Sales of Non-Stock Items with Shipping: General Information

Non-stock items in MYOB Advanced, which are defined on the Non-Stock Items (IN202000) form during implementation, are used to represent products that cannot be stocked in warehouses (such as services or charges) or physical entities whose quantities you do not need to track.

Learning Objectives

In this chapter, you will learn how to do the following:

• Prepare a sales order for a sale of non-stock items with shipping
• Prepare the shipment for the sales order
• Prepare the invoice that corresponds to the sales order

Applicable Scenarios

You process a sales order with non-stock lines, and then create a shipment if a customer buys some goods that are defined as non-stock items in the system, and the goods must be delivered to the customer's place.

Sales of Non-Stock Items with Shipping

The standard sales process with order management software typically includes entering a sales order, processing a shipment of the items, and preparing the related sales invoice for the customer. In MYOB Advanced, to begin processing a sale that requires the items to be shipped before billing occurs, you enter a sales order of the SO type on the Sales Orders (SO301000) form and add to the order the non-stock items the customer has requested.

Then you use the Shipments (SO302000) form to prepare and confirm the shipment or shipments related to the sales order. When the shipment is confirmed, you need to bill the customer for the shipped items by preparing a sales invoice, which is a financial document in the system that contains links to the applicable shipments and sales orders. You can review the prepared sales invoice on the Invoices (SO303000) form; then you can release it. When the sales invoice is released, the system releases a corresponding AR invoice, which you can view on the Invoices and Memos (AR301000) form.

An AR invoice is a financial document that is similar to the sales invoice but does not contain the links to the applicable shipments and sales orders. The system assigns the same reference number to the sales invoice and the related AR invoice. Both of these documents contain the link to the batch of the general ledger transactions, which was generated when the AR invoice was released. For more information on processing accounts receivable invoices, see Processing AR Invoices.

Workflow of Sales of Non-Stock Items with Shipping

If a sales order includes only non-stock items with shipment, the processing of the sales order involves the steps and generated documents shown in the following diagram.