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From NorthScope, expand the Purchasing module on the navigation menu and select “Sales”. This will open the Purchasing Sales List View, which displays all Purchasing sales with a status of New, Approved, and Ready to Post.

Click the “New” toolbar icon and select “Customer Sale” to open a blank record view.the New Sale record view. On the New Sale record view Home tab header, select the Customer from the Sold To drop-down menu and click save. Saving the new sale with a customer as the sold to entity will refresh the transaction as a customer sale as opposed to an employee sale. Once the transaction has been initially saved, the Sold To header field becomes disabled. 

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.
• Tax Class: An optional field is to select the tax class to apply to the transaction in order to charge sales tax. This field is only enabled if the Company module preference for 'Enable Sales Tax on Customer Sales' is set to 'Yes'. 

Adding line items

By default, new customer sales open with 5 blank rows for data entry. Complete the data entry by adding one line for each transaction.

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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.

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: Recording payments/refunds 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 display on the Cash Receipt 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. The total payment amount for a customer sale cannot exceed the total transaction amount. However, partial payments can be applied. 

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. 

Refunds to the customer for a return transaction may also be recorded at the time of the transaction using the Payment Details tab.

To record refunds to the customer for the return transaction, open the Payment Details tab. Then, enter the amount refunded in the Amount column corresponding to the 'Payment Type' to which the money was returned - either Cash, Check, or Credit Card. In the reference field, the user has the option to enter a reference for the refund - however, this is not required. Finally, select the checkbook from which the refund is being made from the Checkbook drop-down menu. Selecting the checkbook will default the Cash Account field with the cash account assigned to the checkbook. The total refund amount for a customer sale cannot exceed the total transaction amount. However, partial refunds can be applied. 

Once the payment has been entered and the transaction is saved as 'Ready to Post,' a 'Return' transaction will be sent to the host system. 

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 3: Finalizing the transaction in NorthScope.

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• One debit line showing the summarized amounts for each unique “Sale Account” on the transaction.
• One credit line showing the summarized amounts for the customer’s “Accounts Receivable” account. The GL Account comes from the customer’s “Accounts Receivables” account in the host system.

Note: If a refund was recorded on the Customer Sale, the customer's 'Accounts Receivable' account will be debited for the amount of the refund and the refund's 'Cash Account' will be credited for the amount of the refund. 

Once the user is satisfied that all the GL Distributions are correct, the user can post the batch in the host system.

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