Features Advanced Information (2/12)

Sales
Create and manage sales invoices, receipts, and orders. Create, view, and edit customers and
evaluate customer performances. For varying locations and products, you can also define several
sales tax values. Keep up-to-date on your account receivables and do all of this in a simple and easy-
to-use “Sales” module that you know can keep up with your business performance day-in, day out.

Customers
Adding Customers
Create and view customers in the “Customers” section of the module. Here you will
find the add new customer button, which will open a pop-up where you can record
the details and information of your new customers. You can record the name of your
customer, their contact details, website, and account number. To fill in more details,
there are tabs (the active one highlighted in blue) that you can browse through to
add additional information. These further tabs include:

 Address – Record the address of your customer.

 Tax Info – Fill in the sales tax number, CNIC, and NTN for the customer.
 Terms – Input payment term days, credit limit, discount, opening date, and
opening balance.
 Notes – Write any notes you may want to attach with this customer for later
reference.
 Additional Fields – Assign fields you may want to use within this customer. A
very useful feature for reporting.
 Product – Add product data for this specific customer, including product,
quantity, rate, and discount.

Once you have filled out the customer’s information in the pop-up window, be sure
to press save and close.

Customer Table
Following the addition of a customer, your new customer will be added to the table
of customers that first greets you anytime you open the “Customers” section of the
module. Here you can view the details and balances of your customers, and have the
choice of any actions you may want to take.

Actions include the standard view, edit, archive, and delete functions, plus more:

 Opening balance – Assign or reassign the opening balance and its associated
date.
 Statement – View the customer statement that displays debit, credit, and
balance.
 Filtering the Customer Table
Additional features of the customer table are that you can filter the table by
customer, fields, and status all through the filter button. Furthermore, you can filter
the table by each of the columns in ascending or descending order. Active column
filters will be highlighted blue followed by an arrow indicating ascending or
descending order.

Should you wish to delete several customers at once, you can also make use of the
batch delete feature indicated by the red trash in the top right panel of the screen.

Importing Customer Data

FastAccounts also has import functionality for easy transfer of existing customer
data (such as details, fields, and products). All you have to do is compile the data in a
Microsoft Excel spreadsheet, using the sample download file icon to show the
format the data must be in when importing. This same process also works for
updating customer details and balances as indicated by the drop-down menu when
you press on the green page icon in the top right panel of the screen. Another
option is to “Sync Data from other applications should you want to integrate data
from your records from other applications API’s are available.

Invoices
Creating a Sales Invoice or Credit Note
Create, view, and edit sales invoices or credit notes in the “Invoices” section of the
“Sales” module. Use the add new button to create a new sales invoice or credit note
using the drop-down menu. From here you can fill out your customer’s details and
select a project for FastAccounts into the form. Further data that can be filled out in
the form include:

 Date – Adjust the date of the sales invoice/credit note should you need or leave
it as the current date.
 Term Days - Input the term days for the sales invoice/credit note. This
information can also be automatically populated if filled in the customer
module.
 Due Date – Select a due date or let FastAccounts fill it out for you based on the
date of the invoice and term days.
 Doc. No. – Assign a document number for filing purposes.
 Filters – Choose from a list of filters for the invoice to be linked to. At invoice
level four types of filters are available and can be turned on and labelled from
settings.

Following the customer details section, you will see a product details table where
you can pick your product and its details will appear in the table. Click on the blanks
to fill out any further details required in the table.

You will see below the product details table that the sub-total, discount, GST
amount, and total have all been calculated for you.
At the bottom of the create sales invoice/credit note form, you will see an add
receipt table, where you can fill out the transfer details of the receipt you would like
to attach with the sales invoice/credit note.

Once your sales invoice/credit note form is complete, you have a few options:

• Save and Close – Save your sales invoice/credit note and close it.
• Save and Print – Save your sales invoice/credit note and print off a paper copy,
or save it as a PDF file.
• Save and Email – Save your sales invoice/credit note and email it onwards as you
desire.
• Save and New – Save your sales invoice/credit note and start a new one.

Sales Invoices Table

Upon opening the “Invoices” section of the “Sales” module, you will be greeted by
the sales invoices table. Here you will find a list of your sales invoices/credit notes
and their associated information, including invoice numbers, totals, and balances.

Further to the standard view, edit and delete actions, there is an actions column
containing a variety of options:

 Print – Print a system-generated sales invoice/credit note for a paper copy, or

save it as a PDF file.
 Copy – Make a copy of the sales invoice/credit note.
 Print Journal – Print off a system-generated paper copy of the sales
invoice/credit journal
 Send Email – Share sales invoices/credit notes via email straight through
FastAccounts.
 Delivery Note – Print system-generated goods received notes or save them as
PDF files.
 Receive Payment – Receive payments from the chosen customer for any
outstanding invoices.
 Credit Offset – Offset credit against existing sales invoices.

Filtering the Sales Invoices Table

Additional features of the sales invoices table are that you can filter the table by
customer, fields, and type all through the filter button. Furthermore, you can filter
the table by each of the columns in ascending or descending order. Active column
filters will be highlighted blue followed by an arrow indicating ascending or
descending order.

