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Sales Approval

Record the special discounts a customer has been approved for — on one product, on several at once, or on a company's entire product range.

How to Open

Menu → Transactions → Sales Approval

Keyboard Shortcuts

F12 Save Esc Close

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How to Use

🎯 Approving Selected Products

Select the Customer
Enter the Approval No, Start Date and End Date
Select the Company (and optionally a Group to shorten the product list)
Open Product and tick one or more products — search to narrow the list
Enter Quantity, Comp %Age and Dist %Age
Click Add — every selected product appears in the grid below

📦 Approving Every Product

Fill in the same header fields and select the Company
Select no products at all (or use Select All)
Enter Quantity, Comp %Age and Dist %Age
Click Add
Confirm the message that asks whether to apply the approval to all products of that company

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The Product box decides the scope. Whatever you tick is what gets approved — one product, five, or none. Leaving it empty means every product of the selected company, and the system always asks you to confirm before saving.

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Field Descriptions

Customer Required

The customer receiving the approval. Start typing the name to search.

Approval No Required

Your reference for this approval. Re-entering an approval number that already exists for the same customer loads its products into the grid so you can add to or edit it.

Start Date / End Date Required

The period the approved discounts apply to. The start date must not be later than the end date.

Special Checkbox

Marks the approval as a special arrangement.

Company Required

The company whose products are being approved. Changing the company reloads the Group and Product lists and clears any product already selected.

Group Optional

Narrows the Product list to a single product group of the company. Leave it empty to see all groups. If you pick a group and then leave the Product box empty, an all-products add covers only that group — not the whole company.

Product Optional · Multi-select

Tick as many products as you need — they appear as chips in the box. Type to search, or use Select All. Leave this empty to approve every product of the selected company. Only products belonging to the selected company are listed.

Without the mouse: type a few letters to narrow the list, press ↓ to step into it, then Space to tick each product you want. The list stays put, so you can tick every match of one search in one go — only your typed text is cleared. Press Enter when you are done: it keeps everything you ticked, closes the list and moves straight to the next field. Space is the only key that ticks or unticks, so Enter is always safe to press.

Quantity Required

The approved quantity. Must be 1 or more.

Comp %Age Required

The company's share of the discount, between 1 and 100.

Dist %Age Required

The distributor's share of the discount, up to 100.

Monthly Cap Optional

The most that may be sold against this line in any one calendar month. Use it to spread an approval out — a quantity of 1,200 with a cap of 200 releases at most 200 a month instead of letting the customer take all 1,200 at once.

Leave it blank, or enter 0, for no monthly limit — that is how every approval behaves without it. The cap cannot be more than the Quantity.

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The "All Products" Confirmation

When you click Add with the Product box empty, the system counts the products of the selected company and asks before writing anything. You are also asked whenever any product you are approving already has an approval under the same number — whether you selected it explicitly or not.

Situation	Your Choice	What Happens
Nothing selected, and no product of this company is approved yet	Yes	Every product of the company is approved with the values you entered.
No	Nothing is saved.
Some of the products being approved already have an approval under this number	Yes — overwrite	All the products being approved get the values you just entered, including the ones already approved. Any values you had entered for them individually are replaced.
No — skip	Only the products that were not approved yet are added. Products already in the grid keep their existing quantity and percentages.
Cancel	Nothing is saved and the values stay on screen so you can change them.

Situation

Your Choice

What Happens

Nothing selected, and no product of this company is approved yet

Yes

Every product of the company is approved with the values you entered.

Nothing is saved.

Some of the products being approved already have an approval under this number

Yes — overwrite

All the products being approved get the values you just entered, including the ones already approved. Any values you had entered for them individually are replaced.

No — skip

Only the products that were not approved yet are added. Products already in the grid keep their existing quantity and percentages.

Cancel

Nothing is saved and the values stay on screen so you can change them.

⚠️

Overwrite replaces your manual entries. If you have fine-tuned a few products by hand and now want to fill in the rest, choose No — skip.

