You may create new Purchase documents, which is a source document that may be sent to the supplier to acknowledge that the stock items or goods have been received. It is a good idea to check the creditor (supplier) Invoice against the Purchase documents before the Purchase documents are updated (posted) to the ledger.

- If you purchase stock items from your creditors (suppliers) you need to enter the transactions in the Input→Documents→Purchases menu option, and not in the Input→Batch Entry menu option.

Once Purchase documents are created or Orders have confirmed, and converted to Purchase documents, you may edit these Purchase documents, if they have not yet been updated (posted) to the ledger.

- It is very important to check the accuracy of your Purchase documents before posting or updating them to the ledger, since you need to create a Supplier Returns document to correct any errors on updated (posted) Purchase documents.

To Create or Edit Purchase Documents:

1. To access Purchases directly: Press the Alt+F8 keys, or press the Alt+I+D+P keys on your keyboard. You may also click on the down arrow of the Invoice icon, and select Purchases from the Purchase Documents list.
   To access Purchases indirectly: Press the Spacebar, or press the F6 key on your keyboard. You may also click on the Invoice icon.
   The Document Selection screen will be displayed.
   
   - Select Purchases in the Documents field, if Purchases is not displayed.
   
   - If you create a new Purchase document for the first time, no documents will be listed.
   
   - Once any documents have been created for the creditor (supplier), the documents will be listed. You may then select a document (if not already updated (posted) to the ledger), and click on the Edit button to edit it, if necessary. You then need to proceed to step 5.
2. Click on the New button. The Creditor Accounts screen is displayed:
   
   
3. Select the Creditor Account for which you need to create the Purchase document.
4. Click on the New button. The Purchases screen will be displayed for the selected Creditor Account.
   
   
5. Check that the correct Creditor (Supplier) account is displayed in the title bar, as well as in the left bottom corner of the Purchases screen.
   - It is also advisable to check that the available balance on the credit facilities is sufficient to accommodate this Purchase. If this Purchase will exhaust or exceed the credit limit, you may need to schedule payment to the creditor or apply for increased credit limit. TurboCASH will automatically calculate the difference between the credit limit, and the current balance of your Creditors account.
   - If you have selected an existing Purchase document the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the quantities and discounts.
   
   
6. The document number for a new Purchase will be displayed as NEW. TurboCASH will generate the Purchase number, once the Purchase document is created.
   - If you select to edit a Purchase document (already created or confirmed and converted from an Order), the Purchase number of the selected Purchase document will be displayed. If you have selected to edit a Purchase document, please check that the correct selected Purchase number is displayed.
7. Select and / or enter the applicable information for the transactions and / or comments in the following fields, if necessary:
   1. Your Reference - Enter the reference number as supplied by your Creditor, if available.
   2. Salesperson - The salesperson is not applicable to Orders and Purchases and Supplier Returns documents and cannot be selected.
   3. Document Group 1 / Document Group 2 - You may select any of the available Document Reporting Groups which you have created in the Setup→System Parameters→Groups menu option.
   4. Date - The current date in your system should be displayed. You may enter any other valid date, or select a date using the date picker.
      - If you have converted an Order to a Purchase document, the date on which the Order was converted to a Purchase document will be displayed.
      
      
   5. Due Date - The due date will automatically be calculated by TurboCASH as the number of days entered in the Due Days field of the Edit→Accounts→Creditor (Accounting Information tab). If this field is left blank for the Creditor Account, or a value of (zero) 0 is entered, this due date will be the same as the date of the document.
   6. Postal Address - The address as entered on the Edit→Accounts→Creditor (General Information tab) for the specific Creditor will be displayed.
   7. Delivery Address - The address as entered on the Edit→Accounts→Creditor (Remittance tab) for the specific Creditor will be displayed. You may also enter or over type the address in this field, if the delivery address is different.
   8. Message - The message you have entered in the Setup→System Parameters→Documents (Purchases tab) menu option will be displayed. You may enter or over type this message with another message for this specific Purchase document.
      - The Order Number will be displayed as a reference in the last (third) line of the message field, if an Order is confirmed and converted to a Purchase document.
      
      
8. Select the applicable Stock Item from the Stock Item lookup facility, and TurboCASH will automatically display the Item No., Description and Unit Amount in the applicable fields.
9. Enter the Quantity in the Ship fields.
   - TurboCASH will automatically calculate the amount for the number of items in the line. If you are registered for VAT/GST/Sales Tax, and VAT/GST/Sales Tax is applicable to the transactions, remember to check that the amounts shown, reflect inclusive or exclusive of VAT/GST/Sales Tax correctly.
10. Check that the prices and discounts (if any) are correct.
    - If you have received a price list, or an agreement with your creditor that the prices have increased, you need to enter the latest cost price. Should you have specific discounts, as agreed with your creditor (supplier), you need to specify the percentage of discount.
11. When you are finished with the Purchase document, click on the OK button. The following confirmation message is displayed (if you did not select (tick) the No Confirm print option (tick box) on the Setup→System Parameters→Stock Information menu option):
    
    
12. Click on the Yes button to print the document. The document will be printed to the output method, as displayed on the Document Selection screen.
    - If you click on the No button on the confirmation screen, you may print the Purchase document later in the Input→Documents→Print menu option, the Document Selection screen or on the Documents tab of the Edit→Accounts→Creditor menu option.
    - You may also re-print the Purchase document, whether it is updated (posted) to the ledger or not, provided that the Purchase document is not deleted.
    
