Re: Ledger Walkthrough

[Darrick Hartman <..hidden..>]

..hidden.. wrote:
> This is what I'm doing:
>
> I need to generate an Invoice so I go to 'AR' and select 'Sales Invoice'.
>
> Under 'Number' I put '01' (service '01' is 'General Drawing Work')
> Under 'Description' I put 'Preliminary Drawings for proposed Fly Ash Plant'
> As it is a lump sum I leave 'Qty' and 'Unit' blank and put '8,000' under
> 'Price'
>
>   
You need to click "update" sooner.  As soon as you enter in '01', hit 
update.  That will prefill the remaining fields that are associated with 
that.  AFTER that, you can fill in the rest of the data.  For example, I 
have a service 'C1' with a description of 'Consulting:'.  I enter 'C1' 
then press update.  It fills in 'Consulting:'.  I then go back and enter 
the work I did after the colon.  (eg:  'Consulting:  Check on Ledger-smb 
problem for Dave').  You can at that point also change the 'Price' or 
'Quantity'. 

It's important to have frequent use of the update button.
> I then click 'Update' or 'Post' (what is the difference?) and I am told
>   
Update does just that, updates the screen.  Post is when you are 
completely done with an invoice.  You post it to the ledger which 
records the sale of your service to the customer, creating the proper 
credits and debits in the appropriate asset and liability accounts.  You 
should never re-post an invoice.  If you need to enter temporary 
information, use a Sales order and later convert that to an invoice.  
Think of it as writing in pen vs. writing in pencil.  A posted invoice 
is never meant to be changed.

Darrick

> 'Item not on file!' and am asked to pick 'Part' or 'Service'. I say
> 'Service' and am taken to the 'Add Service' Screen with 'Service Number'
> filled in as '01' and 'Description' = 'Preliminary Drawings for proposed
> Fly Ash Plant'. I already have a Service Item '01' which is 'General
> Drawing Work'. I have no option but to save this which gives me two
> Services under 'Number' '01'. If that's the way it works, that's okay, I
> guess I can live with that, but I suspect I'm doing something wrong.
>
> But I still need my invoice so I go back to 'AR' -> 'Reports' ->
> 'Outstanding' and I see my invoice there. I click it and I get a screen
> called 'Edit AR Transaction' but nothing that I could send to the client.
> Te same occurs if I select 'AR' -> 'Reports' -> 'Transactions' (what is the
> difference?)
>
> I'm pretty sure that all the Accountants on the list are ROFL, but what am
> I doing wrong?
>   


--
Darrick Hartman
DJH Solutions, LLC
http://www.djhsolutions.com