Purchasing Tutorial

This tutorial will guide you through all the process of Purchasing, Receiving, AP Credit Memo and Voucher.

Create a New Purchase Order

1. Go to the main menu and click Purchasing/Purchase Order. Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved Purchase Order when you click new, the system will prompt you to save the data before continue

2. The "Date" field will show todays date by default. However, you can change that information by clicking in the date/time picker selection button. The Due Date Field will show the appropriate date according to the Payment terms. The "Ship Date" Field will also show the current date but you should enter an estimate of this order receiving date.

3. Search for a vendor either by pressing the Yellow Folder Button or entering the vendor Id in the text box and pressing enter.

4. When you bring the vendor information to the screen all the Bill To/Remit to fields are filled with the customer information. In addition to that, the Ship Via and Payment Terms are added based in the Vendor's Information, you can change that by opening the drop down list.

5. The order by field is shows the User logged in and the Warehouse Field the Default Warehouse for this Company. You can change that by opening the dropdown list and clicking on the right choice.

6. If you want to edit the vendor information or you need to add a new vendor to the company, click the "Red Notebook" button to open the vendor setup form (See Customer Setup)

7. Enter any reference number (if available) in the '"Confirmation#" field. In addition to that, you can enter the vendor's invoice number this Purchase Order represents in the "Vendor Invoice#" field.

8. To add Items Directly to the Purchase Order, enter the Item Id or Product UPC below the "Enter Item Id" label, press Enter and the cursor will go to the Qty Field. Enter the desired Qty in there and press enter. The Purchase Order will query the database for that Item. If the Item is found, it is added to the grid below. If the Item is not found the search screen will open.

9. The search screen can be opened either by pressing the "Add Items" button on the Purchase Order or by not finding the Item ID/UPC in the direct entry box. This form will allow you to search for an Item based on the Item's category, description, ID, UPC and Prefer Vendor. Once you find the Item or Items you are searching for you can check the ones you want to bring to the Purchase Order, Press the Select Button and close the search form. Whenever you open the Sales screen from a Purchase Order, the selected vendor is copied in the Search window vendor field. This allows you to bring only the items this vendor provides to you.

10. The items are added to the grid at the last Cost. After the Item is added the user can change the Qty, Invoice Cost, and Bill back columns

11. If this Item is a Batch Controlled Item, you will be prompted to select from the list of batches for this Item and that information will show in the grid. If you decide to use a different batch just press the batch button in the desired line to open the Batch Selection screen again. If you decide to create a new batch for this line Item, just enter the batch number in the appropriate column, click the Exp Date Button and select the appropriate date. The new Batch is created when the purchase order generated from this receiving is posted

12. Click the "UOM" button to change the Unit of Measure of the selected line Item. After you select the desired UOM from the list, the cost for that line item will be updated accordingly.

13. When you select an Item, the Bin Information comes based on the "Warehouse" for the Purchase. If the user wants to change the Bin where the items are taken from, he/she needs to click the "Bin" button to open a list of available warehouses and Bins within those warehouses.

14. Catch weight Items are added according to their average Weight. You cannot change the Weight information in this form. That it is done in the Receiving.

15. If the Item you have added to the Purchase Order has a vendor code assigned to the current vendor that will show in the "Vendor Id" column. (See Setup Item Vendor Codes)

16. Before Saving, Updating or posting the user can enter a discount percentage that will be applied to the subtotal of the Purchase Order. In addition to this, the user can add a miscellaneous charge percentage or a Freight amount. All of those figures will affect the Purchase Order total and will be copied to the Receiving once it is created.

17. When all the information is in place, Press the Save Button to complete the Purchase Order and assign a Purchase Order number. This action is not going to affect any account balances or Inventory levels in the company.

Print Reports

1- Press the "Print" Button to get the Purchase Order Reports. When you do that, a Message Box Opens will ask if you want to print the Purchase Order showing, the regular price for the ordered items along with the prices for two of the company's price lists (Purchases Preferences). That report Is for internal use only and it helps to determine how profitable this Purchase Order is. On the other hand, if the user clicks 'No' in the confirmation message box, a regular PO Report will open with just the information contained in the current PO. This report is the one that Is sent to the vendors.

