Cash sales (AR304000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

You can use this window to record cash sales; those for which the services rendered are paid immediately.
The resulting document generated upon release of a cash sale is a fully paid invoice, which can be cleared right away.
The default status of a newly created document is defined by the Hold documents on entry and Validate document totals on entry options in the Customer ledger preferences (AR101000) window.
If the Hold documents on entry option is selected, the default status will be On hold, whether or not the document is balanced.
For more information, see: About types of customer ledger documents.

If a cash sale is subjected to bank charges for payment processing, you can specify these charges on the Finance charges tab. As with other customer payments, a cash sale can be included in a batch deposit. For details, see: About the preparation of deposits.

Button Description
Release Releases balanced cash sale documents.
Reverse Generates a cash return document with transactions reversed with respect to the original document.

If a processing centre confirms voiding or refunding, the system marks the cash return document as Closed.
Actions Provides the following menu commands, which you can click to invoke actions:
  • Email invoice/note:
    Sends the selected document as an email to the customer for theINVOICE mailing.
  • Send email:
    Opens the Activity dialog box,which you can use to create an email.
  • Reclassify general ledger batch:
    Opens the Reclassify transactions (GL506000) window, on which you can initiate the reclassification process. For more information, see Process splitting.
Inquiries Provides the Customer details menu command, which you can click to quickly navigate to the Customer details (AR402000) inquiry window.
Reports Provides the following menu commands, which you can click for quick access to reports:

In the top part of the window, you can create a new cash sales document or select an existing document for modification.

Element Description
Type The document type. The following types are available:
  • Cash sale: A document that contains a list of goods sold or services provided that were paid in full immediately.
  • Cash return: A document that reverses the transactions generated by the cash sale document.
Ref.no. The reference number of the document, as automatically generated by the system in accordance with the number series assigned to cash sales in the Customer ledger preferences (AR101000) window.
Status The status of the document, which is one of the following:
  • On hold:
    The user can edit the document but cannot release it.
  • Balanced:
    The Detail total value of the document plus the VAT total value equals the Balance value.
    The document maybe released, or it may be edited and saved with the On hold or Balanced status.
  • Open:
    The document has been released.
    As payments are applied to the document, its balance decreases.
  • Closed:
    The balance of the document is zero.
Hold A check box that indicates (if selected) that the document is a draft and has the On hold status.
Such a document may be edited and cannot be released.
Date The date when the customer ledger document was created.
By default, for a new document, it is the current business date, but the date may be changed.
Post period The period to which the document should be posted.
By default, it is the current period, but the period can be changed.
The ability to post to closed periods is controlled by the Allow posting to closed periods check box in the General ledger preferences (GL102000)window.
Payment ref. The reference number of the customer payment.
Invoice text Any user-provided description of the cash sale document.
Customer The customer associated with the document.
Location The relevant customer location.
Payment method The payment method used by the customer to pay for the invoice.
Payment type The type of the payment.
Cash account The cash account debited as a result of the cash sale transaction.
Currency The currency of the document.
Initially, it is the customer's default currency, but you can change it if the Allow currency override check box is selected in the Customers (AR303000) window for this customer. To view or change the exchange rate, click the second field, which contains the exchange rate, to invoke the Rate selection dialog box.
Project The project with which this document is associated, or the code indicating that this document is not associated with any project ;the non-project code is specified in the Projects preferences (PM101000) window.
This field appears if the Customer ledger workspace has been activated with the Projects module.
Detail total The document total, as calculated for all items on the Document details tab.
VAT taxable total The document total that is a subject to value-added tax (VAT).

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT exempt total The total VAT amount that is exempted from charging.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT total The document VAT amount; the details are shown on theVAT details tab.
Balance For an open customer ledger document, the balance after any cash discount was taken.
Rounding diff. The difference between the original document amount and the rounded amount.

The field appears only if the Invoice rounding functionality is enabled in the Enable/disable functionalities (CS100000) window.
Payment amount The amount of the customer payment.
Cash discount taken

The cash discount amount that has been or will be taken on the document, which the system calculates based on the specified payment terms.
If a document has the On holdor Balanced status, you can change the amount of the calculated cash discount.

If you change the cash discount amount, the system recalculates the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Calc. on item amount or Calc. on document amount and Cash discount set to Reduces taxable amount in the VAT (TX205000) window.

Changes you make to the cash discount amount do not affect the taxable and VAT amounts of the document if the applied taxes have Calculate on set to Extract from item amount and Cash discount set to Reduces taxable amount in the VAT (TX205000)window.
Finance charges The total on all finance charges applied to this document.
Deducted charges The total amount of the bank charges that were deducted by the bank from the payment amount on the cash account.
Even if the charges were actually deducted by the bank, the original payment amount is shown in the top part.

On this tab, you can specify the line details for a new customer ledger document or view the details of the document selected in the upper area of the window.

