Sales transactions

1. General description 2. Stages of processing 3. Methods of registration 4. Types of documents 4.1 Sales offer 4.2 Sales order 4.3 Sales invoice 4.4 Correction sales invoice 4.5 Advance invoice 4.6 Bill of sale 4.7 Correction bill of sale 4.8 Debit note 4.9 Credit note 4.10 Recurring invoice 4.11 Periodic exchange rate difference 4.12 Operational exchange rate difference 5. Types of sales document items 5.1 Sale of stock items 5.2 Sale of a service 5.3 Global invoice discount 5.4 Issue of packet 5.5 Return of packet 5.6 Additional description 5.7 Other credits 5.8 Other debits 5.9 Advance invoicing 5.10 Advance settlement 5.11 Advance correction 6. Content and form of sales documents 7. Pro forma invoice 8. Duplicate invoice

1. General description

Sales documents (transaction documents) represent business events which influence our relations with customers. Sales documents are saved in periodic document sets, e.g. 01/20xx. Saving a document can result in changes in warehouse master files, e.g. reservations, in the settled/unsettled account file and in the posting order set (after posting).

2. Stages of processing (document status)

* Unposted (unaccounted) - before warehouse master files are updated with the information from the documents. The documents can be edited. They need to be posted. It is recommended to post all documents immediately after issue, which will ensure that all our accounts are up-to-date. * Posted - the warehouse masters have been updated with the information from the documents. Warehouse issue documents and posting orders have been created. The documents cannot be edited. * Closed Sales orders and offers can be closed (and reopened if necessary). Documents are closed when all items are marked as closed. Closed documents are deemed as processed.

3. Methods of registration

3.1 Manual registration 3.2 Automatic registration from CSV files 3.3 Creating invoices based on other documents Warehouse dispatch note --> Sales invoice Payables: Purchase invoice --> Sales invoice (reinvoicing) Purchase order --> Sales invoice (beta) Recurring invoice --> Sales invoice Sales order --> Sales invoice * all order items * item by item Weighing reports --> Sales invoice Sales offer --> Sales order SOA order --> Sales order EDI XML announcement --> Sales order External CSV files --> Sales order

4. Types of documents

4.1 Sales offer ---------------- Sales proposals sent to customers. They do not affect other data sets. Offers can be converted to orders. 4.2 Sales order ---------------- Order made by customer. Order for an item results in reservation of an item in the warehouse. An order can be: a) open for processing or b) processed (items or service have been provided and/or closed). We can create a sales invoice based on the order. The order will have our reference number (our ref.) and a customer's reference number (their ref.) The program will check the customer's reference number against the previous orders and prevent adding the same order twice. An order can be confirmed. 4.3 Sales invoice ------------------ Sales invoices document the sale of an item or a service to a customer. They increase receivables. Sale of items lowers warehouse stock levels. In order to lower receivables, sale of services can be recorded with a negative value (-), or a correction summary invoice can be issued for a previous invoice. 4.4 Correction sales invoice ----------------------------- Documents correction of an invoice. A correction invoice refers to a previously issued sales invoice. Many correction invoices can be issued for the original invoice. The program saves the new information and notify the user upon each further correction. Issuing further correction invoices can be prevented with the use of additional parameters. A correction invoice which lowers warehouse sales will generate a warehouse return document. The return cannot be greater than the issue. The original invoice must be posted. 4.5 Advance invoice -------------------- Documents the receipt of an advance payment. Advance payments are taken into account during the issue of a final invoice. An advance invoice can be issued for a sales order. A sales order links together the advance, the final invoice and the payment. 4.6 Bill of sale ----------------- Document the sale of stock or service to non-corporate customers. Bills must be paid immediately by cash or by card. 4.7 Correction bill of sale ---------------------------- Documents correction of a bill of sale. It refers to a previously issued bill of sale. The original bill of sale must be posted. 4.8 Debit note --------------- Documents an increase in receivables. Debit notes are not included in the Sales Register. 4.9 Credit note ---------------- Documents a decrease in receivables. Credit notes are not included in the Sales Register. 4.10 Recurring invoice ---------------------- Invoice templates which can be copied periodically to create new sales invoices. 4.11 Periodic exchange rate difference -------------------------------------- Documents changes in the account receivable evaluation expressed in a foreign currency. 4.12 Operational exchange rate difference ----------------------------------------- Documents exchange rate differences which occur during the registration of debit/credit notes.

