The Purchase module features the following processes:
- Purchase Order:
Allows user to control and maintain stock and/or service orders from suppliers.
- Purchase Invoice:
An itemized document indicating the quantity and price of goods and/or services provided by the supplier. This process allows users to register and maintain Supplier’s Invoices.
- Stock Received:
Allows user to input purchased Stock into the database. The number of stocks purchased does not need to tally against the number entered into the system. The user has the option to store the purchased stocks into a single or multiple locations.
- Credit Note:
Allows users to correct errors made in a Purchase Invoice that has already been processed in the system. A Credit Note from the Supplier should be provided for input in the system. This is considered a Negative Invoice.
Allows user to remove item/s in the database in the event of short-shipped goods, damaged or faulty goods, or shipped goods that need to be returned to the supplier.
- Attachment and Activity Logs:
any documents printed or emails sent through the Purchase Order are saved in the Attachment tab. All of the activities done by the user from the start of making a new Purchase Order are logged in the Activity Logs tab.
- Manual Journals:
allows user to adjust landing cost of the Purchase items when associated costs must be included in the final cost of unit.
The purchase module allows:
- Create purchase orders to suppliers.
- Receive stock into the warehouse.
- Process supplier invoices.
- Add credit notes.
- Create manual journals to purchase orders. Manual journals are used to apply a landed cost and can be related to external freight invoices as well as customs charges. Click here for a video tutorial.
The Purchase module is the first module available in the navigation panel.
It also contains some additional features:
- View all the existing purchase orders
Purchase > Orders > View All
- Reorder level of stock
Purchase > Orders > Reorder Stock
- Reorder backordered stock
Purchase > Orders > Reorder Backordered Stock
- Create New Suppliers
Purchase > Suppliers > New Supplier
- View Existing Suppliers
Purchase > Suppliers > View All
- Add Bulk Payments for your suppliers
Purchase > Suppliers > Bulk Payment
This is the name of the person/company you are ordering from. Type the Supplier’s name to search for an existing record or select from the list by clicking the dropdown arrow.
It will automatically populate the Supplier’s information:
- Supplier Name
- Contact, Phone
- Vendor Address
Alternatively, if the Supplier’s profile is not in the list:
- Click Add new Supplier in the Supplier field
- New window will ask user to save details of the new Supplier.
Do the same for the Contact field by:
- Clicking Add new Supplier Contact
- New Vendor Address by clicking Add new Supplier Address in the Line 1 field of Vendor Address.
Any Comments added to the Supplier information will reflect in the Notes area when creating a Purchase Order or Purchase Invoice. This is to remind the user about any special actions to perform for a Supplier e.g. “This supplier requires pick up only”.
Once saved, the Supplier information will be available for use in your future Purchase Orders and Purchase Invoices.
It will automatically fill the Supplier’s information:
- Supplier Name
- Contact, Phone
- Vendor Address
There are three types of addresses:
If Billing is selected, it will appear as the Vendor Address in your Purchase Order form.
Enter a comment for the Purchase Order in the Note field when necessary. All notes are for internal use only and will not be printed on the Purchase Order or Purchase Invoice.
Selecting Stock First:
- You will receive stock first from your supplier then get invoice.
Selecting Invoice First:
- You will pay/receive the invoice then your stock will arrive from supplier.
This is the date the Purchase Order is needed by. Enter by selecting the date in the calendar
This is the Inventory Control Account or Job Costing Account. Click on the dropdown arrow to choose what type of account to use as the default account for Purchase Invoice items. You may use different accounts for different line items.
Mandatory tax rule field defines default tax that will be applied to all line items. If line item doesn't have a tax rule set it at product/service level. Product/service settings have precedence over document level tax settings.
XXX Units per YYY:
Conversion rate editable field. DEAR will pre-set conversion rate but the user has the option to provide another rate.
Click on this option only if user needs to create an Invoice without placing a Purchase Order. Click here on How Create a New Purchase Invoice from scratch.
This is the location that you are ordering for. Click on the dropdown arrow to choose from the existing list. Location can be warehouse, shop or lot. Business can decide how many locations to use.
Users can save a New Location by:
- Clicking Add New Location in the Location field if necessary.
This is the shipping address of the selected Location. Click on the dropdown arrow to choose from the existing address list or DEFAULT options. Shipping Address is a mandatory field if integration with Shipstation software is enabled. Alternatively, user can save a new Shipping Address by clicking Add New Address in the Line 1 field of Shipping Address option if necessary.