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Sales can be entered into Business Accountz without actually raising a document. Such
things as, shop takings or online sales. So, we enter sales in the Blue Book in our system.
The Blue Book is money that comes into your business or sales transactions. One thing
to remember when you add a new line into Business Accountz or any of the books, to make one
transaction valid you must have the Date, you must have the From Account specified,
the To Account, the Total Amount and the VAT Code if you are VAT registered. These things
make one transaction valid. All of the remaining columns are optional. As long as you enter
those things, you can’t go wrong. So you have the green plus button here, that adds
a new line and then you can go ahead and give it the date and press enter. So let’s say
the start of this year. I’m just going to put 1.1, press enter and it’s added the
new line. So you can see that the validator has kicked in and this tells us that we still
need to finish this transaction and it’s indicating what we needs to be specified.
Now you don’t have to have a customer for sales, it’s optional. As we’re doing daily
takings, we’re going to leave this blank.
In the reference field, I’m going to put Daily Sales, press enter. We can specify all
this type of information into a Template Transaction but we are looking at Template Transactions
in another video. That speeds up making transactions for recurring or repetitive transactions (not
recurring). Repetitive ones you can set them up, recurring transactions you can do in Automated
Entries which again we’ll cover in another video.
Now we’re onto the From and To accounts. So basically the From and To accounts are
basically the way the money is moving in and around the system. Money comes from one account
and goes to another account, you simply follow the money. So from a sale, the money comes
from one of your sales accounts and if it’s been paid directly it will go to the bank
or to cash and if it’s not paid yet then it goes to Unpaid Invoices and that item will
be paid later on. So as this is direct sales, it’s going to come straight from my Sales
account and it’s going to go to my Current account. The total amount that we’ve got
is £600 and the VAT on this is Standard, so we’ve got the standard VAT. Now if we
press space bar we get the full list of available accounts so we can pick from them. If we start
to type, it will filter that list down.
Ok, so that now makes this transaction valid. You can see that there are no indicators anywhere
telling us that this is now invalid.
Now because we put this straight to the bank, it’s automatically been ticked as paid.
If I would have sent this to Unpaid Invoices, then it’s not ticked paid, the system knows
that we still need to have this paid later. So the system will tick it paid for you depending
on what account you select.
You can add extra columns to this screen if you want or you can remove columns but we’ll
look at this on another video on how you add or remove additional columns.
So adding transactions is simple, all you have to remember, the mains thing that make
it valid is the Date, the From, the To Account, Total Amount and VAT Code if you are VAT registered.
So that’s how you enter a direct sale. You go to the Blue Books, you hit the green plus
button and you fill in the information.
OK, so that covers entering a direct sale.