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Completing the header fields

• Cash: An optional field to enter the amount of cash received from the customer for the sale.
• Check: An optional field to enter the amount received from the customer via check for the sale.
• Credit Card: An optional field to enter the amount received from the customer via credit card for the sale.
• Description: An optional field for a description of the transaction.
• Doc Date: Identifies the date of the sale or return.
• Doc No: An optional field for the user to enter a document number for the transaction. This field is not required. However, if entered, this field must be unique by transaction type.
• PO: An optional field to enter a purchase order associated with the transaction.
• Sold To: Select the customer being sold the item(s) or returning the item(s).
• Status: This field is to select the status from the following options:
  • New - This is the default.
  • Approved - Used when there is a two-step process for finalizing transactions. Setting the status to “Approved” disables all editable fields except Status.
  • Ready to Post - Used when the user is ready to post the transaction. Setting the status to “Ready to Post” disables all editable fields including status.

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• Description: Offers a description of the line item being sold or returned. This field defaults once the item has been selected.
• Extended: This field is read-only and displays the product of the price per UOM and the quantity. 
• Item: Select the item being sold or returned. This field offers a lookup of all active items.
• Price: Enter the price per UOM for the line item. Prices must be greater than or equal to 0. This field defaults to 0.
• Quantity: Enter the amount of the line item being sold. This field defaults to 1.
  • Note: If the customer sale is recording a return, the user must use the Quantity field to record the negative (i.e. -1) and enter the absolute value of the price of the item(s) to be returned in the Price field. For example, a return of $500 would be entered by placing a -1 in the Quantity field and a positive 500 in the price field.
• Sale Account: Select the sale account to be credited on the line item journal entry. This field defaults once the item has been selected.
  • Note: If the customer sale is recording a return, the sale account will be debited.
• UOM: Select the unit of measure for the line item. This field defaults once the item has been selected.

Step 2: Recording payments on the transaction. (Optional)

Payments received from the customer for the sale transaction may be recorded at the time of the transaction using the Payment Details tab.

To record payments received from the customer for the sale transaction, open the Payment Details tab. Then, enter the amount received in the Amount column corresponding to the 'Payment Type' through which the money was received - either Cash, Check, or Credit Card. In the reference field, the user has the option to enter a reference for the payment that will appear on the Cash Receipt - however, this is not required. Finally, select the checkbook to receive the payment from the Checkbook drop-down menu. Selecting the checkbook will default the Cash Account field with the cash account assigned to the checkbook. 

Once the payment has been entered and the transaction is saved as 'Ready to Post,' an invoice for the transaction will be sent to the host system with a cash receipt attached for the entered payment amount. 

Step 3: Finalizing the transaction in NorthScope.

Changes can be made to a transaction until it is finalized. To finalize a transaction, the user will need to change the status to “Ready to Post”. In some companies, posting is a two-step process where transaction(s) are “Approved” by one person and posted by another.  

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• Validates the same conditions as the approval status and locks down all editable fields including status.
• Creates the transaction entry in the Host System.

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4: Posting the transaction entry in the host system.

For every Customer Sale a Receivables Transaction Entry will be made in the host system if the Purchasing Preference for “Enable Real Time Integration” is set to “Yes”. The transaction entry will appear in the host system's Sales module in the batch titled NS followed by the year, month, and day with the following format: NS: YY_MM_DD. For example, if the Customer Sale was integrated on July 14, 2015, the Batch ID for the transaction entry would be NS: 15_07_14. 

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Note: Although this step is required, it does not need to be done for each transaction. Posting can be done nightly or as needed.

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5: Reviewing in NorthScope

Once Step 3 4 is completed, the following will occur in NorthScope:

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