How to Create and Process a Trade Show Invoice in Luminous

This guide walks you through the process of creating and processing a customer invoice at a trade show using Luminous. With a tablet or similar device, you can efficiently collect company information, create invoices, and charge customer credit cards on-site.

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Step 1: Access the Sales Invoice Page

1. Open Luminous on your tablet or laptop.
2. Navigate to the Sales tab and select Invoices.

Step 2: Create a New Invoice

1. Click Create Invoice.
2. Fill out the necessary details:
   • Customer PO Number: Input the purchase order number.
   • Invoice Date: Automatically set to today’s date but can be adjusted if needed.
   • Request Ship Date: Specify the date for warehouse shipment.

Step 3: Add Company Information

1. Use the form to enter:
   • Company Name: Create a new company profile if one doesn’t exist.
   • Client Type and Sales Rep: Assign relevant details.
   • Business and Shipping Address: Include accurate addresses.
   • Additional Notes or Tags: Add any relevant details to the invoice.
2. Save the company profile.

Step 4: Add a Payment Profile

1. Under the Payment Profile section, input customer payment details.
2. If your payment processor is linked to Luminous:
   • Add the customer’s credit card information directly into the system.
   • Save the payment profile for future use.

Step 5: Add Items to the Invoice

1. Use Templates:
   • Select a pre-built invoice template if applicable.
2. Custom Invoice Creation:
   • Manually add items by browsing inventory directly from the sales invoice page.
   • Check inventory availability at your warehouse as you add items.

Step 6: Finalize and Process the Invoice

1. Review the invoice for accuracy.
2. Save the invoice.
3. Proceed with the payment process:
   • Charge the card on file or add a new payment method if needed.

Step 7: Push the Order to the Warehouse

1. Once payment is processed, the invoice can be pushed to the warehouse for fulfillment.
2. The warehouse team will use the details, including the requested ship date, to process the order.

Additional Tips

• Real-Time Inventory Visibility: View inventory numbers in your warehouse while creating the invoice to avoid overcommitting stock.
• Tablet-Friendly Workflow: Ensure your device is ready for trade show operations with Luminous preloaded for quick access.
• Custom Templates: Prepare invoice templates ahead of time for commonly sold products to streamline the process.

Key Takeaways

• Everything happens from one screen: Sales > Invoices > Create Invoice. You can add the company, contact, addresses, payment profile and line items without leaving it.
• New buyers can be set up on the spot, so you leave the show with a complete customer record instead of a stack of business cards.
• With your payment processor linked, you can save a card and charge it right at the booth.
• Live warehouse inventory is visible while you write the invoice, so you only sell what you can ship.
• The requested ship date travels with the invoice, so the warehouse knows when the buyer expects the order.

Before the Show: Checklist

• Confirm your payment processor is connected to Luminous so you can take cards at the booth.
• Build invoice templates for your show specials or most popular products.
• Check stock levels for the products you plan to feature, and decide which warehouse will fulfill show orders.
• Log in to Luminous on your tablet or laptop and test creating an invoice before doors open.
• Make sure your booth has a reliable internet connection, or a hotspot as a backup.

Common Questions

Do I need a separate app for trade show orders? No. Trade show invoices use the same sales invoices page you use every day, opened on a tablet or laptop.

Can the buyer build their own order? Yes. You can hand them the tablet and let them add items themselves, or start from a template and adjust it.

What if the customer isn't in Luminous yet? Create the company right from the invoice, including client type, sales rep, notes, tags, and business and shipping addresses.

Related videos: How to Manually Bill a Customer Using a Saved Credit Card, How to Create a Structured and Subtotaled Invoice and How to Create an Order in Luminous.

By following these steps, you can efficiently create and process invoices on the go, enhancing the trade show experience for your customers.