Proof of Sale Adj

Single copy outlets may send “proof of sale” documents, listing the amounts for copies sold by the outlet. These proof of sale amounts can be imported into Circulation via the Proof of Sale Adj option. Importing proof of sale amounts will not change a dealer’s balance. However, it will create offsetting charge and payment (credit) records, effectively moving part of the balance (equal to the sold amount) to the proof of sale date. These offsetting entries will also display on the dealer’s invoice.

Importing proof of sale amounts is entirely optional. If choosing to import them, you may wish to define charge and credit codes to use for proof of sale, or use existing codes. A Proof of Sale file map must also be defined (see Appendix B). See About Sold / Shrink Copies for more information on sold copies.

Import proof of sale amounts

1. Place a file containing the proof of sale adjustments in your dti/exchange/cm directory.

2. Select Proof of Sale Adj from the Account Payments menu in Graphical Accounting. The Proof of Sale Adjustment Import screen displays.

   
3. Select Add and enter information about the proof of sale batch, in the fields described in the table below.

   Field	Type	What to enter
   CASH BATCH DESCRIPTION	open (10) open (30)	Specify a batch name and description for this batch of proof of sale adjustments. The amounts are imported into the system as an account payment batch.
   CHARGE CREDIT	setup	Select the charge and credit code that should be used to create the offsetting entries for the sold amounts
   BATCH DATE	date	Specify the entry date for the proof of sale batch. If the import file has no date field, this date will also be used as the date for the payment (credit) and charge transactions.
   BANK	setup	Select the bank that should be associated with the payments.
   FILE FORMAT	setup	Select the file format for the import. Only file maps with a “ProofOfSale” usage can be selected.
   FILE NAME	open (45)	Enter the file name containing the proof of sale amounts. The file must exist in your dti/exchange/cm directory.

4. Click OK and then Continue to import the payment adjustment amounts. If a company and/or bill source are included in the file, payments will only pay off account charges for that company/bill source. The payment batch will initially be suspended.

5. Restart and accept the payment batch in Payment Entry. The entry method will be “ProofOfSale.” Payments cannot be added to a “ProofOfSale” batch, nor can a batch be manually added with this entry method.