P U R C H A S E S
VENDORS
Purchases and Payables share the same Vendor files. Please refer to the Payables chapter for information on the vendor files.
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Purchases 4-1 |
Using Purchase Quotes
You can use Purchase Quotes to keep track of prices quoted by your vendors on items you purchase.
Each purchase quote can have any number of line items and/or comment lines,and each line item can have details for:
If you decide to purchase what was quoted, you can convert the purchase quote directly to a purchase invoice. You can also copy a Purchase Quote to a purchase order when entering purchase orders. Or copy a purchase quote to a purchase invoice, when entering purchase invoices.
Add
Select [Add] to add a new Purchase Quote.
Edit
To edit a quote, select [Edit] to activate the quotes list, locate the quote you want to edit using the arrow keys, then press [Enter]. Or double-click on the quote you want to edit using the mouse.
Tag
To tag a quote, select [Edit] to activate the quotes list, locate the quote you want to tag using the arrow keys, then press [SpaceBar]. Or click on the quote you want to tag using the mouse, then click on [Tag].
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4-2 Purchases |
Convert
Select [Convert] to convert tagged quotes to purchase invoices.
Forms
Select [Forms] to activate the Purchase Forms dialog to print forms or reports from your quotes.
Post
If you have converted quotes to purchase invoices, select [Post] to Post your purchase invoices.
Xcancel
Select [Xcancel] to cancel tagged quotes, or to cancel invoices you converted from quotes. When you cancel invoices, they are restored to quotes. The information you entered when you converted the quote to an invoice is preserved, and you can convert the quote to an invoice again later, when you’re ready to post.
Deleting a Quote
To delete a quote, tag the quote you want to delete, then select [Xcancel].
Or highlight the quote you want to delete in the list, then press [Delete].
You can also delete a quote by selecting [Xcancel] in the Quote Detail window.
Done
When you are finished working on your quotes, select [Done].
If you select [Done] and there are unposted invoices you’ve converted from quotes, you must either Post or Hold the invoices.
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Purchases 4-3 |
Hold
Hold invoices. This restores the invoices to quotes. Any information you entered during conversion is preserved. Convert the quote to an invoice again when you’re ready to post.
Continue
Continue your purchase quotes session.
Post
Post the invoices.
Purchase Quote Header
Adding and Editing Purchase Quotes
VenCode
Select [VenCode] to look-up a Vendor by Vendor number. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Vendor
Select [Vendor] to look-up a Vendor by Vendor name. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Ship To
Your company address will be displayed by default.. You can change the address as appropriate.
Quote Number
The next quote number stored in the company file will be displayed. You can enter a different number if you want to.
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4-4 Purchases |
Quote Date
The default system date will be displayed as the quote date. You can enter a different date if appropriate.
Sales Rep
The default salesrep from the vendor card will be displayed by default.
Buyer
The name of the person who obtained the quote.
Reference
An optional reference. Use it however you like.
Ship Via
The default Ship Via method as recorded in the vendor file will be displayed.
FOB
Enter the shipping point, freight terms, or other information desired.
Invoice
If you are converting the quote to an invoice, enter the vendor’s invoice number.
Terms
The payment terms code. The default terms code for this vendor will be displayed by default.. Select a different payment terms code if appropriate for this quote or purchase.
Received
If you’re converting the quote to an invoice, the date the items were received.
Invdate
If you’re converting the quote to an invoice, the vendor’s invoice date.
+Vendors
Selecting [+Vendors] to activate the Vendor card for the selected vendor.
Reports
Select [Report] to print a quick vendor report on this vendor, or any other Report Writer setup.
Info
Select [Info] to activate the Vendor Info dialog which lets you quickly access a list of [Items] purchased from this vendor, other [Quotes] from this vendor, purchase [Orders] to this vendor, a vendor [Ledger], purchases [Register] and [Aging].
Copy
Select [Copy] to copy items from another purchase quote, purchase order, or purchase invoice. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this quote or invoice.
