Processing a purchase is the main purpose of the Purchase module in DEAR. Through the Purchase module, you can create purchase orders and link supplier invoices and stock received to the relevant purchase order. Service purchases are used for orders without stock items (i.e. orders of services or non-inventory items only).
For purchase orders that will be received/invoiced as multiple partial orders, see Advanced Purchases.
NOTE: Logs & Attributes and purchase order actions are covered in Processing a Purchase.
- Familiarity with Processing a Purchase (recommended).
- Set up Accounts (necessary).
- Set up Tax Rules (necessary).
- Set up Suppliers (recommended).
- Set up Products (recommended).
Table of Contents:
- Create a service purchase order
- Fill in the document header
- Add items to the order
- Credit notes
Create a service purchase order
Create a new purchase by either navigating to Purchase -> New -> Service Purchase.
The purchase screen is made up of two parts. At the top is the document header, which contains supplier information and order functions (Undo, Void, Print, etc.). Below is the purchase order screen, which has tabs for each stage of the purchase process (Order, Invoice, Credit Note, etc.).
Fill in the document header
The first step in creating a new service purchase order is to fill in the fields of the document header. This will contain the supplier and address details.
Filling in the document header:
- Select a supplier from the dropdown list or by typing their name. We recommend you set up suppliers before creating purchase orders. NOTE: You can create a new supplier from the purchase order screen. Click + to be prompted for supplier details.
- Check and edit details. Many fields in the document header will be auto-filled from your supplier information but can be manually overridden. Check that supplier details are correct before proceeding.
- Add an optional note. This field is searchable and can be used to include reference codes (such as related purchase order/sale order numbers) for quick retrieval when searching purchase orders.
Add items to the order
Once the document header has been correctly filled in, you can add services and non-inventory items to your purchase order. Unlike simple and advanced purchases, there is only one field where items can be added.
Only non-inventory and service items will be visible for selection. Authorise your purchase order when you have finished adding lines.
Once a service purchase has been authorised, you can add an optional supplier deposit if required. See Processing a Purchase - Supplier Deposits for more information about this process.
Once a service purchase order has been authorised, you can process the supplier invoice for the order. Service purchases do not have a stock receiving step.
Processing an invoice:
- Enter an invoice number and invoice date. The due date field is calculated by applying the payment terms date in the document header to the invoice date.
- Add the invoice lines. You can copy the lines from the purchase order by clicking +Copy from Order or add items manually.
- Check the total and enter it into the validation field at the top-right of the screen.
- Authorise the invoice to continue. If you have an unused supplier deposit associated with this purchase, you will be asked if you want to allocate it to the invoice.
Once a service purchase invoice has been authorised, you can add payments. See Processing a Purchase - Payments for more information about this process.
A credit note is considered a negative invoice. In the same way that payments are applied to close out an invoice balance, refunds are issued to close out a credit note balance.
Credit notes are a way to amend the details of a purchase order invoice after it has been authorised. See Purchase credit notes and refunds for more information.