Operations Transactions
In your day-to-day operations, typical activities include creating invoices, receiving payments, and registering expenses. This guide will demonstrate how to perform these activities.
Creating First Invoice
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When a customer makes a purchase, you should create an invoice and send it to the customer.
Creating Invoice
1.Navigate Menu: Sales > Invoice
2.Click New Invoice
3.
Customer: Select or Create New 4.
Person (Attn): Select or Create New 5.
Enter Customer PO Number 6.
Enter Order Items if you do not have products defined, skip product code column
7.
Select Sales Terms 8.
Select Payment Instructions 9.Click Create
At this point, please note that the invoice is saved as a draft, and no transaction has been posted to the ledger yet.
Confirming Invoice
10.Change Status to Confirm
11.
Download PDF and sends to Customer Invoice Header
The organisation address is set from Menu > Settings > Organisation > Company
Invoice Design
The design of the invoice can be customised at Document Designer
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Receiving Payment
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When a customer pays for the invoice, you should create a receipt to register the transaction.
Creating Receipt
1.Navigate Menu: Finance > Receive Payment
2.New Receipt
3.
Select Payer ID 4.
Select Invoice to Knock off a.Tick checkbox for complete payment
b.Enter receive amount for partial payment
5.
Select the Payment Account (receiving funds) 6.
Enter Payment Details 7.
Leave payment clearance as pending. 8.Click Create
Confirming Payment
9.When payment cleared, set the payment clearance as cleared
10.Set the clearance date to match actual date of clearance
11.Click Update
Transaction transfers the amount from Account Receivable to the respective Receiving Account.
Tips
You can also quickly create a payment receipt from an invoice with a shortcut button.
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Bill Expenses
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For simple expenses such as utilities and sundry purchases that do not involve any fixed assets, inventory, or anticipation of any debit notes, you may use bill expenses to quickly register expenses.
Creating Bill Payment
1.Navigate Menu: Finance > Bill Payment
2.New Bill
3.
Vendor: Select or Create New 4.
Enter Vendor Bill No & Description 5.
Enter the Line items 6.
Enter Payment Instructions 7.
Select Paying Account 8.
Leave payment clearance as pending. 9.Click Create
Please note that this bill is in draft status, and no transaction has been posted yet.
Confirming Bill
10.Change status to Confirm
Once confirmed (but not paid), transactions have been posted to Account Payables
Confirming Payment
11.When payment is made, set the payment clearance as cleared
12.Set the clearance date to match actual date of payment
13.Click Update
State: Once payment cleared, additional transactions credited to Payment Accounts from Account Payables
Tips
Bills are designed to be duplicated for recurrences.
Let the description describe the schedule.
Let the details to be the usage that varies month to month
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