Cash sales (AR304000)
You can use this window to record cash sales; those for which the services rendered are paid immediately. The resulting document generated upon release of a cash sale is a fully paid invoice, which can be cleared right away. The default status of a newly created document is defined by the Hold documents on entry and Validate documenttotals on entry options in the Customer ledger preferences (AR101000) window. If the Hold documents onentry option is selected, the default status will be On hold, whether or not the document is balanced. For more information, see: About types of customer ledger documents.
If a cash sale is subjected to bank charges for payment processing, you can specify these charges on the Finance charges tab. As with other customer payments, a cash sale can be included in a batch deposit. For details, see: About the preparation of deposits.
## Search line in list window If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view. There are two types of search fields: + White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or **%** and get different results: + space: the result contains the words in any order, + **%**: the result contains the words in the specific order, and the **%** functions as a wildcard as well. + Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.The window toolbar
| Button | Description |
|---|---|
| Release | Releases balanced cash sale documents. |
| Reverse | Generates a cash return document with transactions reversed with respect to the original document. If a processing centre confirms voiding or refunding, the system marks the cash return document as Closed. |
| Actions | Provides the following menu commands, which you can click to invoke actions:
|
| Inquiries | Provides the Customer details menu command, which you can click to quickly navigate to the Customer details (AR402000) inquiry window. |
| Reports | Provides the following menu commands, which you can click for quick access to reports:
|
The top part
In the top part of the window, you can create a new cash sales document or select an existing document for modification.
| Element | Description |
|---|---|
| Type | The document type. The following types are available:
|
| Ref.no | The reference number of the document, as automatically generated by the system in accordance with the number series assigned to cash sales in the Customer ledger preferences (AR101000) window. |
| Status | The status of the document, which is one of the following:
|
| Hold | A check box that indicates (if selected) that the document is a draft and has the On hold status. Such a document may be edited and cannot be released. |
| Date | The date when the customer ledger document was created. By default, for a new document, it is the current business date, but the date may be changed. |
| Post period | The period to which the document should be posted. By default, it is the current period, but the period can be changed. The ability to post to closed periods is controlled by the Allow posting to closed periods check box in the General ledger preferences (GL102000) window. |
| Payment ref. | The reference number of the customer payment. |
| Invoice text | Any user-provided description of the cash sale document. |
| Customer | The customer associated with the document. |
| Location | The relevant customer location. |
| Payment method | The payment method used by the customer to pay for the invoice. |
| Description | The description of the payment method. |
| Cash account | The cash account debited as a result of the cash sale transaction. |
| Currency | The currency of the document. Initially, it is the customer’s default currency, but you can change it if the Allow currency override check box is selected in the Customers (AR303000) window for this customer. To view or change the exchange rate, click the second field, which contains the exchange rate, to invoke the Rate selection dialog box. |
| Project | The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window. This field appears only if the Customer ledger workspace has been integrated with the Projects module in the Project accounting preferences (PM101000) window. |
| Detail total | The document total, as calculated for all items on the Document details tab. |
| VAT taxable total | The document total that is a subject to value-added tax (VAT). This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| VAT exempt total | The total VAT amount that is exempted from charging. This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| VAT total | The document VAT amount; the details are shown on the VAT details tab. |
| Balance | For an open customer ledger document, the balance after any cash discount was taken. |
| Rounding diff. | The difference between the original document amount and the rounded amount. The field appears only if the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Payment amount | The amount of the customer payment. |
| Cash discount taken | The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified payment terms. If a document has the On holdor Balanced status, you can change the amount of the calculated cash discount. If you change the cash discount amount, the system recalculates the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Calc. on item amount or Calc. on document amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window. Changes you make to the cash discount amount do not affect the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Extract from item amount and Cash discount set to Reduces taxable amount in the VAT window. |
| Finance charges | The total on all finance charges applied to this document. |
| Deducted charges | The total amount of the bank charges that were deducted by the bank from the payment amount on the cash account. Even if the charges were actually deducted by the bank, the original payment amount is shown in the top part. |
The Document details tab
On this tab, you can specify the line details for a new customer ledger document or view the details of the document selected in the upper area of the window.
| Button | Description |
|---|---|
| View schedule | Navigates to the Deferral schedule (DR201500) window and displays the details of the schedule for the selected line of the document (if any different deferral codes were assigned to different lines of the document in the Deferral code column). |
| Column | Description |
|---|---|
| Branch | The branch that sells the line item or provides theservice. |
| Item ID | The item ID of the line item, if applicable. Only anon-stock item can be selected. |
| Transaction descr. | Any brief comment relevant to the transaction. The alphanumeric string may contain up to 30 characters. |
| Quantity | The quantity of items (goods or services) of a particular type sold to the customer. |
| UoM | The unit of measure (UoM) for the item. |
| Unit price | The price set for the item with respect to the specified unit. |
| Manual amount | A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount. This column is available only if the Customer and supplier discounts feature is enabled in the Enable/disable functionalities (CS100000) window. |
| Discount percent | The percent of the discount that has been applied manually. If the Manual discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically. |
| Discount amount | The amount of the line-level discount that has been applied manually to this line. If the Manual discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically. |
| Amount | The amount after the discount has been applied. |
| Manual discount | A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount. This column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Account | The sales account used for the transaction. See also: About suggested sales accounts. |
| Subaccount | The corresponding subaccount used for this transaction. |
| Project task | The particular task of the project with which this document line is associated. This column appears if the Projects module has been activated and integrated with this workspace. |
| Salesperson ID | The salesperson responsible for the sale. |
| Original deferral schedule | A read-only column filled in by the system in the Cash return documents created by the reversing process. It shows the identifier of the deferral schedule associated with the original Cash sale document. Note If a Cash return document is created manually, then you can select a deferral schedule to be reversed. In the original documents, this column remains empty. |
| Deferral code | The deferral code assigned to the line item, if any. Note Only active deferral codes are shown in the lookup. If you manually enter an inactive code, you will get an error message that the code is inactive. |
| Term start date | The start date of the term. |
| Term end date | The end date of the term. |
| VAT category | The VAT category (if applied) for the transaction. The category represents the type of goods or services. See also: About suggested VAT categories. |
| Commissionable | A check box that indicates (if selected) that commission is paid on the line item amount. The column is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window. |
The Financial details tab
This tab contains information about the customer’s VAT zone and payment terms. Also, the tab specifies the work group associated with the document and the commissions calculated on document details. For a released customer ledger document, the tab contains the reference to the batch that implements transactions.
