Enter a Purchase

OBJECTIVE

Enter a Purchase allows the user to enter purchases or invoices linked to service calls.

The field Status allows the user to determine the type of input.

PREREQUISITEs

Steps

Create an order or an invoice:

Enter the required information in the Detail tab:

Fields followed by the * character are mandatory fields.

Field

Description

Supplier*

Supplier code linked to the purchase.

Date*

Date of invoice

NOTE: This date is considered to be a posting date.

Status

Available values:

Order

Used to enter an order.

Invoice

Used to enter an invoice.

NOTE: Only the transactions at the Invoice status can generate an accounting entry when transferred.

Invoice No.*

Purchase invoice number

Due Date

Invoice due date.

NOTES: It is possible to change the time when the due date is calculated by modifying the Due Date Calculation field in Configuration.

If a date has not been entered, the system calculates the due date based on the Payment Terms and Invoice Date fields.

If an invoice date has not been entered, the system calculates the due date based on the transaction date.

If a payment term has not been entered, the system posts the invoice date or the transaction date as the due date.

Invoice Date

Actual date of invoice

NOTE: This date can be used when it is not possible to enter the invoice's actual date in the Date field, for example when the financial period is closed.

NOTE: The system calculates the due date as of the transaction's actual date. This date appears on the cheque.

Purchase Order

Purchase order number corresponding to the purchase

NOTE: Not to be confused with the Stock Order with Catalogue entered via Purchasing.

Holdback

Percentage of holdback or amount of holdback to be applied on an invoice.

Mode

Holdback procedure with or without taxes.

Discount

Amount of discount to be applied on an invoice.

Payment Terms

Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing.

NOTE: If a payment term is posted in Supplier Management, it is posted automatically.

NOTE: The system determines the due date of posted invoices according to the applicable payment terms.

A/P*

Supplier general ledger account where transactions will be posted.

NOTE: If the Configuration in the Accounting and Purchasing modules has been filled in, the account is displayed by default.

Holdback*

Holdback general ledger account where transactions will be posted.

NOTE: If the Configuration in the Accounting module has been filled in, the account is displayed by default.

Discount*

Discount general ledger account where transactions will be posted.

NOTE: If the Configuration in the Accounting module has been filled in, the account is displayed by default.

Instant Disb.

Used to create a disbursement immediately after transferring a service purchase if set to Yes.

NOTE: This disbursement is then accessible with the Selected Disbursements option and it is dated with the due date.

Cheque No.

Cheque number.

NOTE: If the field is empty, the system generates the cheque number automatically according to the cheque counter in the Bank Accounts option.

NOTE: If a number is entered manually, the system does not ask you to print it and it can be printed again.

Bank

Bank on which the cheque is issued if the Instant Disb. field is set to Yes.

NOTE: The system enters the bank account defined in Supplier Management. If the field is empty, the system uses the value in Configuration.

Breakdown Section:

Field

Description

Material

Inventory code is derived from Catalogue Management.

Description

Description of Item

NOTE: This description is displayed at the List of Transactions level and in Supplier Inquiry when drilling down on an invoice.

Call Number

Call number

Group

Determines which group the expense belongs to for each line of distribution.

Quantity

Quantity of expense

Amount

Amount of expense

U.P.

Unit price of expense

Discount %

Discount percentage

NOTE: If a percentage is specified in Define Supplier Pricing, it is entered automatically.

Amount*

Amount of expense before taxes (or with taxes if they are included).

Tx 1

First tax code applicable to expense

NOTE: This code may have been specified by default in Supplier Management or when the transaction was entered.

Tx 2

Second tax code applicable to expense

NOTE: This code may have been specified by default in Supplier Management or when the transaction was entered.

Identification

Identification of item

NOTE: The identification can be a serial number if the Item Management Mode is set to 3-Serial Number or a dimension if the Item Management Mode is set to 4-Variable Size in Catalogue Management.

Specif. 2

Reservation number

NOTE: The user can enter this number manually.

Field	Description
Material	Inventory code is derived from Catalogue Management.
Description	Description of Item NOTE: This description is displayed at the List of Transactions level and in Supplier Inquiry when drilling down on an invoice.
Call Number	Call number
Group	Determines which group the expense belongs to for each line of distribution.
Quantity	Quantity of expense
Amount	Amount of expense
U.P.	Unit price of expense
Discount %	Discount percentage NOTE: If a percentage is specified in Define Supplier Pricing, it is entered automatically.
Amount*	Amount of expense before taxes (or with taxes if they are included).
Tx 1	First tax code applicable to expense NOTE: This code may have been specified by default in Supplier Management or when the transaction was entered.
Tx 2	Second tax code applicable to expense NOTE: This code may have been specified by default in Supplier Management or when the transaction was entered.
Identification	Identification of item NOTE: The identification can be a serial number if the Item Management Mode is set to 3-Serial Number or a dimension if the Item Management Mode is set to 4-Variable Size in Catalogue Management.
Specif. 2	Reservation number NOTE: The user can enter this number manually.

Click Save.
Click Transfer.

Enter a Purchase

OBJECTIVE

PREREQUISITEs

Steps

Create an order or an invoice:

See also