Professional Documents
Culture Documents
SAGE ACCPAC
Purchase Orders
User Guide
2006SageAccpacInternational,Inc.Allrightsreserved.
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trademarksarethepropertyoftheirrespectiveowners.
SageAccpacInternational,Inc.
Publisher
Nopartofthisdocumentationmaybecopied,photocopied,reproduced,translated,microfilmed,
orotherwiseduplicatedonanymediumwithoutwrittenconsentofSageAccpacInternational,Inc.
UseofthesoftwareprogramsdescribedhereinandthisdocumentationissubjecttotheSage
SoftwareLicenseAgreementenclosedinthesoftwarepackage.
Contents
User Guide v
AfterChangingOptions ..................................................... 39
ChangingG/LIntegrationOptions ............................................... 39
ChangingOptionsontheIntegrationTab .................................... 310
ChangingOptionsontheTransactionsTab .................................. 314
AfterChangingOptions .................................................... 316
Adding,Editing,andDeletingShipViaCodes ................................... 316
AddingaShipViaCode ................................................... 316
EditingaShipViaCode .................................................... 317
DeletingaShipViaCode ................................................... 317
AfterChangingShipViaCodes ............................................. 318
Adding,Editing,andDeletingVendorContractCosts ............................ 318
AddingVendorContractCosts ............................................. 319
EditingaVendorContractCost ............................................. 320
DeletingVendorContractCosts ............................................. 320
AfterChangingVendorContractCosts ...................................... 320
Adding,Editing,andDeletingTemplates ........................................ 321
AddingaTemplate ........................................................ 321
EditingaTemplate ........................................................ 322
DeletingaTemplate ....................................................... 322
AfterChangingTemplates ................................................. 323
Adding,Editing,andDeletingAdditionalCosts ..................................... 323
AddinganAdditionalCost ................................................. 324
EditinganAdditionalCost ................................................. 324
DeletinganAdditionalCost ................................................ 325
AfterChangingAdditionalCostRecords .................................... 325
Adding,Editing,andDeletingEmailMessages .................................... 326
AddinganEmailMessage ................................................. 326
EditinganEmailMessage ................................................. 327
DeletinganEmailMessage ................................................ 327
AfterChangingEmailMessages ............................................ 328
Adding,Editing,andDeletingOptionalFields ................................... 328
AddingOptionalFields .................................................... 328
EditingOptionalFields .................................................... 330
User Guide ix
Chapter 7: Reports
StandardReportFeatures ....................................................... 71
AccountSets(forStandAlonePurchaseOrders) .................................. 73
AdditionalCosts ............................................................... 73
AgedPurchaseOrders .......................................................... 74
CommittedCostsAuditList ..................................................... 76
EmailMessages ............................................................... 77
G/LIntegration ................................................................ 77
G/LTransactions ............................................................... 78
ItemTransactionHistory(forStandAlonePurchaseOrders) ...................... 710
Items(forStandAlonePurchaseOrders) ........................................ 711
MailingLabels ................................................................ 712
OptionalFields................................................................ 714
Options ...................................................................... 715
PayablesClearingAuditList ................................................... 716
PostingJournals ............................................................... 717
PurchaseHistory .............................................................. 719
PurchaseOrderAction......................................................... 720
PurchaseOrders .............................................................. 722
PurchaseStatistics ............................................................. 724
ReceivingSlips ................................................................ 725
Requisitions .................................................................. 726
Returns....................................................................... 727
ShippableBackorders .......................................................... 729
ShipViaCodes ............................................................... 729
Templates .................................................................... 730
TransactionList ............................................................... 730
VendorDetails(forStandAlonePurchaseOrders) ............................... 732
WeightUnitsofMeasure(forStandAlonePurchaseOrders) ...................... 733
User Guide xi
ThischapterintroducesyoutothePurchaseOrdersUserGuide.The
UserGuidecontainsanoverviewofPurchaseOrdersprocessingas
wellasdetailedinformationaboutthedaytodayandperiodic
operationsofPurchaseOrders.
User Guide 11
Online Documentation
ledger.ThechapteralsoexplainshowtousethePurchaseHistory
andPurchaseStatisticsfeatures.
Index. Containsanalphabeticallistingoftopicsinthisguide,with
correspondingpagenumbers.
Online Documentation
WhenyouinstallPurchaseOrders,youalsoinstallthePurchase
Ordersonlinedocuments.Foradescriptionofthesedocuments,see
Chapter1ofthePurchaseOrdersGettingStartedmanual.
ThePurchaseOrdersGettingStartedmanualintroducesthePurchase
Ordersprogram.Itprovidesanoverviewthatwillhelpyoumake
thebestuseoftheprogramspowerfulfeaturesandthenstepsyou
throughstartingandsettinguptheapplication.
SeetheSageAccpacWorkbookfortutoriallessonsthatwillhelpyou
learntousePurchaseOrders.
Where To Now?
IfyouhavejustpurchasedyourSageAccpacaccountingsystem,you
needtoinstalltheSystemManagerfirst.Todothis,followthe
instructionsintheSystemManagerAdministratorGuide.
Set up Beforeinstalling,activating,andsettingupPurchaseOrders,you
Accounts Payable
mustinstall,activate,andsetupSageAccpacAccountsPayable.
& Inventory Contol
before P/O PurchaseOrderscannotoperatewithoutthisprogram.Ifyouplanto
useSageAccpacInventoryControl,youmustalsoinstall,activate,
andsetupInventoryControlbeforeinstallingPurchaseOrders.
OnceyouhavecreatedyourownPurchaseOrderssystem,following
theinstructionsintheGettingStartedmanual,andarereadytobegin
usingPurchaseOrdersforyourdaytodayoperations,read
Chapter2,WhatYouNeedtoKnowBeforeUsingPurchase
Orders,inthisguide,foranoverviewofPurchaseOrders
processing.
Refertotheotherchaptersforinformationaboutusingparticular
PurchaseOrdersmaintenance,processing,andreportingfunctions.
User Guide 13
Chapter 2
Purchase Orders
What You Need to Know Before
Before Using
Using Purchase Orders
OverviewofPurchaseOrdersProcessing ......................................... 22
ProcessingTransactions ......................................................... 23
ProcessingRequisitions ......................................................... 25
EnteringRequisitions ....................................................... 26
CreatingPurchaseOrdersfromRequisitions .................................. 29
CompletingRequisitions ................................................... 210
PrintingRequisitions ...................................................... 210
UsingSecuritywithRequisitions ............................................ 211
ProcessingPurchaseOrders .................................................... 211
EnteringPurchaseOrderInformationandVendorInformation ................ 213
UsingTemplates ....................................................... 217
ProcessingDifferentTypesofPurchaseOrders ........................... 218
EnteringDetailsonPurchaseOrders ........................................ 220
CheckingandEditingPurchaseOrderTaxes ................................. 231
SpecifyingtheVendorTaxGroupandTaxClass .......................... 231
SpecifyingTaxReportingAmounts ...................................... 232
EnteringP/OInformationontheOptionalFieldsTab ......................... 233
EnteringExchangeRateInformation ........................................ 234
CheckingPurchaseOrderTotals ............................................ 234
PostingPurchaseOrders ................................................... 236
PrintingPurchaseOrders ................................................... 236
DayEndProcessingofPurchaseOrders ..................................... 238
ChangingPurchaseOrderInformation ...................................... 238
UsingSecuritywithPurchaseOrders ........................................ 239
CreatingPurchaseOrdersAutomatically .................................... 239
User Guide 2i
Purchase Orders
DayEndProcessingofInvoices ............................................. 298
Before Using
UsingSecuritywithInvoices................................................ 299
ProcessingReturns ............................................................ 299
EnteringReturnInformationandVendorInformation .......................2100
EnteringReturnsforExistingReceipts ......................................2100
EnteringReturnsforNonExistingReceipts .................................2101
EnteringOptionalFieldData ..............................................2102
EnteringExchangeRateInformation .......................................2102
CheckingReturnTaxInformation ..........................................2103
CheckingReturnTotals ...................................................2103
PostingReturns ..........................................................2103
PrintingReturns ..........................................................2104
DayEndProcessingofReturns ............................................2104
EditingReturns ..........................................................2105
UsingSecuritywithReturns ...............................................2105
ProcessingCreditNotesandDebitNotes .......................................2105
EnteringCreditsorDebitstoExistingInvoicesorReturns ....................2106
EnteringCreditsorDebitstoNonExistingInvoicesorReturns ...............2107
EnteringOptionalFieldandExchangeRateInformation .....................2107
CheckingCredit/DebitNoteTaxInformation ................................2108
CheckingCredit/DebitNoteTotals .........................................2108
PostingCreditNotesandDebitNotes ......................................2109
DayEndProcessingofCreditNotesandDebitNotes ........................2109
UsingSecuritywithCreditNotesandDebitNotes ...........................2110
SummaryofPostingandDayEndProcessing ...................................2110
EditingVendorandDetailTaxInformation .....................................2112
DetailTaxInformation ....................................................2113
TaxInformationforAdditionalCostDetails .................................2116
AddingTaxestoManuallyProratedAdditionalCostAmounts ............2117
DocumentTaxInformation ................................................2118
EnteringOptionalFieldInformation ...........................................2120
Chapter 2
What You Need to Know Before
Purchase Orders
Before Using
Using Purchase Orders
ThischapterprovidesacompleteoverviewofthePurchaseOrders
program.It:
ContainsgeneralinformationabouthowPurchaseOrders
processesrequisitions,purchaseorders,invoices,receipts,
returns,creditnotes,anddebitnotes.
Describestheperiodictasksandproceduresthatarepartofthe
normalpurchasingroutine.
LooksathowPurchaseOrdersintegrateswithotherSage
Accpacmodules.
FordetailsonperformingvariousPurchaseOrderstasks,seethe
followingchapters:
Chapter3,MaintainingSetupInformation.
Chapter4,ProcessingRequisitionsandPurchaseOrders.
Chapter5,ProcessingReceipts,Invoices,Returns,CreditNotes,
andDebitNotes.
Chapter6,PeriodicProcessing.
Chapter7,Reports.
ForinformationaboutsettingupaPurchaseOrderssystem,see
Chapters2and3oftheGettingStartedmanual.
Thechartonpage22outlinesthestepsinastandardPurchase
Ordersprocessingcycle.
User Guide 21
Process purchase
Enter purchase orders in the Purchase Order Entry form online or create them
orders from posted requisitions, from Inventory Control reorder data, or from Order
Entry orders (if you use Inventory Control or Order Entry).
Print purchase orders.
Check data integrity and make a backup copy of the data.
Do periodic Run Day End Processing (in Inventory Control, if you use it; in Purchase Orders
processing if you are using Purchase Orders as a standalone system).
If you do not create transactions during day-end processing, print the G/L
Transactions report, then create outstanding general ledger transactions in Sage
Accpac General Ledger or in a file you can import into another general ledger.
Clear obsolete historical data and transactions.
If you do not post Accounts Payable batches automatically, post Purchase
Orders invoice batches in Accounts Payable or using POs Create Batch form.
If you do not post G/L batches automatically, post Purchase Orders transactions
in Sage Accpac General Ledger (if you use it) or in another general ledger.
Update Purchase
Orders records As needed:
Print reports.
Add new records and update existing records.
Print purchase orders and posting journals that you plan to delete.
Assign inactive status to additional cost records you plan to delete.
Clear transaction history (completed purchase orders, receipts, returns,
invoices, credit notes, and debit notes), printed posting journals, purchasing
history, and statistics for the years and periods you no longer need to keep.
Delete inactive additional cost records you do not need.
Processing Transactions
Processing Transactions
Purchase Orders
Thissectionprovidesageneraldescriptionoftransactionentry,
Before Using
transactionposting,andhowdayendprocessingupdatesPurchase
OrdersauditinformationandupdatesdatainotherSageAccpac
modules.
Posting Whenyouposttransactions,PurchaseOrdersimmediatelyupdates
Always itemquantitiesonpurchaseorderandonhandinInventoryControl
updates I/C
quantities
soyoualwaysknowyourinventorylevels.
Also,dependingonyourInventoryControlandPurchaseOrders
options,postingmayaddgeneralledgertransactionstonewor
existingbatches,ortheymaybeaddedduringDayEndProcessing
or,manually,usingtheCreateG/LBatchwindow.
DayEndProcessingalsocreatesbatchesofAccountsPayable
invoices,creditnotes,anddebitnotesfromPurchaseOrders
transactions,andcreatesgeneralledgertransactions(ifyouusethe
optiontocreatethemduringpostingdayendprocessing,andyou
costitemsduringdayendprocessing).
User Guide 23
Processing Transactions
Ifnecessary,youcanrunDayEndProcessingseveraltimesadayto
keepthisinformationmorecurrent.
Stand-alone IfyouusePurchaseOrderswithoutSageAccpacInventoryControl,
program does not
theprogramtreatsallitemsasnonstockitems.Itdoesnotmaintain
update item
quantities or costs itemquantitiesonorderoronhand,nordoesitupdateitemcosts.It
usesthemostrecentcostofanitemfromavendorasthedefault
itemcostinPurchaseOrdersforms.
Keeping IfyouusetheKeepTransactionHistoryoption,PurchaseOrders
transaction history
keepstransactiondetailsuntilyouremovethemusingtheClear
Historyform.Youcanprintreportsofthedataandreprint
requisitions,purchaseorders,receivingslips,andreturnsuntil
youclearthetransactionhistoryforthem.IfyouuseGeneralLedger,
youcandrilldownfromatransactionintheG/LTransactionHistory
formtotheoriginatingtransactioninPurchaseOrders.
RequisitionsandpurchaseorderswithaCompletedstatus(all
detaillinesarecompleted)thatarefullyinvoiced.
Receiptsforwhichaninvoicehasbeenpostedforeveryvendor
specifiedonthereceipt.
Returnsforwhichcreditnoteshavebeenposted.
Invoices,creditnotes,anddebitnotes(completeonposting)
transferredtoAccountsPayable.
Ifyoudonotkeephistory,youcannotdisplayorprintcopiesof
completedrequisitions,purchaseorders,receipts,andreturnsafter
yourunDayEndProcessing,andyoucannotdisplaytheinvoices,
creditnotes,anddebitnotesyoupostedbeforerunningDayEnd
Processing.
Processing Requisitions
Forinformationaboutdayendprocessing,seeDayEnd
Processing,laterinthischapter.SeealsoChapter6,DayEndand
Purchase Orders
PeriodicProcessing,intheInventoryControlUserGuide.
Before Using
Posting journals Youcanprintpostingjournalsforreceipts,invoices,returns,credit
(the audit trail)
notes,anddebitnotesafterrunningDayEndProcessing.
Youcanprintthejournalsuntilyoudeletetheinformationforthem,
usingtheClearHistoryform.(Youcandeleteajournalonlyafter
printingit.)
FormoreinformationabouttheTransactionListsandPosting
Journals,seeChapter7,Reports.
Processing Requisitions
YouusetheRequisitionEntryformtoenterrequisitionsfor
purchasesthatyouplantomakeandforwhichyouneedapproval
beforeyoucanissuepurchaseorders.
RequisitionsareoptionalinPurchaseOrders.Youcanenter
purchaseorderswithorwithoutrequisitionnumbers.
Userequisitionsto:
Keepcurrentrecordsofpresentandexpectedpurchasingneeds
byenteringandupdatingrequisitionsasyourunloworoutof
stockininventoryitemsandsupplies.
Specifythevendorfortheitemsyouneedtopurchase,eitherby
selectingasinglevendornumberforanentirerequisitionorby
assigningavendornumbertoeachdetailline.
Createpurchaseordersfromrequisitions,eitherbyselecting
detailsandvendorsfromrequisitionswhenaddingasingle
purchaseorder,orbyautomaticallycreatingaseriesofpurchase
ordersfromexistingrequisitions.
Whenyouenterarequisition,youspecifythedateonwhichyou
needtoissuethepurchaseorder.Youcanalsospecifyanexpiration
User Guide 25
Processing Requisitions
datethatletsyoudeleteanunusedrequisitionautomaticallyduring
DayEndProcessing,sothatyoudonothavetotrackandclear
unwantedrequisitions.
Job-related IftherequisitionisforacontractthatyoumanageusingSageAccpac
requisitions
ProjectandJobCosting,youmustalsospecifyavalidcontract,
project,category,andresourceforeachrequisitiondetail.
Whenyouspecifyarequisitionnumberonapurchaseorder,the
requisitiondetailsthatspecifythevendornumberareautomatically
included(asaredetailswithnovendornumberifyouchooseto
includethem).Youcanchangethedisplayedinformationandinsert
anddeletedetaillinestocreateexactlythepurchaseorderyouneed.
Entering Requisitions
Tocreatearequisition,youfillinthefollowinginformation:
Therequisitionnumberupto22characters.
YoucanalsoletPurchaseOrdersassigntherequisitionnumber,
usingtheprefixandnextnumberyouspecifiedforrequisitions
intheOptionsform.
Anoptionalvendornumber.
Ifyouenteravendornumber,itbecomesthedefaultnumberfor
allnewdetaillinesyouaddtotherequisition.
Toaddanewvendorwhileenteringarequisition,youcan:
Processing Requisitions
Requisitiondate.
Anoptionalexpirationdateonwhichtherequisitionwillbe
Purchase Orders
Before Using
clearedbyDayEndProcessing,whethercompletedornot.
(Leavethedateblankifyoudonotwanttherequisitiontobe
cleared.)
Whethertoputtherequisitiononhold.
Whetheritisjobrelated.Iftherequisitionisforacontractin
ProjectandJobCosting,differentfieldsappearforthedetailsto
letyouenterjobrelatedinformation.
Daterequired,thedatebywhichyouneedtobeabletoissuethe
purchaseorder(optional).
Thepersonorgrouprequestingtherequisition.
Inventorylocation(optional).
Adescription,reference,andcomment(optional).
Detailsoftheitemsbeingrequisitioned,including:
Itemnumberanddescription
Location(fromInventoryControl)
Dropshipaddress(optional)
Expectedarrivaldate(optional)
Quantityordered
Unitofmeasure(fromitemrecord)
Vendornumberandname(optional)
Vendorsitemnumber(optional)
Ordernumber(optional)
Commentsandinstructions(optional)
User Guide 27
Processing Requisitions
Manufacturersitemnumber
Optionalfieldsforeachdetailline(optional)
Ifyouusethesameoptionalfieldsforitemrecordsandfor
requisitiondetails,defaultoptionalfieldinformationwillbe
inheritedfromtheitemrecords.Otherwise,defaultentries
comefromtheP/OOptionalFieldsform.
Ifjobrelated:
Contract,project,category,and(dependingofthecontract
style,projecttypeandaccountingmethod)resource/item
numberforthejob.
IfyouusedifferenttermsthanContract,Project,and
CategoryinProjectandJobCosting,theprogramdisplays
theminstead.
Ifyouusethesameoptionalfieldsforcategoriesor
resourcesinProjectandJobCosting,defaultoptionalfield
informationwillbeinheritedfromthecategoryforbasic
contracts,orfromtheresourcewithstandardcontracts.
IffieldsinProjectandJobCostingdonotmatchPurchase
Ordersfields,defaultvalueswillcomefrominventoryitem
recordsorfromtheP/OOptionalFieldsform.
Optionalfieldsforthetransactionasawholesuchasan
authorizationcodefortherequisition.
Ifyouspecifyavendorforarequisition,PurchaseOrderswill
usevendoroptionalfieldinformationifrequisitionsusethe
sameoptionalfieldsasvendorrecords.Otherwise,default
entriescomefromtheP/OOptionalFieldsform.
Youdonotentercostsortaxinformationonrequisitions.
FormoreinformationandinstructionsforusingtheRequisition
Entryform,seeChapter4,ProcessingRequisitionsandPurchase
Orders,inthisguide.
Processing Requisitions
Purchase Orders
Before Using
UsingthePurchaseOrderEntryform,youcan:
Specifyarequisitionnumberonapurchaseorder.The
programdisplaystheinformationfortherequisition,
includingdetaillinesthatspecifythevendornumber
and,optionally,detaillinesthathavenovendornumber.
Selectmorethanonerequisitionnumbertoadddetailsfrom
differentrequisitionspostedforthevendor(andforblank
vendors,ifdesired)toasinglepurchaseorder.
Selectitemdetailswithnovendornumberwhenthe
purchaseordervendorisspecifiedasthevendortypeinthe
itemrecords.
Consolidatelikedetaillinesintosinglelines.
ForinformationaboutthePurchaseOrderEntryform,see
ProcessingPurchaseOrders,laterinthischapter.
UsingtheCreatePOsFromRequisitionsform,youcancreate
purchaseordersautomaticallyfromrequisitions,byspecifyinga
rangeofrequisitions,requisitiondates,andvendorsfromwhich
tocreatepurchaseorders.
Youcanconsolidateitemdetailsfrommorethanonerequisition
intosingledetailsonpurchaseordersunlesstherequisitionsare
jobrelated,andyoucanspecifyentriesforanyoptionalfields
youuse.
Youcanalsocreatepurchaseordersfromrequisitionsthat
containdetaillineswithoutvendornumbers;however,forjob
relatedrequisitions,theprogramcanonlyincludedetaillines
thatuseamaterialscategory.
Formoreinformation,seeAutomaticallyCreatingPurchase
OrdersfromRequisitions,laterinthischapter.
User Guide 29
Processing Requisitions
Completing Requisitions
Post requisitions Youcompleterequisitionsbyissuingpurchaseordersforallthe
requisitioneditemdetails,bycancelingoutstandingrequisition
Default Com- Deletes
infor- pletes expired details,orbyspecifyingexpirationdates,andthenautomatically
mation requi- requi-
sitions sitions clearingexpiredrequisitionsduringDayEndProcessing.
Post purchase Run Day
orders End Evenifarequisitioniscomplete,youcanaddnewdetailstoissue
Processing
newpurchaseorders.Youcanaddnewdetaillines,deleteothers,
andchangeincompletelines.
Completing Whenyoupostapurchaseorderforarequisitiondetailline,theline
requisition details
isautomaticallycompleted,whetheryouorderedthefullquantity
ornot.
Onceadetaillineiscompleted,youcannotchangeitonthe
requisition,evenifyouwanttoordertheremainingquantity.
However,youcanstillcreatepurchaseordersforquantitiesthat
remainunordered.
Completing Whenyoupostapurchaseorderforalltheoutstandingdetailsona
requisitions
requisition,therequisitioniscompleted.Youcannotmakefurther
changestothecompleteddetails,butyoucanadddetailstoa
completedrequisition,makingitactiveagain.
Ifyoudonotkeephistory,DayEndProcessingdeletescompleted
requisitionsforwhichtherelatedpurchaseordersarefullyinvoiced.
Youcanalsodeletecompletedrequisitionsbydisplayingthe
requisitionintheRequisitionEntryform,andthenchoosingthe
Deletebutton.
Printing Requisitions
YoucanprintrequisitionsfromPurchaseOrdersusingdefault
requisitionformsoronesofyourowndesign.Youcanreprint
requisitionsuntiltheyarecomplete,atwhichpoint,youcannotprint
furthercopies.
SeeChapter7,Reports,inthisguidefordescriptionsofthe
requisitionformsthatyoucanprint.Forinstructionsonadaptingthe
sampleformstosuityourneeds,orcreatingyourownforms,see
Chapter3oftheGettingStartedguide.
Purchase Orders
Before Using
Using Security with Requisitions
Youcanusesecurity(passwords)withtheRequisitionEntryform,
separatelyspecifyingthepersonswhocanadd,edit,anddelete
requisitions,printrequisitions,andimportandexportrequisitions.
Formoreinformationaboutusingsecurity,seeAppendixC,
PurchaseOrdersSecurity.SeealsoSettingUpSecurity,inthe
SystemManagerAdministratorGuide.
Youcanenterfourtypesofpurchaseorders:
Activeordersthatyouplantouseimmediately.
Futureordersthatyouplantoactivateonafuturedate.
Blanketpurchaseordersforaspecifiedtotalamounttowhich
youcanpostdetailsuntiltheamountisusedup.
Standingpurchaseordersforstandarditemsfromwhichyou
cancreateothertypesofpurchaseordersinfuture.
Formoreinformationaboutthefourtypesofpurchaseorders,see
ProcessingDifferentTypesofPurchaseOrders,laterinthis
section.
Requisition Ifyoucreaterequisitionsfirst,theitemdetailsandotherinformation
information is
enteredontherequisitionarecopiedautomaticallytothepurchase
copied to the PO
orderwhenyouselectarequisition.
Youcaneditalltheinformationfromarequisition,andaddor
deletelines.
Whenyoupostapurchaseorderthatreferencesarequisition,the
requisitiondetailsyouincludearemarkedascompletedonthe
requisition,whetheryouorderedthefullquantityoragreateror
lesseramount.Whenyoupostapurchaseorderforallthe
outstandingdetailsonarequisition,therequisitionismarkedas
completed.
Information Theinformationenteredforpurchaseordersincludes:
entered on POs
Generalpurchaseorderinformation,suchasthedate,POtype,
shiptolocationandbilltolocation.
VendorInformation.
Detailinformationforinventoryitemsandnoninventoryitems
(ifyourPurchaseOrderssystemallowsnoninventoryitems).
Jobrelatedinformationifthepurchaseorderisjobrelated.
Optionalfieldinformation(ifyouuseoptionalfields).
Multicurrency Theexchangerateforconvertingamountsfromthevendors
ledgers
currencytothefunctionalcurrency,and,ifyoureporttaxesina
Purchase Orders
differentcurrency,thetaxreportingcurrencyexchangerate(in
Before Using
multicurrencyledgersonly).
Notethatyoucannotoverrideexchangeratesbetweenmember
currenciesoftheEuropeanEconomicMonetaryUnion(EMU).
Foreachtransaction,youenterthefollowing:
Purchaseordernumberuniquenumber,upto22characters,
thatisusuallyassignedbytheprogramusingtheprefix,length,
andnextnumberthatyouspecifiedintheOptionsform.Youcan
alsoenteryourownnumbers.
Vendornumberthenumberyouusetoidentifythevendorin
AccountsPayable.
IfyouselectavendornumberfromAccountsPayable,Purchase
Ordersdisplaysthevendorname,address,contact,phoneand
faxnumbers,taxgroup,andterms.Multicurrencyledgersalso
displaythevendorscurrency.
Vendornameyoutypethevendorsnameifyouentereda
vendornumberthatisnotdefinedinAccountsPayable.
Multicurrency Ifyouenteredavalidvendornumber,thevendorscurrency
ledgers
codeisdisplayedandyoucannotchangeit.
Ifyouenteredavendornumberthatyouhavenotyetaddedto
AccountsPayable,youseethecurrencycodeforthetaxgroupin
theselectedtemplateorthefunctionalcurrency,ifnotemplateis
specified.(SeeTemplateCode,below.)
Tochangethecurrencyforanewvendor,selectataxgroupon
theTaxestabthatusesthevendorscurrency.
Vendorsaddress,phoneandfaxnumbers,andthenameofa
contactpersonorpositioninthevendorsoffice.
Templatecodeprovidesdefaultentriesforthepurchase
order.ThedefaulttemplateissetintheOptionsform.Youcan
selectanothertemplateifyouwish,orleavethefieldblank.
Thetemplatedetermineswhichentriesaredisplayedforthe
FOBpoint,description,reference,comment,shipviacode,and,
ifyouuseInventoryControl,shiptolocationandbillto
location.Ifthevendorrecordhasnotyetbeenaddedin
AccountsPayable,thetemplatealsodisplaysentriesforthetax
group(whichspecifiesthecurrencyinamulticurrencysystem)
andterms.
Formoreinformation,seeUsingTemplates,laterinthis
section.
Fromrequisitiontherequisitionfromwhichyouareissuing
thepurchaseorder;optional.
Purchase Orders
Before Using
Youcanselectasinglerequisitionnumber.Youcanalsoselect
severalrequisitionnumberstocreateapurchaseorderthat
includesdetailsenteredontheselectedrequisitionsforthe
vendorand,ifyouwish,anydetaillinesthatdonotincludea
vendornumber.
Onholdselectthisoptiontoputapurchaseorderonhold.
Apurchaseorderisautomaticallyonholdifthevendoraccount
isonholdorifthetemplatehastheOnHoldchoiceselected.
YoucanturnofftheOnHoldselection.
Youcanlistthepurchaseorderscurrentlyonholdonthe
PurchaseOrderActionreport.
Jobrelatedifthepurchaseorderisforaprojectyouare
managingwithProjectandJobCosting.
Ifthepurchaseorderisjobrelated,differentfieldsappearforthe
detailstoletyouenterjobrelatedinformation.
Note: Ifthepurchaseorderisbeingcreatedfrommultiple
requisitions,allrequisitionsmustbeeitherjobrelatedor
nonjobrelated.
Purchaseorderdatethedateyouenteredthepurchaseorder
or,forafuturepurchaseorder,thedateyouexpecttoactivate
thepurchaseorder.
AfutureorderwillbecomeactivewhenyourunDayEnd
Processingonthisdate(eitherinInventoryControl,ifyouuseit,
orinPurchaseOrders).
FOBpointthelocationatwhichthevendorbeginscharging
freightonyourorder;optional.
Arrivaldatethedateonwhichyouexpecttoreceivethe
goodsorderedonthepurchaseorder,andthatyouwanttouse
asthedefaultexpectedarrivaldateforitemdetails.
POtypeselectActive,Standing,Future,orBlanket.(For
explanationsofthetypesyoucanselect,seeProcessing
DifferentTypesofPurchaseOrders,laterinthissection.)
ShiptolocationonlyavailableifyouuseInventoryControl
withPurchaseOrders.Thecodeidentifyingtheinventory
locationtowhichyouwantthevendortoshiptheorder.
Thelocationyouspecifybecomesthedefaultlocationforthe
detaillinesyouaddtotherequisitionorpurchaseorder.
Youcanalsotypethedescriptionandaddressofalocationthat
isnotinyourInventoryControldata,oromittheshipto
location.
Shipviacodeidentifiesthecarrierordeliverymethod
(optional).
Theprogramdisplaystheshipviacodeanddescriptionfromthe
selectedtemplate,ifany.Youcanselectanothershipviacodeor
omitthecodeandtypeadescriptionoftheshippingmethod,if
youwish.
BilltolocationonlyavailableifyouuseInventoryControl
withPurchaseOrders.Thecodefortheinventorylocationto
whichyouwantthevendortosendthebillsfortheorder.
Youcanalsotypethedescriptionandaddressofabilling
locationthatisnotinyourInventoryControldata,oromitthe
billtolocation.
Termscodethecodeidentifyingthepaymenttermsusually
permittedbythevendor,orthetermsassociatedwiththe
Purchase Orders
templatecodeyouselected,ifthevendornumberyouenteredis
Before Using
notdefinedinAccountsPayable.(Youdefinepaymenttermsin
AccountsPayable.)
Descriptionandreference(optional).
Commentforexample,deliveryinstructionsorother
informationforthevendor,inupto250characters(optional).
Youcanprintthecommentonpurchaseorders.
Using Templates
PurchaseOrderstemplatesletyouspeedupandsimplifytransaction
entrybyprovidingdefaultsettingswhichappearwhenyoustarta
newtransaction.
Template Youcanspecifythefollowinginformationforeachtemplatethatyou
information
define:
Onhold.
FOBpoint.
Purchaseordertype.
Shiptoandbilltolocations(onlyifyouuseInventoryControl
withPurchaseOrders).
Shipviacode.
Terms.
Description.
Reference.
Comment.
Taxgroup.
Youmustspecifythepurchaseordertypeandtaxgroupina
template.Theotherinformationisoptional.Notethatthe
informationinanumberofthetemplatefieldscanalsocomefrom
otherrecords.Forexample,theOnHold,Terms,andTaxGroup
fieldsarealsointhevendorrecords.
Effects of Thedefaulttemplateprovidesinitialsettings,buttheseare
changing
overriddenbysettingsfromthevendorrecordandfromanother
templates and
vendors templateifyouchooseanotheroneafterselectingthevendor.
Thepurchaseordertypedetermineshowitisprocessed.
DayEndProcessingpostsnewlyactivatedfuturepurchaseordersso
thatpurchasingstatisticsareupdatedanditemsareplacedon
purchaseorderinInventoryControl.
Purchase Orders
notbecomeactiveuntiltheendoftheday.Tobesureafuture
Before Using
purchaseorderisreadytobeprocessedonthecorrectdate,assigna
dateearlierthanthedesireddate.
Whenyoupostapurchaseorderthatwascreatedfromastanding
purchaseorder,thestandingpurchaseorderisretainedinthe
system,unchangedandwithitsoriginalnumber,regardlessofhow
manypurchaseordersyouissuefromit.
Blanketpurchaseordersarenotnormallyusedtobuyinventory
items.Ifyouplantobuyalotofinventoryovertime,youshould
processitthroughalargeactivepurchaseorder,withallthedetails,
ratherthanbyusingablanketpurchaseorder.
Youcanchangethetotalamountallowedforablanketpurchase
order,evenafteryoupostreceiptsforthepurchaseorder.Ifyou
wish,youcanassignsecuritytotheOriginalAmountfieldonthe
Ordertab,sothatonlyauthorizedpersonscanchangetheamount.
Whenyoupostnewdetails,PurchaseOrderscalculatesanddisplays
theamountstillavailable.Whentheavailableamountreacheszero,
theblanketpurchaseorderiscompletedandyoucannotuseitto
makeanyfurtherpurchases.
Youdonotenteradditionalcosts(suchasshippingandhandling
charges)onpurchaseorders.Youaddthoseamountswhenentering
receipts,asdescribedintheEnteringAdditionalCostssection,
laterinthischapter.
Purchase Orders
Before Using
orhaveallbeenreceivedorcanceled.
Youcanspecifythatalineiscompletedwhenyouaddit,but
youwouldnotbeabletoeditthelinelater.Younormally
completelinesbypostingreceiptsthatautomaticallycomplete
lineswhenthefullquantityisreceived.
Whenapurchaseorderlineiscomplete,itisomittedfromthe
purchaseorderdetailsthatyouseewhenyouapplyareceiptto
thepurchaseordernumber.
Job-related Contract,project,category,costclass(itemnumber),billingtype,
purchase orders
andbillingrateforthejobifthepurchaseorderisjobrelated.
Thesefieldsappearonlyifthepurchaseorderisjobrelated.
IfyouusedifferenttermsthanContract,Project,and
CategoryinProjectandJobCosting,theprogramdisplays
theminstead.
PurchaseOrdersdisplaysthebillingrateforthespecified
resource(forstandardcontracts)orcategory(forbasiccontracts).
BillingType:
ThebillingtypeindicatestoProjectandJobCostingwhetherto
billthecosttothecustomer.Youcanchangethisfieldonlyfora
timeandmaterialsprojectorforfixedpriceprojectsthatuse
billingsandcostsoraccrualbasisaccountingmethods(unless
theyareinternalcontracts,inwhichcasethisfieldwillbe
disabledorsettononbillable).
BillingRate:
PurchaseOrdersdisplaysthebillingrateforthespecified
resource(forstandardcontracts)orcategory(forbasiccontracts).
TheBillingRateoptiondoesnotapplytointernalcontracts.
YoucaneditthebillingrateifthebillingtypeisBillable.The
fieldwilldisplay0.000000ifthebillingtypeisNonBillableor
NoCharge.
A/RItemNumber:
TheprogramdisplaystheA/Ritemnumberassociatedwiththe
ItemNumber/ResourceusedforthecontractinProjectandJob
Costing.YoucanselectadifferentA/Ritemnumberonlyfor
timeandmaterialprojects.
IfyouchangetheA/Ritemnumber,theitemnumbermustbea
validitemnumberinAccountsReceivable,andtheunitof
measuremustbeavalidunitofmeasurebothforthenewitem
numberandthevendorscurrency.
CostplusandfixedpriceprojectsdonotuseanA/Ritem
number.
Ifyouusemanufacturersitemnumbers,youcanenterthem
here.Theprogramwillinsertthecorrectinventoryitemnumber,
andinsertthemanufacturersitemnumberintheappropriate
fieldonthedetailline.
Non-inventory IfyourPurchaseOrderssystemallowsnoninventoryitems,you
items
canenteritemnumbersforitemsthatarenotsetupwithitem
recordsinInventoryControl(orinPurchaseOrders,ifyouusea
standalonesystem).
