Vendor Credit Memo

Vendor credit memo is used to record the returns to the vendors whether on the direct purchases or on the existing invoices which have not been paid.

The procedure of vendor credit memo is given below.

Step no1. Go to the task bar menu and click on the vendor credit memo.

The following window will appear.

Step no 2. First thing is to enter the “Vendor ID” in customer ID field. It is the ID of the vendor from the purchases has been made. When you select the vendor the “Remit to” field will show the detail of the vendor.

Step no 3. Enter the date of returning goods in “Date” field.

Step no 4. Enter the reference number in “Credit no” field. This field is used to give a unique or different code to each transaction for identification.

Step no 5. The “Term” field will be filled automatically when you select the vendor. These terms are payment terms and created when vendor account are created in maintain menu.

Step no 6. Enter the account payable ID or select it from the list of chart of accounts in the “A/P Account”. This is the account to which the amount due of the purchases will be charged.

When you will enter the vendor’s ID, if there is any invoices pending issued to that vendor than the below given tab “Apply to invoices no” will also be enabled. Otherwise only the tab “Apply to purchases” remain enabled.

Step no 7. Select the invoice number from drop down list on the Apply to invoice no tab to which you want to charge the returns.

Step no 8. The “Item field, Quantity field, Unit price field, and Description field”will be automatically filled.

Step no 9. Enter the number of items you want to return in the “Returned” field.

Step no 10. Enter the “GL Account” which you want to use for this return.

Step no 11. “Amount field” will be automatically filled.

Step no 12. Click the “Save” button to save the transaction.

QUOTES

           “Quotes” is the quotation which is issued by seller to the buyer on buyer demand. It’s like an offer which seller gives to buyer. It consists of details of per unit price, description of the good and the quantity of the good.

Now here is the procedure that how user can create or issued “Sales quotes”.

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

As you select the quotes the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of quotation is to enter the “Customer ID” of that customer for whom this quotation he is creating.

In case there is no customer user can create it while cursor is blinking in customer ID field user have to simply press the “+” key or “Double click”or click on magnifier glass and click on “New” button. Maintaining customer screen will appear in which user can create a new customer.

Step no 3: When user create and select the customer “Ship to” field will be filled with the address of customer where the shipment will be send.

Step no 4: Enter the date on which the quotation are issued in “Date” field.

Step no 5: Enter the date on which this quotation will expire in “Good thru”field.

Step no 6: Enter the reference number in “Quote no” field. This field is used to give a unique or different code to each quotation for identification and avoid repetition in issuance to the customers.

Step no 7: Customer purchase order number can also be entered in“Customer PO” field.

Step no 8: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 9: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 10: The sales representative ID can also be entered in “Sales Rep”field.

Step no 11: Enter the quantity of items for quotation in “Quantity” field.

Step no 12: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 13: Description of item will automatically fill as default in“Description” field.

Step no 14: Enter the per unit price of the item in “Unit price” field.

Step no 15: User can also enter the freight amount in “Freight” field.

Step no 16: Click on the “Save” button to save the quotes.

SALES ORDER

A seller-generated document that authorizes sale of the specified item(s), issued after receipt of a customer's purchase order. A sales order usually implies that there will be no additional labor or material cost incurred for the sale, except where it is used to initiate a production process.

Now here is the procedure that how user can create or issue a sales order. User can issue a new order or can also convert the quote into sales order.

CONVERT QUOTES INTO SALES ORDER:

In order to convert the quotes into sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Quotes”.

Step no 2: Click on the “Open” button. A window will appear select the quote you want to convert and click on the “Ok” button.

Step no 3: The selected quote will open now click on “Convert” button and following screen will appear.

Step no 4: Select the “Sales order” button in order to convert the selected quote into sale order.

Step no 5: Click on the “Ok” to save the sales order.

NEW SALES ORDER:

In order to issue a new sales order the following steps must be followed:

Step no 1: Go to the task menu and click on “Quotes/ Sales order” sub menu will appear select the “Sales Order”.

As you select the “Sales Order” the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of sales order is to enter the “Customer ID” of that customer for whom this sales order he is creating.

In case there is no customer user can create it while cursor is blinking in customer ID field user have to simply press the “+” key or “Double click”or click on magnifier glass and click on “New” button. Maintaining customer screen will appear in which user can create a new customer.

Step no 3: When user create and select the customer “Ship to” field will be filled with the address of customer where the shipment will be send.

Step no 4: Enter the date on which the sales order are issued in “Date” field.

Step no 5: Enter the date on which this sales order will be dispatched or send from the company in “Ship By” field.

Step no 6: Enter the reference number in “So no” field. This field is used to give a unique or different code to each sales order for identification and avoid repetition in issuance to the customers.

Step no 7: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 8: The “Term” field will be filled automatically when you select the customer. These terms are payment terms and created when customer account are created in maintain menu.

Step no 9: The sales representative ID can also be entered in “Sales Rep”field.

Step no 10: Enter the quantity of items for sales order in “Quantity” field.

Step no 11: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 12: Description of item will automatically fill as default in“Description” field.

Step no 13: Enter the per unit price of the item in “Unit price” field.

Step no 14: User can also enter the freight amount in “Freight” field.

Step no 16: Click on the “Save” button to save the sales order.