Sales Transaction Recording

Overview

The AIAccount Sales module covers the complete workflow from quoting to invoicing to receiving payments. The system automatically generates double-entry postings (Dr Accounts Receivable / Cr Sales Revenue) and integrates seamlessly with e-Invoice, helping SMEs manage sales operations efficiently.

Key Features

  • Sales Invoice Entry — Click "Add New Sale" under All Sales, fill in customer details, line items, and tax codes, then submit for automatic journal posting
  • Quote Management — Create quotes and convert them to invoices with one click, eliminating duplicate data entry
  • Receipt Recording — Click "Add Receipt" on unpaid invoices, select the bank account and enter the amount to automatically offset receivables
  • Credit/Debit Notes — Select Credit Note or Debit Note type, link to the original invoice, and the system automatically adjusts the invoice balance
  • Cash Sales — Tick "Cash Sales" to record payment directly to a bank account without a separate receipt entry
  • Recurring Sales — Set up monthly, quarterly, or yearly auto-invoicing templates; the system generates invoices daily at 1:00 AM SGT
  • Batch Tax Invoice Export — Select multiple invoices and export them as PDF tax invoices in bulk

Step-by-Step Guide

  1. Navigate to "All Sales" and click "Add New Sale"
  2. Select the customer contact; the system auto-fills address and tax details
  3. Add line items with quantity, unit price, revenue account, and tax code
  4. Review the totals and click "Submit"
  5. To record payment, click "Add Receipt" on the invoice, select the bank account and amount
  6. To issue a credit note, select Type = "Credit Note" and link it to the original invoice

Important Notes

  • Do not tick "Sales Selection" for expense-type accounts, as this would cause expense transactions to be incorrectly recorded under Sales
  • Credit note amounts should be entered as negative values to properly reduce the original invoice balance
  • For recurring sales, set the Start Day between 1-28 to avoid skipped months
  • Ensure company details and logo are configured in Settings before exporting tax invoices