The Sales and Purchase day books are used for recording a list of sales and purchase for a particular month. The totals from the data entered in these books is shown on the summary page.

The Sales day book

The main areas of the Sales day book include:

1. The Invoice No column
2. The Customer Details column
3. The Invoice Total, Vat ind (VAT indicator) and VAT Output columns
4. Up to four named columns used for nominal anaylsis
5. Columns for further nominal analysis
6. Totals for the various columns

Data is entered across the columns, starting with the Invoice No column. The system will automatically calculate the VAT amount in the VAT Output column once a VAT indicator has been entered into the VAT ind column. The remaining amount should then be allocated to either one of the four named columns, or alternatively, into the A/c code column.

Importing sales invoices

Prime Entry can import sales invoice data from comma-separated values (CSV) files from any software that supports exporting to that format, including our own invoicing software, Prime Invoicing.

To import a sales invoice into Prime Entry:

1. In the Sales day book, click Utilities on the menu bar.
2. Move the cursor down to Import facilities.
3. Select the Import sales invoices option. The following dialogue box will appear:
   
4. Select the CSV file you want to import from, then click the OK button. The following message will be displayed, showing details for the imported file:
   
5. Click the Yes button to confirm the import and the data will be imported. You will be shown the following screen:
   
6. The upper part of this screen shows the end of your current list of sales invoices. The lower part of the screen shows the data that has been imported. You will notice the numbers at the top of each column. This allows you to match data from the imported file to the columns you have already set up.
7. Press the F9 key on each line you want to import into your day book, or press Ctrl + F9 to highlight all lines.
8. Press the F12 key to save the changes and complete the import process.

The Purchase day book

The main areas of the Purchase day book include:

1. The Voucher No column
2. The Supplier column
3. The Total Amount, Vat ind (VAT indicator) and VAT Input columns
4. Up to four named columns used for nominal anaylsis
5. Columns for further nominal analysis
6. Totals for the various columns

The breakdown screen

If you need to input more complex purchases, a feature of Prime Entry that you will find useful is the breakdown screen. This lets you break down complex transactions that may need to be allocated to multiple nominal or cost centre codes.

To break a purchase down into a breakdown screen:

1. Firstly, you will need to enter the voucher number in the Voucher No column.
2. Press the Alt + F9 keys to enter the breakdown screen. You will now have an extra 300 lines to enter the details of the transaction.
3. Once you have finished, press the F12 key. You will be taken back to the Purchase day book. Your breakdown entry will be shown in blue, with a “B” shown in the VAT ind column, and “BREAKDOWN” shown on the information bar at the bottom of the screen.

Sorting data in the Sales and Purchase day books

If you find that you need to sort data by a certain column, you can use the Sort by specified column option from the Utilities menu on the menu bar, or simply press the Ctrl + F2 keys anywhere on the Sales or Purchase day books. You will see numbers appear at the top of each column, and a dialogue box will appear:

Enter the number of the column which you want the data to be sorted by, then click the OK button. The data will be sorted into the required order.

If you have any questions about using the sales and purchase day books, or any other part of Prime Entry, please do not hesitate to contact us.