Daily Operations -- Processing Orders

Click a link below to view the other sections in Receivables:

Return to the Daily Operations page here.

Take, fulfill, and invoice an order

    Classify your customers according to one of the types described in detail below and assign the "Customer type" when you configure customers. Use the Memorize function to carry over characteristics (such as type) from one customer to the next.

    Use Sales/Sales Orders

    Enter the order for the customer. If you have information that is to be used by your business that you do not want to appear on the invoice, preface it with "//".

    If parts need to be gathered, or if this is a work order, use the Print Picking Ticket button to print a work order for your shop. Descriptive comments that are prefaced with "//" will appear on the picking ticket, but not on the invoice. Give the picking ticket to the appropriate people for order fulfillment.

    Use Sales/Invoices

    When the order is filled and ready to ship, create an invoice from the original sales order. Enter the order number in the appropriate field on the invoices screen. If the order is only partially filled, modify the quantity fields as needed. If the customer has outstanding credit, or has already paid or partially paid the invoice, enter the information in the Payment tendered section of the screen. Print the invoice, then post the batch.

    Orders that are completely filled are automatically deleted when the invoice is posted; partially filled orders remain and can be used again on later invoices when the order is completed.

Make a sale over the counter

    Use Sales/Invoices

    Once you have hand-written an invoice for a sale in your shop, 21st Century Accounting provides two ways to enter the sale into the system: Sales/Invoices (if you track sales items) or Sales/After the Fact Invoices (if you don't track sales items). The functions are very similar. We'll discuss entering a counter sale in Sales/Invoices.

    Use Sales/Invoices/Invoice Details/GL Distributions

    Complete the top portion of the Sales Invoice as you normally would from the information on the counter-sale invoice.

    Enter an item ID or select an item from the product list. If you assigned a G/L account to the item, the sale will be credited or the return will be debited to the account when you complete and post the invoice.

    For non-product list items, skip the Item ID field. Enter the complete product information in the Invoice details Description field.

    You can enter any accounts you wish for distribution. If you set up and assigned default account prompts for this customer, you can distribute to the displayed accounts. Otherwise, use the drop-down list to select distribution accounts.

    Use Sales/Invoices/Payment Tendered/Payment Type

    For counter sales that were paid for at the time of the sale, you now enter into the system the type of payment the customer made: cash, check, credit card (or, for Receivables customers, credit with your store from a previous transaction). Cash or Check. When a regular Receivables customer pays you immediately by cash or check, select Cash or Check for the payment type and enter the payment amount. The system debits cash and check sales to the Receivables cash receipts account and credits the Receivables control account for the amount you enter for the cash tendered or the check. When you select Cash or Check as the payment type for a walk-in customer, the system debits the Receivables cash receipts account designated for use for walk-in customers. Credit card accounts you have set up. Any credit card accounts you have configured in Bank Accounts are displayed for use as a payment type (method of payment). The system debits credit card payments to the credit card account and credits the Receivables control account. When you select a credit card account as the payment type for a walk-in customer, the system debits the selected credit card account. Unattached credit memos and unapplied receipts. You can select as a payment against this invoice any credit memos to this customer's account or receipts from this customer that haven't been assigned to another invoice. Credit memos and receipts have already been posted to the general ledger; their effect here is to reduce the invoice amount debited to the Receivables control account and the customer account.

    Use Sales/Invoices/Payment Tendered/Description/Payment Amount

    You can enter a payment description in the Invoice window, to appear in the General Ledger Activity report after you post the completed invoice. For credit card payments, enter the customer's credit card number in the Description field Enter the amount paid. The payment amount you enter is posted to your books when you post the completed invoice.

Record Sales Made through a Cash Register

    Use General Ledger/Configure/Chart of Accounts and Bank Accounts/Configure/Credit Card Accounts

    Let's say that your business does daily sales out of a cash register, and deposits the receipts every evening. Your cash register sales will usually be a mix of cash, checks, and credit card slips.

    To record the deposit of this income mix from a cash register, you set up a special Cash Receipts Journal. Your custom journal uses a specialized type of credit card distribution. The credit card receipts are debited to the bank account but do not appear as part of the actual cash/checks deposit record. The deposit journal reflects only the cash/checks that you hand in at the bank.

    First, add cash equivalent accounts for each credit card you want to track separately. Then set up credit card accounts (at least one). You assign one of the general ledger accounts you set up in the Chart of Accounts to track credit card receipts to each credit card account.

    Use Bank Accounts/Configure/Cash Receipts Journal

    Create a cash receipts journal for distributing and depositing the cash and credit card payments received into your cash register.

    Name the journal "Cash Register Receipts" (for example.) Select CJCR for the source code.

    At Columns allowed, select "Debit - {credit card name} receipts" for each credit card for which you want to deposit receipts separately.

    If you want to see the details of daily activity on the "Cash Register Receipts" report, you can set up credit accounts for Beginning cash. You can set up debit accounts for purchases out of the cash register and for Closing cash.

    Set up any additional accounts for distribution, such as the income and sales taxes accounts as Credit only entries.

    Use Bank Accounts/ Deposits

    Start a new batch in the Deposits window when you're ready to enter a deposit consisting of mixed cash and credit card receipts from your cash register.

    At Receipt type, select "Cash Register Receipts" (or whatever you named the cash register journal). At Receipt amount, enter the total amount of cash to be deposited in the bank (NOT INCLUDING the credit card receipts). At each credit card prompt, enter the total receipts for the credit card. Record expenses out of the drawer and closing and opening amounts. Finally, credit the total receipt amount (INCLUDING the credit card receipts) to the appropriate income accounts and, if applicable, sales tax accounts.

    The Undistributed amount should be $0.00. Enter an optional Description, click OK, and save the batch. When you've completed data entry for the batch, post the batch.