Purchasing Usability

1. Create Vendor

Go to Purchasing > Vendors > click New button

• Entity Type will show Vendor as default.

On Entity Tab enter values on the ff fields:

1. Name
2. Entity No.
3. Contact Name
4. Email
5. Location Name

Fill in the other fields.

 On Vendor Tab > Detail Tab, select values on the ff fields:

1. GL Account - select Expense account
2. Payment Method - select Check
3. Terms
4. Ship Via
5. Approval List

Fill in the other fields.

 On Vendor Tab > Credit Card Reconciliation Tab > Defaults Tab, select values on the ff fields:

1. Bank Account
2. Company Location

 On Attachments Tab, add attachment.

1. Click Add button

   

2. Click on Insert Files toolbar button to browse and select file/s to attach or drag and drop files in the Drag and Drop section of the screen.

   

3. Select files to attach and click on Upload toolbar button to attach the files to the vendor.

   

4. You know when you have successfully attached the file/s if it shows in the Attachment tab.

   

Go to Purchasing > Purchase Orders > click New button

• Default Order Status is Open

Select Vendor. Location will display default location.

Add items in the grid area.

1. To add inventory item/s, click Item No column combo box and select items from the list.
2. To add misc item/s, enter description in Misc Description column.
   

Use either of 2 ways: via Bills or via Bill Batch Entry screen

Go to Purchasing > Bills > click New button

• Ship To field will show default Location.
• AP Account will show AP Account set in Company Preference.

Fill in the ff fields:

1. Select the Vendor. (Close Add Inventory Receipt screen if it opens.)
2. Enter Invoice NO.
3. Select AP Account.

In the grid area:

1. Select Inventory Item/s (items that can be selected here are items with non-inventory, services, other charges and software type only) 
2. Or add Misc Item/s to the bill. 
3. Account ID is defaulted to GL Account for the vendor.

Click Post button to post bill. If message below prompts, select No.

Click Recap to see entries posted to the General Ledger Detail.

Go to Purchasing > Bill Batch Entry> click New button

• AP Account will show AP Account set in Company Preference.

In the grid area:

1. Select the Vendor. 
2. Enter Invoice No.
3. Account ID is defaulted to GL Account for the vendor.

Go to Purchasing > Pay Bills Detail > click New button

If there is a default Bank Account:

• Bank Account with Cash Account that matches the Cash Account of the default Location will be shown in Bank Account field.
• Currency of the default Bank Account will be displayed in Currency field.
• Balance of the default Bank Account will be displayed in Bank Balance field.

If there is no default Bank Account:

• Select Bank Account.
• Currency of the selected Bank Account will be displayed in Currency field.
• Balance of the selected Bank Account will be displayed in Bank Balance field.

Fill in remaining fields:

1. Select the Vendor. All unpaid bills of the selected vendor will be displayed on the grid.
2. Select Check as Payment Method.
   

Pay in full and the Post.

Click Recap to see entries posted to the General Ledger Detail.

Go to Purchasing > Pay Bills

• If there is a default Bank Account:

  • Bank Account with Cash Account that matches the Cash Account of the default Location will be shown in Bank Account field.
  • Balance of the default Bank Account will be displayed in Bank Balance field.

  If there is no default Bank Account:

  • Select Bank Account.
  • Balance of the selected Bank Account will be displayed in Bank Balance field.

Select transaction and pay in full then Post.

After posting a bill, this message will prompt:

Set your default printer to snag it or to a file then use either of 2 ways: Direct Printing or Previewing first before printing.

After posting payment with Check payment method, click Print button.

Print Checks screen will open. Click Print button.

Print Check Verification screen will open. Commit the check.

Printing of check is successful of the Check No is displayed on the Pay Bill Detail screen.

Print Checks screen will open. Click Preview button.

Report Viewer will open. Click Print button.

Click again Print button. Print Check Verification screen will open. Commit the check.

Printing of check is successful of the Check No is displayed on the Pay Bill Detail screen.