Using Cash Sale

A Cash Sale is recorded when a customer pays you in full at the point of sale. The Cash Sale document records:

  • quantities of products/ services supplied,
  • respective price(s) and
  • payment method (i.e debit card, credit card, etc).

In accounting terms, Cash Sales are recorded in your cash/ bank balance, while invoices are recorded in your Accounts Receivable Ledger (Sales Ledger).

Posting a Cash Sale does not impact the customer balance but it increases your cash balance.

In Salesorder, a Cash Sale is recorded using a Cash Sale Document.

New Cash Sale

A new Cash Sale can be defined in the following ways:

Use Cash Sales

To manually create a new Cash Sale in Salesorder, go to:

SALES > Cash Sales > +

Use Customer Master

To create a new Cash Sale, go to:

SALES > Customers > Select Customer > Actions > New Cash Sale

Use Sales Quote

To create a new Cash Sale, go to:

SALES > Sales Quote > Select Quote > Actions > Create Cash Sale

Use Sales Opportunity

To create a new Cash Sale, go to:

SALES > Sales Opportunities > Select Sales Opportunity > Actions > Create Cash Sale

Transactions on Cash Sale

Salesorder allows you to perform following transactions through the Cash Sale Document:

Transaction More information
Delivery Note Refer Using Customer Delivery Notes
Refund Refer Using Customer Refund

Cash Sale Document: Configuration

To configure Cash Sale document, go to:

SETUP > Configuration > Cash Sales 

Or

SALES > Cash Sales > Select Cash Sale > Configure

The following configuration options are available:

New Template

You can create new Cash Sale Document templates using this option.

Templates enable you to customize:

  • the line item table columns in the document.
  • the layout of the document when its being printed.
For more details on how to use templates, refer Setup Document Template

Customize Fields

A Cash Sale document consists of fields, sections, tabs and line item table. The Salesorder app allows you to customize all the parts of the document.

To customize fields, sections and tabs in the document, refer to Using Customization.

Line Item table can be customized through document templates. To learn more, refer Setup Document Template.
General tab

Default Template

Using this option you can choose a template for the Cash Sale document.

This template defines:

  • how the line item table columns appear on the screen for a Cash Sales document.
  • the layout of the Cash Sale document when its being printed.
Salesorder app provides default templates like:

  • Standard,
  • Time and Materials,
  • Services and
  • Professional.
Each template is relevant for different types of businesses, such as product and service companies.

To learn more about how to use templates, refer Setup Document Template

Show collapsible sections

Checking this option collapses the header sections of the document.

It implements a drill down effect on the header sections to make the Cash Sale document appear compact on the screen.
Reference # Generation tab

Use Auto-generated Ref #

Reference numbers can be set to auto-generate by checking this option.

Ref # Prefix

You can prefix reference numbers for meaningful distinction and recognition. For example:

  • Cash Sale can be prefixed as CS211
  • Sales Invoices can be prefixed as SI345
  • Customer Payments can be prefixed as CP234.

Current Sequence Number

Reference numbers can be set to increment from a fixed starting point.

For more details on customizing Ref #s refer Using Ref #s (Reference numbers)

Cash Sale Document: Reference

Fields in first Section

Customer Customer Name
Customer # Customer Ref#
Owner The user creating or owning this document (See Using Owners).
Tax Date The date for Tax purposes, i.e. when the Income was collected. Any date, default is the creation date. This is also the date from when the Payment terms commence.
Ref # The unique identifier for this Document.
Status The Accounting Status of this Document, specifically:

Pending: The Cash Sale has been saved as Pending or the payment has not been processsed. It has not been posted to the General Ledger.

Paid: has been Paid.

Void: Document is not in use.

Memorized: See Using memorized transactions.
Template The Template applied to this Document. See Using Document Templates.
Currency The Currency in which this Document is presented. See Using Currencies.
Exchange Rate The exchange rate applied to the relationship between this Document’s currency and the base currency of your general ledger. See Using Currencies.

