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The Customer Sale transaction is used to record sales to customers. These transactions upload to the host system as receivables transaction entries in the Sales module when the integration is turned on.

Prerequisites

Required Prerequisites

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A customer sale transaction can be used to record sales transactions to customers and returns from customers. When the transaction status is changed to “Ready to Post,” a Post” and the integration is turned on, a Receivables Transaction Entry is created in the host system’s Sales module.

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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)

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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, if the integration is turned on. 

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

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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, if the integration is turned on. 

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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• 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.

Step 4: Posting the transaction entry

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For every Customer Sale a Receivables Transaction Entry will be made in the host system if the Purchasing Preference for “Enable Real Time Integration” Integration Setup for AR Invoice/Return is set to “Yes”Timed or Immediate.  The 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. 

If the Integration Setup for AR Invoice/Return is set to None, the transaction status is set to 'Posted' when the transaction is saved as 'Ready to Post'.

Journal entries for positive sale line items

• One debit 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.
• One credit line showing the summarized amounts for each unique “Sale Account” on the transaction.

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

Journal entries for negative sale line items (Returns)

• 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.

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 5: Reviewing in NorthScope

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