Your invoice settings control how your daily sales, payments and refunds appear in your accounting system. They set which customer is used, how sales are grouped, which items appear on your invoices and how payments are split.
These settings are on the same page as your other connection settings. To open the page, see Edit Your Bccounting Connection Settings. Click Update at the bottom of the page to save any changes.
Customer
Customer is the customer used on both the invoice and the payments in your accounting system.
- If you leave it blank: Bccounting creates a customer named [Your Business Name] ([Your POS ID]). For example, if your business name is Abreeze Technology and your POS ID is ABC, the customer is named Abreeze Technology (ABC).
By Category
By Category controls how sales appear on the invoice. It also decides which item name field is used for your sales.
- If it’s on: Each POS category with sales that day gets its own line item. Sales of items that aren’t in a category use the NonCategory Item Name.
- If it’s off: All sales are combined into one line item using the Sales Item Name.
We recommend turning By Category off if you:
- Often take partial payments on orders
- Often refund item modifiers
If you leave By Category on in these cases, your daily payments may not match your invoice total in your accounting system.
Item names
Item names control which items appear on your invoices and refund receipts in your accounting system. For each field, Bccounting looks for an existing item with the name you enter. If it finds one, it uses that item. If it doesn’t, it creates a new item with the name you entered and links it to the default account listed below.
Sales Item Name
The item used on the invoice for your sales. Its amount is the combined total of all your POS item sales.
- When it’s used: Only when By Category is turned off.
- If By Category is on: This field is ignored. The invoice has a separate item for each POS category that had sales that day.
- If no item with this name exists: Bccounting creates one, linked to the Sales of Product Income account (sub type: SalesOfProductIncome).
- A sample invoice is shown below with the default Clover SALES ITEM NAME highlighted in red.
NonCategory Item Name
The item used on the invoice for sales of items that aren’t assigned to a category in your POS system.
- When it’s used: Only when By Category is turned on.
- If By Category is off: This field is ignored. All sales are combined into one item using the Sales Item Name.
- If no item with this name exists: Bccounting creates one, linked to the Sales of Product Income account (sub type: SalesOfProductIncome).
- A sample invoice is shown below with the default NONCATEGORY ITEM NAME highlighted in red.
Nonrevenue Item Name
The item used on the invoice for your nonrevenue sales.
- If no item with this name exists: Bccounting creates one, linked to the Nonrevenue account (sub type: OtherCurrentLiabilities).
- A sample invoice is shown below with the default NONREVENUE ITEM NAME highlighted in red.
Tip Item Name
The item used on the invoice for your tips.
- If no item with this name exists: Bccounting creates one, linked to the Tips account (sub type: Gratuity).
- A sample invoice is shown below with the default NONREVENUE ITEM NAME highlighted in red.
Service Charge Item Name
The item used on the invoice for your service charges.
- If no item with this name exists: Bccounting creates one, linked to the Sales of Product Income account (sub type: SalesOfProductIncome).
- A sample invoice is shown below with the default SERVICECHARGE ITEM NAME highlighted in red.
Refund Item Name
The item used on every refund receipt Bccounting creates in your accounting system.
- If no item with this name exists: Bccounting creates one, linked to the Sales of Product Income account (sub type: SalesOfProductIncome).
- A sample refund receipt is shown below with the default Clover REFUND ITEM NAME highlighted in red.
By Tender
By Tender controls how payments and refunds are created in your accounting system each day.
- If it’s on: A separate payment and a separate refund are created for each tender type in your POS system, such as cash or credit.
- If it’s off: One payment and one refund are created each day, combining the amounts from all tender types.