Fields in this window
Sales window - Miscellaneous layout

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Quote/Order/Invoice

Select the status (invoice, quote or order) for your transaction

Customer

Enter the name of the customer for whom this sale is intended, or click the search icon to display a search list of customers to choose from.

If orders or quotes exist for the customer, a window will appear, listing the customer's orders or quotes. You can either select an order or quote if you want to work the order or quote previously created or you can click Cancel or New to return to the Sales window to create a new sale.

You don't have to assign sales to individual customers if you don't want to. However, you'll need to set up at least one customer card to track your sales. You may want to name this card "Cash Customer" or something similar to distinguish it as a card used to track sales. If you're providing credit for the customer, however, we suggest you create a "real" customer record for this customer.

Terms

This field displays the terms assigned to this sale.

If you wish to change these terms for this sale and future sales to this customer, click the zoom arrow next to the Customer field to display the Card Information window, then click the Selling Details tab.

If you wish to change the terms for this sale only, click the zoom arrow next to the Terms field to display the Credit Terms window.

VAT Inclusive

Mark this check box only if you're required to show amounts on sales transactions as VAT inclusive.

If you're required to charge a VAT inclusive amount on a sale, mark the VAT Inclusive check box. The total in the Amount column will include the VAT you selected in the VAT column. For example, you want to record a VAT inclusive sale of £500 using the Standard VAT code. First, you'll select the VAT Inclusive check box, then enter a line item for £500 and select the Standard VAT code. You'll notice a VAT inclusive total of £500 in the Amount column and the Subtotal and Total Amount fields. The VAT amount of £74.47 appears in the VAT field. Click Recap Transaction if you want to view the base price allocated to the designated account and the VAT amount allocated to the VAT account.

Leave the VAT Inclusive check box unmarked if you want the total amount of the sale to increase by the VAT amount that is applied to line items. For example, if the amount of a line item is £500 and VAT is charged on the £500, the amount of the sale is £587.50, that is, £500 for the line item + VAT£87.50 VAT.

Invoice No.

When you begin to create a transaction in this window, this field will automatically display the next available invoice number which will become the actual transaction number when it's recorded into the company file. This ensures that two or more users won't create transactions with the same transaction number at the same time.

If you highlight the field, Auto No. appears. You can choose to

  • Delete Auto No. and enter a new number for the transaction or
  • Leave Auto No. The assigned number will appear again when you leave this field.

If you choose to enter a new number in the Invoice No. field and then record the transaction, the next time you begin to enter a purchase, the Invoice No. will automatically increase the number you previously entered by one. This will continue until you again change the number entered in the Invoice No. field and record the transaction.

Date

This field will automatically display today's date. You can change this to another date if applicable.

Transaction dates are used to sort your lists of transactions; the oldest transaction date appears first in the Transaction Journal window.

Description column

Enter a description of the item or service you're selling, using up to 255 characters.

Allocation Account columns or Account Name

Enter the account you want to assign the items or services in this transaction to, or click the search icon to display a search list of accounts to choose from.

Allocation Account columns (account number and name) or an Account Name column will be displayed depending upon your selection for the preference Select and Display Account Name, not Account Number in the Windows view of the Preferences window.

Sales transactions are typically assigned to income accounts; sales tax amounts are typically assigned to liability accounts.

Amount column

Enter the amount you wish to charge for each line of this transaction.

If you enter a positive number in this column, your linked debtors account will be increased.

If you enter a negative number in this column (for example, if you're entering a sales adjustment or a return), your linked debtors account will be decreased. When you click Record, a customer credit will be created.

You can enter 0, if you wish. Zero can be used as an amount for items you want to appear on a sale; although no amount is charged, the item appears on the printed sale. The item, however, won't appear in the Sales Journal.

Job column

Enter the number of the job to which you wish to assign each amount in the list, or click the search icon to display a search list of jobs to choose from.

If you need to assign an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 to your Widget Sales account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Sales account in the Allocation Account column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Sales account again, enter £70 in the Amount column and 43 in the Job column.

VAT column

This column is used to designate the services on the sale on which you wish to charge VAT.

A default VAT code appears (Why is this the default VAT code?). Verify that the default is the right VAT code for each line item and change it if it is not correct.

Salesperson

Enter the name of the employee who conducted this sale, or click the search icon to display a search list of employees to choose from.

You can use this field for your information only, or you can track the transaction amount as part of the employee's sales history.

Subtotal

This field displays the total amount of all the items and services listed in the Amount column.

VAT

The total VAT amount based upon the code you've entered appears in this field. If you want to change the VAT amount, click the zoom arrow next to this field to open the VAT Information window, where you can change the amount if you haven't recorded the transaction yet.

