New Sale
The Fixed Asset Sales Invoice is used when your company sells a registered fixed asset to an external customer. This transaction generates a formal tax invoice for the buyer and records the disposal of the asset from your company’s books at the agreed sale price.
You can access this page by navigating to Fixed Asset Module > New Button > Sales Invoice.
Customer & Transaction Header
This section identifies the buyer and the fundamental terms of the sale:
- Customer: Select the buyer from your records. The system will automatically load their currency, tax settings, and payment terms.
- Customer Branch: The specific office or site of the customer where the invoice should be addressed.
- Date: The date the sale occurs. This date determines the financial period for the transaction and the cutoff for the asset's depreciation.
- Reference: The unique internal document number for this sales invoice.
- Customer Reference: A field to enter the customer's Purchase Order number or any external tracking ID they provide.
- Dimension 1 & 2: Use these to tag the sale to specific internal departments or cost centers for profit tracking.
Asset Details & Pricing
This section specifies the asset being sold and the financial terms of the deal:
- Fixed Asset Item: Search for and select the asset. Only items currently held in your fixed asset register will appear here.
- Quantity: The number of units being sold. For unique assets, this is typically set to 1.
- Price (Excl Tax): The negotiated selling price per unit. This is the amount you are charging the customer, regardless of the asset's current book value.
- Tax Type: The tax rate (such as GST or VAT) applicable to this sale. The system calculates the tax based on the selling price.
- Discount: Any percentage reduction applied to the sale price for the customer.
Shipping & Delivery
Details regarding the physical transfer of the asset:
- Shipping Company: The courier or transport method used to move the asset to the customer.
- Shipping Address: The destination where the asset is being delivered. This defaults to the customer branch address but can be modified.
- Freight Cost: Any shipping or handling fees you are charging the customer for the delivery.
Financial Integration & Footer
The system handles the complex accounting behind the scenes:
- Accounts Receivable: The total invoice amount (Price + Tax) is recorded as an amount owed to you by the customer.
- Asset Removal: The system recognizes the asset is no longer in your possession and prepares the ledger to clear its remaining book value.
- Comments: A free-text area for any specific notes regarding the sale, such as "Sold in 'as-is' condition."
- Attachments: A dropzone to upload digital copies of the signed sale agreement, delivery notes, or the physical invoice.
Action Buttons
- Process Invoice: Finalizes the sale, generates the accounting entries, and prepares the document for printing or emailing.
- Draft: Saves the data you have entered so far without finalizing the sale, allowing you to return and complete it later.
- Cancel: Discards the current entry and returns you to the previous screen.