Selling and Purchasing Items

Transcription

1 Selling and Purchasing Items Selling t custmers invlves the fllwing dcuments: Dcument Qute Invice Custmer Credit Ntes Definitin Qutes are ptinal. A qute is an ffer t sell ne r mre items t a custmer at the price yu specify. When yu prduce a qute, yu specify a date n which the qute expires. The custmer can accept the qute up t that date. After that date, it is yur chice whether t sell t the custmer at the qute price. Nte that a qute is nt a sale. When yu prduce a qute, the system des nt update any quantity r sales statistics, because there is n sale yet. When a custmer purchases frm yu, yu prcess an invice. An invice is a dcument f sale. If yu first prduced a qute fr the custmer, yu can cpy the qute int the invice and print it withut having t red any data entry. Yu deliver the invice t the custmer alng with the items yu sell. If a custmer returns an item yu sld them fr a refund, yu prcess a credit nte. The values yu enter int a credit nte will reverse the values yu entered int an invice. The amunt the custmer wes yu decreases, as d the sales quantities and sales values per item. Custmer adjustments are used t increase r decrease a custmer balance by affecting anther accunt. Fr example, if yu needed t charge a custmer interest, yu culd prcess a custmer adjustment t increase the custmer balance and affect an Interest Received accunt. Custmer Adjustments When yu are wrking with custmer adjustments, yu will wrk with tax in the same way yu d when prcessing custmer invices yu always enter tax at the pint f the riginal transactin and the custmer balance will always be increased r decreased with the tax inclusive amunt. Fr custmers, yu enter riginal transactins via custmer invices (and returns), r via custmer adjustments. In bth these prcesses, yu enter tax cdes alng with the transactins. When yu receive payment frm custmers, yu d nt enter tax.

2 Purchasing frm suppliers invlves the fllwing dcuments: Dcument Purchase Order Supplier Invice Supplier Return Definitin Purchase Orders are ptinal. A purchase rder is an undertaking t purchase ne r mre items frm a supplier at the specified price. Yu enter a purchase rder int the system in rder t have a recrd f the rder yu are placing with the supplier. Nte that a purchase rder des nt recrd an actual purchase. When yu prduce a purchase rder, the system des nt update the quantity n hand, nr des it update purchase statistics, because there is n purchase yet. When yu receive gds and an invice frm the supplier, yu prcess a supplier invice. If yu first prduced a purchase rder fr the supplier, yu can cpy the purchase rder int the supplier invice and print it withut having t red any data entry. If yu receive ne r mre defective items, r yu wish t return items t a supplier, yu prcess a return. The values yu enter int a supplier return will reverse the values yu entered int an invice. The amunt yu we the supplier decreases, as d the purchase quantities and purchase values per item. The n hand quantity f the items decreases by the quantity yu return. Supplier adjustments are used t increase r decrease a supplier balance by affecting anther accunt. Fr example, if a supplier charged yu interest, yu culd prcess a supplier adjustment t increase the supplier balance and affect an Interest Paid Accunt. Supplier Adjustments When yu are wrking with supplier adjustments, yu will wrk with tax in the same way yu d when prcessing supplier invices yu always enter tax at the pint f the riginal transactin and the supplier balance will always be increased r decreased with the tax inclusive amunt. Fr suppliers, yu enter riginal transactins via supplier invices (and credit ntes r returns), r via supplier adjustments. In bth these prcesses, yu enter tax cdes alng with the transactins. When yu pay suppliers in Banks and Credit Cards, yu d nt enter tax.

3 Here is a typical invice windw: The windw has fur sectins: In the header sectin, yu chse the custmer r supplier accunt. Yu then enter r select ne f the multiple delivery addresses and ther infrmatin, such as the dcument date. Als in the header sectin, yu can select a qute that yu want t link the invice t. Lines prcessed in the qute will be cpied ver t the invice.

4 There are tw additinal ptins available in the header sectin: Field Explanatin The fllwing ptins are available: Send the dcument t the custmer via Print preview the dcument Print and the dcument Print the Delivery Nte Send Yu can cnvert the custmer dcument t ne f the fllwing ptins: Create a Recurring Invice frm a dcument Create a Credit Nte fr a dcument Create a Credit Nte fr a dcument and re-invice Create a Receipt fr a dcument Cpy the details n a dcument and paste it nt a new dcument Optins There are different ptins available in the different prcessing screens. In the lines sectin, yu enter as many items as yu are selling r purchasing. Yu enter each item n its wn line, with the required quantity fr that item. Yu can als search fr items by cde f by name using this drp dwn.

5 Select the VAT Type yu wish t use. VAT Type Manual VAT (Capital Gds) Manual VAT Explanatin Sage One Accunting allws yu t create a VAT type with a 100% VAT rate. Yu use this fr VAT adjustment purpses. When yu use this VAT type, the full amunt yu enter fr the transactin is VAT. When yu prcess purchases, fr example, yur supplier may rund VAT differently frm Sage One Accunting. If there is a runding difference, yu can enter it as a VAT-nly transactin. Sage One Accunting allws yu t enter yur wn VAT amunt n a transactin by chsing the Manual VAT type. Again, when yu prcess purchases, fr example, yur supplier may rund VAT differently frm Sage One Accunting. If there is a difference, yu can enter the specific VAT amunt by chsing the manual VAT type. Standard Rated Standard rated VAT is taxed at 14%. Zer Rated / Exempt This refers t gds (fr example, fd and bks) which are taxable but at a zer rate. Yu can als prcess prjects, departments and cst cdes per prcessing line. In the fter sectin, yu can enter a message r additinal text t print n the dcument. At the bttm f the screen are fur ptins: Save t save the dcument and return t the screen that yu were in. Save and New t save the dcument and clear the fields s that yu can enter anther dcument. Print Preview t preview a printable versin f the dcument. t a PDF 128-bit encrypted cpy f the dcument t the custmer.

6 Yu can select that the system uses the default signature, r yu can select an signature that yu created in the Cmpany Settings... Signatures screen. Yu can als attach additinal dcuments t yur , but it cannt be bigger than 1 MB. Print Delivery Nte t prcess the dcument and print ut a delivery nte fr custmers t sign.