Setup Example – Goods Issued to Customers
Goods Issued to Customers (transactions) record the cost of the stock sold to customers. They are created by copying a Customer Invoice or a Cash Sale, and include all the parts (but not the services) on that invoice.
💡This page provides an example of a Transaction Type setup for Goods Issued to Customers transactions.
In this example, the transactions are posted to the ledger (Dr Purchases, Cr Stock on Hand).
The transaction is linked to a customer (General > Enable Company) so that you can track which customer the goods were issued to. However, the accounting transaction is posted to ledger accounts, not to the customer’s account, so the error “The Debit Type or Credit Type does not match the Company” appears on the Edit Transaction Type screen. This error is expected for this Transaction Type.
Goods issued to production use a separate Transaction Type with the same setup, except that it is not linked to a customer. See Setup Example – Goods Issued to Production.
Header
- Description: Goods Issued to Customers
- Code: GI COM
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise Goods Issued to Customers transactions.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Credit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Debit Type | Select from a dropdown list of account types. The options are:
| Ledger | Always |
| Accounting > Default – Credit Account | Select a default account from the dropdown list. | Stock on Hand | Always |
| Accounting > Default – Debit Account | Select a default account from the dropdown list. | Purchases | Always |
| 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 |
| Accounting > Pricing | Select a pricing option from the dropdown list:
| Cost Price | Always |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type. The options are:
| Select an option from the dropdown list. | The default filter is:
|
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories from the Available to the Selected section to include them. Move the categories from the Selected to the Available section to exclude them. | If you want to limit the items that can be added. |
| General > Enable Company | Select what type of company should be in the header:
| Customers (Active) | Always |
| General > Enable Entities | Select an option from the dropdown list:
| Branch | If you want to allocate transactions to a branch. |
| General > Enable Staff | Select how transactions are assigned:
| Select the applicable option from the dropdown list. | If you want to allocate the transaction to a staff member. |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column and enter the lookup entries, one per line. Check the Auto Height box to show the full lookup list. | If you want staff to select a reference from a lookup list instead of entering one. |
| Inventory > Default – Inventory Location (Transactions) | Select a default inventory location for the Transaction Type. (Inventory locations are created under Entities.) | Select a location from the dropdown list. | If you want to specify a default location. |
| Inventory > Enable Resolves | Specify what must happen to inventory items. The options are:
| Issue | Always |
| Mobile > Enable in Mobile App | Checkbox. If checked, the transaction can be accessed from the mobile app. | Check the box. | If you want to manage the transactions from the mobile app. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | None | Always |
Statuses (tab)
- 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.
Categories (tab)
- Use categories to 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 Goods Issued to Customers transactions (e.g. by product line or type of customer), create your own categories. Goods Issued to Customers transactions are created by copying Customer Invoices or Cash Sales, and the category is copied with them. You can change the category on a copied transaction, but it is easy to forget, so it is best to use the same categories as the Transaction Type they are copied from. See Transaction Categories Tutorials.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although two transactions are involved in the copy, 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.
Goods Issued to Customers transactions are created automatically when a Customer Invoice or a Cash Sale is set to Complete (see their Copy Rules).
In this example, a completed Goods Issued to Customers transaction can be copied to a Goods Returned – Customers transaction with the Copy to Goods Returned action.
Output Templates (tab)
- 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.
