Create a Sale

It is possible to add an individual sale into the database, and the following deals this process. In doing this, it is anticipated that you will have already configured the Royalty system. For more details about this, go to our Getting Started With Royalties section.

Having navigated to Sales and Royalties, and then clicking on Sales, you will be shown the following screen:

There may or may not be sales data already depending on what point in your year you are accessing the information. 

1) Click on Create Sale.

2) Select the relevant title.

Clicking on the magnifier will bring up your catalogue of titles and enable you to choose the correct one. If your user account is set to enable Type Ahead, you can start typing in the name and the title will appear in  the box. 

If there is no RRP specified for this title within the system, a warning sign will inform you of this. This is because without the RRP, the system cannot calculate any royalty figures. To add the Sale, you will need to supply an RRP in Title Manager. If the RRP is in the system, this will be pulled into the relevant field already.

3) Complete the fields that appear on your screen. 

• Organisation*: This is who the sale has been made to. 
• Type*: Use the drop-down menu to determine whether this is a sale or a return.
• Inv. / PO #: This is a reference number for business reporting.
• Sold Date: The date that the sale was made.
• Copies: The number of units sold within this particular sale.
• RRP: This will be pulled in from the title's record, unless it is not present within the system. If this is the case, you can manually enter it or return to Title Manager to add the price. 
• Amount: This is the net sale amount, and should be in the currency sold. If this is not the system's base currency, then you should click on Foreign Currency for further currency actions (see below).
• Discount: The system will auto generate this based on the calculations between the RRP and the price that the customer paid.

 

Clicking on the Add More Detail button brings up the following extra fields: 

• Comments: This is a note that will sit alongside the record and will appear on the Royalty Statement.
• Sales Type: This is the Sales Type that the record should be put against; this is only needed if it is different to the default sales type of organisation (aka a special sales order instead of home, for instance). 
• Customer Type: Choose an option from the drop-down menu. This is for further categorisation of the sale - eg: book club, ebook, trade, etc
• Country: The country of sale (useful for analysis of sales data later). 
• Inspection Copy? This should be checked if there has been no charge made for the sale or the sale is outside of any Royalty Contract and no Royalties will be paid on it. 

Foreign Currency

If you are importing sales in a foreign currency, then you should click on Foreign Currency, and further options highlighted below in yellow will be made available as follows:

• You should select the currency from the drop-down list. The system will look up the exchange rate and insert this for you. You can change to a preferred value if required.
• The RRP and Amount fields should then be completed in the foreign currency, and you will see the corresponding base currency details appear in the fields to the right. 

4) If you are happy to proceed from there, click on Create, and the sale will be added to the system. You will be taken back to the Sales Window where you can review your sales.