Itemdescriptionsuppliedforexistingitemnumbersfromthe
itemrecordintheP/OVendorContractCostsformorfromthe
itemrecordinInventoryControl(orPurchaseOrdersinastand
alonesystem),ortypedinfornoninventoryitems.
Purchase Orders
Before Using
Locationtowhichtheorderedgoodswillbedelivered.This
fieldisavailableonlyifyouuseInventoryControlwith
PurchaseOrders,andisrequiredforinventoryitems.
Theprogramdisplaystheshiptolocationcode,ifany,entered
onthefirsttaboftheform,butyoucanselectadifferentlocation
foreachdetail.Youcanomitthelocationwhenaddingdetails
fornoninventoryitems.
Dropshipwhetherthegoodsaretobeshippeddirectlyto
anotherInventoryControllocationinsteadofthelocation
specifiedforthedetailline,ortoadifferentaddress,suchasto
yourcustomersaddress.
IfyouuseSageAccpacAccountsReceivable,youcanselecta
customersaddressorshiptolocationforadropshipment.
Quantityorderedthenumberofunitsordered.
IfyouusetheAllowFractionalQuantitiesoption,youcanorder
itemsinfractionsofunits.(YouselectthisoptioninInventory
Control,ifyouuseit,orinthePurchaseOrdersOptionsformif
youusePurchaseOrdersasastandalonesystem.)
Wheneditingapurchaseorder,youcanincreaseordecreasethe
quantitiesforitemdetailsthatarenotyetfullyreceivedor
canceled.
Unitofmeasuretheunitofmeasureforthequantitybeing
ordered.
Ifyouarecreatingapurchaseorderfromarequisition,theunit
ofmeasureenteredforthedetailontherequisitionisdisplayed,
butyoucanchangeit.
IfyouusetheFindertoselectanotherunitofmeasure,theform
thatappearswilldisplaytheconversionfactorforthatunitof
measure.(Theconversionfactoristhenumberofstockingunits
containedinthealternativeunit.Forexample,ifyouusea
stockingunitofeach,andcartonhasaconversionfactor
of36,ittakes36stockingunitstoequalonecarton.)
Unitcostcanbeedited.
Theprogramdisplaysadefaultcostasfollows:
Ifyouhavesetupvendorcontractcosts,theprogram
displaysthecostspecifiedasacontractcostfortheitemand
unitofmeasure.
IfP/Odoesnotfindavalidcontractcost,itchecksthe
vendordetailstablesforanitemcost.
IfP/Odoesnotfindanyspecifiedcostsfortheitem,ituses
theinventorycostspecifiedfortheDefaultItemCostoption
intheP/OOptionsform.
ClicktheFinderbuttontodisplayanyvendorcontractcosts,
regularvendorcosts,andothercostsmaintainedbythe
InventoryControlmodule.
Costamountsaredisplayedwithsixdecimalplaces.
Note: IfsecurityisturnedoninSageAccpacERP,youwill
notseecostsunlessyouareassignedthesecurityrightto
viewcostinginformation.
IfitemcostsarepasswordprotectedinInventoryControl,users
enteringpurchaseorderswillseezeroesasthecostsofitems,
andcostsinFindersfortheUnitCostandExtendedCostfields
willbezero,butyoucanstillenteracostforthedetail.
Purchase Orders
Multicurrency
Before Using
Althoughcostsaremaintainedinfunctionalcurrencyin
ledgers
InventoryControl,thecostsinFindersandtheunitcostsin
detaillinesaredisplayedinthevendorscurrency.
If the PO is job-related.
Thedefaultunitcostappearsasfollows.
Ifthecontractisastandardcontract:
ForacategorycostclassofSubcontractor,Overhead,
MiscellaneousEquipment,orMaterial,theunitcostis
defaultedfromthecategoryresource.
ForacategorycostclassofLabor,thedefaultunitcostis
basedontheDefaultUnitCostFromoptionforthe
employeeresourcecategory.
Ifthecontractisabasiccontract:
ForacategorycostclassofSubcontractor,Overhead,
MiscellaneousEquipment,orMaterial,theunitcostis
defaultedfromthecategory.
ForacategorycostclassofLabor,thedefaultunitcostis
basedontheDefaultUnitCostFromoptionforthelabor
category.
ForacategorycostclassofMaterial(ifyouareusing
InventoryControl),thedefaultunitcostisbasedon
PurchaseOrdersdefaultitemcost(setinP/OOptions).
ForacategorycostofMaterial(ifyouarenotusing
InventoryControl),theunitcostisbasedonPurchase
Ordersvendorcosts.
Extendedcostthequantityoutstandingtimestheunitcost.
PurchaseOrderscalculatestheextendedcost,butyoucan
changeit.Ifyouchangetheamount,theunitcostisrecalculated
accordingly.
Extendedcostsarenotdisplayedifitemcostsare
passwordprotectedinInventoryControl,unlessyoutypeina
unitcostforthedetail.
Discount%apercentagediscountofferedbythevendoron
thisitem,orapercentagecalculatedfromtheDiscountAmount
field.
Ifyouenteradiscountpercent,theprogramcalculatesand
displaysthediscountamount.
Ifyouenteradiscountamount,theprogramcalculatesand
displaysthediscountpercentagebasedontheordercost.
Ifyouprefernottoenterdiscountsforindividualdetails,you
canenteradiscountpercentagefortheentireorderontheTotals
tab.PurchaseOrdersthenproratesthediscountamountforthe
transactiondetails,overridinganydiscountsyoumayhave
enteredmanuallyforthedetails.
DiscountamountcalculatedfromtheDiscount%oraflat
amountenteredinthisfield.
Theprogramusestheamountinthisfieldtocalculatethe
discountedextendedcostfortheitemdetail.
Ifyouenteradiscountpercent,theprogramcalculatesand
displaysthediscountamount.
Ifyouenteradiscountamount,theprogramcalculatesand
displaysthediscountpercentagebasedontheordercost.
Discountedextendedcosttheunitcosttimesthequantity,less
theamountofthevendordiscount.
PurchaseOrderscalculatesthediscount(ortakesthediscount
amount)andsubtractsitfromtheextendedcost.Thisisa
Purchase Orders
calculatedfield.
Before Using
WeightUOMtheunitofmeasurefortheweightofthisitem
onthepurchaseordersuchas,pounds,kilograms,tons.
Bydefault,theprogramdisplaystheweightunitofmeasure
fromtheitemrecord,butyoucanchangeittoanotherdefined
unitofmeasure(andtheprogramwillrecalculatetheweight
accordingly).
TheweightUOMforthecompleteorderisdeterminedbythe
defaultweightunitofmeasuresetintheInventoryControl
Optionsform(orinPurchaseOrdersOptionsifyoudontuse
InventoryControl).
UnitweightfromtheitemrecordinInventoryControl(orin
PurchaseOrdersifyoudontuseI/C).
Theweightisintheweightunitofmeasurethatyouselect.You
canchangetheweight,andyoucanchangetheweightunitof
measure.
Extendedweightthequantityorderedmultipliedbytheunit
weightyouenteredforthedetail.Ifyouchangetheextended
weight,theunitweightisrecalculated.
Youmaywanttousetheextendedweightforestimatingthe
postage,shipping,orothercharges.Thetotalweightfora
purchaseorderisdisplayedintheTotalstab,usingthedefault
weightunitofmeasurespecifiedinInventoryControl(orin
PurchaseOrdersifyoudontuseInventoryControl).
Thetotalweightisdescribedlaterinthissectionunder
CheckingPurchaseOrderTaxesandTotals.
Vendoritemnumberthecodeornumberusedbythevendor
toidentifytheitemyouareordering;optional.
YoucanalsoselectavendorsitemnumberfromInventory
Controlifyouenteredvendorsitemnumbersinitemrecords.
Expectedarrivaldatethedateyouexpecttoreceivetheitem.
Thedefaultdateisthearrivaldateyouspecifiedforthepurchase
order.
Youcanentersalesordernumberswithpurchaseorderdetails
foryourowninformation.
Commentsandinstructionsaboutthisitemordetail;optional.
Commentsandinstructionscanincludeasmanylinesasyou
wishwitheachlineupto75characters.Youcanprintcomments
withthedetaillineonpurchaseorders.
Quantityreceivedthequantityofeachdetailthathasbeen
received.(Thisnumberisupdatedwhenyoupostreceiptsfor
thedetail.)
Quantityoutstandingthenumberofitemunitsthatyouhave
notyetreceivedorcanceled.
Thisfieldisupdatedwhenyoupostreceiptsforthepurchase
orderanddetailline.Youcanedittheoutstandingquantity
yourself,suchastocanceloutstandingunits.
Expenseaccountthegeneralledgeraccountnumbertowhich
youposttheexpenseofnoninventoryitems(ifyoursystem
allowsnoninventoryitems).
IfyouuseSageAccpacGeneralLedger,youcanselectthe
accountnumberfromtheFinderforthefield.
Forjobrelatedpurchaseorders,theaccountdefaultstothe
WorkinProgress/CostofSalesaccount(dependingonthe
Purchase Orders
projecttypeandaccountingmethod).
Before Using
Using non-stock NonStockClearingAccountthegeneralledgeraccount
items
numberyoudebitwhenyoureceivenonstockitemsandcredit
whenyoushipthem.
Youcanusenonstockitemstohandlespeciallyordereditems
whichyoudonotstockinyourinventory,andtohandleservice
chargesthatappearoninvoices.
Forjobrelatedpurchaseorders,theaccountdefaultstothe
WorkinProgress/CostofSalesaccount.
ManufacturersItemNumberothernumbersorcodesthat
youuseforyourinventoryitemssuchasUPCcodes,
internallyusedbarcodes,orparticularpartnumbersusedby
themanufacturer.Manufacturersitemnumbersmustbesetup
intheInventoryControlprogram.
IfyouenteramanufacturersitemnumberintheItemNumber
field,PurchaseOrderswillreplacethemanufacturersitem
numberwithyourinventoryitemnumber,andinsertthe
manufacturersitemnumberinthisfield.
(Thisfielddoesnotappearonthezoomedpurchaseorderentry
form.)
OptionalFieldscompanydefinedfieldsaddedtoeachofthe
detaillinesinapurchaserequisitionandpurchaseorderifyou
useSageAccpacsTransactionAnalysisandOptionalField
Creator.
Optionalfieldinformationisinheritedfromrequisitionsifthey
havethesamedetailoptionalfields.
Fornonjobrelatedpurchaseorders,ifthereareno
requisitiondefaults,optionalfieldinformationdefaultscome
fromitemrecordsorfromthedefaultvalueintheP/O
OptionalFieldsform.
Forjobrelatedpurchaseorders,theoptionalfielddefaults
dependonthecontractstyleandprojecttype.
Ifyouusethesameoptionalfieldsforcategoriesor
resourcesinProjectandJobCosting,defaultoptionalfield
informationwillbeinheritedfromthecategoryforbasic
contracts,orfromtheresourcewithstandardcontracts.
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
Taxincluded(displayonly)theamountoftaxthatisincluded
inthediscountedextendeditemcost(ifthetaxingauthority
includestaxinprices).
Youcanchangethetaxincludedstatusforanitemonthe
zoomedDetailItems/Taxesform(pressF(onthedetailline).
TaxamountsarenotdisplayeduntilyouchoosetheCalculate
TaxesbuttonorTotalstab,orpostthepurchaseorder.
Netoftax(displayonly)theextendeditemcostnetoftax
(differentfromthediscountedextendedcostiftaxisincludedin
theitemcost).
Allocatedtax(displayonly)theamountoftaxthatwillbe
allocatedtothecostoftheitem.
Youcanseeabreakdownoftextbytaxingauthoritybypressing
F9ontheitemlinetodisplaytheDetailItems/Taxesform.
Taxbase(onzoomedformonly)thenetcostofitemsbefore
taxisadded.
Recoverabletax(onzoomedformonly)theamountofthetax
thatcanberecovered(suchaswithVATorGST).
Expensedtax(onzoomedformonly)theamountoftextthat
isexpensed,ratherthanaddedtothevalueofthegoods.
Purchase Orders
Editing the tax
Before Using
YoupressF9orusetheItem/TaxbuttonontheOrdertabtocheckor
distribution
edittaxdistributionsforadetailline.ThisopenstheDetail
Items/Taxesform.Foreachtaxauthority,youcanchangetheitems
taxclassand,ifpermittedbytheauthority,specifywhethertaxis
includedintheitemcost.
Forinformationaboutcalculatingandeditingtaxes,seeEditing
VendorandDetailTaxInformation,laterinthischapter.
Whenyouaddanitemline,theprogramupdatesthepurchaseorder
subtotaldisplayedatthebottomoftheform.
YouusetheTaxestabtochoosethevendorstaxgroup,changethe
vendortaxclassforthewholepurchaseorder,andeditthetotaltax
amountforeachtaxingauthority,ifnecessary.Youcanalsousethe
CalculateTaxesbuttontorecalculatethetaxamountsifyouchange
taxinformation.
Note: AlthoughPurchaseOrdersletsyouoverridethe
calculatedtaxamount,thetaxamountwillberecalculatedif
youaddnewpurchaseorderitemsorclicktheCalc.Taxes
button.
Thetaxgroupdetermineswhichtaxauthoritiesapplytothe
purchaseorder.
Thetaxclassforeachauthoritydetermineswhetheranitemis
taxable.Youcanchangethetaxclassesandspecifywhethertaxis
includedinitemcostsforindividualdetaillinesandforthewhole
purchaseorder.
Salestaxesarecalculatedif:
Thevendorisassignedataxgroupwithtaxingauthorities.
Youenterthetaxgroupandtaxclassesforeachvendorinthe
AccountsPayableVendorsform,butyoucanchangethetax
groupfortheorderontheTaxestab,alongwiththevendortax
class.
Theordercontainstaxableitemsortaxablemiscellaneous
charges.
ItemtaxclassesaresetupinInventoryControl,butyoucan
changethetaxclassesforanindividualdetailline.Youcanalso
changethesettingforwhethertaxisincludedinorexcluded
fromthepriceoftheitem,ifpermittedbythetaxauthority.
YouspecifythetaxratesforthetaxauthoritiesandclassesinTax
Services.
PurchaseOrderscalculatessalestaxusingtheratesdefinedforthe
vendortaxclassanditemtaxclassesforeachauthoritythatcanlevy
taxesontheorderedgoods.
Onceyouenteradetaillineforthepurchaseorder,youcanno
longerchangethetaxgroup.
Youcaneditthetotaltaxreportingamount,but,likethetotaltax
amount,thereportingamountwillberecalculatedifyouaddnew
Purchase Orders
purchaseorderitemsorclicktheCalc.Taxesbutton.
Before Using
Note: TheTaxReportingAmountiscalculatedusingthetax
reportingexchangerateontheRatestax.Ifyouchangethe
taxreportingamountontheTaxestab,youcanusethe
DerivebuttonontheRatestabtocalculatetheactual
exchangerateusedforthetaxreportingamount.
IfyouusesecurityinPurchaseOrders,youmustassignusersthe
TransactionOptionalFieldssecurityresourceifyouwantthemto
addanddeleteoptionalfieldinformationontransactionentryforms.
ForinstructionsaboutassigningoptionalfieldstoPurchaseOrders,
seeAssignOptionalFieldsinChapter3ofthePurchaseOrders
GettingStartedguide.Forinstructionsonaddingoptionalfieldsto
transactions,seeAddingOptionalFields,inChapter3ofthis
guide.
TheRatestabcanalsoincludeataxreportingcurrencyexchangerate
ifyouareusingataxgroupwithadifferenttaxreportingcurrency
(inotherwords,ifyoureporttaxesinadifferentcurrencythanyou
paythem).
PurchaseOrdersautomaticallycalculatesthetaxreportingcurrency
usingtherateonthistab.However,ifyouchangedthetaxreporting
currencyonthetaxestab,youcanclicktheDeriveRatebuttonto
calculatetheactualexchangeratebetweenthefunctionalcurrency
taxamountandthetaxreportingamount.
Entercommentsforthepurchaseorder.
Checkthetotalweightoftheshipment.
PurchaseOrdersconvertsallitemweightstotheDefaultWeight
UnitofMeasuresetintheI/COptionsform(orintheP/O
OptionsformifyoudonotuseInventoryControl).
Youcanedittheweightbyeditingtheitemweightsforeach
detailline.
Enterthenumberofmailinglabelsthatyouwanttoprintforthis
purchaseorder.
Purchase Orders
Before Using
Checkthenumberofdetaillines(tobesureyouenteredallthe
linesforyourorder).
Enterapercentagediscountordiscountamountforthepurchase
order.
Lookupthepurchaseordersubtotal,excludedtaxtotal,and
grandtotal.
Number of mailing
labels to print and
number of item details
Discount percent or
amount
Figure 2.1. Use the Purchase Order Totals tab to check totals, enter
comments, enter discounts, and specify the number of mailing labels
to print for the purchase order.
Tospecifythenumberofmailinglabelsforapurchaseorder,usethe
PurchaseOrderTotalstab.Enterthenumberoflabelstoprint,then
usetheMailingLabelsformintheFormsfoldertoprintthelabels.
Thenumberoflabelsyouenterspecifieshowmanylabelswillbe
printedfortheorderwhenyouselectthePrintOnlyLabelsMarked
AsRequiredoptionintheMailingLabelsform.SeeChapter7,
Reports,forinformationaboutprintinglabels.
Complete
requisitions
Increase item
quantities on
IfyouuseInventoryControl,itemquantitiesonnonjobrelated
purchase order
purchaseorderareincreasedinthatprogram.
Post purchase orders
Ifyouusetheautomaticnumberingoption,postingassignsand
Default Complete
infor- purchase displaysthepurchaseordernumber.Postingalsoupdatesthe
mation orders
informationforthePurchaseOrderList,sothatyoucanprintan
Post receipts accuratelistimmediately.Afterposting,youcanalsoprint
copiesofthepurchaseorder.
Postingcompletespurchaseorderlinesthatyousetto
Completed.Youcannotedittheselinesafterposting.
Effect on Ifyouspecifiedrequisitionnumbersforthepurchaseorder,the
requisitions
requisitiondetaillinesyouaddtothepurchaseorderarecompleted
ontherequisitionswhenyoupostthepurchaseorder.
Ifapurchaseordercompletesallthedetailsonanyspecified
requisition,therequisitionitselfiscompletedwhenthepurchase
orderisposted.
YoucanprintasinglepurchaseorderfromthePurchaseOrder
Entryform,rightafterpostingit.YoucanalsochoosethePurchase
Purchase Orders
OrdersiconfromtheFormsfoldertoprintoneormorepurchase
Before Using
ordersatanytime.Youcanreprintpurchaseordersuntiltheyare
complete.
Ifyouwish,youcanprintpurchaseordersbytype(Active,Future,
Standing,Blanket),andyoucanchoosetoreprintorexclude
previouslyprintedpurchaseorders,orprintonlyincomplete
purchaseorders.Youcanalsoprintcopiesofeditedpurchaseorders,
includingonlythedetailsaddedsincethelasttimeyouprinteda
purchaseorder.
Ifyouwanttoemailpurchaseorderstovendors,youusetheEmail
MessagesformintheP/OSetupfoldertocreatetheemailmessage
thatyouwanttosendtovendorswithpurchaseorders.
SeeChapter7,Reports,foradescriptionofthestandardpurchase
ordersthatareincludedwithyourPurchaseOrdersprogram.For
instructionsoncreatingyourownformsoradaptingthesample
purchaseorderforms,refertothedocumentCustomizingPrinted
FormswithCrystalReports.
YoucanfindtheSageAccpacERPdocumentsintheDocsfolderin
thedirectorywhereyouinstalledSageAccpacERP.Youcanalso
findthemontheMicrosoftWindowsStartmenuonthecomputer
whereyouinstalledSageAccpacERP.ChoosePrograms,thenSage
Accpac,thenOnlineDocumentation,andthenSystemManager.
OryoucanfinditintheSageAccpac\Docsfolderonthemachine
whereyouinstalledSageAccpacERP.Otheronlinedocumentsare
alsoavailablefromtheHelpmenuontheSageAccpacERPdesktop.
IfyouuseProjectandJobCosting,DayEndProcessingupdates
committedquantitiesandcostsinPJC.
Youcanadddetaillinestoapurchaseorderatanytime,evenafter
postingreceiptsforallthepurchaseorderdetailsandcompletingall
detaillines.Youcandeletedetaillinesforwhichyouhavenot
receivedanyitems,andyoucanchangetheoutstandingamountsof
partiallyreceiveddetails.
Ifyouchangequantitiesordeletepurchaseorderdetailsonnonjob
relatedpurchaseorders,theprogramwillupdatequantitieson
purchaseorderinInventoryControl.
Ifyouchangequantitiesordeletepurchaseorderdetailsonjob
relatedpurchaseorders,theprogramwillupdatecommitted
Purchase Orders
quantitiesandcostsinProjectandJobCosting.
Before Using
Using Security with Purchase Orders
YoucanusesecuritywiththePurchaseOrderEntryform,separately
specifyingthepersonswhocan:
Add,edit,anddeletepurchaseorders.
Printpurchaseorders.
Importpurchaseorders.
Exportpurchaseorders.
Onblanketpurchaseorders,youcanalsoassignsecuritytothe
OriginalAmountfieldontheOrdertabofthePurchaseOrderEntry
form.Byrestrictingaccesstothisfield,youcanensurethatno
unauthorizedchangesaremadetotheamount.
Formoreinformationaboutusingsecurity,seeAppendixC,
PurchaseOrdersSecurity.SeealsoSettingUpSecurity,inthe
SystemManagerAdministratorGuide.
Assigning Whencreatingpurchaseordersautomatically,theprogramassigns
purchase order
thepurchaseordernumbers,usingthelength,prefix,andnext
numbers
numberspecifiedintheOptionsform.Theprogramalsoselects
Activeasthepurchaseordertype,poststhepurchaseorders,and(if
youuseInventoryControl)increasesquantitiesonpurchaseorder.
Ifthepurchaseorderisjobrelated,theprogramincreasesthe
committedquantitiesandcostsinProjectandJobCosting.
Youcancreatepurchaseordersautomaticallyonlyforactiveitems,
locations,andvendors.IfyouuseInventoryControl,youmustalso
allowtheitemstobestockedatalllocationsforwhichyouorder
them.
Afterposting,theprogramdisplaysthenumberofpurchaseorders
thatwerecreated.YouusethePurchaseOrderschoiceintheForms
foldertoprintthenewpurchaseorders.UsethePurchaseOrder
Entryformtoreviewandeditnewpurchaseordersyoucreated
automatically.
UsingtheCreatePOsFromRequisitionsform,youcanspecify
rangesofrequisitionnumbers,dates,andvendornumbersfor
automaticallycreatingpurchaseorders.Youcancreatepurchase
ordersforrequisitiondetailsthatdonothavevendornumbers,and
assignthevendorseitherbycreatingpurchaseordersforonlyone
vendornumberorbyselectingavendortypeassociatedwithitems
intheVendorDetailsform.
Purchase Orders
Before Using
between Jan. 1
and June 30, and
for all vendors. List all the selected details
separately on the purchase
orders (do not consolidate).
Select details with
You cannot consolidate job-
no assigned
related details
vendor and assign
them to vendors
Select only the job-related
who are Vendor 1
requisitions.
in item records.
Figure 2.2. The Create Purchase Orders From Requisitions form set up to
create purchase orders. The form is slightly different if you use Purchase
Orders as a stand-alone system.
Assumepurchaseorderswillbecreatedfromthefollowing
requisitiondetailsandthatdetailswithblankvendornumberswill
usevendorswhoareassignedtotheitemsasVendor1:
Thesedetailswouldcreatethreepurchaseorders,oneeachfor
vendors1200,1400,and1350.
Thepurchaseorderforvendor1200wouldincludetwoitemdetails
becausevendor1200isassignedtotheitemastheselectedvendor
typeforline1,andspecifiedasthevendornumberforline4.
Consolidating Youcanconsolidatedetailsfromseparaterequisitionsintosingle
requisition details
detailsonpurchaseordersforthesamevendor,item,unitof
measure,vendoritemnumber,expectedarrivaldate,andinventory
location.
Theprogramcombinesallrelateddetails,withtheexceptionof
detailsfromjobrelatedrequisitionsorfromdetailsthatinclude
optionalfieldsordropshipaddresses.Aseparatepurchaseorder
detailiscreatedforeachrequisitiondetailwithoptionalfieldsora
dropshipaddress.
Consolidation Anyordernumbersenteredinrequisitiondetailsarelostifyou
deletes order
consolidatewhencreatingpurchaseorders,butyoucaneditthe
numbers
newpurchaseorderstoreentertheordernumbersyouneed.
Sample Forexample,assumethefollowingdetaillinesexistonthe
consolidations
requisitionsfromwhichyouarecreatingpurchaseordersandyou
havechosentoconsolidatedetails:
Line Item Loc. Qty. Unit Drop Ship Order No.
1 A1-103/0 1 10 Ea. Yes None
2 A1-103/0 1 15 Ea. No 21234
3 A1-103/0 1 7 Ea. No 37288
4 A1-103/0 2 9 Ea. No None
Thefollowingdetailsareincludedonthepurchaseorders:
Lines2and3werecombinedbecausetheyareidenticalexceptfor
thequantityandordernumber.Noticethatthelinenowhasno
ordernumberandthatthequantitiesarecombined.
Line1wasnotconsolidatedbecauseitcontainsadropshipaddress.
Line4wasnotconsolidatedbecauseitisforadifferentlocation.
purchaseorderswillinherittheoptionalfieldentriesfromthe
OptionalFieldstab,anddetailswillinherittheentriesfromthe
Purchase Orders
DetailOptionalFieldstab.Youcanchangeoptionalfieldentrieson
Before Using
thegeneratedpurchaseorders,ifnecessary.
Note: Anyoptionalfieldentriesthatyouassignonthisform
willoverridetheentriesforthosefieldsassignedonthe
originalrequisitions.
Posting Postingassignsitemcostsbasedonthedefaultitemcosttypeinthe
Optionsformandtheamountenteredforthecosttypeintheitem
records.Postingalsoentersthecurrentsessiondateasthepurchase
orderdate,andcompletestheselectedrequisitions.Therequisitions
willbedeletedthenexttimeyourunDayEndProcessingunlessyou
keeptransactionhistory.
IfyouuseSageAccpacInventoryControl,youcanusetheCreate
POsFromI/Cformtocreatepurchaseordersfromreorderquantities
for:
Allitemswithlessthantheirmaximumquantitiesonhand.
Itemswithquantitiesbelowtheirminimumamounts.
Itemswithinsufficientquantitiesonhandtomeettheirsales
targetsforthenumberofdaysyouspecify.
PurchaseOrdersletsyoureorderitemsforspecificlocationsor,if
youhavesetupreorderquantitiesforalllocationsinInventory
Control,foralllocations.Whenyouchoosetoreorderitemsforall
locations,PurchaseOrdersusesthetotalquantityonhandatall
locationstodeterminetheamounttoreorder.Italsosetsone
location,whichyouspecify,asthereorderlocation.
Theprogramalsoletsyouspecifytherangeofvendorsforwhichto
createpurchaseorders.Theprogramcreatespurchaseordersonly
forthevendorsinthespecifiedrange.
Youcanselectitemswithquantitiesundertheminimumlevelor
projectedsalesspecifiedintheReorderQuantitiesform.Youcan
orderitemquantitiesuptoorabovethemaximumorprojectedsales
figures,andspecifyentriesforanyoftheoptionalfieldsthatyou
use.Figure2.3showstheCreatePOsFromI/Cformandsummarizes
itscontentsanduses.
Examples Thefollowingexampleshowshowtheprogramcalculatesthe
quantitiestoorderforaspecificvendorandlocation,usingthe
informationinFigure2.4aboutitemA1103/0atlocation2.
Purchase Orders
Before Using
Figure 2.4. The Create POs From I/C form uses the Reorder Quantities and
Location Details form in Inventory Control to calculate quantities to order in
Purchase Orders.
Figure2.4providesthefollowinginformationaboutitemA1310/0in
thefirstreorderperiod:
Minimumquantity=10
Maximumquantity=30
Reorderquantity=10
Projectedsales=25
Quantityonhand=13
Toorderupto,butnotexceeding,themaximumquantity,youwould
order40stockingunits(410),bringingtheonhandquantityto27
(4013).(UsetheUpToMaximumoption.)
Toorderatleastthemaximumquantity,youneed43units(30+13).
Sinceyouordertenunitsatatime,youwouldorder50stocking
units(510)bringingtheonhandquantityto37.(UsetheAbove
Maximumoption.)
Toorderupto,butnotexceeding,theprojectedsalesquantityforthe
numberofdaysintheperiod(selectedbytherundate30daysin
theexample),youwouldorder30stockingunits(310),foran
onhandquantityof17.(UsetheUpToProjectedSalesoption.)
Toorderatleasttheprojectedsalesquantityfortheperiod(selected
bytherundate30daysinthisexample),youwouldorder40
stockingunits(410),bringingtheonhandquantityto27.(Usethe
AboveProjectedSalesoption.)
UsingtheCreatePOsFromO/Eform,youcancreatepurchase
ordersforallitems(includingnonstockitems,oncurrentlyactive
OrderEntrysalesorders)orjustforbackordereditemsoritemswith
insufficientinventoryquantitiesonhandtofilltheorders.
Youcannotcreatepurchaseordersfromfutureorstandingsales
ordersorfromordersthatareonholdinOrderEntry.Youcancreate
purchaseordersfromOrderEntrybyrangesofcustomernumbers,
ordernumbers,orderdates,andexpectedshipdates.Youcanalso
consolidatepurchaseordersbyvendornumberorcreateapurchase
orderforeachvendorlistedoneachorder.
Including UsetheDropShipItemsoptiontoincludecustomersaddressesfor
drop-ship
dropshipmentsonpurchaseorders.Everypurchaseorderdetailis
addresses on
Purchase Orders
purchase orders thenassignedeithertheaddressenteredonthesalesorderorthe
Before Using
customersaddressinAccountsReceivable.(Ifyouinclude
dropshippeditems,youcannotconsolidatedetails.)
Indicate whether to
include non-stock items
on purchase orders.
Figure 2.5. Use the Create POs From O/E form to create purchase
orders automatically from current Order Entry sales orders (if you use
Order Entry).
Processing Receipts
Processing Receipts
UsetheReceiptEntryformtoreceiveitemsintoinventory.
Youcanenterreceiptswithorwithoutpurchaseordernumbers.All
purchaseorderinformationisdisplayed,whetheryouarereceiving
itemsfromsingleormultiplepurchaseorders.
Ifyouarecreatingareceiptfromasinglepurchaseorderormultiple
purchaseorders,youcanchangethevendorinformation(exceptfor
thetemplateandtaxgroupcodes),deleteitemdetails,andadd
additionalcostdetails,butyoucannotadditemdetails.When
editingapostedreceipt,youcannotdeleteanydetaillines,butyou
canaddadditionalcostdetails.
Effects on WhenyoupostanonjobrelatedreceiptinPurchaseOrders,the
Inventory Control
programincreasesitemquantitiesonhandinInventoryControlfor
thereceiveditems.Also,ifyoucostinventoryitemsinInventory
Controlduringposting,andifyoudonotcreateG/Ltransaction
batchesmanuallyinPurchaseOrders,postingwilladdgeneral
ledgertransactionstoG/Lbatches
Ifyoupostthenonjobrelatedreceiptwithasinglepurchaseorder
numberorwithmultiplepurchaseordernumbers,theprogram
reducesquantitiesonpurchaseorderinInventoryControl,and
updatesthereceivedquantitiesandoutstandingquantitiesonthe
purchaseorders.
YoucanprocessreceiptseitherinPurchaseOrdersorInventory
Control.However,werecommendthatyouenterallreceiptsin
PurchaseOrdersbecausePurchaseOrdersReceiptEntryform
allowsyoutofullytrackandprorateadditionalcosts,andrecord
moreinformationforeachreceiptthanyoucanrecordinInventory
Control.
Processing Receipts
Inaddition,purchaseordersareupdatedwhenyouenterreceipts
againstpurchaseordernumbersintheP/Oprogram.Theyarenot
Purchase Orders
updatedbyreceiptsthatyouenterinInventoryControl.
Before Using
IfyouenterorchangeadditionalcostsoninvoicesinPurchase
Orders,youcanalsoproratethenewcoststothecorresponding
receiptsandassignthemtojobs(ifthePOisjobrelated).
Effects on WhenyouenterreceiptsinPurchaseOrders,youcanalsocreateand
Accounts Payable
postinvoices,creditnotes,anddebitnotes,andtransferthe
transactionstoSageAccpacAccountsPayable.
Entering Receipts
Thissectiondescribestheinformationyouenterforreceiptsand
receiptadjustmentsintheReceiptEntryform.
Forinstructionsonenteringreceipts,seeChapter5,Processing
Receipts,Invoices,Returns,CreditNotes,andDebitNotes.
Youcanenteradditionalcostdetailsfortheprimaryvendor(the
vendorfromwhomyoureceivedthegoods)orforsecondaryvendors
(vendorswhochargedcostsontheshipmentbutdidnotsupplythe
goods).
Ifnecessary,youcanassignadifferentvendorandtaxgrouptoeach
additionalcostdetail.Inmulticurrencyledgers,youenterdetailsin
thevendorscurrency.
Processing Receipts
Duringreceiptentry,youcanlookuppurchasinghistorybyvendor
orbyitemnumber.Youcanalsoprintreceiptsafterpostingthem,
usingthestandardformsforreceivingslipssuppliedwithPurchase
Orders,orusingformsyoudesign.
Processing Receipts
Purchase Orders
Choose Receipt Entry from the P/O Transactions folder.
Before Using
Assign the receipt number automatically?
Yes No
Select a single purchase order or multiple purchase orders for the receipt (optional);
fill in the Receipt tab.
Vendor details Add or edit vendor information (address, phone, contact, tax group, terms). Type a
name for each vendor you have not added to Accounts Payable.
Item details Enter the quantity received for each Add the receipt
item detail affected by the receipt; edit details.
other information as needed; enter
manual prorations, if applicable.
Edit detail tax distributions?
Yes No
Processing Receipts
Check totals and edit tax information for the additional cost vendors?
Yes No
Check totals and edit tax information for the receipt vendor?
Yes No
Processing Receipts
Purchase Orders
Before Using
informationyouenteronlywithreceipts.
Mostoftheinformationyouenterwithareceiptisthesameaswith
requisitionsandpurchaseorders,andisdescribedunder
ProcessingPurchaseOrders,earlierinthischapter.
Informationthatyouenteronlyforreceiptsincludes:
Receiptnumberauniquenumber,upto22characterslong,to
distinguishthetransactionfromotherreceiptsforauditcontrol
purposes.
Receiptnumberscanbeanycombinationofuppercaseletters
andnumbers.Youcantypethereceiptnumberyouwantor
acceptthenumberthatisassignedbytheprogram,usingthe
length,prefix,andnextnumberthatarespecifiedintheOptions
form.
Toeditanexistingreceipt,youeitherenteritsnumberorselectit
fromtheFinder.Youcanchangeallreceiptheader,vendor,and
optionalfieldinformationonanexistingreceiptexceptthe
vendornumber,purchaseordernumber,templatecode,andtax
group.Youcanadddetailsonlyifyoudonotspecifyanexisting
purchaseordernumber,butyoucannotdeleteposteddetails.
Vendornumberthevendorfromwhomyoupurchasedthe
goods.
POnumberthenumberassignedtothepurchaseorderfor
whichyouarereceivingitems(ifyouarereceivingfromjustone
purchaseorder).
Processing Receipts
Multiple Ifyouarereceivingitemsfrommultiplepurchaseorders,you
purchase orders
usetheFromMultiplePurchaseOrdersoptiontolistthe
numbersofthepurchaseorders.
Whenyouspecifyavalidpurchaseordernumber,thepurchase
order,vendor,andoptionalfieldinformationenteredonthe
purchaseorderisdisplayed,alongwithallincompletedetails
fromthepurchaseorder.Youcanchangealltheinformationfor
thereceipt,exceptforthevendornumberandtaxgroup.You
candeletedetaillinesuntilyoupostthereceipt,butyoucannot
addlinesthatwerenotonthepurchaseorder.
