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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

📝

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

💡

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 the product you want. Your search is cleared and the cursor returns to the box, so you can type the next one straight away — repeat as many times as you need. 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.

❓

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.

📊

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.
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.

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 and Dist %Age 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

💡

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.

💡

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

🔘

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.
📊 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. Each file can only be imported once.

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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.

💡

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

💡

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.