Standard purchase and sales actions

Introduction

This article covers the standard actions for selling and purchasing products. The full functionality is described in the articles "Product purchases" and "Product sales".

The modules of the same names are used for selling and purchasing products.

Product sales and purchases Product purchase and sales modules

Product purchases

Only the program users who have been given the corresponding rights have access to the purchase module. These rights are assigned in the Application section when setting up user rights.

Access levels: Manager has access to all purchase documents, User has access only to their own documents. Users and their properties are created and edited in the Settings module, menu item Users.

Setting up user access rights to the Purchases module

Purchase order

Go to the menu item Purchases/Purchase orders and click Create.

List of purchase orders

Select a supplier and add the list of products you are going to buy from them. The program creates a request for quotation.

Request for quotation

After you confirm it (Confirm order), the request gets the status Purchase order and the Delivery/Receive products button and the Supplier invoices button become available.

Purchase order

Processing the delivery of purchased products (Product delivery) and preparing the documents for their payment (Supplier invoices) can be done in any order.

Product delivery

Click the Delivery button and the program creates a delivery form for the purchased products. Then click the Confirm and Apply buttons.

Delivery form for purchased products

After the delivery is confirmed, the delivery form gets the status Done.

Product delivery form Completed delivery form for purchased products

Supplier invoices

When you receive an invoice from a supplier, enter it in the program based on the Purchase order by clicking the Supplier invoices button. The program offers to create a new invoice.

Creating an invoice Creating a supplier invoice

After you select Create, a Draft invoice is created and all data from the Purchase order is entered into it.

Draft invoice Draft supplier invoice

Then you can confirm the invoice and, once it is paid, register the payment by selecting the payment journal.

Payment registration Registering a payment to a supplier

The invoice for registering the fact of payment is available in the following places:

in the Purchase order;
in the folder Control/Supplier invoices of the Purchases module;

List of supplier invoices

in the folder Purchases/Supplier invoices of the Accounting module

Supplier invoices in the accounting module

Product sales

Only the program users who have been given the corresponding rights have access to the sales module.

Access levels: Manager has access to all sales documents, User has access only to their own documents or to all documents, respectively. Users and their properties are created and edited in the Settings module, menu item Users.

Setting up user access rights to the Sales module

Sales order

Go to the menu item Sales/Sales orders and click Create.

Sales List of sales orders

Select a customer and add the list of products you are going to sell to them. The program creates a quotation.

Product sales Sales order form

After you confirm it (Confirm sale), the quotation gets the status Sales order and the Delivery button becomes available.

Product sales Quotation status changes to Sales order

Then you can deliver the products and create an invoice for the customer. If the sales settings have "Invoice the ordered quantities" selected, you can create the invoice before the products are delivered; the order of delivering the products and creating the invoice does not matter. But if "Invoice the delivered quantities" is selected, the invoice can be created only after the products are delivered.

Invoice settings Invoicing settings

Product delivery

Click the Delivery button and the program creates a delivery form. Then click the Confirm and Apply buttons.

Product delivery form

After that we get the completed product delivery.

Completing the product delivery Completed product delivery

If necessary, you can print a waybill from the Sales order.

Waybill Printed waybill form

Customer invoices

To issue an invoice, select Create invoice in the Sales order form.

Creating an invoice from a Sales order

Select what to include in the invoice. In this case, select "Lines to include in the invoice" and click Create and view invoice.

Creating an invoice Selecting invoice lines

The result is a draft invoice that includes all the order lines.

Draft invoice

After you save the draft invoice, you can print it or send it by email. Then you need to confirm the invoice (the Confirm button).

Printed invoice form

In addition, after the invoice is confirmed, the Register payment button becomes available. It is used to register a payment received for this invoice.

Approved invoice

To register a payment, select the payment journal and register the payment.

Registering payment for an invoice

To register a payment, the issued invoices can be found:

in the Sales order itself (the Invoices button);

Invoice in the order Invoice in a sales order

in the Accounting module, menu section Sales/Customer invoices.

List of invoices