MacFormat 1994 November/macformat-018.iso/Demos/M.Y.O.B. Accounting Demo/M.Y.O.B. Demo/M.Y.O.B. Demo.rsrc/STR#_10026.txt

Text File | 1994-08-31 | 12.8 KB | 557 lines

Invoice Sales

Àá
CustomerÀá


You must select a customer for this sale.  Customers are those card file entries

you labeled 'Customer.'



If there are pending sales on file for this customer, a dialog appears.  You may

choose to process a pending invoice (see Pending Invoice) or create a new one.



Àá
Ship ToÀá


This is the ship to address that is printed on the invoice.  The default is taken

from the customer’s card in the card file.  You may accept the default address or

change it and press Tab.



Àá
Note:Àá
  If there is no ship to address on the customer’s card, M.Y.O.B. uses the

mailing address.



There's a Card File icon next to the ship to address.  Click it to choose an address

from a card other than the selected customer's card.  Choose any card, regardless of

card type.



This feature is a big help for customers with multiple shipping addresses.

Simply create an extra card for each additional shipping address.  Use a unique

name for the extra card so you don't confuse it with the actual customer card.



Àá
Invoice NumberÀá


The Invoice Number identifies this transaction within the Sales & Receivables

Journal.  M.Y.O.B. sorts Sales & Receivables Journal transactions by journal

(invoice) number within date.  You may enter up to 8 characters, using any

combination of numbers and letters.  M.Y.O.B. provides a default 8-digit invoice

number.  M.Y.O.B. allows duplicate invoice numbers, however it is not

recommended.



Àá
Note:Àá
 M.Y.O.B. will automatically increment a numeric invoice number.

M.Y.O.B. does not increment non-numeric invoice numbers.  If you must use a

non-numeric format, M.Y.O.B. keeps incrementing and providing the next

numeric invoice number as the default.  It is up to you to override it for every

invoice.



Àá
DateÀá


All transactions within the Sales & Receivables Journal are sorted by

transaction date.  You may not enter a date prior to the conversion date or in a

prior fiscal year.  If you enter a future date, M.Y.O.B. accepts it, but only after

warning you that the date is probably in error.



Àá
Customer P.O. NumberÀá


This is optional.  If your customer sent you a purchase order and you wish to

note it on the invoice, enter it here.



Àá
TermsÀá


The invoice displays the credit terms, if any, for this customer.  To change

them, click the arrow next to the customer’s name.



Àá
HandwrittenÀá


If the invoice is not going to be printed by M.Y.O.B., check Handwritten.

M.Y.O.B. then considers the invoice as already printed.  When you print your invoices,

select All Unprinted invoices and the 'handwritten' invoice is not  included.



Àá
Ship ViaÀá


This is an optional field.  Enter how you wish to ship these items.  The Ship Via

field can be printed on the invoice.



Àá
Item InvoiceÀá




Àá
Ship Quantity and Backorder QuantityÀá


There are two quantity fields in M.Y.O.B.  When you click Record, M.Y.O.B.

records the sale for items with a Ship Quantity and creates a pending invoice for

any quantities in the Backorder field.



    Enter the quantity of this item sold.  Enter up to three decimal places.

    Zero is a valid quantity.



    Note:  The quantity is in selling units.  Say, for example, you said (when

    entering the item information) there are 6 inventory items per selling

    unit.  When you enter 1 as the quantity, 6 items are taken from

    inventory.



    Note:  Use Tab to move to the Item Number field.  Pressing Return moves

    you to the next line.  When the Ship Quantity field is empty, pressing

    Return jumps you to the Comment field.



Àá
    Item NumberÀá


    Enter the Item Number of the item you’re selling and press Tab.  The item

    description is displayed and you’re brought to the Price field.



    Note:  Only items checked 'I Sell this Item'  in the Items List window can

    be sold (see Items List in Chapter 6.)



    Note:  Item numbers beginning with a (\) are not printed on the invoice.

