Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Sales set up options.
Under this setup you can define and set your preferences and requirements related to your Sales documents and reports.
Here you will have five relevant sections where all the preferences and requirements pertaining to your Sales related documents and reports can be set and defined.
We will start with Basic Sales setup first;
Customer Label
This will define how would you like to address your Customer – “Customer, Client etc.”. Select the relevant label of your choice from the dropdown list, which best suit to your industry. Your selected “label” will be printed on the relevant documents to be generated related to sales.
Keeping this option “ON” gives you the choice to control credit to be allowed to various customers by setting a limit in terms of amount. If this option is ON, at the time of Customer Master creation, the system will ask for credit limit to be set for individual customer and will not allow to raise invoices beyond the credit limit set for a customer.
Keeping this option “ON” will allow you to classify your sales documents on several user defined criteria like Area, Product etc. based on which you can generate/filter various MIS reports.
Keeping this option “ON” will allow you to keep track of sales per salesman and apprise his performance. If this option is ON, the system will ask for related salesman name while generating any Sales related document.
Keeping this option “ON” will allow you to keep track of sales per Agent and apprise his performance. If this option is ON, the system will ask for related Agent name while generating any Sales related document.
In some Industries sale rates quoted are inclusive of Taxes and in other rates are exclusive i.e. tax is to be charged separately.
Within same industry sometimes the system defers from customer to customer and even form document to document. If you have a uniform system of quoting rates you can select either “Inclusive” or “Exclusive” as applicable, otherwise select “Document Based” and the system will ask for the relevant information at the time of generating a Sale document.
If you are maintaining inventory of items, select from the drop down the relevant criteria to reduce inventory i.e. either on Dispatch of goods or when Invoice is raised.
AlignBooks gives flexibility to round off your Sales documents on any level you want. For example, if your base currency is INR, you can round off your Invoices to the nearest Rupee or in multiple of Rs. 10 and so on. Select from the dropdown, your preferred round off level.
Select from the drop down the relevant criteria to maintain your sales ledgers in your books of accounts. You can have as many ledgers as you want which can be based upon item or tax rate structure.
In some industries Sales rate are decided based on the Mark-up (profit %) percentage which is calculated on Purchase rate of the material i.e. the MRP rate becomes Cost price + Mark-Up Amount, if you want to maintain sales rate on markup %, Keep this option “ON” .
If you want maintain the Billing details like Rate, Billing Setup etc. in Dispatch same as considered in case of Sales Invoice then Keep this option “ON”.
In some industries, there can be multiple Maximum Retail Price (MRP) for the same Item / Barcode / SKU. Alignbooks enable option to select from the list of multiple MRP at the time of billing. If you want to choose from Multiple MRP from dropdown window Keep this option “ON” .
Keeping this option "ON" In case of Multi Companies having a Group (parent) company, the Sales rate for Item in Parent Company will supersede from any price list maintained in the subordinate company at the time of entry in subordinate company.
Keeping this option "ON" In case if you want to check the purchase rate of the item selected at the time of billing. This option will help the user to ascertain the profit margin for the selected item.
We have completed creation of Basic Sales setup. If you want, you can hide this option by clicking on .
Now we will explore Sales Custom Fields.
Sales Custom Fields
AlignBooks have structured sales documents taking into consideration requirements for varied industries. You can still have up to five extra fields defined per your requirements to cater for your special priorities.
Let us understand how you can configure the Extra Fields for your sales documents.
Suppose in your sales documents you need one extra field to store “Way Bill Number”
Required: Click on against Field 1.
Allow Blank : Select “Off” if this is a compulsory field i.e. unless you enter “Way Bill Number”, the System will not allow completing the Sale Document. If it is not a compulsory Field i.e. in some documents you may enter “Way Bill Number” and in others you may leave this blank, keep allow blank as “On”.
Caption: Here type a Caption for this field for your identification - like “Way Bill No.”
Type: Select from the Drop Down menu specific field type. The type could be a “String, Numeric, Currency or a Date. Since, Way bill no. is an Alpha numeric value, you should select field type as “String” If you select the field type as “Numeric” you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.
"You can repeat the process to add all the remaining fields to meet your requirement".
We have completed creation of Sales custom Fields. If you want, you can hide this option by clicking on .
Now we will explore Customer Custom Fields.
Customer Custom Fields
AlignBooks have structured customer master taking into consideration for varied customer identification requirements. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Customer Master.
Suppose in your Customer Master you need one extra field to store Customer’s “Land Mark”
Required: Click on against Field 1.
Allow Blank: Select “Off” if this is a compulsory field i.e. unless you enter “Land Mark”, the System will not allow completing the Customer Master. If it is not a compulsory Field i.e. for some customers you may enter “Land Mark” and in others you may leave this blank, keep allow blank as “On”.
Caption: Here type a Caption for this field for your identification - like “Land Mark”
Type: Select from the Drop Down menu specific field type. The type could be a “String, Numeric, Currency or a Date. Since, Land Mark is an Alpha numeric value, you should select field type as “String”. If you select the field type as “Numeric” you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.
"You can repeat the process to add all the remaining fields to meet your requirement".
We have completed creation of Customer custom Fields. If you want, you can hide this option by clicking on .
Now we will explore Billing Setup – Item Level.
Billing Setup - Item Level
At times, you incur some extra cost on a particular item sold and you might want to get it reimbursed from your customer by including it in Invoice against that particular item. For instance - if you make some changes in your standard product to make it customized to your customer requirement, you might want to charge it separately from the customer as making charges.
You may also face scenarios where at one time you might want to include charge in a lump sum whilst in another instance you might want to link it to quantity.
Similarly, sometimes you may allow some discount on a particular item.
While making sales invoice, calculating these item wise extra amounts and presenting in them in the invoice keeping customer requirements in mind becomes a difficult and challenging task.
AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements.
Caption : Give a caption to such additional charge / Discount – Example “Making charges”.
Tax Behavior: If this charge is taxable Select “Before Tax” otherwise select “After Tax”.
Calculation Type: If you will charge a lump sum amount select “Fixed Amount”. Alternatively, you can get it calculated by selecting “Calculation”.
Calculate on : Select the relevant option based on how the charge will be calculated in case when calculation type is set to "Calculation". It can be Either calculated on the "Base value" or "Running Total" Or "Quantity".
Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting. you can leave the field blank if you want to post this charges / deduction in sales ledger.
Add /Deduct : If it is a charge on the customer select “Addition”. If it is a rebate or discount to the customer select “Deduction”. You can also keep this as “Floating” in which case the system will secure this information at document level.
Slab based on : Select the relevant option based on the charge if required to be calculated on slab basis. User can define slab in price list as applicable.
"You can repeat the process to add all the remaining fields to meet your requirement".
We have completed creation of Item level custom Fields. If you want, you can hide this option by clicking on .
Now we will explore Billing Setup – Document Level.
Billing Setup – Document Level
At times, you incur some extra cost on a particular Sale, and you might want to get it reimbursed from your customer by including it in Invoice. For instance – Delivery Charges. You may also face scenarios where at one time you might want to include charge in a lump sum whilst in another instance you might want to link it to quantity or total sales value.
Similarly, sometimes you may allow some discount on a particular sale.
While making sales invoice, remembering and calculating these extra amounts and presenting in them in the invoice keeping customer requirements in mind becomes a difficult and challenging task.
AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements.
Caption : Give a caption to such additional charge / Discount – Example “Delivery charges”.
Tax Behavior: If this charge is taxable Select “Before Tax” otherwise select “After Tax”.
Calculation Type: If you will charge a lump sum amount select “Fixed Amount”. Alternatively, you can get it calculated by selecting “Calculation”.
Calculate on : Select the relevant option based on how the charge will be calculated in case when calculation type is set to "Calculation". It can be Either calculated on the "Base value" or "Running Total" Or "Quantity" or "RunningTotalWithTax".
Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting.
Add /Deduct: If it is a charge on the customer select “Addition”. If it is a rebate or discount to the customer select “Deduction”. You can also keep this as “Floating” in which case the system will secure this information at document level.
This option does not differs from the item level set-up where we set up a charge item wise whereas here, we charge to the customer in total or addition to the various line items. Therefore, in your sales documents, you can have 6 extra user defined +- out of which 3 can be calculated item wise and rest 3 can be either item wise or document wise.
"You can repeat the process to add all the remaining fields to meet your requirement".
Click on to save the information entered in Sales setup.
If you want to look for Purchase Setup. Click on “Purchase Setup” Tab of the panel.
Click on to exit from the company set up menu. Your company set-up a one-time exercise is done. However, you can change/modify the information any time, if so required.
We hope you enjoyed this tutorial. Please give us a shout for help. Happy Aligning!
will allow you to classify your sales documents on several user defined criteria like Area, Product etc. based on which you can generate/filter various MIS reports.
will allow you to keep track of sales per salesman and apprise his performance. If this option is ON, the system will ask for related salesman name while generating any Sales related document.
will allow you to keep track of sales per Agent and apprise his performance. If this option is ON, the system will ask for related Agent name while generating any Sales related document.
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against Field 1. 
to save the information entered in 
to exit from the company set up menu. Your company set-up a one-time exercise is done. However, you can change/modify the information any time, if so required.