Creating A New Sale

///Creating A New Sale
Creating A New Sale 2017-09-26T02:03:31+00:00

Info and Concepts

The status of a sale is important as Aerotrack treats the inventory movements differently depending on the type of status.

An ‘Order’ status is not considered a ‘real’ transaction in Aerotrack so although it will appear listed as a transaction line for a part # in inventory, no quantity or cost detail will appear and inventory levels will not change.

A ‘Parts Invoice’ status is considered a ‘real’ transaction in Aerotrack and will appear listed as a transaction line with quantity and cost info in inventory. It will update inventory levels and average costs etc.  You use a parts invoice when wanting to sell inventory parts directly. They do not need to be connected to a job.

A ‘Service Invoice’ status is considered a ‘special’ transaction in Aerotrack as it is directly related to a maintenance job. You would normally create the lines in a service invoice from the job, price them according to the customers pricing setting and send them to the invoice. The parts have already been taken out of inventory when they are listed in the job, therefore we cannot take them out again as in a parts invoice or they would be deducted from inventory twice! A service invoice lets you list parts in an invoice but not affect your inventory.

If you want to sell parts to a client as well as sell them parts used in their job you need to create 2 invoices, a parts invoice and a service invoice. Note that the Parts invoice and Service invoice have different screen line item layouts depending on the information required.

Where

The sales detail form in Aerotrack.

Walkthrough

Creating a Parts Invoice

  1. From the Sales List screen, click the new sale icon. Shortcut = Ctrl +N
  2. A window will pop up for you to confirm that you want to create a new Sale.
  3. When you click ‘Yes’, a new sale will be created and default to an ‘order’ status. The sales # will increment by one from the previous sale (this is non-editable). The date of the sale will default to the current date and can be modified.
  4. Enter the customer name and customer ref. for this sale. The customer ref. is usually the purchase order # from the customer to your company.
  5. Change the status to a ‘Parts Invoice’. Click on the status button and select the required status for this sale.
  6. To start entering line detail for the sale click the ‘Add Line’ button above the line detail table. A new line will be created.
  7. Enter the part #, this is a type-ahead field. If you type a part # that does not exist, you will get an ‘Incorrect part #’ message. You may need to create a new part # in your inventory. To use a value in the drop down list you must highlight it first then use the ’Enter’ key which will place that value in the field. If you type an item code that does not exist, you will get an ‘incorrect item code’ message in the description. You may need to create a new item in inventory.
  8. Once a part # is entered, the description, and calculated sell price will be auto entered. The on hand quantity, on order quantity and average cost for this part will be displayed in the lower left corner of the form under the line table.
  9. Enter any additional info. in the description you require e.g. serial no. or supplier GRN.
  10. Enter the GRN in the next field.
  11. Once the GRN is entered the GRN on hand will be displayed. This is the quantity on hand for that batch.
  12. Enter the quantity you wish to sell and then the sell price if different from the auto entered price. The line total will calculate.
  13. To create a new line you can
    • Click the green arrow ‘Insert Line’ button to insert a line in the current cursor position, or
    • Click the ‘Add Line’ button to add a new line after the last line in the sale, or
    • When the line total is highlighted hit the ‘Enter’ key on your keyboard.
  14. To delete a line that is not required, click on the line to be deleted, then click the ‘Delete Selected Line’ button. This will pop up a window for you to confirm that you want to delete the selected line.
  15. To move a line up or down within the purchase, click on the line, and then click on the ‘Line Up’ or ‘Line Down’ button.
  16. Repeat as required until you have entered your sale in full.
  17. In the ‘Customer Details’ tab the default contact for the customer will be pulled through with the address details of the main address. If you want to change the contact, click on the contact. A full list of all contacts for that customer will be available in the type ahead list. Select the correct one to get the appropriate details to be pulled through. The appropriate address can be selected from the dropdown list.

Creating a Service Invoice

  1. From the Sales List screen, click the new sale icon. Shortcut = Ctrl +N
  2. A window will pop up for you to confirm that you want to create a new Sale.
  3. When you click ‘Yes’, a new sale will be created and default to an ‘order’ status. The sales # will increment by one from the previous sale (this is non-editable). The date of the sale will default to the current date and can be modified.
  4. Enter the customer name and customer ref. for this sale. The customer ref. is usually the purchase order # from the customer to your company. Change the status to a ‘Service Invoice’.
  5. Lineitems are usually created on a service invoice by ‘Send Parts to Sale’ or ‘Send Labour to Sale’ from a job. Read more about sending parts to a sale here and read about sending labour to a sale here.
  6. To delete a line that is not required, click on the line to be deleted, then click the ‘Delete Selected Line’ button. This will pop up a window for you to confirm that you want to delete the selected line.
  7. To move a line up or down within the purchase, click on the line, and then click on the ‘Line Up’ or ‘Line Down’ button.
  8. Repeat as required until you have entered your sale in full.
  9. In the ‘Customer Details’ tab the default contact for the customer will be pulled through with the address details of the main address. If you want to change the contact, click on the contact. A full list of all contacts for that customer will be available in the type ahead list. Select the correct one to get the appropriate details to be pulled through. The appropriate address can be selected from the dropdown list.

Error Checks

Aerotrack knows the quantity on hand for that batch once you enter the trace ref. If it is less than the quantity out in the line detail you will get an error message saying that you cannot sell more items than what you have on hand for that batch. You will have to correct this with an adjustment transaction before aerotrack will let you continue. This only happens in a parts invoice.

Tips

The tab key will move you through the line detail fields, shift + tab will move you backwards.

If you click in the description of a particular item line it will show you the on hand/on order quantities for that part in the bottom left under the line table.

If you click the button ‘GRN List’ in the lower left of the form, it will pop a window showing you a list of the quantities of each individual batch of that part #.

If you want to go to a particular part # in inventory from sales you can do this very quickly by clicking the blue arrow icon to the left of the item code you want. This will take you into inventory for that part #.