You can open the Receive Payments window using the keyboard shortcut, COMMAND+B in any window.
You can open the Sales window using the keyboard shortcut, COMMAND+J in any window.
You should create a card for all your regular customers, however, to ensure that sales to them and payments you receive from them are recorded correctly in your accounts. You may also want to use the contact, selling details, sales history and other customer information to help you analyze this side of your business.
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Quantity breaks—Use the price matrix in the Selling Details tab of the Item Information window to set price levels.
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Percentage discounts per line item—Enter a discount percentage in the Disc% column for each line item you want to discount. You can set a default percentage that will appear for all of a particular customer’s line items using the Volume Discount % field in the Selling Details view of the Card Information window for the customer.
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Percentage discounts per invoice—You can enter a discount percentage in the Disc% column in the Sales window to enter a one-time discount for a particular invoice if the customer doesn’t normally receive discounted prices.
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To do this, open the Card Information window for the customer, click the
Selling Details tab and make a selection in the
Sale Layout field. Depending on your company file setup, you can also select a default
Printed Form in the field below.
If the sales transaction doesn’t appear in the Sales Register, it may still have the status of a quote or it may have been fully paid already.
To view bills by the customer’s purchase number, select the Show Customer Purchase Number in Receive Payments option in the
Sales tab of the
Preferences window.
Before you can record a customer payment, the payment amount must be fully allocated to the invoices that are being paid. For example, if the customer is paying for invoice 1001, locate that invoice and click in the
Amount Applied column to apply the customer’s payment to that invoice. Customer payments can be split between two or more invoices.
When the payment amount is fully allocated, the Out of Balance amount should be $0.00, and you’ll be able to record the transaction.
To change the terms for a single transaction, select the customer card in the Sales window, then click the zoom arrow next to
Terms. The
Credit Terms window appears. Enter the terms for this sale and click
OK. The terms will apply to this sale only.
If some columns are missing from the Sales window, such as
Item Number or
Date, you may be using the wrong layout for the type of sales transaction you’re creating. Click
Layout near the bottom of the window to view the choices available, and select another layout if you want.
Use a Miscellaneous invoice for quick transactions that involve no items and require no printed documentation. For example, you can issue a Miscellaneous invoice to make a small adjustment to an invoice that you already issued, or to bill for charges on a sale. Note that you cannot print Miscellaneous invoices.
The default field information for comments, shipping methods, referral sources and payment methods can all be changed or deleted. Note that the comments and shipping methods are used for both sales and purchases transactions, and deleting them removes them from the
Sales window and the
Purchases window.
To change the field information, go to the Lists menu and choose
Sales & Purchases Information, then choose the field information you want to change. Click the required tab and select the field you want to change or delete:
If this isn’t an item you routinely offer for sale, you may not have selected the I Sell This Item option in the
Profile view of the
Item Information window. Only the items that have been marked as sellable appear in the
Select from List window.
To make an item sellable, open the Item Information window for the item you want to sell. In the
Profile tab, select the
I Sell This Item option and select an income account for tracking sales in the adjacent field.
You cannot enter multiple shipping addresses on a single invoice. Instead, you need to either enter separate invoices, or if your business’s shipping policy allows it, enter the separate locations in header lines above each line item. Later, when you print your invoice or packing slip, the shipping addresses you specified will appear in the
Description column above the items that are being shipped.
Sales transactions will, by default, appear with the currency assigned to the customer in the Profile view of the
Card Information window. You need to change the currency here to change it for the transaction. Note that you can change the exchange rate used for a particular sales transaction by clicking
Rate at the bottom of the transaction window.
If the tax amount is still wrong, click the zoom arrow next to it. The Tax Information window appears. If the amount assigned to the tax code is incorrect, change the amount and click
OK. The change will be applied to the sale.
If you want to be warned before duplicate invoice numbers are recorded, select the Warn for Duplicate Invoice Numbers on Recorded Invoices option in the
Sales tab of the
Preferences window.
If you have transactions that you record time and time again—for example, regular sales to a customer—you can set them up as recurring transactions and save them for future use.
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in the Bank Register window—Select the transaction you want to make recurring, then go to the Edit menu and choose Save as Recurring.
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in the Sales window—Enter the sales transaction as you normally would, then click Save as Recurring instead of Record.
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The Edit Recurring Schedule window appears. Enter the recurring details of the transaction and click
Save.
Customer opening balances reflect the amount that a customer owes you as of your conversion month. If you want to add a sale that occurred prior to conversion, go to the
Setup menu, choose
Balances and then choose
Customer Balances. In the
Customer Balances window that appears, click
Add Sale. The
Historical Sale window appears. Enter the details of the sale and click
Record. This will create the outstanding invoice amount for the customer.
The Customer Balances window only displays customers that use the selected currency. If you use the multicurrency feature, try selecting a dif ferent currency in the
Currency field.
Open the historical sale through the Historical Sale window. Check that the selected tax code is correct. If not, select a different code. If the tax code is correct and the tax amount still is wrong, click the zoom arrow to the left of the tax amount. The
Tax Information window appears. You can change the tax amount for each tax code used on the sale. Make your changes and click
OK.
Pie graphs can be divided into a maximum of 13 sections. The 12 largest amounts are shown in individual sections. Everything else is combined in the 13th section. If you are displaying a graph for over 13 items (or accounts), not all of them will be represented.