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Grid Columns

Column	Description
Product	The approved product. Click the product name to load that line into the boxes above and correct its quantity or percentages — see Editing a Line below.
Quantity	The approved quantity for this product.
Cap	The most that may be sold in one calendar month. 0 means no monthly limit.
Comp %	The company's share of the discount.
Dist %	The distributor's share of the discount.
Sold	Quantity already sold against this approval.
🗑️ Delete	Removes the approval for that one product only. The rest of the approval is left untouched.

Column

Description

Product

The approved product. Click the product name to load that line into the boxes above and correct its quantity or percentages — see Editing a Line below.

Quantity

The approved quantity for this product.

Cap

The most that may be sold in one calendar month. 0 means no monthly limit.

Comp %

The company's share of the discount.

Dist %

The distributor's share of the discount.

Sold

Quantity already sold against this approval.

🗑️ Delete

Removes the approval for that one product only. The rest of the approval is left untouched.

✏️

Editing a Line

To correct the quantity or the percentages on a line that is already in the grid, you no longer need to delete it and add it again.

Click the product name in the grid — it works like a link
The line's company and product are selected above — both locked — and its Quantity, Comp %Age, Dist %Age and Monthly Cap are filled in for you
The Add button changes to Update
Change the quantity or the percentages, then click Update
The grid row updates straight away and the form returns to normal

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The product cannot be changed. While you are editing, the Company and Product boxes are both locked — you can change what was approved, but not which product it applies to. To swap the product, delete the line and add a new one.

⚠️

Quantity cannot go below the Sold quantity. If 30 units have already been sold against a line, you cannot approve fewer than 30. The system tells you the sold quantity and leaves your other changes in place so you can correct the number.

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To cancel, press Esc. The line is left exactly as it was. Changing the customer or the approval number also cancels the edit.

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Copying an Approval to Another Customer

When the same scheme goes to several customers, you do not have to type it again. Save As copies the approval on screen — the same approval number, the same dates, and every product with its quantity, percentages and cap — to another customer.

Load the approval you want to copy: select the customer and enter the approval number, so its products are showing in the grid
Click Save As, or press Ctrl + Shift + S
The Customer label changes to Copy To, the button changes to Copy Here, and the rest of the form locks — the approval on screen is now the one being copied from
Select the customer you are copying to. The Town and Sub Town boxes still narrow the list if you need them
Click Copy Here, or press Ctrl + Shift + S again
Check the confirmation — it names both customers and how many products will be created — and click Yes

The original customer's approval is not changed in any way, and the form stays on it, so you can copy the same scheme on to the next customer straight away.

💡

Sold quantities start again at zero. The new customer receives the full approved quantity of every product, however much the original customer has already taken.

⚠️

The copy is refused if that customer already has this approval number. A copy never overwrites, merges into or deletes an approval that already exists. Pick a different customer, or delete the existing approval first.

⚠️

Save your changes first. The copy takes the approval as it is saved, not as it is typed. If you have changed the dates or the Special flag without pressing Update, you are asked to do that before copying.

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The two approvals are separate from then on. Changing one afterwards does not change the other — the copy is a new approval of its own, not a link back to the original.

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To cancel, press Esc. Nothing is copied, the form unlocks, and the original customer comes back into the Customer box. Deleted lines are never copied, and an approval with no products cannot be copied at all.

📥

Importing from Excel

Click Import to load many approvals at once from a spreadsheet. Nothing is saved until you have seen exactly what the file will do and clicked Import on the preview.

Click Import, then Select File... and choose your workbook
Every row is checked and listed with a Status and, where it matters, a Reason
Read the summary line, then click Import to save the rows marked Import

The first row of the sheet must hold these column headings, in any order:

Column	What it Holds
Chemist Code	The customer's code, as shown in Customer Setup.
Approval No	The approval number. One customer plus one approval number is one approval.
Approval Date	The date the approval starts.
End Date	The date it expires. Cannot be earlier than the approval date.
Product Code	The product's code or its full name. It must name exactly one product.
Comp %Age	The company's share of the discount, 0 to 100.
Dist %Age	The distributor's share of the discount, 0 to 100.
Quantity	The approved quantity. A whole number, 0 or more.
Special	Yes marks the approval special. Anything else — including blank — means no.
Monthly Cap Optional	The most that may be sold in one calendar month. A whole number, 0 or more, and not more than the Quantity. This column may be left out of the sheet altogether — if it is missing, or a cell is blank, that row has no monthly limit.