Detail
When all of the Purchase Quote header information is correct, select [Detail] to proceed to the purchase quote detail screen.
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Purchases 4-5 |
Copying Items
Select [Copy] to activate the Copy Quote/Order/Invoice dialog.
You can copy items from another Purchase Quote, Order or Invoice, from a Receiving receipt, or from a Sales Order.
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all vendors, or only for this vendor
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your purchase quote and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Add or Edit this quote as desired after saving.
Cancel
Select [Xcancel] to cancel copying items..
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4-6 Purchases |
Purchase Quote Detail
Add
Select [Add] to add a new item to your quote.
Pick
Select [Pick] to quickly add new items to your quote by picking items from the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your quote, select [Clear].
Convert
Select [Convert] to convert your quote to a purchase invoice.
Header
Select [Header] to activate the Purchase Quote Header window.
Forms
Select [Forms] to activate the Purchase Forms dialog, to print forms or reports from your quote.
Xcancel
Select [Xcancel] to delete the quote.
Save
Select [Save] to save the quote.
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Purchases 4-7 |
QtyRec#
Select [QtyRec#] to quickly enter the quantity received for items in the list.
Cost$
Select [Cost$] to quickly enter the cost for items in the list.
Job
Select [Job] to quickly enter job numbers for items in the list.
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert] and select [Item] to insert an item, or [Comment] to insert a comment.
Purchase Quote Item
To add an item to your purchase quote, select [Add], or press [Insert] from the Purchase Quote detail window.
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4-8 Purchases |
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Unit
The purchase unit.
Quantity
The quantity quoted.
Received
The quantity received, if you’re converting the quote to an invoice.
Cost
The cost per unit.
Serial ID
An optional serial or ID number.
Job
An optional Job cost number.
+/-.
Select [+] to increase the quantity by one, [-] to decrease the quantity by one.
Pick
Select [Pick] to quickly select items from the Items list.
Comment
Select [Comment] to enter a comment line.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the quote.
You can also delete an item from a quote by pressing [Del] while Detail window is displayed.
Done
When you are finished adding/editing items, select [Done].
Converting a Purchase Quote to an Invoice
Select [Convert] from the Purchase Quote Detail screen to convert the order to a invoice.
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Purchases 4-9 |
You can also convert a group of quotes from the Purchase Quotes screen.
Receive
Select [Receive] to enter quantities received for individual items.
Rcv All
Select [RcvAll] to change all Received quantities to the same as quantity ordered.
Reset
Select [Reset] to reset all quantities received to 0.
Receipt
Select [Receipt] to convert quote to a purchase invoice with the received quantities.
Continue
Select [Continue] to return to the Detail window without converting.
Order Amounts/Rec’d Amounts
Select Order Amounts to show totals for quantities ordered.
Select Rec’d Amounts to show totals for quantities received.
Posting Invoices Converted from Quotes
Select [Post] from Purchase Invoices screen to post your invoices.
Period
Select the fiscal period these invoices are to be posted to. If you have entered invoices with dates in more than one fiscal period, you will only be allowed to post invoices for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Payable
Select the Payables account for any payables which will be created from this posting.
Each Purchase batch will update only one general ledger accounts payable account. If you have invoices for more than one payables account, post invoices for each payables account in separate batches.
Cash
Select the Cash account for any invoices that were entered as paid by entering a check number in the invoice header.
Each Purchases batch will update only one general ledger cash account. If you have paid invoices from multiple cash accounts, enter the invoices for each cash account in separate batches.
Update Inventory
If you check [X] Update Inventory:
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4-10 Purchases |
If you do not check [ ] Update Inventory, the item detail you entered will still be stored in the purchase invoices detail file, but item records and the inventory transactions file will not be updated.
Update Purchase Orders
If you check [X] Update P.O.s, and you have entered P.O. numbers for any invoice items, quantity on order in your P.O.’s will be reduced by the quantity received on your purchase invoice.