    
13. You may proceed to create or edit another Purchase document or another document, or you may click on the Close button on the Document Selection screen to close or exit the Documents facility.

- You may need to use the speed buttons (icons) on the Document Entry screen to delete a transaction, insert a transaction, insert a comment, delete all the transactions in the Purchase document.

- It is good practice to check the creditor (supplier) Invoice against the Purchase documents before the Purchase documents are updated (posted) to the ledger.

- Once the stock items or goods have been received and the Purchase document is correct, you may update (post) the Purchase document to the ledger.

- Once a Purchase document is updated (posted) to the ledger, it cannot be edited. If any errors are found in a updated (posted) Purchase document you need to create a Supplier Returns document to correct any errors on updated (posted) Purchase document.

- If the stock item or goods on the Purchase document are for some reason not delivered, you may delete the Purchase document in the Edit→Delete→Documents menu option.

Purchase documents may be printed when you have finished creating and editing a Purchase document in the Document Selection screen or in the Input→Documents→Print menu option.

Printed Purchase documents may be edited, provided that they have not yet been updated (posted) to the ledger.

An example of a Purchase document, based on the default layout file, is as follows:

- The presentation and layout of the Purchase document may differ, if you have selected your own or any other layout file in the Document Selection screen, or on the Input→Documents→Print menu option.

- You may also select to print the company logo, instead of your address, on the Purchase documents. If you select to print your company logo make sure that your address and contact numbers are included in your logo.

Purchase documents consist basically of three sections, i.e. the heading, transaction details and the footer.

1. Header section - contains the details of your business, the postal and delivery addresses (if delivery address was entered) of the creditor (supplier), the document number, date, number of pages, Tax reference number, and the reference number of the creditor for the transaction, and account number. This information was displayed on the Document Selection screen. The Exemption Reference number is the Tax number as entered on the Edit→Accounts→Creditor (Accounting Information tab).
2. Transaction section - contains the details of the transactions as selected, entered and edited in the Document Entry screen.
   It displays the code and description of the stock items purchased or received, any comments, any discounts, etc. If you are registered as a VAT/GST/Sales Tax vendor, and you have selected a Tax code, the VAT/GST/Sales Tax amounts for each item (Exclusive amount, Tax amount and the Inclusive amount), will be displayed.
   Finally the total for all the transactions is displayed at the end of this section.
3. Footer section - contains the message as entered on the Setup→System Parameters→Documents (Purchases tab) menu option and the Company and Tax registration numbers, if entered on the Setup→System Parameters→Company Info (Address tab) menu option. This section also includes a place for the name and signature of the person who accepts the Purchase document, and the date on which the Purchase document is accepted.
   - The Order Number will be displayed as a reference in the last (third) line of the message field, if an Order is confirmed and converted to a Purchase document.
   
   

- If a Purchase document have been updated (posted) to the ledger, you need to create a Supplier Returns document to reverse or cancel the incorrect entries on the Purchase document.

Documents may be updated (posted) as follows:

• Input→Update Ledger menu option.
• Auto-post documents on print - (To use this feature, you need to select it in the Setup→System Parameters→Documents menu option.)

When Purchase documents are updated (posted) to the ledger, it will automatically generate the Batch (Journal) transactions in the Batch Type selected on the Setup→System Parameters→Documents (Purchases tab) menu option. These transactions are automatically created in the following accounts:

1. Creditor’s Ledger (full total of the document - Including VAT/GST/Sales Tax)
   
   - It will -
   
   
   
   • Create the credit transaction in the individual Creditor Account for the full total (including VAT/GST/Sales Tax).
   • Update the credit limit (current balance and available balance) for the individual Creditor Account.
   • Update the Creditor’s Control Account in the General Ledger.
2. Stock Control Account (Cost Price - VAT/GST/Sales Tax Excluded)
   
   - It will -
   
   
   
   • Create the debit transaction in the Stock Control Account for the cost price (excluding VAT/GST/Sales Tax). If you have selected more than one stock item, it will display the total for all stock items (quantity x cost price).
   • Update all Stock Reports (Activity, Back-Order, Re-Order, Movement Summary and Listing).
   • The quantities on hand for the individual stock items will automatically be updated, when the stock item is selected on the document.
3. VAT/GST/Sales Tax - Accounts
   
   - It will -
   
   
   
   • Create the debit transaction for the VAT/GST/Sales Tax in the VAT/GST/Sales Tax Account or Tax Code.
   • Update the VAT/GST/Sales Tax Control Account.

Debits - Stock Control and Input Tax Accounts = Credits - Creditor’s Ledger