BEST POS - Invoice messages and references PO Job

Invoice Messages and References (PO / Job) in BEST POS (Retail)

Summary

This guide shows how to add an invoice message and a reference (e.g., PO, Job) in BEST POS, choose to print on the receipt, set default messages at customer level, and search invoices by reference for support.

Step-by-step Instructions

1) Prerequisites

  • Rights to edit invoice fields.
  • Receipt layout configured to display Message and/or Reference if desired.
  • If used often: define a default message on the customer record (e.g., “Please include PO on invoice”).

2) Add a message and reference on a sale

  1. Attach the customer to the invoice (see article 3.1).
  2. Open the Message / Reference area (label may vary) on the sales screen.
  3. Enter the Reference (e.g., PO-45821 or Job-Delta) and the Message (e.g., delivery instructions).
  4. When available, tick Print on receipt to show this information to the customer.
  5. Press Subtotal and proceed to tender.

3) Set default messages at customer level

  1. Open Customer > Search, select the customer, then Edit.
  2. In Messages / Terms, enter a default message (e.g., “Include PO on invoice”).
  3. Save. Check: the message is proposed automatically on future attached sales.

4) Search an invoice by Reference / Message

  1. Open the invoice search (history or Back Office).
  2. Type all or part of the reference (e.g., “PO-45821”) or a keyword from the message.
  3. Run the search and open the target invoice to print or follow up.

5) Best practices

  • Standardize prefixes (e.g., “PO-”, “JOB-”) to ease search.
  • Limit messages to useful information for customers and staff (avoid sensitive data).
  • For B2B accounts, use Reference to capture mandatory purchase order numbers.

Fixes and FAQs

  • Message/reference not on receipt: verify the receipt layout and the Print on receipt option.
  • Field too short: abbreviate the reference (use a code) and add details in Message.
  • Cannot edit after tender: issue a corrected copy or add an internal note per policy.
  • No search result: try a partial reference (no spaces) and check case sensitivity if applicable.

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