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• Turn on integration for AR Invoice/Return. 
• Default Cash payment checkbook (Sales Order Preferences)
• Default Check payment checkbook (Sales Order Preferences)
• Default Credit Card payment checkbook (Sales Order Preferences)
• Attributes setup for Customer Sale transaction

Understanding the data flow

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To view the data flow of Customer Sale transactions, click here.

Step 1: Entering the transaction in NorthScope

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Entering a new transaction

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Note: If a Tax Class is selected, a line item will auto-populate in the grid to display the total amount of taxes applicable to the transactions. This line item is not editable by the user. 

Step 2: Assigning transaction properties

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(Optional)

The properties tab allows users to change the payments terms and a GL Date. Since all properties have default values, this step is not required.

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Users can also update the GL date in the properties. The field defaults to the current date, but this is editable as long as the transaction status is New. The GL date must be greater or equal to the transaction date and must be in an open fiscal period. Save the transaction record after updating the transaction properties.

Step 3: Recording payments/refunds on the transaction

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(Optional)

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

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Note: If payments/refunds are recorded, each payment/refund value must correspond to the overall transaction amount value. For example, if the overall transaction amount is positive, then each payment/refund amount value must also be positive. Alternatively, if the overall transaction amount is negative, then each payment/refund amount value must also be negative. 

Step 4: Assigning attributes (Optional)

The Attributes tab on the transaction will include all user-defined Attributes assigned to the Sales Order - Customer Sale Transaction.

To setup Attributes for the Sales Order - Customer Sale Transaction, navigate to Company → Attributes → Sales Order → Transactions → Customer Sale.

Step 5: Finalizing the transaction in NorthScope

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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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• Ensures there is at least one valid line item on the transaction
• Ensures that all default GL Accounts can be assigned.
• Ensures that all required attributes have been assigned. 

Once the status has been successfully updated to “Approved”, all the editable fields, with the exception of Status, will be disabled.

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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, if the integration is turned on.
• Creates posted and settled Cash Receipt records  for each payment recorded on the transaction.

Step

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6: Posting the transaction entry.

For every Customer Sale a Receivables Transaction Entry will be made in the host system if the Integration Setup for AR Invoice/Return is set to Timed or Immediate. 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.

Step

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7: Reviewing in NorthScope

Once Step 5 Step 6 is completed, the following will occur in NorthScope:

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