Sale purchase data refers to accounting data within Actionstep. It is information about the sales invoices, quotes, credits, and purchase orders that you enter against Matters.
When you select this as a data source you can choose what information you show and what sale/purchase documents you are wanting to reference.
To help illustrate where the information that will be displayed in these columns, we have put numbers against the corresponding place in a sales invoice (there is uniformity in the presentation of this data in all Actionstep Sale/Purchase documents.
Total Inclusive / Total Exclusive - The totals of all of the Sale/Purchase types added together, either including tax or excluding tax. Different Sale/Purchase types will have a positive or negative effect on this total depending on the nature of the Sale/Purchase types used. If you were to select Sales invoiced, all sales invoices would be added together; each new one increasing the total. If you were to also select multiple supplier invoices (so you could compare what you are earning compared to paying), then the supplier invoices would deduct from the total. (1)
Record Count - This will tell you how many Sale/Purchase documents have any issues. For example; it could show you the number of invoices you have generated for this matter. If you select more than one Sale/Purchase type for this it will accumulate the count (5 invoices and 3 purchase orders will be displayed as 8).
Open Count - This counts how many of the Sale/Purchase documents you have produced that are still open. If you select more than one Sale/Purchase type for this it will accumulate the count (5 invoices and 3 purchase orders will be displayed as 8).
Closed Count - This counts how many of the Sale/Purchase documents you have produced that are closed. If you select more than one Sale/Purchase type for this it will accumulate the count (5 invoices and 3 purchase orders will be displayed as 8).
Our Reference - The number that you use to track your sale/purchase document. For example, your invoice number. If there is more than one document (invoice, credit, etc) against this matter then all the references will be displayed together. (2)
Their Reference - The reference that the client/supplier supplied to be used for our Sale/Purchase type. If there is more than one document (invoice, credit, etc) against this matter then all the references will be displayed together. (3)
Balance Due - The amount that is still due to be paid towards the open Sale/Purchase documents you have in the system. For example, the amount owing on all invoices linked to this matter. (4)
Total Paid - The total of all payments made towards the Sale/Purchase types you have selected. This will include open and closed documents. (5)
Total GST - The total amount of tax charged in an invoice (whether paid or not).
Payment Due Date - The date that any open invoices are due to be paid. If there is more than one open then multiple dates will be displayed. (6)
Fee Recovery - Gives a percentage of how much you have charged in fees compared to what you have invoiced. It takes the total billable hours times the billing rate that was used then shows this as a percentage against the total invoiced. For example; if you have a task of 10 hours billed at $100 an hour but the invoice total is $500 then you will have a fee recovery of 50% (displayed as "50").
Days to Pay - This will show you how many days a payment is overdue. It counts the number of days between today's date and the Payment Due Date. If the payment due date is in the future then this column will show zero.
Total Line Item Quantity - This will show the total quantity of items that you have billed for. If you have invoiced for 1030 hours against a matter this column will show as 1030 (plus any quantities for disbursements. (7)
Last Sale/Purchase Date - This is the date of the most recent Sale/Purchase document. (8)
Last Payment Date - The date of the most recent payment that you have received/made against a Sale/Purchase document. (9)
Days since Last Payment - The number of days since you last received/made a payment against a Sale/Purchase document of the type you selected.
In this part tick the box next to the types of accounting documents you would like to pull information from. For example; if you are wanting to show the total invoiced to clients you would select the Sales Invoices box. If you want to make sure that any credits you issued to your clients were deducted from the amount invoiced then you should also select the Sales Credit Invoice box.