Quote/Order/Invoice

Choose Quote, Order or Invoice from the drop-down list.

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, you should 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.

Ship to

This field appears only if "I Include Items on Time Billing Invoices" is selected in the System view of the Preferences window.

In this field, enter the address you want to print on the invoice. You can accept the default customer address which is the address that can be entered in the Profile view of the Card Information window, select a different address or enter an address.

You can click the search icon next to the Ship To field to select from the five addresses which can be entered for the customer in the Profile view of the Card Information window or you can select the option named Another Card.

When you select Another Card, a search list of all the people and companies in the Card File appears. When you select a card, the address that can be entered in the Profile view of the Card Information window of that card will appear.

To enter an address that is not in the card file, simply delete the default address and enter the address you wish.

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.

Customer PO #

If you wish, enter the number assigned to the purchase order the customer sent you.

This number can be printed on the invoice.

Date column

This column displays the date of each activity slip for which you're billing the customer. If you're entering line items manually, enter the date of each activity for which you're billing the customer.

Hrs/Units column

This column displays the number of hours or units (such as miles or copies) for each activity slip for which you're billing the customer. You can enter the unit of measurement for an activity in the Activity Information window. If you're entering line items manually, enter the number of hours or units of the activity for which you're billing the customer.

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.

Activity column

This column displays the number of each activity or item for which you're billing the customer, or click the search icon to display a search list of activities to choose from. If you're entering line items manually, enter the activity ID number of each activity or the item number for each item for which you're billing the customer.

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.

Notes column

This column displays the name of the activity or item whose number appears in the Activity column.

• Notes for Activities: If you've marked the Use Activity Description On Invoice selection in the Activity Information window for the activity, your entry in the Description field will appear in this field.
  
  If you marked the Use Activity Slip Notes Instead of Activity Name/Description On Invoice selection in the Prepare Time Billing Invoice window, your entry in the Notes field of the Enter Activity Slip window will appear in this field.
  
  If you've marked the Use Activity Description On Invoice selection in the Activity Information window for the activity, your entry in the Description field will appear in this field.

• Notes for Items: If you've marked the Use Item Description on Sales selection in the Item Details view of the Item Information window, your entry in the Description field will appear in this field.

You can edit this field, if you wish.

Rate column

This column displays the default price of one unit of the activity for which you're billing the customer. A rate can be assigned to the activity in the Activity Information window. You can also assign a rate on an activity slip in the Enter Activity Slip window. You can use up to two decimal places for the price.

If you're entering line items manually, enter the price you're charging for one unit of the activity for which you're billing the customer. You also can accept the default price, which was assigned to the activity in the Activity Information 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.

Amount column

This column displays the total dollar amount of each line on the invoice, which is the amount in the Rate field multiplied by the quantity in the Hrs/Units fields. The final amount is rounded to the nearest cent.

If you change the amount, the entry in the Hrs/Units field will automatically change to reflect the new amount.

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

This column displays the job number you assigned to the activity in the Enter Activity Slip window. If you're entering line items manually, enter the job number here, or click the search icon to display a search list of jobs to choose from.

If you need to assign a single activity to more than one job, use multiple lines to record the transaction. For example, assume you want to include 10 hours of consulting on an invoice, but you want to assign 3 hours to job 23 and 7 hours to job 65. To do this, enter the Activity ID number for consulting in the Activity column, then enter 3 in the Hrs/Units column and 23 in the Job column. Move to the next line, enter the Activity ID number for consulting again, enter 7 in the Hrs/Units column and 65 in the Job column.

Tax column

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 to the right of the Tax field and beneath the Tax column. You can also click the search icon and select the code from the list.

Note:
If you activated the Use Audit Trail Tracking preference, a change to the tax code is among the changes that are recorded. (Changes and entries recorded by Audit Trail Tracking)

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 invoice amount as part of the employee's sales history.

Comment

Enter a comment to print on the invoice, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.

Ship Via

Enter the method by which you want to ship the items on the invoice, or click the search icon to display a search list of shipping methods. You can also use the Easy-Add function in the search list to create a new shipping method.

