Sales, Invoicing and Payments

From your Inventory left click to open the record you want to mark as sold.
Click on the Transactions tab and the screen will look like this. Now click on the green Edit button.

To mark this item as Sold click on the down arrow in the Status box and choose Sold. As soon as you do this you will be prompted to choose the name of the customer you are selling to. Pick their name from the list or click New Contact to add a new record.

• If you sold the item for less than the list price change the value in the Actual Price field.
• If you are processing a sale you made at an earlier date click in the Transaction Date field and pick a date from the calendar.
• If you are going to be producing an Invoice, you can add additional text to print by adding it to the Optional text for transaction document field.
• By default the location of this item will be set to the name of the purchaser but if you want to show the location as something else (maybe continue to show In Stock until you have been paid) just un-tick the Amend location on transaction completion box

Once you are finished remember to click on the Save and Close button at the top left of the screen (or Cancel if you want to start again). This will take you back to the main record for the item. Click Save and Close again to return to the Inventory list.

As soon as an item has been marked as  Sold an invoice is created for the sale. You can print this invoice at the same time as you record the sale or at any time afterwards.

Open the record and click on the Transactions tab. Once an item has been marked as Sold you will see that there is an additional button allowing you to create the invoice :

Click thisto create the invoice and a new browser tab will opendisplaying the invoice and the print/download options:

Click the Close button to return to the record.

Once an item has been marked as Sold you can cancel the transaction by simply marking the item as Available again.

Open the record and click on the Transactions tab. Click on the green Edit button.

Now change the Status from Sold to Available and click the Save and Close button at the top left of the screen.

If you now click on the Financials tab you will see the history of the transactions – the sale and then the reversal, and this same information is displayed within the Contact record for your customer.

Once you mark an item as Sold the receipt for payment against the invoice is set to 0. You can see this by clicking on the Financials tab within the Inventory record (and within the Contact record for the buyer).

To record payment – or part payment – of an Invoice click on the Invoice Number to the left.

This opens up a new area where you can record the Amount of the payment and the Date of the payment. Enter the information and click on the blue tick to add the details.

Below this you will see an updated summary of the payments against this invoice and any balance outstanding.

If you want to issue a receipt for a payment once an invoice is settled in full you can Reprint the original invoice and add Optional text for transaction document (eg ‘Thanks for the payment!’). On the Transactions tab click the Edit button and add your text at the bottom of the form. Click Save and Close and then click the Print button to re-generate the invoice, this time with your chosen text.