If you do not check [ ] Update Purchase Orders, the item detail you entered will still be stored in the purchase invoices detail file, but purchase orders will not be updated.
Remain consistent in the method used for updating Inventory files. DON’T update Inventory through both Purchases and Inventory for the same receipt
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your payables file will be updated, but purchases history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your Payables file, and is also used to enter existing payables when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the Purchase Invoices window.
What Happens When Purchase Invoices Are Posted
If Update Inventory and P.O. Files was selected
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Purchases 4-11 |
Using Purchase Orders
Use Purchase Orders to keep track of orders placed with your vendors.
Each purchase order can have any number of line items and/or comment lines,and each line item can have details for:
When you receive the items you ordered, you can convert the purchase order directly to a purchase invoice. You can also copy a Purchase Order to a purchase order when entering purchase orders. Or copy a purchase order to a purchase invoice, when entering purchase invoices.
Add
Select [Add] to add a new Purchase Order.
Edit
To edit an order, select [Edit] to activate the orders list, locate the order you want to edit using the arrow keys, then press [Enter]. Or double-click on the order you want to edit using the mouse.
Tag
To tag an order, select [Edit] to activate the orders list, locate the order you want to tag using the arrow keys, then press [SpaceBar]. Or click on the order you want to tag using the mouse, then click on [Tag].
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4-12 Purchases |
Convert
Select [Convert] to convert tagged orders to purchase invoices.
Forms
Select [Forms] to activate the Purchase Forms dialog, to print forms or reports from your orders.
Post
If you have converted orders to purchase invoices, select [Post] to Post your purchase invoices.
Xcancel
Select [Xcancel] to cancel tagged orders, or to cancel invoices you converted from orders. When you cancel invoices, they are restored to orders. The information you entered when you converted the order to an invoice is preserved, and you can convert the order to an invoice again later, when you’re ready to post.
Deleting an Order
To delete an order, tag the order you want to delete, then select [Xcancel].
Or highlight the order you want to delete in the list, then press [Delete].
You can also delete an order by selecting [Xcancel] in the Order Detail window.
Done
When you are finished working on your orders, select [Done].
If you select [Done] and there are unposted invoices you’ve converted from orders, you must either Post or Hold the invoices.
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Purchases 4-13 |
Hold
Hold invoices. This restores the invoices to orders. Any information you entered during conversion is preserved. Convert the order to an invoice again when you’re ready to post.
Continue
Continue your purchase invoices session.
Post
Post the invoices.
Purchase Order Header
Adding and Editing Purchase Orders
VenCode
Select [VenCode] to look-up a Vendor by Vendor number. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Vendor
Select [Vendor] to look-up a Vendor by Vendor name. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Ship To
Your company address will be displayed by default.. You can change the address as appropriate.
Order Number
The next order number stored in the company file will be displayed. You can enter a different number if you want to.
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4-14 Purchases |
Order Date
The default system date will be displayed as the order date. You can enter a different date if appropriate.
Sales Rep
The default salesrep from the vendor card will be displayed by default.
Buyer
The name of the person who obtained the order.
Reference
An optional reference. Use it however you like.
Ship Via
The default Ship Via method as recorded in the vendor file will be displayed.
FOB
Enter the shipping point, freight terms, or other information desired.
Invoice
If you are converting the order to an invoice, enter the vendor’s invoice number.
Terms
The payment terms code. The default terms code for this vendor will be displayed by default.. Select a different payment terms code if appropriate for this order or purchase.
Received
If you’re converting the order to an invoice, the date the items were received.
Invdate
If you’re converting the order to an invoice, the vendor’s invoice date.
+Vendors
Selecting [+Vendors] to activate the Vendor card for the selected vendor.
Reports
Select [Report] to print a quick vendor report on this vendor, or any other Report Writer setup.
Info
Select [Info] to activate the Vendor Info dialog which lets you quickly access a list of [Items] purchased from this vendor, other [Orders] from this vendor, purchase [Orders] to this vendor, a vendor [Ledger], purchases [Register] and [Aging].