Frommultiplepurchaseordersletsyoudisplayalistof
purchaseordersfromwhichtochoose.
Jobrelatedifthereceiptisforaprojectyouaremanaging
withProjectandJobCosting.
Ifthereceiptisjobrelated,differentfieldsappearforthedetails
toletyouenterjobrelatedinformation.
Note: Ifthereceiptisbeingcreatedfrommultiplepurchase
orders,allpurchaseordersmustbeeitherjobrelatedornon
jobrelated.
Job-related Retainageaccountingiftheretainageoptionisselectedin
receipts only
AccountsPayable,youcanchooseretainageaccountingforthe
receipt.TheprogramwilldisplaytheRetainagetabanddisplay
retainagefieldsintheitemdetaillines.
Retainageaccountingappliesonlytojobrelatedtransactions,
andisavailableonlyifyouselectedretainageaccountinginthe
AccountsPayableprogram.
Receiptdatethetransactiondateforthereceipt.
Processing Receipts
Yearandperiodtowhichyouwanttopostthegeneralledger
transactions.
Purchase Orders
Before Using
Lastreceiptnumberifyouhavealreadypostedreceiptsfor
thispurchaseorder.
Whenyouselectavalidpurchaseorderforareceipt,theReceipt
taboftheReceiptEntryformdisplaysthenumberofreceipts
thathavebeenpostedtothepurchaseorderaswellasthelast
receiptnumber.Whenthereceiptisformorethanonepurchase
order,thisinformationdoesnotappear.
Onnewreceipts,youcanspecifyatemplatecode,billtolocation,
shiptolocation,FOBpoint,shipvia,termscodedescription,and
referenceasyoucanforpurchaseorders.
Whenyouareenteringnewreceiptsforanexistingpurchaseorder,
theprogramdisplaysonlytheincompletedetailsfromthepurchase
order.(Completeddetailsareomitted.)Youcaneditanddelete
details,butyoucannotadddetails.
Youcanaddasmanydetailsasyouneedonareceiptthatdoesnot
includeapurchaseordernumber.
Youcanenterthefollowinginformationwithreceiptdetails:
Completing Whetherthereceiptcompletesthepurchaseorderdetail(thatis,
purchase orders
thedetaillinehasbeenfullyreceivedorcanceled).
Detaillinesarecompletedonpurchaseorderswhenyouspecify
thattheentirequantityisreceivedorifyoucancelan
outstandingquantity.Onceapurchaseorderdetaillineis
completed,youcannotmakeanyfurtherchangestoitonthe
purchaseorder.Youcanstilleditthedetailonthereceiptuntil
youpostaninvoicefortheprimaryvendor.
Processing Receipts
Whenyoureceivefrommultiplepurchaseorders,thedetaillines
foreachpurchaseorderareupdatedcorrectly.
Job-Related Contract,project,category,resource,A/Ritemnumber,billing
type,andbillingrateforthejobifthereceiptisjobrelated.
TheprogramdisplaysthetermsyouuseforContract,
Project,andCategoryinProjectandJobCosting.
Retainage RetainagePercentage,RetainageAmount,andRetentionPeriod
accounting fields
forjobrelatedreceiptsthataresubjecttoretainage.
TheprogramalsodisplaystheRetainagetabtoletyouspecify
theexchangeratethatyouwanttousefortheretainageamounts
onmulticurrencyinvoices.
Ifyouareeditingapreviouslypostedreceiptoryouspecifieda
purchaseordernumberforthereceipt,youcanchangethe
descriptionforeachdetailline,butyoucannotchangetheitem
numberorlocation.
Youcanalsoreceiveitemsidentifiedasnonstockitems,ifyou
allowthemtobereceivedinInventoryControlorifyouuse
PurchaseOrdersasastandalonesystem.
Ifthereceiptisjobrelated,theitemnumbercanbeamaterialor
laborresource.
Ifyouusemanufacturersitemnumbers,youcanenterthem
here.Theprogramwillsubstitutethemforyourinventoryitem
Processing Receipts
numbers,andinsertthemanufacturersitemnumbersinthe
manufacturersitemnumberfield.
Purchase Orders
Drop-ship
Before Using
Dropshipaddress(foranyitemdetailsthatwereshippedtoa
information
differentaddressfromtheinventorylocationspecifiedforthe
detail).
Youmustreceivealldropshippeditemsintoinventoryto
properlyupdateitemquantitiesandcosts.
Youcanaddadropshipaddressforeachreceiptdetail,if
necessary,andcheckorchangeexistingdropshipaddresses.
Youcanentertheaddressyourself,orselectinventorylocations
andautomaticallyinserttheiraddresses.IfyouuseSageAccpac
AccountsReceivable,youcanalsousetheFindertoselect
customeraddressesandcustomershiptoaddresses.
Whenyoupostthereceipt,thereceivedquantitiesareentered
forthedetailonthepurchaseorder,completingdetaillineson
thepurchaseorderifthereceivedquantityisequaltoorgreater
thantheoutstandingquantityforthedetail,orifalloutstanding
unitshavebeencanceled.Completedpurchaseorderdetailsdo
notappearwhenyouapplynewreceiptstothepurchaseorder.
Ifyoureceiveitemsformultiplepurchaseorders,thequantity
receivedisupdatedcorrectlyoneachpurchaseorder.
Ifyouspecifyavaliditemnumber,includinganonstockitem,
thisinformationissuppliedfromtheitemrecordoriscalculated
byPurchaseOrders,butyoucanchangeit.Ifyouusea
noninventoryitemnumber,youmustentertheinformation
yourself.
Processing Receipts
Ifyouareenteringanonjobrelatednewreceiptwithouta
purchaseordernumber,unitcostsaredisplayedinthedefault
costtypespecifiedinthePurchaseOrdersOptionsform.Forjob
relatedreceipts,theunitcostisdefaultedfromProjectandJob
Costing.
Theunitcostpostedforanitemonanonjobrelatedreceipt
becomesthemostrecentcostfortheitemwhenthedetailis
processedbyDayEndProcessing,unlessyouenterzeroora
negativeamountasthecost.
ClicktheFinderbuttontodisplayanyvendorcontractcosts,
regularvendorcosts,andothercostsmaintainedbythe
InventoryControlmodule.
Note: IfsecurityisturnedoninSageAccpacERP,youwill
notseecostsunlessyouareassignedthesecurityrightto
viewcostinginformation.
Ifyoueditcostsonapreviouslypostednonjobrelatedreceipt,
DayEndProcessingalsocreatesadjustingentriestoupdate
InventoryControlitemcostsandyourgeneralledger.
Seethefullerdiscussionofcostsinpurchaseorders,earlierin
thischapter.
Discount%apercentagediscountofferedbythevendoron
thisitem,orapercentagecalculatedfromtheDiscountAmount
field.
Ifyouenteradiscountpercent,theprogramcalculatesand
displaysthediscountamount.
Ifyouenteradiscountamount,theprogramcalculatesand
displaysthediscountpercentagebasedontheordercost.
Processing Receipts
Ifyouprefernottoenterdiscountsforindividualdetails,you
canenteradiscountpercentagefortheentirereceiptonthe
Purchase Orders
Totalstab.PurchaseOrdersthenproratesthediscountamount
Before Using
forthetransactiondetails,overridinganydiscountsyoumay
haveenteredmanuallyforthedetails.
DiscountamountcalculatedfromtheDiscount%oraflat
amountenteredinthisfield.
Theprogramusestheamountinthisfieldtocalculatethe
discountedextendedcostfortheitemdetail.
Ifyouenteradiscountpercent,theprogramcalculatesand
displaysthediscountamount.
Ifyouenteradiscountamount,theprogramcalculatesand
displaysthediscountpercentagebasedontheordercost.
Discountedextendedcosttheunitcosttimesthequantity,less
theamountofthevendordiscount.
PurchaseOrderscalculatesthediscount(ortakesthediscount
amount)andsubtractsitfromtheextendedcost.Thisisa
calculatedfield.
WeightUOMtheunitofmeasurefortheweightofthisitem
onthereceiptsuchas,pounds,kilograms,tons.
Onnewreceipts,theprogramdisplaystheweightunitof
measurefromtheitemrecordbydefault,butyoucanchangeit
toanotherdefinedunitofmeasure(andtheprogramwill
recalculatetheweightaccordingly).
TheweightUOMforthecompletereceiptisdeterminedbythe
defaultweightunitofmeasuresetintheInventoryControl
Optionsform(orinPurchaseOrdersOptionsifyoudontuse
InventoryControl).
UnitweightfromtheitemrecordinInventoryControl(orin
PurchaseOrdersifyoudontuseI/C).
Processing Receipts
Theweightisintheweightunitofmeasurethatyouselect.You
canchangetheweight,andyoucanchangetheweightunitof
measure.
Extendedweightthequantityorderedmultipliedbytheunit
weightyouenteredforthedetail.Ifyouchangetheextended
weight,theunitweightisrecalculated.
Youmaywanttousetheextendedweightforestimatingthe
postage,shipping,orothercharges.Thetotalweightforareceipt
isdisplayedintheTotalstab,usingthedefaultweightunitof
measurespecifiedinInventoryControl(orinPurchaseOrdersif
youdontuseInventoryControl).
Outstanding Quantityoutstandingonpurchaseorderthenumberofunits
quantity
notyetreceivedorcanceled.Youcanchangethenumberwhen
workingwithanexistingreceiptorpurchaseorder.
Whenyoupostthereceipt,theoutstandingquantitiesare
updatedonthepurchaseorder.Ifyoupostareceiptforthefull
outstandingquantityorforalargerquantitythanwasspecified
onthepurchaseorder,thepurchaseorderdetailiscompleted.
Youcanenterthevendorsitemnumberorchangeadisplayed
number.Youcanalsoomittheitemnumber.
Processing Receipts
IntheInventoryControlItemLabelsform,selectReceivedinthe
ForEachItemfield,thenspecifythereceiptnumbersforwhich
Purchase Orders
youwanttoprintlabels.Theprogramthenprintsthenumberof
Before Using
labelsyouspecifiedforeachitemdetailonaselectedPurchase
Ordersreceipt.
Theprogramdisplaysthereceiptdate,butyoucaneditit.
Ifthereceiptreferencesapurchaseorderwhichincludedorder
numbers,thenumbersaredisplayed.Youcanchangethemor
omitthem,ifnecessary.
IfyouuseSageAccpacOrderEntry,youcanselectsalesorder
numbersfromtheFinderduringreceiptentry.
Whenyouincludeordernumbersonreceipts,youcanprintthe
ShippableBackordersreportofgoodsreceivedbyordernumber.
Comments Comments.
Youcanenterasmanycommentsasyouneedwitheachreceipt
detail.Ifthereceiptreferencesanexistingpurchaseorder,the
commentsenteredforthepurchaseorderdetailsaredisplayed
onthereceipt,andyoucaneditthem.
Youspecifyageneralledgerexpenseaccountonreceiptdetails
fornoninventoryitems.
Theexpenseaccountusedforthedetailonthepurchaseorder,if
any,appearsbydefaultonthereceipt,butyoucanchangeit.For
jobrelatedreceipts,theaccountdefaultstotheWorkin
Progress/CostofSalesaccount(dependingontheprojecttype
andaccountingmethod).
Processing Receipts
IfyouuseSageAccpacGeneralLedgerwithPurchaseOrders,
youcanselectgeneralledgeraccountsfromtheFinder.
Youcanusenonstockitemstohandlespeciallyordereditems
whichyoudonotstockinyourinventory,andtohandleservice
chargesthatappearoninvoices.
Forjobrelatedreceipts,theaccountdefaultstotheWorkin
Progress/CostofSalesaccount(dependingontheprojecttype
andaccountingmethod).
PO number PurchaseOrdernumberthepurchaseorderassociatedwith
thisdetailline.
ManufacturersItemNumberothernumbersorcodesthat
youuseforyourinventoryitemssuchasUPCcodes,
internallyusedbarcodes,orparticularpartnumbersusedby
themanufacturer.Manufacturersitemnumbersmustbesetup
intheInventoryControlprogram.
IfyouenteramanufacturersitemnumberintheItemNumber
field,PurchaseOrderswillreplacethemanufacturersitem
numberwithyourinventoryitemnumber,andinsertthe
manufacturersitemnumberinthisfield.
OptionalFieldscompanydefinedfieldsaddedtoeachofthe
detaillinesinareceiptifyouuseSageAccpacsTransaction
AnalysisandOptionalFieldCreator.Theentriesinthesefields
willflowfromtherequisitionandpurchaseorderifyouusethe
samefieldsforthoseforms.
Optionalfieldinformationonreceiptdetailsisinheritedfrom
purchaseordersiftheyhavethesamedetailoptionalfields.
Fornonjobrelatedpurchaseorders,iftherearenoreceipt
defaults,optionalfieldinformationdefaultscomefromitem
Processing Receipts
recordsorfromthedefaultvalueintheP/OOptionalFields
form.
Purchase Orders
Before Using
Forjobrelatedpurchaseorders,theoptionalfielddefaults
dependonthecontractstyleandprojecttype.
Ifyouusethesameoptionalfieldsforcategoriesor
resourcesinProjectandJobCosting,defaultoptionalfield
informationwillbeinheritedfromthecategoryforbasic
contracts,orfromtheresourcewithstandardcontracts.
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
Information Witheachreceiptdetail,youalsoseetaxinformationthe
displayed with
includedtaxamount,thenetcost(fortaxincludeditems),andthe
receipt details
allocatedtaxamount.Whileworkingwithreceiptdetails,youcan
editthetaxclassandtaxincludedoptionforeachdetailusingthe
Item/Taxbutton,asdescribedunderEditingVendorandDetailTax
Information,laterinthischapter.
Thequantityreceivedtodateforeachdetailisdisplayedonthe
receipt.Thisfigureisupdatedonthepurchaseorderwhenyoupost
receiptstothedetail.
Youcanalsoeditadditionalcostamountsonpreviouslyposted
receiptsthatarenotyetfullyinvoiced.Ifyoureturnitems,youcan
specifyhowtoreallocatecoststhatwereproratedtothereturned
itemsonthereceipt.Youenteradditionalcostdetailsbyvendoron
theAdditionalCoststaboftheReceiptEntryform.
Youcanincludeadditionalcostschargedbytheprimaryvendor,
andyoucanincludecostschargedbyothervendors.Ifyouwish,
Processing Receipts
youcanpostaninvoiceforeachvendorscostsfromtheReceipt
EntryformoryoucanentertheinvoicesinInvoiceEntry.
Add receipts
Use the Receipt Entry form to add the receipts for which additional
costs apply (choose Receipt Entry from the Purchase Orders
Transactions folder).
Specify the
Choose the Additional Costs tab to specify the vendors who charge
additional cost additional costs on the receipt.
vendors
For each vendor, enter the vendor number, vendor name (for new
vendors), tax group, and terms.
Add additional Add details of the additional costs from the selected vendor:
cost details a) Enter the additional cost code, if any, or type a description of
the cost, then type the amount.
b) Select the proration method, if any.
c) Select the reproration method to use for reallocating costs when
items are returned (if you selected a proration method) and the
return G/L account, if applicable.
d) For costs to expense, specify the general ledger account to
which to post the cost. (Or if job-related, specify the contract,
category and resource for standard contracts.)
e) Type an optional reference and comment for the cost detail.
Check tax Choose the Cost/Tax button to enter or edit tax classes and the tax-
distributions included option for the detail.
Edit exchange
rates In multicurrency ledgers, the exchange rate appears separately for
each additional charge on the Additional Costs tab.
Processing Receipts
Toaddinformationaboutadditionalcostsonareceipt,youfirst
Purchase Orders
Before Using
specifythevendorwhochargedthecost,andthenyouenterthe
costschargedbyeachvendor.
Vendornumberandnamethecodeandnameofthevendor
whochargedyouthecost.
Youcanenteranexistingvendornumberoranewvendor
numberthatyouhavenotyetaddedtoAccountsPayable.You
canalsoenteranewvendorsnameinPurchaseOrdersandadd
thevendortoAccountsPayablefromtheAdditionalCoststabin
theReceiptEntryform.
Whenyouenteravalidvendornumber,theprogramdisplays
thevendorstaxgroupandterms.Inmulticurrencyledgers,the
programalsodisplaysexchangerateinformationforthe
vendorscurrency.
Multicurrency Currencythecurrencyofthevendorthathaschargedyouthe
ledgers
additionalcost.
Ifyouenteredavalidvendornumber,theprogramdisplaysthe
codeforthevendorscurrency,andyoucannoteditit.The
currencycodeisselectedfornewvendorsbythetaxgroupyou
assign.
Taxgroupthetaxauthorities,classes,andrelatedtax
informationthatapplytothecost.
AtaxgroupisdisplayedifyouuseanAccountsPayablevendor
number.Youcanchangeit,providedthevendorforthecostis
nottheprimaryvendor(fromwhomyoureceivedthegoods).
Processing Receipts
Youspecifythetaxgroupforanewvendorthatyouhavenot
yetaddedtoAccountsPayable.
Termscodeidentifiesthepaymenttermsthevendorallows
yourcompany.
Ifyouenteredavalidvendornumber,theprogramdisplaysthe
termscodefromthevendorrecord.Youcanchangeittoanyof
thetermscodesthataredefinedinyourAccountsPayable
system.Youenterthetermscodeforanewvendoryourself.
Displayed Theprogramdisplaysthenumberofcosts,thecostsubtotal,
information
includedtax,totaltax,andthetotaladditionalcostamountsthatyou
enterforeachvendor.
Multicurrency Inmulticurrencyledgers,youcanentertheratetype,ratedate,and
ledgers
exchangerateforeachsecondaryvendorthatusesadifferent
currency.YouusetheRatestabtoeditcurrencyrateinformationfor
aprimaryvendor(unlessbothcurrenciesareEMUmember
currencies).
Theinformationyouenterwitheachadditionalcostdetailincludes:
Additionalcostcodeanddescriptionthecodeyousetupwith
thecostintheAdditionalCoststab.Youcanalsoomitthecode
thenenteradescriptionofacostthatyouhavenotaddedto
PurchaseOrders.
Ifyouenteravalidadditionalcostcode,theprogramdisplays
theinformationenteredtodefinethecost.Youcanspecifyan
additionalcostcodeforavendoronlyifthecodeisassignedto
thatvendor,ordoesnotspecifyavendor.
Multicurrency Inmulticurrencyledgers,youcanenteradditionalcostcodes
ledgers
onlyiftheyusethesamecurrencyasthevendor.
Amount(oftheadditionalcost).
Processing Receipts
Theprogramdisplaystheamount(ifany)thatisspecifiedfor
theadditionalcostcode,butyoucanchangeit.Ifnoamountis
Purchase Orders
displayed,youtypetheamount.
Before Using
Multicurrency Inmulticurrencyledgers,theamountisshownintheformatof
costs
thecurrencyselectedforthecostdetail.
Prorating Prorationthemethod,ifany,bywhichyouapportionacost
additional costs
andassociatedallocatedtaxestoreceiveditems.
and taxes
Foreachadditionalcost,youcanchoosefromfiveproration
methods:youcanchoosenottoproratethecost(NoProration),
oryoucanprorateitbyitemcost,quantity,orweight.Youcan
alsochoosetoproratethecostmanually.
Youcannotchangetheprorationmethodafteryoupostthe
receipt.
Forexamplesandinformationabouthowcostsareprorated,see
CalculatingProratedAdditionalCosts,laterinthissection.
Expensing Ifyoudonotprorateanadditionalcost,youcanexpenseitto
additional costs
thegeneralledgeraccountyouassignedtotheadditionalcost
recordortoanotheraccountyouspecifywhenenteringthe
additionalcosttransaction.
Ifyouexpenseajobrelatedadditionalcost,youcanspecifythe
contract,project,category,andresource(itemnumber)towhich
thecostapplies.Seethenextsection.
Ifyouusedanadditionalcostcode,theprogramdisplaysthe
reprorationmethodspecifiedinthecostrecord,butyoucan
selectanothermethodforthedetail.Youcannotchangethe
prorationorreprorationmethodafteryoupostthereceipt.
Processing Receipts
Youcanchoosetoleavethecostasoriginallyprorated,reprorate
itusingtheoriginalprorationmethod,orexpenseittothe
generalledgeraccountyouspecify,asfollows:
TheLeaveoptionisavailableonlyifyouselectedNo
ProrationorManualProrationforthedetail.Usetheoption
tokeeptheadditionalcostamountintheInventoryControl
accounttowhichyouoriginallypostedit,andapplythe
amounttoallotheritemcoststhatarepostedtothecontrol
account.
YoucanalsousetheAdjustmentsforminInventoryControl
towriteofftheadditionalcosttoageneralledgerwriteoff
account,ratherthanaddittootheritemcosts.
Youcanalsocheckthetaxamountforthedetailandtheallocated,
recoverable,andexpensedtaxamounts.Formoreinformation,see
EditingVendorandDetailTaxInformation,laterinthischapter.
Reporting TheReceiptPostingJournalliststheadditionalcostamounts
prorated amounts
proratedtoeachitemonareceipt.Usethejournaltocheckthe
amountsthatwereproratedautomaticallyduringDayEnd
Processing,andtochecktheamountsyouproratedmanually.
Processing Receipts
Forinformationaboutthepostingjournals,seeChapter7,Reports,
inthismanual.
Purchase Orders
Before Using
Expensing Job-Related Additional Costs
Job-related Ifjobrelatedadditionalcostsareexpensedratherthanprorated,you
additional costs
canspecifythecontract,project,category,resource,billingtype,
billingrate(ifappropriate),currency,A/Ritemnumber,andunitof
measurefortheadditionalcost.
Onceyouenterthecontractnumber,youcannotchangethe
prorationmethod.
Dependingonthecategory,youmaychoosetocalculateoverheador
laborburdenfortheadditionalcost.
PurchaseOrdersperformsflatrateoverheadandlaborcalculations
foradditionalcostsinthefollowingway:
Iftheadditionalcostisproratedtoacategorythatusesaflatrate
perunit,PurchaseOrderswillnotcalculateanoverheadand
laboramount.
Iftheadditionalcostisexpensed(usestheNoProration
method),youspecifyacontract,project,andcategory,andifthe
categoryusesanoverhead/laborflatrate,Purchaseorderswill
disabletheCalculateOverheadandCalculateLaborchoices.
Expensedadditionalcostsareassignedtheirowntransaction
numbers,becausetheyaresenttoProjectandJobCostingas
separatetransactions.
Note: Onceyoupostareceipt,youcannotchangethebilling
type,billingcurrency,A/Ritemnumber,A/Runitof
measure,overheadcalculation,orlaborcalculationfor
additionalcosts.
Processing Receipts
Youcanprorateadditionalcoststoitemsonareceipteither
automaticallyormanually.
Ifyouprorateautomatically,theextracostamountsdonotappearas
partoftheitemdetailcostsintheReceiptEntryform,althoughthey
arereportedonthepostingjournalforeachtransaction.
Ifyouproratemanually,youdistributetheprorationforeachcost
usingtheDistributeProrationpopupform.
Prorating Additionalcoststhatyouchoosetoprorateautomaticallyare
automatically
apportionedacrossallitemsonareceiptduringDayEndProcessing,
basedoneachdetailstotalquantityreceived,totalweight,or
extendedcost,asapercentageofthereceiptstotalquantity,weight,
orcost,respectively.
Prorating by Ifyouproratebyquantity,proratedamountsarecalculatedbasedon
quantity
thequantityspecifiedforeachdetail.Forexample,youwould
prorateahandlingcostbyquantityifthecostdependedonthe
numberofitemsshipped.
Notethattheprogramdoesnotconvertbetweenunitsofmeasureto
proratebyquantity.Forexample,ifyouentertwodetaillinesforthe
sameitemnumberandspecifytenunitsforthefirstdetailandten
boxes(oftenunitseach)fortheseconddetail,thesameadditional
costamountwillbeproratedtobothdetails.
Ifyoudonotenteraweightamountforadetail,noadditionalcost
amountwillbecalculatedforit.Ifnoweightisspecifiedforanyof
theitemdetails,theadditionalcostamountisproratedevenlytoall
itemdetailsonthereceipt.
Processing Receipts
eachdetail,andthensubtractingtheamountsalreadyproratedto
previousdetails.Usethismethod,forexample,toprocessbrokerage
Purchase Orders
feesforshippingandhandling.
Before Using
Example Forexample,assumethatareceiptcontainsthefollowingitemsand
prorating by cost
costs:
Item Quantity Unit Cost Extended Cost
A1-010 10 10.00 100.00
A1-320 5 25.00 125.00
A2-240 2 40.00 80.00
Subtotal 305.00
Vendor 1 Packaging 40.00
Vendor 2 Freight 80.00
Allocated Tax on Additional Costs 25.00
Total 450.00
Whenyouentertheitemcostsandtheadditionalcosts(packaging,
freight,andassociatedallocatedtaxes)fromtheprecedingreceipt
information,thecostsareapportionedasshowninthefollowing
table.
Theadditionalcostsapportionedtotheitemsinthepreceding
exampleaddupto145.00,thetotalamountoftheadditionalcosts
forpackaging,freight,andassociatedallocatedtaxesinthesample
receipt.
Thefollowinggeneralledgerjournalentrywouldbecreatedforthe
aboveprorationduringDayEndProcessing(orposting)in
InventoryControl.
Processing Receipts
IfyouusePurchaseOrdersasastandalonesystem,thedebit
accountwouldbethegeneralledgerinventoryorexpenseaccount
usedforthisitem.
Ifyouusemanualproration,youtypethetotalamounttoallocate
manuallyforeachreceiptdetailintheDistributeProrationpopup
form,makingsuretheproratedamountsequalthetotaladditional
costamount.Youcannotadd/savetheadditionalcostifthetotal
additionalcostandproratedadditionalcostsdonotbalance.
Processing Receipts
Todemonstrate,ifitemswerereturnedfromtheaboveproration
example,theiradditionalcostswouldbereproratedtotheremaining
Purchase Orders
items,asfollows:
Before Using
Qty. Qty. Prorated New New Ext. Total Re- Differ-
Item Recd Retd Amt. Qty. Cost Reproration Calculation prorated ence
A1-010 10 2 47.54 8 80.00 80.00 52.73 5.19
x 145.00 -0
220.00
A1-320 5 1 59.43 4 100.00 180.00 65.91 6.48
x 145.00 -52.73
220.00
A2-240 2 1 38.03 1 40.00 220.00 26.36 -11.67
x 145.00 -118.64
220.00
Total 17 4 145.00
AgeneralledgerjournalentrywouldbecreatedbyDayEnd
Processing(orposting)forthedifferenceinproratedamounts.
DebitstothefirsttwoInventoryControlaccountsequalthecreditto
thethirdaccount,withnoneteffectonPayablesClearing.
IfyouusePurchaseOrdersasastandalonesystem,thedebitisto
thegeneralledgerinventoryorexpenseaccountyouuseforthis
item.
Ifyoudidnotreprorateadditionalcostsafterreturningitems,the
totalunitcostforeachitemisincreasedproportionallywiththe
amountoriginallyproratedtothereturneditems.
Processing Receipts
Whenyouchoosetoreproratecostsonreturns,theprogram
apportionstheamountsonthebasisbywhichyouoriginally
proratedthem(bycost,quantity,orweight).
Ifyouoriginallyproratedthecostsmanually,youcannotchooseto
reproratethecostsfromreturneditems.Theamountsremaininthe
generalledgeraccountstowhichtheywereoriginallypostedandare
partofthecostoftheitemthatremainsinyourinventory.If
necessary,youcanpostanadjustmenttothegeneralledger
InventoryControlaccount(orInventory/Expenseaccount,ina
standalonesystem)toremovethecost.
Whentheprimaryvendordoesnotusethefunctionalcurrency,orif
youhaveataxreportingcurrencythatdiffersfromthefunctional
currency,PurchaseOrdersaddsaRatestabtotheReceiptEntry
form.
Processing Receipts
TheRatestabdisplaystheexchangerateinformationfromthe
purchaseorder,ifany,andthedefaultrateinformationforthe
Purchase Orders
receipt.Youcaneditthereceiptrateinformation.
Before Using
Tax reporting TheRatestabcanalsoincludeataxreportingcurrencyexchange
currency
rateifyouareusingataxgroupwithadifferenttaxreporting
currency(inotherwords,ifyoureporttaxesinadifferentcurrency
thanyoupaythem).
PurchaseOrdersautomaticallycalculatesthetaxreportingcurrency
usingtherateonthistab.However,ifyouchangedthetaxreporting
currencyonthetaxestab,youcanclicktheDeriveRatebuttonto
calculatetheactualexchangeratebetweenthefunctionalcurrency
taxamountandthetaxreportingamount.
Note: Ratesforsecondaryvendorsarelistedonthe
AdditionalCoststab.
Toedittaxclassesandtaxamountsforthetaxauthoritiesassignedto
secondaryvendors,usetheVendorTaxesbuttonofAdditionalCosts
taboftheReceiptEntryform.Toeditthesecondaryvendorstax
group,usetheAdditionalCoststab.
Toeditthetaxclassandthetaxincludedoption(iftaxincluded
costsarepermittedbytheauthority)ofareceiptdetail,usetheDetail
Items/Taxesform(selectthedetaillineandpressF9orclickthe
Item/Taxbutton).
Formoreinformation,seeEditingVendorandDetailTax
Information,laterinthischapter.
Processing Receipts
TotalsfortheprimaryvendorappearontheTotalstabinthe
ReceiptEntryform.
Additional cost
amounts Note: Additionalcostsforprimaryvendorsappearonthe
Totalstab;however,additionalcostsforsecondaryvendors
appearonlyontheAdditionalCoststab.
TotalsforeachsecondaryvendorappearontheAdditionalCosts
tabintheReceiptEntryform.
Entercommentsforthereceipt.
Enterapercentagediscountordiscountamountforthereceipt.
Checktotalsfortheprimaryvendor.Informationincludes:
Thetotalweightandnumberofdetailsandadditionalcost
detailsonthereceipt.
Thetotalamountofitemdetails,andthetotalamountof
additionalcostschargedbytheprimaryvendor.
Thetotalsofincludedandexcludedtaxes.
NotethattheadditionalcosttotalonthereceiptTotalstabisfor
theprimaryvendoronly.
Processing Receipts
Purchase Orders
Before Using
Figure 2.6. The receipt Totals tab lists item and additional cost totals
and other information for the primary vendor. Manually prorated
amounts are shown separately for all vendors with manually prorated
costs on the receipt.
Processing Receipts
Figure 2.7. The Additional Costs tab shows the additional cost totals for
each vendor that you enter.
Posting Receipts
Purchase orders WhenyoupostanonjobrelatedreceiptinPurchaseOrders,item
Update quantity received and quantitiesonpurchaseorderarereducedandquantitiesonhandare
canceled on purchase orders
Complete purchase orders if increasedinInventoryControl.Postingalsoaddsgeneralledger
all items received
transactionstoG/LbatchesifyoucostinventoryitemsinInventory
Post receipts
Controlduringpostingandifyoudonotcreatethetransactionbatches
Decrease quantities on
purchase order
manually.
Increase quantities on hand
Ifyouspecifiedapurchaseordernumberonareceipt,postingalso
Inventory Control
entersorupdatesreceivedquantitiesondetaillinesinthepurchase
order,andcompletespurchaseorderdetaillinesthathavebeenfully
receivedorcanceled.
Ifyoucostinventorytransactionsduringposting,PurchaseOrders
willalsocreateG/LtransactionsandtransactionsforProjectandJob
Costingwhenyoupostjobrelatedreceipts.
Afterpostingareceipt,youcannotchangeadditionalcost
information(exceptfortheamounts)andyoucannotdeletedetail
lines.Forjobrelatedadditionalcosts,thisalsomeansthatyou
cannotchangethebillingtype,billingcurrency,A/Ritemnumber,
A/Runitofmeasure,overheadcalculation,orlaborcalculation.
Youcanchangethequantityreceivedandcostamounts.In
multicurrencyledgers,youcannoteditexchangerates.
Job-related PostingorDayEndProcessing(dependingonwhenyoucost
receipts
inventory)alsocreatestransactionsforProjectandJobCostingto
updateactualandcommitted(iftherewasaPO)quantitiesandcosts
andtoprorateorexpenseadditionalcostsfortheprimaryand
secondaryvendors.
Processing Receipts
Invoicing Receipts
YoucanusetheInvoicebuttonintheReceiptEntryformtopostan
Purchase Orders
Before Using
invoicefortheitemdetailsandadditionalcostsenteredforthe
primaryvendor,andfortheadditionalcostsenteredforsecondary
vendors.
YoucanalsousetheInvoiceEntryformtoposttheinvoicesforthe
receipt,asdescribedlaterinthischapterunderProcessing
Invoices.
Toaddinvoices,you:
1. ClicktheInvoicebuttonontheReceiptEntryform.
2. Entertheinvoicenumberfortheprimaryvendorandforeachof
theeachofthesecondaryvendorsforwhichyouarepostingan
invoice.
3. Postthereceipt.PurchaseOrderspoststheinvoiceswhenyou
choosethePostbutton.
Whenyoupostaninvoicefortheprimaryvendor,theinvoice
automaticallyincludesalltheitemandadditionalcostdetails
enteredforthevendorontheselectedreceipt,andcompletesthe
receiptdetailsforthevendorandthedetailsonthepurchaseorder,
(ifonewasassociatedwiththereceipt).
Whenyoupostaninvoiceforasecondaryvendor,alltheadditional
costsyouenteredforthevendoronthespecifiedreceiptareinvoiced
andcompletedatthesametime.
Processing Receipts
theFormsfolder.Youcanalsoreprintreceivingslipsuntilthe
receiptiscomplete.
Youcandesigntheformsyouwanttouseforreceivingslips,
followingtheinstructionsinthedocumentCustomizingPrinted
FormswithCrystalReports(fromtheMicrosoftWindowsStart
menu,choosePrograms,thenSageAccpac,thenOnline
Documentation).
(if kept)
Deletes completed receipts
Insertstheitemcosts(includingnonstockitems,ifyouusedthe
(if you do not keep transaction
history) option)asthemostrecentcostsinInventoryControlitem
Completes receipts (from
invoices) records(ifyouuseInventoryControl).
Creates Receipt Posting Journal
and history
(if kept)
G/L batch
EndProcessingupdatesthebucketscreatedfortheoriginal
receipt.Ifabuckethasbeencleared,DayEndProcessingposts
Inventory General
Control Ledger anyreceiptadjustmentstotheoffsetbucket.
Ifanitemisprocessedatmorethanonecost,DayEnd
Processingusesthecostfromthelastdetailprocessedforan
itemasthemostrecentcostintheitemrecord,unlessthereceipt
costonthelastdetailiszerooranegativeamount.
Ifthelastitemcostiszero,DayEndProcessingusesthelastnon
zerocostprocessedfortheitem,orifnootherdetailsare
processedfortheitem,doesnotchangethemostrecentitem
cost.
Proratesanyadditionalcostspostedwithareceipttotheitems
onthereceiptusingthemethodsyouspecified.
CreatestheReceiptPostingJournalandgeneralledger
transactionsfortheprocessedreceipts.(Note:Ifyoucost
Processing Receipts
inventoryduringposting,PurchaseOrderswillcreategeneral
ledgertransactionswhenyoupostreceiptsinsteadofduring
Purchase Orders
DataEndProcessing.)
Before Using
Thegeneralledgeraccountsaffectedbyreceiptsareshowninthe
JournalEntriesGeneratedfromPostedPurchaseOrders
Transactionssection,laterinthischapter.
UnlessyouselecttheoptionsCreateG/LentriesforNon
InventoryExpensesandCreateG/LEntriesforExpensed
AdditionalCosts,DayEndProcessingdoesnotcreategeneral
ledgerentriesfornoninventoryitemdetailsandadditionalcost
detailsthatyouexpenseratherthanprorate,becausethese
detailsarepostedtogeneralledgerexpenseaccounts,rather
thantoInventoryControlaccounts.Journalentriesfornon
inventoryitemsandexpensedadditionalcostsarecreatedwhen
thetransactionsarepostedinAccountsPayable.
