Trade documents

The program enables you for handling the wholesale, as well as the retail sales by creating invoices and receipts.

In the system, there are two possibilities of issuing trade documents.

1. In the module „Sale” - „Documents” you have to click on the icon „Add”.
2. Choose the invoice, export invoice, VAT invoice, or the receipt, as the document type.
3. Select the contractor.
4. In the window of a new document fill in the data.
5. After clicking on the button „Confirm” you move to the document's specification window, where you can choose the products designed for sale, define their price and alternatively change the VAT rate.
6. If the „Register the batch number” and „Required reservation from the chosen batch at the time of document's creation” are activated, the window with the list of batches will be displayed in order to choose the one with a particular number.
7. Choose the form of the document's record:

• Save in the scratchpad - this option allows you for making amendments in the document.
• Save and confirm the document - after choosing this option, you confirm the invoice or receipt.

After confirmation of the sales invoice, on its basis the external release note can be created. ++++ Screen: Creation of the sales document | ++++ ++++ Screen: Choice of the contractor | ++++ ++++ Screen: Window with a new document | ++++ ++++ Screen: Choice of the assortment | ++++ ++++ Screen: Defining the assortment's prices | ++++ ++++ Screen: Choice of the batch | ++++ ++++ Screen: Form of the record| ++++

During the addition of the new position in the sales note, the VAT rate is defined automatically on the basis of:

• the VAT rate defined for the assortment in the index card
• the Contractor's status (Domestic/European/International)
• the assortment's type

An example of the VAT rate change for the 23% rate:

The invoice can be issued on the basis of the external release document that has been created earlier.

In order to do it, in the module „Warehouse” - „Releases” select the appropriate external release note and click on the icon „Sale”. ++++ Screen: Creation of the sale document on the basis of the external release document| ++++ After completing data in the window of the new invoice document, the specification window of the sale document is displayed which enables for making corrections in the sale prices. You can also change the prices by editing the invoice, because it is saved in the form of the scratchpad.

The sale invoice can be issued to many external release documents, no matter in which warehouse they were created. In order to do it you have to issue an invoice on the basis of a particular external release note. It is important not to confirm the invoice, but to save it in the scratchpad. Subsequently, choose the second external release note and click on the triangle shape next to the icon „Sale”. Then choose „Add to the already existed document”, and select the sale invoice. After the addition of all external release notes, the sale invoice can be confirmed.

++++ Screen: Adding up another external release note to the invoice| ++++

In the system's default configuration, in the window of receipt confirmation there are only two ways of payment :

• default day of payment: 0
• default registry of the Bank/Cash register

++++ Screen: Confirmation of the receipt note according to the default configuration | ++++

Confirmation of such a document automatically generates the register receipt (RR) document in the cash report.

All the ways of payment ( Bank/Cash desk registry):

In order to settle the receipt by using the bank registry or the postponed payment you have to change the global configuration. If you activate the option Show all the ways of retail sale payments, during the making an order you can choose optional way of payment. Registries for particular ways of payment result from their configuration. You can choose the registry during the confirmation of the document.

In order to change the system's configuration:

1. From the upper menu choose Card indexes, and subsequently Configuration
2. Choose Global settings
3. Click on Sale
4. Next, choose Documents
5. Select Show all the ways of retail sale payments
6. Click on Confirm

++++ Screen: Global configuration | ++++ ++++ Screen: Show all the ways of retail sale payments | ++++

++++Screen: Confirmation of the document receipt with all the ways of payment available | ++++

Receipt approval with the postponed payment (with the current payment 0), causes that the register receipt is not generated. The receipt will appear on the accounts list and will be pending for the settlement. Only as a result of settlement, the RR (register receipt) document will be generated.

Modus system enables you to allocate two contractors and the place of delivery of goods on the particular documents generated in the system. Contractors, depending on the type of document, can perform the role of:

• contractor,
• payer,
• receiver,
• buyer (customer).

By default, in the first tab (Details), in the document header, the first contract is inserted, and their personal data is assigned to the additional tab Contractor data. In order to choose the second contractor, select the check box located next to the label informing you about their role. Additionally, by using this tab you can define the place of delivery.

In the system settings related to the particular groups of documents, you can change the labels that are displayed next to the fields, where the contractors are chosen. For some groups you can reverse the order when selecting the contractor. It applies to the situation, when there are two contractors on the document - you can decide whether you choose the buyer or the payer in the first tab.

In order to edit the settings of the groups of documents:

1. from the menu Card indexes choose Configuration, and next Groups of documents,
2. Choose the group of documents which you want to edit,
3. Click on Edit
4. Make the edition:
   • Labels
   • Change the order of contractor's choice by selecting the checkbox Reverse order of contractors during the selection and on the printout if the particular group enables it.

++++ Screen: Groups of documents edition| ++++ ++++ Screen: Vat Invoice Document FV (details tab)| ++++ ++++ Screen: Document FV (contractors data tab)| ++++

During the creation of related documents, the data from the basis document is automatically assigned to the document being generated. But the automatic change of contractors is made, e.g. when generating the external release document, from the sales document (order from the customer) the personal data of the ordering party is inserted in the field Contractor 1. The Recipient data in the field Contractor 2, after generating the external release document is transferred in the field Contractor 1. The Ordering party data is transferred into the field Contractor 2.

OrderDokument ZO ^ External release document ^ Vat invoice document ^ Document FV* ^

* if the option Reverse order of contractors during selection and on the printout is activated

++++ Screen: External release document generated on the basis of the sales document (order from the customer)| ++++ ++++ Screen: VAT invoice document generated on the basis of the external release document| ++++ ++++ Screen: VAT invoice document* generated on the basis of the external release document| ++++

The function enables for issuing the correction of the sales document. It is possible to perform following types of corrections:

• Quantity correction (return) - the correction provides for the return of the whole or part of the assortment from the Customer
• Quantity correction (release) - the correction provides for the release of the additional part of the assortment to the Customer
• Price/discount correction
• VAT rate correction

In case of the quantity correction, in the first place the the correction of the warehouse document is generated. On the basis of this document the correction of the trade (commercial) document is generated, e.g:

The quantity correction (return) is used when after issuing the sales invoice, the contractor returns part or the whole size of the assortment. By using this function, the Return from the customer document and the Correction of the sales invoice are generated.

In order to make the correction:

1. In the module Sale choose Sales documents
2. Select the document for which you want to generate the correction - quantity correction (return)
3. Click on the Correction
4. Choose the type of the correction
5. Confirm the message informing about the issue of the Return from the customer document
6. Click on the Confirm button on the Edition card in the Return from the customer document
7. Edit the specification position and define the quantity of the returned assortment, that will be visible in corrected sales invoice.
8. Click on Confirm
9. Click on Save and confirm the document
10. Click on Confirm on the Edition of the corrective invoice card

++++ Screen: Generating the correction of the sales invoice| ++++

During the realization of the order from the customer, you can check the agreement of the declared quantity with the real number on the sales document. The function „Verify” enables this.

In order to conduct verification:

1. move to the module Sale/Documents
2. choose the sale document which will undergo checking
3. in the upper menu of the sales documents' list choose „Verify”
4. in the displayed window insert the bar codes of the assortment

After confirmation of the codes list, the system compares inserted pieces with the ones declared in the sales document. If they will be congruent, the „Ok” message will be displayed in the column „verification”. In case of thelack of coongruity, the „Shortage” message is displayed.

Additionally, in the Details panel, under the tab „Incompatibility”, the list of incompatible pieces is shown.

++++ Screen: Verification of the sales document| ++++

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