Copy
Select [Copy] to copy items from another purchase quote, purchase order, or purchase invoice. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this order or invoice.
Detail
When all of the Purchase Order header information is correct, select [Detail] to proceed to the purchase order detail screen.
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Purchases 4-15 |
Copying Items
Select [Copy] to activate the Copy Quote/Order/Invoice dialog.
You can copy items from another Purchase Quote, Order or Invoice, from a Receiving receipt, or from a Sales Order.
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all vendors, or only for this vendor
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your purchase order and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Edit Purchase Order as needed after saving.
Cancel
Select [Xcancel] to cancel copying items.
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4-16 Purchases |
Purchase Order Detail
Add
Select [Add] to add a new item to your order.
Pick
Select [Pick] to quickly add new items to your order by picking items from the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your order, select [Clear].
Convert
Select [Convert] to convert your order to a purchase invoice.
Header
Select [Header] to activate the Purchase Order Header window.
Forms
Select [Forms] to activate the Purchase Forms dialog, to print forms or reports from your order.
Xcancel
Select [Xcancel] to delete the order.
Save
Select [Save] to save the order.
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Purchases 4-17 |
QtyRec#
Select [QtyRec#] to quickly enter the quantity received for items in the list.
Cost$
Select [Cost$] to quickly enter the cost for items in the list.
Job
Select [Job] to quickly enter job numbers for items in the list.
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert] and select [Item] to insert an item, or [Comment] to insert a comment.
Purchase Order Item
To add an item to your purchase order, select [Add], or press [Insert] from the Purchase Order detail window.
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Unit
The purchase unit.
Quantity
The quantity ordered.
Received
The quantity received, if you’re converting the order to an invoice.
Cost
The cost per unit.
Serial ID
An optional serial or ID number.
Job
An optional Job cost number.
+/-.
Select [+] to increase the quantity by one, [-] to decrease the quantity by one.
Pick
Select [Pick] to quickly select items from the Items list.
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4-18 Purchases |
Comment
Select [Comment] to enter a comment line.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the order.
You can also delete an item from an order by pressing [Del] while Detail window is displayed.
Done
Select [Done] to save the item and return to the detail window
Converting a Purchase Order to an Invoice
Select [Convert] from the Purchase Order Detail screen to convert the order to a invoice.
You can also convert a group of orders from the Purchases Orders screen.
Receive
Select [Receive] to enter quantities received for individual items.
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Purchases 4-19 |
Rcv All
Select [RcvAll] to change all Received quantities to the same as quantity ordered.
Reset
Select [Reset] to reset all quantities received to 0.
Receipt
Select [Receipt] to convert order to a purchase invoice with the received quantities.
Continue
Select [Continue] to return to the Detail window without converting.
Order Amounts/Rec’d Amounts
Select Order Amounts to show totals for quantities ordered.
Select Rec’d Amounts to show totals for quantities received.
Posting Invoices Converted from Orders
Select [Post] from Purchase Invoices screen to post your invoices.
Period
Select the fiscal period these invoices are to be posted to. If you have entered invoices with dates in more than one fiscal period, you will only be allowed to post invoices for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Payable
Select the Payables account for any payables which will be created from this posting.
Each Purchase batch will update only one general ledger accounts payable account. If you have invoices for more than one payables account, post invoices for each payables account in separate batches.
Cash
Select the Cash account for any invoices that were entered as paid by entering a check number in the invoice header.
Each Purchase batch will update only one general ledger cash account. If you have invoices paid from multiple cash accounts, enter the invoices for each cash account in separate batches.
Update Inventory
If you check [X] Update Inventory:
If you do not check [ ] Update Inventory, the item detail you entered will still be stored in the purchase invoices detail file, but item records and the inventory transactions file will not be updated.
