- What was sold
The Sales Invoice Summary Report, grouped by date, agent or customer (The sales register and sales reports).
- Who owes us
The Outstanding Summary Report, and Customer ageing details for the customers who are late or over their limit (Who owes us: outstanding and ageing).
- Approve
Sales orders and provisional returns that wait for you (Take a sales order, Provisional sales return, approved later).
- A customer's limit
Raise or lower a customer's Amount limit and Day limit on the customer screen (Credit limit and credit days on sales screens).
- Cancels and returns
The Sales Reverse / Return Report: who cancelled or returned what, and why (The sales register and sales reports, Cancel an invoice).
- The IRD list
Ask the accountant to show the Materialized view report with nothing left at Sync with IRD = No (What IRD-ready means).
- VAT
The VAT Sales Summary Report with the accountant (The VAT sales reports).
What to look for in each report
| Report | Look for | Keep in mind |
|---|---|---|
| Sales Invoice Summary Report, Group by Agent or Customer | The day's or the month's total for each agent or customer | A cancelled invoice shows as 0 under the company's Cancel customer. Returns are not taken off here: they are on the Sales Return Summary Report (The sales register and sales reports) |
| Outstanding Summary Report | Who owes most, with their phone and email to chase them | With PDC brings in the post-dated cheques you already hold from them (Who owes us: outstanding and ageing) |
| Customer ageing details | Over limit and Over days | Money received is set against the oldest bills first, whichever invoice it was for (What clears what in the customer's account) |
| Sales Reverse / Return Report | Who cancelled or returned what | Every cancel carries the Reverse remarks typed by the user; read them (Cancel an invoice) |
| Materialized view report (IRD on) | Sync with IRD = No on bills more than an hour old | The accountant presses IRD data synchronization (How bills reach the IRD, and what to check when one does not) |
Common questions
How do I stop a customer buying more on credit?
Give the customer a real Amount limit and set Amount limit actions to Block. A Block with a limit of 0 stops every sale to that customer, so always enter a number (Credit limit and credit days on sales screens).
Who can cancel an invoice?
Only users whose role has the cancel permission, and only when Sales Bill Cancel is on in Configuration. Even then only an invoice dated today with no return against it (Cancel an invoice).
Can staff change an invoice after it has gone to the IRD?
No. With IRD on, a saved invoice cannot be edited or deleted. It is corrected with a return, or cancelled on its own date (Editing a saved invoice: what can and cannot change).
The invoice list says a bill is unpaid, but the agent says the customer paid.
The money was probably recorded as an advance, which lowers the customer's balance but names no invoice. Ask the accountant to match it (What clears what in the customer's account).