Speed up invoicing and purchase order processing with our new quick access menus. Right-click any line item on an invoice or purchase order, and get immediate access to commonly-used tasks, tools and new features.

Invoice Quote rright-click menu

PO and PO Receive quick access menus

These customer-friendly menus are labor-saving and provide fast access and increased efficiency to powerful features, including:

  • Insert a line item or note anywhere on the invoice or purchase order (PO mode).
  • Add more decimal places to invoice item quantities and prices.
  • Update purchase order quantities and costs (PO Receive mode) without receiving.
  • Insert dynamic subtotals throughout the invoice that recalculate the totals automatically as you add or remove items.
  • Easily access the Profit Analyst and Footage Calculator tools.
  • Update an entire invoice or a specific item to current price(s) on recalled quotes.
  • Copy and paste line item data to other places on an invoice or purchase order.

 

Insert a line item or note anywhere on the invoice or purchase order

This feature is available on the Invoice/Quote and PO mode quick access menus.

In the Invoice/Quote module, when you right-click a line item and select Insert Line Item on the quick access menu, a new line item is inserted above the selected line.

Right-click menu - insert line item above

When the new line item appears, scan or add an inventory item.

If you want to insert a note instead, select Insert Note.

Quick access menu - insert a note about the line item

You can also select Delete Line Item to delete the selected line. If you press F3 or click Delete Line Item on the bottom ribbon, you will have the same result.

quick access menu -- delete line item

The line-item menu options are also available when you create a purchase order.

PO quick access menu line item options

Add more decimal places to invoice item quantities and prices
This feature is available on the Invoice/Quote quick access menu.

In the Invoice/Quote module, when you right-click a line item, and select Add Precision, you can add additional precision to these line item values:

  • Quantity: Up to four decimal places
  • Price: Up to six decimal places

.When you select the Add Precision menu option, an Invoice Item Scale window appears, and you can enter more precise Quantity and Price values. A real-time Extension value is calculated as you adjust the Quantity and Price.

 Add precision to quantity and price values

When you click OK, the new Quantity, Price and Extension values appear in a note below the line item.

Note: When you update a line item price or quantity to a higher precision, the line item Price may appear as an approximate value that is slightly different than the price you entered. When this happens, a tilde (~) appears next to the price value. This variation is expected and a function of how the feature works. The additional precision is always maintained in the line item Extension.

Quantity, Price and Extension updated with new precision values

Update purchase order quantities and costs

This feature is available on the PO Receive mode quick access menu.

In the PO module, in the PO Receive mode, when you select the Update PO Order Quantity and Cost menu option, an Invoice Item Scale window appears, and you can edit the item’s order quantity and cost without clicking Process to receive the purchase order.

Update purchase order quantity and cost values

When you click SAVE, both the line item’s ORD (ordered quantity) and Receive (received quantity) values are updated to the new quantity, and the item’s Cost value is updated with the new cost.  An updated PO is not sent to the supplier.

Updated ORD, Receive and Cost values

The primary use for this feature is to provide a way to change order and received quantities at a time that is different than the receiving event.

Insert dynamic subtotals throughout the invoice

This feature is available on the Invoice/Quote quick access menu.

In the Invoice/Quote module, when you right-click an invoice line item, and select Insert Subtotal, a subtotal is inserted above the line item. The subtotal is calculated from the previous subtotal. If no prior subtotal exists, the subtotal is calculated from the start of the invoice. 

When you select Insert Subtotal, an Invoice Subtotal window will appear, and you have the option to enter a name for the subtotal. A name is not required.

Insert subtotal and enter a subtotal name

After you enter a name and click OK or press F8, a subtotal line item will be inserted at the position of the selected line item, and the selected item will move down.

Subtotal note on invoice

Subtotals automatically adjust when items are added or removed from the invoice.

Subtotal note shows the total of items and is automatically updated

Easily access to the Profit Analyst tool

This feature is available on the Invoice/Quote quick access menu.

You can also access Profit Analyst on the Maintain menu above the top ribbon in Paladin and with the keyboard shortcut Alt + A.

Profit Analyst lets you view cost, profit and margin for any line item in your invoice or quote, along with the invoice or quote total. An employee must be explicitly granted access to use this feature.

When an employee with sufficient privileges right-clicks a line item and selects the Profit Analyst, the Profit Analyst window will appear.

Open Profit Analyst from the quick access menu

Easily access to the Footage Calculator tool

This feature is available on the Invoice/Quote quick access menu.

You can also access the Footage Calculator on from the Maintain menu above the top ribbon in Paladin and with the keyboard shortcut Ctrl + K.

 

The Footage Calculator lets you create a tally of items by defining pieces with different lengths (feet and inches). This feature is useful when you sell items in multiple lengths, such as lumber and metal roofing.

When you right-click a line item and select the Footage Calculator, the Footage Calculator window will appear.

Open footage calculator from the quick access menu

After you enter the quantities and measurements, and click Done or press F8, the quantities will appear in a note below the line item.

Note: We recently improved the tally note, so that quantities with zero (0) inches appear without a 0.00 inches value. For example, a tally quantity of 10 items at 8 feet and 0 inches will appear as 10@8 instead of 10@8-0.00.

Footage calculator values in a note with zero inches excluded

Update an entire invoice or a specific item to current price(s) on recalled quotes

This feature is available on the Invoice/Quote quick access menu.

In the Invoice/Quote module, when you recall a transaction, and then right-click a line item, you can update retail prices to current prices using these two options:

  • Update to Current Price: Update the selected line item to the current retail price.
  • Update All to Current Prices: Update all the line items on the invoice to current retail prices.

On a recalled quote, when an item’s saved price is different from its current retail price, its current retail price appears in blue text. To update a single item to a new current price, right-click the item, and then select Update to Current Price.

Update a line item to a current price using the quick access menu

The price will automatically update to the new price.

line item with updated retail price

To update all prices on a recalled quote to the current prices in blue text, right-click any line item, and then select Update All to Current Prices.

update all line items to current prices using the quick access menu option

All outdated prices will automatically update to the new prices.

line items with updated retail prices

Tip Use the Update All To Current Prices feature with caution. Over time, not all item prices may have increased, and some current retail prices may be less that the quoted prices. Paladin Best Practices recommend that you go through the invoice items and compare each new price (in blue) with the recalled price on an item-by-item basis. Then, you can make an informed decision on which prices to update.

Copy and paste line item data to other places on an invoice or purchase order

This feature is available on the Invoice/Quote, PO mode, and PO Receive mode quick access menus.

You can also access this feature with the keyboard shortcuts Ctrl + C and Ctrl + V.

In the Invoice/Quote and PO modules, you can copy and paste editable line item values, such as note text or a Price value with the Copy and Paste menu options.

For example, if you wanted to copy the text in a Note line item, highlight and right-click the text, and then select Copy.

Copy text using the quick access menu

To paste the copied text into another note, right-click an editable note, and then select Paste.

Paste text

The Copy and Paste feature is also available on the purchase order quick access menus.

copy and past options for purchase orders

Copy and paste access menu options for Receive PO

Note: An upcoming feature enhancement will copy and paste and entire line item.

Some Invoice/Quote quick access menu options are unavailable for kit items

In the Invoice/Quote module, when you right-click a line item that is part of a kit, and the item is not the kit trigger item, these options are not available:

  • Insert Line Item
  • Insert Note
  • Add Precision
  • Insert Subtotal

This safeguard prevents the cashier from inserting line items in the kit and from changing kit item prices and quantities.

If you have questions or suggestions about this information, contact support@paladinpos.com.