Zeyto Academy · Core · Module 2
The sales cycle
Follow a sale from customer to quotation, order, delivery, tax invoice, receipt and return, and read statements and ageing, with VAT and stock effects.
You will be able to
- Set up a customer with TRN, credit limit and credit days
- Create a quotation, a sales order and a delivery note and explain what each posts
- Make a tax invoice for a cash or credit sale with 5% VAT and write its ledger entries
- Record receipts, allocate them to invoices and handle advances and post-dated cheques
- Issue a sales return as a tax credit note and calculate its total
- Read a customer statement and the receivables ageing
- Apply line, document and settlement discounts and explain their VAT effect
Customers: the master record
- The customer record feeds every sales document, statement and ageing report.
- TRN must be 15 digits; Credit Limit 0 means no limit; by default Zeyto warns when a sale would exceed the limit.
- Customers are made inactive, never deleted.
Quotations and sales orders
- Quotations and sales orders post nothing: no stock, no ledger, no VAT.
- Convert carries lines forward and lets you take part quantities; Revise keeps the quote number with R1, R2.
- Flow tells you how far an order has got: Partial, then Completed.
Delivery notes and stock
- A delivery note moves stock out and posts Dr Cost of Goods Sold, Cr Inventory at cost.
- It books no sale, no VAT and no customer balance; the invoice does.
- An invoice made from a delivery note does not move the stock a second time.
The tax invoice: booking the sale
- A sales invoice records the sale, the VAT and what the customer owes; with Update Stock ticked it also moves stock and books cost.
- 10 x AED 50 plus 5% VAT = AED 525: Dr Receivable 525, Cr Sales 500, Cr VAT Output 25.
- An invoice from a delivery note does not post the cost or move stock again.
Receipts: collecting what customers owe
- A receipt debits cash or bank and credits Trade Receivables, matched to specific invoices.
- Money that settles no invoice stays on account as Customer Advances.
- A post-dated cheque settles the invoice immediately but reaches the bank only when it clears.
Sales returns and credit notes
- A sales return is a tax credit note: it reduces sales, VAT and the customer's balance.
- Two of ten bags at AED 50 plus 5% VAT is a credit note of AED 105.
- Restock puts goods back at cost; Scrap does not. A return credits the account and pays no cash.
Customer statements and receivables ageing
- A customer statement shows every posting with a running balance; debits raise what is owed, credits lower it.
- Aging places each unpaid invoice in a bucket by days past its due date.
- Money received but not allocated to an invoice is not netted in Aging; the Over-received customers report lists it.
Discounts in the sales cycle
- A discount before tax lowers the taxable value and the VAT; a settlement discount (the default) leaves VAT unchanged.
- AED 500 less 10% = 450, VAT 22.50, total 472.50.
- Discount after tax works on the VAT-inclusive total and reworks both taxable value and VAT.
Customers: the master record: key table
| Field | What it does |
|---|---|
| TRN | The customer's 15-digit tax registration number. Zeyto refuses anything that is not 15 digits and refuses a TRN already used by another customer. It prints on tax invoices. |
| Kind | CUSTOMER, or BOTH when you also buy from this party (one record that also appears under Suppliers). Fixed once saved. |
| Type | Credit or Cash. A label only; it does not change what documents allow. |
| Credit Limit | The most this customer should owe you. 0 means no limit. |
| Credit Days | How many days after the invoice date the customer normally pays. Used for overdue checks when an invoice has no due date. |
| Active | Untick to retire the customer. |
Quotations and sales orders: key table
| Flow | Meaning |
|---|---|
| empty | Nothing delivered or invoiced yet |
| Partial | Something is delivered or invoiced |
| Completed | Every line is both delivered and invoiced |
| Open again | The documents made from the order were cancelled |
The tax invoice: booking the sale: key table
| Step | Document | Stock | Ledger (10 bags, AED 50, cost AED 30) |
|---|---|---|---|
| Offer | Quotation | None | None |
| Order | Sales Order | None | None |
| Deliver | Delivery Note | 10 out | Dr COGS 300, Cr Inventory 300 |
| Bill | Sales Invoice (from the delivery note) | None again | Dr Receivable 525, Cr Sales 500, Cr VAT Output 25 |
| Collect | Receipt | None | Dr Bank 525, Cr Receivable 525 |
| Take back | Sales Return of 2 bags | 2 in (if restocked) | Dr Sales Returns 100, Dr VAT Output 5, Cr Receivable 105; Dr Inventory 60, Cr COGS 60 |
Customer statements and receivables ageing: key table
| Bucket (30-day size) | Meaning |
|---|---|
| Not Due | Unpaid invoices not yet past their due date |
| 0-30 | 1 to 30 days past due |
| 31-60 | 31 to 60 days past due |
| 61-90 | 61 to 90 days past due |
| 90+ | More than 90 days past due |
Customer statements and receivables ageing: key table
| Question | Report |
|---|---|
| What does this customer owe, line by line? | Party Statement (Statement button on the customer) |
| Which of their invoices are still open? | Bill-wise view or Credit statement |
| Who owes me and how late are they? | Aging |
| Who has paid more than I invoiced? | Over-received customers |