Default accounts (SOP settings / Invoice and order settings)

Unless specified, these settings apply to Invoicing and Sales Order Processing.

Find this screen

Open: Sales Order Processing > SOP Utilities > System Set Up > SOP Settings Default Accounts

Open: Sales Order Processing > SOP Utilities > System Set Up > View SOP Settings | Default Accounts

Open: Invoicing > Invoicing Utilities > System Set Up > Invoicing Settings | Default Accounts

Open: Invoicing > Invoicing Utilities > System Set Up > View Invoicing Settings | Default Accounts

Set how invoice and credit notes are posted

Here you can choose which nominal account is used when invoices and credit notes are posted.

If you want to post to the nominal account set on your stock item, select Use same nominal code as - Stock item revenue account.

Values are posted to the revenue account set of the stock item record, by default. You can change this when entering invoices and orders, if you selected to Allow amendment of - Analysis codes on the Invoice and Order Entry tab.
If you want to record the sale against the same nominal account as the customer account, select Use same nominal code as - Customer account.
If you want use cost centre breakdown, also select Use same cost centre and department as customer account.

This posts to the nominal account code set on the stock item but uses the cost centre and department set on the customer's account. This is useful if you want to make sure sales are recorded against the correct cost centre.

Note - warning
Be aware that, if you select this, you must make sure you create nominal accounts with all the required cost centre and department combinations. If a nominal account doesn't exist, the line value is posted to the suspense account.

Set how cost of sales are posted

These settings provide further scope for analysing sales using cost centre breakdown.

If you've selected to generate cost of sales postings from sales order and invoices (Generate cost of sales postings for SOP in Stock Control Settings), you can set the nominal account these values are posted to here.

Cost of sales postings are automatically posted to the nominal accounts set for Issues and Stock on the stock record.

If you select Stock issues account and Asset of stock account here, then this posts to the account code set on the stock item but uses the cost centre and department set on the customer account.

Be aware that, if you select this, you must make sure you create nominal accounts with all the required cost centre and department combinations. If a nominal account doesn't exist, the line value is posted to the suspense account.

Set accounts for cash sales and prospects

The cash account account is a generic customer account that you use to record cash sales for one-off customers, so you don't have to create individual accounts for these customers.

The prospect account is a generic customer account that you use to record quotes or pro formas for prospects (prospective customers), so you only have to set up a customer account when the customer makes a purchase.

Do not use the same customer account for both the cash account and prospect account, as these are used for different purposes.

Set up and use a cash account

It's useful to set up a cash account if you have a retail business and most of your sales are to cash customers, or if you have a lot of one-off customers that you don't want to create individual accounts for. You use this account for a till in a shop or for when customers pay at the point of sale and there's no need for you to keep a record of their name and address.

The cash account can't be used as regular account, so it doesn't show on the customer list. When you enter orders, invoices and quotes, choose Cash account instead of selecting the customer.

Note: You can't enter a VAT only invoice for the cash account as a VAT only invoice is a legal document which requires a name, address and VAT registration number.

The account you select here is only used the next time you select the Cash account when you enter an invoice or sales order.

Create a cash customer account

Create a customer account. This can be called Cash or something more appropriate to your organisation.
Set this account as the cash account.
1. Open Sales Order Processing > SOP Utilities > System Set Up > SOP Settings.
2. Go to the Default Accounts tab.
3. Enable Allow cash orders to be taken.
4. Select your cash customer account.

Enter an invoice or order using the cash account

Enter a new invoice or order and choose Cash account at the top. The 'Cash' customer account is automatically selected.
If you need to enter an invoice address, you can do this on the Delivery & Invoicing tab.
If you need to enter a payment, for a cash sale, for example, enter this on the Payment with Invoice or Payment with order tab.

Set up and use a prospect account (sales orders only)

It's useful to set up a prospect account if you enter quotations or pro forma invoices for prospective customers, so you only have to set up a customer account when the customer makes a purchase.

The account you select here is only used the next time you select the Prospect account when you enter a quotation or pro forma.

Create a prospect account

First, create an account for prospect customers.
1. Open Sales Ledger > Sales Accounts > Enter New Account..
2. Give the account the name Prospect, or something more appropriate to your organisation.
Set this account as the prospect account.
1. Open Sales Order Processing > SOP Utilities > System Set Up > SOP Settings.
2. Go to the Default Accounts tab.
3. Enable Allow quotations and pro formas to be entered for prospects.
4. Select your customer prospect account.

Create a quotation for a prospect

To enter a quotation for a prospect, use either:
- Sales Order Processing > Quotations > Enter New Quotation for Prospect.
- Sales Orders Processing > Quotations > Enter New Quotation, and select Prospect account.
Enter the Postal name and contact details for the potential customer.
Enter the rest of the quotation in the same way as you would normally.
If you later convert the quote to a sales order, you can create a new customer account using the same contact details.

Create a pro forma invoice for a prospect

To enter a pro forma invoice for a prospect, use either:
- Sales Order Processing > Pro Forma Invoices > Enter New Pro Forma for Prospect.
- Sales Orders Processing > Pro Forma Invoices > Enter New Pro Forma, and select Prospect account.
Enter the Postal name and contact details for the potential customer.
Enter the rest of the pro forma in the same way as you would normally.
If you later convert the pro forma to a sales order, you can create a new customer account using the same details.