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Overview

Bar Galileo’s invoicing system converts completed orders into formal invoices with automatic numbering, total calculation, and comprehensive record-keeping.

Automatic Numbering

Sequential invoice numbers generated automatically

Order Integration

One-to-one relationship with orders ensures accuracy

Price Capture

Invoice totals locked at time of creation

Search & Filter

Find invoices by number, date, or table

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Invoice Structure

Each invoice contains:
  • numero: Unique invoice number (auto-generated, 8 digits zero-padded)
  • pedido: One-to-one link to the source order
  • fecha: Invoice date and time
  • total: Total amount (calculated from order items)
Each order can only have one invoice, and each invoice is linked to exactly one order. This prevents duplicate billing.

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Creating Invoices

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Standard Invoice Generation

1

Complete the Order

Ensure all order items are correct and the customer is ready to pay.
2

Generate Invoice

Create an invoice from the order. The system automatically:
  • Assigns the next sequential invoice number
  • Captures the current date and time
  • Calculates the total from all order items
  • Links the invoice to the order
3

Update Order Status

The related order status changes to “Facturado” (Invoiced), preventing further modifications.
4

Process Payment

Present the invoice to the customer and process payment through your preferred method.

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Automatic Invoice Numbering

Invoice numbers are generated automatically:
  • Sequential: Each new invoice increments from the last
  • 8 Digits: Numbers are zero-padded (e.g., 00000001, 00000002)
  • Unique: System ensures no duplicate numbers
  • Automatic: No manual number entry required
When creating an invoice:
  1. System queries for the highest existing invoice number
  2. Increments the number by 1
  3. Zero-pads to 8 digits (e.g., 00000042)
  4. Assigns this number to the new invoice
  5. If no invoices exist, starts at 00000001
This ensures:
  • No gaps in numbering
  • No duplicate numbers
  • Compliance with accounting standards
  • Easy invoice tracking

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Invoice Totals

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Automatic Calculation

Invoice totals are calculated from the order: 
Invoice Total = Sum of all order items
Each item subtotal = quantity × precio_unitario
Invoice total = Sum of all subtotals
1

Order Items Calculated

Each item in the order has a subtotal (quantity × unit price).
2

Order Total Computed

The order calculates its total by summing all item subtotals.
3

Invoice Captures Total

When the invoice is created, it captures the order total at that moment.
4

Total is Locked

Once captured, the invoice total never changes, even if the order is modified.
If the invoice total is not explicitly set during creation, the system automatically uses the order’s current total. This happens during the save operation.

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Managing Invoices

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Viewing Invoices

The invoicing module provides several ways to find and view invoices:
Search for specific invoices using their unique invoice number. This is the fastest way to locate a particular transaction.
View invoices created during a specific period:
  • Today’s invoices
  • This week’s invoices
  • This month’s invoices
  • Custom date range
Useful for:
  • Daily revenue reports
  • Period-end reconciliation
  • Audit trails
  • Performance analysis
Find all invoices for a specific table, helpful for:
  • Investigating customer complaints
  • Analyzing table performance
  • Server performance tracking
Browse the complete invoice history ordered by date (newest first).

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Invoice Details

When viewing an invoice, you can see:
  • Invoice number: Unique identifier
  • Date and time: When invoice was created
  • Total amount: Final bill amount
  • Associated table: Which table the order was for
  • Order details: All items that were ordered
  • Staff members: Who handled the order

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Safe Invoice Handling

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Data Integrity

Bar Galileo includes advanced protection against data corruption:
  • Decimal validation: Ensures money amounts are valid
  • Safe retrieval: Uses direct SQL queries to bypass corrupted data
  • Error handling: Gracefully handles issues without crashing
  • Corruption detection: Can identify and report problematic invoices
The system includes a FacturaSegura wrapper class that safely handles invoice data even if database values become corrupted.

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Invoice Statistics

The system automatically tracks:
  • Total invoices: Count of all invoices ever created
  • Total revenue: Sum of all invoice amounts
  • Today’s invoices: Count of invoices created today
  • Today’s revenue: Total income from today’s invoices
Statistics use optimized SQL queries:
Total invoices: COUNT(*) FROM tables_factura
Total revenue: SUM(total) FROM tables_factura
Today's invoices: COUNT(*) WHERE DATE(fecha) = TODAY
Today's revenue: SUM(total) WHERE DATE(fecha) = TODAY
These queries are fast even with thousands of invoices.

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Invoice Workflows

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Standard Dine-In Workflow

1

Customer Requests Bill

When the customer is ready to leave, they request the bill.
2

Review Order

Verify all items on the order are correct. Make any necessary adjustments while order status is still “En Proceso”.
3

Generate Invoice

Create the invoice from the order. System assigns invoice number and calculates total.
4

Present Invoice

Show the invoice to the customer (printed or on screen).
5

Process Payment

Accept payment via cash, card, or other methods.
6

Complete Transaction

Order marked as “Facturado”, table returns to “Disponible” status.

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Quick Service Workflow

1

Take Order

Create order for quick service or takeout.
2

Immediate Invoice

Generate invoice immediately after order creation.
3

Payment First

Customer pays before food is prepared.
4

Prepare Order

Kitchen prepares the order after payment is confirmed.

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Troubleshooting

If an invoice total seems wrong:
  1. Check the source order and all its items
  2. Verify quantities and unit prices
  3. Remember: invoice captures total at creation time
  4. If order was modified after invoicing, invoice total won’t change
  5. Create a new order/invoice if correction is needed
If invoice creation fails:
  • Verify order is in “En Proceso” status (not already invoiced)
  • Check that order has at least one item
  • Ensure order items have valid prices
  • Confirm no existing invoice for this order
Invoice numbers are sequential based on database records:
  • Numbers increment regardless of deletion
  • Gaps may appear if invoices were deleted
  • This is normal and maintains audit trail
  • Never manually edit invoice numbers
If you encounter invoice data issues:
  1. The system can detect corrupted invoices
  2. Use the safe retrieval methods to access data
  3. Review the corruption detection report
  4. Contact technical support for data repair
  5. System continues working with unaffected invoices

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Financial Reports

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Daily Sales Report

Use invoice data to generate daily reports:
  • Total number of invoices today
  • Total revenue today
  • Average invoice amount
  • Peak service times
  • Table utilization

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Period Reports

Analyze performance over time:
  • Weekly revenue trends
  • Monthly comparisons
  • Seasonal patterns
  • Growth metrics

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Audit Trail

Invoices provide complete financial audit trail:
  • Every sale has an invoice
  • Every invoice links to an order
  • Every order shows items and prices
  • All timestamps are automatic and accurate
  • Historical data never changes
The one-to-one relationship between orders and invoices ensures that every sale is properly documented and no order is invoiced twice.

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Best Practices

Always verify the order is complete and correct before generating the invoice. Once invoiced, the order cannot be modified.
Reconcile daily invoices with actual payments:
  • Count invoice totals
  • Match with cash register
  • Investigate discrepancies
  • Document exceptions
Invoices are legal financial documents:
  • Maintain regular database backups
  • Store backups securely
  • Keep backups for required retention period
  • Test backup restoration periodically
Maintain invoices according to:
  • Local tax regulations
  • Accounting standards
  • Business requirements
  • Typically 5-7 years minimum

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