IfyouadjustareceiptafterrunningDayEndProcessing,journal
entriesarecreatedfortheamountoftheadjustment,including
additionalcosts,thenexttimeyourundayend.
Completesallreceiptdetailsforvendorswithinvoicespostedto
thereceipt.
Deletescompletedreceiptsifyoudonotkeeptransaction
history.
UpdateshistoryandstatisticsinPurchaseOrdersandInventory
Control(ifyouuseit),ifyoukeephistoryandstatistics.
Job-related PostingorDayEndProcessing(dependingonwhenyoucost
receipts
inventory)alsocreatestransactionsforProjectandJobCostingto
updateactualandcommitted(ifthereceiptsreferenceaPO)
quantitiesandcostsandtoprorateorexpenseadditionalcostsfor
theprimaryandsecondaryvendors.
Processing Receipts
Editing Receipts
Changes to a Afterpostingareceipt,youcannolongerchangethepurchaseorder
posted receipt
number,templatecode,ortaxgroup,andyoucannotdeleteany
itemoradditionalcostdetailsthatwerepostedwiththereceipt.You
canaddnewadditionalcostdetails,andifthereceiptdoesnot
referenceapurchaseordernumber,youcanaddnewitemdetails.In
multicurrencyledgers,youcannoteditexchangerates.
Ifyouchangenonjobrelatedreceiptquantities,quantitiesonhand
areupdatedwiththechangesinInventoryControl.
Ifyoueditanexistingreceiptthatwascreatedfromoneormore
purchaseorders,youseeonlythedetaillinesfromthepurchase
ordersthathaveareceivedquantityoranothernonzeroamount
(suchasamanualprorationoracanceledquantity).
Youcannotchangetheprorationorreprorationmethodyouassign
toanyadditionalcostafteryoupostthereceipt.Ifyouneedto
changethemethod,eitheronthereceiptorforareturn,dothe
following:
IfyouuseInventoryControl,postanadjustmentinthat
program.
IfyouusePurchaseOrdersasastandalonesystem,posta
journalentryinGeneralLedgeradjustingtheInventory/Expense
andPayablesClearingaccounts.
Whenyouhavepostedinvoicesforallthevendorsonareceipt,the
receiptiscompleteandcannolongerbechanged.
Ifyouchangethebillingrate,PurchaseOrderswillgeneratea
newtransactionforthedifferencebetweentheoldbillingrate
Processing Receipts
andthenewbillingrate.Ifyoualsochangequantities,Purchase
Orderswillalsocreateabillingadjustmenttransactionforthe
Purchase Orders
quantitydifference.
Before Using
Ifthereceiptoriginatedwithapurchaseorderandyouchange
thequantityoutstanding,PurchaseOrderswillupdatethe
committedquantitiesandcostsinProjectandJobCosting.
Add,edit,andinvoicereceipts.
Viewreceiptcostinginformation.
PurchaseOrdersprovidesaShowReceiptCostingInformation
securitychoicethatletsyoupreventusersfromviewingcosting
fieldsinReceiptEntry.
Inaddition,ifyouassignsecuritytoitemcostsinInventory
Control,theUnitCostandExtendedCostfieldswilldisplay
onlyzeroesinPurchaseOrderscostfields,althoughyoucan
typeincostamountswhenenteringtransactions.
Printreceivingslips.
Importreceipts.
Exportreceipts.
YousetupsecuritygroupsandassignusersusingtheSecurity
GroupsforminAdministrativeServices.
Formoreinformationaboutusingsecurity,seeAppendixCinthis
UserGuide,PurchaseOrdersSecurity,andseeSettingUp
Security,intheSystemManagerAdministratorGuide.
Processing Invoices
Processing Invoices
UsetheP/OInvoiceEntryformtoenterinvoicesforgoodsreceived
andforadditionalcostsonreceipts.
InvoiceinformationstaysinthePurchaseOrdersprogramafterthe
invoicesaretransferredtoAccountsPayable.Youcanlookupdetails
forpostedinvoicesuntilyouclearthemfromthePurchaseOrders
program.
WhenyouselectareceiptintheInvoiceEntryform,theprogram
displaysalltheinformationenteredwiththereceipt.Youcanmake
anychangesyouneedtothevendorandinvoiceinformation,and
youcanaddnewadditionalcostsandproratethemtotheitemson
thereceipt.
Youcanalsodeleteitemandcostdetailsthatwerepostedonthe
receiptifyouplantoinvoicethematalatertime,andyoucan
changetheamountsandquantities(ifyouhaverightstochange
quantitiesandcosts).
IfGeneralLedgertransactiondetailsoptionalfieldsdefinedforthe
accountsmatchthetransactionheaderanddetailoptionalfields,the
optionalfielddatacanpassautomaticallytoGeneralLedger.
Processing Invoices
Purchase Orders
hasalreadyupdatedProjectandJobCostingwithreceipt
Before Using
information,AccountsPayablewillnotupdateProjectandJob
CostingwithinvoicesthatoriginatewithPurchaseOrders.
Similarly,PurchaseOrderswillonlysendtransactionstoProjectand
JobCostingifaninvoiceincludesanadjustmenttothereceipt
suchasachangetothecost,quantity,orbillingratebecause
receiptentryhasalreadygeneratedthejobcostingtransactions.
Note: InPurchaseOrders5.3B,ifyouchangeajobrelated
invoiceinAccountsPayablethatoriginatedwithPurchase
Orders,ProjectandJobCostingwillnotbeupdatedwiththe
transactionchanges.Youmustprocessthechangesin
PurchaseOrderswithacreditnoteordebitnote,orwithan
AccountsPayabletransactionsuchasanadjustment.
Entering Invoices
Mostoftheinformationyouenterwithaninvoiceisthesameas
withreceiptsandpurchaseorders,andisdescribedunder
ProcessingPurchaseOrders,earlierinthischapter.Thissection
discussestheinformationyouenteronlywithinvoices.
Invoicenumber(upto22charactersinlength).
Processing Invoices
Invoicenumberscancontainuppercaseletters,numbers,and
othercharacters.PurchaseOrdersdoesnotassigninvoice
numbersautomatically;youtypethemin,normallyusingthe
invoicenumberassignedbythevendor.
Ifnecessary,youcanentermorethanoneinvoicewiththesame
invoicenumber,foreitherthesamevendorordifferentvendors.
Whenyoutypeaduplicateinvoicenumber,theprogramasks
whethertocreateanewinvoicewiththatsamenumberor
displaytheexistinginvoicewiththatnumber.
Vendornumber(upto12charactersinlength).
AswithotherPurchaseOrderstransactiontypes,youcanadda
newvendortoAccountsPayablefromtheInvoiceEntryform,
usingthenewiconnexttotheVendorNumberfield.
Youcanenteranyvendornumberfortheinvoice,whetherthe
vendorwasenteredonthereceiptornot.Thisfeatureletsyou
enterinvoicesforadditionalcoststhatwerenotincludedonthe
receipt,andproratethenewcoststotheitemsonthereceipt.
Ifyoudonotenterthevendornumberbeforeselectingareceipt
number,theprimaryvendornumberisautomaticallydisplayed,
butyoucanselectanothervendornumbertoenteraninvoicefor
additionalcoststhatwerechargedonthereceipt,ortoaddnew
additionalcosts.
VendornameforvendorsthatarenotdefinedinAccounts
Payable.
Theprogramdisplaysthevendornameyouenteredonthe
receipt,butyoucanchangethenamefortheinvoice.
Vendoraddress.
Clickthezoombuttontodisplaythevendoraddress,phone,and
contactinformationfromthereceipt.Youcanchangeit.
Receiptnumber.
Processing Invoices
Purchase Orders
form.Youcannotchangethetaxgrouporaddordeleteitem
Before Using
detaillinesfortheprimaryvendor,butyoucanaddadditional
costdetails.
Thereceiptdetailsthatappearareforonevendoronly,
including:
Allitemandadditionalcostdetailsfortheprimaryvendor.
Or,ifyouspecifiedasecondaryvendor,alltheadditional
costsontheoriginalreceiptforthesecondaryvendorthat
youspecified.
Forinformationaboutenteringitemandadditionalcostdetails,
seeEnteringReceiptDetailsandEnteringAdditionalCosts,
underProcessingReceipts,earlierinthischapter.
FromMultipleReceipts.
Thisoptionletsyouenteroneinvoiceforseveralreceipts.
WhenyouselecttheZoombuttonforthisfield,theCreate
InvoiceFromReceiptsformopens,lettingyouselectthereceipts
youwanttouse.
Notethatyoumustenteravendornumberbeforeyoucanselect
thisoption.Also,onceyouselectFromMultipleReceipts,the
ReceiptNumberfieldisnolongeravailable.Likewise,onceyou
enterareceiptnumber,youcannolongerselectFromMultiple
Receipts.
Finally,notethatiftheinvoiceisbeingcreatedfrommultiple
receipts,allreceiptsmustbeeitherjobrelatedornonjobrelated.
Invoicedatethetransactiondatefortheinvoice.
Youcanspecifyafiscalyearandperiodthataredifferentfrom
theinvoicedate.(Theperioddeterminesthepostingfiscalperiod
inGeneralLedger.)
Processing Invoices
Invoicetotalthetotalamountoftheinvoice,includingtaxes
andadditionalcosts.
Whenyouposttheinvoice,theprogramcheckstheamountyou
enteredastheinvoicetotalagainstthetotalofthedetailsand
taxesyouenterwiththeinvoice.Youcannotposttheinvoiceif
thesetotalsdonotbalance.
1099/CPRScodeandamountforvendorswhoaresubjectto
1099/CPRSreporting.
The1099/CPRSCodeand1099/CPRSAmountfieldsappearonly
forvendorsforwhomtheSubjectTo1099/CPRSReporting
optionisselectedinAccountsPayable.The1099/CPRScode
specifiedinthevendorrecordappears,butyoucanselect
another1099/CPRScodefromtheFinder.Youtypetheamount.
The1099/CPRScodeandamountareincludedontheinvoice
createdbyDayEndProcessingforAccountsPayable.
Remittolocationtheaddresswhereyousendpayment.
Ifyouenteredavendornumberforwhichremittolocationsare
definedinAccountsPayable,theprogramdisplaystheprimary
remittolocationifoneisassignedforthevendor.
Youcanselectanyofthevendorsactiveremittolocationsfrom
AccountsPayable.Youcanalsousethezoombuttonbesidethe
RemitToLocationfieldtodisplaythedescriptionandaddress
informationforthelocation.
Whenyouposttheinvoice,theremittolocationyouspecifyis
includedontheinvoicecreatedbyDayEndProcessingfor
AccountsPayable.
Billtolocationyourbillingandpaymentinquiryaddress.
PurchaseOrdersletsyouchooseoneofyourinventorylocations
asanalternativebilltolocation.
Processing Invoices
YoucanalsousetheZoombuttontoopenabilltopopupform
whereyoucanedittheaddressforthecodeyouselect,oryou
Purchase Orders
canomitthecodeandtypeinabillingaddress,ornotspecifya
Before Using
billtolocationatall.
Jobrelatediftheinvoiceisforaprojectyouaremanaging
withProjectandJobCosting.
Theinvoiceisautomaticallyjobrelatedifthereceiptwasjob
related,andtheprogramwilldisplayjobrelatedfieldsfor
assigningthecoststocontracts,projects,andcategoriesinthe
detailsectionoftheInvoiceEntryform.
Retainage Retainageforjobrelatedinvoices.
accounting
Thisfieldappearsiftheinvoiceisjobrelated,andyouuse
retainageaccountinginAccountsPayable.
IfyouchooseRetainage,youcansettheretainagepercentageor
amountandretainageperiodorduedateforeachdetailinthe
invoice.(Bydefault,thesesettingscomeeitherfromthevendor
recordsorfromthecategorytowhichyouassignthecost.)
TheprogramaddsaRetainagetabtotheInvoiceEntryformfor
retainageinvoices,whereyoucanspecifytheretainageterms
andtheretainageexchangerate(inamulticurrencysystem).
Theprogramalsodisplaysanydescription,reference,andcomments
fromthereceipt,alongwiththetaxgroup,termscode,andany
optionalfieldswhichmatchreceiptoptionalfields.Youcanchange
thisinformationifnecessary.
Processing Invoices
Ifyouselectareceiptthathasntbeeninvoicedyet,youwillseethe
itemdetailsandanyadditionalcostsforaprimaryvendor.Youwill
seeadditionalcostsdetailsonlyifyouhavealreadypostedan
invoicefortheitemdetails,oriftheinvoiceisforasecondary
vendor.
Youcanaddnewadditionalcostdetailsonaninvoice,butyou
cannotaddordeleteitemdetails.Youalsocannotdeleteadditional
costdetails,althoughyoucanchangetheamounts.
Job-related InvoiceEntrysendstransactionstoProjectandJobCostingonlyif
invoices
theinvoicecreatesanadjustmenttothereceiptforthequantity
received,theitemcosts,anyadditionalcosts,orforthebillingrate.
FullyInvoiced.
Ifthequantityinvoicedequalsthequantityyoureceivedforthe
detail,acceptYesinthisfield.
Ifthequantityinvoicedislessthanthequantityreceived,either
doubleclickthefieldorselectthefield,andthenpressthe
spacebartospecifyNo.
Quantityinvoiced.
Ifyouincreaseordecreasethequantityinvoiced,Purchase
Orderswillupdatethereceivedandoutstandingquantitieson
thepurchaseorder.Inaddition,theprogramwillupdateitem
costsinInventoryControl(duringpostingordayend
processing)and,ifnecessary,createnewgeneralledger
transactionstoreflectchanges.
Job-related Ifthequantity,cost,ordiscountamountischangedonthe
invoices
invoice,PurchaseOrderswillsendProjectandJobCosting
Processing Invoices
transactionstoupdatetheactualandcommittedamounts.For
example,ifthequantityisincreased(causingthequantity
Purchase Orders
outstandingonthePOtobereduced),PurchaseOrderswill
Before Using
createatransactiontoreducethecommittedamounts.
Contract,project,category,andresource(itemnumber)forjob
relatedinvoices(fromthereceipt).
Iftheinvoiceisjobrelated,theinvoiceshowswheretheitemsor
resourcesweregoingtobeused.
PurchaseOrdersupdatesthecommittedquantitiesandcostsif
youchangethemontheinvoice.
Unitcostandextendedcost.
YoucanassignsecuritytotheUnitCostandExtendedCost
fieldstopreventunauthorizedchangestothefields.
Discountpercent,discountamount,anddiscountedextended
cost.
Youcanchangethediscountpercentoramountforthedetail
lines(andyoucanalsochangeitontheTotalstabfortheinvoice
asawhole).
Weightunitofmeasure,unitweight,extendedweight.
Youcanchangetheweightfortheinvoice,ifnecessary.Youcan
changetheunitofmeasuretomatchtheinvoiceunits,and
PurchaseOrderswillrecalculatetheunitweightandextended
weightappropriately.
Vendoritemnumber.
Typethecodethevendorusestoidentifytheitemoredita
displayedcode,ifnecessary.
Ifthevendorsitemnumberisspecifiedonthereceiptforwhich
youareenteringaninvoice,thecodeappearsinthisfield.(You
canentervendorsitemnumberswhenassigningvendortypes
inInventoryControlitemrecords.)
Processing Invoices
Ordernumber.
TheordernumberfromOrderEntryappearshere,ifthe
purchaseorderwascreatedfrombackordereditems.
Thisfieldisforyourinformationonly.Ifyouchangeanorder
numberthatisdisplayedwithadetailline,theneworder
numberwillnotreplacethepreviousnumberonthe
correspondingreceiptandwillnotbereportedontheShippable
Backordersreport.
G/Lexpenseaccountspecifiedfornoninventoryitems.
Youspecifyageneralledgerexpenseaccountfornoninventory
itemdetails.Theprogramdisplaysthenumberenteredwiththe
detailonthereceipt,butyoucanchangethenumber.
IfyouuseSageAccpacGeneralLedger,youcanselectgeneral
ledgeraccountnumbersfromtheFinder.
NonStockclearingaccount.
Iftheitemusedinthedetailisanonstockitem,thenonstock
clearingaccountassociatedwiththeitemsaccountsetappears.
Youcanchangetheaccount,ifnecessary.
Receiptnumber.
Thisisthereceiptnumberfortheitemdetail.Ifyouare
invoicingseveralreceipts,thenumbermaybedifferentoneach
line.
Comments,manufacturersitemnumber,andoptionalfields.
Changingtheinformationinanyofthesefieldshasnoeffecton
thereceipt.However,itwillaffecttheinformationthatissentto
AccountsPayablewiththeinvoice.
Discountable.
Thisfieldisassociatedwiththepaymentterms.ChooseYesif
thedetaillineissubjecttoanearlypaymentdiscount.
Processing Invoices
Billingtype,billingrate,A/Ritemnumber.
Youcanchangeonlythebillingrateforjobrelatedinvoices.The
Purchase Orders
Before Using
billingtype,billingrate,billingcurrency,A/Ritemnumber,and
A/RItemUOMareallfromthereceipt.
Retainagepercent,retainageamount,retentionperiod,and
retainageduedate.
Iftheinvoiceisjobrelated,andifRetainageischecked,specify
theretainagepercentageoramountandtheretentionperiod
(numberofdays)orretainageduedate.Thedefaultentrieswere
postedwiththereceipt.
Displayed PurchaseOrdersdisplaysthefollowingtaxinformationwitheach
information
detail(youcannotenteroreditthisinformationinthedetailentry
sectionoftheInvoicetabortheAdditionalCoststab):
Amountoftaxthatisincludedintheextendeditemcost.
Thetaxbasethenetcostofitemsbeforetaxisadded.
Totalallocatedtaxamounttheamountoftaxthatwillbe
allocatedtothecostoftheitem.
PurchaseOrdersalsodisplaysthenumberofthereceiptonwhich
theitemwasreceived.
Youcanalsoseetherecoverableandexpensedtaxamountsinthe
zoomeddetailentryform.
Ifyouchangethetaxclassforanadditionalcostthatwasmanually
proratedonthereceipt,anyresultingdifferenceinthetaxamountis
postedtothedefaultcostexpenseaccountspecifiedintheOptions
Processing Invoices
form.Formoreinformationabouteditingtaxes,seeEditingVendor
andDetailTaxInformation,laterinthischapter.
Youcanaddnewadditionalcoststoaninvoice,asdescribedearlier
inthischapterinthesectionEnteringAdditionalCosts,andyou
canselectanyprorationmethod.
Youcannotchangetheprorationmethodforexistingcosts,butyou
canaddorchangereference,commentsandoptionalfields.
Allocate Whenyoucreateaninvoiceformultiplereceipts,youcanusethe
additional costs to
CostAllocationformtoprorateadditionalcostsforthereceipts(if
multiple receipts
youchoosetoproratetheadditionalcosts).
Toallocateadditionalcoststomultiplereceipts,youselectthedetail
lineontheAdditionalCoststab,andthenchoosetheDistributeCost
button.PurchaseOrdersdisplaystheCostAllocationformlisting
eachofthereceiptsbeinginvoiced.
Tochangetheamountoftheadditionalcost,youcanentera
differentamountintheAmountfield,andthenchoose
DistributeCostandreallocatetheamounttothereceipts.
Toallocatetheadditionalcosttoreceiptsmanually,gotothe
CostAllocationform,doubleclickintheAmountcolumnbeside
thereceipt,andenteradifferentamountforeachreceipt,
ensuringthatthesumofthemanuallyenteredamountsequals
thetotalamountoftheadditionalcost.
Tocleartheamounts,choosetheClearbutton.
Processing Invoices
Notethatonceyouprorateadditionalcosts,youcannolonger
changetheprorationmethod.Ifyouneedtochangetheproration
Purchase Orders
method,youmustdeletetheadditionalcostlineandthenreenterit
Before Using
correctly.
Youcanalsoeditthecostamountsdisplayedfromareceipt,(unless
thereceiptwaspostedinversion5.3Aoftheprogram).
Informationyoucaneditforadditionalcostdetailsincludes:
Description,reference,andcomment.
Amount.
Youcanchangealladditionalcostamounts.Althoughyou
cannotdeleteanadditionalcostdetail,youcanchangethe
amounttozero.
Generalledgeraccounts.
Optionalfields.
Youcanalsoedittheoptionalfieldsfortheeachreceiptonthe
CostAllocationform.
Ifyoudefinedexactlythesamefieldsforinvoicesthatyoudefined
forreceipts,thereceiptoptionalfielddataautomaticallyappearsas
defaultsfortheinvoice,butyoucanchangeit.(Ifyouareinvoicing
morethanonereceipt,theinformationfromthefirstreceiptappears
ontheinvoice.)
Similarly,ifyouusethesameoptionalfieldsinAccountsPayable
invoicesthatyouuseforinvoicesinPurchaseOrders,the
informationyoupostwithaninvoiceisincludedintheinvoicethats
Processing Invoices
addedtotheAccountsPayablebatch(dependingonyoursettingsin
thePurchaseOrdersOptionalFieldsform).
TheRatestabdisplaysthevendorsratedate,type,andamountfrom
thereceipt,anddefaultentriesfortheinvoicerate.
Ifyoureporttaxesinanothercurrency(thatisdifferentfromyour
functionalcurrencyandthevendorscurrency),theRatestabwill
alsodisplaythetaxreportingcurrencyexchangeratefromthe
receipt,aswellasthedefaultratefortheinvoice.
Ifyoumanuallychangedthetaxreportingamount,PurchaseOrders
displaysaDerivebutton,soyoucancalculatetheeffectiveexchange
rate.
Formoreinformationabouttaxcalculations,seeEditingVendor
andDetailTaxInformation,laterinthischapter.
Entercommentsfortheinvoice.
Checkthetotalweightandunitofmeasurefortheweight.
Checkthenumberofitemdetaillinesandthenumberof
additionalcosts.
Processing Invoices
Enteradiscountpercentoramountthatappliestothecomplete
invoice.(Thediscountfieldswillshowthetotalofalldiscounts
Purchase Orders
enteredforindividuallines.Ifyouenteranamounthere,itwill
Before Using
overridediscountsenteredfordetails.)
Checkthetotalsfortheinvoicedetails,addditionalcosts,
includedandexcludedtaxamounts,andretainage.
Ifyouchangetheinvoicedate,PurchaseOrderswillautomatically
recalculatetheAsOfdateandeachofanypaymentamounts.You
canedittherecalculatedentriesifyouneedtochangethem.
Posting Invoices
Receipts Duringposting,thetotalofalldetailsandtaxesiscomparedtothe
Completes the receipt
invoicetotalyouenteredontheInvoicetaboftheInvoiceEntry
details for the selected
vendor
form.PurchaseOrderspoststheinvoiceonlyifthetwototalsarethe
same.
Post invoices
Processing Invoices
Ifyouchangethequantityreceivedonanonjobrelatedinvoice,the
quantityonhandinInventoryControlisadjustedduringposting.
Otherwise,invoicepostinginPurchaseOrdershasnoeffecton
InventoryControldata.(Therearenoquantitiesonhandtoadjustin
astandalonePurchaseOrderssystem.)
Ifyouchangethequantityreceivedonajobrelatedinvoice,
PurchaseOrderswillupdatetheactualquantityinProjectandJob
Costing.
IfyouusetheKeepTransactionHistoryoption,youcandisplay
postedinvoicesintheInvoiceEntryformandprintthemonthe
InvoiceListuntilyouclearthemfromPurchaseOrders.Ifyoudonot
keeptransactionhistory,postedinvoicesaredeletedduringDayEnd
Processing(orwhenyoupost,dependingonwhenyoucost
inventory).
DayEndProcessingalsocreatestheInvoicePostingJournal,which
listsdetailsoftheinvoicetransactionsandthecorrespondinggeneral
ledgerdistributions.However,thegeneralledgertransactionsfor
invoicesarecreatedinAccountsPayablewhentheAccountsPayable
invoicebatchisposted.
Ifyoupostedinvoiceswithnewproratedadditionalcosts,DayEnd
Processing:
Proratesthecoststotheitemsonthereceipt.
Createsadjustingentriesforyourgeneralledger.
Processing Returns
UpdatescostsinInventoryControlfornonjobrelatedinvoices,
ifyouuseInventoryControl(unlessyouchosetheInventory
Purchase Orders
Controloptiontodocostingduringposting).
Before Using
UpdatesquantitiesandcostsinProjectandJobCostingforjob
relatedinvoices.
Thegeneralledgeraccountsaffectedbyinvoicetransactionsare
shownintheJournalEntriesGeneratedfromPostedPurchase
OrdersTransactionssection,laterinthischapter.
Formoreinformationaboutusingsecurity,seeAppendixC,
PurchaseOrdersSecurity.SeealsoSettingUpSecurity,inthe
SystemManagerAdministratorGuide.
Processing Returns
Youcanpostreturnsofinventoryandnoninventoryitemsagainst
existingreceiptsoragainstreceiptsthatyouhavealreadycleared
fromPurchaseOrders.Youcanalsopostreturnswithoutspecifying
areceiptnumber.
Ifyouspecifyareceiptnumber,thereturnistotheprimaryvendor
onthereceipt.(Youcannotpostreturnstothesecondaryvendors
specifiedonreceipts.)
Whenyoupostareturn,inventoryquantitiesareimmediately
updatedforthereturneditemsinInventoryControl.Youcanedit
postedreturnsuntiltheyarecompleted(wheninvoicesorcredit
notesareposted).
Processing Returns
Notethattherearenoinventoryquantitiestoupdateinastand
alonesystem.
Multicurrency Ifyouusemulticurrencyaccounting,thecurrencyforthedocument
ledgers
isdeterminedbythevendornumberandcorrespondingtaxgroup.
Youcanchangethetaxgroupforavendoronlytoanothergroup
thatusesthevendorscurrency.
Youenterthereturnedquantityforeachiteminthedetailentry
sectionoftheReturnEntryform.Youcaneitherdeletethedetails
whichyouarenotreturning,orleavethereturnedquantityatzero.
Processing Returns
Ifyouarereturningallitemsfromareceipt,youcanusetheReturn
Allbuttontoenterthefullquantityreceivedoneachdetailline.If
Purchase Orders
necessary,youcaneditthereturnedquantitiesinsertedbythe
Before Using
button.
Prorating Noadditionalcostdetailsappearonareturn,soyoucannotedit
additional costs
costsoraddnewcosts.Whenyoureturnitemstowhichyou
proratedadditionalcostsonthereceipt,thecostsareallocated
accordingtothereprorationmethodspecifiedonthereceipt.
Ifyoureturnallitemsonareceiptthatincludedadditionalcostsand
usedProrateasthereturnprorationmethod,thecostsremain
allocatedasspecifiedonthereceipt.
Youenterthedetailsofthereturneditemsinthedetailentrysection
oftheReturnEntryform.Witheachdetail,youmustentertheitem
number,itemdescription,location,andquantityreturned.Youcan
Processing Returns
alsoentertheunitandreturncost,unitofmeasure,unitweight,
extendedweight,vendorsitemnumber,ordernumber,and
comments.Ifthedetailincludesanoninventoryitem,youalsoenter
thegeneralledgeraccounttowhichthecostwasexpensed.
Youdonotenterthequantityreceivedortheextendedcost.
Ifyouuseoptionalfields,thereturndisplaystheoptionalfield
informationfromthereceipt,ifany,andyoucanchangeitas
needed.Formoreinformation,seeEnteringOptionalField
Information,laterinthischapter.
Forthereturn,theprogramalsodisplaysthevendorsdefaultrate
type(orthedefaultratetypefromtheOptionsformfornew
vendors),togetherwiththeratedateandexchangerateforthe
returndate.
Processing Returns
Youcanchangetheexchangerates,butchangesintheratewill
generateanexchangegainorloss.
Purchase Orders
Before Using
Checking Return Tax Information
UsetheTaxestaboftheReturnEntryformtoverifyoreditthe
vendorstaxclassandtaxamountforeachtaxauthority.
Formoreinformationabouttaxcalculations,seeEditingVendor
andDetailTaxInformation,laterinthischapter.
Thetabdisplaystheweightofthereturneditems.Italsoshowsthe
returnsubtotal(netofexcludedtax),excludedtaxtotal,andreturn
total.
Posting Returns
Post returns Whenyoupostareturnfrominventory,PurchaseOrders
immediatelyreducesitemquantitiesonhandinInventoryControl.
Decrease
quantities on Ifyouusetheautomaticnumberingoption,postingalsoassignsthe
hand
returnnumber.
Inventory Control
IfyouselectareturnwhenenteringacreditnoteintheCredit/Debit
NoteEntryform,thereturninformationandvendorinformation
fromthereturnisdisplayed,aswellasdetaillinesforreturned
itemsandanyadditionalcostsfromtheoriginatingreceipt.
Processing Returns
Printing Returns
YoucanprintreturnsfromPurchaseOrdersanddesignthereturn
formsyouwanttouse.
SeeChapter7,Reports,inthisguidefordescriptionsofthereturn
formsyoucanprintfromPurchaseOrders.Forinstructionson
adaptingthePurchaseOrdersformtosuityourneedsorcreating
yourownforms,refertothedocumentCustomizingPrintedForms
withCrystalReports(fromtheMicrosoftWindowsStartmenu,
choosePrograms,thenSageAccpac,thenOnlineDocumentation).
ChooseReturnsfromtheFormsfoldertoprintreturns.Youcanalso
printacopyofasinglereturnfromtheReturnEntryform
immediatelyafteryoupostit.Youcanreprintreturnsuntiltheyare
complete.
DayEndProcessingalsodeletescompletedreturnsifyoudonot
keephistory,andupdatesPurchaseOrdersandInventoryControl
historyandstatisticswithreturndata,ifyoukeephistoryand
statistics.
Editing Returns
Ifyouchangereturnquantitiesorreturncosts,PurchaseOrders
Purchase Orders
Before Using
updatesInventoryControlitemquantitieswiththechanges,and
postingorDayEndProcessingcreatesnewgeneralledger
transactionstoreflectthechanges.
Formoreinformationaboutusingsecurity,seeAppendixC,
PurchaseOrdersSecurity.SeealsoSettingUpSecurity,inthe
SystemManagerAdministratorGuide.
Creditnotesanddebitnotesarecompletedwhenyoupostthem
youcannotchangethemlater.Whenyoucreatecreditnotesfrom
returns,thecreditnotescompletethereturns.
IfyouusetheKeepTransactionHistoryoption,youcandisplay
postedcreditnotesanddebitnotesintheCredit/DebitNoteEntry
formuntilyouusetheClearHistoryformtoclearthemfrom
PurchaseOrders.Ifyoudonotkeeptransactionhistory,posted
creditnotesanddebitnotesaredeletedduringDayEndProcessing.
Effects on Creditnotesthatapplytoreturnsaffectquantitiesandcostsin
Inventory Control
InventoryControlandquantitiesinProjectandJobCostingonly
and Project & Job
Costing whenthecreditnotechangesthereturnedquantitiesandcosts.
Ifyouadjustreturnedquantitiesonnonjobrelatedcreditnotes,
postingthemadjuststhequantityonhandforthelocationin
InventoryControl.
Forjobrelatedcreditnotes,postingadjuststhecontractforthe
differencebetweenthequantityreturnedonthereturnandthe
quantityonthecreditnote.
Ifyouadjustthereturncostsonthecreditnote,postingorDayEnd
ProcessingadjuststheitemcostsinInventoryControlandcreates
theappropriategeneralledgerjournalentrieswhetheryouuse
PurchaseOrderswithInventoryControlorasastandalonesystem.
Whencreditnotesanddebitnotesareappliedtoinvoices,the
transactionsaffectitemcostsinInventoryControlorProjectandJob
Costing,buttheydonotchangeitemquantities.
Mostoftheinformationfromtheinvoiceorreturncannotbe
changed,suchasthevendornumber,templatecode,currency(in
multicurrencyledgers),andkeyinformationfromeachdetailline,
suchastheitemnumber,location,andunitofmeasure(or
contract/jobinformationifthisisajobrelatedcreditordebitnote).
Purchase Orders
Additional costs
Before Using
Ifyouarecreatingacreditnotefromareturn,theadditionalcost
detailsfortheprimaryvendoraredisplayedfromtheoriginating
receipt,ifany.
Ifyouarecreatingacreditnoteordebitnotefromaninvoice,the
additionalcostdetailsaredisplayedfromtheinvoice.
Additionalcostamountsappearaszero,andyouentertheamount
tobecreditedordebited.Youcannotchangetheadditionalcost
code,prorationandreprorationmethods,ortheexpenseandreturn
generalledgeraccounts.Youcanaddnewadditionalcostsoncredit
notesanddebitnotesbutyoumustselectNoProrationasthe
prorationmethod,sothatthecostisexpensedtoageneralledger
account.
IftheoptionalfieldsyouuseinPurchaseOrdersexactlymatch
optionalfieldsusedintheAccountsPayableInvoiceEntryform,
optionalinformationenteredwithcreditnotesanddebitnoteswill
betransferredtoAccountsPayable(dependingonthesettingsinthe
P/OOptionalFieldsform).
Multicurrency Ifyouusemulticurrencyaccounting,youcanalsoenterexchange
exchange
rateinformationoncreditordebitnotesfromvendorswhodonot
rates
usethefunctionalcurrency.
Formoreinformationabouttaxcalculations,seeEditingVendor
andDetailTaxInformation,laterinthischapter.
Purchase Orders
Returns
Before Using
documenttotalyouentered.Thedocumentispostedonlyifthetwo
Posted credit
notes complete totalsarethesame.
returns
IfyouusetheKeepTransactionHistoryoption,youcandisplay
postedcreditnotesanddebitnotesintheCredit/DebitNoteEntry
formuntilyouclearthemfromPurchaseOrders.Ifyoudonotkeep
transactionhistory,thetransactionsaredeletedduringDayEnd
Processing.
Ifcredit/debitnotesincludechangestocosts,eitherpostingorDay
EndProcessingupdatesitemcostsinInventoryControl(ifyou
useit).
Finally,DayEndProcessingupdateshistoryandstatistics,ifkept,in
PurchaseOrdersandInventoryControl.Ifyoudonotkeep
transactionhistory,itdeletesallcreditanddebitnotes.
Forinformationonthegeneralledgeraccountsaffectedbycredit
notesanddebitnotesseeJournalEntriesGeneratedfromPosted
PurchaseOrdersTransactions,laterinthischapter.
Formoreinformationaboutusingsecurity,seeAppendixC,
PurchaseOrdersSecurity.SeealsoSettingUpSecurity,inthe
SystemManagerAdministratorGuide.
Trans.
Type Posting Posting or Day End Processing
Purchase Orders
Receipt Increases item quantities Prorates additional costs to item details
Before Using
on hand in I/C and Deletes completed receipts (if you do not keep
reduces quantities on history)
purchase order
Updates most recent cost in Inventory Control
Updates received and (unless done during posting)
outstanding quantities on
purchase order details Creates general ledger transactions for item
and payables clearing accounts (unless done
Assigns receipt numbers, during posting)
if you do not enter your
own Updates history and statistics in Purchase
Orders and Inventory Control
Updates quantity
outstanding on receipts Creates Receipt Posting Journals
details Updates committed and actual quantities and
Completes purchase costs in Project and Job Costing
orders Prorates/expenses additional costs for the
Updates the Receipt List primary and secondary vendor
Trans.
Type Posting Posting or Day End Processing
Return Reduces item quantities Creates general ledger transactions for item
on hand in Inventory and payables clearing accounts
Control Updates item costs in Inventory Control (unless
Assigns return numbers, done during posting)
if you do not enter your Updates history and statistics in Purchase
own Orders and Inventory Control
Updates the Return List Deletes completed returns (if you do not keep
history)
Creates Return Posting Journals
Updates actual quantities and costs in Project
and Job Costing
Credit/ Credit notes complete Deletes completed credit notes, and debit notes
debit note returns (if you do not keep history)
Updates quantity on Creates or adds to Accounts Payable invoice
hand in Inventory Control batch
if the quantity returned is Updates history and statistics in Purchase
changed on the credit Orders and Inventory Control
note
Updates costs in Inventory Control (from
Updates the Credit Note invoice/return adjustments)
or Debit Note List
Creates Credit/Debit Note Posting Journals
Updates actual costs in Project and Job Costing
for credit/debit notes from invoice
Updates actual quantities and costs in Project
and Job Costing for credit/debit notes from
returns that change the returned quantities and
costs
Youhaveenteredtaxratesfortheapplicabletaxauthoritiesand
classesinTaxServices.(SeetheTaxandBankServicesUserGuide
forinformationaboutdefiningtaxes.)