Fields in second Section

Customer Ref A unique reference originating from the Customer i.e. Purchase Order #.
Our Ref A unique reference number of the originating document e.g. Sales Order Ref #.
Contact The main or a selected Contact. In Edit mode you can select from the associated List of Contacts.
Telephone The phone number associated with the above Contact.
Email The email address associated with the above contact, and where this document will be emailed from a List or the Document itself.
Emailed on The date on which this document was emailed to the Customer.
Printed on The date on which this document was printed.
Our Ref Inherited from a Sales Order or Sales Quote or Sales Opportunity.
Job A reference to the Jobs List.
A/C Memo A note to the General Ledger
Price List The Price List applied to this Document. See Using Price Lists.
Tax Code / Group The default Tax code inherited from the Customer and applied to Line Items on this Document. You can change the Tax code on an Item. See Using Taxes.
Price Level The Price Level applied to this Document. See Using Price Levels.
Default site The site from which a subsequent Sales Order would be fulfilled.
Tabs

Items

You can view all the Item details such as Description, Unit Price, Qty, Discount, etc. for the Cash Sale.

To learn more, refer Using Line Items

Payment Method

This tab is used to record details about the payment made by the Customer like mode of payment, payment processors, payment status, account to which the amount was deposited, etc

For more details, refer to Using Payment Method

Notes

You can add notes to the document. To learn more, refer Using Notes

Addresses

You can mention billing, shipping and payment addresses using this tab. To learn more, refer Using Addresses

Shipping

Shipping details like:

  • shipping company,
  • shipping method,
  • ship date,
  • shipment tracking #,
  • shipping cost,
  • shipping weight and
  • shipping terms
can be saved in this tab. To learn more, refer Using Shipping

Customer Message

Add a message to the Customer.

Classification

Refer Using Classifications

E-Commerce

If the Sales Order was generated through a Shopping cart or API, this tab will display the following details:

  • Imported from Cart,
  • Imported On,
  • Cart Mapping,
  • Payment Method.

Cash Sale Document: Settings

The document settings are available when creating | editing | viewing a Cash Sale document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)
Saves the Document. Documents that post to accounts have a Save and Save as Pending option.

Clicking Save will post the Cash Sales values to the General Legder.

Save as Pending

(available in Create mode)
Using this setting, you can save the Cash Sales document without posting it to the General Ledger.

The Status field in the Cash Sale document will be updated as Pending.

It allows you to edit and make changes to the Cash Sale document and when you are ready to post the Document to the Account, you can click the Save option.

Edit

(available in View mode)
Using this setting, you can switch the Cash Sale document to edit mode.

Process Payment

(available in Create mode)
Process the Card or ACH Transaction. It fires the payment transaction and saves the Cash Sale Document.

Memorize

(available in
Create mode |
Edit mode for Cash Sales in Memorised status)
Using this setting, you can schedule to create new Cash Sale documents automatically at regular intervals of time.

The Status field in the Cash Sale document will be updated as Memorised.

To learn how to implement this, refer to Using Memorized Transactions

Check Stock

(available in
Create | Edit mode)
You can check availability of all the stock for this Sales Order.

Or select items in the line item table to view the stock availablity of individual items i.e. free vs on hand.

Configure

(available in
Create | Edit | View mode)
Takes you to the Cash Sales configuration screen. Discussed in the Configuration section in this article.

Find

(available in
Edit | View mode)
You can use this option to find:

  • Delivery Notes issued against the Cash Sale.
  • Refunds generated against the Cash Sale.

Actions

(available in
View mode)
Actions can be used to perform various tasks on a Cash Sales Document -

Create Delivery Note

You can use this option to create a Delivery Note for the given Cash Sale.

Delivery Notes | Packing Slips enable the Customer to check what was delivered against what they bought for reconciliation purposes.

Create Refund Note

Refer Using Customer Refunds

Create Credit Note

Refer Using Customer Credit Notes

Create a Copy

Creates a copy of the Cash Sale.

Show Account Entries

View General Ledger entries for the associated Cash Sale document .

Show History

You can view the complete history of the Cash Sale Document and who has performed them.

Take Ownership

You can transfer document ownership using this option.

Void this document

Documents can be voided to imply that they are not in use. It is a soft delete.

Voided Documents remain in the system and are set to Void status. You can still search for the document on the app.

Once a Document is voided it cannot be edited or changed in any way (you can attach a Memo though).

It will also remove the corresponding entries from General Ledger.

Delete

This option permanently deletes the Document from the Salesorder app.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Print

(available in
Edit | View mode)
You can print Cash Sale document using this option.

The document is printed as a PDF and the print style and layout depends on the template set for the Cash Sale document.

Refer to the Template field in the Reference section in this article.

Email

(available in
View mode)
You can send emails directly from the Cash Sale document. The email message will automatically include the Cash Sale document as a PDF attachment.

  • Blank Message
  • You can compose and send a custom email using this option.

  • Issue Receipt
  • You can send an email to acknowlege the receipt of cash payment.

To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

In this article

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