Advanced Purchase - Partial Orders/Deliveries
In addition to a standard purchase, DEAR Inventory offers a type of purchase with advanced features. Advanced purchases can be received and invoiced separately while still being considered part of the same purchase. It also allows multiple credit notes to be issued for a single purchase order. Any order which is made in multiple deliveries should me made as an Advanced Purchase.
A normal purchase can be converted into an advanced purchase, but the conversion cannot be reversed. It is also permitted to create a new advanced purchase.
This article assumes that the reader is familiar with the standard DEAR Inventory purchase process. Please see Processing a Purchase for more information.
NOTE: This feature replaces the previous functionality explained in Processing orders that have been partially received/invoiced.
Familiarity with Processing a Purchase (necessary)
- Generate Advanced Purchase
- Invoicing and Receiving
- Credit Note
Generate Advanced Purchase
Advanced Purchases can be either be created new, or converted from an existing purchase. The customer details, and purchase order are all set up and filled in in the same way as for the basic purchase process, however the stock receipt, invoice and credit note functions are now displayed in a sidebar on the right.
Transactions, History, Attachments and Manual Journals can be viewed and edited in the same way as in the basic purchase process, but are also now located in the sidebar on the right.
Create a new Advanced Purchase
To create a new Advanced Purchase:
Navigate to Purchase -> New -> Advanced Purchase
The customer details and purchase order are entered and authorised in the same way as in Processing a Purchase.
Convert an existing purchase
To convert an existing Purchase:
Navigate to Purchase -> Purchases
Choose a purchase to convert.
The change from basic Purchase to Advanced Purchase is irreversible. Click Yes to confirm the conversion.
Conversion of an existing Purchase can be done at any point in the order.
If you try to receive a partial delivery using a standard Purchase, you will receive an error message. You will have to convert the Purchase to an Advanced Purchase to continue.
Invoicing and Receiving
With an Advanced Purchase, invoices can be processed for the entire purchase, a single delivery, or more than one delivery. An invoice is a document issued by the supplier which indicates product and/or service details provided (such as quantities, agreed pricing on goods and/or services provided) and may include other additional costs (such as freight charges, fees, etc.).
NOTE: New Advanced Purchase will be created with your default Input Method: Stock First or Invoice First and cannot change the input method. To change your default input method, go to Settings -> General Settings. Advanced Purchases which have been converted from existing Purchase Orders will have the input method selected in the existing purchase order. This guide focuses on Invoice First orders however the process is almost identical.
To process invoices for an Advanced Purchase :
In the sidebar on the right, go to the Invoicing & Receiving section
Click +Invoicing & Receiving to generate an invoice
Enter Invoice Number and Invoice Date
- Enter the Invoice lines. You can click Copy Remaining to copy all items yet to be invoiced from the purchase order.
- Manually enter the order total in the top right hand corner and Authorise the invoice.
- If all of the items have been invoiced, you can continue to stock receipt. If there are still items to invoice, you can repeat steps 2-5 (add +Invoicing & Receiving) until all items have been processed.
To receive stock:
- In the sidebar on the right, click + Add Stock Receiving
- Add stock received lines. You can click Copy from Invoice. Authorise the stock receipt to continue.
- If there is still stock to receive, you can repeat steps 1-2 (add +Invoicing & Receiving) until all items have been received.
One or more credit notes can be attached to each purchase. For more information on the different types of credit notes, see here.
To assign one or more credit notes from a supplier:
In the sidebar on the right, go to the Credit Note section
Click + Credit Note
Enter a Credit Note Date
In the Credit Note for field, choose the invoice the Credit Note relates to. This automatically copies the items from that invoice to the credit note.
Create the credit note as discussed in the credit note section of Processing a Purchase.
The Unstock function will be automatically filled in from the credit note item details.
Authorise the credit note
For more credit notes associated with the same sale, click +Credit Note in the sidebar.