Thevendorstaxgroupissubjecttotax.
Thetransactioncontainstaxableitemsortaxableadditional
Purchase Orders
Before Using
costs.
InPurchaseOrders,taxinformationiscalculatedanddisplayedfor
individualdetailsandforthetotalpurchaseorder,receipt,invoice,
return,creditnote,ordebitnote.(Notaxinformationisdisplayedfor
requisitionsbecauseyoudonotentercostswithrequisitions.)
Taxcalculationsarebasedontheratesenteredforthevarious
authoritiesandtaxclassesinTaxServices.
Youcaneditsometaxinformationforindividualdetaillines(suchas
thedetailtaxclassandwhetherthecostincludestax),butyoucan
directlychangetaxamountsonlyforthetransactionasawhole,
usingtheTaxestabofthetransactionform.
Taxamountsarecalculatedfordetailswhenyoupostthetransaction
oropentheTotalstabofthetransactionform.
Ifyouwanttochecktaxamountsfordetailsbeforepostinga
transaction,youcanclicktheCalc.TaxesbuttonontheDetail
Items/Taxesform(whichpopsupwhenyoupressF9onadetail
line).YoucanalsorecalculatetaxesusingtheCalc.Taxesbuttonon
theTaxestab.
Note: TheCalc.Taxesbuttonrecalculatestaxesfortheentire
document,notjustforthedetailyouareeditingwhenyou
selectthebutton.
IfyoueditataxamountontheTaxestabandthenselectthe
Calc.Taxesbutton(eitherfromthedetaillineorontheTaxes
tab),theprogramreinsertstheoriginaltaxamount.The
buttonusesthecurrentsettingsforthetaxclassortax
includedoption.
YoucanchoosetheItem/Taxbutton(orpressF9)whileinadetail
linetoopentheDetailItems/Taxes(zoomeddetailentry)form.This
formallowsyoutoviewfurthertaxinformationforthedetailandto
editthetaxclassandtaxincludedchoice.
Foreachdetail,theDetailItems/Taxesformshows:
Theclassissetto1,withthedescriptionenteredfortaxclass1inTax
Services,ifyouenteradetaillinefor:
Anoninventoryitem.
Anitemthatisassignedtaxauthoritiesdifferentfromthe
vendors.
Anadditionalcostwheretheadditionalcostcodeisblank.
YoucanincludetaxinitemcostsandchangethechoicefortheTax
IncludedoptiononlyiftheAllowTaxInPriceoptionisselectedfor
thetaxauthorityinTaxServices.
Purchase Orders
usefulforitemsthathavetaxincludedintheirprice.
Before Using
Tax Amount. Thetotalofallocated,recoverable,andexpensedtax
amountsforeachauthorityinthevendorcurrency.
TaxamountsintheDetailItems/Taxesformdonotincludetaxes
chargedonadditionalcoststhatyouproratedtothedetail.Similarly,
taxamountsintheAdditionalCostDetailCosts/Taxesformshow
taxtotalsonlyfortheadditionalcostdetail.
Recoverabletaxesaredisplayedonlybydetailline.(Generalledger
transactionsarecreatedduringpostingordayendprocessingto
postrecoverabletaxestothegeneralledgeraccountspecifiedfor
theminTaxServices.)
Youspecifywhetherataxisallocated,recoverable,orexpensed,and
assignthegeneralledgeraccountforthetaxintheTaxAuthorities
forminTaxServices.
Oncetaxesarecalculated,youcanseethetaxbase,taxamount,
allocatedtax,recoverabletax,expensedtax,andtaxreporting
amountsforadetailonthedetailline,butyoucannotchangeany
informationinthesefields.
Reprorateadditionalcosts.
ClicktheCost/TaxbuttonontheAdditionalCoststabtodisplaythe
zoomedDetailCosts/Taxesform.Justlikethezoomedformforitem
details,thisformletsyouchangethedetailtaxclassandchangethe
taxincludedsetting(ifallowedforthetaxauthority).
Prorating Ifyouchoosetoprorateautomatically,postingorDayEnd
automatically
Processingcalculatesthetaxamountforeachadditionalcostand
proratestheadditionalcostamountandallocatedtaxestoitem
detailsaccordingtotheprorationmethodyouchoose(byquantity,
cost,orweight).
Theproratedamountsarenotdisplayedwiththeaffecteddetails,
andtheyarenotincludedinthetaxamountsyouseeintheDetail
Items/Taxesform(becausetheyarenotpartofthebaseonwhich
taxesarecalculatedforitems),buttheyareshownontheposting
journalsforthetransactions.
Purchase Orders
postedbyA/P.
Before Using
Adding Taxes to Manually Prorated Additional Cost Amounts
Ifyouprorateadditionalcostsmanually,youmustaccurately
calculatethetaxamountforeachcostyouareprorating,andthen
allocatethefullamountofthecostandapplicableallocatedtaxesto
itemdetails.Youmustentertheexactamounttoproratetoeachitem
detailintheManualProrationfieldforthedetaillineonthereceipt
orreturn.
Youcanalsocheckthetaxamountforeachtaxauthority,usingthe
AdditionalCostDetailCosts/Taxesform.(ChoosetheCost/Tax
buttonontheAdditionalCoststab.)Forexample,thefollowingform
showsatotalallocatedtaxamountof2.07toaddtoanadditional
costthatwillbeproratedmanually.
Youcanseetheadditionalcostamountsfortheprimaryvendoron
thereceipttotalstab.
YoucanalsochoosetheTotalstabtodisplaythetaxamountsforthe
transaction.WhenyouchoosetheTotalstab,PurchaseOrders
automaticallycalculatesthetaxamountsifyouhavenotalready
postedthetransactionorusedtheCalculateTaxesbutton.
UsetheCalculateTaxesbuttonontheTaxestabtorestoreoriginal
taxcalculationsifyouoverrodetaxamounts.
Ifyoudonotentertaxamountsmanually,thetaxesforthe
documentarecalculatedautomaticallywhenyouchoosetheTotals
Purchase Orders
tab(orwhenyoupostthetransaction).
Before Using
Taxinformationforatransactiontotalincludes:
Youcanchangetoanothertaxclassthatisassignedtothetax
authority.NewvendorsyouhavenotyetaddedtoAccountsPayable
areassignedtaxclass1anditscorrespondingdescriptionforeach
taxauthorityinthetaxgroupselectedforthetransaction.
Ifyouchangethetaxclass,youcanclicktheCalculateTaxesbutton
todisplaytheadjustedtaxamounts.
PurchaseOrderscalculatesthetaxreportingamountusingthe
exchangeratesontheRatestab.Ifyoueditthetaxreportingamount,
youcanusetheDerivebuttontocalculatethenew,effective
exchangerate.
Ifyouchangethetaxamount,theprogramadjuststhetaxamounts
onthedetails.
Youcanchangethetaxclassandthetaxamountforeachtax
authorityassignedtothedocumentvendorforatransactiononthe
Taxestaboftheformyouareusing.
IfyouassignthesameoptionalfieldstoallPurchaseOrders
transactionforms,theoptionalfielddatafromthepreviousformwill
appearbydefaultwitheachnewphaseofthetransactioncyclefor
example,optionalfieldentriesfromrequisitionswillappearby
defaultonpurchaseorders,andpurchaseorderentrieswillappear
bydefaultonreceipts,etc.
Document Header
Optional
Document Details Fields
Purchase Orders
Before Using
Purchase Purchase
Requisition Order
Optional field information can originate with vendor and item records, and
flow through requisitions, purchase orders, receipts and invoices.
Ifyoudonotvalidateentriesforoptionalfields,youcanmakeany
entryyouwish,uptothenumberofcharacterspermitted.
Transferring IfyouusethesameoptionalfieldsinPurchaseOrdersinvoicesthat
optional
areusedintheAccountsPayableInvoiceEntryform,the
information to
Accounts Payable informationinthefieldsinPurchaseOrderswillbesenttoAccounts
Payable(dependingonthesettingsintheP/OOptionalFieldssetup
form).
Youcanprocessretainageamountsforjobrelateddocumentsonly.
(Byjobrelated,wemeanjobsthatyoumanageusingSageAccpac
ProjectandJobCosting.)
Periodic Processing
SelectingtheoptiontouseretainageaccountinginAccounts
Payable.
Selectingdefaultoptionsforretainageprocessing.
Specifyingaretainagecontrolaccountforeachaccountsetin
yourAccountsPayablesystem.
1. Youenterareceipt,invoice,debitnote,orcreditnoteinthe
PurchaseOrdersmodulethatspecifiesaretainageamountfor
thedocument.
WhenyouposttransactionsinPurchaseOrders,theinvoice,
debitnote,orcreditnoteisaddedtoanAccountsPayablebatch
andpostedintheAccountsPayablemodule.
Retainage 2. Youenteraretainageinvoice,debitnote,orcreditnoteinthe
amounts are
AccountsPayablemoduletocleartherelatedoutstanding
invoiced in A/P
retainagewhenitisdue.
Periodic Processing
Thissectionoutlinesproceduresyoumightfollowaspartofyour
weekly,biweekly,ormonthlyprocedures,andtellsyouhowtouse
PurchaseOrderstoaccomplishthesetasks.
Periodic Processing
UsetheCreateG/LBatchandClearHistoryformstocomplete
processingandtoclearoutobsoletedataandrecordsattheendof
Purchase Orders
youraccountingperiods.
Before Using
Create new Ateachperiodend,youshould:
purchase orders
1. Createanynewpurchaseordersyouwishtoprocessinthe
period.
UsethePurchaseOrderEntryformandtheCreatePurchase
OrdersFromRequisitions,CreatePurchaseOrdersFromI/C,
andCreatePurchaseOrdersFromO/Eforms.
Update 2. Postothertransactionsthatapplytotheperiod.
transaction
information UsetheRequisitionEntry,PurchaseOrderEntry,ReceiptEntry,
InvoiceEntry,ReturnEntry,andCredit/DebitNoteEntryforms,
asdescribedinChapter4,ProcessingRequisitionsand
PurchaseOrdersandChapter5,ProcessingReceipts,Invoices,
Returns,CreditNotes,andDebitNotes.
UsethePurchaseOrderActionandAgedPurchaseOrdersforms
fromtheAnalyticalReportsfoldertoprintthereports.
RefertoChapter7,Reports,fordescriptionsofthesereports
andinformationaboutprintingandinterpretingthem.
ChoosetheG/LTransactionsiconfromtheProcessingReports
foldertoprintthereport.UsetheCreateG/LBatchformfrom
thePeriodicProcessingfoldertocreatethegeneralledger
transactions.
YoucanseeanexampleoftheG/LTransactionsreportandother
informationaboutitinChapter7,Reports.
ChoosetheClearHistoryformfromthePeriodicProcessing
foldertoclearthisinformation.
Note: SageAccpacERPconsidersthatreportshavebeen
printedwhenyouprinttoanyprintdestination,including
thepreviewwindow.Whenyouprintpostingjournalsor
otherreportstoapreviewwindow,youcanchoosePrintin
thepreviewwindowtogetaprintedcopyofthereport.
Note: Itemcostsmaybeupdatedbypostingorbyrunning
DayEndProcessingdependingonyoursettingforthe
InventoryControloptionCostItemsDuringPostingorDay
EndProcessing.
Also,dependingonyourI/CandP/Ooptions,postingmayaddG/L
transactionstoneworexistingbatches,ortheymaybeaddedduring
DayEndProcessingor,manually,usingtheCreateG/LBatch
window.
Costingitemsduringpostingwillincreasethetimeittakestopost
eachtransaction.Ifpostingbecomestooslow,youshouldswitchtocost
itemsduringDayEndProcessing.
Purchase Orders
youuseit)andPurchaseOrders(ifyoukeephistoryandstatistics).
Before Using
Ifyoudonotcostitemsduringposting,youmustrunDayEnd
Processingtocreate:
BatchesofAccountsPayableinvoices,creditnotes,anddebit
notesfromPurchaseOrderstransactions.
Generalledgertransactions(ifyoualsochosetheoptionto
createthemduringDayEndProcessing).
Ifnecessary,youcanrunDayEndProcessingseveraltimesadayto
keepthisinformationmorecurrent.
EachtimeyourunDayEndProcessing,theprogramprocessesall
thetransactionsthatyoupostedsincethelasttimeyouranDayEnd
Processing.YoushouldrunDayEndProcessingaspartofyourdaily
routinetokeepyouraudittrailandreportsuptodate.Youcanrun
DayEndProcessingasmanytimesadayasyouwant.
Warning!
ThetimeittakestocompleteDayEndProcessingvaries
accordingtoyourcomputerandthenumberoftransactions
thatyouenteredsincethelasttimeyouranDayEnd
Processing.WerecommendthatyourunDayEnd
Processingwhenyoudonotneedtouseyourcomputerfor
othertasksforexample,runitovernight.
IfyouuseInventoryControlandcostitemsduringDayEnd
Processing,updatescostinginformationforitemsinInventory
Control,andcreatesandupdatesLIFOandFIFObucketsfor
itemsthatuseLIFOorFIFOcosting.
Activatesandpostsfuturepurchaseordersthathavereached
theirpurchaseorderdate.WhenDayEndProcessingis
complete,youcanprintthenewPOs.
Tip: IfyouusuallyrunDayEndProcessingattheendofthe
workday,futurepurchaseorderssettobeactivatedona
certaindaywillnotbecomeactiveuntiltheendoftheday.
Tobesureafuturepurchaseorderisreadytobeprocessed
onthecorrectdate,assignadatethatisoneormoredays
earlierthanthedesireddateforthepurchaseorder.
Clearsrequisitionsthathavereachedtheirexpirationdates.
Deletescompletedtransactionsifyoudonotkeeptransaction
history.
UpdatesstatisticsandhistoryinbothPurchaseOrdersand
InventoryControl(ifyoukeephistoryandstatistics).
Formoreinformationaboutthisbatch,seethenextsection,
BatchesCreatedinAccountsPayable.
Purchase Orders
Before Using
Createsthereceipt,invoice,return,andcredit/debitnoteposting
journalsinPurchaseOrdersforthenewdayendsequence
number.Thesejournalsarethedetailedrecordsofthegeneral
ledgerentriesthatwerecreatedbyDayEndProcessingfrom
PurchaseOrderstransactions.
IfyoucostitemsduringDayEndProcessing,createsgeneral
ledgertransactionsfrompostedreceipts,returns,invoices,credit
notes,anddebitnotes.
Createsgeneralledgertransactionsforthedefaultcostexpense
accountwhen:
Additionalcostsareexpensedtoageneralledgeraccount
thatwassubsequentlydeletedfromyourSageAccpac
GeneralLedgerdata.
Adiscrepancyintaxamountsoccurswhenusersmanually
prorateadditionalcostsandchangetaxclassesonareceipt
orinvoice.
Enterandpostallofthereceipt,return,invoice,creditnote,and
debitnotetransactionsthatyouwanttoprocess.
BackupyourPurchaseOrdersdata.Forinformationabout
makingbackups,seetheSystemManagerUserGuide.
Printthepostingjournalsforarecordofthegeneralledger
entriescreatedfromPurchaseOrderstransactions,bothin
PurchaseOrdersandinAccountsPayable.
Printanyreportsthatyouneedforupdatingyourrecords.
ModifyoptionsintheOptionsform,asneeded.
PurchaseOrderscreatesinvoicebatchesinAccountsPayablewith
thefollowingsettings:
ThebatchdateistheDayEndProcessingdate.
ThebatchdescriptionisP/OGeneratedBatch.
ThebatchtypeisImported.
ThebatchstatusisReadyToPost.
Note: PurchaseOrdersletsyoupostA/Pbatches
automaticallywhenyoupostP/Otransactions,RunDayEnd
Processing,orusetheP/OCreateBatchform.Youcanalso
postinvoicebatchesintheAccountsPayablemodule.
IfyouusetheAllowEditOfImportedBatchesoptioninAccounts
Payable,youcanopenandeditthebatchesbeforeyoupostthem
(otherthanvendornumbers,documenttypes,anddocument
numbers).ToprintinvoiceA/Pinvoicebatches,usetheAccounts
PayableInvoiceBatchListingform.
Purchase Orders
Do not change
Before Using
WithPurchaseOrders5.3or5.4,ifyouchangeajobrelatedinvoice
job-related
inAccountsPayablethatoriginatedwithPurchaseOrders,Project
invoices in A/P
andJobCostingwillnotbeupdatedwiththetransactionchanges.
YoumustprocessinvoicechangesinthePurchaseOrdersmoduleor
usinganAccountsPayabletransactionsuchasanadjustment(which
willupdateProjectandJobCosting).
Note,however,thatyoucannotpostthetransactionsinAccounts
Payableuntilyouaddthevendors.Whenyouaddthesevendors,
makesureyouusethesamevendornumberthatyouusedonthe
PurchaseOrderstransaction,andthesamecurrency,ifyouhavea
multicurrencyledger.
PurchaseOrdersjournalentriesarecreatedintwostages:
Stage1 PostingandDayEndProcessingcreatesgeneralledger
entries(forinventoryandnonstockclearingaccounts,or
inventory/expenseaccountsinastandalonesystem)from
receiptsandreturns.
Stage2 AccountsPayablepostingcreatesentriesfrominvoices,
returns,creditnotes,anddebitnotes.(Nogeneralledger
transactionsarecreatedfromrequisitionsandpurchase
orders.)
IfyouusetheCreateG/LBatchformtoproducethegeneralledger
transactionsforPurchaseOrders,youcanprinttheG/LTransactions
reportandchecktheentries.Ifyoudonotusethisoption,DayEnd
ProcessingcreatestheG/LtransactionbatchesanddeletestheG/L
Transactionsreportinformation,soyoumustusetheG/LListingin
GeneralLedgertoseethetransactioninformation.
Taxes Allocatedtaxesarepostedtothesamegeneralledgeraccountsas
theircorrespondingitemoradditionalcostdetails.Recoverableand
expensedtaxesarepostedtotheaccountsspecifiedforthetax
authoritiesinTaxServices.
Receipts
PO-RC source ReceiptsareassignedsourcecodePORContheG/LTransactions
code
report.
G/L Account Dr Cr
Receipttransactionsdebittheitemsinventorycontrolaccountand
Inventory Control (or X
/Expense) credittheitemspayablesclearingaccountwiththetotalofextended
Payables Clearing X
itemcost,allocatedtaxes,andanyproratedadditionalcostsand
theirallocatedtaxes.
IfanitemusestheLIFOorFIFOcostingmethod,thereceiptnumber
anddate,itemquantityreceived,anditemcostareaddedto
InventoryControlsreceiptbucketsfortheitem.
Receipt Additionalgeneralledgertransactionsarecreatedifreceiptsare
adjustments
editedtochangeitemquantitiesorcosts.Thejournalentriesdebit
theInventoryControl(orInventory/Expense)accountandcreditthe
PayablesClearingaccountwithquantityorcostincreases,orcredit
theInventoryControlaccountanddebitthePayablesClearing
accountwithquantityorcostdecreases.
Non-inventory Whenyouenterareceiptforanoninventoryitem,PurchaseOrders
items
creditsthenoninventorypayablesclearingaccount(specifiedinthe
Purchase Orders
POOptionsform)anddebitstheexpenseaccountduringdayend
Before Using
processing(orwhenyourunCreateG/LBatch).Postingtheinvoice
inAccountsPayabledebitsthenoninventorypayablesclearing
accountandcreditsthepayablescontrolaccount.
IfyouchooseCreateG/LEntriesForNonInventoryExpensesinthe
Optionssetupform,theP/OprogramcreatesG/Ltransactionsto
debittheexpenseaccountsandcredittheNonInventoryPayables
Clearingaccountwhenyoupostreceipts.(Later,postinginvoicesin
AccountsPayablewillcreditthePayablesControlaccountanddebit
NonInventoryPayablesClearing.)
IfyoudonotchoosetocreateG/Lentriesfornoninventory
expenses,PurchaseOrderswillsendtheexpensestoAccounts
Payable,wherepostingtheinvoiceswillcreateG/Ltransactionsto
debittheexpenseaccountsandcreditPayablesControl.
Note: G/Lentriesarealwayscreatedfornoninventory
expensesifthetransactionisjobrelated.
Note: G/Lentriesarealwayscreatedforexpensedadditional
costsifthetransactionisjobrelated.
Job-related Itemsreceivedforprojectsdonotgointoinventory;instead,the
receipts
valueoftheitemgoesintoaWorkInProgressorCostofSales
accountspecifiedforthecontractinProjectandJobCosting.
G/L Account Dr Cr
Whenyoupostjobrelatedreceiptsorreturns,orinvoices,credit
Work in Progress X
Payables Clearing X notes,anddebitnoteswithchangestothereceiptinformation,
PurchaseOrderscreatesgeneralledgerjournalentriestoupdatethe
WorkInProgress/CostofSalesandPayablesClearingaccountswith
thetotalofextendeditemcost,allocatedtaxes,andanyprorated
additionalcostsandtheirallocatedtaxes.
Theprogramalsoupdatesthecommittedandactualquantitiesand
costsforthecontractinProjectandJobCosting.
Retainage invoice
can update Note: Ifyouuseretainageaccountingwithjobrelated
actuals purchaseorders,andyoudefertaxreportingforretained
amountsuntiltheyareinvoiced,thenonrecoverabletaxon
retainedamountsdoesntbecomeanactualcostuntilyou
posttheretainageinvoice.
POwillalsocreatetransactionsforanyoverheadassociatedwiththe
itemsoradditionalcosts,andfornoninventoryitems(suchaslabor)
receivedforthejob.
Overheadorlaborisnotcalculatedforadditionalcostsifusinga
flatrateperunit.
Overheadorlaborisalsonotcalculatedforitemdetailsin
credit/debitnotesderivedfrominvoicesifusingaflatrateper
unit.
Invoices
PO-IN source code InvoicesareassignedsourcecodePOINontheG/LTransactions
Purchase Orders
Before Using
report.Thejournalentriesforinvoicesarecreatedwhentheinvoice
batchfromPurchaseOrdersispostedinAccountsPayable.
No changes in Ifareceiptisinvoicedwithoutchangestoquantitiesandcosts,a
quantities or costs
journalentryiscreatedtodebittheitemspayablesclearingaccount
G/L Account Dr Cr andcreditthevendorspayablescontrolaccount(withthetotalof
Payables Clearing X
Payables Control X
theextendeditemcost,allocatedtaxes,andanyproratedadditional
costsandtheirallocatedtaxes).
Changes in Ifquantitiesorcostswerechangedontheinvoice,PurchaseOrders
receipt quantities
createsgeneralledgerjournalentriesthat:
or costs
Debitorcredittheitemsinventorycontrol(orinventory/
expense)accountforthedifferencebetweenthereceiptamount
andtheinvoiceamount.
Debitorcredittheitemspayablesclearingaccountforthe
differencebetweenthereceiptamountandtheinvoiceamount.
DebitthePayablesClearingaccountfortheoriginalamountof
thereceipt,netofanyadjustmentsaslistedabove.
Forexample,iftheitemcostincreasesonaninvoice,thedifference
betweentheinvoicecostandthereceiptcostisdebitedtotheitems
inventorycontrolorinventory/expenseaccount.
Non-inventory Wheninvoicesarepostedfornoninventoryitems,thegeneral
items
ledgerjournalentriescreatedinAccountsPayabledebittheexpense
accountspecifiedforthenoninventoryitemandcreditthevendors
payablescontrolaccount.(SeeReceipts,above,foradiscussionof
theoptionCreateG/LEntriesForNonInventoryExpenses.)
Forexample:
Ifyouchangethebillingrate,PurchaseOrdersgeneratesanew
transactionforthedifferencebetweentheoldbillingrateandthe
newbillingrate.
Ifyoualsochangequantities,PurchaseOrderswillalsocreatea
billingadjustmenttransactionforthequantitydifference.
Ifthereceiptoriginatedfromapurchaseorderandyouchange
thequantityoutstanding,PurchaseOrderswillupdatethe
committedquantitiesandcostsinProjectandJobCosting.
Ifyouuseretainageaccountingwithjobrelatedpurchaseorders,
andyoudefertaxreportingforretainedamountsuntiltheyare
invoiced,thenonrecoverabletaxonretainedamountsremains
doesntbecomeanactualexpenseuntilyouposttheretainage
invoice.
vendorspayablescontrolaccountwhenitispostedinAccounts
Payable.
Purchase Orders
Job-related
Before Using
Whenyoupostajobrelatedreceiptwithexpensedadditionalcosts,
additional costs
theprogramcreatesgeneralledgerjournalentriestodebittheWork
G/L Account Dr Cr inProgress/CostofSalesaccountfortheJobspecifiedonthe
Work in Progress X
additionalcost,andcreditthepayablesclearingaccount.(Ifthe
Payables Clearing X
additionalcostwasprorated,thetransactionwoulddebitWorkin
Progress/CostofSalesforeachjobdetailtowhichtheadditional
costwasprorated.)
Returns
PO-RT source code ReturnsofitemstovendorsareassignedsourcecodePORTonthe
G/LTransactionsreport.
G/L Account Dr Cr
Payables Clearing X
InPurchaseOrders,returnsdebittheitemspayablesclearing
Inventory Control or
(Inventory/expense)
X accountandcredittheitemsinventory/expenseaccountwiththe
valueofthereturneditems,proratedadditionalcosts,andallocated
taxes.Whenadditionalcostsproratedtoreturneditemsare
reprorated,additionalentriesarecreatedtodebitorcreditthe
inventorycontrolandpayablesclearingaccountsfortheremaining
itemsonthereceipt.
G/L Account Dr Cr
WhenacreditnoteispostedforthereturnandyouhaverunDay
Payables Control X
Payables Clearing X EndProcessinginInventoryControl,acreditnoteiscreatedinthe
AccountsPayablebatch.WhenthecreditnoteispostedinAccounts
Payable,thetransactionwilldebitthevendorspayablescontrol
accountandcreditthevendorspayablesclearingaccountwiththe
valueofthereturneditems,proratedadditionalcosts,andallocated
taxes.
Non-inventory Whennoninventoryitemsarereturned,PurchaseOrdersdoesnot
items
createanyjournalentriesforInventoryControlaccounts.The
transactionissenttoAccountsPayableasaninvoiceorcreditnote
whichwilldebitorcredittheG/Lexpenseaccountspecifiedforthe
itemandpostthecorrespondingcreditordebittothevendors
payablescontrolaccount.(SeeReceipts,above,foradiscussionof
theoptionCreateG/LEntriesForNonInventoryExpenses.)
Credit Notes
PO-CR source code CreditnotesareassignedsourcecodePOCRontheG/L
Transactionsreport.
G/L Account Dr Cr
Creditnotesdebitthevendorspayablescontrolaccountandcredit
Payables Control X
Payables Clearing X thevendorspayablesclearingaccountwhenthetransactionis
postedinAccountsPayable.
Ifacreditnoteispostedtoareturnandtherearecostchanges,Day
EndProcessingdebitsorcreditsthePayablesClearingandInventory
Controlaccounts.WhenthecreditnoteispostedinAccounts
Payable,thePayablesControlaccountandthePayablesClearing
accountaredebitedandcredited.
Whenacreditnoteispostedforaninvoice,PurchaseOrderscreates
journalentriestodebitthePayablesClearingaccountandcreditthe
inventorycontrolorinventory/expenseaccount,andDayEnd
ProcessingcreatesacreditnoteforthetransactionintheAccounts
Payablebatch.WhenyoupostthebatchinAccountsPayable,a
journalentryiscreatedtodebitthePayablesControlaccountand
creditthePayablesClearingaccount.
Purchase Orders
Item cost
Before Using
Whencreditnotesarepostedtoadjustitemcosts,DayEnd
adjustments
Processingcreatesgeneralledgerjournalentriestodebitthe
PayablesClearingaccountandcredittheitemsinventorycontrolor
nonstockaccount.
WhenthecreditnoteispostedinAccountsPayable,ajournalentry
iscreatedtodebitthevendorspayablescontrolaccountandcredit
thePayablesClearingaccount.
Taxes Allocatedtaxesfromcreditnotesarepostedtothesamegeneral
ledgeraccountsascosts.Recoverableandexpensedtaxesareposted
totheaccountsspecifiedforthetaxauthoritiesinTaxServicesand
theinventorycontrolorpayablesaccountsusedfortherelatedcosts.
Debit Notes
PO-DB source DebitnotesareassignedsourcecodePODBontheG/LTransactions
code
report.
G/L Account Dr Cr
Payables Clearing X
WhenthedebitnoteispostedinAccountsPayable,thePayables
Payables Control X Clearingaccountisdebitedandthevendorspayablescontrol
accountiscredited.
Taxes Allocatedtaxesfromdebitnotesarepostedtothesamegeneral
ledgeraccountsastheirrelatedcosts.Recoverableandexpensed
taxesarepostedtotheaccountsspecifiedforthetaxauthoritiesin
TaxServicesandtheinventorycontrol,inventory/expense,or
payablesaccountusedfortherelatedcosts.
ForinformationabouttheCreateG/LBatchform,seeChapter6,
PeriodicProcessing.
IfyoudonotusetheoptionstokeepPurchaseOrdershistoryand
statistics,theprogramwilldeleteallcompletedtransactionsduring
DayEndProcessing.YouwouldthenuseClearHistoryonlytoclear
printedpostingjournalsandthepayablesclearingauditdata.
Beforeyouclearhistory,makesureyouhavepostedallthe
transactionsyouneedandrunDayEndProcessingtoupdate
PurchaseOrdersrecords.
ForinstructionsonprintingtheTransactionHistoryreport,seeItem
TransactionHistoryinChapter7,Reports,inthisguide.
Purchase Orders
Before Using
Transaction history PurchaseOrdersclearsthedetailsfromrequisitions,purchase
orders,receipts,invoices,returns,creditnotes,anddebitnotesthat
werecompletedonorbeforetheclearingdateyouspecify.
Requisitions Youcannotclearcompletedrequisitionsuntilyouhaveposted
invoicesforallthedetails,andrunDayEndProcessing.(Youcan
alsodeleterequisitionsintheRequisitionEntryform.)
Receipts Youcannotclearreceiptsuntilyouhavepostedinvoicesforthe
primaryvendorandallsecondaryvendorsonthereceipt,andrun
DayEndProcessing.
Completed Invoices,creditnotes,anddebitnotesarecompletewhenDayEnd
transactions
ProcessinghasaddedthemtoanAccountsPayablebatch.Atthis
point,youcanclearthem.
Areturniscomplete,andyoucanclearit,whenyoupostacredit
notetoit.
ClearedtransactionsarenotreportedontheTransactionLists.
Clearitemtransactionhistory(usingtheClearHistoryform).
Deleteinactiverecords.
RunDayEndProcessingfromPurchaseOrders.
IfyouuseInventoryControl,youperformthesetasksinthe
InventoryControlmodule.
YouusetheClearHistoryforminPurchaseOrderstoclear
informationfromtheItemTransactionHistoryreport.
Clearingitemtransactionhistoryclearsitemtransactionsthrough
thefiscalyearandfiscalperiodthatyouspecify.(Historyiscleared
notonlyfortheperiodyouspecify,butalsoforthepreviousperiods
inthespecifiedyear,andforallperiodsinpreviousyears.)
YouusetheDeleteInactiveRecordsformtodeleterecordsthatyou
Purchase Orders
Before Using
nolongerneed.Todeleteinactiverecords,youchooseDelete
InactiveRecordsfromthePurchaseOrdersPeriodicProcessing
folder.
TheDeleteInactiveRecordsformletsyouspecifywhichrecordsto
delete,asfollows:
Thetypeofrecordsthatyouwishtodelete(itemsoraccount
sets).
Therangeofrecordsthatyouwishtodelete.
Therangeofdatesduringwhicharecordmusthavebecome
inactiveinordertobedeletednow.
PurchaseOrdersdeletesallthespecifiedrecordsthatfallwithinthe
givenranges.
ThissectioncontainsanoverviewofthePurchaseOrdersreports.
Forreportprintinginstructionsanddescriptions,seeChapter7,
Reports.
Printing Reports
TherearesixwaysyoucanprintreportsinPurchaseOrders:
Printdirectlyfromtheprogramtotheprinter,toobtain
permanentcopiesoftheinformation.
Printtheinformationonyourscreen,forquickreview.Youcan
thenprintthereport,orexportittoAdobeAcrobatPDFformat,
acommaseparatedvaluesfile,MSExcel,MSWord,oratextfile.
Printtoafileforprintinglater,importingintoanotherprogram,
ortransferringtoadiskette.
Directthereporttoanemailmessage.
Printtoafaxnumber.
Schedulethereportforprintingonanetworkatalatertime.
NotethatSageAccpacconsidersreportstohavebeenprintedwhen
youprinttoanyprintdestination,includingthepreviewwindow.
YoucanprintallPurchaseOrdersreportson8inchx11inchand
A4paper.
Options Additionalcosts
Shipviacodes Emailmessages
Vendorcontractcosts Optionalfields
Templates G/Lintegrationsettings
IfyouusePurchaseOrdersasastandalonesystem,youcanalso
printreportsofthefollowingrecords:
Accountsets Vendordetails
Items Weightunitsofmeasure
Anytimeyouadd,delete,orchangeanyoftheserecords,you
shouldprintandfilethecorrespondingreportstokeepyourprinted
Purchase Orders
recordsuptodate.
Before Using
Analytical reports PurchaseOrdersprovidesreportsforanalyzingpurchases,forlisting
postedPurchaseOrderstransactions(receipts,invoices,returns,
debitnotes,andcreditnotes),andforlistingthejournalentries
createdforthegeneralledgerfromthesetransactions.
YouusetheiconsintheAnalyticalReportsfoldertoprintthe
followingPurchaseOrderstransactionandanalysisreports:
Agedpurchaseorders Purchasestatistics
Postingjournals Shippablebackorders
Purchasehistory Transactionlists
Purchaseorderaction Payablesclearingaudit
Itemtransactionhistory Committedcostsaudit
(standalonesystemonly) (withProject&JobCosting)
Printing Forms
PurchaseOrdersprovidesstandardformatsforprintingthe
followingbusinessforms:
Requisitions Returns
Purchaseorders Mailinglabels
Receivingslips
UsetheiconsintheFormsfoldertoprinttheseforms.For
descriptionsoftheformsthatcomewithPurchaseOrders,see
Chapter7,Reports.
Forinformationaboutadaptingthesampleformstomatchyour
requirementsorcreatingyourownbusinessforms,refertothe
documentCustomizingPrintedFormswithCrystalReports
(includedwiththeonlinedocumentationthatyoucaninstallwith
theSageAccpacSystemManager).
YoumustinstallandactivateSageAccpacAccountsPayable
beforeyoucanactivatePurchaseOrders.
YoumustinstallandactivateSageAccpacInventoryControl
beforeyoucanactivatePurchaseOrdersifyouplantouse
InventoryControlwithPurchaseOrders.
YoumustactivatePurchaseOrdersbeforeyouactivateProject
andJobCosting.
Accounts Payable
PurchaseOrdersusesAccountsPayablevendorrecordstodisplay
vendornumbers,names,addresses,taxgroups,andtermscodeson
PurchaseOrderstransactions.Italsousesvendoroptionalfielddata
bydefaultinPurchaseOrderstransactionsifyouusethesame
optionalfieldsinPurchaseOrdersthatappearinvendorrecords.
YoucanaddnewvendorrecordstoAccountsPayablefromthe
VendorNumberfieldinPurchaseOrders.
WhenyouposttransactionsorrunDayEndProcessing(depending
onyoursettings),PurchaseOrdercreatesabatchcontainingthe
Purchase Orders
postedinvoices,creditnotes,anddebitnotesdirectlyinAccounts
Before Using
Payable.WhenyoupostthebatchinAccountsPayable,vendor
accountbalancesareupdatedandjournalentriesarecreatedforthe
generalledger.