    Use backslash item numbers to identify special items such as freight or

    handling charges or comments like, 'Thank You for choosing Acme.'  See

    Items List in Chapter 6 for a complete discussion of special items.



Àá
    DescriptionÀá


    The Description defaults to the name given to the item in the Item

    Information window.  You may change it.  But remember, if you change it,

    the item information is not changed.  To change the item's name permanently,

    you must edit it via Items List in the Inventory command center.

    To enter more than one line of description see Chapter 4 of your User's Guide.



Àá
    PriceÀá


    M.Y.O.B. defaults to the current price of the item (see Set Item Prices in

    Chapter 6).  You may change it if you wish.  Enter a whole number

    followed by up to three decimal places.  M.Y.O.B. multiplies the price by

    the quantity, subtracts the discount and then rounds the final amount to

    the nearest penny.



Àá
    DiscountÀá


    The discount is the percentage entered as the volume discount in the

    customer’s card.  You may change it.  Discounts can range from -100% to

    100%.  Enter 2.5% as '2.5,' not '.025.'



    Note:  This is a discount for volume customers.  It is not the discount for

    early payment.



Àá
    TotalÀá


    Total Amount is the quantity multiplied by the price, minus the discount.

    Change it and M.Y.O.B. recalculates the discount.





Àá
Service InvoiceÀá


Àá
    DescriptionÀá


    Enter whatever you’d like.  For multi-line descriptions, press Return to

    move to the next line.  When you’ve completed the description, press Tab

    to enter an account.



    Note:  To put a blank line between descriptions, type a space and press

    Return.



Àá
    Account NumberÀá


    Before you can enter an amount, you must select an account.  Since this is

    a Sales & Receivables Journal entry, it is usually an income account.



    If you need to enter a new sales account, click the New Account button on the

    detail accounts dialog and M.Y.O.B. zooms to Chart of Accounts.  Enter the

    account information and press Enter or click OK.  The window disappears

    and you’re back at the Account Number field.  Type the new account

    number and press Tab.  The new account is selected, its name appears and

    you jump to the Amount field.



Àá
    AmountÀá


    Enter a dollar amount.  M.Y.O.B. allows you to type the dollar amount

    using numbers, commas, periods and dollar signs.  Improperly formed

    amounts are disallowed and decimal amounts are rounded to the nearest

    penny.



    Since M.Y.O.B. balances positive amounts with a debit to your linked

    receivables account, any positive number entered is treated as a credit.

    This is almost always correct, since whenever you add to an income

    account it is a credit.  If you’re entering a return or sales adjustment, use

    a negative amount.  Negative amounts reduce (debit) the selected account.

    If there is a negative balance due, the linked receivables account is

    credited.



    Note:  A negative balance due creates a credit sale.  Use Settle Credits to

    process a refund or apply the money to another receivable.



    Note:  An account without a dollar amount is kept on the invoice, but is not

    recorded as part of the journal entry.





Àá
JobÀá


You can assign the amount to a job .  Type the job number and press Tab.

If you are unsure of the job number, press Command-L to see the job list.

Select a job from the job list or click New Job to create a new one.



If you inventory this item, the sales revenue and the cost of sales are assigned to

the job.  If you do not inventory this item just the sales revenue is assigned to the

job.



Àá
Note:Àá
  If you need to assign a single item to more than one job, enter the item

more than one time.  Say, for example, you’re invoicing 50 widgets and 30 are

for job 12 and 20 are for job 43.  Enter two lines for widget sales, one for 30

units and the other for 20 units.



Àá
TaxÀá


A checkmark in the Tax column means that the item is subject to sales tax.  The

Tax column defaults to a checkmark if you checked 'Taxable When Sold' in the

item information window.



Click the column to enter a checkmark.  Click a checkmark to remove it.



Àá
CommentÀá


Enter a comment to be printed on the invoice.



Àá
Journal MemoÀá


This is a memo for the Sales & Receivables Journal transaction.  When

printing invoices, you may decide whether or not to print journal memos.



