PURCHASING
To record purchase order:
(1) Go to Purchasing AP > Purchase Order
(2) On the vendor field enter the vendor code or you can click the button
containing 3 lines it will give you the list of vendor code, click the appropriate
vendor. The name and contact person field will be automatically
filled.
(3) On the contents tab, choose between service or item by clicking the drop
down button.
For item: enter the item no and the quantity ordered on their
corresponding field
For service:
Unit price and totals will be automatically computed and shown.
(4) Check for the accuracy of data entered then click Add.
FOR ITEMS ORDERED:
To record item received:
(1) Go to Purchasing A/P > Goods Receipts PO
(2) On the vendor field enter the vendor code or you can click the button
containing 3 lines it will give you the list of vendor code, click the appropriate
vendor. The name and contact person field will be automatically filled.
(3) At the lower left corner click the Copy From button then choose the
purchase order from the list.
(4) Choose the last purchase order from the list. Click finish on the Draw
Document Wizard window. Only the undelivered items must be shown. If the
list shows items that is not delivered remove it from the list: right click on the
respective row, then choose delete row.
(5) Click Add, then choose Yes on the Systems Message.
Note: Do the same for partial receipt of orders and the eventual receipts of
remaining orders.
To record items received that is eventually returned because of unsatisfactory
condition:
(1) Go to Purchasing A/P > Goods Receipts PO. Choose the last data record.
(2) At the lower left corner click the Copy To button then choose the G. Return
from the list.
(3) On the Goods Return Document ensure that the quantity indicated is the
quantity actually returned otherwise re-type the right quantity.
(4) Click Add then choose Yes on the system Message.
To record A/P Invoice for vendors billing on account.
(1) Go to Purchasing A/P > A/P Invoice.
(2) At the lower left corner click the Copy From button then choose the Goods
Receipt PO from the list.
(3) Choose the last goods receipts purchase order from the list. Click finish on the
Draw Document Wizard window.
(4) Enter todays date as the Posting Date then pressed tab on your keyboard.
Due date and document date will be filled out automatically.
(5) Click Add then choose Yes on the system Message.
To record return of defective goods after A/P Invoice has been prepared:
(1) Go to Purchasing A/P > A/P Invoice. Choose the last data record.
(2) At the lower left corner click the Copy To button then choose the A/P Credit
Memo from the list.
(3) On the A/P Credit Memo window, items that has been actually returned after
the A/P Invoice has been prepared must be presented, otherwise retype the
right quantity or delete the rows for items that has not been returned: right
click on the row then choose delete from the list.
(4) Click Add then choose Yes on the system Message.
FOR SERVICES:
To record A/P Invoice for vendors billing on account.
(1) Go to Purchasing A/P > A/P Invoice.
(2) At the lower left corner click the Copy From button then choose the Purchase
Order from the list.
(3) Enter todays date as the Posting Date then pressed tab on your keyboard.
Due date and document date will be filled out automatically.
(4) Click Add then choose Yes on the system Message.
Goods Receipts PO
A/P Invoice
xxx
xx/xx/xx
GBP xxx
xxx
xx/xx/xx
GBP xxx
Goods Return
A/P Credit Memo
xxx
xx/xx/xx
GBP xxx
xxx
xx/xx/xx
GBP xxx
Purchase Order
xxx
xx/xx/xx
GBP xxx
