SECTION 2.3.1 - PURCHASES
USAGE: To enter the purchase of goods and services, usually from your supplier’s invoices. Purchases can be either entered here or converted from PURCHASE ORDERS previously entered. (See SECTION 2.3.7.)
DISCUSSION: When you start the PURCHASE program, the computer will initially ask for a Creditor code. Insert the code and press <Enter>.
To return to the CREDITOR DATA ENTRY MENU, press <ESC>.
To search for a Creditor, press <F9>. For further details on searches, see SECTION 1.2.
Having chosen a Creditor, the screen will display the name and address and recent balances, in full at the top of the screen.
You will then be asked a series of questions. These relate to the ribbon information on the PURCHASE. The exact list of fields displayed depends on how you have chosen the options in SYSTEM DEFAULTS. (See SECTION 7.1.2.) Fields that are not displayed take their values from the defaults set on the Creditor’s master-file.
Note that if there are any active Purchase Orders for this Creditor, you will be asked, PROCESS PURCHASE ORDERS? If you answer Y, you will be presented with a list of active Purchase Orders. Choose from this list and the PURCHASE will be preloaded with the details. If you have chosen to allow multiple Purchase Orders in Purchases, you will then be asked if you wish to attach another Purchase Order. If you enter Y, you will be able to enter another number. You can do this up to a maximum of 10 Purchase Orders. While you are entering the purchase, the orders will be treated as if they were one.
The following is a complete list of possible fields:
DATE This defaults to the system date (the date at the top of the screen). If you change it, HiFinance will retain the changed date until you exit to the CREDITOR DATA ENTRY MENU. If you have changed the date and wish to return to the system date, press <F1>. This field will not be displayed here if you have chosen to allow the expected date to be entered on each line (see SECTION 7.1.2).
THEIR INVOICE # This is a compulsory field. Here you enter the invoice number from your supplier. It is an alphanumeric field. If there is no invoice number, you can enter the date or some other reference. If you do not have the actual invoice but you know what you will be charged, you can still enter the purchase by entering a generic string here, eg. TO BE ADVISED or TBA. Later you can pickup the purchase in CREDITOR TRANSACTION ENQUIRIES and modify the string.
OUR ORDER # This is a non-compulsory field. If you have purchased the goods via an order, you can enter the order number here as a reference. This helps to keep all the information in one place.
CREDITOR’S NAME If you are purchasing from the Creditor SUNDRY, HiFinance will ask you to enter the actual name of the Creditor. The Sundry Creditor is treated differently from other Creditors in that it can be singled out for exclusion in certain reports. The modified name will be displayed in CREDITOR ENQUIRIES but will not be saved to the Creditor master-file record.
At each point, you may cancel the PURCHASE by pressing <ESC>. However, it is possible to return to a specific field by using <CsrUp> or <F8>.
After answering these fields the screen will repaint and display as follows. Note that at this point there is no way to go back to the above questions, except by cancelling the PURCHASE and starting again.
Here you may enter the complete details of each PURCHASE line. You can also change from entering an Inventory line to a General Ledger line or Job Costing line (if enabled). The fields displayed depend on which type of line you are entering and what options you have set in SYSTEM DEFAULTS. For Inventory lines, the following fields will be asked:
CODE This is the Inventory Code. You may enter a code here or press <F9> to initiate a search. You can also use <F7> to jump directly to the INVENTORY ADD routine. There you can add a single Inventory Item and the return to the current function. This is useful for companies that buy new products on each Purchase. You can change to a different kind of entry by choosing a function key. If you choose to enter a General Ledger line, HiFinance will remember the last code you entered (as long as you do not exit the program). If the last line was not zero, you can repeat the last line by pressing <F1>.
DETAILS Here you have 2 lines to enter the description of the item. By default, HiFinance will insert the description as it appears on the master-file. If you choose to enter a General Ledger line you can only enter one line of description, however, HiFinance will remember the last description you entered (as long as you do not exit the program). If the last line was not blank, you can repeat the last line by pressing <F1>.
UNITS You may enter any number of units, with up to 3 decimal places.
PRICE If you need to calculate the price, you may use <F9> to launch the calculator. The result of the calculations will be automatically inserted into this field. If you wish to insert the last purchase price, press <F1>. If you are using the Foreign Currency option, <F1> will insert the last Foreign Currency price. If you are not entering in Foreign Currency, you will also have to option to press <F2> to enter the Standard Purchase Price.
