THE SALES BATCH ENTRY OPTION IS TO RECORD SALES TO CUSTOMERS WITHOUT THE NEED TO PRODUCE AN ACTUAL INVOICE.
THERE IS NO OPTION TO CREATE A PRINTABLE INVOICE FOR A BATCH ENTRY ONCE POSTED.
IF A PRINTED INVOICE IS REQUIRED THEN ONE OF THE INVOICE PRODUCTION OPTIONS SHOULD BE USED INSTEAD.
IF AN INVOICE IS SUBSEQUENTLY REQUIRED FOR THE BATCH ENTRY TRANSACTION THE BATCH ENTRY MUST BE DELETED AND THE SALE ENTERED UNDER ONE OF THE INVOICE PRODUCTION OPTIONS.
This will be the sales invoice number, these numbers should work sequentially, once entered the system will automatically generate the next number on the next sales batch entry / invoice. If you are entering invoices using all invoice entry screens this reference field is linked to all sales transaction screens and will run sequentially no matter which sales entry screen you use.
Set up New Customer during transaction entry
If the sale is to a new Customer which does not already exist within the Customer listing, then simply type the Customer name into the "Customer" field. The program will recognise that the Customer does not already exist within the Customer listing and give you the option to set up the Customer.
The above Sales accounts are available to customise for the purpose of your business - see "Customising for your use, Sales Accounts" within this Help section for further details.
Once the transaction is complete on screen you may proceed to enter subsequent entries to build the batch on screen. Once "Post Entries" is selected, only then, are these transaction processed and complete.
Prior to selecting "Post Entries" you may highlight an entry shown on screen and amend if necessary.
The profit and loss account (P&L) records the actual income generated by the business on this particular sale, therefore the P&L can only ever reflect a particular sale once as the income generated on this sale is only generated once.
The Balance Sheet (B/S) records amounts payable/receivable and amounts paid/received. In posting a sales transaction the amount of the invoice is recorded as a receivable so is therefore the total is automatically posted to the “Trade Debtors” account which represents amounts receivable from Customers.
In the above transaction the entry relates to a sale so this will be credited to the “Sales at Standard Rate” account in the P&L, however as the business is VAT registered the business must pay the VAT element of the invoice to the Revenue therefore they are not actually gaining the full income (Gross amount) of the invoice only the amount excluding VAT (Net Amount). The Net amount (excl. VAT) is posted as the actual P&L income and the VAT element (balance) is posted to the VAT account (B/S) as a credit meaning it is payable to the Revenue.
The VAT report will capture the VAT element for inclusion in the appropriate VAT return.
The total Gross amount (incl. VAT) is receivable from the Customer so this amount is posted to the Trade Debtors account as a debit as it is receivable.
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