Accounts Receivable
IfyouuseSageAccpacAccountsReceivablewithPurchaseOrders,
youcandisplayandeditcustomerandshiptolocationaddress
informationwhenspecifyingdropshipments.
YoualsoselecttheA/Ritemnumberforbillingpurposesifyouare
purchasingitemsforjobrelatedprojects.
General Ledger
IfyouuseSageAccpacGeneralLedgerwiththesamedatabaseas
PurchaseOrders,PurchaseOrdersdisplaysandvalidatesthe
GeneralLedgeraccountnumbersyouenter.
Whentheprogramsareusedtogether,batchesofPurchaseOrders
journalentriesarecreatedinGeneralLedger,eitherwhenposting,
duringDayEndProcessing,orwhenyoucreatethemusingthe
CreateBatchform.OptionalfielddatacanalsoflowwithPurchase
OrdertransactionstotheGeneralLedgertransactionsifyouusethe
sameoptionalfieldsinPurchaseOrdertransactiondetailsthat
appearinGeneralLedgeraccounts.
InthePurchaseOrdersOptionsform,youcanchoosewhetherto
createanewGeneralLedgerbatcheachtimeyouprocessPurchase
Orderstransactions,oraddnewtransactionstoanexistingbatch.
YoucandrilldownfromGeneralLedgerTransactionHistorytothe
originatingtransactionsinPurchaseOrders.
Inventory Control
IfyouuseInventoryControl,PurchaseOrdersdisplaysitem
numbers,inventorylocations,andpricelistinformationfrom
InventoryControlwhenyouentertransactions.Inventoryitem
optionalfielddatawillalsoappearintransactiondetaillinesifyou
usethesameoptionalfieldsinPurchaseOrdertransactiondetails
thatappearinitemrecords.
PurchaseOrderstransactionsareprocessedbyDayEndProcessing
inInventoryControl.
UsingtheCreatePOsFromI/Cform,youcancreatepurchaseorders
fromthereorderquantitiesinformationenteredforitemsinSage
AccpacInventoryControl.
Atposting,PurchaseOrderstransactionsaffectInventoryControl
itemquantitiesasfollows:
Purchaseordersincreasetheitemquantitiesonpurchaseorder
inInventoryControl.
ReceiptsincreasequantitiesonhandinInventoryControland
decreasequantitiesonpurchaseorderifapurchaseorderis
specifiedonthereceipt.
Returnsofitemstoinventorydecreaseitemquantitiesonhand
inInventoryControl.
ItemcostinginformationisupdatedinInventoryControlwhenyou
postPurchaseOrderstransactionsorrunDayEndProcessing
(dependingonyourprogramsettings).
DayEndProcessingalsoupdatesstatisticsandhistoryinboth
PurchaseOrdersandInventoryControl(ifyoukeephistoryand
statisticsinbothprograms).
Where To Now?
detailonapreviouslypostedPurchaseOrdersreceipt,thenumberis
updatedinInventoryControlifyouhavenotyetprintedthelabels.
Purchase Orders
Before Using
Order Entry
IfyouuseSageAccpacOrderEntrywithPurchaseOrders,youcan
usetheCreatePOsFromO/Eformtocreatepurchaseordersfrom
theitemsonsalesorderinSageAccpacOrderEntry.Youcanalso
selectOrderEntrysalesordernumberswhenenteringtransactions
inPurchaseOrders,andprinttheShippableBackordersreportby
ordernumber.
Where To Now?
IfyouhavenotsetupyourPurchaseOrderssystem,referto
Chapter3,SettingUpYourPurchaseOrdersSystem,intheGetting
Startedmanual.
IfyouarenewtoSageAccpacPurchaseOrders,youshoulddothe
lessonsinChapter4,Tutorial,intheGettingStartedmanualto
practiceusingtheprogramwiththesampledatabeforeyoubegin
workingwithyourowndata.Forinformationonusingthevarious
aspectsofthePurchaseOrdersprogram,seetheremainingchapters
ofthisguide.
Chapter 3
Maintaining Setup Information
IconsforMaintainingSetupInformation ......................................... 32
SetupMaintenance ......................................................... 32
SetupReports .............................................................. 34
Information
ChangingPurchaseOrdersOptions .............................................. 34
Setup
ChangingCompanyOptions ................................................ 35
ChangingProcessingOptions ................................................ 35
ChangingAgingPeriodsandDocumentNumbering ........................... 38
AfterChangingOptions ..................................................... 39
ChangingG/LIntegrationOptions ............................................... 39
ChangingOptionsontheIntegrationTab .................................... 310
ChangingOptionsontheTransactionsTab .................................. 314
AfterChangingOptions .................................................... 316
Adding,Editing,andDeletingShipViaCodes ................................... 316
AddingaShipViaCode ................................................... 316
EditingaShipViaCode .................................................... 317
DeletingaShipViaCode ................................................... 317
AfterChangingShipViaCodes ............................................. 318
Adding,Editing,andDeletingVendorContractCosts ............................ 318
AddingVendorContractCosts ............................................. 319
EditingaVendorContractCost ............................................. 320
DeletingVendorContractCosts ............................................. 320
AfterChangingVendorContractCosts ...................................... 320
Adding,Editing,andDeletingTemplates ........................................ 321
AddingaTemplate ........................................................ 321
EditingaTemplate ........................................................ 322
DeletingaTemplate ....................................................... 322
AfterChangingTemplates ................................................. 323
User Guide 3i
Information
Setup
Chapter 3
Maintaining Setup Information
Thischapterexplainshowtomaintainoptionsandsetuprecords.
Thefollowingtopicsarediscussed:
ChangingPurchaseOrdersoptions.
Information
Setup
Adding,editing,anddeleting:
Shipviacodes.
Templates.
Additionalcosts.
Emailmessages.
Optionalfields.
AccountSets(ifyoudonotuseInventoryControl).
Items(ifyoudonotuseInventoryControl).
Vendordetails(ifyoudonotuseInventoryControl).
Importingandexportingrecords.
Further SeeChapter2oftheGettingStartedmanualforexplanationsofall
information
PurchaseOrdersoptions.
SeeChapter3oftheGettingStartedmanualforstepbystep
instructionsonsettingupPurchaseOrdersandaddingsetup
records.
Forspecificinformationaboutfieldsinsetupforms,pressthe
F1key,andthenchoosetheFieldListbuttonfromtheHelpscreen.
ForinstructionsonhowtouseHelp,pressF1asecondtime.
User Guide 31
Insomefields,youcanchooseavaluebyusing:
TheFinder
Or
Navigationbuttons(First,Previous,Next,Last)
Setup
maintenance
icons
IfyoudonotuseSageAccpacInventoryControl,youcanchoosethe
followingiconsfromtheP/OSetupfoldertocreateandupdate
accountsets,items,andvendordetails:
Additional Setup
icons for a stand-
alone system
Setup Maintenance
BeforechangingPurchaseOrdersoptionsorsetuprecords,referto
thePurchaseOrdersGettingStartedmanualtomakesureyou
understandtheimpactofthechangesonyourledger.
Options Optionsallowyoutoentergeneralinformationabouthowyour
purchaseordersystemoperates.
Templates Templatesprovidedefaultsettingsfortransactionentry.Template
settingsoverrideinformationfromvendorrecords.
Information
handlingorstockingcosts).
Setup
E-mail messages Emailmessagesarethemessagesthatyoucansendwithemailed
purchaseordersandreturns.Theycanincludevendororcompany
informationfromyourcompanydatabase.
Items Itemrecordscontaindetailedinformationaboutstockandnonstock
itemsthatyoupurchaseforuseinyourbusinessorforsubsequent
saletoyourcustomers.
Thevendor(s)associatedwiththeitem.
Thedefaultitemcostforeachvendor.
User Guide 33
Setup Reports
YouprintreportsforsetupinformationusingtheiconsintheSetup
Reportsfolder,orbychoosingtheFile,Printcommandintheform
whereyoudefinetherecords.
Reports in a stand- IfyoudonotuseSageAccpacInventoryControl,youprintsome
alone system
reportsusingthefollowingiconsintheP/OSetupReportsfolder:
TopicsarelistedintheorderinwhichtheyappearintheOptions
form.
Further FordescriptionsofallPurchaseOrdersoptions,seetheGetting
information
Startedmanual.Chapter2oftheGettingStartedmanualexplainsthe
purposeofeachoption,andChapter3guidesyouthroughthesteps
forchoosingoptionsandsettingupanewPurchaseOrderssystem.
ChooseOptionsfromtheP/OSetupfolder.
Information
frompostedtransactions.
Setup
UsetheProcessingtabtochangechoicesfor:
NotethatthemulticurrencychoiceinAccountsPayabledetermines
whetheryoucanentermulticurrencytransactionsinPurchase
Orders.
IfyouuseSageAccpacProjectandJobCosting,youshouldselect
thisoption.ProjectandJobCostingitemnumbersaretreatedasnon
inventoryitems.
Whenyouturnontheoption,youmustenterageneralledger
accountnumberfortheDefaultInventoryExpenseAccountfieldon
theIntegrationtabbeforeyoucansavechangestotheOptionsform.
User Guide 35
transactionsortodrilldowntooriginatingtransactionsinPurchase
OrdersfromInventoryControl,AccountsReceivable,andGeneral
Ledger.
IfyouuseGeneralLedgerwithPurchaseOrders,thisoptionis
importanttobeabletotracetransactionsfromGeneralLedgerto
PurchaseOrders.
Ifyoudonotselecttheoption,DayEndProcessingdeletes
transactiondetailssotheynolongerappearontransactionlistsand
arenotavailablefortracingpurposes.(Thisoptiondoesnotaffect
postingjournals.)
Turningofftheoptiondoesnotdeleteanyhistoricaldataalready
accumulated.Toremovethedata,usetheClearHistoryform.
Donotselectthisoptionifyouprefernottousedecimalplacesfor
quantitiesandunitsofmeasure.
Important! Onceyouselectthisoption,youcannotturnitoff.
Default Template Code.Ifyouwishtouseadefaulttemplate
automaticallyfornewtransactions,selectoneofthetemplatesyou
havesetupasthedefaultcode.
Theoptiondeterminesthetypeofcostthatisdisplayedwith
PurchaseOrderstransactions,althoughyoucanselectadifferent
costtypeforeachtransactiondetailasyouenterit,ortypeacost
amount.
IfyoudonotuseInventoryControl,PurchaseOrderssetsVendor
CostastheDefaultItemCost.
PurchaseOrdersusestheweightsinitemrecordstoestimatethe
totalweightofeachpurchaseorderintheunitofweightyouspecify
here.PurchaseOrderscanalsousetheweightsinitemrecordsto
Information
Setup
prorate(distribute)additionalcostsonorders.
Accumulate By (fiscalorcalendaryear).Youcanspecifywhetherto
keepstatisticsandpurchasehistorybyfiscalyearorcalendaryear,
andselectthetypeofperiodbywhichyouaccumulatehistory.
Ifyouaccumulatebycalendaryear,thestartingdateforthedatawill
beJanuary1.Ifyouaccumulatebyfiscalyear,thestartingdatewill
bethefirstdayspecifiedforyourfiscalcalendarinCommon
Services.
User Guide 37
Period Type.Youcanchangethetypeofyearandperiodbywhich
PurchaseOrderskeepsstatisticsandhistory,butsuchchangeswill
distortthefiguresinpastperiods.
IfyouneedtochangethetypeofyearorperiodbywhichPurchase
Orderskeepshistory,youshouldclearhistoryfirst.
Aging(periods).Thesearethedefaulttimeperiodsbywhichyou
cangrouppurchaseordersontheAgedPurchaseOrdersreport.You
canchangetheperiodsatanytimeintheOptionsform,andyoucan
changetheperiodswhenyouprintthereport.
Document Numbers.Youcanchangeyourchoicesoflength,prefix,
andnextnumberforthedocumentnumberstheprogramassignsto
purchaseorders,requisitions,receipts,andreturns,whenyoudonot
enterthenumberswiththetransactions.
Themaximumlengthofrequisition,purchaseorder,receipt,and
returnnumbersis22characters.
Whenyoucreatepurchaseordersautomatically,usingtheiconsin
theCreatePurchaseOrdersfolder,theprogramassignsthepurchase
ordernumbersbasedonthenumbersspecifiedintheOptionsform.
Ifyouwanttochangethenextnumbertoassigntoapurchaseorder,
requisition,receipt,orreturntoalowernumber,youshouldalso
changetheprefixforthedocumenttypetopreventPurchaseOrders
fromassigningthesamedocumentnumbertwice.Youcannotpost
duplicatedocumentnumbersforthesetransactions.
Information
Setup
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
DecidewhenSageAccpacERPgeneratesentriesfornon
inventoryexpensesandforexpensedadditionalcosts.
SpecifyseveralGeneralLedgeraccountsusedbythePurchase
Ordersprogram.
Specifythepurchaseorderinformationthatispassedtothe
generalledgerintransactionentrydescriptions,transaction
detailreferencefields,detaildescriptionfields,andcomment
fields.
Further FordescriptionsofallG/LIntegrationoptions,seetheGettingStarted
information
guide.Chapter2oftheGettingStartedguideexplainsthepurposeof
eachoption,whileChapter3guidesyouthroughthestepsfor
choosingoptionsandsettingupPurchaseOrders.
User Guide 39
Further Forinformationontherestrictionsthatapplywhenyouaremaking
information
changestoP/Ooptions,seeMultiuserConsiderationsinAppendix
D,TechnicalInformation.
TheG/LIntegrationformdisplaysthefollowingtabs:
Integration
Transactions
Whenandhowpurchaseordertransactionsarecreatedforyour
generalledger.
WhenSageAccpacERPgeneratesentriesfornoninventory
expensesandforexpensedadditionalcosts.
SeveralGeneralLedgeraccountsusedbythePurchaseOrders
program.
Youcanchangeyourselectionsfortheseoptionsatanytime.Any
changesyoumakeapplyonlytogeneralledgertransactions
producedafterthechange.
PurchaseOrderscanautomaticallycreategeneralledger
transactionswhenyouposttransactionsthatincludereceiptsor
whenyourundayendprocessinginInventoryControl
(dependingonwhenyoucostinventoryitems).
Note: Ifyouchoosethisoption,thesettingforCostingItems
DuringTransactionPostingorDuringDayEndProcessing
determineswhenPurchaseOrdersEntryactuallycreates
generalledgertransactions.(ThissettingisinI/COptionsif
youareusingInventoryControl.)
Information
consolidategeneralledgertransactiondetailsandprintPurchase
Setup
OrdersG/LTransactionsreport.
Selectingthisoptionalsoenablesyoutoconsolidatetransactions
usingtheConsolidateG/LBatchesoption.
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
DonotselectthisoptionifyouwanttocreateanewGeneral
Ledgerbatcheachtimeyouproducegeneralledgertransactions.
(Youmightdothisforauditingpurposes.)
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions.
Thischoicewillisolatethegeneralledgertransactionsyoucreate
whilesettingup(soyoucaneasilydeletethemaftersetupto
ensurethatyoudonotaccidentallypostgeneralledger
transactionstwice).
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions,andautomaticallypostthebatchintheGeneral
Ledgerprogram.
Note: IfyoucreateG/Ltransactionswhenyoupost,this
optionwillpostaG/Lbatcheachtimeyoupostareceiptin
PurchaseOrders.
Generalledgertransactionsintoasinglebatchfilethatyoucan
importintoyourgeneralledgersystem.
YoumustchooseOnRequestUsingCreateBatchIconasyour
methodofcreatinggeneralledgerbatchesifyouwantPurchase
Orderstoconsolidategeneralledgerbatches.
Choosefrom:
DoNotConsolidate.
ConsolidateTransactionDetailsByAccount.
ConsolidateTransactionDetailsByAccountAndFiscalPeriod.
ConsolidateTransactionDetailsByAccount,FiscalPeriod,And
Source.
Formoredetailsaboutthesefouroptions,seeChapter3inthe
GettingStartedguide.
withnoninventoryexpensesdirectlyfromPurchaseOrders,orwait
untiltheinvoiceispostedinAccountsPayable.
Choosethisoptiontocreateentriesthatdebitexpensesand
creditthenoninventorypayablesclearingaccountwhenyou
postreceipts.(Later,postinginvoicesinA/Pwillcreditthe
payablescontrolaccountanddebitnoninventorypayables
clearing.)
DonotchoosetheoptionifyouwanttocreatetheG/Lentriesfor
theexpenseinAccountsPayable,wherepostingtheinvoicewill
Information
Setup
debittheexpenseaccountandcreditpayablescontrol.
Selectthisoptiontocreatedebitentriestoexpenseaccountsand
creditentriestotheExpensedAdditionalCostClearingAccount
whenyoupostadditionalcosts.(Postingtheinvoiceslaterin
AccountsPayablewillcreditthepayablescontrolaccountand
debittheExpensedAdditionalCostClearingAccount.)
Leavetheboxuncheckedtosendexpenseswithinvoicesto
AccountsPayable,wherepostingwilldebittheexpenseaccounts
andcreditpayablescontrol.
YoumustenterthisaccountnumberifyouselecttheAllowNon
InventoryItemsoptionontheProcessingtab.
accountisalsousedwhenyouchangetaxclassesformanually
proratedadditionalcostsoninvoices.
YoucannotrunDayEndProcessingifyouhavenotenteredan
accountnumberinthisfield.
Whenyouenterthereceipt,PurchaseOrderscreditsthepayables
clearingaccountanddebitstheexpenseaccountduringdayend
processing(orwhenyourunCreateG/LBatch).Postingtheinvoice
inAccountsPayabledebitsthepayablesclearingaccountandcredits
thepayablescontrolaccount.
Note: YoucanchoosewhenSageAccpacgeneratesentries
forexpensedadditionalcostsduringPOposting/dayend
orwhentheinvoicesarepostedinAccountsPayable.This
accountisusedifyoucreateG/LtransactionsinPurchase
Orders.
IfyougenerateentriesinPurchaseOrders,theprogramdebitsthe
expenseaccountandcreditsthepayablesclearingaccount.
Whenyouarefinishedchangingoptions,choosetheSavebuttonto
recordthechanges.
ThereceiptandreturninformationthatispassedinG/L
transactionstothegeneralledgerintransactionentry
descriptions,transactiondetailreferencefields,detail
descriptionfields,anddetailcommentfields.
Theinvoice,creditnote,anddebitnoteinformationthatis
passedininvoicestoAccountsReceivable,and,potentially,in
G/Ltransactionstothegeneralledgerintransactionentry
descriptions,transactiondetailreferencefields,detail
descriptionfields,anddetailcommentfields.
Youcanchangeyourselectionsfortheseoptionsatanytime.Any
changesyoumakeapplyonlytogeneralledgertransactions
Information
Setup
producedafterthechange.
1. Inthegrid,doubleclicktheG/Ltransactionfieldforthe
particulartransactiontypethatyouwanttodefine.
Forexample,doubleclicktheG/LEntryDescriptionfieldfor
Receipttransactions.
Adetailformappearsthatdisplaysthetransactiontypeandthe
G/LtransactionfieldyouselectedontheTransactionstab.
2. SpecifyinformationfortheselectedG/Ltransactionfield,as
follows:
Youcanassignamaximumoffivesegmentstoa
G/LTransactionfield,providingthatthecombinationdoesnot
exceed60characters.Iftheassignedinformationexceedsthis
numberofcharacters(includingseparators),itwillbetruncated
whenthetransactionisposted.
3. ClickSavetorecordyourselectionsforthefieldintheG/L
IntegrationDetailform.
Verifythatyoumadeallchangescorrectlybycomparingthe
newprintouttothereportyouprintedbeforemakingthe
changes.
Further SeeChapter7,Reports,formoreinformationabouttheG/L
information
Integrationreport.
Youaddshipviacodestoidentifytheshippingmethodsorcarriers
thatyourvendorsusetodeliverthegoodsyouorderfromthem(for
example,courier,airmail,parcelpost).
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonusingshipviacodes.Forstepbystepinstructionson
usingtheShipViaCodesformanddescriptionsofallthefields,see
Chapter3intheGettingStartedmanual,orpressF1foronlineHelp.
1. ClicktheNewbuttontotherightoftheShipViaCodefield,
thentypethenewcodeusinguptosixalphanumericcharacters.
2. FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
Finding ForinformationaboutallthefieldsintheShipViaCodesformand
detailed
stepbystepinstructionsforaddingshipviacodes,seeAddShip
instructions
ViaCodesinChapter3oftheGettingStartedmanual.
Information
Setup
Using Help YoucanalsopressF1todisplayscreensofHelpinformationwhile
workinginaform.
1. Typetheshipviacode,orusetheFinderornavigationbuttons
toselectthecodeyouwanttochange.
2. Makethechangesyouneed.
3. ChooseSavetorecordthechanges.
Enteradifferentshipviacodeonanytemplatesthatusethe
shipviacodeyouwanttodelete.Youcannotdeleteashipvia
codethatisusedonatemplate.
1. Typetheshipviacode,orusetheFinderornavigationbuttons
toselectthecodeyouwanttodelete.
2. ChoosetheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,chooseYes.
Ifyouchangetheshipviacodesassignedtotemplates,you
shouldalsoprintnewcopiesofthetemplatesreportforthe
recordsyouchanged.
Ifyouaddacontractcostforaparticularitemandvendor,the
PurchaseOrdersprogramwillusethatcostbydefaultwhenyou
addpurchaseorders,receipts,invoices,returns,andcredit/debit
notes.Ifnocontractcostexistsforanitemandvendor,Purchase
OrderswilldisplaytheDefaultItemCostspecifiedintheP/O
Optionsform.
Note: VendorContractCostsarenotavailableinSage
Accpac100ERP.
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonusingvendorcontractcosts.Forstepbystep
instructionsonusingtheVendorContractCostsformand
descriptionsofallthefields,seeChapter3intheGettingStarted
manual,orpressF1foronlineHelp.
Information
Setup
Adding Vendor Contract Costs
VendorContractCostsareoptional.
1. ClicktheNewbuttonatthebottomoftheVendorContract
Costsformtodisplaytheentryformforaddingorediting
vendorcontractcosts.
2. Selecttheinventoryitemandthevendorforwhichyouwantto
entercosts.
3. FillinthefieldsontheCoststab,Discountstab,andTaxestab,
andaddtherecordasdescribedinChapter3oftheGetting
Startedmanual.
Finding ForinformationaboutallthefieldsintheVendorContractCosts
detailed
formandstepbystepinstructionsforaddingvendorcontractcosts,
instructions
seeAddVendorContractCostsinChapter3oftheGettingStarted
manual.
1. Choosetoselectbyitemnumberorvendornumber.
2. Entertheitemnumberorvendornumber,orselectthemfrom
theFinder.
3. Doubleclicktheitem/vendorcombinationthatyouwanttoedit.
4. Makethechangesyouneed.
5. ChooseSavetorecordthechanges.
1. Choosetoselectbyitemnumberorvendornumber.
2. Entertheitemnumberorvendornumber,orselectthemfrom
theFinder.
3. Doubleclicktheitem/vendorcombinationthatyouwantto
delete.
4. PresstheDeletekeyonyourkeyboard,orclicktheDelete
button.
Templatescontainstandardgeneralandvendorinformationto
speeduptransactionentry.
YoucanchooseadefaulttemplateinthePurchaseOrdersOptions
formtoprovidestandarddefaultinformationforallnew
Information
transactions.Whenyouenteravendornumberonatransaction,the
Setup
vendorstaxgroupandtermscodereplacethetemplateselections
forthosefields.
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonsettingupandusingtemplates.Forstepbystep
instructionsonusingtheTemplatesformanddescriptionsofallthe
fields,seeChapter3intheGettingStartedmanual,orpressF1for
onlineHelp.
InTaxServices,addthetaxgroupsyouwanttoassignto
templates.
InAccountsPayable,addthetermscodesyouwanttoassignto
templates.
Adding a Template
PurchaseOrderstemplatesareoptional.Theysupplydefaultgeneral
andvendorinformationfornewtransactions.
To add templates:
1. ClicktheNewbuttontotherightoftheTemplateCodefield,
thentypethenewcodeusinguptosixalphanumericcharacters.
2. FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
Youmustspecifythepurchaseordertypeandtaxgroupina
template.Allotherinformationisoptional.
Finding ForinformationaboutallthefieldsintheTemplatesformandstep
detailed
bystepinstructionsforaddingtemplates,seeAddTemplatesin
instructions
Chapter3oftheGettingStartedmanual.
Editing a Template
Youcanchangealltheinformationinatemplateatanytime,except
theidentifyingcode.
To edit templates:
1. Typethetemplatecode,orusetheFinderornavigationbuttons
toselectthetemplateyouwanttochange.
2. Makethechangesyouneed.
3. ChooseSavetorecordthechanges.
Deleting a Template
Before you start Checkthatthetemplateyouaredeletingisnotthedefault
templateintheOptionsform.Ifitis,selectanothertemplate
codeasthedefaultintheOptionsformordonotspecifya
defaulttemplatecode.
Youcannotdeleteatemplatethatisselectedasthedefault
templateintheOptionsform.
Enteradifferenttemplatecodeonexistingpurchaseorders,
receipts,andreturnsthatusethetemplateyouwishtodelete.
Youcannotdeleteatemplatethatisusedonacurrentpurchase
order,receipt,orreturn.
To delete a template:
1. Typethetemplatecode,orusetheFinderornavigationbuttons
toselectthetemplateyouwanttodelete.
Information
2. ChoosetheDeletebutton.Ifamessageappearsaskingyouto
Setup
confirmthedeletion,chooseYes.
Ifdesired,assignatemplatecodeasthedefaulttemplateinthe
Optionsform.
Additionalcostsarechargesyourvendorsaddtoordersforcosts
otherthanforitemspurchased.Forexample,additionalcostscan
includepostage,shipping,andassemblycharges.
Foreachadditionalcost,youcanspecifytheapplicabletax
authoritiesandthetaxclassforeachauthority.
Multicurrency Ifyouusemulticurrencyaccountingandspecifyanexistingvendor,
ledgers
thecostcurrencyisthevendorscurrency.
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonsettingupadditionalcosts.Forstepbystep
instructionsonusingtheAdditionalCostsformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
foronlineHelp.
Ensurethatyouhavesetup(inCommonServices)thetax
authoritiesandtaxclassesyouneedtouseintheadditionalcost
record.
1. ClicktheNewbuttontotherightoftheAdditionalCostfield,
thentypethenewcodeusinguptosixalphanumericcharacters.
2. Fillintheremainingfieldsandaddtherecordasdescribedin
Chapter3oftheGettingStartedmanual.
Finding ForinformationaboutallthefieldsintheAdditionalCostsformand
detailed
stepbystepinstructionsforaddingadditionalcosts,seeAdd
instructions
AdditionalCostCodesinChapter3oftheGettingStartedmanual.
1. Typethecodefortheadditionalcost,orusetheFinderor
navigationbuttonstoselecttheadditionalcost.
2. Makethechangesyouneed.
3. ChooseSavetorecordthechanges.
Information
Thechangeshavenoeffectoncurrenttransactions.Youwillseethe
Setup
changesthenexttimeyouusetheadditionalcostinanew
transaction.
1. Typethecodeyouwanttodelete,orusetheFinderor
navigationbuttonstoselectthecode.
2. ChoosetheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,chooseYes.
Emailmessagesarethemessagestowhichyouattachonline
versionsofpurchaseordersandreturns.Emailmessagescan
includevendororcompanyfieldsforextractinginformationfrom
yourcompanydatabase.
Eachemailmessageisidentifiedbyaunique16charactermessage
IDcode,soyoucaneasilychoosethemessagethatyouwantwhen
yousendpurchaseordersorreturnstovendors.
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonsettingupemailmessages.Forstepbystep
instructionsonusingtheEmailMessagesformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
foronlineHelp.
1. Choosethetypeofmessagethatyouwanttoadd(forpurchase
ordersorreturns),clicktheNewbuttontotherightofthe
MessageIDfield,andthentypethenewcodeusingupto16
alphanumericcharacters.
2. Fillinadescriptionandemailsubject,andthenaddtheemail
messageasdescribedinChapter3oftheGettingStartedmanual.
Finding ForinformationaboutallthefieldsintheEmailMessagesformand
detailed
stepbystepinstructionsforaddingemailmessages,seeAddE
instructions
mailMessagesinChapter3oftheGettingStartedmanual.
Information
Youcanchangealltheinformationinanyemailmessageatany
Setup
time.Youcanevenopen,reviewandeditmessagesonthefly
whenyouprintpurchaseordersandreturns.
1. Choosethemessagetype,andenterorusetheFinderor
navigationbuttonstoselectthemessageID.
2. Makethechangesyouneed.
3. ChooseSavetorecordthechanges.
1. TypethemessageIDforthemessagethatyouwanttodelete,or
usetheFinderornavigationbuttonstoselectthemessage.
2. ChoosetheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,chooseYes.
SeeChapter2intheGettingStartedmanualforbackground
informationonoptionalfields.Forstepbystepinstructionson
usingtheOptionalFieldsformanddescriptionsofallthefields,see
Chapter3intheGettingStartedmanual.
1. ChooseOptionalFieldsfromtheP/OSetupfolder.
2. Selectthetypeofrecordortransactionforwhichyouare
definingtheoptionalfieldfromtheOptionalFieldsForlist.
Youcanaddoptionalfieldsthatapplytowholetransactions(for
example,purchaseorders)ortotheindividualdetaillineson
eachtransaction(thepurchaseordersdetails).
Ifyouaddthesamefieldstorequisitions,purchaseorders,
receipts,andinvoices,optionalfieldinformationwillmoveby
defaultfromoneformtothenext.
3. IntheOptionalFieldcolumn,usetheFindertoselectthe
optionalfieldcodesyouwanttouseforeachtypeofrecord.
IfyouwanttoretainPurchaseOrdersoptionalfieldinformation
whenyoucreatebatchesforAccountsPayableandGeneral
Ledger,youmustusethesameoptionalfieldsforinvoicesin
PurchaseOrdersthatyouuseforinvoicesinAccountsPayable
andfortransactiondetailsoptionalfieldsinGeneralLedger.
4. Enterorselectthevaluethattheprogramwilldisplayasthe
defaultfortheoptionalfield.
Iftheoptionalfieldyouselectedrequiresvalidation,youmust
selectavaluefromthevalidentriesthatwereaddedinCommon
Servicesfortheoptionalfield.
5. IntheAutoInsertcolumn,selectYesifyouwanttheprogramto
Information
automaticallydisplaythisoptionalfieldanditsdefaultvaluein
Setup
theentryformwhenyouaddnewtransactions.Ifyoudont
specifyAutoInsert,youhavetochoosetheoptionalfieldwhen
youaddtransactions.
6. Ifyouarespecifyinganoptionalfieldfortransactionsthatpass
datatoanotherledgersuchasinvoices,creditnotes,anddebit
notesclicktheSettingsbuttonforeachoptionalfieldto
specifywhethertheoptionalfieldswillbeincludedwith
transactionssenttootherledgers(suchasA/PandG/L).
Forexample:
Forinvoicetransactions,choosewhetheroptionalfieldson
theoptionalfieldstabcanbepassedtothesametabon
AccountsPayableinvoices.Notethatthiswilloccuronlyif
theoptionalfieldsusedforinvoicetransactionsarethesame
inbothprograms.
Forinvoicedetails,choosewhetheroptionalfieldsindetail
lineswillbepassedtotransactiondetailsintheG/L
transactionscreatedbyPurchaseOrdersandtotheinvoices
createdinAccountsPayable.
7. ClickAdd(orSave)toaddtheoptionalfield.
1. ChoosetheOptionalFieldsiconfromtheSetupfolder.
2. Selectthetypeofoptionalfield,thenhighlighttheparticular
optionalfieldonthegrid.
3. Makethechangesyouneed.
4. ClickSavetorecordthechanges.
1. Selectthetypeofoptionalfield,thenhighlighttheparticular
optionalfieldonthegrid.
2. ClicktheDeletebuttonorpresstheDeletekey.Ifamessage
appearsaskingyoutoconfirmthedeletion,clickYes.
Notethatdeletionremovesthefieldfromthetransactionentryform,
butitdoesnotremoveitfrompostedtransactions.
Youcannotdeleteanoptionalfieldthatiscurrentlyusedbyan
unpostedtransaction.
Information
SageAccpacInventoryControl:
Setup
Accountsets.
Items.
Vendordetails.
Accountsetsaregroupsofgeneralledgeraccountstowhichyou
postPurchaseOrderstransactions.
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonaccountsets.Forstepbystepinstructionsonusing
theAccountSetsformanddescriptionsofallthefields,seeAdd
AccountSetsinChapter3oftheGettingStartedmanual,orpressF1
todisplayHelpinformationwhileworkingintheform.
Ifchangingaccountnumbers,checkthatyourgeneralledger
containstheaccountsyouwanttoassignforthesegeneralledger
accounts:
PayablesClearing.
Inventory/Expense.
IfyoudonotuseSageAccpacGeneralLedger,PurchaseOrderswill
notverifyanygeneralledgeraccountnumbers.Youwillhaveto
checkthenumbersyouspecifyagainstthegeneralledgerthatyou
use.
YoumustaddatleastoneaccountsettoPurchaseOrdersbeforeyou
canadditemrecords.
1. ClicktheNewbuttontotherightoftheAccountSetCodefield,
thentypethecodeforthenewset.
2. Fillintheremainingfieldsandaddtherecordasdescribedin
Chapter3intheGettingStartedmanual.
Finding ForstepbystepinstructionsonusingtheAccountSetsformand
detailed
descriptionsofallthefields,seeChapter3intheGettingStarted
instructions
manualorpressF1foronlineHelp.
Youcanchangethedescription,activestatus,andgeneralledger
accountnumbersforanaccountsetatanytime.
1. Typethecodefortheaccountset,orusetheFinderornavigation
buttonstoselectacode.
2. Makethechangesyouneed.
3. ChooseSavetorecordthechanges.
afterthechange.ExistingtransactionsintheG/Lbatchuse
thepreviousaccountnumbers.Makeanycorrectionsyouneedin
existingtransactionsinSageAccpacGeneralLedger,ifyouuseit,or
inyourothergeneralledger.
Ifyoumakeanaccountsetinactive,youcannotassignittoanew
itemrecord.Youcanposttransactionsforandmakechangestoitem
recordsthatwereassignedtotheaccountsetbeforeyoumadeit
inactive.
Information
Setup
Deleting an Account Set
Youcannotdeleteanaccountsetthatisassignedtoanitemnumber.
1. Typethecodefortheaccountset,orusetheFinderornavigation
buttonstoselectacode.
2. ChoosetheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,chooseYes.
Further YoucanalsousetheDeleteInactiveRecordsformtodeleteinactive
information
accountsets.SeeDeletingInactiveRecordsinChapter6for
informationaboutusingtheDeleteInactiveRecordsform.
PrinttheAccountSetsreportbychoosingAccountSetsinthe
SetupReportsfolder,orbychoosingPrintfromtheFilemenuin
theAccountSetsform.
Comparethereporttotheoneyouprintedbeforemaking
changestoverifythatallthechangesarecorrect.
Ifyouchangedtheaccountsetcodesassignedtoitems,you
shouldalsoprintnewcopiesoftheItemsreportfortherecords
youchanged.
SeeChapter2oftheGettingStartedmanualforbackground
informationonitems.Forstepbystepinstructionsonusingthe
Further Itemsformanddescriptionsofallthefields,seethesectionAdd
information
InventoryItems,inChapter3oftheGettingStartedmanual,orpress
F1foronlineHelp.
1. ClicktheNewbuttontotherightoftheItemNumberfield,then
typethecodefortheitemrecordyouwanttoadd.
2. Fillintheremainingfieldsandaddtherecordasdescribedin
Chapter3intheGettingStartedmanual.
Finding ForinformationaboutallthefieldsintheItemsformandstep
detailed
bystepinstructionsforaddingitems,seeAddInventory
instructions
ItemsinChapter3oftheGettingStartedmanual,orpressF1to
displayonlineHelp.