Àá
FreightÀá


Enter the shipping charges for this invoice.  You must have a linked freight

account before you can use this field.



Àá
SalespersonÀá


M.Y.O.B. tracks sales by salesperson.  This is optional.  If you do not wish to

assign this sale to an employee leave the field blank.



Since this is an optional field, pressing Tab or Return does not display your list

of employees.  To select a card, you must type a few letters of their last name,

press Command-L, or click the card file icon.



Àá
Note:Àá
  Before M.Y.O.B. can track sales by a salesperson, you must check the

'Track Sales' History checkbox on the employee's card.



Àá
Promised DateÀá


If you are placing this invoice in the pending file, enter the date the order should

be delivered.



Àá
Note:Àá
  Although you may enter a Promised Date for an actual sale, it is relevant

only if you place the invoice in the pending file.



Àá
Sales Tax PercentÀá


Sales tax is calculated on all taxable items based upon the percentage entered.



Àá
Note:Àá
  M.Y.O.B. defaults to the last sales tax percentage entered.



If the customer is tax-exempt (see Chapter 7—Card File Entry), the sales tax is

not calculated, and $0.00 appears in the Sales Tax field, regardless of the

checkmarks in the Tax column.



Àá
Paid TodayÀá


If this is a full or partial cash sale, enter the amount paid here.  This amount is

recorded in the Cash Receipts journal.



Àá
Balance DueÀá


This is the total of all lines, plus sales tax, minus the payment made.  This

amount is added to the customer’s receivables balance when the invoice is

recorded as an actual sale.  If the amount is positive an open invoice is created.  If

it is zero, a closed invoice is created.  If it is negative, a credit invoice is created.



Àá
Record as an Actual SaleÀá


Record the sale when the goods or services are delivered.  If they are not being

delivered, place the sale in the pending file.  If the order is being partially filled,

see Recording a Partial Sale later in this chapter.



When you record a sale, a positive amount increases (credits) the item’s linked

income account. If the item is inventoried, the inventory quantity is reduced, the

linked inventory account is reduced (credited) and the linked cost of sales account

is increased (debited).  The reverse is true of a negative amount.  If there’s a

positive balance due, it’s added to the receivables balance for this customer and a

new open receivable is created.  When the customer pays the bill, use Apply a

Payment to settle the receivable.



Àá
Note:Àá
  A negative balance due creates a credit invoice.  Use Settle Credits to

process a refund or apply the money to another receivable.



Àá
Place in Pending FileÀá


Use the Pending File for sales to be delivered on a future date (Promised Date).

If you place an invoice in the pending file, a Sales & Receivables Journal

transaction is not generated and your inventory is not reduced.



Àá
Note:Àá
  If you enter an amount in Paid Today, it is treated as a deposit.  M.Y.O.B.

only accepts deposits if you have a linked deposits account (see Set Up Receivables

in Chapter GS 3).  The amount increases (credits) your linked deposits account and

puts the money in (debits) your linked checking account.



Àá
Auto-Build, Auto-Buy, Auto-BackorderÀá


If you try to record an actual invoice with a shipped quantity greater than your

on-hand inventory, depending upon the item, you have up to three options:



1.    If the item is one you auto-build (see Items list in Chapter 6), you can

    choose to build it.



2.    If you buy the item and have entered a Primary Vendor in the Item

    Information window, you may choose to buy—fill out a purchase order—for

    the item.  (This is very useful for businesses that "drop ship" goods.)



3.    You may put the item on backorder.  M.Y.O.B. re-writes the invoice, reducing

     the shipped quantity and moving the remaining quantity into the backorder

    column.



Building, buying and backordering are three separate steps.  If you choose to

auto-build, M.Y.O.B. displays the auto-build screens and then returns you to the

invoice.   If you choose to auto-buy, M.Y.O.B. displays a purchase order.  Complete

the purchase order (and either record it as an actual purchase or put it in the pending

file).  M.Y.O.B. then returns you to the invoice.



When you are returned to the invoice, click Record again.