This method can be printed on the invoice.

This field appears only if the preference "I Include Items on Time Billing Invoices" is selected in the System view of the Preferences window.

Promised Date

Enter the date you expect to provide the services on the invoice. Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.

• If the layout type of this sale transaction is an order, this date will be placed as a reminder in the Orders view of your To Do List.

• If this isn't an order, the entry you make in this field is for your information only.

Subtotal

This field displays the total amount of all the items and services listed in the Amount column.

Freight

Enter the amount you are charging your customer to ship the items on this sales transaction.

This field is available only if you marked the Income Account for Freight field and assigned an account for freight charges in the Sales Linked Accounts window.

If you wish to indicate that the freight charges are taxable, click in the field next to the Freight field; a mark will appear to indicate the freight charges are taxable. If you selected Taxed in the Tax on Freight field in the Selling Details view of the Card Information window for this customer, a mark automatically appears in this field. To remove the mark, click on it.

This field appears only if the preference "I Include Items on Time Billing Invoices" is selected in the System view of the Preferences window.

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 (A change to the tax amount is reported in the Data Exception Review step of the Company Data Auditor.)

Note:
If you activated the Use Audit Trail Tracking preference, a change to the tax amount is among the changes that are recorded. (Changes and entries recorded by Audit Trail Tracking)

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.

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, you should 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.

Quote/Order/Invoice Delivery Status

Enter the delivery status for this customer, or click the search icon to display a search list of delivery statuses to choose from.

If you've selected a delivery option in the Invoices Delivery field of the Selling Details view of the Card Information window for the customer, that option will display automatically.

Choose Already Printed or Sent if you don't want to print this sale using AccountEdge. When you click Record, AccountEdge will record the sale as printed; then, when you choose to print unprinted sales only in the Advanced Filters window, this sale won't be printed.

If you've already printed and/or emailed the sale, the status will change to indicate that you've printed and/or emailed the sale.

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.

This field doesn't appear if you're viewing a recorded invoice or a saved order to which at least one payment has been applied.

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.

This field doesn't appear if you're viewing a recorded invoice or a saved order to which at least one payment has been applied.

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 (sales) window and enter additional information about the payment.

If you've selected a payment method for a customer using the Payment Details view - Customer of the Card Information window, depending on the payment method selected, some details about the payment method will automatically be entered. You can change the details, if you wish.

If you subscribe to the MYOB Merchant Account Service, you can authorize the payment; click the Details button to open the Applied Payment Details window.

This field doesn't appear if you're viewing a recorded invoice or a saved order to which at least one payment has been applied.

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 invoice, 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, an invoice 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 as Recurring button

Click this button to open the Edit Recurring Schedule window where you can save the entries you made for this sale as a recurring transaction and set up a schedule for recording it on a regular basis in the future.

You can change the information on a recurring transaction as needed from the Recurring Transactions List window. Until you record them, recurring transactions have no effect on your fiscal records.

Note: Even if you saved your entries as a recurring transaction, you must still click the Record button in this window if you want to record the current entries as a transaction. If you don't want to record a transaction at this time, click the Cancel button.

Use Recurring button

Click this button to open the Select a Recurring Transaction window and select a recurring sales transaction.

Reimburse

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.

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.

Order button

Click this button to convert a quote to a order.

This button appears only for saved quotes.

Invoice button

Click this button to convert a quote or an order to a invoice.

This button appears only for saved quotes or recorded orders.

WIP (Work in Progress) button

Click this button to open the Work In Progress view of the Prepare Time Billing Invoice window, where you can view a list of works in progress for the customer card you entered in the Sales window. In MYOB AccountEdge, works in progress are activity slips for chargeable activities for which you haven't billed the customer in full.

When you click the Prepare Invoice button in the Prepare Time Billing Invoice window, the works in progress for which you've entered amounts or units in the Bill column will be transferred automatically to the Sales window as line items.

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 selected the Required option when you chose that preference, you must select a category here before you can record this transaction.

Print button

Click this button to print this sales transaction.

Send To button

Click this button to send this transaction to email, fax or disk.

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.