Copying an Todefineanewitemrecordthatusessomeoftheinformation
existing record to a
enteredintherecordforanotheritem,youcancopythe
new item number
informationintothenewrecord,asfollows:
a. IntheItemNumberfield,typethenumberoftheitem
recordyouwanttocopy,orselectitfromtheFinder.
b. Whentheitemrecordisdisplayed,typethenewitem
numberintheItemNumberfield,thenpresstheTabkey
3. Editanyofthefieldsrequiringchangesforthenewrecord.
4. SpecifytheunitsofmeasureforthenewitemontheItemstab.
5. Specifythetaxauthoritiesandthepurchasetaxclassesforeach
Information
authorityontheTaxestab.
Setup
6. ChooseAddtosavethenewitemrecord.
Youcanchangemostoftheinformationinanitemrecordatany
time,withtheserestrictions:
Youcannotdirectlychangeanitemnumber.Youmustfirst
createanewitemrecordwiththenewnumber,copytheitem
informationtothenewrecord,thendeletetheolditemrecord.
Seetheprevioussectionforinstructionsoncopyingexistingitem
recordinformationtonewitemrecords.
Youcannotassignanitemtoaninactiveaccountset.
Changing an Wedonotrecommendthatyouchangetheaccountsetassignedto
items account set
anitemrecordforwhichyouhavepostedtransactions.Purchase
Orderswarnsyouifyouattempttochangeanitemsaccountset
whiletherearepostedtransactionsfortheitemforwhichDayEnd
Processinghasnotbeenrun.
Multicurrency Youcanchangetheaccountsetandtaxgroupassignedtoanitem,
ledgers
butonlytoanotheraccountsetortaxgroupthatusesthesame
currency.
1. Typethecodefortheitemrecordyouwanttoeditorusethe
Finderornavigationbuttonstoselectacode.
2. Makethechangesyouneedintherecord.
3. Whenfinished,chooseSavetorecordyourchanges.
Onceyoumakeaniteminactive,youcannotuseitin
transactionsunlessyoumakeitactiveagain.
Beforeyoucandeleteanitemrecord,youmusthavecompletedall
receiptsinvolvingtheitemandyoumustrundayendprocessingif
youhavepostedanytransactionsfortheitemsincethelastdayend
processing.
1. Typetheitemnumberfortheitemyouwanttodelete,orusethe
Finderornavigationbuttonstoselectanumber.
2. ChooseDelete.Ifamessageappearsaskingyoutoconfirmthe
deletion,chooseYes.
Further YoucanalsousetheDeleteInactiveRecordsformtodeleteinactive
information
itemrecords.SeeDeletingInactiveRecordsinChapter6for
informationaboutusingtheDeleteInactiveRecordsform.
PrinttheItemsreportbychoosingItemsintheSetupReports
folder,orbychoosingPrintfromtheFilemenuintheItems
form.
Comparethereporttheoneyouprintedbeforemakingthe
changestoverifythatyoumadeallchangescorrectly.
Further SeeChapter7,Reports,forinformationabouttheItemsreportand
information
otheritemreports.
SeeChapter2oftheGettingStartedmanualforbackground
Further
Information
information informationonvendors.Forstepbystepinstructionsonusingthe
Setup
VendorDetailsform,seethesectionAddVendorDetailsin
Chapter3oftheGettingStartedmanual.
1. TypeanitemnumberintheItemNumberfield,orusethe
Finderornavigationbuttonstochooseanitemnumber.
2. FillinthefieldsasdescribedinthesectionAddVendor
DetailsinChapter3oftheGettingStartedmanual.
3. ChooseSavetorecordyourchangeswhenyouarefinished.
Youcanchangeanyofthedetailsforavendorexceptthevendors
currencyifthevendorissetupinAccountsPayable.
1. Typetheitemnumberfortherecordyouwanttoedit,orusethe
Finderornavigationbuttonstochooseanitemnumber.
2. Makethechangesyouneedintherecord.
3. Whenfinished,chooseSavetorecordyourchanges.
To delete a vendor:
1. TypeanitemnumberintheItemNumberfield,orusethe
Finderornavigationbuttonstochooseanitemnumber.
2. Selectavendor,usingthemouseortheUporDownArrow
keys.
3. ChooseDelete,thenYesifyouareaskedforconfirmation.
PrinttheVendorDetailsreporttocheckthatyouhavemadethe
changescorrectlyandtoupdateyourprintedrecords.
PrinttheVendorDetailsreport,bychoosingVendorDetailsin
theSetupReportsfolder,orbychoosingPrintfromtheFile
menuintheVendorDetailsform.
Comparethereporttotheoneyouprintedbeforemakingthe
changestoverifythatyoumadeallchangescorrectly.
Further SeeChapter7,Reports,forinformationabouttheVendorDetails
information
reportandotheritemreports.
Weightunitsofmeasurearealldefinedintermsofadefaultweight
unitofmeasure,whichistheunitusedtoexpresstotalpurchase
orderandreceiptweights.Youspecifythedefaultweightunitof
measureintheP/OOptionsform.
Information
Before you start
Setup
PrinttheWeightUnitsOfMeasurereport.Doubleclickthe
WeightUnitsOfMeasureiconintheSetupReportsfolder,or
choosePrintfromtheFilemenuintheWeightUnitsOfMeasure
form.
Calculatetheconversionfactorsbetweenthedefaultweightunit
ofmeasureandallotherweightunitsofmeasure.
YousetthedefaultweightunitofmeasureintheP/OOptions
formafteraddingittotheWeightUnitsOfMeasureform.
Choosewhattocalleachoftheweightunitsofmeasure.The
namesyouuseappearondataentryscreens.
EveryP/Oitemrecordcanstoreaunitweightandaweightunitof
measure.Youmustaddatleastoneweightunitofmeasurebefore
youcanspecifyaweightunitofmeasureinitemrecords.
2. Typeanamefortheweightunitofmeasure,andpresstheTab
key
3. Typetheweightconversionfactorforconvertingthisweight
unittothedefaultweightunitofmeasure.Forexample,if
poundisthedefaultweightunitofmeasure(witha
conversionfactorof1),theconversionfactorfortonwouldbe
2,000.
Youcanusefractionsinweightconversionfactorsevenifyoudonot
usefractionalinventoryquantities.Forexample,thefactortoconvert
kilogramstopoundswouldbe2.2.
ThedefaultweightunitofmeasureissetintheP/OOptionsform.It
isalsotheunitinwhichthetotalpurchaseorderandreceiptweight
isexpressedinPurchaseOrderEntry.
Youcanchangetheconversionfactorsforweightunitsofmeasureat
anytime.
1. DoubleclicktheDefaultConversionFactorthatyouwantto
change,andtypeanewconversionfactor.
2. ClickSavetorecordthechanges.
Ifyouwanttodeletethedefaultweightunitofmeasure,youmust
firstsetadifferentweightunitofmeasureasthedefaultunit(inthe
P/OOptionsform).
1. Highlighttheweightunitofmeasurethatyouwanttodelete.
2. PresstheDeletekey.Ifamessageappearsaskingyoutoconfirm
thedeletion,clickYes.
PrinttheWeightUnitsofMeasurereportusingtheWeight
UnitsOfMeasureiconintheSetupReportsfolder,orchoose
Information
PrintfromtheFilemenuintheWeightUnitsOfMeasureform.
Setup
Comparethereportyouprintedbeforemakingchangestothe
reportthatyouprintedafterwardstoverifythatyoumadeall
changescorrectly.
YoucanusetheImportcommandwhensettingupanewPurchase
Orderssystem,andyoucanuseExportandImporttoupdategroups
ofrecords,byexportingtherecordsyouwanttochange,changing
theminaspreadsheet,andthenreimportingthemintoPurchase
Orders.
Youcanimportandexportallsetuprecordsexceptthecontentsof
theOptionsform.Otherrestrictionsonexportingrecordsmayalso
apply,dependingontheoptionsyouuseinPurchaseOrders.For
example,ifyoudonotkeepstatistics,youwillnotseestatisticsas
oneofthechoicesofdatayoucanimportorexport.Ifyoudonotuse
theAllowEditOfStatisticsoption,youcanexportstatistics,butyou
cannotimportthem.
UsetheDisplayImportFieldscommandontheImportformto
displaythename,type,andlengthofeachfieldintherecordthat
youwanttoimport.Thereportalsoindicateskeyfields.
FormoreinformationaboutimportingandexportingPurchase
Ordersrecords,seeAppendixB,ImportingandExporting,inthis
guide.ReferalsototheImportingandExportingDatachapterin
theSystemManagerUserGuide.
Printreportsoftherecordstoverifyimporteddata.
Ifnecessary,deletethefilecontainingtheimportedrecordsin
theprogramwhereyoucreatedit(toavoidaccidentally
importingthesamerecordstwice).
Chapter 4
Processing Requisitions and
Purchase Orders
IconsUsedtoProcessRequisitionsandPurchaseOrders ........................... 42
WorkingwithRequisitionsandPurchaseOrders .............................. 42
PrintingRequisitionandPurchaseOrderForms ............................... 43
ReportingPurchaseOrders .................................................. 43
Adding,Editing,andDeletingRequisitions ....................................... 45
EnteringRequisitionInformation ............................................ 48
Adding,Editing,andDeletingPurchaseOrders .................................. 415
Purchase Orders
Requisitions &
EnteringPurchaseOrderInformation ....................................... 418
EditingTaxInformation ....................................................... 431
EnteringOptionalFieldInformation ............................................ 434
EditingExchangeRates ........................................................ 435
CreatingPurchaseOrdersAutomatically ........................................ 436
CreatingPurchaseOrdersfromRequisitions ................................. 436
CreatingPurchaseOrdersfromInventoryControlReorderQuantities .......... 440
CreatingPurchaseOrdersfromOrderEntrySalesOrders ..................... 445
PrintingRequisitions .......................................................... 448
PrintingaSingleRequisitionImmediatelyafterPosting ....................... 449
PrintingaRangeofRequisitions ............................................ 450
PrintingPurchaseOrders ...................................................... 451
PrintingaPurchaseOrderImmediatelyafterPosting ......................... 452
PrintingaRangeofPurchaseOrders ........................................ 453
ImportingandExportingRequisitionsandPurchaseOrders ....................... 456
ImportingRequisitionsandPurchaseOrders ................................. 456
ExportingRequisitionsandPurchaseOrders ................................. 456
User Guide 4i
Chapter 4
Processing Requisitions and
Purchase Orders
Thischaptercontainsinstructionsforentering,posting,and
reportingrequisitionsandpurchaseordersinyourPurchaseOrders
system.Itincludesthefollowingtopics:
Iconsusedtoprocessrequisitionsandpurchaseorders.
UsingtheRequisitionEntryform.
UsingthePurchaseOrderEntryform.
Purchase Orders
Requisitions &
Creatingpurchaseordersautomaticallyfrom:
Existingrequisitions.
InventoryControlreorderinformation.
OrderEntrysalesorders.
Printingrequisitionsandpurchaseorders.
Importingandexportingrequisitionsandpurchaseorders.
Further Foranoverviewofrequisitionandpurchaseorderprocessing,see
information
Chapter2,WhatYouNeedtoKnowBeforeUsingPurchase
Orders,inthisguide.
SeeChapter4,Tutorial,intheGettingStartedmanualfor
stepbystepinstructionsforusingtheRequisitionEntryand
PurchaseOrderEntryforms.Youcandothelessonswiththesample
datawithoutaffectingyourowndata.
Forspecificinformationaboutfieldsinaform,pressF1,thenchoose
theFieldListbuttonfromtheHelpscreen.
User Guide 41
Toprocessrequisitionsandpurchaseorders,usetheiconsintheP/O
TransactionsfolderandP/OCreatePurchaseOrdersfolder,as
shownbelow:
NotethatifyoudonotuseInventoryControlandOrderEntry,the
CreatePOsFromI/CandCreatePOsFromO/Eiconsdonotappear
onthedesktop.
TheFormsfoldercontainsthefollowingiconsforprinting
requisitionandpurchaseorderforms:
Requisitions Requisitionsincludealldetailsofpostedrequisitions,forusein
Purchase Orders
confirmingpurchasingrequests.
Requisitions &
Purchase orders PurchaseOrdersincludealldetailsofpostedpurchaseordersfor
placingorderswithvendorsandwhenverifyingorders.
TheAnalyticalReportsfoldercontainsthefollowingiconsfor
printinginformationaboutpurchaseorders:
User Guide 43
Shippable TheShippableBackordersreportliststhesalesordersthatyoumay
Backorders
beabletofillasaresultofreceiptsyouhavepostedinPurchase
Orders.
YoumustchoosetocreatetransactionsOnRequestUsingG/L
BatchIconintheOptionsformtoprintthisreport.
ToopentheRequisitionEntryform,chooseRequisitionEntryfrom
theP/OTransactionsfolder.
RequisitionsareoptionalinPurchaseOrders.Youusethemifyour
Purchase Orders
Requisitions &
proceduresrequireapprovalofproposedpurchasesbeforepurchase
ordersareissued.
Youcanenterarequisitionforasinglevendor,oryoucanspecifya
differentvendorforeachdetaillineonasinglerequisition.Purchase
OrdersalsocomeswithaVisualBasicforApplications(VBA)macro
forcreatingandapprovingrequisitionsthatyoucanusewhenyou
haveonepersonapprovingallrequisitions.
Shipviacodes.
Templates.
Optionalfields.
Accountsets(forstandalonePurchaseOrdersonly).
Items(forstandalonePurchaseOrdersonly).
VendorDetails(forstandalonePurchaseOrdersonly).
User Guide 45
Selecttheoptionstousewhenprocessingrequisitions.
Selectadefaulttemplate(optional).
YoumustalsosetupthefollowinginformationinotherSageAccpac
programs:
VendorandtermsrecordsinAccountsPayable.
Item,pricelist,location,accountset,andcategoryrecordsin
InventoryControl,ifyouusethatprogram.
Bank,tax,andcurrency(formulticurrencyledgers)recordsin
CommonServices.
OptionalfieldsyouwanttoaddtoanyofthePurchaseOrders
entryformsinCommonServices.
Further ThestepsforsettingupaPurchaseOrderssystemareexplainedin
information
Chapters2and3intheGettingStartedmanual.
Vendornumbers.
Requisitionnumber(ifyouwanttoassignyourowndocument
numbers).
Allitemnumbers(andcorrespondinglocations,ifyouuse
InventoryControl),unitsofmeasure,andquantitiestoorder.
Dropshipaddresses,ifneeded.
Salesordernumbers,ifused.
Contracts,projects,categoriesandresourcesinProjectandJob
Costingiftherequisitionisjobrelated.
Further ForinformationabouthowrequisitionsareusedinPurchaseOrders,
reading
seeProcessingRequisitionsinChapter2.
Purchase Orders
Requisitions &
displayonlineHelpabouttheformanditsindividualfields.
User Guide 47
Thefollowingformappears:
Purchase Orders
displays a Finder in
the Location field if
you use Inventory
Control.
1. Enterheaderinformation:
Requisition Number.Typetherequisitionnumberifyouwantto
assignyourownnumbers,orselectanexistingrequisitionto
edit,orleavethefieldshowing***NEW***tostartanew
requisitionandallowPurchaseOrderstoassignthedocument
number.
Toaddanewrequisition,pressTab,orclicktheNewbutton
totherightofthefield.IfyoudonotwantPurchaseOrders
toassigntherequisitionnumber,typethenewnumber
yourself.
Finder Toselectanexistingrequisitionforediting,chooseitfrom
theFinder,ortypetherequisitionnumber,andthenpress
TaborEnter.
Toscrollthroughtheexistingrequisitionnumbers,usethe
navigationbuttonsbesidethefieldtoselecttherequisition
youneed.
Deleting Todeletearequisitionyouhaveselected,clickDelete.Ifa
requisitions
messageappearsaskingyoutoconfirmthedeletion,
chooseYes.
Vendor Number.Typeavendornumber,selectitfromthe
Finder,orleavethefieldblank,thenpressTab.
Ifyouenteravendornumber,itbecomesthedefaultvendor
numberonthedetaillinesyouadd.
Purchase Orders
Requisitions &
Adding new Ifyouwish,youcanaddnewvendorrecordstoAccounts
vendors
PayablefromtheRequisitionEntryform.Typethenewnumber,
andthenclicktheNewbuttontoopentheAccountsPayable
Vendorsform.
Note: YoumustaddnewvendorrecordsinAccounts
Payablebeforeyoucanposttransactionsfortheminthe
AccountsPayableprogram.
Requisition Date.Thedatefortherequisition.(Theprogram
displaysthesignondateyouusedtostartSageAccpac.)You
User Guide 49
canchooseanotherdatefromacalendarthatdisplayswhenyou
clickthedownarrowbuttonnexttothisfield.
Expiration Date.Thedateonwhichtodeletetherequisition.
(ExpiredrequisitionsaredeletedbyDayEndProcessingin
InventoryControlonoraftertheexpirationdate.)
On Hold. Whethertherequisitionisonhold.SelecttheOnHold
optiontoplacearequisitiononhold,orcleartheoptionto
removetheholdfromarequisition.
Youcannotcreateapurchaseorderfromanonholdrequisition.
Notethatassigninganonholdvendortoarequisitiondetail
doesnotplacetherequisitiononhold.
Job-Related. Iftherequisitionisforaprojectyouaremanaging
withProjectandJobCosting,fieldsappearforthedetailstolet
youenterjobrelatedinformationthecontract,project,
category,andresource.
Date Required.Thedatebywhichyouneedtoreceivethe
goods.
Requested By.Thepersonorgroupwhorequestedthe
requisition(60characters).
Location.IfyouuseInventoryControl,youcanusetheFinder
toselectthecodefortheinventorylocationyouwanttouseas
thedefaultlocationondetaillines,orleavethefieldblank.Ifyou
donotuseInventoryControl,thecompanysname(from
CommonServicesCompanyProfile)appearsinthisfield.
Enterdatainthecolumnsofthedetailentrysectionofthe
Requisitiontab:
Detail entry
section
If you use Inventory Control, this
field appears.
Or
UsetheDetailItems(zoomeddetailentry)formthatappears
whenyouclicktheDetailsbuttonorpressF9whileina
columninthedetailentrysectionoftheRequisitiontab:
Press F9 or click
the Detail button.
Purchase Orders
Requisitions &
Enterthefollowinginformationforthedetail:
Line Number.BypasstheLineNumberfieldfornewdetails.To
selectanexistinglinetoeditordelete,highlightthelineinthe
DetailsectionoftheRequisitionEntryform,ortypeitsline
numberinthezoomedform.
Completed.Ifnecessary,markanexistinglineascompletedby
doubleclicking(toenterYes)intheCompletedcolumn,orby
selectingtheCompletedcheckboxinthezoomedform.
Oncealineismarkedascompleted,youcannotmakeany
changestoit.PurchaseOrdersalsomarksrequisitiondetaillines
ascompletedwhentheyareusedinapurchaseorder.
IfyourPurchaseOrderssystemallowsnoninventoryitems,you
cantypeanitemnumberthatisnotdefinedinyourInventory
Controlsystem,andaddoreditthedescription.
Youcanalsotypeanitemnumberforanonstockinventoryitem
ifyourInventoryControlsystemallowsthemtobereceived.
Manufacturers PurchaseOrdersalsoletsyouentermanufacturersitem
item numbers or
numbersinthisfieldiftheyhavebeenaddedinInventory
bar codes
Control.Thesenumberscouldincludeinternallyusedbarcodes,
UPCnumbers,orISBNslettingyouuseascanner(ortypea
shortcode)forenteringinventoryitemnumbers.
Ifyouenteramanufacturersitemnumber,PurchaseOrderswill
replaceitwithyourinventoryitemnumber,andthendisplay
themanufacturersitemnumberyouenteredinthe
ManufacturersItemNumberfield,neartheendofthedetail
line.
Location.Enterthecodeofthelocationwhereyouexpectto
receivetheshipment,ifyoualsouseInventoryControl.
IfyouenteredanitemnumberthatisnotdefinedinInventory
Control,youcanleavetheLocationfieldblank.
Drop-Ship.Enterthedropshipaddresswhenyouwanttoship
theitemtoadifferentaddressfromtherestoftheorder,suchas
toacustomersbusiness:
b. Selectthetypeofaddresstoenter.
c. Ifnecessary,selectthelocationcode,customernumber,or
shiptoaddresscodefortheaddress.(Youcanselectthe
locationcodeonlyifyouuseInventoryControl.)
d. Typetheaddressoreditadisplayedaddress.
e. ClickClose.
Purchase Orders
Requisitions &
therequisition,ifany,butyoucanselectanothervendorfrom
theFinderorenteranumberandnameforavendoryouhave
notyetaddedtoAccountsPayable.
Ifyouareusingthezoomedform,youcanclicktheNewbutton
nexttotheVendorNumberfieldtoopentheAccountsPayable
Vendorsformandaddthevendorrecord.
columnheading(orpresstheShiftandF9keystogether)to
displaytheDetailComments/Instructionsform.Thenspecify
whetheryouareenteringcommentsorinstructions,typethe
remarks,andclickClose.
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
Ifyouareusingthezoomeddetailentryform,clickAddtoadda
newdetail;clickSavetorecordchangesyoumadetoanexisting
detail.Toclosetheform,clickClose.
5. Tocheckpurchasinghistoryforanitem:
a. ClicktheHistorybutton.
b. Selecttheperiodandwhethertodisplayhistorybyitem
numberorvendornumber.
c. Specifytheitemorvendor.
Formoredetails,seethesectiononviewingpurchasehistoryin
Chapter5ofthisUserGuide.
FieldsontheOptionalFieldstabapplytothewholepurchase
requisition.Optionalfieldsontherequisitiondetailsapplytothe
detaillinesonly.
Formoreinformationonoptionalfields,seeEnteringOptional
FieldInformation,laterinthischapter.
7. Toposttherequisition,clickPost.
Whenpostingisfinished,youseeamessagethatdisplaysthe
requisitionnumberandaskswhetheryouwanttoprintacopy
oftherequisition.
Youcanalsoprinttherequisitionlater,usingtheRequisitions
form.(SeePrintingRequisitions,laterinthischapter.)
Purchase Orders
Requisitions &
9. Whenyouarefinishedenteringoreditingrequisitions,click
ClosetoclosetheRequisitionEntryform.
PrinttheTransactionListforrequisitions.
ToopenthePurchaseOrderEntryform,choosePurchaseOrder
EntryfromtheP/OTransactionsfolder.
Shipviacodes.
Templates.
Optionalfields.
Accountsets(forstandalonePurchaseOrdersonly).
Items(forstandalonePurchaseOrdersonly).
VendorDetails(forstandalonePurchaseOrdersonly).
YoumustalsosetupthefollowinginformationinotherSageAccpac
programs:
VendorandpaymenttermsrecordsinAccountsPayable.
Item,accountset,pricelist,location,andcategoryrecordsin
InventoryControl,ifyouuseInventoryControl.
Bankandtaxrecords,andcurrencyrecords(formulticurrency
ledgers)inCommonServices.
OptionalfieldsthatyouwanttoaddtoanyofthePurchase
OrdersentryformsinCommonServices.
ThestepsforsettingupaPurchaseOrderssystemareexplainedin
Chapters2and3intheGettingStartedmanual.
Makesureyouhavefullinformationforeachpurchaseorder,
includingvendornumber,purchaseordernumber(ifyouenter
yourowndocumentnumbers),requisitionnumber(ifrequired),
jobinformation(ifjobrelated),yourcompanysshippingand
billinglocations(andotheraddressesforthepurchaseorder),
arrivaldateandtypeofpurchaseorder,andthevendors
address,contact,phonenumbers,taxgroup,andtermscode.
Foreachitemontheorder,findouttheitemnumber,unitof
measure,quantitytoorder,andlocation(ifyouuseInventory
Control).Fornoninventoryitems,youalsoneedtoknowthe
generalledgerexpenseaccountforeachdetail.
Purchase Orders
Requisitions &
Foreachdropshipment,findouttheaddress,customernumber,
or(ifyouuseInventoryControl)inventorylocationforthe
shipment.
Multicurrency Findouttheratetype,ratedate,andexchangeratetousefor
ledgers
eachpurchaseorder.
Notethatyoucannoteditexchangeratesbetweentheeuroand
EMUmembercurrencies,orbetweentwoEMUmember
currencies.
Further Foranoverviewofpurchaseorderprocessing,seeProcessing
reading
PurchaseOrdersinChapter2ofthisguide.
Thefollowingformappears.
1. Enterheaderinformation:
PO Number.Typethepurchaseordernumbertoassignyour
ownnumbers,orselectanexistingpurchaseordertoedit,or
leavethefieldshowing***NEW***tostartanewpurchaseorder
andallowPurchaseOrderstoassignthedocumentnumber.
Deleting Todeleteapurchaseorderyouhaveselected,clickDelete.Ifa
purchase orders
messageappearsaskingyoutoconfirmthedeletion,chooseYes.
Vendor Number.Typeavendornumber,selectitfromthe
Finder,orleavethefieldblank,andthenpressTab.
YoucanalsojusttypethenewvendornumberandpressTab.
Thenclosethemessagethatwarnsyouthatthevendordoesnot
exist,andaddthevendortoAccountsPayablelater.
WARNING! Althoughyoucanaddapurchaseorder
beforeyouaddthevendorrecordinAccountsPayable,
wesuggestthatyoudonotusethisoptionina
multicurrencysystem.
Purchase Orders
Requisitions &
Ifthetaxreportingcurrencyforthetaxgroupthatyou
wanttousediffersfromthevendorscurrency,you
mustcreatethevendorrecordbeforeyouenterthe
invoice.
Inanycase,youmustcreatethevendorrecordin
AccountsPayablebeforeyoucanpostaninvoiceinA/P.
displaytheVendorInformationform:
Multicurrency Ifthevendorcurrencydiffersfromthecompany(functional)
ledgers
currency,PurchaseOrdersaddsaRatestabwhereyoucan
verifyandeditthepurchaseorderexchangerate.
Template.Ifyouselectatemplateorchangefromthedefault
template,ifany,thevaluesfromtheselectedtemplateare
displayedontheOrdertab.
Notethatthetemplatecodeyouspecifywilloverwrite
informationthatwasenteredfromthevendorrecord.
theShiftandF9keystogether)toopentheCreatePOFrom
Requisitionform:
In a stand-alone Purchase
Orders system, this field is
named Use Vendor Type.
Toselectrequisitions:
a. Typetherequisitionnumbersthatyouwanttouseorselect
Purchase Orders
Requisitions &
themfromtheFinder.
b. Indicatewhethertoselectdetailswithnovendornumbers
assignedand,ifso,whethertoselectdetailsbyvendortype.
c. ClicktheOrderbutton.
On Hold.Ifthevendoraccountisonhold,thepurchaseorderis
automaticallyonhold.Youcanchangethisstatusatanytime.
Ifthepurchaseorderisjobrelated,differentfieldsappearforthe
detailstoletyouenterjobrelatedinformation.
PO Date.Forafuturepurchaseorder,enterthedatethatthe
purchaseorderbecomesactive.
Tip Forfuturepurchaseorders,ifyourunDayEndProcessingonly
attheendofthebusinessday,typeadatethatisonedayearlier
thanthedateyouwanttoactivateafuturepurchaseorder.
Purchaseordersareactivatedduringdayendprocessing.
PO Type.IfyouselectBlanket,enterthemaximumamount(in
theOriginalAmountfield)thatcanbeorderedonthispurchase
order.MoredetailsaboutPurchaseOrdertypesareprovidedin
thesectionProcessingDifferentTypesofPurchaseOrdersin
Chapter2ofthisguide.
Youcanalsoeditlocationaddressesorentertheminsteadofa
locationcode,usingthezoombuttons.(Youalsoenteraddresses
thiswayifyouusethestandaloneversionofPurchaseOrders.)
Ship Via.Typeashipviacode,ifused,orselectonefromthe
Finder,oromitthecodeandtypeadescriptionoftheshipping
method,orleavethefieldsblank.
Terms Code.Enterthetermscodeforthevendor.(Bydefault,
thisisthecodefromtheAccountsPayablevendorrecord.)
Formoreinformationonthesefields,pressF1foronlineHelp.
ClicktheFieldListbuttonintheHelpscreen.
Enterdatainthecolumnsofthedetailentrysectionofthe
Ordertab:
Purchase Orders
Or
Requisitions &
UsetheDetailItems/Taxes(zoomeddetailentry)formthat
appearswhenyouclicktheItem/Taxbutton(orpressF9)
whileinthedetailentrysectionoftheOrdertab:
Enterthefollowinginformationforthedetail:
Line Number.BypasstheLineNumberfieldfornewdetails.To
selectanexistinglinetoeditordelete,highlightthelineinthe
detailentrysectionofthePurchaseOrderEntryform,ortypeits
linenumberinthezoomedform.
Youcannotdeletelinesthatshowaquantityreceived.
Completed.Ifnecessary,markanexistinglineascompletedby
doubleclicking(toenterYes)intheCompletedcolumn,orby
selectingtheCompletedcheckboxinthezoomedform.(Youcan
completealineonlyiftheoutstandingquantityiszero.)
Forjobrelatedpurchaseorders,youcanalsospecifytheBilling
Type,Billing Rate,andAR Item Number,dependingonthe
projecttypeandaccountingmethod.
PurchaseOrdersupdatesthecommittedquantitiesandcostsin
theProjectandJobCostingmodulewiththeamountson
purchaseorders.
Thedescriptionautomaticallyappearsforaninventoryitem(or
employee);otherwise,typeadescriptionfornoninventory
items.Youcaneditdescriptionsforalldetails.
IftheAllowReceiptofNonstockItemsisselectedinInventory
Control,youcanenteritemnumbersfornonstockitems.
Manufacturers PurchaseOrdersalsoletsyouentermanufacturersitem
item numbers or
numbersinthisfieldiftheyhavebeenaddedinInventory
bar codes
Control.Thesenumberscouldincludeinternallyusedbarcodes,
UPCnumbers,orISBNslettingyouuseascanner(ortypea
shortcode)forenteringinventoryitemnumbers.
Ifyouenteramanufacturersitemnumber,PurchaseOrderswill
replaceitwithyourinventoryitemnumber,andthendisplay
themanufacturersitemnumberyouenteredinthe
ManufacturersItemNumberfield,neartheendofthedetail
line.
Location.ThisfieldisavailableonlyifyouuseInventory
Control.Enterthecodeofthelocationwhereyouexpectto
receivetheshipment.Youcanskipthelocationfieldforanon
inventoryitem.
Purchase Orders
Drop-Ship.Enterthedropshipaddresswhenyouwanttoship
Requisitions &
theitemtoadifferentaddressfromtherestoftheorder,suchas
toacustomersbusiness:
b. Selectthetypeofaddresstoenter.
c. Ifnecessary,selectthelocationcode,customernumber,or
shiptoaddresscodefortheaddress.(Youcanselectthe
locationcodeonlyifyouuseInventoryControl.)
d. Typetheaddressoreditadisplayedaddress.
e. ClickClose.
ClicktheFinderbuttontodisplayanyvendorcontractcosts,
regularvendorcosts,andothercostsmaintainedbythe
InventoryControlmodule.
PurchaseOrdersdisplaysadefaultcostasfollows:
Ifyouhavesetupvendorcontractcosts,theprogram
displaysthecostspecifiedasacontractcostfortheitemand
unitofmeasure.
IfP/Odoesnotfindavalidcontractcost,itchecksthe
vendordetailstablesforanitemcost.
IfP/Odoesnotfindanyspecifiedcostsfortheitem,ituses
theinventorycostspecifiedintheP/OOptionsform.
Inmulticurrencyledgers,thecostisexpressedinthevendors
currency.
IfyouareusingProjectandJobCosting,theunitcostis
defaultedasfollows.
Ifthecontractisastandardcontract:
ForacategorycostclassofSubcontractor,Overhead,
MiscellaneousEquipment,orMaterial,theunitcostis
defaultedfromthecategoryresource.
ForacategorycostclassofLabor,thedefaultunitcostis
basedontheDefaultUnitCostFromoptionforthe
employeeresourcecategory.
Ifthecontractisabasiccontract:
ForacategorycostclassofSubcontractor,Overhead,
MiscellaneousEquipment,orMaterial,theunitcostis
defaultedfromthecategory.
ForacategorycostclassofLabor,thedefaultunitcostis
basedontheDefaultUnitCostFromoptionforthelabor
category.
ForacategorycostclassofMaterial(ifyouareusing
InventoryControl),thedefaultunitcostisbasedon
PurchaseOrdersdefaultitemcost(setinP/OOptions).
ForacategorycostofMaterial(ifyouarenotusing
InventoryControl),theunitcostisbasedonPurchase
Ordersvendorcosts.
Purchase Orders
Requisitions &
Bydefault,theprogramdisplaystheweightunitofmeasure
fromtheitemrecord,butyoucanchangeittoanotherdefined
unitofmeasure(andtheprogramwillrecalculatetheweight
accordingly).
TheweightUOMforthecompleteorderisdeterminedbythe
defaultweightunitofmeasuresetintheInventoryControl
Optionsform(orinPurchaseOrdersOptionsifyoudontuse
InventoryControl).
Quantity Received.Theamountreceivedtodateforthisdetail
line.
Quantity Outstanding.Tocompletealineandcancelremaining
outstandingunits,enterzero.
Expense Account.Thegeneralledgerexpenseaccount(fornon
inventoryitems).
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
4. Ifyouwanttocheckpurchasinghistoryforanitem,andclick
theHistorybutton.Selecttheperiodandwhethertodisplay
historybyitemnumberorbyvendornumber,andthenspecify
theitemorvendor.Formoredetails,seethesectiononviewing
purchasehistoryinChapter5ofthisUserGuide.
Ifyouareusingthezoomeddetailentryform,clickAddtoadda
newdetail;clickSavetorecordchangesyoumadetoanexisting
detail.Toclosetheform,clickClose.
6. IfyouareusingthedetailentrysectionoftheOrdertab,and
youwanttocheckorchangetaxinformationforadetail,click
theItem/Taxbutton.Thisdisplaysthezoomeddetailentryform,
whichshowsthetaxinformationatthebottomoftheform.
Youcanchangethetaxclassandthetaxincludedchoice(if
permittedbythetaxauthority).SeeEditingTaxInformation,
laterinthischapter,formoreinformation.
Inaddition,youcanchangeothertaxinformationbyusingthe
Purchase Orders
Taxestab.Seestep8.
Requisitions &
7. Ifthereismorethanonedetailline,youcanconsolidatethem
intooneline,iftheyhavesimilarattributes.Formoredetailson
consolidatingdetails,seethetopicAutomaticallyCreating
PurchaseOrdersfromRequisitionsinChapter2ofthisguide.
VendorsTaxGroup(unlessyouhavealreadyaddeddetail
lines).
VendorsTaxClassforeachtaxauthority.
TaxAmountforeachtaxauthorityonthePurchaseOrder.
TaxReportingAmountifyoureporttaxesinadifferent
currencythanusedbyyouoryourvendor.
TheprogramusesthevendorsTaxGroupandTaxClass(as
wellasthedetailsTaxClass)whenitcalculatestaxamounts.
SeeEditingTaxInformation,laterinthischapter,formore
information.
NotethatoptionalfieldsontheOptionalFieldstabapplytothe
wholepurchaseorder,whereasoptionalfieldsonadetailline
applyonlytoasinglepurchaseorderdetail.
Formoreinformation,seeEnteringOptionalField
Information,laterinthischapter.
TheRatestabwillalsoappearifyoureporttaxesinanother
currency.
Multicurrency Formoreinformationonexchangerates,seeEditingExchange
ledgers
Rates,laterinthischapter.
Entercomments(upto250characters)pertainingtothe
purchaseorder.
Verifythetotalweightoftheitemsordered.
Specifythenumberofmailinglabelsforthevendorand
purchaseorder.
Enteradiscountpercentoramountforthewholepurchase
order.
Verifypurchaseordertotalsandtaxamounts.
12. Whenready,clickPosttopostthepurchaseorder.
Youcanprintthepurchaseorderlater(orsenditbyemail)
usingthePrintPurchaseOrdersform.Formoreinformation
aboutprintingpurchaseorders,seePrintingPurchaseOrders,
laterinthischapter.
14. ClickClosetoclosethePurchaseOrderEntryform.
Purchase Orders
Requisitions &
formsinCommonServices.Youalsoindicatewhethertaxcanbe
includedinitemcostsforeachauthority.
Youshouldalso:
AssignataxgrouptoeachvendorrecordinAccountsPayable
andindicateiftaxesareincludedinvendorprices.
