VAT details lost when invoice is paid in person

[The-Bike-Hub]

We are a bike shop and we have Virtual Terminal and Square Terminal connected to it. Sometimes, for larger jobs, we issue invoices and send them to the customer. These invoices include VAT at different rates.

On occasions customers decide to pay by card when they come to pick their bike up. This causes us a problem as the system ignores the invoice's details "to avoid double booking", including the VAT breakdown.

As a result, sales or VAT reports won't include the VAT for those transactions, unless they are entered again, manually, as a completely new transaction at the time of payment, which can be unrealistic at busy times.

How can we simplify the registration of VAT in such situations? Is there a way for the invoice to be what goes into the report rather than the card payment transaction?

[Breffni · Accepted solution]

Hi @The-Bike-Hub, thanks for your post and welcome to the Seller Community. 

In these cases, you'll either need to go through the usual invoice flow or manually add your VAT rates to the in-person transaction and then cancel the pending invoice. 

It seems like what is preventing a quick checkout for the existing invoice is that you have your Terminal connected to the Virtual Terminal. If they were not connected, you could quickly open the existing invoice on the Terminal and process it via card. Disconnecting them does take a couple of minutes but it might be worth doing so during business hours. Other than that you could consider getting a Square Reader and tendering the invoice via card on the Point of Sale app. 

Let me know what you think. 

[TBH-Dublin]

I followed the proposed solution and it did resolve the issue - though forgot to acknowledge it here, so a big thank you for your help, Breffni.

Stephen