| |
7. Buying Goods, Services with POs
1) Stock Re-ordering
2) Purchase Orders
3) Goods Receipt
4) Supplier Invoices
5) Supplier Payment
6) Bulk Payments
Goto Top
7.1 Stock Re-ordering
Select the menu option Sources|Purchase Orders|Stock Re-ordering and click Yes to the prompt 'Do you wish to re-create the Required Products List?' and enter 90 to the prompt 'Number of days of sales to extract'.
Data is now extracted and the Required Stock Products window opens.
Products are included in the extracted data when the on-hand quantity, less outstanding customer quote/delivery note quantities, has fallen below the buffer stock level.
Columns with a pink header can be altered.
By placing a tick on a row in the PO Reqd column and clicking Create POs, will create a Purchase Order on the preferred supplier for the product.
The 'Re-order Qty', 'Last Price' and 'Preferred Supplier' values can be changed when required.
Goto Top
7.2 Purchase Orders
Select the menu option Sources|Purchase Orders|Enter to open the Purchase Order List window.
Click the 'Add New Record' icon in the toolbar to insert a purchase order record, then press F3 to open the detail window.
Set the P.O. date and supplier; the suppliers default Header Text, Footer Text and Address are updated; they can be changed.
Set a Status text and Suppliers reference number.
Then click 'Add Line' to enter the items being purchased - can be products or any account (asset, expense, etc.). When a product is being purchased the default Units of Measure, Last Purchase Price and P.O. VAT code are used to populate the line.
When an account/product type is set to 'Sale or Return', you can still place them on a Purchase Order, they will be costed to show the potential cost to the organisation, should they not be returned at a later date. By including such items on a P.O. the normal Goods Receipting function can be used to receive Sale or Return items into stock.
Having set a quantity and Unit Price, double click the Amount for it to be calculated; or set it manually.
As items are entered, the P.O. Summary data is updated to show the total costs.
VAT codes and amounts can be entered.
If the items are priced in a foreign currency, enter the currency code and exchange rate.
The Unit Prices are then based in the foreign currency.
Click  to produce a printed P.O.
Purchase Orders can be e-mailed to suppliers via Outlook, instead of producing printed documents.
If an existing P.O. is similiar to a new requirement, navigate to the old P.O. and click  to copy the existing P.O. to a new P.O. ready for editing and issuing.
A printed P.O. (compressed for display purposes).
Goto Top
7.3 Goods Receipt
Select the menu option Sources|Purchase Orders|Goods Receipt to open the Goods Receipt List window which lists Purchase Orders. Select the P.O. that the goods being received relate to and press F3.
Enter the quantity being received on each item. Partial receipts, returns (negative amounts), even amounts in excess of the ordered quantity can be entered. Even Sale or Return items from a supplier can be entered, if they are on the P.O.
Click  to update the P.O. and ledger for the goods received. After posting, the Total Rcd Qty is updated and the Current Rcd Qty is cleared.
The current P.O. position can be seen via menu option Sources|Purchase Orders|View Open POs.
The ledger entries can be seen via menu option Ledger|Posted Journal Edit.
The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.
The 'GR/IR Clearing' account is set under Define a Company. The accrual is valued at the P.O. price.
Goto Top
7.4 Supplier Invoices
Select the menu option Sources|Supplier Invoices|Enter to open the Supplier Invoices List window.
Click the 'Add New Record' icon in the toolbar to insert an invoice record, then press F3 to open the detail window.
When invoiced items relate to a P.O. click the 'P.O. Related' tab and select the P.O. that the goods being invoiced relate to. Several line items may be needed, if a single invoice line covers several P.O.'s or line items.
Set the quantity being invoiced; it can be a partial quantity.
The columns in the drop-down list for P.O. No. are:
- Purchace Order Number
- Purchase Order Line Number
- Purchase Order Date
- Purchase Order Line Unit of Measure
- Purchase Order Line Quantity
- Purchase Order Line Received Quantity
- Purchase Order Line Product/Account
- Purchase Order Line Analysis 1, 2 and 3
Only Purchase Orders for the entered supplier are shown.
The amount being invoiced is updated based upon the P.O. Price.
If the invoiced value is different, enter the correct invoice value.
Click the 'Non P.O.' tab to enter invoice items not related to a P.O.
Click to post the invoice to the ledger and update the Purchase Orders.
Any price variance between P.O. Price and Invoice Price is charged to the product/account.
The accrual to the 'GR/IR Clearing' account is cleared by the invoice.
The current P.O. position can be seen via menu option Sources|Purchase Orders | View Open POs.
The ledger entries can be seen via menu option Ledger|Posted Journal Edit.
The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.
Goto Top
7.5 Supplier Payment
Select the menu option Ledger|Purchase Ledger|Payments to open the Supplier Payment List window showing balances per supplier. Select the supplier to be paid and press F3 to open the Supplier Payment Form.
The total of all outstanding invoices is given in the header. Along with the suppliers default settings for Header and Footer Texts and Address data used in the Remittance Advice - they can be changed.
Set the Bank making the payment and set the payment date. Enter any payment 'Text' and 'Document Ref'.
Double click lines items in the 'Pay' column to indicate that the item is being paid. When all items for payment have been selected, any difference between the total of invoices outstanding and the payment amount will be shown in 'Unallocated Amount'.
To change the payment amount, double click it and the value of items marked for payment will be placed in the attribute. When specific bank charges etc. have been incurred, enter the gross value in the total Amount field and the charges will show as an 'Unallocated Amount'.
Click to produce a Remittance Advice. It can be printed or created as an e-mail in Outlook.
On clicking if the 'Unallocated Amount' is not zero, a prompt for the Account and Analysis codes to journal the balance amount too, are presented for completion.
The ledger entries for the payment can be seen via menu option Ledger|Posted Journal Edit. The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.
Please note that other than a remittance advice, this transaction does NOT produce any payment medium (eg. cheque, bank file, etc.)
Goto Top
7.6 Bulk Payments
Select the menu option Ledger|Purchase Ledger|Payments to open the Supplier Payment List window showing balances per supplier. Click 'Bulk Payments' to open the Supplier Bulk Payment Form.
All local currency open items with Suppliers are listed and will be paid, unless marked as 'Blocked' for payment.
So, if you have an item you do not wish to pay, you MUST place a tick in the 'Blkd' column for the row concerned.
Set the Bank Account, Payment date, Document reference and line text.
The most important element to set, especially if you are using Remittance Advice stationery that incorporates a cheque, is the 'Start Cheque No'.
Once the attributes have been set, click to produce a Remittance Advice for each supplier.
A Remittance Advice layout has been provided that prints a cheque at the bottom of the advice. Use the parameter under System Parameters to set the number of detail lines per page.
On clicking a ledger posting is created for each supplier paid. A message is given for each journal/supplier.
The ledger entries for the payment can be seen via menu option Ledger|Posted Journal Edit. The journal can be edited; the only restriction being that the line item must not be marked as 'Cleared'.
| |