Sales (Invoices) help

Includes: Adding invoice, making payments, turning an consignment into an invoice, editing, printing and email an invoice.

Transaction Detail explaination:
  • GST $ = Total GST on purchased works or non-catalogued items
  • Sale $ = Amount expected to be received for sale of item
  • C.Rate = Commission rate the Art Centre charges on catalogued works, 0.4 equals 40%
  • C.$ = Commission amount the Art Centre charges on catalogued works
  • C.GST = GST amount included in the C.$

Add Invoice sale: including different categories and status of items. Change and manage commission rates

  1. Go to: [Sales] > select [Add Sales]
    • Invoice is used when no payment is received and the artwork is taken by the customer.
  2. Select a customer (type min. of 3 letters and then select)
  3. Select [Invoice]
  4. Select Sale type
  5. Change the default Commission if required (this can be changed on a item by item basis)
  6. Click [+] at the bottom left of the grid
  7. Type in Item (Catalogue Number) - min of three characters to search
  8. Enter Sale Price (and any discount, if applicable)
  9. For stock items (anything owned by the art centre), select from the categories available, and any other details
  10. Click [Save]
  11. Click [Print] if needed.

Make Payment of an Invoice

Tip: this function allows money to be received against an invoice, without the artists’ account recording any income. Used where no payment was received at the time of sale, but some payment has now been received.this function allows money to be received against an invoice, without the artists’ account recording any income. Used where no payment was received at the time of sale, but some payment has now been received.
  1. Go to: [Search] >, select [Search & Pay Sales]
  2. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  3. Filter selecting [All/Invoice/Lay-by] and/or clicking [Show Owing]
  4. Select the checkbox next to the sale for which payment has been received
  5. Move to the ‘Payments’ grid (on the right), click [+] at the bottom left of the grid then enter the payment details
  6. Click [Save]
  7. Click {back} to return to 'Search & Pay Sales’ page


Turning a Consignment into an Invoice

  1. Go to: [Sales], select [Add Sales]
  2. Click: [Select Consigned]
  3. Search through either the reference number or the customer name, then press {Enter}
  4. Click the correct Consignment from the list
  5. Select [Invoice]
  6. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  7. Click [Save]

Edit an Invoice

    NB: You can't edit an exported Invoice. You also can't edit an Invoice with a payment, first delete the payment, then edit the Invoice and then add the payment back.

  1. Go to: [Search] >, select [Search & Pay Sales]
  2. Select a customer, or search (enter a minimum of 3 letters, press enter and then select) from the list in the 'Sales' grid
  3. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing / Show All]
  4. Click the customer/sale
  5. Click [Edit]
  6. Modify any of the sale details
    • If you need to delete an item, click [-] at the end of the line
  7. Once Edit has been completed, Click [Save]

Print and/or email invoice, including a batch of certificates

  1. This can be done after any save action; otherwise
  2. Go to: [Search] >, select [Search & Pay Sales]
  3. Select a customer, or search(min. of 3 letters press enter and then select) in the 'Sales' grid
  4. Filter selecting [All/Receipt/Invoice/Lay-by] and/or clicking [Show Owing / Show All]
  5. Click the customer/sale
  6. Click the desired report
  7. Once loaded, [Print] or [Save] as required


Feedback and Knowledge Base