Overview

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

Before entering a Customer Sale, the user must complete the following:

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• Set integration setup 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

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” and host system integration for AR Invoice/Return in the Company module is set to immediate or timed, a Receivables Transaction Entry is created in the host system’s Sales module.

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

Step 1: Entering the transaction in NorthScope

Entering a new transaction

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.

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For more information regarding the Customer Sale transaction fields, refer to the online help here.

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.
• 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

Click New from the grid toolbar to add blank rows for data entry. By default clicking New creates 5 blank rows. Complete the data entry by adding one line for each 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 (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 transaction 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 (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

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.  

Approving the transaction

This step is optional and is used for companies that require a two-step process where there the person who approves the transaction cannot be the same person that posts the transaction.

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

Finalizing the transaction

When the transaction is ready to be finalized, the user must open it and change the status to “Ready to Post” and save the transaction. Setting the invoice to “Ready to Post” does the following:

• 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 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. 

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.

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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 7: Reviewing in NorthScope

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

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