Each row of the preview says what will happen to it:

Status	What it Means
Import	The row is good and will be saved.
Skip	This customer already has this approval number, so the row is left alone. The existing approval is never changed or overwritten by an import.
Reject	The row cannot be saved. The Reason column says why — correct it in the spreadsheet and import the file again.

A row is rejected for one of these reasons:

Reason	How to Fix It
Customer code is missing / was not found	Check the code against Customer Setup. Deleted customers are not accepted.
Approval no is missing	Fill in the approval number.
Product code was not found	Check the code against Product Setup. Deleted products are not accepted.
Product code matches several products	Two or more products answer to that code or name. The reason names them — use a code that identifies only one.
Approval date or End date is missing or is not a date	Format the cell as a date, or type it in a form Excel recognises.
End date is before the approval date	Correct whichever date is wrong.
Quantity is missing, is not a whole number, or is negative	Use a whole number of 0 or more.
Monthly cap is not a whole number, or is negative	Use a whole number of 0 or more, or leave the cell blank for no limit.
Monthly cap is more than the quantity	The cap is a monthly slice of the approved quantity, so it can never be larger than it. Lower the cap or raise the quantity.
A discount is missing, is not a number, or is not between 0 and 100	Enter the percentage as a plain number, for example 12.5 rather than 12.5%.
Rows of this approval disagree on a date or the Special flag	Every row of one approval must carry the same dates and the same Special value. The reason names the two rows that differ.
The same product appears twice in one approval with different values	Decide which line is right and delete the other. Two identical lines are fine — one approval line is created.

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Rejected rows do not stop the good ones. The rows marked Import are saved; correct the rejected rows in your spreadsheet and import the same file again. What has already been saved comes back as Skip, so nothing is duplicated.

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The file name does not matter. A file can be imported as many times as you need, and renaming a file changes nothing. What decides whether a row is saved is the customer and approval number, not the file it came from.

⚠️

Nothing is saved until it all saves. The whole import is written in one step. If anything fails part-way, nothing at all is saved and the error is shown — so you can never be left with half an import.

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Closing the preview saves nothing. Reading the preview and closing the window leaves your data exactly as it was.

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Buttons

Button	Shortcut	What it Does
➕ Add		Adds the entered discount — to every selected product, or to every product of the company when nothing is selected.
✏️ Update	Esc to cancel	The Add button becomes Update while you are editing a line. It saves your changes to that one line only.
💾 Save	F12	Saves changes to the approval dates and the Special flag.
📋 Save As	Ctrl+Shift+S	Copies the approval on screen to another customer — press once to choose the customer, again to copy. Esc cancels. See Copying an Approval to Another Customer below.
📊 Report		Customer discount report. With exactly one product selected it covers that product; with none or several selected it covers the whole company.
📥 Import		Imports approvals from an Excel file. Shows you every row and what will happen to it before anything is saved — see Importing from Excel below.

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Important Notes

⚠️

Products added later are not covered automatically. "All products" means the products that exist at the moment you click Add. If new products are added to the company afterwards, select just the new products, or run the all-products step again and choose No — skip to add only the new ones without disturbing the existing entries.

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Deleted products are ignored. Products marked as deleted in Product Setup never receive an approval.

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The monthly cap refills on the 1st. A cap counts what has been invoiced against this approval, for this customer and product, on invoices dated in the current calendar month. On the first of the next month the count starts again from zero, for as long as the approval's own date range is still open. The overall Quantity is not refilled — a cap only ever releases the quantity you already approved, more slowly.

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A return gives back the month its invoice belongs to. Returning goods credits the month the original invoice is dated in. Returning something in March that was invoiced in February frees up February, not March.

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Nothing is saved until it all saves. An approval covering many products is written in a single step — if anything fails part-way, no rows are saved at all.