Purchasing
Suppliers, purchase orders, purchase invoices, consignment stock and returns to suppliers.
19 articles
Getting started
How the purchasing cycle works
From purchase order to purchase invoice, return and supplier payment — what each document does to your stock, your item costs and the supplier's balance.Purchasing settings
Decide which purchase orders need approval, and whether goods are received before the supplier's invoice with a price tolerance for the three-way match.
Suppliers
Add and edit a supplier
Register a supplier with a name, code and currency. The system opens the supplier's own payables account for you, so purchases and payments post to it from day one.View a supplier's profile and ledger
Open a supplier to see their contact card, payables account and balance, then the ledger with every invoice, payment and return and the running balance.Analyse a supplier with Supplier 360
One page per supplier with what you buy, what you owe, how late you are paying, the top items and the supplier's account activity over twelve months.How purchasing documents change a supplier's balance
Which documents raise or lower what you owe a supplier, why a cash invoice shows two lines, and where to look when a balance moves unexpectedly.
Purchase orders
Create a purchase order
Record what you have agreed to buy from a supplier, with quantities and prices. A purchase order posts nothing until you execute it into a purchase invoice.Execute a purchase order into a purchase invoice
When the goods arrive, turn the order into a purchase invoice filled in from it. Adjust it to what was delivered and save. The order is marked Done.Approve purchase orders
Require approval for purchase orders above an amount; an order waiting for approval cannot be received or invoiced until someone other than its creator approves it.Receive goods against a purchase order
With receipt-first buying, record what arrived against the purchase order; the stock comes in at the order's cost and its value waits as goods received not invoiced until the supplier's invoice.
Purchase invoices
Create a purchase invoice
Record goods received from a supplier. Saving brings the goods into stock, updates each item's average cost and posts the supplier's invoice, or pays it at once on the cash term.Invoice goods received: the three-way match
Raise the supplier's invoice from goods receipts; it is matched against the order and the receipt, clears goods received not invoiced, and sends any price difference to stock variance.Find, view and print a purchase invoice
Load the purchase invoices for a period, open one as a document with its posting, receipt numbers and attachment, and print it.Edit a purchase invoice
Correct a saved purchase invoice. The system saves the corrected invoice under a new number and fully reverses the old one, so stock, costs and the supplier's balance stay right.Delete a purchase invoice
Deleting a purchase invoice takes its goods back out of stock, reverses its entries, restores the supplier's balance and rebuilds the item costs. It is refused once the goods have moved.Receive goods on consignment
Mark purchase lines as consignment when goods arrive but still belong to the supplier. They are held as reserved stock, apart from the stock you own and sell.Record and correct manual receipt numbers on a purchase invoice
Link the paper goods-receipt number of each warehouse to a purchase invoice, or fix a wrong number, without editing the invoice itself.
Returns to suppliers
Return items to a supplier
Send goods back to a supplier against the purchase line they came on. Stock leaves the warehouse and the supplier's balance drops by the returned value including tax.Return a whole purchase invoice to the supplier
Send back everything still returnable on a purchase invoice in one step, for example a rejected delivery. Every line is returned at its original price and tax.
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