Fields
Sales window - Miscellaneous layout
Quote/Order/Invoice
Select the status (invoice, quote or order) for your transaction
Customer
Enter the name of the customer for whom this sale is intended, or click the search icon to display a search list of customers to choose from.
If orders or quotes exist for the customer, a window will appear, listing the customer's orders or quotes. You can either select an order or quote if you want to work the order or quote previously created or you can click Cancel or New to return to the Sales window to create a new sale.
You don't have to assign sales to individual customers if you don't want to. However, you'll need to set up at least one customer card to track your sales. You may want to name this card "Cash Customer" or something similar to distinguish it as a card used to track sales. If you're providing credit for the customer, however, we suggest you create a "real" customer record for this customer.
Terms
This field displays the terms assigned to this sale.
If you wish to change these terms for this sale and future sales to this customer, click the zoom arrow next to the Customer field to display the Card Information window, then click the Selling Details tab.
If you wish to change the terms for this sale only, click the zoom arrow next to the Terms field to display the Credit Terms window.
Invoice #
When you begin to create a transaction in this window, this field will automatically display the next available invoice number which will become the actual transaction number when it's recorded into the company file. This ensures that two or more users won't create transactions with the same transaction number at the same time.
If you highlight the field, Auto # appears. You can choose to
Delete Auto # and enter a new number for the transaction or
Leave Auto #. The assigned number will appear again when you leave this field.
If you choose to enter a new number in the Invoice # field and then record the transaction, the next time you begin to enter a purchase, the Invoice # will automatically increase the number you previously entered by one. This will continue until you again change the number entered in the Invoice # field and record the transaction.
Date
This field will automatically display today's date. You can change this to another date if applicable. Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.
Transaction dates are used to sort your lists of transactions; the oldest transaction date appears first in the Transaction Journal window.
Description column
Enter a description of the item or service you're selling, using up to 255 characters.
Allocation Account columns or Account Name
Enter the account you want to assign the items or services in this transaction to, or click the search icon to display a search list of accounts to choose from.
Allocation Account columns (account number and name) or an Account Name column will be displayed depending upon your selection for the preference Select and Display Account Name, not Account Number in the Windows view of the Preferences window.
Sales transactions are typically assigned to income accounts; sales tax amounts are typically assigned to liability accounts.
Amount column
Enter the amount you wish to charge for each line of this transaction.
If you enter a positive number in this column, your linked receivables account will be increased.
If you enter a negative number in this column (for example, if you're entering a sales adjustment or a return), your linked receivables account will be decreased. When you click Record, a customer credit will be created.
You can enter 0, if you wish. Zero can be used as an amount for items you want to appear on a sale; although no amount is charged, the item appears on the printed sale. The item, however, won't appear in the Sales Journal.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Job column
Enter the number of the job to which you wish to assign each amount in the list, or click the search icon to display a search list of jobs to choose from.
If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign $100 to your Widget Sales account, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Widget Sales account in the Allocation Account column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Sales account again, enter $70 in the Amount column and 43 in the Job column.
Txcolumn
This column is used to designate the services on the invoice on which you wish to charge sales tax. If you wish to indicate that an activity is taxable, click in this column next to the taxable service; a mark will appear to indicate the item is taxable. To remove a mark, click on it.
Assign a tax code to the entire transaction by entering the code in the field beneath the Tx column. You can also click the search icon and select the code from the list.
Salesperson
Enter the name of the employee who conducted this sale, or click the search icon to display a search list of employees to choose from.
You can use this field for your information only, or you can track the transaction amount as part of the employee's sales history.
Subtotal
This field displays the total amount of all the items and services listed in the Amount column.
Tax
The total tax amount based upon the code you've entered appears in this field. The rate of the tax code appears to the left of the field name. If you want to change the tax amount, click the zoom arrow next to this field to open the Tax Information window, where you can change the amount if you haven't recorded the transaction yet. In the field to the right of the Tax field, you can assign a tax code to the entire transaction by entering the code in the field beneath the Tx column. You can also click the search icon and select the code from the list.
Total Amount
This field displays the total amount of the sale, including all items and services in the list, sales tax and freight charges.
Journal Memo
Enter a description of the sales transaction, or accept the default memo. This description will appear on various MYOB AccountEdge reports, as well as the Sales Journal. You can also print this memo on the sales form.
