This will list all sales documents (i.e. Invoices, Point-of-Sale Invoices, Credit notes and Quotes) as well as any purchase documents (Purchases, Supplier returns and Orders) on which the stock item was selected.

All posted documents as well as unposted documents, will be listed. 

All "Open" and "Confirmed" Quotes (which have been converted to Invoices) 

All "Open" and "Confirmed" Orders (which have been converted to Purchase documents), will be listed.

stock-edit-document-groups-tab

To change the sequence of the lists, click on a heading.

You may use the context menu (right-click) to open a selected posted document (Posted = 1) or a selected unposted document (Posted = 0).

You may double-click on a selected document to print it.

You may double-click on a selected document to print it. All documents should print in the selected on each tab of the Documents setup (i.e. Invoices, Credit notes, Purchases, Supplier returns, Orders and Quotes.

In the case of Document numbers starting with "ST" (Stock adjustments) these documents generated when stock quantities are changed, will print in the POS - STARTSP100 layout file.

documents-setup-layout-file-pos

The columns are as follows:

1.Date – The date on which the documents are generated and updated (posted) to the ledger.

2.Items – This displays the number of items quantities as specified in the quantity "Ship" field of document lines.

3.Document no. - The document number as automatically generated.

If document numbers were not prefixed for each document type, with IN, CR, PU, SR, OR and QU, it would virtually be impossible to identify the correct document type on some screens and reports. 

Document numbers prefixed with "ST" e.g. "ST00001" (a 7-digit document number (not 8-digits) - 4 zeroes not 5 zeroes) are generated when stock quantities are changed in the Input → Adjust stock menu on the Action ribbon - See Change Stock quantities)

4.Description – The description (name) of the Stock item. In the case of stock adjustments, it will be the remark (e.g. "Shortage" or "Surplus" as entered on the "Change remark" screen.

5.Price – The price is as follows:

a)Cost price of each item (Exclusive of Input Tax) for purchase documents (i.e. Purchases, Supplier returns and Orders).

b)Selling price of each item (Exclusive of Output Tax) for sales documents (i.e. Invoices, Point-of-Sale Invoices and Credit notes).

Selling prices 1 / 2 / 3 as selected on sales documents. If not selected on sales documents, these will automatically be used from the following settings:

Global Setting – The Default selling price as selected in Stock information (Setup ribbon).

The Selling price as selected on the Accounting information tab of a selected debtor (customer / client) account (Debtors on the Action ribbon).

6.Discount – The discount percentage as entered in the discount column for the stock item.

7.Exclusive – The selling price (for sales documents) exclusive of Output Tax or the purchase price (for purchase  documents) exclusive of Input Tax for the number of items (unit price x quantity) minus the discount amount.

8.Inclusive - The selling price (for sales documents) inclusive of Output Tax or the purchase price (for purchase  documents) inclusive of Input Tax for the number of items (unit price x quantity) minus the discount amount.

9.Unit price – The price is as follows:

a)Cost price of each item (Exclusive of Input Tax) for purchase documents (i.e. Purchases, Supplier returns and Orders).

b)Selling price of each item (Exclusive of Output Tax) for sales documents (i.e. Invoices, Point-of-Sale Invoices and Credit notes). The cost price of each item (Exclusive of Input Tax).

10.Units - Quantity of items shipped.

11.Description - Unit description.

12.Number - Account code of the debtor (customer / client) account or creditor (supplier / vendor) account.  In the case of stock adjustments, the document type will be blank.

13.Name - Account name or description of the debtor (customer / client) account or creditor (supplier / vendor) account. In the case of stock adjustments, the Name type will indicated as "Empty".

14.Document type - Invoices, Point-of-Sale Invoices, Credit notes and Quotes, Purchases, Supplier returns and Orders on which the stock item was selected. In the case of stock adjustments, the document type will indicated as "Stock -".

15.Posted - 

o0 – Invoices and Credit notes are not yet posted (updated) to the ledger. 

o0 – Quotes are not yet confirmed (Converted to an Invoice).

o1 – Invoices and Credit notes are posted (updated) to the ledger. 

o1 – Quotes are confirmed (Converted to an Invoice).

o-1 - Quotes which are still open.