Should you wish to delete several entries of the table at once, you can also make use
of the batch delete feature indicated by the red trash in the top right panel of the
screen.

Another extra feature of this screen is the ability to view time stamps of when
invoices/credit notes have been printed, who they were printed by, and view the file
itself. Each of these is listed in the print jobs screen with an associated ID for
referencing. To access the print jobs screen, just press on the blue list icon in the top
right panel of the screen.
 Batch/Bulk Functionality
When creating several sales invoices at a time, you can make use of FastAccounts’
batch functionality. Select the batch invoices option when you press the add new
button on the “Invoices” screen and use the add more button at the bottom of the
table to create as many invoices as you need. Just press on the blanks in the table to
input your data into the table. Furthermore, you can also batch print or batch delete
entries in the sales invoices table by selecting your chosen entries using the tickbox
column and then either pressing the printer icon to print the chosen entries or the
red trash can icon to delete them.

If you would like to create the same sales invoice for several customers, you have
the option of using Fast Accounts’ bulk functionality too. Select the bulk invoices
option in the add new drop-down. From here you can choose your customer(s),
followed by the details of the invoice (i.e. GST Rate, Term Days, Doc No.) and then
the product(s) you would like the invoice to be for. Once you have completed these
three steps, press finish and watch as they are added to the sales invoices table. This
features is especially designed for schools and clubs.

Importing Sales Invoices

FastAccounts also has import functionality for easy transfer of existing sales
invoice/credit data (such as quantity, rate, amount, etc.). All you have to do is
compile the data in a Microsoft Excel spreadsheet, using the sample download file
icon to show the format the data must be in when importing.

Receipts
Adding Sales Receipts/Payments
To add a new sales receipt or payment, press the add new button found in the top
right of the “Receipts” section of the “Sales” module. Here you will find a drop-
down menu from which you can select 4 options. The first 2 options are for receipts
and payments, where you will find they both open similar forms but one being for
sales invoice receipts while the other is for sales credit note payments. Both these
forms allow you to fill out customer and payment details including:

• Bank – Select any bank registered with your account or from cash on hand.
• Mode – Select the method by which payments will be received or made, these
include:
o Cash
o Cheque
o Credit Card
o Offset
o Online
o Pay Order
• Date – Adjust as necessary, or leave as the current date.
• Reference No.- Keep a reference of your receipt or payment for filing purposes.
• Amount - Specify the amount being paid into/out of the selected account.
• WHT Rate – Select the rate of withholding tax being used.
• Additional WHT – Enter any additional WHT amounts.
After filling out customer details, there is a table of outstanding invoices/credits that
will show any relevant data pulled from the inputted customer details. You can then
fill out any remaining inputs in the table.

After filling out the form, you can choose from the following:

• Save and Close – Save your receipt/payment and close it.

• Save and Print – Save your receipt/payment and print off a paper copy, or save it
as a PDF file.
• Save and New – Save your receipt/payment and start a new one.

Adding Sales Return Receipts/Payments

To add a new sales return receipt or payment, press the add new button found in
the top right of the “Receipts” section of the “Sales” module. Here you will find a
drop-down menu from which you can select 4 options. The latter 2 options are for
return receipts and payments, where you will find they both open the same form, by
appearance, for managing returns, however, it must be noted that you must fill out
the correct form for receipts or payments for it to be saved in the right place.

At the top of the form, you can select the customer and fill out payment details
including:

• Bank - Select any bank registered with your account or from cash on hand.
• Mode - Select the method by which payments will be received or made, these
include:
o Cash
o Cheque
o Credit Card
o Offset
o Online
o Pay Order
• Date - Adjust as necessary, or leave as the current date.
• Reference No.- Keep a reference of your return receipt or payment for filing
purposes.

After filling out customer details, there is a table of unallocated receipts that will
show any relevant data pulled from the inputted customer details. You can then fill
out any remaining inputs in the table, then save and close.

Sales Receipts Table

Upon opening the “Receipts” section of the “Sales” module, you are greeted by the
sales receipts table. The table displays a list of customer receipt/payment entries,
distinguished using the type column. You will also see the date, amount, total, and
balance for each entry. You also have the option to take any action on these entries
by using the action column. Available actions, other than the standard view, edit,
and delete, include:

• Print – Print a system-generated sales receipt/credit payment slip for a paper

copy, or save it as a PDF file.
• Print Journal – Print off a system-generated paper copy of the sales
receipt/credit payment journal
 • Allocations – Assign receipts against the invoice(s) of your choice.
• Return – Make return payments back to the sender.

Filtering the Sales Receipts Table

Additional features of the sales receipt table are that you can filter the table by
customer, fields, and type all through the filter button. Furthermore, you can filter
the table by each of the columns in ascending or descending order. Active column
filters will be highlighted blue followed by an arrow indicating ascending or
descending order.

Should you wish to delete several entries of the table at once, you can also make use
of the batch delete feature indicated by the red trash in the top right panel of the
screen.

