Finance ➔ Entries ➔ Sales
A sales journal is used to record all sales-related transactions such as sales invoices or credit notes. Before you create the sales journal entries, you need to create the required journals for sales at System ➔ Finance ➔ Journals. For more information see Creating and maintaining journals.
The information in this document is based on product update 404. If you have versions lower than this, certain features explained here will not be applicable.
The creating and modifying sales journal entries consists of the following sections:
Type or select the necessary information under the respective columns when entering the sales journal header. A list of options appears if you press the F2 key under the Debtor column and other columns. From the list, make your selection and click Select. It is possible to add or remove columns as required by clicking Columns. For more information, see Defining sales journal columns.
By default, the Jrnl column displays the journal number selected. This column is disabled after you press TAB.
By default, this column displays the description of the selected sales journal. This column is disabled the moment you create or modify a sales entry.
Select this check box to hide the VAT entries at the sub lines of the sales journal, if any.
Note: This button is available at Finance à Entries à Purchase.
This field displays the creator, date and time of the created sales journal.
Type or select the date the sales entries are created. By default, the current date is displayed.
Note: This column is enabled only after you press TAB under the Jrnl column.
By default, this column displays an entry number after you press TAB under the Jrnl column.
Note: This column cannot be edited once you press TAB. This entry number is derived from the selected sales journal at System à Finance à Journals.
Type or select a debtor for the sales entries. This is mandatory.
Type the reference number of the debtor for the sales entries. Usually, the debtor’s purchase order number is entered.
By default, this column displays the entry number after you press TAB under the Jrnl column. The our reference number can also be entered as a sales invoice or credit note number.
Type the total amount of the sales entries. If the sales entries created are of a credit note, a negative amount should be entered instead.
Note: Whenever the amount at the sales journal header is modified, a screen will be displayed to ask you to check the data you entered in payment condition window. You can leave this column blank for the system to insert the total amount when all the entries at the sub lines are entered. This is done when you click Close.
By default, this column displays the sales type based on the positive or negative amount entered. If you type a positive amount, the sales type will become Sales Invoice and if a negative amount is entered, the sales type becomes Sales credit note.
Type a description for the sales entries.
Click this to create, edit, display, add, or download an attachment for the selected entries. This is enabled only when you are editing a sales journal entry.
Click this button to edit or select other payment conditions for the sales entries. By default, the payment condition displayed is linked from Payment condition: Debtor under the General ledger settings of the Default section. If you have defined a payment condition for the debtor at Finance à Accounts receivable à Maintain under the Financial tab in Payment condition of the General section, the system will display this payment condition instead.
The Unmatched section is displayed when you click on the Advanced button on the Payment conditions screen. Click the Simple button to hide the Unmatched section.
Fill in the necessary information under the respective columns when entering the sales journal sub lines. A list of options appears if you press F2 under the G/L column, VAT column, and other columns. From the list, make your selection and click Select. It is possible to add or remove columns as required by clicking Columns. For more information, see Defining sales journal columns.
Type or select an item code for the sales entry.
By default, this column displays the description of the selected item. This column is disabled the moment you create or modify a sales entry.
Type or select a general ledger account number for the sales entry. This is mandatory.
By default, this column displays the description of the selected general ledger account. This column is disabled the moment you create or modify a sales entry.
Type a positive or negative quantity for the sales entry.
Type or select a VAT code for the sales entry.
Note: A default VAT code is displayed if you have linked the value-added tax code to the debtor. You can link the VAT code for a debtor at VAT at Finance à Accounts receivable à Maintain under the Financial tab. The system will display the VAT code from the selected general ledger account at Finance à General ledger à Chart of G/L’s under the Extra tab in the Tax code if you did not define any VAT code on the debtor maintenance screen.
Type a positive amount when you create a sales invoice, or negative amount when you create a credit note for the sales entry.
By default, this column displays the entered Amount of the sales entry.
Note: The system uses this column as a basis to calculate the VAT amount.
By default, this column displays the value-added tax amount that needs to be paid by the debtor.
By default, this column displays the description from the sales journal header. You can type other description, if any.
This displays the code and name of the debtor.
This displays the visit type address of the debtor.
Note: The Visit address is based on Address types in the Address section of the selected debtor maintenance at Finance à Accounts receivable à Maintain.
This displays the bank account of the debtor.
This displays the value-added tax number of the debtor.
This displays the value-added tax code, offset account, and currency code of the debtor.
This displays the type and status of the debtor.
This displays the company’s sales representative of the selected debtor or the person who creates the sales journal.
This displays the cost center of the sales entries.
This displays the cost unit of the sales entries.
This displays the item code of the sales entries.
This displays the project code of the sales entries.
This displays the invoice amount of the sales entries.
This displays the total entered amount of the sales entries.
This displays the total VAT basis amount of the sales entries.
This displays the total taxation of the sales entries.
This displays the difference of the total entered amount compared to the amount at sales journal header.
Click this to display the Recurring entries screen. This button is enabled when you have created a sales recurring template at Finance à Entries à Recurring Entries à Enter. For more information on recurring entries, see Creating and maintaining recurring entries.
Click this to display the General ledger card screen.
Note: This button is enabled only when you click Edit and select a G/L account in the sales journal sub lines.
Click this to display the debtor maintenance screen.
Click this to display the Accounts - Debtors screen, whereby you can view more information of the debtor.
Click this to create a debtor entry.
Click this to display the Matching screen, whereby you can match the sales invoice(s). For more information on matching entries, see Matching entries.
Click this to modify the entries.
Note: This button is enabled only if you have the Edit/ Maintain right to the specific journal. The Edit/ Maintain right can be assigned to a user under the Rights tab of a selected journal at System à Finance à Journals. If the sales journal entry has been matched, you will see the message "Entry already matched. Editing will unmatch this entry. Continue?" once you click Edit. Click Yes to continue editing the entry and the system will unmatch the entry, or No to return to the entry screen. This message will be displayed if you have selected the required dialog setting when you define the columns for the Make sales entry screen. For more information, see Defining sales journal columns.
Click this to create a sales journal entry.
Note: This button is enabled only if you have the Edit/ Maintain right to the specific journal. The Edit/ Maintain right can be assigned to a user under the Rights tab of a selected journal at System à Finance à Journals.
Click this to exit.
Note: If the amount at the sales journal header is not the same as the total Entered amount, the system will display the Make sales entry screen. Select Correct invoice amount automatically? (All installment information will be lost) for the system to insert the amount at sales journal header based on the total Entered amount. Select Write off remainder GL: 99999 (this is the G/L number) XXXXXXX (this is the G/L description) for the system to register the differences into a write-off account.