TOTAL HiFinance will automatically compute the line total. If the price was zero, you will be able to enter a sale price here. This is the total line value. If you choose to enter a value here, the discount will be set to zero and HiFinance will automatically compute the unit price.
DATE This field will only be displayed if you have chosen to allow the expected date to be entered on each line (see SECTION 7.1.2). The date will default to the date on last line entered.
At each point you may press <ESC> to abort the line or the whole transaction.
If you have entered at least one line, you may press <F5> (at the CODE field) to enter the REVIEW function. This function allows you to view your entries, and if necessary change or delete a line. To move between lines use <CsrUp>, <CsrDn>, <PageUp>, <PageDn>, <Home> and <End>. If there is a particularly large number of lines, you can also use <F9> to go to a specific line number. To modify a line, make sure it is displayed in full in the bottom window and press <F3>. You can then re-enter any of the details. To leave the REVIEW function, press <ESC> or <F10>, once.
To end your lines, press <F10>. You will be asked to confirm that you have finished entering lines and then you will be asked certain trailer information. Most of these fields may be turned off. A Complete list follows:
PAYMENT DUE DATE HiFinance will automatically insert a date for you, which you may override. Note that the day is computed and displayed as you leave this field. You will be warned if you have chosen a date that falls on a weekend. No separate calculation is made for public holidays.
If you are entering a PURCHASE from a PURCHASE ORDER, you will be asked if the order is complete. It is very important to understand the implications of this question. The PURCHASE may not contain all of the lines on the PURCHASE ORDER. Some lines might be modified and some lines added. If you answer Y to the question, all HiFinance will clear the UNITS-ON-PURCH-ORDER field on every line (on the order) irrespective of whether the items have been received or not. The order will be tagged as complete. Use this option when the order has been completely delivered or when you do not expect to get any more of this order. If the order has been partially received, answer N. This will update the lines on the purchase that correspond with lines on the order but the rest will be written back to the order as undelivered. The order will remain marked as active. If you are entering multiple orders, you will be asked this question once for each order. When you try to import a partially received order, only the undelivered portion will be loaded into the PURCHASE.
At the end of the PURCHASE, you will be presented with a summary and you will be asked to confirm the update. This is the point of no return. Once you answer Y, HiFinance will update all the relevant files. Up to this point you can cancel or modify the details. After you have updated the PURCHASE, you can only remove it by entering a RETURN.
After the PURCHASE you will be returned to the Creditor code entry screen where you may either enter another PURCHASE or press <ESC> to return to the CREDITOR DATA ENTRY MENU.
Files updated by the Purchase program:
Creditor master-file: The total of the purchase is posted to the Creditor’s record.
Creditor Group file: The totals posted to the Creditor are mimicked in the Creditor Group file. This allows you to quickly view the sales for a group without having to generate a report.
Creditor transaction file: Each Purchase generates a transaction. This can be viewed in CREDITOR ENQUIRIES and is used to create reports, such as CREDITOR STATEMENTS.
Orders file: If you have created this Purchase from an Order, the order is updated with the current purchase (units). If you have instructed HiFinance that the Order is complete, it will be tagged as such and can be purged by the pack program.
Purchase image file: Every Purchase creates a print image on disk. This is then used to print the details of the Purchase. You can either print the image at the time you create the Purchase or you can use the CREDITOR ENQUIRIES program to print (or re-print) the details.
Inventory master-file: Each Inventory line updates the relevant Inventory record. The purchase and units on hand are posted to this record and may be viewed in INVENTORY ENQUIRIES. If the item is a Non-decrementing type, the units and value on hand will remain zero. The last-purchase-price (and last foreign-currency purchase-price, if applicable) is updated.
Inventory Group file: The totals posted to the Inventory item are mimicked in the Inventory Group file. This allows you to quickly view the sales for a group without having to generate a report.
Inventory Location file: The totals posted to the Inventory are mimicked in the Inventory Location file. This allows you to quickly view the sales for a Location without having to generate a report.
Inventory transaction file: Each Inventory line generates a transaction. This can be viewed in INVENTORY ENQUIRIES and is used to create reports.
General Ledger master-file: This is updated in two ways. A) if you post a line directly to General Ledger, the value will be posted to the relevant account. B) in addition to this several accounts are automatically posted to, eg Stock on hand and Trade Creditors. These accounts must be defined in the GENERAL LEDGER CONTROL ACCOUNTS. For non-decrementing stock, the account specified in the Inventory Master-file is updated rather than the Stock on hand.
General Ledger transaction-file: A transaction is posted for each General Ledger transaction line and for the totals described above.