Setup Example – Cash Sales

  • Cash Sales charge walk-in customers for goods or services when no customer account is created for them (e.g. at Point of Sale (PoS) tills).
  • They work like Customer Invoices, but each cash sale is allocated to a PoS till.
  • In this example, the cash sales customer is debited and the Cash Sales account is credited (Dr Customer (Cash Sales), Cr Sales).
  • The Reserve resolve reserves stock until a Goods Issued transaction is created. When the cash sale is Complete, its items are copied to Goods Issued to Customers automatically.
  • The payment is recorded by copying the cash sale to Customer Receipts (PoS).

💡This page provides an example of a Transaction Type setup for Cash Sales.

  • Description: Cash Sales
  • Code: POS INV
  • Entities: All

Settings (tab)

Info
  • This section lists the compulsory and optional settings that can be used to customise Cash Sales.
  • Settings with Default as part of the name can be changed when capturing a transaction.
Setting Description Value When Required
Accounting > Credit Account Filter (Enter string contained in Accounts > Lookup)

Limits the accounts that can be selected to those that include the letters entered.

The filter is case-insensitive.

Sales

If you want to limit the accounts that can be selected.

Requires all your sales accounts to include the word Sales in the lookup field.

Accounting > Credit Type

Select from a dropdown list of account types.

The options are:

  • Customer
  • Supplier
  • Ledger
LedgerAlways
Accounting > Debit Type

Select from a dropdown list of account types.

The options are:

  • Customer
  • Supplier
  • Ledger
CustomerAlways
Accounting > Default – Credit AccountSelect a default account from the dropdown list.Cash SalesIf you want to specify the sales account to credit.
Accounting > Default – VAT Category (Input/Output)

Select a VAT Category from these options:

  • N/A
  • Output + (e.g. Customer Invoices)
  • Output – (e.g. Customer Credit Notes)
  • Input + (e.g. Supplier Invoices)
  • Input – (e.g. Supplier Debit Notes)
Output + (e.g. Customer Invoices)Always if you are registered for VAT.
Accounting > Default – VAT TypeSelect a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types.Select the Standard VAT Type.Always if you are registered for VAT.
Accounting > Enable Accounting

A checkbox.

If checked, accounting is enabled.

If unchecked, transactions are created in the module and not posted to the ledger.

Check the box.Always
General > Enable Assets

Checkbox.

If checked, you can select an asset from a dropdown list.

Check the box.If assets are used to generate income (e.g. you service or repair assets for customers).
General > Enable Company

Select what type of company should be in the header:

  • N/A
  • Customers (All)
  • Customers (Active)
  • Suppliers (All)
  • Suppliers (Active)

Customers (Active)

Prevents cash sales from being created for suspended customers.

Always
General > Enable Entities

Select an option from this list:

  • Registered: Allocates transactions to a registered entity.
  • Branch: Allocates transactions to a branch and its registered entity. The selected branch must be linked to a registered entity.
  • Till (PoS): Allocates transactions to a specific till. Used for Point of Sale (PoS) transactions.
Till (PoS)Always for transactions captured on PoS tills.
General > Enable ProposalsCheckbox. If checked, proposals can be created from the transaction.Check the box.If you want to use proposals.
General > Enable Staff

Select how transactions are assigned:

  • None: Transactions are not assigned.
  • All: Transactions can be assigned to users, and a rep can be selected.
  • Rep: Transactions can only be linked to a rep.
  • Assign To: Transactions can only be assigned to a user.
RepIf you want to allocate the cash sale to a rep or staff member.
Inventory > Enable Resolves

Specify what must happen to inventory items.

The options are:

  • Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory.
  • Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory (e.g. Work Orders).
  • Reserve: The inventory is reserved for an order (e.g. Sales Orders).
  • Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices).
  • On Order: The inventory is ordered, but not yet received (e.g. Purchase Orders, Work Orders).
  • Receive: The inventory is received (e.g. Supplier Invoices, Work Orders).
Reserve

If you use inventory management.

In this example, the stock is reserved until a Goods Issued to Customers transaction is created.

Settings tab of the example Cash Sales Transaction Type (POS INV), debiting the customer and crediting Cash Sales, by PoS till
Settings tab – Dr Customer, Cr Cash Sales, with Output VAT, PoS tills and the Reserve resolve

Statuses (tab)

Note
  • You may create an unlimited number of statuses.
  • However, there are only four Status Groups:
    • Pending
    • Active
    • Complete
    • Cancelled
  • The first status should allow editing.
  • The final status should ideally not allow editing.
  • If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
  • If inventory is used, at least one status should have the Inventory column checked.
  • If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Statuses tab of the example Cash Sales Transaction Type (POS INV), with the statuses Pending, Complete and Cancelled
Statuses tab – Pending reserves inventory, Complete posts to the ledger, and Cancelled

Categories (tab)

Info
  • Categories sort records.
  • The categories you choose should be meaningful to your business.
  • Using categories is optional but recommended.
  • Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.

This example has no categories. If you want to sort your Cash Sales (e.g. by product line or sales channel), create your own categories. See Transaction Categories Tutorials.

Copy Rules (tab)

Info
  • Copy Rules determine when transactions may be copied.
  • Although the copy involves two transactions, you only need to create one Copy Rule.
  • User access must be set for each Copy Rule.
  • You can automate copying transactions by selecting a Trigger status.
Copy Rules tab of the example Cash Sales Transaction Type (POS INV), with Copy Rules to Customer Receipts (PoS) and Goods Issued to Customers
Copy Rules tab – Pay copies to Customer Receipts (PoS); Goods Issued to Customers is created at Complete

Output Templates (tab)

Info
  • Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
  • Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
  • You may edit these templates to include or exclude information.
  • You may also create your own forms and templates from scratch.
Output Templates tab of the example Cash Sales Transaction Type (POS INV), with the Tax Invoice template, printed or emailed at Active or Complete
Output Templates tab – Tax Invoice template

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