Build: 9792
Build date: 19-Apr-16

Now it’s easy to organize and view invoices by project when a customer pays by credit card or charges to their account. Define the customer’s project names, and assign them at checkout – it’s as easy as that. Later, you can filter a customer’s sales history by project in the Recent Sales History viewer or in the Transactions Report.

How it works

You define projects for a customer in the Customers module in the Authorized Signers & Projects window. To access this window when the customer account is displayed, on the bottom ribbon, click Project & Auth Signers or press F4.

Note: Detailed steps for how to use this feature can be found at the end of this article.

Create customer projects

When a customer account with projects is used to make a purchase using a Credit Card (this includes credit cards on-file) or a Charge payment type, a project must be selected during checkout in the Authorized Signers & Projects window. For those times when a project does not apply, you can always select (None).

Note: For Credit Card purchases, the Enable Auth Signer for Credit Cards on File option must be selected on the Credit Card tab in Paladin Configuration to show projects at checkout.

Select customer project at checkout

Instead of selecting an existing project at checkout, you can click Add Project to enter a new project name or to restore an older project. This is done in the Add or Restore Projects window and requires manager approval.

Once a project is created or restored, in the Invoice Information window, select the project from the Projects list, and continue the checkout process.

Add/restore new projects at checkout

When you assign a project to an invoice, the project appears on the receipt and is also saved with the invoice in Paladin Point of Sale.

Project shows on receipt

Later, you can look up customer invoices by project in the Recent Sales History viewer of the Customers module. Simply select the project from the Projects list, and the list is filtered to only show the invoices from that project. To show invoices from inactive projects, select the Show Inactive Projects check box.

To display your filtered list in Excel, click Report.

Sales history by project

You can also filter invoices by project in the Transaction Report. When a customer that has projects is selected, the Keyword Search list contains ActiveProjects and InactiveProjects options. Select an option to display a list of projects to choose from. Then create the report

Get invoice history by project in Transaciton Report

Coming soon – projects on your month-end statements!

We’re working on adding projects to your month-end statements. Watch for an announcement in the near future.

Step-by-step instructions for the customer projects feature

Below are the step-by-step instructions for how to setup, create and assign customer projects.

To setup customer projects for credit card purchases, follow these steps:

Note: Projects only apply to Credit Card and Charge payment types. No setup is required to assign a project to a Charge purchase.

  1. On the File menu, click Setup.
  2. Click the Credit Card tab.
  3. In the Signatures pane, click the Enable Auth Signer for Credit Cards of File check box to select it.
  4. Click Save, and then click Close.

To add, remove or edit projects for a customer, follow these steps.

  1. On the top ribbon, click the Customers module or press ALT+2.
  2. Search for and display the customer account information.
  3. On the bottom ribbon, click Projects & Auth. Signers or press F4.
  4. In the Authorized Signers & Projects window, click select Projects.
  5. In this window, you can do any of the following:
  • Create a new project: In the Enter New Project: box, type a project name, and then click Add.
  • Edit a project: Highlight the project you want to edit, click Edit, and then change the project name.
  • Make a project inactive:  Highlight the project you want to edit, and then click Remove. This makes the project inactive, and does not permanently delete the project. You can always restore the project.
  • Restore an inactive project: On the bottom of the window, select Inactive. Highlight the project you want to restore, click Restore, and then select Active to view the project in the list of active projects.
  1. When you have made all your changes, click F12 Finish or press F12.

To add a customer project to an invoice at checkout, follow these steps:

Note: Projects are only available for Credit Card and Charge payment types.

  1. In the Invoice/Quote module, select a customer with projects add items to the invoice, and then start the checkout process.
  2. On the Checkout tab, on the bottom ribbon, select one of the following payment options.
  • Click Charge or press F2.
  • Click Credit Card or press F3, swipe the credit card, and then click Next. Note: To add a project using a credit card, the Enable Auth Signer for Credit Cards of File option must be set on the Credit Card tab in Paladin Configuration.
  1. In the Invoice Information window, do one of the following:
  • Select an existing project: In the Projects list, highlight a project, and then click Next.
  • Add a new project:
    1. Click Add Project.
    2. In the Add or Restore Projects window, in the Enter New Project box, enter a new project name, and then click Add.
    3. In the Requires manager password box, enter a manager’s password.
    4. Click Finish.
    5. In the Projects list, select the new project.
    6. Click Next.
  • Restore and select an inactive project.
    1. Click Add Project.
    2. In the Add or Restore Projects window, select Inactive.
    3. Highlight the project you want to restore, and then click Restore.
    4. In the Requires manager password box, enter a manager’s password.
    5. Click Finish.
    6. In the Projects list, select the new project.
    7. Click Next.
    8. Complete the checkout process. The project will appear on the receipt and can be used to look up the invoice later in the Recent Sales History window in the Customers module or in the Transactions Report.

To view customer invoices by project in Sales History, follow these steps:

  1. On the top ribbon, click the Customers module or press ALT+2.
  2. In the Sales History pane, click the Customer Friendly or Accounting Department magnifying glass depending on the view you want to see.
  3. In the Projects list, select a project to show invoices for only that project.

To view customer invoices by project in the Transactions Report, follow these steps:

  1. On the top ribbon, click the Reports module or press ALT+5.
  2. In the Report Area pane, under Sales Analysis, click What I Need To Know.
  3. In the Report List pane, click Transaction Report.
  4. In the Choose Report pane, click Next or press F12.
  5. In Report Settings, in both the Beginning and Ending columns, select the customer account.
  6. In the Additional Settings pane, in the Keyword Search list, select one of the following options:
  • ActiveProjects: This option displays a list of customer’s active projects.
  • InactiveProjects: This option displays a list of customer’s inactive projects.
  1. In the list of customer projects that appears, select a project.
  2. In the Sorting Options pane, click Run Report of press F12.