Another extra feature of this screen is the ability to view time stamps of when
receipts/credit payment slips have been printed, who they were printed by, and
view the file itself. Each of these is listed in the print jobs screen with an associated
ID for referencing. To access the print jobs screen, just press on the blue list icon in
the top right panel of the screen.

Batch Functionality
If you need to create batch sales invoice receipts, sales receipts, credit note
payments, or are handling several receipts/payments at a time, you can make use of
FastAccounts’ batch functionality to speed the process up. Just press the batch
button, found next to the add new button, and select from one of the three options:
Invoice Receipts, Receipts, Payments. Furthermore, you can also batch print or batch
delete entries in the sales invoices table by selecting your chosen entries using the
tickbox column and then either pressing the printer icon to print the chosen entries
or the red trash can icon to delete them, both of which are found in the top right
panel of the “Receipts” screen.

Importing Sales Receipts/Payments

FastAccounts also has import functionality for easy transfer of existing receipts data.
All you have to do is compile the data in a Microsoft Excel spreadsheet, using the
sample download file icon to show the format the data must be in when importing.
This same process works for payment data as indicated by the drop-down menu
when you press on the green page icon in the top right panel of the screen.

Orders
Adding Sales Orders
Create, view, and edit sales orders in the “Orders” section of the “Sales” module.
Use the add new button to create a new sales order. From here you can fill out your
customer’s details or select a customer for FastAccounts to automatically pull the
data from saved records. Further data that can be filled out in the form include:

 Date – Adjust the date of the sales order should you need or leave it as the
current date.
 Term Days - Input the term days for the sales order.
 Due Date – Select a due date or let FastAccounts fill it out for you based on the
date of the sales order and term days.
 Doc. No. – Assign a document number for filing purposes.
 Sales Person – Choose from a list of salespersons for the sales order to be linked
to.
Following the customer details section, you will see a product details table where
you can pick your product and its details will appear in the table. Click on the blanks
to fill out any further details required in the table.

You will see below the product details table that the sub-total, discount, GST
amount, and total have all been calculated for you. Alongside these, the trade offer
and retail margin have also been calculated for your convenience.

Once your sales invoice/credit note form is complete, you have a few options:

• Save and Close – Save your sales order and close it.
• Save and Print – Save your sales order and print off a paper copy, or save it as a
PDF file.
• Save and Email – Save your sales order and email it onwards as you desire.
• Save and New – Save your sales order and start a new one.
• Save and Approve – Save your sales order and approve it, setting its status to
approved.
• Save and Invoice – Save your sales order and invoice it, setting its status to
invoiced.

Sales Orders Table

Upon returning to the “Orders” section of the module, you will find your new sales
order in the sales orders table with relevant data displayed such as supplier, order
no., total, status, and more. You will notice that alongside the action column, there
is also a status column in which you can view and set the current status of each
purchase order. The available statuses to choose from are as follows:

 Approve – Set the sales order status to approved.

 Invoice – Converts the sales order into a sales invoice automatically once the
status changes from approved to invoice.
 Reject – Set the sales order status to rejected.
 In Progress – Set the sales order status to In Progress, signalling the sales order
is yet to be approved or rejected.

The status of a sales order can be changed at any time, regardless of whether it had
already been approved, rejected, or billed.

There are also a set of actions, alongside the standard view, copy and delete actions,
available to each purchase order:

 Print – Print a system-generated sales order for a paper copy, or save it as a PDF
file.
 Delivery Note – Issue system-generated order dispatch notes which can be
either printed as a paper copy or saved as a PDF file.
 Send Email – Share sales orders via email straight through FastAccounts.
Filtering the Sales Orders Table
Additional features of the sales order table are that you can filter the table by
customer, fields, and status all through the filter button. Furthermore, you can filter
the table by each of the columns in ascending or descending order. Active column
filters will be highlighted blue followed by an arrow indicating ascending or
descending order.

Should you wish to delete several sales orders at once, you can also make use of the
batch delete feature indicated by the red trash in the top right panel of the screen.

Another extra feature of this screen is the ability to view time stamps of when sales
orders have been printed, who they were printed by, and view the file itself. Each of
these is listed in the print jobs screen with an associated ID for referencing. To
access the print jobs screen, just press on the blue list icon in the top right panel of
the screen.

Batch Functionality
FastAccounts’ batch functionality enables you to change the status of many entries
in the sales orders table. Just press the green tickbox icon in the top right panel of
the “Orders” screen. From here you can press on any of the following 4 options to
change the status of the entries selected using the tickbox column in the sales
orders table:

 Approve – Set the status of the selected entries to approved.

 Invoice (Full) – Set the status of the selected entries to invoice, with the entries
being invoiced completely.
 Invoice – Set the status of the selected entries to invoiced, but only partially
invoice the order.
 Reject – Set the status of the selected entries to rejected.

Furthermore, you can also batch print or batch delete entries in the sales orders
table by selecting your chosen entries using the tickbox column and then either
pressing the printer icon to print the chosen entries or the red trash can icon to
delete them, both of which are found in the top right panel of the “Orders” screen.