Price Structure

1- If you want to edit the Price List Information for the items of this purchase order, click the "Price Structure" Button. This will open a form that contains all the items in the current Purchase Order. Following the general Item Information, there is a column per every price list in the system. If the current Item has been already added to that price list, you can see that price in the appropriate column. If the Item is not currently in that price list, the pricing will be $0.00. On the Other hand, the user can modify those prices right on the Grid and hit save to update the Price List Information. This action can also be done in the receiving form

Convert Purchase Order

1- Click the Convert button if you are sure about creating a receiving record based in this purchase order. The system will ask you if you want to delete the Purchase Order after it has been converted. If you click Yes, a new receiving record is created based and this Purchase Order is deleted. If you click No, a new receiving record is created and this Purchase Order is not deleted. Either way, the newly created Receiving Document will have a document number similar to the Purchase Order that originated it �dash� the number of times this Purchase Order has been converted (PO# 1030, REC# 1030-1).

2- You can create an unlimited number of receiving documents based in the same Purchase Order. This allows you to have a PO as a template. Every time you create a new receiving document the inventory on order for the items in the purchase order is increased. On the other hand, converting a Purchase Order is not going to affect any GL Accounts.

Clone Purchase Order

1- Click the "Clone PO" button to create a carbon copy of this purchase order. This can be a very useful feature if the user repeats this purchase order on a regular basis. This feature differs from converting a Purchase Order and over again, because the cloning will create a Purchase Order with a different Document Number from its originator.

Open Receiving

1. Go to the main menu and click Purchasing/Receiving. Enter the Receiving Number in the Order Document Text Box and Press Enter. That Action will bring the information for that Receiving to the Screen. If you enter the receiving document# wrong the system will open the search window. In addition to that, you can open the search window by clicking in the button to the right of the order document text box. The Search window will allow you to search for a specific Receiving Document based on Salesperson, Date, Order Document and Vendor. Once you find the right receiving just select it and it information will be brought to the receiving form. If you cannot find the right receiving, maybe it is because the Purchase Order has never been converted. In that case, you should open the right Purchase Order and hit the Convert button.

2. Once you find the right receiving, the Bill to/Ship To information cannot be changed in this form. That is part of the information that you decide in the Purchase Order. In addition to that, you cannot add or delete any new Items to a receiving, you can decide here if the item was received or not but you cannot change the fact that it was originally ordered

3. The "Date", "Due Date", and "Req. Date" fields will show the dates entered in the Purchase Order. However, you can change that information by clicking in the date/time picker selection button. The Due Date Field will show the appropriate date according to the Payment terms and it will change automatically if the payment terms are changed.

4. The Ship Via, Order by and Payment Terms fields also come from the Purchase Order, but they can be modified in here, the Warehouse field cannot be modified in the receiving form, the only thing you can change in here is the receiving Bin.

5. Enter any reference number (if available) in the "Confirmation#" field. In addition to that, you can enter the vendor's invoice number this Receiving represents in the "Vendor Invoice" field.

6. If you are receiving the entire order, hit the "Receive All" Button. This action will fill the "Rec." column according to the "Ord" one. In addition to that the "Rec. Date" column will show the transaction date.

7. If you want to enter the Received quantities item by item you can, enter the Item in the "Search Item Id" field press enter the cursor will be placed in the grid position of that Item. If you are receiving most of the Items that were ordered, it is recommended to hit the select all button, and search for the items where discrepancies occur to modify the REC Qty, Cost or Bill Back columns.

8. If you are editing a Batch Controlled Item, you can keep the information entered In the Purchase Order or you can select from the list of batches for this Item and that information will show in the grid. If you decide to create a new batch for this line Item, just enter the batch number in the appropriate column, click the Exp Date Button and select the appropriate date. The new Batch is created when the Receiving is posted

9. Click the "UOM" button to change the Unit of Measure of the selected line Item. After you select the desired UOM from the list, the cost for that line item will be updated accordingly.

10. When you select an Item, the Bin Information comes based on the "Warehouse" for the Purchase. If the user wants to change the Bin where the items are taken from, he/she needs to click the "Bin" button to open a list of available warehouses and Bins within those warehouses.

11. For Catch Weight Items you need to click on the weight button to open the weight distribution screen. In that screen you can enter the total directly and hit save. This action will auto calculate an approximate weight for all the items of this line Item. In addition to that the user can enter the individual weight for all the items in that line and hit save. Either way the total weight for all received Items is recorded in the Receiving Weight column or the Weight Distribution column will show a detailed description of the weights for every Catch Weight Item received.

12. Before Updating or posting the user can enter a discount percentage that will be applied to the subtotal of the Receiving. In addition to this, the user can add a miscellaneous charge percentage or a Freight amount. All of those figures will affect the Receiving total.

