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Sales Outbound

A sales outbound records goods delivered or released to a customer. When it's approved, the quantities are removed from stock at the For Location, and the amount is added to what the customer owes.

Menu: Sales and Other Income › Sales Outbound

For buttons, statuses and approvals shared by all transactions, see Working with transactions.

tip

A red badge on Sales Outbound in the menu counts overdue outbounds that still need to be collected. Click the badge to list them.

How to create a sales outbound​

Required permission
Sales and Other Income › Sales Outbound › Create
  1. Open Sales and Other Income › Sales Outbound and click ⊕ (Add New Transaction).
  2. Choose Regular Customer or Walk-in Customer, then fill in the header the same way as for Sales: Customer, Customer Branch, Salesman, Term, PO No Ref. and Remarks.
  3. Choose how to add products:
    • Direct: add the products yourself.
    • From Invoice: pick an approved Sales transaction and click Import.
  4. Check each row's Qty, UOM and price.
  5. Click Save ▾ and choose Save, Approve or Approve and Print.

New sales outbound

The summary shows the totals, including Total Profit (if you're allowed to see it), Vatable Sales, VAT and NON-VAT Sales.

Not enough stock

A warning icon next to a product means there isn't enough stock. You can save or approve the outbound only if your company allows negative inventory in outbound transactions.

How to collect payment on the outbound itself​

If the customer pays when the goods are released, record the payment directly:

  1. After adding the products, click the Collection Detail button.
  2. Choose the payment method. For a check, choose the bank account and enter the check number and date. For a card or other charge method, click Adv. Info and choose the Charge Type.
  3. Enter the amount and click ✔ at the right end of the row to add it. If you leave the amount empty, ✔ adds the whole remaining amount. Add more rows to split the payment.
  4. Click Close, then save or approve the outbound.

The payments must add up to the full amount due (the net total less any down payment used); otherwise you'll see Total collect amount should be equal to net total amount. You also need Sales and Other Income › Collection › Create and Sales and Other Income › Collection › Approve.

  • If you save the outbound as a draft, the payments are kept with it and can still be changed.
  • When the outbound is approved, CIRMS creates an approved Collection for the payments, so the outbound is paid.

Collecting later​

After approval, click Create Collection on the outbound to create a Collection for the unpaid amount (This will automatically create a collection entry, do you want to continue?). You can also collect several outbounds at once in Collection.

Credit limit​

If your company turns on Enable Customer Credit Limit Control, the header shows the customer's Credit Limit, Due, Running Due and Available Credit. When the transaction would go over the limit, you'll see: Transaction amount is over the credit limit, do you want to continue?

Depending on your settings, you can continue, or you're blocked unless you have Sales and Other Income › Sales Outbound › Allow Customer exceed credit limit.

Other things on a sales outbound​

  • Serial numbers and batches: for products managed by serial number or batch, click the row's S.N. / Batch cell and choose which serials or batches leave stock (see Management types). Your administrator can make CIRMS pick batches automatically.
  • Automatic group products (bundles) take their components out of stock automatically (see Product grouping types).
  • Picking and inspection: if the goods were picked with a Picking List or checked in Inspection Mode, the rows show the picked or inspected quantities.
  • Returns: goods the customer sends back are recorded in Sales Return and Sales Return Inbound; the summary links to them.

What approval does​

  • Stock goes down at the For Location; serial numbers become sold and batches go down.
  • The customer's balance goes up by the net total (less payments collected on the outbound), due after the Term; it shows in Customer Balance and, once overdue, in the Collection Due Warning.
  • The sales order's remaining quantities go down.
  • The sale counts in the sales and profit reports and the Income Statement (Backend column).

Example​

A walk-in customer buys 2 Electric Fans and pays in cash on the spot:

  1. Create a sales outbound, Walk-in Customer, Walk-in Name Juan Reyes, Direct. Add the fans at 1,850.00 each. Both fans are managed by serial number, so pick their serials in S.N..
  2. Click Collection Detail, choose Cash and click ✔ (the whole 3,700.00 is added), then Close.
  3. Click Approve and Print. Stock drops by 2, the serials are recorded as sold to Juan Reyes, and a collection of 3,700.00 is created, so nothing is left to collect.

Settings that affect this module​

Your administrator can change these in Settings (see About settings). Click a section to see the choices.

Generic Settings › Customer

Generic Settings › Product

Generic Settings › Sales and Other Income

Generic Settings › Sales Outbound

Generic Settings › Sales

Branch Settings › Collection

Branch Settings › General

Branch Settings › Sales Outbound

Other permissions for this module​

PermissionAllows you to
Sales and Other Income › Sales Outbound › ApproveApprove outbounds, which removes the stock
Sales and Other Income › Sales Outbound › RevertRevert outbounds back to draft
Sales and Other Income › Sales Outbound › Edit PriceChange the price on a row
Sales and Other Income › Sales Outbound › Edit Row DiscountChange the row discount
Sales and Other Income › Sales Outbound › Show CostSee product costs
Sales and Other Income › Sales Outbound › Show Total ProfitSee the total profit
Sales and Other Income › Sales Outbound › View Other Users' TransactionSee outbounds created by other users
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