Accounting & inventory help
Sales
From quotation and order to delivery, invoice and return, getting paid, and the daily sales reports.
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Quotations and orders
- Give a customer a quotation A quotation offers prices to a customer until an expiry date. It records nothing in the books and holds no stock. When the customer agrees, turn it into an order.
- Take a sales order A sales order records what a customer has asked for. It holds no stock and books nothing. It may need approval, can take an advance, and feeds delivery notes and…
- Cancel an order or part of it To give up a whole order press Order cancel on it. To give up part of an order, record a Sales order cancellation: its quantities stop being outstanding without changing…
- From quotation to order, delivery note and invoice Each document can be started from the one before it. The customer and lines come over, the quantity is limited to what is left, and the earlier document cannot be…
Delivery
- Deliver goods with a goods delivery note A goods delivery note moves goods out of the warehouse before the invoice. It takes stock out, books no money, and can be turned into an invoice, singly or with other…
- Record the delivery trip Goods delivery records who took what, when, in which vehicle. It is a logbook for the trip and changes neither the books nor the stock.
Invoices
- Raise a sales invoice The invoice puts a sale into the books and takes the goods out of stock. Choose the customer, add the products, check the adjustments, take any payment, and save. The…
- Add a charge or cost to an invoice (sales add-on voucher) A sales add-on voucher records an extra charge or cost that belongs to an invoice already issued, such as freight paid for the customer. It books the extra to a ledger…
- Print and reprint invoices The first print of an invoice is the original, and when IRD is on it comes out in the number of copies your company sets. Every later print is counted and marked as a…
- Editing a saved invoice: what can and cannot change Whether a saved invoice can be edited depends on your company's IRD setting, on whether anything uses it, and on approval, and on whether its year has been closed. When…
- Cancel an invoice An invoice dated today, with no return against it, can be cancelled when your company has switched the cancel feature on. The sale is taken out of the books, the invoice…
Other ways to invoice
- The abbreviated invoice for counter sales A short form of the sales invoice for quick sales where the price on the shelf already includes VAT. The screen takes VAT out of each price, and a walk-in buyer can be…
- The grid invoice for fast entry The same sales invoice, entered in a grid where each row is a line you can fill with the keyboard. It will not let a row go past the stock balance.
- The full-page invoice entry A full-page way to enter the same sales invoice: one page with the customer's position beside the lines, checks shown next to the field they belong to, and the same…
- Sell a fixed asset Selling a fixed asset uses its own invoice. You enter the asset's book value on each line, and the screen books the gain or loss between what the buyer pays and what the…
- Recurring invoices A recurring invoice is a template for a bill you raise again and again. Invoices are made from it automatically on its schedule, so confirm the schedule is on for your…
- Service jobs A service job is a job card for a customer's equipment: the problem, the technician, the times and the status. It books nothing; a sales order made from it carries the…
Returns
- Take goods back with a sales return A sales return takes goods back against an invoice. It reverses the sale in the customer's account and the sales ledger, puts the goods back in stock, and is sent to the…
- Provisional sales return, approved later A provisional sales return is a request that books nothing. When an approver approves it, it becomes a real sales return with its own number.
Getting paid
- Receive money from a customer A receipt voucher records money received from a customer into a cash or bank account. Made against an invoice it clears that invoice; made as an advance it waits on the…
- What clears what in the customer's account A customer owes a balance; each invoice has its own due amount. A receipt clears an invoice only when it names that invoice. The reports that age debts match money to…
Sales reports
- The sales register and sales reports The sales register lists every invoice with its quantity, basic amount, adjustments and net amount, grouped the way you ask. The detail report goes down to each line…
- The VAT sales reports The VAT sales reports list each sale with its total, the part that is tax exempted, the taxable amount and the VAT, with returns taken off and cancelled bills accounted…
- A customer's statement and balance See what one customer owes from the customer's own page, list every customer's opening, movement and closing with the Party Ledger Summary, or print a statement for…
- Who owes us: outstanding and ageing The Outstanding Summary Report lists who owes what today. The Customer ageing report splits each debt into age bands by bill date or due date, applying money received to…
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