GOROKA TECHNICAL COLLEGE

Computerised Accounting Systems

LESSON FIFTEEN

LESSON OUTCOMES
At the end of this lesson the student will:
1. Generate sales invoice
2. Confirm journal entries
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Generating Sales Invoices

In this unit you will generate different types of invoices for goods and services. You
will print and evaluate the sales performance of Henry’s Paint Wholesalers. You will
need to take care that you keep the invoices dates consistent with those in the books.
You will continue to work from the Henry’s date file that you have created in the last
units.

MYOB can generate four different types of invoices:

a) Item Invoice – used for the sale of inventory items.

b) Service Invoice – used to charge for a service.
c) Professional Invoice – used to charge for a professional consultation.
d) Miscellaneous Invoice – used for unusual transactions such as the cash sale.

Generate invoices for sales of trading stock

Follow the steps to produce an item invoice to record the sale of two cans of outdoor
paint to Sydney Paint Shop.

Follow these steps:

1) With the file for Henry’s Paint open, click the Sales commend centre icon.
2) Click Enter Sales button. The invoice window will appear.
3) Click the layout icon at the bottom of the screen. A dialog box will appear,
displaying the different types of invoices and a preview of their appearances.
4) Click the button next to item and then click Ok. A blank sales item invoice
will be displayed.

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 5) To select the customer, click the search icon next to Customer at the top of
the invoice (or begin keying Sydney Paint Shop and use the Easy-Fill
function). The customer list will appear.
6) Select Sydney Paint Shop. The customer details are entered automatically,
and the default invoice number and date are offered. You will need to take
care when entering dates as MYOB will default to the system date.
7) Change the default invoice number to 3.
8) Click the date.
9) Replace today’s date with 2/4/98 (month first) and press TAB.
10) Key SPSO2498 in the Customer Purchase Order# field and press TAB.
11) In the Ship column, key 2 and then press TAB twice to jump to the items
column.
12) Press TAB. The list of paint on hand will appear.
13) Select Outdoor Paint, then use item (or double click the item for speed).
14) Press Enter to complete the item and move down to a new line on the
invoice.
Your invoice should be the same as figure 5.13. If anything on your invoice is
incorrect, simply click the wrong item and replace or edit the information.
15) Click record to complete the invoice.
16) Click Cancel to return to the command centre.
17) Save the file.

Fig: 5.13 Completed Sales – item invoice

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Confirming journal entries
You can confirm your entry in two ways. Before you record the invoice you can select
Recap Transaction from the edit menu. The recap feature displays the debit and
credit entries you are about to record. If an error is detected you can make any
alteration necessary before you record. Once you have recorded the invoice you can
confirm your entry in the sales journal. The journal shows you the debit and credit
entries for each transaction.
Follow these steps:

1) Click the Transaction journal button at the sales commend center.

2) Key 1/4/98 for the Dated From option and press TAB.
3) Key 30/4/98 and press ENTER. The transaction in the sales journal will
appear (see figure 5.2). As more transactions are added you might have to
scroll up or down to see all the entries, or specify the dates to locate the entry.

Fig: 5.14 Sales journal

Note the ledger accounts affected by the sales. MYOB simultaneously records income
of K110 and the K24.20 sales tax collected; and the fact that the customer owes
K134.20 is recorded in the debtors account. The cost of sales of K7.00 has also been
recorded. Inventory levels have also been adjusted down by two units and the K7.00
credited to the outdoor paint inventory account.

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 4) Click the zoom arrow next to the sales transaction you have just processed to
Sydney Paint shop. The invoice is displayed for your information.
5) Click the Edit menu. The pull-down menu should display both the Reverse
Sale commend and the Recap Transaction commend.
Note: For future reference, to fix an invoice that you have recorded with
incorrect amounts you can do one of two things:
 With the invoice displayed on the screen you can select the Edit menu
and then select Reverse Sale if your file has been saved since
recording the invoice.
 Select Delete Sale if the data file have not been saved.

Cash transactions cannot be deleted, only reversed (that is, payments where an
amount has been applied against an invoice in the Paid Today field). When
you reverse an entry MYOB will raise a reversal entry that you can record to
cancel the original entry, allowing you to re-enter the invoice with the correct
amounts. You can use the same invoice number as the original. Wrong
information on the invoice can be altered without the need to reverse the
transaction if you are yet to save your file.

6) Click elsewhere on your screen to close the Edit menu.

7) Click the Cancel button to return to the journal.
8) Click Close to return to the Sales commend centre.

Activity 5.5
Create an invoice to record the sales two cans of furniture paint and one can of ceiling
paint to Pro Paint on 2 April 1998. Use the Recap Transaction commend to confirm
that your entry is correct before recording the invoice. Compare your invoice to the
one in figure 5.15

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 Fig: 5.15 Completed item invoice to Pro Paint

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Reference:
Keeping Account with MYOB by Cathy Grundy & Doug Lyte.