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Entering a Stock Transaction

Clicking add above the list of stock transactions, or double-clicking an existing transaction, displays the transaction form. You can use the form to view, modify or enter the details of a sale, purchase or other transaction for the stock item.

Options in this Form

 

Date

Specify the date of the transaction. You can click today to set the date to the current date.

 

Repeat

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

 

Account 1/Customer/Supplier

Specify the following:

  • For a sale - If the customer pays you at a later date (e.g. from a sales invoice), choose the name of the customer. If the customer pays immediately, choose the name of your bank or petty cash account.

  • For a purchase - If you pay the supplier at a later date (e.g. from an invoice), choose the name of the supplier. If you pay immediately, choose the name of your bank or petty cash account.

  • For a credit - Choose the same as above.

 

Transaction Type

Specify the date of the transaction. You can click today to set the date to the current date.

 

Transaction Type

Specify the following:

  • For a sale - Choose Sale or In (depending on the first account type).

  • For a purchase - Choose Purchase or Out (depending on the first account type).

  • For a credit - Make sure the first account is the same as the original sale/purchase, then choose Payment/Credit or Out (for a sale credit), or Payment/Credit or In (for a purchase credit).

 

Description/Invoices 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 the stock item.

 

Quantity

Set the quantity of product being purchased or sold.

 

Each

This specifies the price of each product you are selling. The total price is therefore Each multipled by Quantity.

Each is completed automatically if you have previously entered prices in the stock settings - this may give different prices for different quantities of the product. Changing Quantity recalculates Each, but you can override the amount if you need to.

 

Amount/Ex-VAT/Incl-VAT

This is the value of the transaction. If you are specifying a sale or credit and the business is registered for VAT (as specified in the Business Settings screen), you can choose whether the value is inclusive or exclusive of VAT by selecting Show Excl-VAT or Show Incl-VAT from the action menu.

 

VAT Rate

Specify the VAT rate. The field below displays the VAT content.

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

 

Detail

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

 

NEW SPLIT

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

 

Options in the action Menu

 

Duplicate

Creates a new transaction by duplicating the existing transaction. 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. Use Repeat to specify the period between transactions (such as every month). Each transaction generated will be a clone of the first (except the date).

 

Show Excl-VAT or Show Incl-VAT

Sets whether the price is inclusive or exclusive of VAT.

The default setting is determined by Amount entry, which you can access using Preferences in the EasyBooks menu.

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

 

Go to Payment (paid sale)

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.

 

Go to Payment (paid purchase)

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.

 

Add Tick (sale or sale credit)

Marks the sale or credit as "PAID". A tick will appear against the transaction to indicate that it has been paid. You may want to use this option for a sale 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.

 

Add Tick (purchase or purchase credit)

Marks the purchase or credit as "PAID". A tick will appear against the transaction to indicate that it has been paid. You may want to use this option for a purchase 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 (sale or sale credit)

This option is available only if the sale or credit was previously marked as "PAID" using Add tick. The option removes the tick and the "PAID" mark on the sale.

 

Remove tick (purchase or purchase credit)

This option is available only if the purchase or credit was previously marked as "PAID" using Add tick. The option removes the tick and the "PAID" mark on the purchase.

 

Receive Payment (unpaid sale)

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

 

Make Payment (unpaid purchase)

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

 

In, Out, Sale, Purchase or Payment/Credit

You can use this option to change the transaction type.

 

Add Split

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

 

Further Information

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