5. Types of sales document items

5.1 Sale of stock items ----------------------- Sale of stock from a given warehouse. Posting of this item will result in warehouse issue and evaluation of the prime cost of sale according to one of the accounting methods: L/F/E/S/W Sale will increase receivables and will be recorded in the settled/unsettled accounts. 5.2 Sale of a service --------------------- Sale of an intangible commodity. The prime cost of sale will be established on the level of total standard costs recorded in the master files. The sale will increase receivables and will be recorded in the settled/unsettled accounts. Sale of a service is a convenient way of increasing the value of an invoice by additional charges which are not included in the price of items, e.g. transport costs, processing surcharge etc. 5.3 Global invoice discount --------------------------- A discount granted from the value of the whole invoice. The discount lowers the net value of sales and VAT. This item may also be used for changing the value of VAT for the invoice. 5.4 Issue of packet ------------------- Issue of a packet from the specified warehouse. Posting of this item will effect in warehouse issue. Packet issue is exempted from VAT and therefore it is not included in the Sales Register. The value of issued packets increases receivables and is recorded in settled/unsettled accounts. 5.5 Return of packet -------------------- Return of packet to a specified warehouse. Posting of this item will effect in warehouse inflow and lowered receivables. 5.6 Additional description -------------------------- Items with an additional description, e.g. descriptions of performed services, terms and item warranty. Descriptions can be read from the table of standard descriptions. Additional descriptions can be added to the invoice alternately with items of sale, e.g.: 1.Sale1 2.Description1 3.Sale2 4. Description2 or separately, as the first or last item on the invoice. 5.7 Other credits (Credit note) ------------------------------- Other credits decrease the value of receivables. 5.8 Other debits (Debit note) ----------------------------- Other debits increase the value of receivables. This item is most often used for registration of opening balance (baseline accounts) when beginning to use the program. 5.9 Advance invoicing --------------------- An advance payment is recorded on an advance invoice. The gross amount of invoice is specified. The amount of the advance invoice is recorded in the settled/unsettled account file as an increase in receivables. An advance invoice is associated with a sales order. After issuing an advance invoice, it is necessary to register the payment in the Payment System. 5.10 Advance settlement ----------------------- Settlement of an advance payment is registered on an invoice in order to lower the value of an invoice on account of previously issued advance invoices. Different types of documents can have different types of items. E.g., other credits document can have one type of item: 7. Other credits. A sales invoice can include the following items: 1. Sale of items 2. Sale of service 3. Global invoice discount 4. Issue of packet 5. Return of packet 6. Additional description 5.11 Advance correction ----------------------- Correction or canceling of sale of item or service. Confirming the sale of an item will effect in creating a warehouse return document. Correction decreases receivables and is recorded in settled/unsettled accounts.

6. Content and form of sales documents

The content and form of sales documents can be edited using the document template editor. The heading and item fields can be changed, fonts and frames can be added etc. We can also add graphic elements, photographs of products and barcodes.

7. Pro forma invoice

Working invoices. They do not document business events. Such invoices can be created as: a) Sales invoice. In a template, add a field in which the program will print the >pro forma< annotation if the invoice is unposted. b) Sales offer. Print with the >pro forma< annotation. An offer can then be converted to an order and further to a sales invoice. For testing purposes, offers are a better option as they do not result in warehouse reservations or increase receivables.

8. Duplicate invoice

A duplicate invoice is an invoice that has been issued previously and is now being issued again. It will contain the same information as the original invoice. We can also add an inscription >duplicate< and a date of issue, or add the inscriptions manually on a printout.