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4-20 Purchases |
Update Purchase Orders
If you check [X] Update P.O.s, and you have entered P.O. numbers for any invoice items, quantity on order in your P.O.’s will be reduced by the quantity received on your purchase invoice.
If you do not check [ ] Update Purchase Orders, the item detail you entered will still be stored in the purchase invoices detail file, but purchase orders will not be updated.
Remain consistent in the method used for updating Inventory files. DON’T update Inventory through both Purchases and Inventory for the same receipt
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your payables file will be updated, but purchases history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your Payables file, and is also used to enter existing payables when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the Purchase Invoices window.
What Happens When Purchase Invoices Are Posted
If Update Inventory and P.O. Files was selected
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Purchases 4-21 |
PURCHASES
You can enter both purchases that have been paid, and purchases that are payable in the same batch.
Each purchase invoice can have any number of line items and/or comment
lines,and each line item can have details for:
When you post purchase invoices, you can select whether or not Inventory and P.O.’s will be updated.
Paid Invoices will update your bank account. Unpaid invoices will create payables.
You can copy items from a purchase order, purchase quote or receiving record, if information related to the invoice has already been entered.
Add
Select [Add] to add a new Purchase Invoice.
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4-22 Purchases |
Edit
To edit an invoice, select [Edit] to activate the invoices list, locate the invoice you want to edit using the arrow keys, then press [Enter]. Or double-click on the invoice you want to edit using the mouse.
Tag
To tag an invoice, select [Edit] to activate the invoices list, locate the invoice you want to tag using the arrow keys, then press [SpaceBar]. Or click on the invoice you want to tag using the mouse, then click on [Tag].
Hold
Purchases entries can be posted now, or Held for posting at a later time. Select [H]old to hold your invoice for review and/or later posting.
Load
Select [Load] to load invoices that have been held from a previous session.
Forms
Select [Forms] to activate the Purchase Forms dialog to print forms or reports from your invoices.
Post
Select [Post] to Post your purchase invoices.
Xcancel
Select [Xcancel] to cancel tagged invoices.
Deleting an Invoice
To delete an invoice, tag the invoice you want to delete, then select [Xcancel].
Or highlight the invoice you want to delete in the list, then press [Delete].
You can also delete an invoice by selecting [Xcancel] in the Invoice Detail window.
Done
When you are finished working on your invoices, select [Done]. If you select [Done] and there are unposted invoices, they must either be Posted, or Held before continuing.
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Purchases 4-23 |
Hold
Select Hold to hold your invoices for review and/or later posting.
Post
Select [Post] to Post your purchase invoices.
Continue
Continue your purchase invoices session.
Post
Post the invoices.
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4-24 Purchases |
Purchase Invoice Header
Adding and Editing Purchase Invoices
VenCode
Select [VenCode] to look-up a Vendor by Vendor number. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Vendor
Select [Vendor] to look-up a Vendor by Vendor name. If you want to enter a new vendor, or edit a Vendor card, press [Insert] while the Vendor List is displayed.
Invoice Date
The invoice date.
Invoice No.
The invoice number.
Reference
It is recommended to use Reference for your account number with your vendor, though you can enter any other information here if you prefer.
If you have entered ‘Our Account Number’ in your Vendor card, it will appear by default in the Reference field.
Reference prints on your payables checks when you use the standard check forms.
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Purchases 4-25 |
Check No
When you enter a check number, the invoice is posted as being paid.
Only one checking account can be updated per posting. If you have paid invoices from more than one cash account, enter and post them in separate batches.
Terms
If you do not enter a check number, a payable will be created. Select the payment terms for the invoice.
The payment terms code. The default terms code for this vendor will be displayed by default.. Select a different payment terms code if appropriate for this invoice or purchase.
Disc.% :0.0
The discount rate is entered as a percent (%) value, not a decimal (2% is 2, not .02; 1 1/2% is 1.5, not .015). The default percentage is the one you entered in the vendor’s master file in the field DISCOUNT %. If you want to change it, enter a new discount percentage.
