Purchase documents are created creditors (suppliers). This will generate a source document which can be printed. The Purchase document, can be edited before it is posted (updated) to the ledger. 

When a purchase document is posted (updated) to the ledger, the transactions in the Purchase journal (or the batch selected in the Setup → Documents setup - Purchases tab on the Setup ribbon) will automatically be generated.

Posted (updated) purchase documents cannot be edited. 

You may right-click and use the Move up, Move down and Sort on stock code options on the context menu to change the sequence of the document lines. 

This will change the sequence of transactions and / or comments on document layout files when printing or reprinting documents.

If you need to cancel or correct a posted (updated) purchase document, you need to process a Supplier return. 

You may use the Reverse posted batch / document option on the Tools → Global processes menu on Setup ribbon.

The reversed document may then be selected and edited. It can then be posted (updated) to the ledger.

Orders cannot be updated (posted) to the ledger and it generates no transactions. But, once the Order has been converted to a Purchase document, the Purchase document can be updated (posted) to the ledger.

Options to create / edit Purchases:

  1. New - On the “Purchases” screen, click the New button. Select a creditor (supplier / vendor) account on the "Creditor accounts" screen.
  2. Edit - On the “Purchases” screen, click the Edit button.
  3. Copy - Copy a selected purchase. "Documents → Copy document" or "Documents → Copy to → Purchases" option on context menu (right-click).
  4. Confirm orders - On "Orders" document type, select "Documents → Confirm quotes and orders" option on context menu (right-click). (You may also confirm Orders on the Input → Confirm menu (Default ribbon)).  

Unposted Purchase entry form

The sections and fields of the Order screen, is as follows:

  1. Document header:
    1. Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Default ribbon. All documents matching the reference will be listed. 
    2. Salesperson - Select a Salesperson. Salespersons are optional for purchases. This field is to show who handled the purchase. The salespersons are used for reports and to filter and search documents. 
    3. Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents. 
    4. Date - By default, the system date will be displayed. You may enter or select any other date.
    5. Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected creditor account.  
    6. Postal address - The postal address as entered for the creditor (supplier / vendor).
    7. Delivery address - The delivery address as entered for the creditor (supplier / vendor) on the Delivery address tab.
    8. Message - The message, as entered in Setup → Documents setup - Purchases tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file. 

If an Order is confirmed and converted to an Invoice, the message as entered in the Documents setup - Orders tab (Setup ribbon) will be displayed. You may remove or edit the Order message.

Message line 3 - Reference document numbers

  • Order number for confirmed and converted Order will be displayed. 
  • Document number of the copied document. 
    1. Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the creditor (supplier / vendor).
    2. Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.
    3. Status - Open, or Posted.
  1. Document lines:
    1. Item no. - Select a stock item. 

Options to select stock items: 

  • Stock item lookup - Use the down arrow key to launch the Stock lookup.
  • + Open Fast add 
  • Enter the stock code, bar code or serial number in the document footer.

If you have selected a default supplier in the "Preferred supplier 1" and entered a "Supplier stock code" for a specific stock item, the supplier stock code will be displayed in  the "Item no." field followed by the Stock item code in brackets. 

Only the original Stock code will still print on document layout files.

The following stock item types may be selected to process Purchase documents (Orders, Purchases and Supplier returns): 

If the Financial entry stock item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this. 

If Abbreviation definitions were set in the Batch entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line. 
    1. Remark - You may also click on the + (before stock item code) to add a remark (additional information) for a stock item. This remark will be printed before the comment (if added) on document layout files. 

Remarks are similar than comments. You may click on the + icon (before the stock code) to add a remark for the stock item. 

You may select Expand to show remarks or Collapse to hide remarks on the context menu.
    1. Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

Search (Investigator) 

  • Comments entered in document lines are searchable.
  • Remarks is not searchable.
    1. Order / Ship - The default quantity is 1. You may overtype the quantities.
    2. Unit price - If cost prices have been entered in in the Cost price field for the selected stock item, the cost price will be displayed. Cost prices Exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or Inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active. 
    3. Discount - You may enter the discount percentage for the item. 
    4. Amount exclusive - This will is the quantities in the Order and Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price. 

You may use the F11: Copy feature to copy the document transactions / comments from an existing document. 
  1. Document footer:
    1. Fast add item (code / barcode / serial) - Enter the stock code, barcode or serial number. Press enter to add the item to the document lines.
    2. Current balance - The balance of all posted and unposted documents for the creditor (supplier / vendor). 
    3. Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed. 
    4. Credit limit - The credit limit as entered for the creditor (supplier / vendor) on the Accounting information tab.
    5. Std disc% - Standard discount percentage is only applicable to debtor (customer / client) accounts.
  1. Click on the OK button. 

By default, a confirmation message will be displayed.

“Do you wish to print this order?”

You may turn this feature off by selecting the "No print confirmation" option on Stock information (Setup ribbon).
  1. Click on the Yes button to print the Purchase.          

Printed : Purchase

An example of the printed "Purchase" document, is as follows:

This example is based on the "Layout file". You may also select other available layout files.