Manual
Purchase documents
Purchase documents share one layout: a header naming the vendor and dates, the Lines bought, and the Totals. They are numbered from Purchases Payables Setup (at Passion Bakery, orders PO…, invoices PI…, credit memos PC…).
The header
| Group | Field | What it is for |
|---|---|---|
| General | Vendor No, Vendor Name | Who sells. Choosing the vendor fills the rest from its card. |
| Description | What the purchase is. Posting needs it. | |
| Posting Date | The date the entries are posted on. | |
| Payment Terms Code, Due Date | When the invoice must be paid: the vendor’s terms from the posting date. The due date can be changed. | |
| Location | Where item lines without a location of their own put the stock. Blank uses Inventory Setup’s Default Location. | |
| External Document No | Any reference of your own. | |
| Vendor Invoice No | The number on the vendor’s invoice, kept on the posted invoice. | |
| Status | Open, Pending Approval or Released: see Documents and posting. | |
| Dimension codes | Taken by the lines and by the vendor entry posting makes. | |
| Totals | Total Amount Excl. VAT, Total VAT Amount, Total Amount Including VAT | The lines added up. |
| Order Details or Invoice Details | Currency, Vendor Posting Group Code, Gen. Bus. Posting Group, VAT Bus. Posting Group | From the vendor. |
| Vendor Details | Address, email, phone, Vendor TIN | Of the vendor. |
| Contact | Contact person | The person to speak to. |
The lines
| Field | What it is for |
|---|---|
| Type | Item (stock), GL (a G/L account, such as rent), or Resource. |
| No | The item, account or resource. |
| Location | Where the item goes; blank uses the header’s. |
| Quantity | How many, in the line’s unit of measure. |
| Unit Of Measure | The item’s Purchase Unit of Measure, else its base unit. |
| Unit Price | The price of one unit, including VAT. An item line suggests its Last Direct Cost for the unit. |
| Line Discount %, Line Discount Amount | A discount on the line. |
| Line Amount | Quantity × Unit Price, less the discount. |
| Qty. to Receive, Quantity Received | On orders: what the next Receive brings into stock, and what has come. |
| Qty. to Invoice, Quantity Invoiced | On orders: what the next Invoice records, and what has been invoiced. |
Buying in a purchase unit keeps stock in the base unit. Wheat flour is kept in KG and bought in BAG of 50 KG: a line of 20 BAG puts 1,000 KG into stock, and its unit price is a bag’s.
Each document
Purchase Order
For goods ordered now and received later, or in parts. Print it with Purchase Order. Its Action group has:
- Receive: posts a receipt of each line’s Qty. to Receive. The goods come into stock, valued at the order’s cost, and a Posted Purchase Receipt is kept (print it with Goods Received Note).
- Invoice: posts the vendor’s invoice for each line’s Qty. to Invoice, which can’t be more than has been received.
- Receive and Invoice: both at once.
The order is deleted once all of it is received and invoiced. Receipts lists its posted receipts.
Purchase Invoice
For a purchase recorded in one go, such as a month’s rent or power, or goods that arrive with their invoice. Post receives and invoices the whole quantity, and the Posted Purchase Invoice opens.
Purchase Credit Memo
A vendor’s credit, for goods short or a price charged too high. Post keeps a Posted Purchase Credit Memo and lowers what is owed to the vendor.
Purchase Return Order
For goods sent back. Vendor Invoice No should name the vendor’s credit memo. Ship takes the lines’ Return Qty. to Ship out of stock (a Posted Return Shipment), Credit records the credit for the lines’ Qty. to Credit, and Ship and Credit does both.
Printing
| Document | Report |
|---|---|
| Purchase order | Purchase Order |
| Posted purchase receipt | Goods Received Note |
| Posted purchase invoice | Posted Purchase Invoice |
| Posted purchase credit memo | Purchase Credit Memo |