Enter a Purchase
OBJECTIVE
Enter a Purchase allows the user to enter purchases or invoices linked to service calls.
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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.
- Click Save.
- Click Transfer.
See also