How to create an invoice in stratus

This section will teach you how to create an invoice order after the client is finished viewing their photos. Aside from having them write down their number selections, have them also take pictures with their phone of the photos they chose so they can reference it when you close the presentation window.

1) After client has written down their photo numbers and taken pictures of the selections with their phone, bring the cursor to the top of the page and a menu bar will appear. Click on Close Sales Presentation to close the window.

2) Go back to the clients Session window and click on the Home tab (1). Then click on Session Invoice (2).

3) The Invoice window will pop up. Click Next.

4) Click Next at these two windows.

5) You will end up at the New Invoice window.

6) This is the long list of items you can choose from to ring up customers for. You can either type the items in the description box if you know what it’s called or click on the drop down menu and choose the appropriate items from there.

7) In this example, the customer selected the Standard Package. The family consists of three people, so three Regular Session Fees were added to the invoice. It is VERY IMPORTANT NOT TO FORGET to apply the correct sitting fee(s) to the invoice— for example, the Group Session Fee for 5 or more people, or the Regular Session Fee for 1 to 4 people.

8) Now you are going to attach the images the client selected to these item lines in the Image column. You are to click on the dropdown box and select the correct image they selected. DO NOT TYPE IT IN (the image detail sheet will not have pictures on it if you do)!! Also, be sure to attach an image for each and every line. DO NOT LEAVE A LINE BLANK (in the past, some package items were missed because it didn’t show up on the image detail sheet)!!

9) As shown in the example below, all item lines are fulfilled (1). Since the Standard Package is a Two Pose Package, only the two images the customer selected (1925 and 1928) are included in the item lines. For the item lines labeled Regular Session Fee, Standard Package, Standard PKG, and Two Pose CD (2), image 1925 is used. As mentioned earlier, ALL ITEM LINES MUST BE FULFILLED. These particular item lines are not image-specific, unlike the item lines with sheet sizes (e.g., 8x10, 4x5), which are.

10) After inputting images for all item lines, click Next.

11) The total balance due will pop up on this screen. Click Next.

12) Make sure Create a Payment Record now is selected. Click Next.

13) This is the payment window. You will need to input the Payment Amount (1). Click on the “<“ icon to input the Open Balance total (2). DO NOT MANUALLY TYPE IN THE TOTAL. ALWAYS CLICK ON THE “<“ ICON.

14) Next you will input the Payment Method. Click the drop down menu and select the type of payment. In this case, the payment is Mastercard. Then click Next.

15) UNCHECK these 2 boxes (1). Check off Open Invoice for Additional Modifications and then click Finish (2).