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This area displays some instructional information on the Actionstep Sales and Purchase Functions.

Go to - Accounting Administration > Sale/Purchase (or the alias name you have set for Sale Purchase types) 

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The Sale Purchase types are the available options for following either the Sale or the Purchase process.

This area of the system will let you add, delete or edit these types. Each of the types has different configuration options which when selected will give optimal use of the advanced features Actionstep carries.

To get to your list of Sale Purchase Types go to Admin > Billing > Sale/Purchase Types. Some systems might call these "Billing/Expense Types" instead of "Sale/Purchase Types".

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To Create a new item

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The Base Type Settings

• Sale or Purchase: select which function this type is for
• Type: select what type it is - is it an invoice (which will post to the GL on saving) or some other form eg:Quote
• Unique Name: What do you want the name to be?
• Report Title: Feeds the Docx Merge field for output PDF
• Display Order: As with the rest of the system, this order determines the location of this type in relation to the other types (menu order)
• Description: If you need a further description - such as the reason and function for the type

Sale Purchase Type Configuration Options

• Output PDF Filename

This sets the name of the file that is created when generating a PDF copy of the sale/purchase. The file name can include live data from the system using "Merge Fields" which appear between double square brackets [ . Supported merge fields include: sale+purchase_type, our_reference, their_reference, sale_purchase_id, action_id, their_participant_id, date, due_date, currency_code

So for example if you enter "Invoice_no_[ [our_reference] ]" then when generating a PDF for invoice number 5674 the file name will be Invoice_no_5674.pdf.  

• Is a Credit: Specify is this is a Credit - as this relates to other functionality and will force a negative value.
• Alias for "Their" Name: Determines the labelling in the SP Screen
• Alias for "Our reference": How will you refer to this
• Allocate our reference on post: FALSE - will allocate your invoice number even if the invoice is only in draft (if it is deleted you will then lose that number from sequencing. TRUE - Will only ever allocate the number when saving the invoice to the GL.
• Alias for "Their Reference" "Shipping Date" "Ship To": Change these as required
• Use flags? For clients who check their invoice line by line and have many lines we recommend using flags which are a confirmation and checking tool to avoid mistakes - see image below

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• Duplicate References: Setting both to not allow will prevent entering the same transaction twice. Although if you do raise Purchase orders or split bill leave the duplicate our reference allowed.
• Email: You can set the default subject line and message body for when you email invoices to clients. You can use merge fields to include the invoice amount, date, number, etc.
• Buttons: This is where you can hide and show which appear on the Sale Purchase screens.

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• Sync Cost and Sell: Syncing the cost and sell is the driver to a Purchase appearing as a billable item on your Action Billing Screen. When these are not synched the charge will show as non-billable 

• Update Price from inventory: Recommended for Inventory Users.

To Edit an item on the list

•  Either select the note pad iconImage Removed next to the item you wish to edit and select Edit from the popup menu or select the name of the item from the list.
•  Make the required changes using the displayed for (similar to the Create form shown above) and select the Save button to save your change(s).

To Delete or remove an item in the list

• • Select the note pad Image Removed select Delete from the popup menu 

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 In order for these to additions and changes to Appear on the Sale Purchase Menus they will need to be installed.

• • The Menu item will need to be added
  • System Role permissions will need to be updated 

New Menu Item screenshot:

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Units of Measure

The units of Measure is covered in the Inventory section of the User Guide, Click the following link to get you there

• Units of Measure Editor and Administration

Payment Terms

In order to get Payment Terms into the drop down lists in Accounting, the Terms need to be predefined.

Actionstep will come with a default list of Payment Terms, but you may want to Edit, Delete or Add them.  

