Manual

Sales documents

All sales documents share one layout. The header names the customers and the dates; the Lines say what is sold; the Totals add it up. They are numbered from the series of Sales Receivables Setup (at Passion Bakery, quotes SQ…, orders SO…, invoices SI…, credit memos SC…).

The header

Group	Field	What it is for
General	Sell-to Customer No., Sell-to Customer Name	Who buys. Choosing the customer fills the rest from its card.
	Description	What the sale is. Posting needs it.
	Posting Date	The date the entries are posted on, and the date the due date and prices are worked out from.
	Location	Where item lines without a location of their own take stock from. Blank uses Inventory Setup’s Default Location (BAKERY at the bakery).
	External Document No	The customer’s own reference, such as its order number.
	Status	Open, Pending Approval or Released: see Documents and posting.
	Credit Type, Credit Limit UGX	From the bill-to customer: see Customers and prices.
	Dimension codes	Taken by the lines and by the customer entry posting makes.
Totals	Total Amount Excl. VAT, Total VAT Amount, Total Amount Incl VAT	The lines added up.
Order Details or Invoice Details	Currency, Cust. Posting Group, Gen. Bus. Posting Group, VAT Bus. Posting Group	From the bill-to customer. A document in another currency takes the posting date’s exchange rate.
Sell-to	Address, email and phone	Of the customer who buys.
Personal Details	Gender, Birth Date, Age	For a customer who is a person.
Bill-to	Bill-to Customer No., name, address, Payment Terms Code, Due Date, Bill-to TIN	Who pays, and when.
Contact	Contact person	The person to speak to.
Receipts	Receipt Document No, Tot. Posted Receipt Amount	Payments taken on the document itself: see Customer payments.

The lines

Field	What it is for
Type	Item (stock), GL (a G/L account, such as a delivery charge), Resource, or blank for a line of text.
No	The item, account or resource. It fills the Description, unit of measure and price.
Location	Where the item leaves from; blank uses the header’s.
Quantity	How many, in the line’s unit of measure.
Unit Of Measure	The item’s Sales Unit of Measure, else its base unit. Any of the item’s units may be chosen.
Unit Price	Including VAT. The bill-to customer’s agreed price when there is one, else the item’s.
Line Discount %, Line Discount Amount	A discount on the line; entering one sets the other.
Line Amount	Quantity × Unit Price, less the discount.
Qty. to Ship, Quantity Shipped	On orders: what the next Ship takes out of stock, and what has been shipped.
Qty. to Invoice, Quantity Invoiced	On orders: what the next Invoice bills, and what has been billed.

A line of text (no Type, just a Description) prints on the invoice, as a heading for the lines below it.

Each document

Sales Quote

An offer. It can be printed (Sales Quote report) but never posted. Make Order makes a sales order from it, and Convert To Invoice a sales invoice; either deletes the quote. The order or invoice keeps the quote’s number in its Quote No.

Sales Order

For a sale delivered and billed separately, or in parts. Its Action group has:

Ship: posts a shipment of each line’s Qty. to Ship. The goods leave stock, and a Posted Sales Shipment is kept (print it with Delivery Note).
Invoice: posts an invoice of each line’s Qty. to Invoice, which can’t be more than has been shipped.
Ship and Invoice: both at once.

After each posting, the quantities to ship and invoice are set to what is left. The order is deleted once all of it is shipped and invoiced. Shipments lists its posted shipments.

Sales Invoice

For a sale billed at once. Post ships and invoices the whole quantity, and the Posted Sales Invoice opens. Sales Proforma Invoice prints it before it is posted.

Get Shipment Lines bills what was shipped earlier on orders: it lists the posted shipment lines of the invoice’s bill-to customer not yet invoiced. Get Lines adds the lines you ticked (or the one chosen); Get All Lines adds everything shipped by the invoice’s posting date, such as a month’s deliveries on one invoice. Each shipment comes in under a heading line with its number and date, at the order’s prices. Posting the invoice bills those orders, and deletes an order once all of it is shipped and invoiced.

Sales Credit Memo

Gives a customer credit against a posted invoice, such as for bread returned stale. Applies-to Invoice must name the posted invoice. Its lines can be items (which come back into stock) or G/L accounts. Post keeps a Posted Sales Credit Memo, and the customer’s balance goes down.

Sales Return Order

For goods that come back, received and credited separately. It also names its Applies-to Invoice. Receive puts the lines’ Return Qty. to Receive back in stock (a Posted Return Receipt), Credit credits the lines’ Qty. to Credit (a posted credit memo), and Receive and Credit does both. Items that come back on a credit memo or a return order return at the cost they left with on the invoice they were sold on.

Printing

Document	Report
Sales quote	Sales Quote
Sales order	Sales Order
Sales invoice, before posting	Sales Proforma Invoice
Posted sales invoice	Posted Sales Invoice
Posted sales credit memo	Sales Credit Memo
Posted sales shipment	Delivery Note