Customer Transactions

When you sell items, whether they are goods or services, to your customers, you will use the following documents:

Document What it is For
Quote Quotes are optional. A quote is an offer to sell one or more items to a customer at the price you specify. When you produce a quote, you specify a date on which the quote expires. The customer can accept the quote up to that date. After that date, it is your choice whether to sell to the customer at the quote price. Note that a quote is not a sale. When you produce a quote, the system does not update any quantity or sales statistics, because there is no sale yet.

Quotes that are expiring today or have already expired are displayed in the Company Dashboard.
Invoice When a customer purchases from you, you process an invoice. An invoice is a document of sale. If you first produced a quote for the customer, you can link the quote into the invoice and print it without having to redo any data entry. You deliver the invoice to the customer along with the items you sell.
Customer Credit Note If a customer returns an item you sold to them for a refund, you process a customer credit note. The values you enter into a customer credit note will reverse the values you entered into an invoice. The amount the customer owes you decreases, as do the sales quantities and sales values per item.
Customer Receipt If a customer pays for his/her purchase, you will process a customer receipt as proof of payment.

You can customise your customer documents.

Remember that when you are processing and the system detects no activity for 2 hours, the system logs you off for security reasons.

You can add additional information to documents.

The Customers Menu

You are able to select the customer processing screens by clicking on the Customers menu and then selecting the document or transaction that you want to process from the list.

The Customer Invoice Screen

Below is a customer invoice screen:

The window has four sections:

  • In the header section, you choose the customer account or add a new customer. You can also do a quick customer account enquiry, by clicking in the information icon. You then enter or select one of the multiple delivery addresses and other information, such as the document date. The tax reference field is for your customer’s tax number. Also in the header section, you can select a quote to link to the invoice using the From Quote field. Lines processed in the quote will be copied over to the invoice. This section also details the status of the document.
  • In the header section, you have the option to select a sales rep as well as changing the layout of the invoice when it’s sent to the customer.
  • There are two additional options available in the header section:
Send

The following options are available:

  • Send the document to the customer via email
  • Print preview the document
  • Print and email the document
  • Print the Delivery Note
Options

You can convert the customer document to one of the following options:

  • Create a Recurring Invoice from a document
  • Create a Credit Note for a document
  • Create a Credit Note for a document and re-invoice
  • Create a Receipt for a document
  • Copy the details on a document and paste it onto a new document

You can add additional documents, notes and add an anticipated payment. You can also add additional User Defined Fields on the invoice.

  • Check the Use Inclusive Amounts check box to enter inclusive prices, and uncheck the check box to enter exclusive prices in the Lines section.
  • The lines section of the screen you will use for processing items and other charges (that do not form part of your main trading activities, for example, delivery charges).
    • Under the Type column you will select whether you want to invoice an item or select an account.
    • Under the Selection column, select the item or account. You can add new items or accounts using the drop down menu. You can also search for items by code or by name using this drop down.
  • You enter each item or account on its own line, with the required quantity and price that you are selling for at the stage of processing the customer document.
  • Select the VAT Type you wish to use.
VAT Type Explanation
Manual VAT (Capital Goods) Sage One Accounting allows you to create a VAT type with a 100% tax rate. You use this for VAT adjustment purposes. When you use this VAT type, the full amount you enter for the transaction is VAT. When you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a rounding difference, you can enter it as a VAT-only transaction.
Manual VAT Sage One Accounting allows you to enter your own VAT amount on a transaction by choosing the Manual VAT type. Again, when you process purchases, for example, your supplier may round VAT differently from Sage One Accounting. If there is a difference, you can enter the specific VAT amount by choosing the manual VAT type.
Standard Rated Standard rated VAT is taxed at 14%.
Zero Rated / Exempt This refers to goods (for example, food and books) which are taxable but at a zero rate.
  • You can add a discount percentage or a discount amount in the respective fields.
  • You can also process projects, departments and cost codes per processing line.
  • Use the button to add a line and the button to delete a line.
  • Click on the note button on the left hand side of the line to add a note.
  • Click on the button to change the price list for the transaction line.
  • In the footer section, you can enter a message or additional text to print on the document. This section also summarises the total of the document.
  • The document status displays at the bottom of the screen.
  • At the bottom of the screen are five options:
    • Save – to save the document and return to the screen that you were in.
    • Save and New – to save the document and clear the fields so that you can enter another document.
    • Print Preview – to preview a printable version of the document.
    • Email – to email a PDF copy of the document to the customer.
  • You can send the invoice to different people within the customer’s company by clicking on the Additional Contacts button. These email addresses will pull from the Additional Contacts tab on the Customer Masterfile.
  • You can select that the system uses the default email signature, or you can select an email signature that you created in the Company Settings…Email Signatures screen. You can also attach additional documents to your email, but it cannot be bigger than 1 MB.
  • Print Delivery Note – to process the document and print out a delivery note for customers to sign. You can also email a delivery note to customers.