13. When all the information is in place, Press the Update Button if you want to save all the changes without having to post the receiving.

Print Reports

1. Press the Print Button to get the Receiving Report. That report shows Qty Ordered Versus Quantity Received Side by Side. The report also shows who received the Items and where they were stored.

Price Structure

2. If you want to edit the Price List Information for the items of this Receiving, click the "Price Structure" Button. This will open a form that contains all the items in the current Receiving. Following the general Item Information, there is a column per every price list in the system. If the current Item has been already added to that price list, you can see that price in the appropriate column. If the Item is not currently in that price list, the pricing will be $0.00. On the Other hand, the user can modify those prices right on the Grid and hit save to update the Price List Information. This action can also be done in the Purchase Order form.

Update Costs

3. Press the update cost button if you want to update the cost and prices of the items in this receiving. This is not going to increase their inventory on hand and no record of this action will be stored In the general ledger. If you take this action before posting this receiving, the cost and prices won't be affected again at the time of posting. This action will cascade into the cost markup price list.

Charge Distribution

1- Click the Charge Distribution Button to enter some charges that you want to allocate into the Real Cost of the Receiving Items. When the Charge distribution screen opens, the user can enter up to 10 different charges/credits into it. This information comes straight from the Purchasing Preferences screen. As the user enter charges the Total in the bottom is updated. The Bill Back, Advertisement and Discount fields will represent credits towards the Total

2- If the User clicks the "Load" button in the Charge Distribution screen, it will bring the Discount, Miscellaneous Charges, Freight, Bill Back and Advertising from the Receiving form in order to make the Real Cost calculation. That will be possible if those fields were added in the Purchasing preferences as valid charge types.

3- Press the Ok button to close the Charge Distribution form. This action will take the total calculated in that form and will prorate it among all items in the Receiving to obtain the Real Cost Figure.

Post Receiving

3- Click the post button if you are sure about posting the Receiving. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the Receiving. After the Receiving is posted you get a confirmation message. You cannot make any changes to a posted Receiving. This action will increase the inventory levels for the respective Items, it will affect the cost and Prices if the "Do not Update Cost and Prices" option is not selected, and it will change the Cost Markup Price Lists. In addition to that, posting a receiving will increase the Accounts Payable balance for the selected vendor. The user can apply payments to this Receiving using the Pay One Vendor and Pay Many Vendors form.

4- If the Computer checks option was selected, the system will remember you to put the appropriate check in the printer. Then a preview of the check will show in the screen. You can print the check or close the preview. Another confirmation will show asking you if the check was printed correctly. If that is the case, the Receiving Transaction is posted. On the other hand if the check did not print correctly it won't post the Receiving and It will ask you for the next valid check number. The system does that to prevent Jammed checks from being used and to cover somebody forgetting to put the check in the printer.

Create a New AP Credit Memo

1. Go to the main menu and click Purchasing/CreditMemo. Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved AP Credit Memo when you click new, the system will prompt you to save the data before continue

2. The "Date" field will show today's date by default. However, you can change that information by clicking in the date/time picker selection button

3. Search for a vendor either by pressing the Yellow Folder Button or entering the vendor Id in the text box and pressing enter.

4. When you bring the vendor information to the screen all the Bill To/Remit to fields are filled with the customer information

5. If you want to edit the vendor information or you need to add a new vendor to the company, click the "Red Notebook� button to open the vendor setup form (See Customer Setup)

6. Enter any reference number (if available) in the "Order Document" field. In addition to that, you can enter the vendor�s invoice number you are applying this credit to by entering that in the �Vendor Invoice#� field.

7. To add Accounts Directly to the AP Credit Memo, enter the Account Number below the "GL Account" label, press Enter and the system will query the database for that account. If the account is found, it is added to the grid below. If the Item is not found the GL Accounts search screen will open.

8. The GL Accounts search screen can also be opened either by pressing the "GL Acc" button on the AP Credit Memo. This form will allow you to search for an Item based on the Account Number, Description or Type. Once you find the Account you are searching for you can press the select button to bring it to the AP Credit Memo.

9. After the user has added an account to the Grid, he/she can modify the Description Columns with the Appropriate Information. This can be a brief explanation as to why that account is being debited.

10. The user also has to enter the amount that he/she wants to credit for each of the accounts added to the grid. Those amounts will be totaled at the bottom of the form and that's what will be debited to the customer's AP account.

