sql-ledger-users

[SL] Explanation of menus

[Srimal J. <sr...@ma...>]

Hi

W are bit new to sql ledger.

Could someone explain the exact meanings of the following menu items.


Under AR we have

   1. Add Transaction
   2. Sales Invoice

Under POS we have

   1. Sale


Under AR > Customer > Search > Open Customer
We have:

   1. AR Transaction
   2. Sales Invoice
   3. POS
   4. Sales Order
   5. Quotation

1-4 looks the same to me, but there must be some difference.

My guess is this:

Sales Order: Goods is not yet delivered, but only an order is taken via the
phone
POS: The customer will come over and buy it over the counter
Sales Invoice: The customer will buy it over the counter, but terms are
credit and delivery instantly over the counter.
AR Transaction: The goods on order is delivered to the customer on credit.


Thanks in advance

Srimal and Metta

Re: [SL] Explanation of menus

[David B. <dav...@sb...>]

On Thu, 2006-12-07 at 14:38 +0530, Srimal Jayawardena wrote:
> Hi
> 
> W are bit new to sql ledger.
> 
> Could someone explain the exact meanings of the following menu items.
I don't use all of the menu items that you are talking about, so I can
only expand upon what I am familiar with.  A suggestion...if you are not
needing particular items, deselect them through admin.pl to clean up
your menus.
> 
> Under AR we have
> 
>    1. Add Transaction
>    2. Sales Invoice

> Under POS we have
> 
>    1. Sale
> 
> 
> Under AR > Customer > Search > Open Customer
> We have:
> 
>    1. AR Transaction
>    2. Sales Invoice
>    3. POS
>    4. Sales Order
>    5. Quotation
This isn't doing much for me...I am not familiar with this list.  Likely
a screen that I don't use much (ever) or your menus are set up
differently from mine.  If these are the check box selections on the
screen that I believe you are looking at, it is simply a different way
of looking at things with date range options, more or less information
etc.  Can't offer much here.
> 1-4 looks the same to me, but there must be some difference.
> 
> My guess is this:
> 
> Sales Order: Goods is not yet delivered, but only an order is taken via the
> phone
A variant is that you can enter a sales order, deliver products from it
and affect inventory by using the Shipping --> Ship feature.  This is
useful if a customer wants a running order billed periodically.  This
allows you to add items to the sales order, deliver (affecting inventory
with shipping for purchasing reasons...at least in my case) and invoice
at set days/dates.
> POS: The customer will come over and buy it over the counter
POS...being Point Of Sale, is typically for such transactions.  I don't
use this function so don't have much more to add.
> Sales Invoice: The customer will buy it over the counter, but terms are
> credit and delivery instantly over the counter.
Sales invoice is, for me, the step I take in converting a sales order
into an invoice.  You can also add a sales invoice skipping over the
sales order step.  You can still collect for the invoice at time of
delivery/pick up.  We have many COD (cash on delivery) customers that
are simply set up with terms of "0".
> AR Transaction: The goods on order is delivered to the customer on credit.
I believe that you could use this for several different scenarios
whether a customer is prepaying, using credit etc.  A/R Transactions are
also useful for billing a customer for things other than goods &
services.  This allows you to select items from your chart of accounts
that are selected to show up as income.  I use A/R Transactions to add
service charges against past due balances prior to cutting statements.

Hopefully what I have said isn't more confusing and that I understood
your question.

David Boyle
NAPCO


> 
> Thanks in advance
> 
> Srimal and Metta
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Re: [SL] Explanation of menus

[Stroller <lin...@my...>]

On 7 Dec 2006, at 09:08, Srimal Jayawardena wrote:
> ...
> Under AR we have
>
>    1. Add Transaction
>    2. Sales Invoice
>
>
> Under AR > Customer > Search > Open Customer
> We have:
>
>    1. AR Transaction
>    2. Sales Invoice

I am sure these are each shortcuts to the same functions.

As I understand it an AR Transaction is for stuff that non-itemised  
and not part of core business, whereas a Sales Invoice is for parts  
that you track in inventory & main-business services.

For instance, if one's business is as a plumber then pipe would have  
a part number and be sold on a Sales Invoice by the metre; labour  
would go on the same invoice by the hour. They are items which would  
be sold often, and the part number would be used so that the same  
thing is always entered the same on each invoice.

If Pete the Plumber sells his laptop computer - on which he does his  
accounts and which is owned by the business for tax purposes - then  
the payment received for its sale must be accounted to the taxman. It  
would not be logical for Pete's Plumbing to have an item code for a  
laptop which will be only bought and sold once, however, so an AR  
transaction is made; it does not really matter if an AR made in 2006  
says "My old laptop" but the previous one sold in 2004 says "Office  
clear-out - notebook computer" - we consider each a "one-off"  
transaction.

> Under POS we have
>
>    1. Sale

...
> Under AR > Customer > Search > Open Customer
...
>    3. POS

I am sure these are the same as each other, too, but have no idea how  
they're different from the other items. I'd GUESS that they're for  
parts that would otherwise be Sales Invoiced - perhaps a Point-Of- 
Sale transaction has no delivery address, or may accept cash (with no  
invoicee?)>

>    4. Sales Order
>    5. Quotation

Not sure the difference between these. I'd guess that SO is a  
committed sale, whereas quotation is not (just an "offer to sale").  
I'd expect SO to be distinct from a Sales Invoice in that items for a  
Sales Order might not yet be stock yet, whereas items on a Sales  
Invoice would normally have been delivered.

If English is not your first language then some of the distinctions  
may not be so clear to you; for me some of these usages "seem obvious".

Stroller.