If you enter a Physical Item (This does not apply to Service Items) that does not have a cost recorded on the system, the system will notify you accordingly. Should you choose to process the Item without a cost amount, please be aware that the calculation of Cost of Sales on the Profit and Loss report will be affected! Furthermore, once the Invoice is processed, you cannot go back to change the cost of the Item on that Invoice. This can only be rectified with a chargeable Data Fix.

Editing a processed Invoice

Sage One Accounting allows you to edit your customer invoices once it is printed:

You will receive the following message when editing the customer invoice:

If you would edit an invoice, Sage One Accounting will keep track of the customer invoice history if you click on the Options Button followed by the Invoice History option:

Use Last Invoice Details

After you have processed an invoice for a customer, the Use Last Invoice Detail feature is enabled. Use Last Invoice Detail will display as a link after you have selected the Customer.

This feature allows you to copy invoice details from the previous invoice that was processed for the selected customer. Use Last Invoice Detail is particularly useful when you have customers that buy the same item(s) on a regular basis.

Click on the Use Last Invoice Detail link and the system will copy the previous invoice’s details onto the current invoice.

Once the detail displays on the invoice, you can continue editing the invoice as normal.

Show Additional User Defined Fields

Sage One allows you to add additional fields to the Invoice screen. These fields can be used when you have to display more information on an invoice for example, a medical company can add their medical practice number etc.

You can add these extra fields by clicking on the Options button followed by the Show User Defined Fields option:

These fields will only display on the invoice when you have added them onto your invoice design in the Sage One Custom Layout Designer.

The Customer Quote Screen

Below is a customer quote screen:

  • If a customer requests a quote, click on the Customers…Transactions…Customer Quotes option. Click on the Add Quote button to create a new quote.

There are two additional options available in the header section:

Send

The following options are available:

  • Send the document to the customer via email
  • Print preview the document
  • Print and email the document
Options

You can convert the customer document to one of the following options:

  • Create an Invoice from a document
  • Create a recurring invoice for a document
  • Copy the details on a document and paste it into a new document

You can also change the status of a quote to Accepted, Declined or Invoiced.

  • Select the customer in the Customer field and enter a reference number or name in the Customer Ref field.
  • If there is a sales rep that must be allocated to the customer, select the sales rep in the Sales Rep drop down menu.
  • Select the items or accounts that the customer requested prices for.
  • Enter information in the Message field informing the customer of some limitations or business processes with regard to quotes.
  • Process your document using the processing options at the bottom of the screen.
  • To edit a customer quote, click on the Actions option on the specific line and select the Edit option or you can click on the green document number (Doc. No.) link.
  • To delete a customer quote, click on the Actions option on the specific line and select the Delete option. You can also tick the tick box next to the customer name and click on the Delete option that becomes available:

Convert a quote into a customer tax invoice:

You have the option to convert a Customer Quote into a Customer Tax Invoice.

In Sage One there are two different ways of converting a Quote into an Invoice.

