Purchases

Use the Purchases section in the Accounts module to create and manage your business purchase orders.

The purchases process follows a flow of stages:

  • New Purchase - create a new purchase order, adding in customer and item details.
  • Pending Invoices - when a draft purchase order is submitted it is moved to the Pending Purchases list.
  • Paid Invoices - when payments are completed on a purchase order it is moved to the Paid Purchases list.

Note: a purchase order cannot be moved back to a previous stage in the process.

In the Purchases section you can perform the following functions:

Create new purchase order

Complete the following steps to create a new purchase order:

  1. Click New Purchase at the top of the screen. The New Purchase window is displayed.

    Accounts-NewPurchase.png

  2. Complete the fields using the following table:

    Field Description
    From Select the customer from the drop-down list.
    Date Select the purchase order date from the calendar.
    Date Due Select the due date for the purchase order from the calendar.
    Reference Enter a unique reference for the purchase order.
    Address Select an associated address for the selected customer from the drop-down list.
    SKU Enter a SKU code for each item on the purchase order.
    Item Enter each item's name.
    Description Enter a description for the item.
    Qty Enter the quantity of each item being purchased or use the arrows to increase and decrease the quantity.
    Unit Price Enter the individual unit price.
    Tax Rate Select the associated tax rate from the drop-down list.
    Total

    The total amount for each item and the whole purchase order are calculated automatically.

    Note: The currency is controlled by the office's currency settings.



  3. Click Save to keep any changes (or click Cancel to undo any changes). The purchase order is moved to the Pending Purchases list.

View existing purchase order details

Complete the following steps to view an existing purchase order's details:

  1. Click on the list name that contains the purchase order that you want to view. The list of all existing purchase orders that match the selected status are displayed.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the purchase order that you want to view. The selected order's details are displayed.

    Accounts-PendingPurchase.png

  3. Click Cancel to close the order window.

Processing Pending Purchase Orders

Complete the following steps to record payments on a pending purchase order:

  1. Click on Pending Purchases. A list of purchase orders is displayed with status Pending.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the order that you want to record payments on. The selected order's details are displayed.

    Accounts-PendingPurchase.png

    Complete the following steps if part payment is being made:

    Enter the Amount Paid.
    Select the Date Paid from the calendar pop-up.
    Enter a Reference.
    Click Pay. The purchase window closes and the record is updated with the amount paid.

    Complete the following steps if the purchase order balance is being paid:

    Click Settle. The Amount Paid is updated automatically with the outstanding order balance and the Date Paid is updated automatically with today's date.
    Enter a Reference.
    Click Pay. The purchase window closes, the record is updated and the purchase order is moved to Paid Purchases.

Print Purchase Order

Complete the following steps to print a purchase order:

Note: Only pending and paid orders can be printed.

  1. Click on the list name that contains the order that you want to print. The list of all existing purchase orders that match the selected status are displayed.
  2. Click on external-link-square-with-an-arrow-in-right-diagonal_18x18__1_.png next to the purchase order that you want to print. The selected order's details are displayed.
  3. Click Print. The print dialogue window is displayed.
  4. Select your printer and print settings.
  5. Click Print.

 

 

 

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk