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 BasicSales 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.
Credit Control: 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.
Salesman wise Billing: Keeping this option “ON” will allow you to keep track of sales per sales man and apprise his performance. If this option is ON, the system will ask for related salesman name while generating any Sales related document
Tax in Rates: In some Industries sale rates quoted are inclusive of Taxes and in others rates are exclusive i.e. tax is to be charged separately.
Within same industry sometimes the system defer 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.
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”
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”.
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 .
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”
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”.
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 .
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 customised 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”.
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”.
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 differs from the item level set-up where we set up a charge item wise whereas here we charge to the customer in total and in 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 per document.
We have completed creation of Document level custom Fields as well we have also completed Sales Setup.
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against Field 1. 
