Enter a Sale

OBJECTIVE

The Enter a Sale option is used to record and print sales invoices. These invoices can be entered manually or from other options such as Invoice Preparation (W/O), Equipment Invoicing, Ticket Invoicing - Quarry, Ticket Invoicing - Concrete or direct invoicing using Work Orders.

By default, taxes are calculated on the total amount of the invoice on saving. Therefore, if there is a discrepancy between the taxes calculated by line versus taxes calculated on the total amount of the invoice, maestro* automatically adjusts the taxes for the last detail line based on tax codes. The user can calculate taxes by line by checking the Do not automatically balance taxes option in Configuration. In the breakdown section, the user cannot modify or delete the lines that have been generated by the Release Holdback program. However, the user can add lines to the breakdown section and, eventually, modify and delete them; as opposed to the original lines.

 

PREREQUISITEs

• Configuration
• Customer Management
• Project Management

 

ICONS

Enter a Sale icons

Icon Title Used to Generate a new invoice number Allows user to generate an invoice number for the current invoice. Transfer Allows user to transfer the selected sale. Print (CTRL+P) Print the sale form. With the help of the icon’s dropdown menu, it is also possible to print, based on user permissions, the Delivery Preparation, the Invoice and the Generator. Inventory Inquiry Allows user to consult the inventory of an item selected in the grid. Customer Service Allows user to access the Call Management from the Customer Service module. Invoicing Allows user to view the transactions whose status is Invoicing. This is the default sale status. Contract Allows user to view the transactions whose status is Contract. Quotations Allows user to view the transactions whose status is Quotation. Batch Acceptance Allows user to access the Batch Acceptance screen. This screen allows the user to change the acceptance status for several invoices at a time. Recalculate Table Allows user to recalculate the table and the unit prices or only the table. Import Allows user to import an invoice (or several), depending on the option chosen. Only the non-self-explanatory icons or those with special features are defined in the table below.

 

Summary

• Enter a sale
• Enter a sale from a kit

 

STEPS

maestro* > Invoicing > Invoicing > Processing > Enter a Sale

 

Enter a sale

The user can import invoices in batches from Excel by clicking the Excel Import icon. Please contact one of our instructors for more information.