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To Add a Payment Term

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In this example I have added a 10 day payment term to the list: 

This will give a due date of 10 days from invoice date

• In order to get the Term Calculation in, you will need some PHP code, first go to another tem and Copy the PHP code line
• +New Payment Term
• Name the term   (10 Days)
• Copy in the PHP code and change the Term calculation to the one you want
  • Copied   $due_date = strftime('%Y-%m-%d', strtotime($invoice_date.' +14 days')); return $due_date;
  • Changed to  $due_date = strftime('%Y-%m-%d', strtotime($invoice_date.' +10 days')); return $due_date;
• Set Defaults
  • If this Term is set as a default, your Accounting will assume this for every invoice and need to be overwritten as required.
  • You have the choice of making Default for everything, or just Purchase or Sale, or not at all.

This will be superseded by individual Customer or Supplier Terms if they have one loaded on their Contact settings 

To Edit or Delete a Payment Term

• Click on the notepadImage Removed
• Select your choice 

Sale/Purchase Line Item Tags

This is a feature that has been introduced to enable you to add ‘Tags’ to line items within either a Sale or Purchase report such as an quote, order or invoice.

These will then be able to act as filters for future reporting capability - for example, to report or filter items within a quote or purchase order based on when the items may be required in different stages of a building project.

Note, at present the reporting capability is not available for this function but the underlying functionality has been included in this release to enable customers to commence data entry in preparation for the reporting functionality that will be released later in the year.

To create or add a tag  

• Select +New Tag from the sub-menu as indicated below 

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• Enter in the name and description as required.
• Select a Parent Tag from the drop down list if appropriate and available.
• Save your changes by selecting Submit button. 

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Note

• To create a Parent Tag you will need to first create the Parent Tag and save it with no Parent Tag. It will then be available in the list of Parent tags going forward.
• Nesting tags would be used where you want to sub-classify line items within a larger category 

 To edit an existing Tag

• Either select the note pad Image Removedicon next to the item you wish to edit and select Edit from the popup menu or select the name of the item from the list.
• Make the required changes to the name and the number before the word ‘days’ (as indicated below) and select the Save button to save your change(s). 

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To delete or remove a tag from the list

• Select the note pad Image Removedof the Tag you wish to delete
• Select Delete from the popup menu (as shown above). 

Billing Cycle

In order to get Billing Cycles into the drop down lists in Accounting, the Cycles need to be predefined.

Actionstep will come with a default list of Billing Cycles, but you may want to Edit, Delete or Add them.  

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To Add a Billing Cycle

• Select +New Billing Cycle from the sub-menu (to right of screen)
• This will require a level of PHP understanding
• Click here for the Developer note regarding the PHP calculations
• Alternatively you can add a new billing cycle by using the PHP calculation code from an existing billing cycle only if it is a defined amount of days.

For example below is the billing cycle for 28 days and I would like to add a new cycle for 21 days.

$last_invoice_ts = strtotime(date("Y-m-d", strtotime($last_invoice_date)));
return date("Y-m-d", strtotime("+28 days", $last_invoice_ts));

I have copied the above code and changed the numbers only to 21 as shown below.

$last_invoice_ts = strtotime(date("Y-m-d", strtotime($last_invoice_date)));
return date("Y-m-d", strtotime("+21 days", $last_invoice_ts));

To Edit an existing Billing Cycle

• Either select the note pad iconImage Removed next to the cycle you wish to edit and select Edit from the popup menu or click on the name of the cycle from the list.
• Cycle name - this appears in the dropdown list
• The sort order denotes the point the option sits on your dropdown list when using the Recursive Billing
• T (True) F (False) for default
• PHP Calculation - see above

To Delete a Billing Cycle

• Select the note pad Image Removed select Delete from the popup menu 
• If you do not want Billing Cycles appearing on your dropdown, it may be better to edit rather than delete 

Modules

The Sale Purchase Modules are additional line item types which give just a little bit of additional functionality which only few people use

Current available Modules are:

Inventory Line Item Module

Gives the ability to add an inventory type line item to a Sale or Purchase transaction

Line Item Mark up Module

Gives the ability to add a line to an invoice which will mark the Entire invoice up by a specified Percentage

PcSum Module

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