Purchases

The Purchases Module is responsible for all purchase functions. In this one module you can prepare quotes, enter purchase orders, receive orders, create payables, make payments, handle returns to suppliers, issue debit memos, and set up recurring orders. The key features are as follows:

Selecting one menu option allows you to choose to create a quote, purchase order, return order, or a recurring order.

Purchase orders and payables can be saved in an incomplete or Pending state without releasing them for processing. Later, you may come back to complete and release the orders to the system.

Different Remit-to and Receive-at combinations are allowed.

Terms from suppliers may be overridden.

Expiration dates can be assigned to orders.

Orders may be auto completed when completely received and released to payable or you may choose to hold them open for further work before being closed.

Pre-defined comments can be loaded from a file and placed on orders.

Orders can be printed directly from the entry screen.

Individual line items on a purchase order can be marked as a Purchase, Return or Credit. This permits returns and credits to be handled within one order.

Purchasing units of measure on a line item may be changed using a conversion factor.

Each line item has a Need By date for receiving and material planning.

The cost can be modified on each line.

Each line item can have a GL group assigned that contains the accounts to be used when making the general ledger entries required to process that line item.

Each line item has a Receive note for internal documentation which prints on the receiving ticket.

Each line item has a Line note which is printed on the purchase order that the supplier receives.

A net negative order can be converted to a debit memo.

Debit memos can be applied to invoices or auto converted to a receivable or cash.

Return orders provide an easy way to ship items back to a supplier by producing pick tickets and tracking.

Return orders can be auto converted to debit memos.

Quotes and recurring orders can be auto converted to purchase orders or payables.

Line items on purchase orders may be partially or wholly received.

Line items on sales orders may be:

Received without being released as a payable.
Released as a payable without being received.
Received and released as a payable in one step.
Received multiple times and summarized on one payable.

Orders may be received one at a time or mass received.

Item numbers may be optionally displayed as either your item number or the supplier's item number during the receiving process.

An Activity tab on each order permits you to view all related activity for the supplier such as payments, receipts, open payables and backorders.

The Activity tab can also be used to find the source of documents such as the quote a purchase order came from or the payable a purchase order created.

A GL Posting tab on each order displays in real time the general ledger postings generated by the order for instant verification.

Orders without activity may be voided.

Voiding an order permits you to restart it as a Pending order with full editing rights.

Payables can be created directly and "pull" information from:

A single purchase order.
Multiple purchase orders.
Recurring purchase orders.

Payables created from multiple purchase orders will:

List all open purchase orders with a supplier.
Allow you to select any combination of those orders.
Allow you to select any line items from those purchase orders and enter the quantity to receive.

Payables created from recurring purchase orders will: