How to Search for and Reload a Previous Invoice

How to Search for and Reload a Previous Invoice

Sometimes you need to access a previous sale — for example, to reprint a receipt, process a return, or add an additional payment. Here's how to find and load a past invoice.

Steps — Standard POS

1. Click the Invoice Search button
2. The Invoice Search dialog opens
3. Search by:
   • Invoice number (e.g., "INV-2026-001234")
   • Date range
   • Customer name
4. Select the invoice from the results
5. The invoice loads into the POS screen

Steps — Compact POS

1. Click More... → Invoice Search
2. Follow the same search steps as above

What You Can Do with a Loaded Invoice

Once a previous invoice is loaded:

• Reprint the receipt — Click Print to print a copy
• Email the receipt — Click Email to send a copy to the customer
• Process additional payments — If the invoice has a remaining balance, you can add more payments
• Process returns — Use the Return Items button to return items from this invoice
• Process refunds — Use the Refund button to issue monetary refunds
• View the history log — Check the complete audit trail of the transaction

Limitations

• You cannot add new items to a loaded invoice that already has payments
• You cannot modify prices or quantities on a saved invoice with payments
• Cancelled invoices can be viewed but not modified
• The invoice is loaded in a read-only state for security — only specific actions (print, refund, return) are available

Scanning an Invoice Barcode

If you scan a barcode starting with the INVC: prefix while the POS is empty, the system looks up that invoice number. Note that invoice barcodes cannot be scanned while an active sale is in progress.