Sales Categories are used to identify the General Ledger (G/L) Accounts to be used when processing the following:
Non-Inventory A/R Invoices
A/R Credit Memos (optional)
A/R Debit Memos (optional)
Cash Receipts (optional)
For example, when creating an Invoice for miscellaneous goods or services unrelated to Inventory, you must select a Sales Category—thereby identifying the G/L Accounts the sales transaction will be distributed to. To access the Sales Categories master list, select the "Sales Categories" option. The following screen will appear:
The "Sales Categories" screen displays information on existing Sales Categories.
To the far right of the screen, the following buttons are available:
- CLOSE
Closes the screen, returning you to the application desktop.
Runs the report associated with this screen.
- NEW
Opens screen for creating a new Sales Category.
- EDIT
Enables you to edit highlighted Sales Categories. The edit screen is the same as that for creating a new Sales Category—except that when editing, the fields will contain Sales Category information. Double-clicking on a Sales Category will also bring you to the editing screen.
- VIEW
Highlight a Sales Category and then select this button to reach a read-only view of the "Edit" screen.
- COPY
Highlight a Sales Category and then select this button to create a new Sales Category which duplicates the source Sales Category.
- DELETE
Highlight a Sales Category and then select this button to remove the Sales Category from the master list.
To create a new Sales Category, select the NEW button. The following screen will appear:
When creating a new Sales Category, you are presented with the following options:
- Category
Enter an identifying code for the Sales Category.
- Active
Select if the Sales Category is currently active. Not selecting means the Sales Category is inactive.
- Description
Enter a description to identify the Sales Category.
- Sales Account
Identify a General Ledger (G/L) Account to distribute Sales Revenue to. This is a Revenue Account. It will be credited when Invoices for Non-Inventory goods are posted.
- Prepaid Account
Specify a General Ledger (G/L) Account to use for handling prepaid Receivables. This is a Revenue contra Account. If a Sales Category is used when entering a Miscellaneous A/R Credit Memo, this Account will be debited when the Credit Memo is posted. If used when entering a Miscellaneous A/R Debit Memo, the Account will be credited when the Debit Memos are posted.
- A/R Account
Specify a General Ledger (G/L) Account to use for handling Customer deposits. This is an Asset Account. If a Sales Category is used when applying a Cash Receipt to a Customer Invoice, this Account will be credited when the Cash Receipt is posted.
To the far right of the screen, the following buttons are available:
- CANCEL
Closes the screen without creating a Sales Category, returning you to the application desktop.
- SAVE
Creates the Sales Category and adds it to the master list of Sales Categories.