If you change the default memo, we suggest you keep the word "Sale" in the memo to remind you of the nature of the transaction.
Referral Source
Enter the referral source for this customer, or click the search icon to display a search list of referral sources to choose from. You can also use the Easy-Add function in the search list to create a new referral source.
Paid Today
Enter the amount of money you received at the time of the sale for this transaction.
This amount will increase the balance of your linked checking account for customer receipts, and will appear as an entry in the Receipts view of the Transaction Journal window.
If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.
Payment Method
If the customer does make a payment at the time of the transaction, enter the payment method that is used, or click the search icon to display a search list of payment methods to choose from. You can also create a new payment method.
Details button
If a payment is made at the time of the transaction and the payment method is entered in the Payment Method field, click this button to open the Applied Payment Details window and enter additional information about the payment.
Applied to Date
This field displays the total of the payments and credits applied to date for this transaction.
This field appears only when viewing a recorded invoice or a saved order to which at least one payment has been applied.
History button
Click this button to open the Find Transactions window to view this transaction and all of the transactions applied to it.
This field appears only when viewing a recorded invoice or a saved order to which at least one payment has been applied.
Balance Due
This field displays the total amount of the miscellaneous sale, minus the amount in the Paid Today field.
Depending upon the amount in this column, one of three things will occur when you click the Record button:
If the amount is zero, a miscellaneous sale with no balance (sometimes known as a "closed sale") will be created.
If the amount is a positive number, an invoice with an outstanding balance (sometimes known as an "open sale") will be created. This amount will be recorded in your linked receivables account.
If the amount is a negative number, a customer credit will be created.
Save Recurring button
Click this button to open the Save Recurring Template window.
Use Recurring button
Click this button to open the Recurring Templates view of the Sales Register. Then highlight the template you want to use and click the Use Recurring button.
Receive Payment button
Click this button to open the Receive Payments window and assign customer payments to outstanding sales balances and record deposits on orders
This button appears only when viewing a recorded invoice or a saved order to which at least one payment has been applied.
Reimburse button
Click this button to open the Customer Reimbursable Expenses window for the customer you've entered in the Customer field. You can use the Customer Reimbursable Expenses window to prepare reimbursement invoices automatically.
Change to Order button
Click this button to convert a quote to an order.
This button appears only for saved quotes.
Change to Invoice button
Click this button to convert a quote or an order to an invoice.
This button appears only for saved quotes or recorded orders.
Exchange Rate button
Click this button to the Exchange Rate window. This window displays your current currency and the Transaction Exchange Rate and Current Exchange Rate. This information is view-only.
This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.
Category
Select from the list the category to which you wish to assign this transaction. (The categories in this list were created in the Edit Category window).
This field appears only if you marked the Turn Category Tracking On field in the System view of the Preferences window.
If you you selected the Required option when you chose that preference, you must select a category here before you can record this transaction.
Journal button
Click this button to open the Transaction Journal window where you can view a list of your sales.
Layout button
Click this button to choose the type of sale you want to enter in this window. The Invoice Type window appears, allowing you to select a type of sale. These types are summarized below.
- ITEM: Choose this selection if you want to create an invoice that's used to record the sale of items and services for which you selected I Sell This Item in the Profile view of the Item Information window. When you record an item invoice, your in-house quantities of the items for which you also selected I Inventory This Item in the Item Information window (also known as inventoried items) listed on the invoice change accordingly.
- SERVICE: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window. This type of invoice allows you to track sales that don't affect your inventory quantities.
- PROFESSIONAL: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window, and include the specific date each item was sold.
- TIME BILLING: Choose this selection if you want to record the sale of activities or items. The activities are those for which you've entered information in the Activity Information window; the items are those for which you've marked I Sell in the Item Information window. NOTE: In order to include both activities and items on a time billing invoice, the preference I Include Items on Time Billing Invoices must be marked in the System view of the Preferences window.
- MISCELLANEOUS: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window, and that don't require a printed invoice.
Register button
Click this button to open the Sales Register window where you can view a list of your sales.
Save Quote/Record button
Quote: Click the Quote button to save the quote transaction you've made in this window.
Order or Invoice: Click the Record button to record the order or invoice transaction you've made in this window.
Cancel button
Click this button to remove all the entries you've made and close the window.
Copyright 2002 MYOB Limited