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Virtual Terminal, Invoices, and Document Builder

These pages handle three different workflows:

  • Virtual Terminal creates a keyed sale or authorization for the selected store.
  • Invoices creates and tracks customer receivables for the selected store.
  • Document Builder manages invoice and receipt layouts for the organization.

Use the organization and store selectors before starting. Never use Virtual Terminal as a substitute for an invoice when you need to send a balance for later payment.

Virtual Terminal​

Virtual Terminal is for card-not-present or manually keyed transactions explicitly supported by the portal:

  • phone orders;
  • mail orders; and
  • keyed in-person sales when a reader is unavailable.

The page requires both store.transactions.read and store.transactions.write. A completed sale appears in Sales & Payments and moves inventory like a sale completed at a register.

Key a sale​

  1. Confirm the selected store and open Store Operations > Virtual Terminal.
  2. In Order, search for products by name or barcode and add them to the cart. For a custom line, enter its description, amount, and an available mapped tax category.
  3. Review quantity and unit price for each line.
  4. If customer controls are available to your role, attach the customer or explicitly continue without one. An attached customer's saved tax address and exemptions can affect the quote; a city or state entered in the order overrides that saved destination.
  5. Choose how the card was received: Phone order, Mail order, or Keyed in person.
  6. Enter the card and billing fields shown by the page. Do not save card details in notes, screenshots, email, or another customer field.
  7. Enter an email or phone under Receipt & reference when the customer should receive a receipt. Add an order reference that will help staff identify the sale later.
  8. Select Quote to calculate tax for the current items. If you change an item, customer, destination, tip, reference, or payment detail, obtain a fresh quote.
  9. Choose an action:
    • Charge now completes the sale immediately.
    • Authorize only (capture when it ships) reserves the amount for later capture.
  10. Review the displayed total and select the charge or authorize button once.
  11. Wait for Payment approved or Authorization approved. For an authorization, select Capture now only when it should be completed.
  12. Select View in Sales & Payments and confirm the resulting transaction.

If the page reports that payment resolution must be retried, use its recovery action rather than starting another sale. If the outcome is still unknown, check Sales & Payments before entering the card again.

Invoices​

The Invoices navigation entry is available to roles with invoicing read, write, or administrator access. The list itself is scoped to the selected store. Actions require narrower permissions:

  • invoicing.invoices.write creates and edits drafts, issues and sends invoices, and manages saved invoice items;
  • invoicing.payments.write records payments, creates payment links, and handles eligible refunds; and
  • invoicing.invoices.admin enables invoice administration such as voiding and defaults management.

Find and track an invoice​

  1. Confirm the selected store and open Store Operations > Invoices.
  2. Search by invoice number, customer name, or notes.
  3. Filter by status: Draft, Sent, Partially Paid, Paid, Overdue, Uncollectible, or Voided.
  4. Review the due date, total, paid amount, and outstanding balance.
  5. Select the invoice to open its detail.
  6. In the detail, review:
    • invoice status, customer, due date, line items, discounts, delivery fee, and totals;
    • Delivery status, including destination, provider outcome, failure reason, and attempt count;
    • Payments and any recorded refunds;
    • Activity Timeline for status changes and other invoice events; and
    • Last Sent and first-viewed information when recorded.
  7. Use PDF to preview or download the customer document.

A successful send is queued for delivery; it is not proof that the customer received it. Return to Delivery status and check the provider outcome. Authorized invoice writers can retry a delivery marked failed.

Create and send an invoice​

  1. Select New Invoice.
  2. Choose the customer and due date.
  3. Add each product, saved invoice item, or manual line. A manual line must have a category.
  4. Review quantity, unit amount, discounts, delivery fee, terms, footer, and notes.
  5. Save the draft and open its detail.
  6. Select Send.
  7. Confirm the customer name and enter at least an email address or phone number. Add a message if needed.
  8. Select Issue and Send Invoice for a draft, or Send Invoice for an already issued invoice.
  9. Reopen the invoice and verify its status and delivery result.

Collect and reconcile an invoice​

With payment write access, open an eligible invoice and use:

  • Record Payment to record an amount, received date, method, and reference; or
  • Payment Link to create a link for the customer.

After collection, confirm that the Paid and Outstanding amounts, invoice status, payment row, and activity timeline agree. Use Refund only when the invoice and payment are eligible. Invoice administrators can use Void when the invoice is in a voidable state.

The Export receivables panel is organization-wide even though the invoice list is store-scoped. Choose a date range and use Download CSV preview for a local check. Authorized invoice writers can also Generate export and review its status and row count under Recent exports.

Document Builder​

Open Store Operations > Document Builder to manage layouts shared by the organization. The page is feature-gated and requires invoicing access. It is not tied to the currently selected store.

The current builder exposes:

  • Invoice templates used by invoice PDFs; and
  • Receipt templates used by hosted, email, and thermal receipts.

To update a layout:

  1. Open an existing template or select New Template.
  2. Choose the document kind and name.
  3. Edit the template source and use the live preview.
  4. Add every section or receipt token identified as required.
  5. Select Preview PDF and inspect the sample output.
  6. Select Save. Saving a built-in template creates an editable copy rather than changing the built-in layout.
  7. Return to the list and select Set default when the template is valid and eligible.

The list identifies built-in, default, active, and preview-only states. Duplicate a template before making a substantially different version. Do not delete the active layout until another valid default is ready.

For transaction-level verification after a keyed sale, use Sales & Payments. For terminal or payment-provisioning failures, follow Terminals and Troubleshooting.