Purchase Inventory Items

Inventory purchases are entered here. To add a new purchase, click on the New button in the toolbar. This will prepare the window for the new purchase information.

Vendor ID
Enter the vendor ID of the vendor from which this purchase was made. The vendor can be chosen from a list by typing it in, pressing the F2 key or by clicking on the Lookup button.

Post Date
This is the date that is used to post this entry to the general ledger.

Invoice No
Enter the invoice number of the vendor's invoice you are entering. If there is no invoice number from your vendor, you can create your own.

Reference
Enter a reference for this invoice.

Terms
The terms drop-down list box contains the payment terms that apply to this invoice. If the vendor has a default set of terms set up in their vendor record, that terms code will be automatically brought in for you. If the vendor does not have a default set of terms, the system next looks for a terms code that has been tagged as the system default terms. If one is found, it will be automatically entered for you. A different set of terms can be chosen if needed.

Invoice Date
The date of the invoice. This date should coincide with the date on the invoice you received from the vendor.

Due Date
This is the date the payment is due for this invoice. This date will automatically be calculated based upon the terms selected and the invoice date given.

Discount Date
This is the date through which payment on this invoice will be discounted. The discount will only apply if the terms code selected for the invoice specifies that a discount is available if the balance is paid within a certain amount of days from the date of the invoice.

Comments
Enter any comments about this invoice by clicking on this button.

Item ID
Enter an item ID of an item that exists in the items file. This will be the item ID of the item being purchased.

Item Description
The item description for the item being purchased.

Quantity
Enter the quantity of the item being purchased.

Cost
Accept the default cost associated with this item. This cost comes from the item file. If the cost is different, overtype the cost displayed to update the item's cost.

Account
Enter the account number for the expense you are entering. This will usually be one of the expense accounts. Choose the account from a list by typing it in, pressing the F2 key or by clicking on the account button.

Dept
Enter the department code this expense applies to, if any. The department code can be chosen from the department list by pressing the F2 key.

Amount
The total for this item, calculated based on the price and quantity. It can be overwritten if needed.

Once the item detail line has been entered, it will appear in the list box at the bottom of the . Keep adding detail lines in the yellow area until the purchase invoice is complete. When the invoice is complete, press the Save button in the toolbar or the F10 key to save the bill.

When an inventory purchase is saved, the system updates the quantity on hand and last cost for each item purchased.