Option 1

  • To perform this action, edit the quote you wish to convert into an invoice:
  • Click on the Options button in the header section and select the Create Invoice option:
  • Sage One Accounting will notify you that you will be converting the quote into an invoice. Click on the OK button to change the quote status to Accept, or click on the Cancel option to set the quote as Declined.
  • The quote will now be displayed as a customer invoice:

Option 2

  • To perform this action, click on the Actions button in the Quote line and select the Create Invoice option.
  • The following message will be displayed:
  • Click on the OK button to continue.
  • Sage One Accounting will then open the Customer Tax Invoice screen with all the information.

The Customer Credit Notes Screen

Below is a customer credit note screen.

You will process a Customer Credit Note when the customer returns items for a refund or replacement.

  • Click on the Customers…Transactions…Customer Credit Notes option.
  • The following screen will be displayed:
  • Click on the Add Credit Note button.
  • There are two additional options available in the header section:
Send

The following options are available:

  • Send the document to the customer via email
  • Print preview the document
  • Print and email the document
Options

You can convert the customer document to one of the following options:

  • Re-invoice the document
  • Copy the details on a document and paste it onto a new document
  • Complete the header fields. Remember to link the return to an invoice by selecting the affected invoice from the drop down menu in the From Invoice field.
  • Select the sales rep affected by the credit note in the Sales Rep field.
  • Change the necessary transaction line by amending the item quantity or item description and process the document using the four processing options at the bottom of the screen.
  • To edit a customer credit note, click on the Actions option on the specific line and select the Edit option or you can click on the green document number (Doc. No.) link.

The Customer Receipt Screen

Below is a customer receipt screen:

The window has three sections:

  • In the header section, you choose the customer or supplier account, and enter the transaction details, including the amount. You also specify which bank account you are using. Also in the header section, Description and Comment fields are available to record notes or information concerning the transaction, should you want to. You will select the type of payment that you are receiving; whether it is a Cash, Cheque, Credit Card or an EFT payment. You can also select to reconcile the transaction.
  • In the lines section, you link the transaction to one or more invoices. Until you fully match invoice values with one or more receipts, payments or write-off transactions, the invoice displays on the customer or supplier statement. You can match the receipt, payment or write-off at a later stage using the allocations screen.
  • When a customer or supplier is set to automatically allocate receipts or payments to the oldest invoices, the system will automatically allocate them in this screen. This includes receipts and/or payments processed via the bank and credit card transaction option.
  • The document status displays at the bottom of the screen.
  • At the bottom of the screen, you can select one of four processing options.
    • Process – to save the document and return to the screen that you were in.
    • Process and New – to save the document and clear the fields so that you can enter another document.
    • Process and Print – to save and print the document.
    • Process and Email – to save the document and email a PDF copy to the customer.
  • Once you print a customer receipt or supplier payment, you cannot edit it. If you need to correct a transaction, you will need to reverse the entire transaction by processing another receipt or payment, but with a negative value. You can do this by entering a minus (–) before the value. Use the same date and reference number on your transaction to make it easier to reconcile.

Add a Customer on the fly

Sage One Accounting allows you to create a customer on the fly when processing your customer documents:

The following screen will display when you click on the (Add New Customer) option:

Enter all the important information to create the customer masterfile. Click on the Save button to continue processing.

Check your Gross Profit Percentages on your Invoices

Sage One Accounting allows you view your gross profit percentages per item on your customer invoices. This function is only available if the main Sage One Accounting user grant access to another user.

Click on Administration…Control User Access and click on the Permissions link next to a user in the “Users that have access to…” section.

The following screen will display:

Expand the Customers…Customer Tax Invoices option and check the View GP on Invoices and Quotes check box as displayed above. Click on the Save button to grant access to this functionality.

When processing a customer Tax Invoice or Quote, you will now have an additional option available under the Options drop down menu:

Click on the View Invoice GP button. The following screen will display:

You will have the option to view the Gross Profit percentages on the Average Cost and Last Cost.