1. Select a Customer and an Address No. if necessary.
2. Enter the required information in the Details tab:

Field	Description
Date	Accounting date.
Due Date	Due date of the invoice. NOTE: The date is calculated automatically if a payment term is specified. The calculation is based on the actual date.
Accepted	Indicates that the sale can be transferred if the field is set to Yes. NOTE: Clicking the Batch Acceptance icon changes the YES Accepted field on multiple invoices.
Period	Reference period for the work. NOTE: This period is unrelated to the accounting period.
Invoice #	The invoice number is entered automatically when the transaction is transferred. The number respects the numeric sequence defined in the Define Sales Departments option. NOTES: If an invoice number is entered manually, the invoice is considered printed by maestro* when the invoice is transferred. As a consequence, the invoice will be not available in the Print an Invoice option. It is possible to print a copy of the invoice before the transfer of the sale by clicking the Print icon.
P.O.	Customer’s purchase order number. NOTE: By default, the project purchase order is applied.
Job. No.	Job number applicable for the sale of material time. NOTE: This field is not associated with the Work Order option.
Salesperson	Salesperson associated with the sale. NOTES: For sales entered manually, maestro* displays the salesman specified in Customer Management. The user can change it. For sales generated by other modules, such as Invoice Preparation or Customer Relationship Management (CRM), the salesman from the transaction is used. If no salesman is specified in the transaction, maestro* uses the salesman specified in Customer Management.
Subtype	Used to classify sales of material time on reports. Available Values: Standard Standard sale. Quarry Tickets Sale associated with a quarry ticket. Concrete Tickets Sale associated with a concrete ticket. W/O Grouped references Sale associated with Invoice Preparation W/O whose Invoicing Method defined in the invoicing project is Grouped References. NOTES: The Grouped References invoicing method is only available if the Drilling Time Management module is installed. If the invoicing method in Invoicing Contract (W/O) is Grouped References, special printing functions will also be available when printing of this invoice sub-type. Inter-co Used to identify inter-company sales.
Project	Project in the customer's account. NOTES: This project lets the user prepare A/R reports by project. The project specified in the Details section is also used to select the delivery location if the Location field is set to Project.
Currency	Currency for the sale.
Payment Terms	Payment terms for the sale.
AR Account	Accounts payable general ledger account. NOTE: In Inter-co mode, the AR Account will be replaced by the Inter-co Income account identified in the configuration (Projects † Inter-Company † Sales), if applicable.
Disc Account	General ledger account to which discounts are posted.
Discount	Discount applicable to the sale.
Holdback %	Holdback percentage applicable to the sale.
$ Holdback	Amount of the holdback applicable to the sale.
Mode	Available Values: With tax Includes taxes in the calculation of the total amount to be paid. Without tax Does not include taxes in the calculation of the total amount to be paid. Standard Does not include taxes in the calculation of the total amount to be paid. Taxes will be calculated when using the option
Price List	Code of the price list from Maintain Price Lists. NOTE: This function is used to create a specific price list for an order or project.
Instant Payment	NOTE: If the Generate the receipt automatically box is checked in the configurations (Projects † Inter-company † Sales), the field will be set to Yes. Available Values: Yes Instant Payment NOTES: By default, the payment date is the same as the invoice date. A confirmation message is displayed on the screen when the transaction is saved. No Payment on transmission of the invoice.
Cheque No.	Customer’s cheque number.
Bank Acct	Bank account used for immediate payments. NOTES: This field is only available if the Immediate Payment field is set to Yes. In Inter-co mode, the bank account will be retrieved from the configurations (Projects † Inter-company † Sales † Bank Account), if applicable. Otherwise, the bank account will be determined in the usual way.
Instant Payment Amt	Amount of the payment. NOTES: This field is available if the Immediate Payment field is set to Yes. If the user does not specify an amount, maestro* pays the invoice in full.
Status	Used to print different forms for a given transaction. Available Values: Invoicing Prints the invoice form. Quotation Prints the quotation form. Contract Prints the contract form. NOTE: The various sales are grouped by status in the Invoicing, Contract and Quotation groups.
Quotation	Quotation number from the Concrete Quotations option.
Commission %	Percentage of commission applicable to the sale.
Comm. $	Amount of commission applicable to the sale.
Customer Project	Customer's project linked to a lien.
Non-Taxable	Check the box to indicate that the invoice is non-taxable. By default, the box is checked. NOTE: Applicable only if the Management of US Sales Taxes is activated in the General Ledger - Management of taxes section in the General Settings.
Do not affect inventory	Used to prevent deducting from inventory at time of the sale for items from Catalogue Management.
Customer P.O.	Customer’s purchase order number other than the one displayed in the Purchase Order field.

3. Enter the required information in the Breakdown grid:

Field	Description
Code	Inventory code from Catalogue Management. If the item is a kit, see section Enter a sale from a kit. NOTE: User can view the quantities in inventory by clicking the Inventory Management icon.
Description	Description of the item. NOTE: User can press F7 to access Item Management.
Company	Company name. NOTE: Available in multidimensional mode only.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Site	Site for the item used. NOTE: If a site is specified in Catalogue Management, it is entered by default. Otherwise, maestro* uses the value in Configuration.
Location	Location of the item used. NOTE: To determine the source of the location, refer to help on Reading Locations for Inventory Items.
Characteristics	Item characteristic.
Identification	Identification of the item used. NOTE: Identification can be a serial number if the Element Management Method is 3-Serial No or a size if the Element Management Method is 4-Variable Size in Catalogue Management.
Reservation No.	Reservation number. NOTES: This number can be entered manually by the user. This number can be entered automatically if the order was created using another option (Requisition, Procurement Management (MRP 1), Customer Order, etc.).
Project	Determines the project to which the income is allocated for each breakdown line.
Activity	Determines the activity to which the income is posted for each breakdown line.
Group	Income group.
Account	Income account. NOTES: The project determines the account used. In Inter-co mode, the income account will be replaced by the account specified in the Inter-co Account of the Customer Management option, if present. Otherwise, it will be replaced by the income account specified in the configurations (Projects † Inter-Company † Sales), if applicable.
Stock Quantity	Displays the stock quantity in inventory.
Reserved Quantity	Displays the stock quantity in inventory for which there is a reservation number.
Available Quantity	Displays the available stock quantity in inventory, based on the following equation: Stock Quantity - Reserved Quantity
Start Quantity	Allows user to enter the starting quantity. This quantity can be entered manually or be obtained from Timesheet – Search. NOTE: If the Drilling Time Management module is installed, the Invoice Preparation (W/O) function automatically populates this column.
End Quantity	Allows user to enter the ending quantity. This quantity can be entered manually or be obtained from Timesheet – Search. NOTE: If the Drilling Time Management module is installed, the Invoice Preparation (W/O) function automatically populates this column.
Quantity	Quantity invoiced. NOTE: If the starting and ending quantities have been entered, the Quantity will be calculated automatically by subtracting the Starting Quantity from the Ending Quantity.
U.P.	Unit price of the item.
DISC	Discount percentage applicable.
Amount	Total amount in the breakdown line.
Tx	Tax code applicable. NOTE: To manually change the tax amounts, press CTRL F7. By doing this, maestro* will also switch to calculating taxes by line rather than by the total amount of the invoice. To return to calculating taxes on the total amount of the invoice, click the Balance Taxes on the lower left corner of the breakdown screen. NOTE: To determine the source of the code and applicable tax rates, refer to the section on Reading maestro* tax codes in help.
Tax Amount 1	Tax amount.
Long Description	Long description of the item.
Reference	Reference from work order entry. NOTE: The Invoice Preparation (W/O) function automatically populates this column.
Customer Reference No.	From Define Customer Pricing and used to obtain a customer reference number by item and/or by customer. NOTE: The Invoice Preparation (W/O) function automatically populates this column.
Equipment	Identifies the equipment number used. NOTE: If the Drilling Time Management module is installed, the Invoice Preparation (W/O) function automatically populates this column.
Transaction Date	Date of the original transaction that was used to generate this invoicing transaction. NOTE: The Invoice Preparation (W/O) function automatically populates this column.
To Print	Determines whether or not the line will be printed on the invoice. NOTE: By default, all lines are printed on the invoice.

