You can use the Cash Sales Batch to upload sales transactions together with their tax amount. This is useful if you’re registered for VAT and need to record tax amounts for reporting or tax return purposes.

Uploading Cash Sales Batches

Go to Accounting > Cash Sales.
Select Add Cash Sales.
The Add Cash Sales data import page offers three import options to choose from:

Use AutoEntry Sales capture

This option allows you to select invoices you uploaded and processed in your AutoEntry Sales folder.

Import data using a CSV File

This allows you to upload the data via a spreadsheet.

Download the template.
Fill the template with the Date, Details, Reference, Amount and Rate.
📌TIPS: You can copy and paste the data but make sure not to change the headers and order of the columns. You can check all the rules provided in the import window.
Indicate if the amount values are net or inclusive of tax.
📎NOTE: You can change this option later from the entry screen itself, and it will recalculate it for you.
Upload the CSV file.
Select the Rates and the Account categories. (See Coding and Posting below)
When you're ready, Post the batch or Save as a draft to edit later.

Enter data on-screen

The last option allows you to enter data directly on-screen.

Add the Date, Details and amounts directly.
Select the Rates and Accounts categories (See Coding and Posting below).
If needed, click Add line to add more line entries.
When you're ready, Post the batch or Save as a draft to edit later.

Coding and Posting

Once you've uploaded the data, you’ll need to code the data against the Account ledger and select the tax rate as needed. You can then post the batch entry.

Total (debit) balance posting account

When posting the batch, the system will create a journal for each sales transaction.

You need to select here the account you want to use for the total amount on the debit side.

📌TIP: Users tend to use a debtors or accounts receivable account in current assets where they can also post relevant receipts from bank accounts.

This balance posting account is set by default from Settings > System Settings under the section - Default account for Total/Gross balances in Cash Sales.

You can either change the general setting, or change it in the batch entry.

Net (credit account)

Select the account category you want to use for the net sales amount.

📌TIP: If the category you want to use isn't in the list, you can add a new account to your Chart of accounts.

Tax category

You can't select the tax category when adding a batch. The entry will use the account set up in Settings > System Settings > Account designated for tax on sales.

Rates

The Rate will apply automatically when you select the category for the net amount, but only if you've previously assigned a default rate to that account in your Chart of Accounts.

If not, you can select the rate manually from the drop-down.

📌TIPS: You can configure the rates from Settings > Tax codes, and

you can set up default tax rates from Accounting > Chart of Accounts.

Tax inclusive or exclusive

If you select - Amounts are tax exclusive

When using the import file, you need to provide the net amount and the system will calculate the tax and the total based on that amount.

When adding the data on-screen, you need to enter the amount in the Net field. You can't edit the Total field here.

If you select - Amounts are tax inclusive

When using the import file, you need to provide the total amount and the system will calculate the net and tax based on that amount.

When adding the data on-screen, you need to enter the amount in the Total field. The Net field isn't editable in this case.

What next?

After you post the batch, you can view the journal entries from the Journal summary.

You can also use the Taxes Report to view the different taxes breakdowns for a specific date range.

Cash Sales Batches overview