Before saving or publishing any sales invoice, receipt, bill, or expense, certain fields must be completed. If any of these fields are missing or incorrectly filled, you will encounter errors.
Revenue or Expense Account Not Selected
Every transaction must be linked to a relevant account that categorizes the sales or expense. For example, sales transactions might be assigned to accounts like Service Revenue or Product Sales, while expenses might go under Bank Charges or Office Supplies. Why? This categorization ensures accurate financial reporting and tax compliance.
Customer Not Selected
You must select the customer or vendor associated with the invoice or bill. Without a customer linked, the system cannot properly track who owes or who is owed money.
Why? Customer selection helps with tracking accounts receivable and generating customer-specific reports.
If the Customer Has Made a Partial Payment
If the customer has already paid part of the invoice or bill, you need to specify:
- The amount paid so far.
- The pay-through account, which indicates where the payment was received (e.g., Cash, Bank account). Why? This ensures your records reflect the correct outstanding balance and payment method.
Missing Pay-Through Account
Since sales receipts and expenses usually represent completed transactions (full payment made), you must select the payment method used by the customer or vendor (e.g., Cash, Bank).
Why? This clarifies how funds were received or paid, essential for accurate cash flow tracking.
Understanding Saving as Draft vs. Published
The system offers two ways to save transactions: Draft and Published. Knowing the difference helps you manage your data correctly.
- Draft: Saving a transaction as a draft means it's still a work in progress and not yet linked to your books. This means it won’t affect your financial reports. You can return later to edit or complete any missing information. Use this option if you're waiting on additional details or want to review the entry before finalizing.
- Published: Publishing a transaction links it directly to your books, meaning it will immediately impact your financial reports.
Duplicate Document Error
Error Message: “Duplicate document number provided”
This error occurs when the invoice number or bill reference you're trying to use already exists in the system.
Cause: Each invoice or bill must have a unique reference number. The system prevents duplication to avoid conflicts in reporting and tracking.
Fix: Edit the existing invoice number or bill reference, use a new, unique value and save the record again.
#Additional Tips
- Unique Document Numbers: If you receive an error about duplicate documents, check that your document number is unique. Duplicate document numbers are not allowed to avoid confusion in tracking.
- Customer Emails: To send invoices by email directly from the system, ensure the customer’s email address is saved in their contact profile.
- Uploading Data: When importing sales or inventory data, make sure:
- All required fields (date, amount, category, etc.) are filled.
- Inventory dates are earlier than sales dates.
- Account (Category)names in your import file match those set up in the system.
