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Purchase and Sales Transactions Screens

A detailed explanation of every field and button in the transactions posting screens

Written by Serena Santamaria
Updated over a week ago

Table of Contents

Overview

In Indigo Business we keep things intuitive and easy to remember. Whenever you need to post a transaction–such us an invoice, credit note, adjustment, return or cash transaction–whether it's related to a sale or a purchase, the screen is built in the exact same way. Just double-check the header to confirm your transaction selection, and you're good to go! ✅
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There are still a few minor differences, which are covered in this article along with a comprehensive layout of the screens' functionalities.
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If you prefer a more hands-on approach, go straight to the instructions for posting your first invoice by clicking the button below.
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Invoice? This way 👈

Transaction Screen

You can create transactions from different places within Indigo Business. Below are the most common paths:

  • Sales > Sales Invoice
    (or Sales Credit Note, Cash Sale, Cash Sale Return, Sales Adjustment Debit, Adjustment Credit, Sales Receipt, Sales Allocation)

  • Purchases > Purchase Invoice
    (or Purchase Credit Note, Cash Purchase, Cash Purchase Return, Purchase Adjustment Debit, Purchase Adjustment Credit, Purchase Payment, Purchase Allocation)

  • Business Accounts > Clients (or Suppliers) > select record > Posting > select a type.

Once you choose the required transaction type, the relevant screen will open.

The transaction page is divided into two main sections:

  • The transaction header at the top of the page.

  • The line item section in the second half of the page.
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1️⃣ Transaction Header Section

At the top left, you'll see the title of the transaction you're creating (for example, Sales Invoice). The title changes based on the selected transaction type.
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Below the title, you'll find the following fields (click to expand each section):

Business Account

Use this to select your client or supplier. You can either:

  • Start typing and choose from the suggestions.
    Or;

  • Click on the magnifying glass 🔍 to select a record from the full list.

Once selected, you can also click on the arrow ↗️ next to the magnifying glass to be redirected to the client's or supplier's record in a separate tab.

  • Name: the name of the client or supplier.

  • Ext Ref: any value that helps you identify the transaction, like the contract number or the shipment tracking ID.

  • Date: the date the transaction occurred.

  • Due Date: the transaction's expiry date, which is automatically calculated based on the client's or supplier's credit days and credit terms.

VAT Reg.

This is the client's or supplier's VAT registration code with the tax authorities. It is automatically populated if available in the client or supplier form.

If not, you can enter it manually. The client's or supplier's record will then update automatically.

Address

The main address of the client or supplier is shown by default, if set up.

Edit it using the ✏️ icon. A separate window will open, showing all addresses available for that record will show in a separate modal.
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Credit Limit

This is the credit limit set up for the selected record. It's automatically populated if configured in the client or supplier's credit settings. If not, you can insert a value manually.

  • Receivables: the client's receivable balance.
    Or;

  • Payables: the supplier's payables balance.
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🔃 Switch Transaction Screen

Next to the page title is the grey Change transaction type button. Click it to switch from Sales Invoice to Credit Note, Cash Sale or any other sales transaction. The details saved in the transaction's header remain populated in the newly selected transaction type.
The same behaviour applies to purchase transactions.
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📆 Posting Periods

At the top right, you can see:

  • The currently set up posting period date range highlighted in blue.

  • The Apply extended posting periods checkbox (if enabled).

More on posting periods


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💱 Foreign Business Account

If you select a client or supplier that operates in a foreign currency, the Exchange Rate and Foreign Receivables (or Payables) fields will show in the transaction header.

The values are calculated depending on the most recently added rate for that currency.
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Manually modify the exchange rate by clicking the ✏️ Modify exchange rate button next to the Exchange Rate field.

⚠️ Please note that updating the exchange rate affects all related transactions in the system. More on this here.

