Leave Invoices "Open": Always exit to the status prompt so the system knows the current state of the order.

  • End-of-Day Check: Before performing your final sync of the day, check your invoice list. Ensure any orders intended for next-day delivery are moved from "Invoice NOT Complete" to "Completed."

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