Summary
Description
You can use Quick Entries to save time by quickly entering sales invoices and credit notes that you create either in a different system or by hand. You can do this for one or more customers at the same time.
TIP: If you use the Quick Entries option to enter the details of a customer invoice or credit note, you can’t print this. If you need a printable version, use the sales invoices or sales credit notes options instead. You must also use these options if you want to record the sale of a particular product or service that you’ve created a record for. You also have to use these options for overseas customers.
Once you’ve entered a quick entry invoice, when the customer pays it, you record this against the invoice as a customer receipt. If you’ve entered a credit note, you can allocate, or if necessary, refund it, as normal.
Resolution
Add a quick entry
- Go to Sales then from the drop-down list select Quick Entries.
- Select New Quick Entry and enter the following information:
* These details are compulsoryType* From the drop-down list to add an invoice, choose Invoice, or to add a credit note, choose Cr Note. Date* Enter the transaction date. Customer* Choose the customer. Reference* Enter a reference, for example, an invoice number from another system. Ledger Account* Choose the ledger account you want to use for this transaction. Details If necessary, you can enter additional information about the invoice or credit note. Net Enter the net amount of the invoice or credit note. If you're unsure of the Net value, enter the VAT Rate and Total instead. We will calculate the Net and VAT for you. TIP: If your company is VAT registered and the Net, VAT Rate and VAT columns don't appear, check you've entered your VAT scheme correctly in Settings in the Financial Settings section. VAT Rate Choose the required VAT rate. VAT This calculates automatically based on the net or total amount and VAT rate. Total The total value of the invoice or credit note is calculated automatically. TIP: If you've created analysis types, you can also choose these when creating the quick entry. - To add more transactions, on the next line, repeat the above step and select Save.
Edit a quick entry
CAUTION: You can’t edit a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice.
- Go to Sales and from the drop-down list select Quick Entries.
- Select the transaction.
TIP: If you originally entered several transactions in the same quick entry window, when you edit one of the transactions, the other items in the batch are also visible, but unaffected.
- Edit the information as required and select Save.
Delete a quick entry
CAUTION: You can’t delete a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice.
- Go to Sales and from the drop-down list select Quick Entries then select the quick entry to delete.
TIP: If you originally entered several transactions in the same quick entry window, if you delete one of the transactions, the other items in the batch are also visible, but unaffected.
- Select the Delete button,
and select Save.
You’ve successfully deleted the transaction and it no longer appears on the relevant customer’s activity.
Pay a quick entry invoice
Africa
Asia
Australia
Canada
France
Kenya
Nigeria
Portugal
South Africa
Spain
United Arab Emirates
United Kingdom
United States
Germany