Daily Tasks
The routine. Orders in, goods out, money in, bills paid, prices maintained. Each page below is one task; this page is how they fit together.
Sales
Purchasing
Pricing
The thread running through all of it
One document in each chain is the one that counts.
On the sales side it is the sales invoice (or the POS cash bill). Quotations, orders, delivery notes and delivery orders record intent and drive the process; they move no stock and post nothing. An open order does reduce the available quantity — so the same unit is not promised twice — but the balance does not move until the invoice.
On the purchasing side it is the purchase invoice. A standard goods received note records the count and closes the order line; the invoice books the stock, the input tax and the creditor. (Unless your company runs the Stock In pair, which reverses that — find out which before you receive anything.)
Money is its own document both ways: a receipt voucher in, a payment voucher out, and in each case the step that clears the balance is the contra linking it to the invoice.
Learn those three sentences and most of what follows is detail.
What success looks like
You have the shape of this section when you can answer:
- A customer’s stock left the shop this morning against a sales order. Why has the stock balance not moved? (Nobody has invoiced it.)
- A delivery arrived and was received on a GRN. Why is it not in stock? (The purchase invoice books it.)
- A customer paid and the invoice still shows outstanding. Why? (The receipt was finalised without a contra.)
Common mistakes
| What goes wrong | The fix |
|---|---|
| Reconciling stock against orders | Reconcile against invoices and cash bills |
| Leaving documents in DRAFT | A draft is invisible to everybody else |
| Typing a document instead of knocking off its source | Use Search Document / KO For / Import, every time |
| Finalising a receipt without a contra | Apply it to the invoice |
| Abandoned order lines never closed | Available stock stays permanently below the balance |
| Mixing the two purchase receipt pairs | Stock counted twice, or never |