11. Before Saving, Updating or posting the user can enter a discount percentage that will be applied to the subtotal of the AP Credit Memo. In addition to this, the user can add a miscellaneous charge percentage or a shipping amount. All of those figures will affect the AP Credit Memo total and will post to the appropriate accounts that were setup in the "Setup AP Preferences" Form

12. When all the information is in place, Press the Save Button to complete the AP Credit Memo and assign an AP Credit Memo number. This action is not going to affect any Inventory levels in the company. The Accounts Payable and all of the other accounts involved won't be affected until the AP Credit Memo is posted.

Print Reports

1. AP Credit Memo Report. Press this button to print a report that includes the Vendor Information, the accounts involved and the total that will be debited to the vendor's AP Account. You can use this report as a receipt that you can send to your customers.

Post AP Credit Memo

1. Click the post button if you are sure about posting the AP Credit Memo. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the AP Credit Memo like Accounts with no description or amount zero. After the AP Credit Memo is posted you get a confirmation message. You cannot make any changes to a posted AP Credit Memo. This action won't affect any inventory information. It will decrease the Accounts Payable balance for the selected vendor. The user will need to apply this AP Credit Memo to the appropriate Receiving, or Voucher in the Pay One Vendor form.

Create a New Voucher

1. Go to the main menu and click Purchasing/Voucher. Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved Voucher when you click new, the system will prompt you to save the data before continue

2. The "Date" field will show today's date by default. However, you can change that information by clicking in the date/time picker selection button. The Due Date Field will show the appropriate date according to the Payment terms. The "Req. Date" Field will also show the current date and changing this Reference Field is optional.

3. Search for a vendor either by pressing the Yellow Folder Button or entering the vendor Id in the text box and pressing enter.

5. If you want to edit the vendor information or you need to add a new vendor to the company, click the "Red Notebook" button to open the vendor setup form (See Customer Setup)

6. Enter any reference number (if available) in the "Order Document" field. In addition to that, you can enter the vendor's invoice number this Voucher represents in the "Vendor Invoice#" field.

7. To add Accounts Directly to the Voucher, enter the Account Number below the "GL Account" label, press Enter and the system will query the database for that account. If the account is found, it is added to the grid below. If the Item is not found, the GL Accounts search screen will open.

8. The GL Accounts search screen can also be opened either by pressing the "GL Acc" button on the Voucher. This form will allow you to search for an Item based on the Account Number, Description or Type. Once you find the Account you are searching for you can press the select button to bring it to the Voucher.

10. The user also has to enter the amount that he/she wants to debit to each of the accounts added to the grid. Those amounts will be totaled at the bottom of the form and that's what will be credited to the customer's AP account.

11. The user can also press the button in each cell of the PO Number's column to Search the Database for a receiving. The amounts on this line will be allocated to that receiving Real Cost Calculation. This case is very common when a user posts a receiving with zero freight and he/she receives an invoice from the freight company at a later date. The user should then enter that Freight Invoice as a Voucher and search the appropriate Receiving document adding it to the grid.

12. If a Receiving Document Was selected, you need to press the button in the "Charge Type" column to select a type of charge from the list. Those charges come straight from the "Purchasing Preferences" form.

13. Before Saving, Updating or posting the user can enter a discount percentage that will be applied to the subtotal of the Voucher. In addition to this, the user can add a miscellaneous charge percentage or a shipping amount. All of those figures will affect the Voucher total and will post to the appropriate accounts that were setup in the "Purchasing Preferences" Form

14. When all the information is in place, Press the Save Button to complete the Voucher and assign a Voucher number. This action is not going to affect any Inventory levels in the company. The Accounts Payable and all of the other accounts involved won't be affected until the Voucher is posted.

Post Voucher

1. Click the post button if you are sure about posting the Voucher. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the Voucher like Accounts with no description or amount zero. After the Voucher is posted you get a confirmation message. You cannot make any changes to a posted Voucher. This action won't affect any inventory information. It will increase the Accounts Payable balance for the selected vendor. The user can apply payments to this Voucher using the Pay One Vendor and Pay Many Vendors form.

2. If the Computer checks option was selected, the system will remember you to put the appropriate check in the printer. Then a preview of the check will show in the screen. You can print the check or close the preview. Another confirmation will show asking you if the check was printed correctly. If that is the case, the Voucher Transaction is posted. On the other hand if the check did not print correctly it won't post the Voucher and It will ask you for the next valid check number. The system does that to prevent Jammed checks from being used and to cover somebody forgetting to put the check in the printer.