Support

Contents

Entering a Stock Transaction

Tapping Add a new sale or a sale in the stock transaction list displays a transaction form. You can use the form to view, modify or enter the details of a 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.

 

Account 1

Choose an account to link the transaction to. For purchases, choose an appropriate bank account or supplier account. For product sales, choose an appropriate bank account or customer account.

 

Transaction Type

The transaction type defines whether money moves in or out of the account. The text displayed depends on the account selected in the first account.

 

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.

 

Product

Choose a product.

 

Quantity

Set the quantity of product being purchased or sold.

 

Price Each / Cost Each

For sales the price each is filled in automatically using information contained in the product details. Volume discount pricing can be applied by setting a range of prices for different quantities. Setting the Quantity field will recalculate Price Each but you can override this amount if you need to.

For purchases of stock, set the cost per item or the total cost in the Amount field. EasyBooks keeps track of the average cost per unit and uses this amount to devalue the stock when you later enter sales.

 

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.

 

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).

 

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.

 

Add tick (sale only)

Marks the sale as "PAID". A tick will appear against the sale to indicate that the customer has paid. You may want to use this option if you have not used Receive Payment.

Note: This option does not decrease the amount the customer owes. It is provided merely as a visual aid.

 

Remove tick (sale only)

This option is available only if you have opened a sale that was previously marked as "PAID" using Add tick. The option removes the tick and the "PAID" mark on the sale.

 

Receive Payment (unpaid sale only)

Enables you to enter the details of a payment you have received from the customer for the sale you have opened. A tick will appear against the sale to indicate that the customer has paid.

 

Go to Payment (paid sale only)

This option is available if you previously used Receive Payment on the sale. The option enables you to access the payment transaction you entered for the sale.

 

Send Invoice (purchase only)

Enables you to produce a PDF of the supplier's sales invoice, which you can print, email or open as required.

 

Send Credit Note (credit only)

Produces a PDF of the supplier's credit note, which you can print, email or open as required. This option is available only if Account 1 is a supplier and Account 2 is an expense account.

 

Add tick (purchase only)

Marks the purchase as "PAID". A tick will appear against the purchase to indicate that you have paid the supplier. You may want to use this option if you have not used Make Payment.

Note: This option does not decrease the amount you owe the supplier. It is provided merely as a visual aid.

 

Remove tick (purchase only)

This option is available only if you have opened a purchase that was previously marked as "PAID" using Add tick. The option removes the tick and the "PAID" mark on the sale.

 

Make Payment (Purchase only)

Enables you to enter the details of a payment you have made to the supplier for the purchase you have opened. A tick will appear against the purchase to indicate that you have paid the supplier.

 

Go to Payment (paid purchase only)

This option is available if you previously used Make Payment on the purchase. The option enables you to access the payment transaction you entered for the purchase.