Sales and purchases action toolbar

The action toolbar is a great way to manage your list of sales and purchase transactions. You can easily print, email or export the lists. To save time you can also copy existing transactions so you don’t have to enter everything again. You can even pay, allocate or refund outstanding transactions in a couple of clicks.

You can access the action toolbar from the Sales and Purchases tabs. When you select the check box next to a transaction the action toolbar appears.

To quickly select all items, select the check box at the top left of the grid.

From the action toolbar, you can do the following:

Print The list opens in a new window or tab and you can print it from your browser menu.
Email To send an email, simply enter the address and any information you want to appear in the body of the email > Save.
CSV Depending on your Internet browser, the CSV file either downloads automatically to your Downloads folder or you may receive a prompt asking you to save the file to your computer.
PDF The list opens as a PDF in a new window or tab and you can print or save it from your browser menu.
Copy This option is only available when you select a single sales item. You can use this to copy the details to a new invoice or credit note. If required, amend the information > Save. This is particularly useful if you repeatedly create invoices for the same items.
Delete You can use this option to delete or void the sales item. To comply with HMRC rules and keep sequential numbers, non-draft invoices and credit notes are voided rather than deleted.

Note: You can’t void invoices or credit notes if they’re marked as paid, part paid or have been included on a VAT Return. If they’ve been paid or part paid, you need to unallocate the relevant transactions. If they’ve been included on a VAT Return, you need to reverse the original transaction.

When you select transactions for the same customer or supplier, you can do one of the following:

Pay one or more invoice To record a payment against an invoice, select the check box next to the required invoices you want to pay > More > Pay or Allocate.
The Customer Receipt or Supplier Payment options appears > complete the relevant information > Save.
Allocate invoices and credit notes together Select the check boxes next to the required invoice and credit note you want to allocate together > More > Pay or Allocate.
The Account Allocations option appears > check the information is correct > Save.
Refund Select the check box next to the required sales or purchase credit note you want to refund > More > Pay or Allocate.
The Customer Refund or Supplier Refund option appears > complete the relevant information > Save.

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