The Link to general ledger section
| Element | Description |
|---|---|
| Batch no. | The ID of the batch that updates the appropriate account balances with the amounts of the document transactions on posting. |
| Branch | The branch with which this document is associated. |
| Customer ledger account | The asset account specified as the default account for the customer. |
| Customer ledger sub. | The corresponding subaccount used for the customer. |
| Original document | The original document in general ledger. |
The Payment info section
| Element | Description |
|---|---|
| Terms | The payment terms used in relations with the customer. |
| Cleared | A check box that indicates (if selected) that the cash sale has been cleared with the bank. |
| Clear date | The date when the cash sale document has been cleared with the bank. |
| Batch deposit | A check box that indicates (if selected) that the cash sale should be deposited. You can change this option if the status of cash account has been changed. Deposits can be performed only from a clearing account. |
| Deposited | A check box that indicates (if selected) that the cash sale has been deposited. |
| Batch deposit date | The date when the cash sale was deposited. |
| Batch deposit no. | The reference number of the batch deposit that includes this cash sale. |
The VAT info section
| Element | Description |
|---|---|
| Customer VAT zone | By default, the VAT zone associated with the customer location, as specified in the Customer locations (CR303010) window. If this VAT zone is not specified, it is the VAT zone assigned to the selling branch. |
The Assigned to section
| Element | Description |
|---|---|
| Work group ID | The work group associated with the document, if any. |
| Owner ID | The employee who owns (is responsible for) the document. |
The Invoice address tab
This tab displays the invoice address of the customer and the contact information for invoicing purposes.
The Invoice address section
| Element | Description |
|---|---|
| Override address | A check box that indicates (if selected) that the invoicing address is not the default invoicing address of the customer. |
| Address 1 | The first line of the invoicing address. |
| Address 2 | The second line of the invoicing address. |
| Postcode | The postal code for the invoicing address. An input mask for postal codes be set in the Countries/counties/postcodes (CS20400S) window. |
| City | The city of the customer’s invoicing address. |
| Country | The customer’s country. |
| County | The state or province of the customer. |
The Invoice contact section
| Element | Description |
|---|---|
| Override contact | A check box that you select to override the default contact information and type new information in the following elements. |
| Business name | The name of the business. |
| Attention | The department or person to be noted on the attention line, if this line is used by your company. |
| Phone 1 | The phone number of the contact person. |
| The email address of the contact person. |
The Print and email options section
| Element | Description |
|---|---|
| Printed | A check box that indicates (if selected) that the document was printed. |
| Emailed | A check box that indicates (if selected) that the document was emailed. |
| Do not print | A check box that indicates (if selected) that this document should not be sent to the customer as a printed document. |
| Do not email | A check box that indicates (if selected) that this document should not be sent to the customer by email. |
The VAT details tab
The table on this tab contains information related to the taxes to be paid on the cash sale and is filled out automatically for a new document after you click 
.
| Column | Description |
|---|---|
| VAT ID | The identifier of a VAT applied to the document. |
| VAT rate | The VAT rate of the VAT. |
| Taxable amount | The taxable amount for the VAT, calculated at the document level. |
| VAT amount | The VAT amount for the specific VAT, calculated at the document level. |
The Salesperson commission tab
This tab displays the commissions that can be calculated for the document. You calculate commissions in the Calculate commissions (AR505500) window.
The tab is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.
The table toolbar includes only standard buttons.The top part
| Element | Description |
|---|---|
| Default salesperson | The identifier of a salesperson to be used by default for each invoice line. |
| Total commissionable | The total amount used to calculate commissions for all salespersons involved. |
| Commission amt. | The total amount of commissions on the document. |
The Finance charges tab
This tab contains a list of charges applied to the cash sale by the bank for payment processing.
The table toolbar includes only standard buttons.| Column | Description |
|---|---|
| Entry type | The charge, selected by its entry type ID. You can select the entry type from the list of entry types associated with the cash account. |
| Description | A detailed description of the entry type to be used as finance charge. |
| Offset account | The account that is used for this finance charge. |
| Offset subaccount | The corresponding subaccount for this finance charge. |
| Amount | The amount of the finance charge. |
Related pages
Concepts
- About types of customer ledger documents
- Customer ledger reports - overview
- About export types
- About suggested sales accounts
- About suggested VAT categories
Tasks
- Enter a cash sale
- Change customer or customer location on sales order
- Change customer location on customer invoice
- Change customer or customer location on sales invoice