Entering sales transactions

You can use the Sales transactions window in the Advanced Accounting Console to enter sales transactions that are processed and tracked through iMIS AR/Cash. This window should only be used for transactions that are not processed indirectly through another module.

The purpose for entering data on this window is to record after-the-fact any sales-related transactions, such as manually prepared invoices. iMIS uses the information entered on this window to track several items:

  • Product sales items that are passed on to sales history.
  • Any outstanding AR amount.
  • Any open AR amount that is reduced or eliminated, which is reported on daily and monthly transaction reports.

Use Sales transactions to record miscellaneous sales and cash receipts that do not fit into any category processed by other iMIS modules, such as Billing, Events, and Order Processing.

Use Sales transactions for sales-related entries when you do not need to produce an invoice or a bill. For example, enter Sales transactions to record open sales items for a manual (handwritten) invoice and to document paid-in-full transactions without a printed invoice (miscellaneous cash receipts).

Do the following to record sales transactions:

  1. In the Advanced Accounting Console, go to Finance > Transactions > Sales transactions, and click New.
  2. Enter the customer Id and press Enter, or use the lookup icon to select a value and click OK.
  3. Place the cursor in the Product field and use the lookup icon.
  4. Select a value and click OK.
  5. (optional) Place the cursor in the GL Account field and enter or change the GL account number. If the Allow GL account edit for sales transactions option is not enabled (in the Advanced Accounting Console, go to Finance > Options > Configure accounting options), the GL Account field is display-only and the GL account number cannot be added or changed.
  6. Place the cursor in the Quantity field and enter the quantity.
  7. Place the cursor in the Check/CC field and enter the check or credit card information.
  8. Enter the payment amount in the Payment Amount field.
  9. Click Save.

To edit a transaction that is still in the system, find the transaction, select edit mode, and make the necessary changes.

Note: You cannot edit transactions that are in a posted or closed batch, or transactions that have been transferred to the GL.

You can search for an existing transaction using one of the first three data entry fields (Date, Transaction, or Id). After the search, iMIS either displays the transaction you requested or presents a list of transaction options.

Note: iMIS only searches on one field at a time.

  1. From the Sales transactions window, click Open.
  2. Enter a value into one of the first three data entry fields (Date, Transaction, or Id) and press Enter.
    • If iMIS finds your record, iMIS opens the record in display mode.
    • If iMIS finds multiple transactions matching your criteria such as date or ID, iMIS returns a list of potential matches. Double-click on the desired line to open the record in the display mode.
  3. Click Edit.
  4. Make the necessary changes.
  5. Click Save.