If you marked the VAT Inclusive field, the VAT amount allocated to the VAT account appears in this field, but it is dimmed to indicate that it is already included in the Total, not added to the Subtotal.

Total Amount

This field displays the total amount of the sale, including all items and services in the list, carriage and VAT charges. If you marked the VAT Inclusive field, you'll notice the tax inclusive total in both the Subtotal and Total Amount fields.

Journal Memo

Enter a description of the sales transaction, or accept the default memo. This description will appear on various MYOB Accounting Plus reports, as well as the Sales Journal. You can also print this memo on the sales form.

If you change the default memo, we suggest you keep the word "Sale" in the memo to remind you of the nature of the transaction.

Referral Source

Enter the referral source for this customer, or click the search icon to display a search list of referral sources to choose from. You can also use the Easy-Add function in the search list to create a new referral source.

Paid Today

Enter the amount of money you received at the time of the sale for this transaction.

This amount will increase the balance of your linked bank account for customer receipts, and will appear as an entry in the Receipts view of the Transaction Journal window.

Payment Method

If the customer does make a payment at the time of the transaction, enter the payment method that is used, or click the search icon to display a search list of payment methods to choose from. You can also create a new payment method.

Details button

If a payment is made at the time of the transaction and the payment method is entered in the Payment Method field, click this button to open the Applied Payment Details window and enter additional information about the payment.

Applied to Date

This field displays the total of the payments and credits applied to date for this transaction.

This field appears only when viewing a recorded invoice or a saved order to which at least one payment has been applied.

History button

Click this button to open the Find Transactions window to view this transaction and all of the transactions applied to it.

This field appears only when viewing a recorded invoice or a saved order to which at least one payment has been applied.

Balance Due

This field displays the total amount of the miscellaneous sale, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

  • If the amount is zero, a miscellaneous sale with no balance (sometimes known as a "closed sale") will be created.
  • If the amount is a positive number, an invoice with an outstanding balance (sometimes known as an "open sale") will be created. This amount will be recorded in your linked sales ledger account.
  • If the amount is a negative number, a customer credit will be created.
Save Recurring button

Click this button to open the Save Recurring Template window.

Use Recurring button

Click this button to open the Recurring Templates view of the Sales Register. Then highlight the template you want to use and click the Use Recurring button.

Receive Payment button

Click this button to open the Receive Payments window and assign customer payments to outstanding sales balances and record deposits on orders

This button appears only when viewing a recorded invoice or a saved order to which at least one payment has been applied.

Reimburse button

Click this button to open the Customer Reimbursable Expenses window for the customer you've entered in the Customer field. You can use the Customer Reimbursable Expenses window to prepare reimbursement invoices automatically.

Exchange Rate button

Click this button to the Exchange Rate window. This window displays your current currency and the Transaction Exchange Rate and Current Exchange Rate. This information is view-only.

This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.

Change to Order button

Click this button to convert a quote to an order.

This button appears only for saved quotes.

Change to Invoice button

Click this button to convert a quote or an order to an invoice.

This button appears only for saved quotes or recorded orders.

Journal button

Click this button to open the Transaction Journal window where you can view a list of your sales.

Layout button

Click this button to choose the type of sale you want to enter in this window. The Invoice Type window appears, allowing you to select a type of sale. These types are summarised below.

ITEM: Choose this selection if you want to create an invoice that's used to record the sale of items and services for which you selected I Sell This Item in the Profile view of the Item Information window. When you record an item invoice, your in-house quantities of the items for which you also selected I Stock This Item in the Item Information window (also known as stocked items) listed on the invoice change accordingly.

SERVICE: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window. This type of invoice allows you to track sales that don't affect your stock quantities.

PROFESSIONAL: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window, and include the specific date each item was sold.

TIME BILLING: Choose this selection if you want to record the sale of activities or items. The activities are those for which you've entered information in the Activity Information window; the items are those for which you've marked I Sell in the Item Information window. NOTE: In order to include both activities and items on a time billing invoice, the preference I Include Items on Time Billing Invoices must be marked in the System view of the Preferences window.

MISCELLANEOUS: Choose this selection if you want to record the sale of items and services that you didn't enter information about in the Item Information window, and that don't require a printed invoice.

Register button

Click this button to open the Sales Register window where you can view a list of your sales.

Save Quote/Record button

Quote: Click the Quote button to save the quote transaction you've made in this window.

Order or Invoice: Click the Record button to record the order or invoice transaction you've made in this window.

Cancel button

Click this button to remove all the entries you've made and close the window.