Chapter 5 Sales and payments
5 6
M YOB Accounting M YOB Premier Asia
St ep 1: Choose t he t ype of sale you want
In this step, choose the required status and layout for the transaction you are creating. The layout initially displayed in the
Sales
window is determined by the default selection you m ade when setting up sales
details using the Sales Easy Setup Assistant or when creating the customer’s card.
1 Go to the
Sales comm and centre and click
Enter Sales . The
Sales window
appears.
2 Select the status from the drop-down list in the top left corner of the
w indow.
3 Check if the default layout is appropriate. The layouts are Service, Item,
Professional, Tim e Billing M YOB Premier only and M iscellaneous. The layout determines what fields appear on the
Sales window. If you w ant to
change the default layout:
a Click the
Layout
button. The
Select Layout
window appears.
b Select the appropriate layout and click
OK .
NOTE:
M iscellaneous layout The M iscellaneous layout is used only for
adjust ments and sales, where a print ed form is not needed.
St ep 2: Ent er informat ion about t he cust omer
1 In the
Customer
field, type or select the custom er’s nam e.
NOTE:
Customer credit limits and accounts on hold You m ay not be
able to record sales for cust om ers who have exceeded their credit lim it or whose account has been placed on hold. For m ore inform at ion, see
‘Credit cont rol’ on page 64
.
The terms shown in the
Sales
window are the terms recorded in the customer’s card.
If you want to change these terms for this particular sale:
a Click the
Terms
zoom arrow
.
The
Credit Terms
window appears.
b M ake the necessary changes to the term s and click
OK .
NOTE:
Changes only affect the current transaction If you want to
change t he credit t erm s for all fut ure sales to this custom er, you m ust m ake
that change on t he Selling Details t ab of t he custom er’s card.
2 Type an invoice number or accept the default num ber.
3 If the customer gave you a purchase order, enter their purchase order
number in the Customer PO N o.
field.
St ep 3: Ent er t he it ems or services you are selling
The scrolling list in the m iddle of the Sales
window is w here you enter details of what you are selling. In this area you will enter item num bers,
activity ID num bers, descriptions, account numbers or nam es depending upon your selection in the
Preferences w indow and other inform ation to
describe your transaction. One row in the scrolling list is one line item of the transaction. You can
enter as many line item s for a sale as you want.
A Click the zoom arrow
to alter the credit term s for this sale only. See the following section.
B Type the invoice num ber here or accept the default num ber.
C If the custom er gave you a purchase order for this transaction, enter
that purchase order num ber here.
D If you are entering prices that include tax, m ark the
Tax Inclusive
checkbox. If you are entering prices that exclude tax, clear this checkbox. Do not change this setting after you enter an am ount in
the
Amount colum n.
B A
C D
Ent ering sales
5 7
User Guide
The actual fields that appear in the scrolling list differ depending on the layout you are using. The follow ing illustrations briefly describe the line-
item entries you can make for item and service sales in the
Sales
window.
NOT E:
Add lines, subtotals and headers to sales transactions You can
add lines, headers and subtot als to invoices to m ake it easy to separat e and subtot al different groups of line it em s on one invoice. For m ore inform ation,
see ‘Adding t ransact ion lines, headers and subtot als t o sales transact ions’ on
page 58 .
St ep 4: Ent er addit ional inform at ion about t he sale
The fields that appear at the bottom of the Sales
window depend on the type of sale you are creating.
A Ship
Type the quantity to be shipped.
B Backorder
Type the quantity of the item to be placed on backorder. An order for this am ount w ill be created autom atically when you
click
Record .
C Item Num ber
Type your item num ber or press
TAB
and select an item from your item list.
D Description
A description of the item appears autom atically. You can change this if you w ant.
E Price
The price of the item appears autom atically. You can change this if you want.
F Disc
[Optional] Type a volum e discount as a percentage.
G Total
The total price of the item s is calculated autom atically.
H Job
[Optional] Type or select a job num ber here to assign a line item to a specific job. For m ore inform ation about jobs, see
‘Setting up categories and jobs’ on page 39 .
I Tax
Type or select a tax code for the line item .
J Description
On a service, professional or m iscellaneous invoice, type a description of the goods or services sold.
A B
C E F
G H
D Item
sale
I Service
sale
J K
K
Acct No. or Nam e
On a service, professional or m iscellaneous invoice, type the account to which the sale will allocated or press
TAB
to select an account from your accounts list. This is usually an Incom e
account. You should not select your Receivables account for ordinary sales.
A Salesperson,
Com m ent, Ship Via,
Promised Date Enter optional inform ation, such as the nam e of the
salesperson, a com m ent, delivery m ethod, prom ised date of goods or services. Enter text or click the search icon
to choose from the
Select From List window.
B Invoice Delivery
Status If you want to print or email the invoice in a batch, select the
required delivery m ethod from the list. For more inform ation, see
‘Sending form s in a batch’ on page 138 .
C Journal M em o
The journal mem o is generated autom atically. You can change this if you want.
D Tax
Click the zoom arrow if you w ant to view or change the
tax am ounts assigned to the sale.
E Freight
Type any charges for freight.
F Paid Today
Type an am ount here to indicate how m uch m oney the custom er paid you at the tim e of the sale or, if you are
creating an order, how m uch m oney the customer gave you as a deposit.
A B C
D G
E F H
Chapter 5 Sales and payments
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