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

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.

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 (day selection) 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.

Ship column

Enter the quantity of items you plan to ship with this invoice, using up to three decimal places. When you click Record, the on-hand quantities of items you inventory will be decreased by the amounts you enter here.

Enter this number in selling units of measure. For example, if you're selling three pairs of lamps, enter 3 in this field.

You can also enter 0 as a quantity in this column, if you wish. Zero can be used as a quantity for special "items" such as freight; although no quantities are reduced, the "item" appears on the printed invoice.

Note:  Tips for entering quantities for inventoried items on sales

Backorder column

Enter the quantity of items you plan to include on an order for this transaction, using up to three decimal places. When you click Record an order listing the quantity of items you entered here will be created.

Enter this number in selling units of measure. For example, if you want to put three pair of lamps on back order, enter 3 in this field.

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.

Item Number column

Enter the number of each item you wish to include on this invoice, or click the search icon to display a search list of items to choose from.

Only items for which you selected I Sell This Item in the Profile view of the Item Information window can be entered in this column.

Description column

Enter a description of the item, or accept the default description, which is the description that was assigned to this item in the Item Details view of the Item Information window (and the Use Item Description selection was marked) or the name of the item if no description was entered. You can use up to 255 characters for the item description.

Location column

Enter the location of each item you wish to include on this sale, or click the search icon to display a search list of locations to choose from.

If a location appears automatically in the field:

• You've selected a default location for the item in the Item Information window - Locations view.
  
  -- or --

• The item is on hand at only one location.

The Location column can be used for inventoried items only.

Note: The Location column will appear after you've added a second location

Price column

Enter the price you're charging for each item, or accept the default price, which was assigned to this item in the Selling Details view of the Item Information window or Set Item Prices window. You can use up to two decimal places for the price.

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.

Disc% column

Enter the discount percentage you offer to this customer when you make large volume sales to the customer, or accept the default percentage, which was assigned to the customer in the Selling Details view of the Card Information window.

This is a discount for large-volume customers. It isn't a discount for customers who make early payments.

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.

Total column

Enter the total dollar amount of each line on the invoice, or accept the default, which is the amount in the Price field multiplied by the quantities in the Ship and Backorder fields, then subtracted by the percentage in the Disc% field. The final amount is then rounded to the nearest cent.

If you change the default amount, the percentage in the Disc% 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

You can assign a job to each line in Item Invoice view. To do so, 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 item to more than one job, use multiple lines to record the transaction. For example, assume you want to include 100 widgets on an invoice, but you want to assign 30 widgets to job 12 and 70 widgets to job 43. To do this, enter the Widgets item number in the Item # column, then enter 30 in the Ship column or Backorder column and 12 in the Job column. Move to the next line, enter the Widgets item number again, enter 70 in the Ship column or Backorder column and 43 in the Job column.

Tax column

This column is used to designate the items on the invoice on which you wish to charge sales tax. If you wish to indicate that an item is taxable, click in this column next to the taxable item; 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.

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.

Promised Date

Enter the date you expect to ship the items on the invoice. Select the space bar if you'd like to enter a date using AccountEdge's Calendar (day selection) 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.

To use this field, you must mark the I charge freight on sales field and assign an account for freight charges using 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.

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.

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 Transaction Review step of the Company Data Auditor.)

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 a service 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.

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, 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, 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.

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 makes 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.

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 a transaction's entries as a recurring transaction, you must still click the Record button to record the transaction.

Use Recurring button

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

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.

Order button

Click this button to convert a quote to an order.

This button appears only for saved quotes.

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.

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.

Create PO button

Click this button to open the Purchases window - Item layout; the line items entered on the current item sale will be automatically transferred to an item purchase order.

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 the sales transaction displayed in the window.

Before printing, you'll choose the sales form you want to use:

• One sales form is listed; it's the form that you entered in the Printed Form field for the customer in the Selling Details view of the Customer Information window. If no form is entered in the Customer Information window, the first form displayed in the Selected Form for Sale in the Advanced Filters window for invoices will be listed.)
  
  The entry in the Printed Form field of the Selling Details view of the Customer Information window remains the same no matter which form you choose here.

• The other choice is Select Another Form; when this is chosen, the Select from List window will display; all available sales forms listed in the Selected Form for Sale in the Advanced Filters window for sales will be listed.

The alert message If the transaction hasn't already been recorded appears explaining that the transaction will be recorded before it's printed. Click OK to record and print.

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 on-hand 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 Save Quote button to save the quote transaction you've made in this window. This has no effect on inventory.

• Order: Click the Record button to record the order transaction you've made in this window. The item will be committed, but not removed from inventory. Committed items aren't exclusively saved for the order; they're still available for sale to other customers.

• Invoice: Click the Record button to record the invoice transaction you've made in this window. The quantities you listed in the Ship column will be used to decrease your on-hand quantity of each item that's listed on the invoice. If the quantity of an item in the Ship quantity is greater than the item's on-hand quantity, the Backorder List window will appear, where you can automatically build, buy or backorder more of the item.

Cancel button

Click this button to remove all the entries you've made and close the window.