Disc. Date
The discount date is calculated according to the default terms code for this vendor. A different date can be entered if desired.
Disc. Amt
Automatically calculated based on the default terms for this vendor.
Net Date
Also automatically calculated based on the default terms.
+Vendors
Selecting [+Vendors] to activate the Vendor card for the selected vendor, or add a new Vendor.
Reports
Select [Report] to print a quick vendor report on this vendor, or any other Report Writer setup.
Info
Select [Info] to activate the Vendor Info dialog which lets you quickly access a list of [Items] purchased from this vendor, other [Invoices] from this vendor, purchase [Invoices] to this vendor, a vendor [Ledger], purchases [Register] and [Aging].
Copy
Select [Copy] to copy items from another purchase quote, purchase order, or purchase invoice. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this order or invoice.
Detail
When all of the Purchase Invoice header information is correct, select [Detail] to proceed to the purchase invoice detail screen.
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4-26 Purchases |
Copying Items
Select [Copy] to activate the Copy Quote/P.O./Invoice/Receipt dialog.
You can copy items from another Purchase Quote, Order, Invoice, from a Receiving receipt, or from a Sales Order.
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all vendors, or only for this vendor
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your purchase invoice and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Edit Purchase Invoice as needed after saving.
Cancel
Select [Xcancel] to cancel copying items.
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Purchases 4-27 |
Purchase Invoice Detail
Add
Select [Add] to add a new item to your invoice in the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your invoice, select [Clear].
Header
Select [Header] to activate the Purchase Invoice Header window.
Forms
Select [Forms] to activate the Purchase Forms dialog, to print forms or reports from your invoice.
Xcancel
Select [Xcancel] to delete the invoice.
Save
Select [Save] to save the invoice.
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
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4-28 Purchases |
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert] and select [Item] to insert an item, or [Comment] to insert a comment.
Purchase Invoice Item
To add an item to your purchase invoice, select [Add], or press [Insert] from the Purchase Invoice detail window.
Account
If you select an item from the lookup list, the default account number from your inventory item card will be displayed, change if necessary.
Amount
This field will automatically be calculated when quantity and cost fields are filled in.
P.O.
If you have entered a P.O. for this vendor, you can load items from that P.O. by selecting the P.O. number here, you will then be asked if you want to load multiple items from this P.O.
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Purchases 4-29 |
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Quantity
The quantity invoiced.
Cost
The cost per unit.
Serial ID
An optional serial or ID number.
Job
An optional Job cost number.
Comment
Select [Comment] to enter a comment line.
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Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the invoice.
You can also delete an item from an invoice by pressing [Del] while Detail window is displayed.
Done
Select [Done] to save the item and return to the detail window
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Posting Purchase Invoices
Select [Post] in the Purchase Invoices screen to post your invoices.
Period
Select the fiscal period these invoices are to be posted to. If you have entered invoices with dates in more than one fiscal period, you will only be allowed to post invoices for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Payable
Select the Payables account for any payables which will be created from this posting.
Each Purchases batch will update only one general ledger accounts payable account. If you have invoices for more than one payables account, post invoices for each payables account in separate batches.
Cash
Select the Cash account for any invoices that were entered as paid, by entering a check number in the invoice header.
Each Purchases batch will update only one general ledger cash account. If you have paid invoices from multiple cash accounts, enter the invoices for each cash account in separate batches.
Update Inventory
If you check [X] Update Inventory:
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If you do not check [ ] Update Inventory, the item detail you entered will still be stored in the purchase invoices detail file, but item records and the inventory transactions file will not be updated.
Update Purchase Orders
If you check [X] Update P.O.s, and you have entered P.O. numbers for any invoice items, quantity on order in your P.O.’s will be reduced by the quantity received on your purchase invoice.
If you do not check [ ] Update Purchase Orders, the item detail you entered will still be stored in the purchase invoices detail file, but purchase orders will not be updated.
