Fields in the Settle Returns & Credits window -Apply to Sale view

Fields in this window
Settle Returns & Credits window - Apply to Sale view

Window Overview | To use this window | Fields in this window | To find this window

Customer

This field displays the name of the customer whose customer credit you selected in the Select from List window. This name can't be changed using this window; however, if you wish to view detailed information about the customer, click the zoom arrow to display the Profile view of the Card Information window.

ID #

When you begin to create a transaction in this window, this field automatically displays the next BusinessBasics SJ (Sales Journal) number available.

If you click this field, Auto # will automatically display. If you're using BusinessBasics on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # is not displayed once you enter a number in the field or move to another field.

If you choose to enter a number here, consider leaving the SJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Sales Journal transaction. If you choose to enter a number in the ID # field, the next time you record a payment from a customer, the ID # will automatically revert to the next available BusinessBasics SJ number; it won't increase the number you entered by one.

Credit Amount

Accept the default amount, which is the amount that resulted from the transaction that created the customer credit or enter the amount of the customer credit you wish to apply. If you decide to change the default amount, you can only decrease it.

Date

Enter the date of the transaction or accept the default of today's date.

Use the Calendar function, if you like, to select and enter the date.

Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various BusinessBasics reports, as well as the Sales Journal.

Invoice # / Cust PO # column

This column displays either the numbers assigned to each of the customer's sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether you've marked the box labeled Show Customer Purchase Number in Receive Payments in the Sales view of the Preferences window.

Status column

This column displays the status of each of the sales in the list.

OPEN: Invoices with a positive balance.

CLOSED: Invoices with a zero balance.

If you want to open the Find Transactions window to view more detailed information about a specific sale, click the zoom arrow next to the sale's status.

Date column

This column displays the date each of the sales in the list was recorded.

Orig Amount column

This column displays the current amount due for each of the sales in the list.

Discount column

Enter early-payment discounts for each of the sales in this list, or accept the default amounts, which were entered for this sale.

Enter a discount amount only when you're settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a sale's remaining balance, that discount won't be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount won't be calculated; $25 will be the remaining balance of the sale.

Total Due column

This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.

Amount Applied column

Enter the amount of the customer credit you want to apply to each sale in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one sale's remaining balance or the remainder of the customer credit amount.

You can distribute the customer credit amount to more than one sale.

Total Applied

The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field; the Total Applied amount must equal the amount that appears in the Amount Received field in the top half of the window before you can record the transaction.

Credit Amount

This field displays the amount entered in the Credit Amount field entered in the top of the window. The amount in the Credit Amount field must equal the amount in the Total Applied field before you record the transaction. In other words, the Out of Balance field must be zero before you record.

Out of Balance

This field displays the difference between the amount in the Credit Amount field and the amount in the Total Applied field. The Out of Balance amount must be zero before you record.

Include Closed Sales

Mark this selection if you want to display closed sales in the scrolling list.

Journal button

Click this button to open the Transaction Journal window; the Sales view is selected. Recorded transactions can be found using this window.

Record button

Click this button to record the transaction you've made in this window.

Cancel button

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

Customer	This field displays the name of the customer whose customer credit you selected in the Select from List window. This name can't be changed using this window; however, if you wish to view detailed information about the customer, click the zoom arrow to display the Profile view of the Card Information window.
ID #	When you begin to create a transaction in this window, this field automatically displays the next BusinessBasics SJ (Sales Journal) number available. If you click this field, Auto # will automatically display. If you're using BusinessBasics on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. Auto # is not displayed once you enter a number in the field or move to another field. If you choose to enter a number here, consider leaving the SJ prefix assigned to the number, so it's easy for you to distinguish the transaction as a Sales Journal transaction. If you choose to enter a number in the ID # field, the next time you record a payment from a customer, the ID # will automatically revert to the next available BusinessBasics SJ number; it won't increase the number you entered by one.
Credit Amount	Accept the default amount, which is the amount that resulted from the transaction that created the customer credit or enter the amount of the customer credit you wish to apply. If you decide to change the default amount, you can only decrease it.
Date	Enter the date of the transaction or accept the default of today's date. Use the Calendar function, if you like, to select and enter the date.
Memo	Using up to 255 characters, enter a description of the transaction. This description will appear on various BusinessBasics reports, as well as the Sales Journal.
Invoice # / Cust PO # column	This column displays either the numbers assigned to each of the customer's sales, or the numbers of each of the purchase orders that the customer has given to you. The numbers that appear depend upon whether you've marked the box labeled Show Customer Purchase Number in Receive Payments in the Sales view of the Preferences window.
Status column	This column displays the status of each of the sales in the list. OPEN: Invoices with a positive balance. CLOSED: Invoices with a zero balance. If you want to open the Find Transactions window to view more detailed information about a specific sale, click the zoom arrow next to the sale's status.
Date column	This column displays the date each of the sales in the list was recorded.
Orig Amount column	This column displays the current amount due for each of the sales in the list.
Discount column	Enter early-payment discounts for each of the sales in this list, or accept the default amounts, which were entered for this sale. Enter a discount amount only when you're settling the entire remaining balance of a sale. If you enter a discount on a partial payment of a sale's remaining balance, that discount won't be recorded. For example, if you enter a $2 discount on $100 sale, the total due amount is $98. However, if you apply only $75 to the sale, the discount won't be calculated; $25 will be the remaining balance of the sale.
Total Due column	This column displays the total amount due for each sale in the list. This amount is calculated by subtracting the amount in the Discount column from the amount in the Amount column.
Amount Applied column	Enter the amount of the customer credit you want to apply to each sale in the list, or accept the default amounts that appear in this column. The default amount that appears in this column is either the total amount of one sale's remaining balance or the remainder of the customer credit amount. You can distribute the customer credit amount to more than one sale.
Total Applied	The amount(s) you apply in the Amount Applied column will accumulate in the Total Applied field; the Total Applied amount must equal the amount that appears in the Amount Received field in the top half of the window before you can record the transaction.
Credit Amount	This field displays the amount entered in the Credit Amount field entered in the top of the window. The amount in the Credit Amount field must equal the amount in the Total Applied field before you record the transaction. In other words, the Out of Balance field must be zero before you record.
Out of Balance	This field displays the difference between the amount in the Credit Amount field and the amount in the Total Applied field. The Out of Balance amount must be zero before you record.
Include Closed Sales	Mark this selection if you want to display closed sales in the scrolling list.
Journal button	Click this button to open the Transaction Journal window; the Sales view is selected. Recorded transactions can be found using this window.
Record button	Click this button to record the transaction you've made in this window.
Cancel button	Click this button to remove all the entries you've made and close the window.