Sales quick entries

You can use the Quick Entries option in Sage One to save time by quickly entering sales invoices and credit notes that you create either in a different system or by hand. You can do this for one or more customers at the same time.

If you use the Quick Entries option to enter the details of a customer invoice or credit note, you can’t print this. If you need a printable version, use the Sales Invoices or Sales Credit Notes options instead. You must also use these options if you want to record the sale of a particular product or service that you’ve created a record for.

Once you’ve entered a quick entry invoice, when the customer pays it, you record this against the invoice as a customer receipt. If you’ve entered a credit note, you can allocate, or if necessary, refund it, as normal.

To add a quick entry

  • 1. Sales > Quick Entries > New Quick Entry.
  • 2. Enter the following information:
Type *  To add an invoice, choose Invoice, or to add a credit note, choose Cr Note.
Date *  Enter the transaction date.
*Customer * * Choose the customer.
Reference *  Enter a reference, for example, an invoice number from another system.
Ledger Account* Choose the ledger account you want to use for this transaction.
Details If necessary, you can enter additional information about the invoice or credit note.
Net Enter the net amount of the invoice or credit note.
Tip: If your company is VAT registered and the Net, VAT Rate and VAT columns don’t appear, check you’ve entered your VAT scheme correctly in Settings > Financial Settings.
VAT Rate Choose the required VAT rate.
VAT This calculates automatically based on the net amount and VAT rate.
Total The total value of the invoice or credit note calculates automatically.

* These details are compulsory.

If you’ve created analysis types, you can also choose these when creating the quick entry.

  • 3. To add more transactions, on the next line, repeat the above step > Save.

You’ve successfully recorded the quick entry which appears on the quick entries list and the customer’s activity.

To edit a quick entry

You can’t edit a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice.

  • 1. Sales > Quick Entries.
  • 2. Click the transaction.

If you originally entered several transactions in the same quick entry window, when you edit one of the transactions, the other items in the batch are also visible, but unaffected.

  • 3. Edit the information as required > Save.

To delete a quick entry

You can’t delete a quick entry if it’s been allocated to another transaction or included in a VAT Return. Instead, if it’s been allocated to another transaction, you must unallocate it or, if it’s been included in a VAT Return, you must reverse it by posting the opposite quick entry transaction. For example, if it’s an invoice, post a credit with the same details, or if it’s a credit, post an invoice.

  • 1. Sales > Quick Entries > select the quick entry to delete.

If you originally entered several transactions in the same quick entry window, if you delete one of the transactions, the other items in the batch are also visible, but unaffected.

  • 2. Click the delete button, > Save.

You’ve successfully deleted the transaction and it no longer appears on the relevant customer’s activity.

To pay a quick entry invoice

  • 1. Banking > click the required bank account > New Entry > Sale / Receipt.
  • 2. Customer Receipt > choose the customer from the drop-down menu.
  • 3. Enter the Date Received and Reference.
  • 4. Enter the total amount paid > select the check box for the quick entry invoice you want to pay.
  • 5. Click Save.

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