2️⃣ Line Items Section

To ➕ create, ✏️ edit, 📄duplicate and 🗑️ delete line items, use the set of buttons at the top left of the line item section.
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🔵 Line Item Details

Printing Details

Here you can enter details for the line item which will be printed on the transaction. The field can be expanded to a full editor, where text can be formatted and divided in several lines. Use the regular Ctrl + B, I, U keyboard shortcuts to change formatting.

  • Item Detail: it defaults the first line of the printing details but can be modified. It's for internal use and won't show on the printed transaction.

Nominal Account

This shows the client or supplier's default nominal account, as specified. It will be either an income or an expense account. However, you can pick an account which is different from income or expense. A warning will show when you save the line item.

  • VAT: shows the client/supplier default VAT code if specified, otherwise it'll show the nominal account default VAT code. You can amend it if needed.

  • Local (EUR): the line item amount in local currency.

  • Discount %: shows the client/supplier default discount % code if specified.

  • Local VAT (EUR): the VAT amount according to the selected VAT code, calculated on the discounted amount if a discount is applied.

  • Total: total amount including VAT.

🔴 Grid

Saved line items show in a small built-in grid. Use the ⬆️ ⬇️ arrows to change the line item position in the list.
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The main line item details are spread over a few default columns:

  • Item Detail: same as the line item details. ☝️

  • A/C Code: the chosen nominal account code.

  • A/C Name: the chosen nominal account name.

  • Date: same as the transaction date.

  • VAT: same as the line item details. ☝️

  • VAT Name: the VAT code's full name.

  • Local: the line item amount in local currency.

  • Local VAT: the VAT amount out of the total specified in the line item details.

🟢 Totals

There are ℹ️ tooltips next to each field to quickly provide a breakdown of how each value is calculated.

  • Total Value: sum of line items excluding VAT and discounts.

Discount

It shows the total discount amount applied to all line items and the average discount percentage for the line items (excluding VAT).
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Example

Let's say we apply 5% to a single €5 line item (excl. VAT), in a €135.00 invoice (excl. VAT).

  • The discount amount for that line item will be €0.25.

  • €0.25 is the 0.19% of €135.

  • €0.25 and 0.19% will show in the Discount field.
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If you click on the three dots button, a pop-up window will open. Here, you can specify a Discount Percentage (%) to apply in bulk to all the line items (e.g. 50%). An overview of the Discount Amount (excl. VAT), Sub Total (excl. VAT), Total VAT (discounted VAT) and Total (incl. VAT) is displayed. Click on Apply to override existing discounts applied to each line item. The line items in the grid will update accordingly.
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If your company doesn't offer discounts, you can hide the discount fields by disabling the below settings in Settings & Pref. > Company Settings > Additional Settings button.
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  • PostingSalesTransactionDiscountEnabled

  • PostingPurchaseTransactionDiscountEnabled

  • Subtotal: Total Value - Discount

  • Total VAT: sum of VAT amount calculated on the line items' subtotal.

  • Total: Subtotal + Total VAT

🟠 Discard and Posting Buttons.

At the bottom right corner you will see two main buttons:
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  • Discard: select to exit and ignore the transaction. It will no longer be a draft, so it won't be visible in Drafts.

  • Post: click on the 🔽 arrow on the Post button to see the posting options:

    • Start new draft: saves the current transaction as a draft and starts a new empty one.

    • Post & View: posts the transaction and shows a PDF preview of the posted transaction.
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    • Post & Send: posts the transaction and opens the Send sales document via email window, where you can enter the recipients and a subject for the email.
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      A link to download the PDF version of the invoice is automatically available in the email body, which can be personalised. When you're ready, just select Send.
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🌗 Differences

  • Cash Sale, Cash Sale Return, Cash Purchase, Cash Purchase Return screens:

    • Select the bank or cash account where the cash or return transaction will be recorded.

    • A generic business account is usually created for transactions related to occasional buyers or suppliers. Enter the client or supplier’s name, phone number, and email to better identify them or to contact them.

  • Credit notes, Cash returns and some adjustment screen titles are written in orange.
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Related Articles
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​Creating and Posting an Invoice in Indigo Business

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