Entering a Customer Transaction

Clicking add above the list of customer 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 customer transaction.

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.

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.

Easy Books can automatically generate invoice numbers, and can automatically increase the number for each new transaction. If, for example, you enter INV-123-S, Easy Books 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 "Transction Type" is shown in red for a credit once you have entered the value of the transaction.

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 Easy Books menu.

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

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.

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.

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.

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 Sale (payment)

This option is available if the payment was made using Receive Payment on a sale. The option enables you to access the sale transaction for the payment.

Payment/Credit or Sale

You can use this option to change the transaction type to be a payment/credit (if it is currently a sale) or a sale (if it is currently a payment/credit).

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: