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Entering a Customer Transaction

Tapping Add new transaction or a transaction in the customer transaction list displays a transaction form. You can use the form to view, modify or enter the details of a customer transaction or to perform an action for that transaction.

 

Further Information

This help topic describes the options in the form. If you require other introductory information, please refer to:

 

Options in this Form

 

Date

Specify the date of the transaction.

Tip: Tap and hold to set the date to the current date.

 

Repeat

This is displayed if Make Recurring has been selected from the add menu. Specify the interval between recurring transactions.

 

Customer/Account 1

Choose the customer. It is normal to set up new customers in the Customers screen.

 

Transaction Type

Choose Sale or Payment/Credit.

Note: If you are using the Sales screen, you should choose Payment/Credit to give your customer a credit note.

 

Description/Invoice Number

Specify a description, such as the invoice number.

EasyBooks can automatically generate invoice numbers, and can automatically increase the number for each new transaction. If, for example, you enter INV-123-S, EasyBooks determines the next available number (e.g. INV-124-S) and inserts it into Invoice Number.

Do not use digits in Invoice Number if you prefer this feature not to be used.

 

Account 2

You should normally choose the following:

  • For a sale - an income account

  • For a payment - a bank or petty cash account.

  • For a credit - an income account (usually the same as the existing sale). 

    Note: The text "Payment/Credit" is shown in red for a credit once you have entered the value of the transaction.

 

Amount

Enter the value of the transaction.

Tip: Tap and hold to choose whether the value is inclusive or exclusive of VAT (alternatively tap action, followed by Show Excl-VAT or Show Incl-VAT).

 

VAT Rate

Specify the VAT rate. The field to the right displays the VAT content and the percentage rate. It is possible to enter the value of the VAT directly into the field, and EasyBooks will show you the percentage rate.

This is available only if the business is registered for VAT, as specified in the Business Settings screen.

Tip: Tap and hold to set the standard VAT rate.

 

Details

Optionally, you can enter details of the transaction. The details will appear as a line item on any PDF you generate.

 

 

Payments Received (sale only)

This section is used to link payments received from the customer back to the original sale. Tap Receive Payment to enter the payment details for a sale. In the form that appears, set Account 2 to the bank account being used to receive the payment. Note: Payments can be received as cash or into a bank account.

Tip: Tap and hold Receive Payment to enter a payment for the full invoice amount using today's date and the default bank account.

 

 

Options in the add Menu:

 

Add Split

Adds a new line item (for example, to create separate line items on any PDF you generate from the transaction).

Note: You can delete a line item by setting Amount to zero, or by swiping from right to left and tapping Remove split.

 

Duplicate

Creates a new transaction by duplicating the transaction that you have opened. This provides a fast method to create a new transaction if it is similar to an existing one.

 

Make Recurring

Allows you to set up a recurring transaction. Tap Repeat to specify the period between transactions (such as every month). Each transaction generated will be a clone of the first (except the date).

 

Add PO Reference

Adds a new Purchase Order field to the sale. If the customer requires that their PO reference should appear on all invoices sent to them, use this option to show the field, then tap it and complete the details. The PO field appears next to the Invoice Number field.

 

 

Options in the action Menu:

 

Show Excl-VAT or Show Incl-VAT

Sets whether the Amount is inclusive or exclusive of VAT.

The default setting is determined by Amount Entry in the Settings screen.

This is available only if the business is registered for VAT, as specified in the Business Settings screen.

 

Send Invoice (sale only)

Produces a PDF sales invoice, which you can print, email or open as required.

 

Send Receipt (payment only)

Produces a PDF payment receipt, which you can print, email or open as required.

 

Send Credit Note (credit only)

Produces a PDF credit note, which you can print, email or open as required. This option is available only if Account 1 is a customer and Account 2 is an income account.