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Functions:
Customers
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| To do these business operations... | Use these functions |
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Once you have hand-written an invoice for a sale in your shop, 21st Century Accounting
provides two ways to enter the sale into the system: Sales/Invoices (if you track sales items)
or Sales/After the Fact Invoices (if you don't track sales items).
The functions are very similar. We'll discuss entering a counter sale
in Sales/Invoices.
Counter sale invoices usually include the customer payment, made at the time of the sale. First you collect your counter-sale invoices and then you run the Sales/Invoices command. |
Sales
Invoices |
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Complete the top portion of the Sales Invoice as you normally would
from the information on the counter-sale invoice.
Enter an item ID or select an item from the product list. If you assigned a G/L account to the item, the sale will be credited or the return will be debited to the account when you complete and post the invoice. For non-product list items, skip the Item ID field. Enter the complete product information in the Invoice details Description field. You can enter any accounts you wish for distribution. If you set up and assigned default account prompts for this customer, you can distribute to the displayed accounts. Otherwise, use the drop-down list to select distribution accounts. |
Sales
Invoices Invoice details GL distributions |
| For counter sales that were paid for at the time of the sale, you now enter into the system the type of payment the customer made: cash, check, credit card (or, for Receivables customers, credit with your store from a previous transaction). Cash or Check. When a regular Receivables customer pays you immediately by cash or check, select Cash or Check for the payment type and enter the payment amount. The system debits cash and check sales to the Receivables cash receipts account and credits the Receivables control account for the amount you enter for the cash tendered or the check. When you select Cash or Check as the payment type for a walk-in customer, the system debits the Receivables cash receipts account designated for use for walk-in customers. Credit card accounts you have set up. Any credit card accounts you have configured in Bank Accounts are displayed for use as a payment type (method of payment). The system debits credit card payments to the credit card account and credits the Receivables control account. When you select a credit card account as the payment type for a walk-in customer, the system debits the selected credit card account. Unattached credit memos and unapplied receipts. You can select as a payment against this invoice any credit memos to this customer's account or receipts from this customer that haven't been assigned to another invoice. Credit memos and receipts have already been posted to the general ledger; their effect here is to reduce the invoice amount debited to the Receivables control account and the customer account. |
Sales
Invoices Payment tendered Payment type |
| You can enter a payment description in the Invoice window, to appear in the General Ledger Activity report after you post the completed invoice. For credit card payments, enter the customer's credit card number in the Description field Enter the amount paid. The payment amount you enter is posted to your books when you post the completed invoice. |
Sales
Invoices Payment tendered Description Payment amt |