Remain consistent in the method used for updating Inventory files. DON’T update Inventory through both Purchases and Inventory for the same receipt
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your payables file will be updated, but purchases history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your Payables file, and is also used to enter existing payables into ProBooks when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the Purchase Invoices window.
What Happens When Purchase Invoices Are Posted
If Update Inventory and P.O. Files was selected:
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AUTO BILLING
Use the Repeating Journal to enter purchases or payables that repeat every period, for example rent, or a lease payment.
The Repeating Journal provides for entering repeating purchases that are automatically posted during period closing as the first transactions of the new period.
When you enter a vendor code in a repeating journal entry, purchase records are updated and a payable created when these entries are posted.
For details on using repeating journal entries, please refer to the topic Repeating Journal in the Ledger chapter of your manual.
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PURCHASE FORMS
Printing Purchase Forms
From Which File
You can print forms from any of your purchases files from the Purchase forms Dialog. Select the file you want to print from.
Detail File
When you select the file to print from, the file name will be displayed. Some of these files have both a header file, and a detail file. Some have only a detail file.
Header File
If there is a header file for the file you selected, the file name will be displayed.
Type of Form
From any file you can print various types of forms. For example, from a Quote you could print the Quote, a Packing List, a Receiving record, Shipping Labels, or Inventory Tags.
You can also print information from the Quotes file on an Order form, or Invoice form, and so on.
Select the type of form you want to print.
Sort By
If you select Line, the line items in the form will be printed in the order in which they were entered. If you select Item, the line items will be sorted by item number.
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Filter
You can enter an optional filter to select particular forms for printing. See the Report Writer chapter in your manual for more information on using filter expressions.
Form Numbers
Beginning
Select the first form number to print.
Ending
Select the last form number to print.
Copies
+/-.
Select [+] to increase the number of copies by one, [-] to decrease the number of copies by one.
Form Name
A default form name will appear when you select the File and Type of Form to print. You can set up any number of modifiable forms to print any particular form.
For example, you might have a fancy invoice on pre-printed forms you send to customers and a simple invoice on plain paper for your office records. You might have an invoice form for parts invoices and a different invoice form for service invoices, and so on.
Select [Form] to select the form to be used to print the selected forms.
You must choose a form which has been designed for use with the purchases
files or an error message will result.
Modify
Select [Modify] to modify the selected form using the report form designer.
Please refer to the Report Writer chapter of your manual for more information modifying and creating forms using the report form designer.
Browse
Select [Browse] to view the records you’ve selected for printing in a Browse window.
Align
When you select [Align] only one form will be printed, so you can check how your user defined form looks, or align preprinted forms in the printer.
Select [Print] to print forms using the options you have selected.
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The Purchases Register provides a report of purchases with various options.
By default, the report will print all purchases, for all vendors for the current period.
Vendor
The Purchases Register can be printed for a specific vendor. Select [Vendor] to look up a vendor by vendor or company name, or enter a vendor or company name or in the vendor field.
VendorNo
Select [VendorNo] to look up a vendor by vendor number, or enter a vendor number in the vendor number field.
Summary /Detail
Select Summary to show invoice totals only.
Select Detail report to show item detail for each invoice.
Date/Invoice
Select by Date to sort the report by invoice date.
Select Invoice to sort the report by invoice number.
From/To
Select [From] to select the beginning date for the report.
Select [To] to select the ending date.
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Select [Print] to print the report with the selected options.
Additional Options
Select [Form] to load the Report Writer setup for the Purchases Register.
With user defined reports you can:
Please refer to the Report Writer chapter in your manual for more information on user defined reporting.
See Also: Vendors, Vendor Ledger, Payables Aging, Check Register
PURCHASE REPORTS
The Purchases and Payables share the same Reports menu. Details on the Purchases/Payables Reports options are located in the Payables chapter of your manual.
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PURCHASES SETUP & UTILITIES
The Purchases and Payables share the same Setup & Utilities menu. Details on the Purchases/Payables Setup & Utilities options are located in the Payables chapter of your manual.
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