4. Enter the required information in the Delivery tab:

The information on the customer is displayed by default. The user can define the default location by clicking the Configuration icon.

 

Field	Description
Location	Location for the work. Available Values: Alternate Used to create a temporary address. Contact Allows user to select an address associated with a contact in Contact Management. Customer Allows user to select the address for the customer specified in the sale. NOTE: It is possible to select another address for the same customer by selecting an address from Define Customer Addresses. Project Allows for project selection to which the delivery will be made. NOTES: The address is from Project Management. If a project has been identified in the Details section of the main sales screen, it will be selected automatically as the delivery location if the Location field is set to Project. Afterwards, if a project is selected manually in this field, it will be kept even if the project is changed in the Details section of the sale.
Selection	Provides access to databases linked by function to the selection in the Location field.

5. Enter the required information in the Memo tab. This tab contains a field in which the user can enter general text related to the invoice. It is possible to specify whether or not to print the field on the invoice.

The memo will be displayed in Customer Inquiry by using the drill-down function on this invoice. The memo can be from the Notes tab in Invoicing Contract (W/O) or from the Memo tab in Work Orders. In either case, the invoice must be created using Invoice Preparation (W/O).

6. Enter the required information in the Production Resources tab.

This tab is linked to the Production Resources module and is only displayed if the module is installed.

 

Field	Description
Resource	Resource code.
Description	Description of the resource.
Mode	Identifies the resource method.
Maximum Qty	Used to identify the maximum daily threshold.
Quantity	Quantity of the resource required.
Delay	Specifies the duration.
Function	Specifies the function of the resource. Available Values: O-Other The resource is used for other functions. D-Disassembly The resource is used for dismantling. A-Assembly The resource is used for assembly.
Date	Date on which the resource is required.
Time	Time at which the resource is required.
Status	Used to specify the status of the resource. Available Values: 1 - Not contacted The resource has not been contacted. 2 - Contacted but unconfirmed The resource has been contacted, but has not confirmed his or her presence. 3 - Confirmed The resource has been confirmed.
Note	Allows user to enter a note about the resource.
Amount	Displays the amount of the resource.

7. The Workflow Details tab is displayed only if the sale transaction is targeted by an active workflow. This tab contains a grid that shows the various steps of the workflow.
8. Click Save.

 

Enter a sale from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

1. In the breakdown grid, enter the kit's code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
2. Enter the amount of kits (Quantity) needed in the sale.
3. Check the kit items to include in the sale.
4. Click on Select.
   All chosen kit items will automatically be added to the sale.
5. Save the sale.

 

See also

• Maintain Price Lists
• Work Order
• Catalogue Management
• Lien Management
• Contact Management
• Item Management
• Workflow Management
• How to Reading of Tax Codes in maestro*
• How to Reading Locations for Inventory Items
• How to Fuel Surcharge Setup
• How to Sale of an Assembly and the Impact on the Inventory

 

Last modification: August 16, 2025