Purchases

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Purchase documents are created vendors. This will generate a source document which can be printed. The Purchase document, can be edited before it is posted (updated) to the ledger.

When a purchase document is posted (updated) to the ledger, the transactions in the Purchase journal will automatically be generated.

Posted (updated) purchase documents cannot be edited.

You may right-click and use the Move up, Move down and Sort on inventory code options on the context menu to change the sequence of the document lines.

This will change the sequence of transactions and / or comments on document layout files when printing or reprinting documents.

If you need to cancel or correct a posted (updated) purchase document, you need to process a Supplier return.

You may use the Reverse posted journal / document option on Tools → Global processes menu on Setup ribbon.

The reversed document may then be selected and edited. It can then be posted (updated) to the ledger.

The following inventory item types can be selected to process purchases:

Default (trading inventory items)

Purchases

Purchases (No inventory)

Financial entry

Option item

Option item (No inventory)

BOM (Bill of Materials)  

BOM (Bill of Materials) - Production  

Linked item

Orders cannot be updated (posted) to the ledger and it generates no transactions. But, once the Order has been converted to a Purchase document, the Purchase document can be updated (posted) to the ledger.

Options to create / edit purchase documents:

1.New - On the “Purchases” screen, click the New button. Select a vendor account on theVendor  accounts screen.

2.Edit - On the “Purchases” screen, click the Edit button.

3.Copy - Copy a selected purchase. "Documents Copy document" or "Documents Copy to Purchases" option on context menu (right-click).

4.Confirm orders - On "Orders" screen, select "Documents Confirm estimates and orders" option on context menu (right-click). (You may also confirm Orders on the Input → Confirm menu (Action ribbon)).  

The sections and fields of the Order screen, is as follows:

1.Document header:

a)Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Action ribbon. All documents matching the reference will be listed.

b)Salesperson - Select a Salesperson. Salespersons are optional for purchases. This field is to show who handled the purchase. The salespersons are used for reports and to filter and search documents.

c)Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents.

d)Date - By default, the system date will be displayed. You may enter or select any other date.

e)Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected vendor account.  

f)Postal address - The postal address as entered for the vendor.

g)Delivery address - The delivery address as entered for the vendor on the Delivery address tab.

h)Message - The message, as entered in the Documents setup - Purchases tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file.

If an Order is confirmed and converted to an Invoice, the message as entered in the Documents setup - Orders tab (Setup ribbon) will be displayed. You may remove or edit the Order message.

Message line 3 - Reference document numbers

Order number for confirmed and converted Order will be displayed.

Document number of the copied document.

i)Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the vendor.

j)Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.

k)Status - Open, or Posted.

2.Document lines:

a)Item no. - Select a inventory item.

Options to select inventory items:

Inventory item lookup - Use the down arrow key to launch the Inventory lookup.

+ Open Fast add

Enter the inventory code, bar code or serial number in the document footer.

If the Financial entry inventory item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this.

If Abbreviation definitions were set in the Action → Journal entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line.

b)Remark - You may also click on the + (before inventory item code) to add a remark (additional information) for a inventory item. This remark will be printed before the comment (if added) on document layout files.

c)Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

d)Order / Ship - The default quantity is 1. You may overtype the quantities.

e)Unit price - If cost prices have been entered in in the Cost price field for the selected inventory item, the cost price will be displayed. Cost prices Exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or Inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active.

f)Discount - You may enter the discount percentage for the item.

g)Amount exclusive - This will is the quantities in the Order and Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price.

You may use the F11: Copy feature to copy the document transactions / comments from an existing document.

3.Document footer:

a)Fast add item (code / barcode / serial) - Enter the inventory code, barcode or serial number. Press enter to add the item to the document lines.

b)Current balance - The balance of all posted and unposted documents for the vendor.

c)Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed.

d)Credit limit - The credit limit as entered for the vendor on the Accounting information tab.

e)Std disc% - Standard discount percentage is only applicable to customer accounts.

4.Click on the OK button.

By default, a confirmation message “Do you wish to print this order?” will be displayed.

You may turn this feature off by selecting the "No print confirmation" option onInventory  information (Setup ribbon).

5.Click on the Yes button to print the order.  

       

An example of the printed purchase, is as follows:

This example is based on the Purchase (10 code). You may also select the following available order layout files:

- Purchase (15 code)

- Purchase (no codes)

- Purchase A4 (10 code)

- Purchase A4 (15 code)

- Purchase A4 (no codes)

- Purchase A4 Plain (10 code)

- Purchase A4 Plain (15 code)

- Purchase A4 Plain (no codes)

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