To Enter a Cash Sale

You can use a cash sale document to record an invoice that is fully paid (by cash or credit card) at the time of its creation. You create a cash sale document by using the Cash Sales (AR304000) form. When the cash sale document is released, a batch is created.

To Enter a Cash Sale

  1. Open the Cash Sales (AR304000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  2. On the form toolbar, click Add New Record.
  3. In the Type box of the Summary area, select Cash Sale.
  4. In the Date box, select the date of the cash sale document.

    By default, the current date is selected in the box, but you can select another date. The Post Period box is filled in automatically based on the selected document date.

  5. In the Customer box, select the customer.
  6. In the Location box, check the customer location and change it, if needed.
  7. In the Payment Method box, check the customer's default payment method. The cash sale must be paid by a method based on cash, check, or credit card.
  8. Make sure the document currency in the Currency box matches the currency of the customer payment.

    The currency may be overridden only if the Allow Currency Override check box is selected for the customer on the Customers (AR303000) form.

  9. In the Payment Ref. box, enter the reference number of the customer payment.
  10. In the Description box, enter a description of the cash sale.
  11. On the Details tab, for each line of the cash sale document, click Add Row on the table toolbar and do the following:
    1. If needed, in the Inventory ID column, enter the inventory ID of the particular non-stock item or service paid for by the customer.
    2. If needed, in the Transaction Descr. column, enter the description of the transaction.
    3. If needed, in the Quantity column, enter the quantity of the item or service.
    4. If needed, in the UOM column, enter the unit of measure used with the quantity.
    5. If needed, in the Unit Price column, enter the price per unit.
    6. In the Ext. Price column, enter the sale amount if the amount has not been filled in automatically (as it is when you have specified the quantity and the unit price).
    7. If needed, enter the discount percentage in the Discount Percent column or the discount amount in the Discount Amount column, if you offer the customer a discount on this item or service.
    8. Check the Amount column, which displays the total for the line item (calculated by deducting the discount amount from the extended price).
    9. Check the Account column. By default, the system uses the sales account associated with the customer location, but you can select another account.
    10. Check the Subaccount column, if applicable. Change the subaccount, if needed.
    11. If needed, in the Salesperson ID column, select the salesperson associated with the customer.
    12. If needed, in the Deferral Code column, select the deferral code defined in the system if the expenses related to the item or service must be recognized in future periods.
    13. If needed, select the Commissionable check box if commission is paid on the line amount.
  12. If needed, on the Charges tab, add the applicable charges or fees for processing this payment in the bank. For each applicable charge, do the following:
    1. Click Add Row to append a new row to the table.
    2. In the Entry Type column, select the entry type that designates the bank charge that applies to this cash sale.
    3. In the Amount column, type the charge amount that applies to this document.
  13. In the Payment Amount box of the Summary area, enter the total amount of the cash sale.
  14. If needed, in the Cash Discount Taken box of the Summary area, enter the cash discount amount, that applies to the document.
  15. On the form toolbar, click Save.