Button Description
View schedule Navigates to the Deferral schedule (DR201500) window and displays the details of the schedule for the selected line of the document (if any different deferral codes were assigned to different lines of the document in the Deferral code column).
Column Description
Branch The branch that sells the line item or provides theservice.
Item ID The item ID of the line item, if applicable. Only anon-stock item can be selected.
Transaction descr. Any brief comment relevant to the transaction. The alphanumeric string may contain up to 30 characters.
Quantity The quantity of items (goods or services) of a particular type sold to the customer.
UoM The unit of measure (UoM) for the item.
Unit price The price set for the item with respect to the specified unit.
Manual amount A check box that indicates (if selected) that the discount has been applied manually. With this check box selected, you can enter either the discount percent or the discount amount. This column is available only if the Customer discounts feature is enabled in the Enable/disable functionalities (CS100000) window.
Discount percent The percent of the discount that has been applied manually.
If the Manual discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.
Discount amount The amount of the line-level discount that has been applied manually to this line.
If the Manual discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically.
Amount The amount after the discount has been applied.
Manual discount A check box that indicates (if selected) that the discount has been applied manually.
With this check box selected, you can enter either the discount percent or the discount amount.
This column is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Account The sales account used for the transaction.
Subaccount The corresponding subaccount used for this transaction.
Project task The particular task of the project with which this document line is associated.
This column appears if the Projects module has been activated and integrated with this workspace.
Salesperson ID The salesperson responsible for the sale.
Original deferral schedule A read-only column filled in by the system in the Cash return documents created by the reversing process.
It shows the identifier of the deferral schedule associated with the original Cash sale document.

If a Cash return document is created manually, then you can select a deferral schedule to be reversed.

In the original documents, this column remains empty.
Deferral code

The deferral code assigned to the line item, if any.

Note: Only active deferral codes are shown in the lookup. If you manually enter an inactive code, you will get an error message that the code is inactive.
Term start date The start date of the term.
Term end date The end date of the term.
VAT category The VAT category (if applied) for the transaction.
The category represents the type of goods or services.
Commissionable A check box that indicates (if selected) that commission is paid on the line item amount.
The column is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

This tab contains information about the customer's VAT zone and payment terms.
Also, the tab specifies the work group associated with the document and the commissions calculated on document details.
For a released customer ledger document, the tab contains the reference to the batch that implements transactions.

Element Description
Batch no. The ID of the batch that updates the appropriate account balances with the amounts of the document transactions on posting.
Branch The branch with which this document is associated.
Customer ledger account The asset account specified as the default account for the customer.
Customer ledger sub. The corresponding subaccount used for the customer.
Original document The original document in general ledger.
Element Description
Terms The payment terms used in relations with the customer.
Cleared A check box that indicates (if selected) that the cash sale has been cleared with the bank.
Clear date The date when the cash sale document has been cleared with the bank.
Batch deposit A check box that indicates (if selected) that the cash sale should be deposited. You can change this option if the status of cash account has been changed. Deposits can be performed only from a clearing account.
Deposited A check box that indicates (if selected) that the cash sale has been deposited.
Batch deposit date The date when the cash sale was deposited.
Batch deposit no. The reference number of the batch deposit that includes this cash sale.
Element Description
Customer VAT zone By default, the VAT zone associated with the customer location, as specified in theCustomer locations (CR303010) window.
If this VAT zone is not specified, it is the VAT zone assigned to the selling branch.
Element Description
Work group ID The work group associated with the document, if any.
Owner ID The employee who owns (is responsible for) the document.

This tab displays the invoice address of the customer and the contact information for invoicing purposes.

Element Description
Override address A check box that indicates (if selected) that the invoicing address is not the default invoicing address of the customer.
Address 1 The first line of the invoicing address.
Address 2 The second line of the invoicing address.
Postcode The postal code for the invoicing address.
An input mask for postal codes be set in the Countries/counties/postcodes (CS20400S) window.
City The city of the customer's invoicing address.
Country The customer's country.
County The state or province of the customer.
Element Description
Override contact A check box that you select to override the default contact information and type new information in the following elements.
Business name The name of the business.
Attention The department or person to be noted on the attention line, if this line is used by your company.
Phone 1 The phone number of the contact person.
Email The email address of the contact person.
Element Description
Printed A check box that indicates (if selected) that the document was printed.
Emailed A check box that indicates (if selected) that the document was emailed.
Do not print A check box that indicates (if selected) that this document should not be sent to the customer as a printed document.
Do not email A check box that indicates (if selected) that this document should not be sent to the customer by email.

The table on this tab contains information related to the taxes to be paid on the cash sale and is filled out automatically for a new document after you click.

The table toolbar includes only standard buttons.

Column Description
VAT ID The identifier of a VAT applied to the document.
VAT rate The VAT rate of the VAT.
Taxable amount The taxable amount for the VAT, calculated at the document level.
VAT amount The VAT amount for the specific VAT, calculated at the document level.

This tab displays the commissions that can be calculated for the document. You calculate commissions in the Calculate commissions (AR505500) window.

The tab is available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

The table toolbar includes only standard buttons.

Element Description
Default salesperson The identifier of a salesperson to be used by default for each invoice line.
Total commissionable The total amount used to calculate commissions for all salespersons involved.
Commission amt. The total amount of commissions on the document.
Column Description
Salesperson ID The identifier of the salesperson involved.
Commission % The commission percent used for the salesperson.
Commission amt. The commission amount calculated for the salesperson on this document.
Commissionable amount The amount used for the commission calculation.

This tab contains a list of charges applied to the cash sale by the bank for payment processing.

The table toolbar includes only standard buttons.

Column Description
Entry type The charge, selected by its entry type ID. You can select the entry type from the list of entry types associated with the cash account.
Description A detailed description of the entry type to be used as finance charge.
Offset account The account that is used for this finance charge.
Offset subaccount The corresponding subaccount for this finance charge.
Amount The amount of the finance charge.

Related reports

Unreleased transactions (AR611000)

Customer documents (detailed) (AR622000)

Invoice/note (AR641000)

Related concepts

About types of customer ledger documents

Customer ledger reports - overview

Related tasks

Enter a cash sale

Related windows

Invoice/note (AR641000)

Sales invoices (AR301000)