Quote/Invoice
Choose Quote 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 quotes exist for the customer, a window will appear, listing the customer's quotes. You can either select a quote if you want to work the 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. 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
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 sale, 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 FirstEdge'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.
Qty column
Enter the quantity of items you plan to ship with this invoice, using up to three decimal places.
Enter this number in selling units of measure. For example, if you sell three pair 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.
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.
Price column
Enter the price you're charging for each item, or accept the default price, which was assigned to this item in the Profile view of the Item Information 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.
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 Qty field. The final amount is then rounded to the nearest cent.
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 Qty column and 12 in the Job column. Move to the next line, enter the Widgets item number again, enter 70 in the Qty 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.
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)
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 FirstEdge's Calendar window. 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.
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.
Note:
If you activated the Use Audit Trail Tracking preference, a change of 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, 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 FirstEdge 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.
Quote/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 FirstEdge. When you click Record, FirstEdge 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 (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 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 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 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:
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.
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.
This button appears only when viewing a recorded invoice to which at least one payment has been applied.
Invoice button
Click this button to convert a quote to an invoice.
This button appears only for saved quotes.
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:
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.
Register button
Click this button to open the Sales Register window where you can view a list of your sales.
Save Quote/Record button
Cancel button
Click this button to remove all the entries you've made and close the window.