Assignalltherelevanttaxauthoritiesandcorrespondingtax
classestoitemsineachitemrecord.
To change Tochangetaxamountsforpurchaseorders,youcan:
tax amounts
Changethevendorstaxgroup(ontheTaxestab).
Changethevendorstaxclassandtaxamountforeachtax
authority(ontheTaxestab).
Changethetaxclassandtaxablestatusforeachtaxauthority
assignedtoanitemdetail(usetheDetailItems/Taxesformby
clickingtheItem/TaxbuttonorpressingF9).
OverridethetaxamountontheTaxestab.
OverridethetaxreportingamountontheTaxestab(ifyou
reporttaxesinanothercurrency).
1. Tocalculatethetaxforapurchaseorderthatyouhavenotyet
posted,choosetheCalculateTaxbuttonontheformthatshows
thedetails.
NotethatifyouchoosetheCalculateTaxbuttonaftereditingtax
amountsontheTaxestab,yourchangesontheTaxestabwillbe
canceledandtheoriginaltaxamountscalculatedbytheprogram
willbereinserted.
2. Toviewtaxinformationortochangesometaxinformationfora
detail,usetheDetailItems/Taxes(zoomedentry)form.Toopen
itfromthedetailentrysectionoftheOrdertab,highlightthe
detaillineandclicktheItem/Taxbutton(orpressF9).
The Detail
Items/Taxes form
for a detail
3. Selectadifferenttaxclassforanauthorityandchangethechoice
fortheTaxIncludedoption(ifpermittedfortheauthorityinTax
Services),asneeded.
4. Whenfinished,clickClose.
5. Tochecktaxamountsforthepurchaseorder,choosetheTotals
tab.
1. Ifyouwanttocheckorchangetaxinformationforthevendor,
choosetheTaxestab.
Purchase Orders
Requisitions &
currency, this tab
will display a tax
amount and a tax
reporting amount
field.
2. Editthevendortaxclassesandtaxamounts,asneeded.
Tocancelallchangesyoumaketotaxamounts,clickthe
CalculateTaxbutton.
3. Whenfinishededitingtaxes,clickClose.
FormoreinformationabouteditingtaxesinPurchaseOrders,see
EditingVendorandDetailTaxInformationinChapter2.
YoucanaddasmanyoptionalfieldsasyouneedtotheOptional
Fieldstabandtodetaillines.
1. ChoosetheOptionalFieldstabintheRequisitionEntryor
PurchaseOrderEntryformtodisplayoptionalfieldsforthe
wholepurchaseorder:
The Purchase
Orders Optional
Fields tab
2. Addtheinformationyouwantintheoptionalfields.
Finder IftheValuefieldhasaFinderbutton,youmustuseoneofthe
entriesdisplayedbytheFinder.Nootherentriesarevalid.(You
definethevalidentriesforoptionalfieldsusingtheOptional
FieldsforminCommonServices.)
YouenterexchangerateinformationinthePurchaseOrderEntry
formifyoudonotwanttousethecurrentexchangerateforthe
purchaseorderratedate,orifnorateisenteredforthatdate.
NotethatyoucannoteditexchangeratesbetweentwoEMUmember
Purchase Orders
Requisitions &
currencies,orbetweentheeuroandEMUmembercurrencies.
1. ChoosetheRatestabinthePurchaseOrderEntryform.
The Purchase
Order Rates tab
Theprogramdisplaystherateinformationforthepurchase
orderdateandthevendorscurrencyandratetype.
2. TochangetheRateTypecode,typethecodeyouwanttouseor
selectitfromtheFinder.(Thiscodeidentifiesthemethodusedto
convertsourcecurrencyamountsonpurchaseordersto
functionalcurrencyequivalents.)
3. Tochangetheratedateforselectingthepurchaseorder
exchangeratefromthecurrencyratetableinCommonServices,
typeanewdate.
4. Iftherateyouwantisnotdisplayed,entertheratefor
convertingthesourcecurrencyamountsonthepurchaseorder
tofunctionalcurrencyamounts.
Formoreinformationaboutcreatingpurchaseordersfrom
requisitions,seeAutomaticallyCreatingPurchaseOrdersfrom
RequisitionsinChapter2.
Determinetherequisitions,vendors,anddatesforwhichyou
wanttocreatepurchaseorders.
InAccountsPayable:
Addanynewvendornumbersusedinrequisitionsfor
whichyouwanttocreatepurchaseorders.(Theprogram
cannotcreatepurchaseordersforvendornumbersthatare
notdefinedinAccountsPayable.)
Makesurethevendornumbersyouwanttouseareall
active.Youcannotcreatepurchaseordersforinactive
vendors.
InInventoryControl,makesurethat:
Allitemsyouareorderingforalocationareallowedatthe
location.
Youspecifiedonlyactiveitemsandlocationsonthe
requisitionsforwhichtocreatepurchaseorders.
ChooseTransactionListfromtheAnalyticalReportsfolder,and
Purchase Orders
Requisitions &
thenprintadetailedlistoftherequisitionsfromwhichyouare
readytocreatepurchaseorders.Makeanychangesyouneedto
therequisitions,usingtheRequisitionEntryform.
1. FromtheCreatePurchaseOrdersfolder,chooseCreatePOs
FromRequisitions.
2. Specifytherangesofrequisitionnumbers,requisitiondates,and
vendorsforwhichtocreatepurchaseorders:
Selectthisoptiontoaddrequisitiondetailswithoutvendor
numberstopurchaseorderswhenthepurchaseordervendoris
assignedinInventoryControlitemrecordsasthevendortype
specifiedfortherequisitiondetails.
Notethatyoucannotmixjobrelatedandnonjobrelated
requisitionswhencreatingpurchaseorders.Ifyouwanttocreate
POsfrombothtypesofrequisitions,youmustrunthisfunction
twice.
Ifyouusethesameoptionalfieldsonrequisitionsandpurchase
orders,theoptionalfieldentriesontherequisitionwillappear
Purchase Orders
bydefaultonthepurchaseordersunlessyouspecifydifferent
Requisitions &
entrieshere.
Ifyouusethesamefieldsonrequisitiondetailsandpurchase
orderdetails,theoptionalfieldentriesontherequisitiondetails
willappearbydefaultonthepurchaseorderdetailsunlessyou
specifyentrieshere.
5. ClickProcesstocreatethepurchaseorders.
PurchaseOrderscreatesapurchaseorderforeachvendorinthe
rangesyouspecified.
6. Whenthepurchaseordershavebeenposted,youseeamessage
thatdisplaysthenumberofpurchaseordersthatwerecreated.
Whenprocessingiscomplete,specifyanotherrangeofdatafor
whichtocreatepurchaseorders,ifnecessary.
7. Whenfinishedcreatingpurchaseorders,clickClose.
Makeanychangesyouneedtothepurchaseorders,usingthe
PurchaseOrderEntryform.
Printcopiesofthepurchaseordersyouneedtomailtovendors
andfilewithyourrecords.
IfyouuseInventoryControlwithPurchaseOrders,youcancreate
purchaseordersautomaticallyfromthereorderquantitiesyouhave
definedforitemsinInventoryControl,asdescribedinthissection.
Formoreinformationaboutcreatingpurchaseordersfrom
requisitions,seeCreatingPurchaseOrdersfromInventoryControl
ReorderQuantitiesinChapter2.
AssignvendortypestoitemrecordsinInventoryControl
(optional).
Determinethevendors,items,andlocationsforwhichyouwant
tocreatepurchaseorders.
Determinetherundatetousetoselectreorderperiodsfrom
InventoryControlandtoassigntothepurchaseordersyou
create.
Determinethemethodsbywhichtoselectitemsandquantities
toorder.
ChooseReorderReportfromtheStockControlReportsfolderin
InventoryControltoprintareportofthequantitiesyouneedto
order.
Purchase Orders
Requisitions &
1. FromtheCreatePurchaseOrdersfolder,chooseCreatePOs
FromI/C.
If you reorder
quantities for all
locations, you
specify the
Reorder Location
here, instead of
specifying a range
of locations.
2. Fillinfieldsandmakeselectionsasfollows:
IfyouchooseSpecificLocation,PurchaseOrderscalculatesa
separatereorderquantityforeachlocation.
IfyouchooseAllLocations,PurchaseOrdersusesthesumofthe
quantitiesatalllocationstodeterminethequantitytoorder.
Reorder Location.Ifyouchosetoreorderquantitiesforall
locations,typethelocationatwhichyouwanttoreceivethe
goods.
Itemsintherangeyouspecifiedareselectedifthevendor
numberforwhichyouarecreatingapurchaseorderisspecified
asoneoftheselectedvendortypesinthevendordetailsrecord.
Reorder. Selectthemethodbywhichtodeterminetheitem
numberstobereordered:
Therundateyouspecifysetsthebeginningdateofthe
numberofdaysyouspecify.
Themethodsyoucanselectare:
Up To Maximum. Selectthisoptiontoorderthequantityof
Purchase Orders
eachitemthatwillbringtheitemsquantityonhandupto
Requisitions &
orcloseto,butnotover,themaximumamountspecifiedin
theReorderQuantitiesform.
5. ClickProcesstocreatethepurchaseorders.
PurchaseOrderscreatesasinglepurchaseorderforthespecified
vendorandeveryitemandquantitythatfitsthecriteriayou
defined.Theprogramassignsthenextavailablepurchaseorder
numbertothedocument,usingthelength,prefix,andnumber
forpurchaseordersintheOptionsform.
6. Whenthepurchaseordershavebeenposted,youseeamessage
thatdisplaysthenumberofpurchaseordersthatwerecreated.
Whenprocessingiscomplete,specifyanotherrangeofdatafor
whichtocreatepurchaseorders,ifnecessary.
7. Whenfinishedcreatingpurchaseorders,clickClose.
Makeanychangesyouneedtothepurchaseorders,usingthe
PurchaseOrderEntryform,thenpostthepurchaseordersand
printcopiesofthem.
PrintanewcopyoftheReorderreportinInventoryControlto
findoutwhetheryoureorderedalltheitemsyouneed.
Formoreinformation,seeCreatingPurchaseOrdersfromOrder
EntrySalesOrdersinChapter2.
Determinethecustomers,orders,dates,andvendortypesfor
whichyouwanttocreatepurchaseorders.
1. ChooseCreatePOsFromO/EfromtheCreatePurchaseOrders
Purchase Orders
Requisitions &
folder.
2. Fillinfieldsandmakeselectionsasfollows:
Theprogramcreatespurchaseordersonlyforitemrecordsthat
havetheselectedvendortypeassignedtothem.
Vendor. Selectthisoptiontocreatepurchaseordersby
vendornumber,producingonlyonepurchaseorderforeach
vendor.
Order. Selectthisoptiontocreateaseparatepurchaseorder
foreachordernumberandeachvendorlistedontheorder.
Include. Selectthemethodbywhichtodeterminewhichitems
andquantitiestoorder:
Theprogramsubtractsanyquantityofthespecifieditemsthat
wasaddedtoapreviouspurchaseorder.
Purchase Orders
Requisitions &
Optional fields for 3. ClicktheOptionalFieldstab,andthentypeorusetheFinderto
the PO header
selecttheentriesyouwanttheprogramtoinsertinOptional
Fieldstabofeachpurchaseorder.
5. ClickProcesstocreatethepurchaseorders.
Theprogramcreatesapurchaseorderforeachofthevendors
thatisspecifiedasthevendortypeyouselectedfortheitems
andordersthatmeetthecriteriayouchose.
Theprogramassignsthenextavailablepurchaseordernumber
tothedocument,usingthelength,prefix,andpurchaseorder
numberspecifiedintheOptionsform.
6. Whenthepurchaseordershavebeenposted,youseeamessage
thatdisplaysthenumberofpurchaseordersthatwerecreated.
Printing Requisitions
Whenprocessingiscomplete,specifyanotherrangeofdatafor
whichtocreatepurchaseorders,ifnecessary.
7. Whenfinishedcreatingpurchaseorders,clickClosetoclosethe
form.
Makeanychangesyouneedtothepurchaseorders,usingthe
PurchaseOrderEntryform.
Printcopiesofthepurchaseordersforyourrecordsandtomail
tovendors.
Printing Requisitions
PurchaseOrdersallowsyoutoprintrequisitionsattwostagesof
processing:
Youcanprintarequisitionimmediatelyafterpostingit,as
describedinthesectionPrintingaSingleRequisition
ImmediatelyafterPosting.
Youcanprintarangeofrequisitionsatanytimebeforetheyare
clearedfromPurchaseOrders,asdescribedinthesection
PrintingaRangeofRequisitions.
Printing Requisitions
Puttherightformsortypeofpaperintheprinter.
Selecttheprintingdestinationandprinterorfiletowhichyou
willprint.
Ifyouusepreprintedforms,printatestrequisitiontocheckthe
alignmentoftheformsinyourprinter.
Iftheformalignmentisnotcorrect,adjustthepaperinthe
printer,andthenchooseAlignagaintoprintanothertestcopy.
1. IntheRequisitionEntryform,clickPosttopostarequisition.
Purchase Orders
Requisitions &
Afterposting,youseeamessagelikethefollowing:
2. ClickYestoopentheRequisitionsform.
The Requisitions
form for printing a
single requisition
3. Typethenameoftherequisitionformyouwanttouse.Ifyou
arenotsureofthename,clickBrowse,thenselecttheformfrom
thelistthatappears.
4. Whenreadytoprinttherequisition,clickPrint.
Printing Requisitions
1. FromtheP/OFormsfolder,chooseRequisitions.
2. Selecttherequisitionstoprintasfollows:
Ifyouarenotsureofthename,chooseBrowse,thenselectthe
formfromthelistthatappears.
3. Whenreadytoprinttherequisitions,choosePrint.
Youcanprintapurchaseorderimmediatelyafterpostingit,as
describedinthesectionPrintingaPurchaseOrderImmediately
afterPosting.
Youcanprintarangeofpurchaseordersbeforetheyarecleared
fromPurchaseOrders,asdescribedinthesectionPrintinga
RangeofPurchaseOrders.
Purchase Orders
Requisitions &
Documentation).
Ifyouaresendingpurchaseordersbyemail,usetheEmail
MessagesformintheP/OSetupfoldertocreatetheemail
messagethatyouwanttosendtovendors.
Puttherightpreprintedformsortypeofpaperintoyourprinter.
Selecttheprintingdestinationandprinterorfiletowhichyou
willprint.
Ifyouusepreprintedforms,printatestcopyofthedocumentto
checkthealignmentoftheformsinyourprinter.
Iftheformalignmentisnotcorrect,adjustthepaperinthe
printer,thenchooseAlignagaintoprintanothertestcopy.
1. InthePurchaseOrderEntryform,clickPosttopostapurchase
order.
Whentheprogrampoststhepurchaseorder,itdisplaysa
messagelikethefollowing:
2. ClickYestoprintthepurchaseorder.Theprogramopensthe
PurchaseOrdersform.
The Purchase
Orders form for
printing a single
purchase order
3. Typethenameofthepurchaseorderformyouwanttouse.
Ifyouarenotsureofthename,clickBrowse,thenselectthe
formfromthelistthatappears.
4. ForDeliveryMethod,choose:
Vendor.Toprintusingthedeliverymethodsetinthevendor
accountinAccountsPayable.ThiscanbeMail,Email,or
ContactsEmail.
IfMailisselectedinAccountsPayabletheprogramprintsto
thecurrentlyselectedprintdestinationusingthepurchase
orderformspecifiedintheUsePurchaseOrderfield.
Youcanviewandeditthemessagebyclickingtheuparrow
totherightoftheMessageIDfield.
Purchase Orders
Requisitions &
5. Choosehowyouwanttoprintpurchaseorders.
6. ClickPrint.
1. FromtheP/OFormsfolder,choosePurchaseOrders.
Ifyouarenotsureofthename,chooseBrowse,andthenselect
theformfromthelistthatappears.
3. Choosethedeliverymethodforpurchaseorders:
Vendor.Toprintusingthedeliverymethodsetinthevendor
accountinAccountsPayable.ThiscanbeMail,Email,or
ContactsEmail.
IfMailisselectedinAccountsPayable,theprogramprintsto
thecurrentlyselectedprintdestinationusingthepurchase
orderformspecifiedintheUsePurchaseOrderfield.
Youcanviewandeditthemessagebyclickingtheuparrow
totherightoftheMessageIDfield.
4. Specifythepurchaseorderswithintherangethatyouwantto
print:
Include. Usethisoptiontoselectthetypesofpurchaseordersto
print(Active,Future,Standing,andBlanket).Youcanselectall
oranycombinationoftheoptions.
Purchase Orders
Requisitions &
Include Details Already Printed. Selectthisoptiontoincludeall
thedetailsoneachpurchaseorderyouprint.Donotselectthe
optionifyouwishtoprintonlythedetailsyouhaveaddedsince
youlastprintedthepurchaseorders.
5. ClickPrint.
YoucanalsousetheImportcommandtoimportrequisitionsand
purchaseordersthatyoupreviouslyexportedforreuse.Ifyoudo
notimporttherequisitionorpurchaseordernumberfield,Purchase
Orderswillassignnewnumberswhenyouimporttherequisitions
orpurchaseorders.
Youcanimportthesamerequisitionsandpurchaseordersany
numberoftimesaslongastheimportfiledoesnotcontain
requisitionnumbersorpurchaseordernumbers(sotheprogram
assignsthem).Theoriginalfilefromwhichyouimportedthe
informationisretaineduntilyoudeleteit.
Notethatyoucannotimportpurchaseordersthatincluderequisition
numbers(intheFromRequisitionfield).
Multicurrency Youcannotimportmulticurrencyrequisitionsorpurchaseorders
ledgers
intoasinglecurrencyPurchaseOrderssystem.Editamulticurrency
importfiletoremovethemulticurrencyfieldsbeforeimporting.
WhenyouchooseExport,youcansetselectioncriteriaforchoosing
therequisitionsandpurchaseordersthatyouwanttoexport.
Purchase Orders
Requisitions &
Chapter 5
Processing Receipts, Invoices,
Returns, Credit Notes, and
Debit Notes
IconsforWorkingwithReceipts,Invoices,Returns,CreditNotes,andDebitNotes ... 52
WorkingwithReceipts,Invoices,Returns,CreditNotes,andDebitNotes ........ 52
PrintingReceivingSlipsandReturns ......................................... 53
ReportingReceipts,Invoices,Returns,CreditNotes,andDebitNotes ............ 53
AddingandEditingReceipts .................................................... 55
EnteringReceiptInformation ................................................ 57
EnteringReceiptDetails .................................................... 511
EnteringAdditionalCostswithReceipts ..................................... 517
EnteringOptionalInformation,EditingExchangeRates,EditingRetainage,and
CheckingTaxesandTotalsforthePrimaryVendor ....................... 523
PostingandPrintingReceipts ............................................... 525
Receipts, Invoices,
Returns, & Credits
InvoicingItemandAdditionalCostDetailsDuringReceiptEntry .............. 526
AddingInvoices .............................................................. 527
EnteringInvoiceInformation ............................................... 528
EnteringInvoiceItemDetails ............................................... 532
EnteringAdditionalCostswithInvoices ..................................... 534
EnteringOptionalInformation,EditingExchangeRates,EditingRetainage,
CheckingTaxesandTotals,andPostingtheInvoice ....................... 538
AddingandEditingReturns ................................................... 540
EnteringReturnInformation................................................ 541
EnteringReturnDetails .................................................... 544
EnteringOptionalFieldsInformation,EditingExchangeRates,and
CheckingReturnandTaxTotals......................................... 549
PostingandPrintingReturns ............................................... 550
User Guide 5i
Chapter 5
Processing Receipts, Invoices,
Returns, Credit Notes, and
Debit Notes
Thischaptercontainsinstructionsforenteringandpostingreceipts,
invoices,returns,creditnotes,anddebitnotesandforprinting
receivingslipsandreturnsinyourPurchaseOrderssystem.It
discussesthefollowingtopics:
Iconsusedtoprocessreceipts,invoices,returns,creditnotes,and
debitnotes.
Usingthetransactionentryforms:
Addingandeditingtransactions.
Editingtaxinformation.
Receipts, Invoices,
Returns, & Credits
Editingexchangerates.
Printingreceivingslipsandreturns.
Viewingpurchasehistoryandstatistics.
Importingandexportingreceiptsandreturns,andexporting
invoices,creditnotes,anddebitnotes.
Further SeeChapter2,WhatYouNeedtoKnowBeforeUsingPurchase
information
Orders,inthisguideforanoverviewofreceipt,invoice,return,
creditnote,anddebitnoteprocessing.
User Guide 51
Icons for Working with Receipts, Invoices, Returns, Credit Notes, and Debit Notes
YoucanrefertotheWorkbooklessonsforinformationaboutusingthe
ReceiptEntryform,andyoucandothelessonswiththesampledata
topracticeusingtheformwithoutaffectingyourowndata.
UsetheseiconsinthePurchaseOrdersfoldertoaddreceipts,
invoices,returns,creditnotes,anddebitnotestoPurchaseOrders.
Icons for Working with Receipts, Invoices, Returns, Credit Notes, and Debit Notes
Receiving slips TheReceivingSlipsformprintsdetailsofpostedreceipts,toconfirm
theshipmentsyouhavereceivedandtoverifyvendorinvoices.
Returns TheReturnsformprintsdetailsofpostedreturns,toprovidea
printedrecordofitemsyouhavereturnedtoyourvendors,andto
verifycreditnotes.Youcanalsosendreturnsbyemailtovendors.
Tosendemails,youhavetospecifyEmailorEmailContactas
thedeliverymethodforthevendorinAccountsPayable,aswellas
specifytheemailmessagethatyouwantsentwiththereturns.
Receipts, Invoices,
Returns, & Credits
receipts,invoices,returns,creditnotes,anddebitnotes.
YouchooseiconsfromtheAnalyticalReportsfoldertoprintreports
aboutreceipts,invoices,returns,creditnotes,anddebitnotes:
SeeChapter7,Reports,fordescriptionsandfurtherinformation
aboutreports.
User Guide 53
Icons for Working with Receipts, Invoices, Returns, Credit Notes, and Debit Notes
NotethatyoucanonlyprinttheG/LTransactionsreportbeforeyou
createthegeneralledgerbatch.IfyoucreateG/Ltransactionsduring
dayendprocessing,youwillnotbeabletoprinttheG/L
Transactionsreport.
Youenterareceiptforasinglevendor,butyoucaninclude
additionalcostdetailsforasmanyvendorsasyouneed.
Shipviacodes.
Templates.
Additionalcostcodes.
Optionalfields.
IfyoudonotuseInventoryControl,youmustalsodefine:
AccountSets.
Items.
Receipts, Invoices,
Returns, & Credits
Vendordetails.
Weightunitsofmeasure.
Selectadefaulttemplate(optional).
SpecifywhentocreateandpostG/LandA/Ptransaction
batches.
ChoosethedescriptionandreferenceinformationforG/L
transactions.
User Guide 55
Youmustalsosetupthefollowinginformationinotherprograms:
Taxrecordsandcurrencyrecords(formulticurrencyledgers)in
CommonServices.
VendorandtermsrecordsinAccountsPayable.
Non-existent YoucanenterareceiptforavendorwhoisnotinAccounts
vendor records
Payable,butyoumustaddtherecordbeforeyoucanpostan
invoiceforthevendorinAccountsPayable.
Item,pricelist,location,accountset,andcategoryrecordsin
InventoryControl,ifyouuseSageAccpacInventoryControl.
OptionalfieldsthatyouwanttoaddtoanyofthePurchase
Ordersentryforms.(AddedfirstinCommonServices.)
Further TheGettingStartedmanualprovidesdetailedinformationandsteps
information
forsettingupaPurchaseOrderssysteminChapters2and3.
Vendornumber.
Receiptnumber(ifyouwanttoassignyourowndocument
numbers).
Purchaseordernumbers(ifyouwanttopostthereceiptagainst
existingpurchaseorders).
Allitemnumbersand,ifyoualsouseInventoryControl,
correspondinglocations,unitsofmeasure,andquantitieson
order.
Additionalcostvendorsanddetails.
Further ForinformationabouthowreceiptsareusedinPurchaseOrders,see
reading
ProcessingReceipts,inChapter2.
The retainage
option is available
for job-related
receipts if you use
retainage
accounting in A/P.
1. Typethereceiptnumbertoassignyourownnumberorselectan
existingreceipttoedit,orleavethefieldshowing***NEW***to
Receipts, Invoices,
Returns, & Credits
startanewreceiptandallowPurchaseOrderstoassignthe
documentnumber.
YoucanalsoselectexistingreceiptnumbersfromtheFinder,or
clicktheNewbuttontostartanewreceipt.
2. TypeavendornumberorselectitfromtheFinder,orselectthe
purchaseorderfromtheFinderinthePONumberfieldandthe
vendornumberisinsertedautomatically.
User Guide 57
vendordoesnotexist),enterthevendorsname,andthenadd
thevendortoAccountsPayablelater.
Note: YoumustaddnewvendorrecordsinAccounts
Payablebeforeyoucanpostinvoicesfortheminthe
AccountsPayableprogram.
displaytheVendorInformationform:
Multicurrency Inmulticurrencyledgers,ifthevendorcurrencydiffersfromthe
ledgers
company(functional)currency,PurchaseOrdersaddsaRates
tabwhereyoucanverifyandeditthereceiptexchangerate.
3. OntheReceipttab,addoreditreceiptinformation,including:
PO Number. Youcanselectthepurchaseordernumberfromthe
Finder.Youcanalsoleavethefieldblank.
Ifyouspecifyanexistingpurchaseordernumber,the
informationfromthepurchaseorderisinsertedforthereceipt.
Youcannotchangethepurchaseordernumberafterpostingthe
receipt.
Tospecifyparticularpurchaseordersforthevendor,clickthe
expandbuttonnexttothefield.Thefollowingformappears,
lettingyouselectthepurchaseorderstoincludeonthereceipt.
Inthisform,usetheFindertoselectthepurchaseorders,press
theInsertkeytomovetoanewline,andthenclickReceive,and
Receipts, Invoices,
Returns, & Credits
thenClose.Thedetailsfromtheselectedpurchaseorders
automaticallyappearinthedetailentrysectionatthebottomof
theReceiptEntryform.
ThisoptionappearsonlyifyouhaveProjectandJobCosting.
Ifthereceiptisjobrelated,differentfieldsappearforthedetails
toletyouenterjobrelatedinformation.
User Guide 59
Whenyouchooseretainage,theprogramwilladdaRetainage
tabtotheReceiptEntryform.
Template. Youcannotchangethedisplayedtemplatecodeif
youspecifyanexistingpurchaseordernumberoryouare
workingwithapreviouslypostedreceipt.
Ifyouselectanewtemplateafterchoosingthevendor,Purchase
Orderswillfillthereceiptfieldswiththeinformationfromthe
template.
IfyouusePurchaseOrdersasastandalonesystem,orifyou
wishtoedittheaddressforanInventoryControllocation,use
thezoombutton(clickthearrowheadnexttotheShipToorBill
TofieldorpressF9inthefield)andentertheaddressintheform
thatappears.
Afteryouenterthecode,itsdescriptionautomaticallyappearsin
theadjacentfield.
4. Ifyouwanttoentercommentsforthereceipt,clicktheTotals
tab.
5. Toenterdetailsofthereceipt,movetothedetailsentrysection
oftheReceipttab,andproceedtothenexttopicEntering
ReceiptDetails.
Receipts, Invoices,
Returns, & Credits
Thereceiptdetailentrysectionislocatedonthelowerhalfofthe
Receipttab.Youcanworkwithdetailsineitheroftwoways:
Enterdatainthecolumnsofthedetailentrysectionofthe
Receipttab:
Detail entry
section
Or
UsetheDetailItems/Taxes(zoomeddetailentry)formby
selectingalineinthedetailentrysectionoftheReceipttaband
pressingF9(orclickingtheItem/Taxbutton):
1. BypasstheLineNumberfieldfornewdetails.Toselectan
existinglinetoeditordelete,highlighttheline(ortypeitsline
numberinthezoomedform).
Todeletethelineyouselected,presstheDeletekeywhentheline
ishighlightedinacolumnonthedetailentrysection.ClickYesif
amessageappearsaskingyoutoconfirmthedeletion.You
cannotdeletedetailsfrompostedreceipts.
2. Ifyouspecifiedapurchaseordernumberforthereceiptandyou
havereceivedalltheitemsyouexpectforthedetail,youcan
eitherchecktheCompletesPOboxonthezoomedform,orpress
thespacebarordoubleclickintheCompletesPOcolumnonthe
detailentrysectiontocompletethedetailonthepurchaseorder.
Ifthequantityreceived,plusthequantitycanceled,equalsthe
quantityoutstanding,theprogramautomaticallysetsthe
purchaseorderlinetocompleted.
3. Addoreditreceiptdetails.
Ifnecessary,youcaneditthetotaltaxamountforeachtax
authorityontheTaxestabforthereceipt.Followtheinstructions
intheEditingTaxInformationsection,laterinthischapter.
PurchaseOrdersupdatestheactualandcommittedquantities
andcostsforjobswiththeamountsonreceipts.
Receipts, Invoices,
Returns, & Credits
Forjobrelatedreceipts,youcanchangetheBilling Type,Billing
Rate,andAR Item Number forthecustomerinvoiceneartheend
ofthedetailline.
Retainage IfyouselectedtheRetainageaccountingcheckboxinthereceipt
accounting
header,youcanalsochangetheRetainage Percentageand
Retainage Periodforeachdetailinthereceipt.(Aproject
categoryoptiondetermineswhetherthedefaultretainage
percentageandperiodcomefromtheprojectcategoryorfrom
thevendorrecord.)
Ifyousetupyoursystemtoallowthereceiptofnonstockitems,
youcanenterthenumberofanonstockinventoryitem.
Youcannotchangetheitemnumberwheneditingaposted
receiptorareceiptthatreferencesapurchaseordernumber.You
caneditthedescription.
Ifyouenteramanufacturersitemnumber,PurchaseOrderswill
replaceitwithyourinventoryitemnumber,andthendisplay
themanufacturersitemnumberyouenteredinthe
ManufacturersItemNumberfield,neartheendofthedetail
line.
Ifyouareeditingapostedreceipt,youcannotchangethe
locationcode.
Fornoninventoryitemnumbers,youcanleavetheLocation
fieldblank.NoninventoryitemshavenoeffectonInventory
Control.
Drop-Ship. Toenteroreditadropshipaddress:
a. ClickthezoombuttonnexttotheDropShipcolumn
heading,orpresstheShiftandF9keystogethertoopenthe
DropShipmentAddressform.
b. Selectthetypeofaddresstoenter.
c. Ifnecessary,selectthelocationcode,customernumber,or
shiptoaddresscodefortheaddress.Notethatyoucanenter
alocationcodeonlyifyouuseInventoryControl.
d. Typeoredittheaddress.
e. ClickClose.
Youmustuseoneoftheunitsofmeasurethatisassignedtothe
iteminInventoryControl.Onnewdetaillines,theprogram
displaysthestockingunitofmeasure.
Ifyouarecreatingareceiptfromapurchaseorder,theprogram
dislaystheunitofmeasureenteredforthedetailonthepurchase
order,butyoucanchangeit.
Receipts, Invoices,
Returns, & Credits
tons.
Bydefault,theprogramdisplaystheweightunitofmeasure
fromthepurchaseorder,butyoucanchangeittoanother
definedunitofmeasure(andtheprogramwillrecalculatethe
weightaccordingly).Forexample,theitemmightarrivein
differentlysizedbagsthanwereordered,leadingyoutochange
theUOM.
TheweightUOMforthecompleteorderisdeterminedbythe
defaultweightunitofmeasuresetintheInventoryControl
Optionsform(orinPurchaseOrdersOptionsifyoudontuse
InventoryControl).
quantityreceived,butyoucanchangethem.Ifyouadjustthe
extendedweight,theprogramrecalculatestheunitweight.
Comments. Optionallyentercommentsforthedetailby
clickingthezoombuttonintheCommentscolumnheading,(or
pressShift+F9)toopentheDetailCommentsform.
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
5. Ifyouneedtochecktaxinformationorchangethetaxclassor
taxincludedoptionforadetail,usetheDetailItems/Taxes
(zoomedentry)formbyclickingtheItem/Taxbuttonorpressing
F9.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter,formoreinformation.
6. Tocheckpurchasinghistoryforanitem,clicktheHistory
button,selectwhethertodisplayhistorybyitemnumberor
vendornumber,andthenspecifytheitemorvendor.
Receipts, Invoices,
Returns, & Credits
Formoreinformationaboutlookinguppurchasinghistorywhile
enteringreceipts,seeViewingPurchaseHistory,laterinthis
chapter.
Further Forbackgroundinformationonadditionalcosts,seeEntering
information
AdditionalCostsinChapter2.
Figure5.1onthenextpageshowstheAdditionalCoststab,and
providesanoverviewoftheformsusedtoenteradditionalcost
information.
1. Ifthereceiptincludesadditionalcosts,clicktheAdditional
Coststabtoenterthedetails.
2. Typethevendornumberforthecost(eithertheprimaryvendor
orothervendorwhoaddedchargestothereceipt).Ifyouwish
toaddanewvendor,clicktheNewbuttontotherightofthe
VendorNumberfieldtoopentheAccountsPayableVendors
form.
Check totals
for primary
Check taxes for the primary vendor and
vendor. see manual
proration
totals for all
vendors.
Check and edit taxes for the Check taxes for the secondary
additional cost detail. (additional cost) vendor.
Receipts, Invoices,
Returns, & Credits
Figure 5.1 On the Additional Costs tab, you specify the vendors for whom you are entering
additional costs, and enter the details of the costs. You check the tax and total information for
them on the forms or tabs as shown in this diagram.
4. AddoreditthesecondaryvendorsTaxGroupandTermsCode.
Inmulticurrencyledgers,youcaneditexchangerateinformation
forsecondaryvendorswhodonotusethefunctionalcurrency.
Note: Tochangethistypeofinformationfortheprimary
vendor,usetheTaxestabtochangetheTaxGroup,andthe
ReceipttabtochangetheTermsCode.
5. Editoptionalfieldsfortheadditionalcost(ifyouuseoptional
fieldsonthisform).Youcanalsohaveoptionalfieldsonthe
individualdetaillines.
6. Iftheadditionalcostisjobrelated,andyouselectedRetainage
AccountingforAccountsPayable,youcanspecifytheretainage
termsandexchangerate(foramulticurrencytransaction)forthe
additionalcost.
YoucanalsoskiptheAdditionalCostcolumnandtypea
descriptionofacostthatisnotdefinedinPurchaseOrders.
Multicurrency Inmulticurrencyledgers,theadditionalcostcodeyouspecify
ledgers
mustusethevendorscurrency.
Amount. Typetheamountofthecharge.
ChooseNoProrationforjobrelatedcoststoassignthemtoa
particularcontract,projectandcategoryonthisdetailline.
OntheDistributeProrationform,entertheamountstobe
distributedtoeachitemonthereceipt.
Billing Type, Billing Rate, A/R Item Number, and A/R Unit of
Measure. Enterthebillinginformationfortheadditionalcostif
youareallocatingittoaspecificjob.
Receipts, Invoices,
Returns, & Credits
Calculate Overhead (jobrelatedcostsonly). Selectthe
CalculateOverheadfieldifyouwantProjectandJobCostingto
calculateoverheadamountsforthiscostandpasstheamount
backtoPurchaseOrders.(PurchaseOrderscreatestheG/L
entriesfortheadditionalcosts.)
Overheadisusuallycalculatedonthediscountedextended
amount.
Forexample,youwouldnotselectthisoptionifareceipthad
additionalshippingcostsforwhichyoudidnotwantto
calculateoverheadorlabor.
Theprogramalsoletsyouspecifywhethertocalculateoverhead
orlaborifyouexpensetheadditionalcost.
Donotselectthisoptionforanadditionalcostforwhichyoudo
notwanttocalculatelabor.
8. Ifyouneedtoedittaxclassesandthetaxincludedoptionforthe
additionalcostdetail,usetheDetailCosts/Taxes(zoomeddetail)
form.(Inthedetailentrysection,selectthedetailline,andthen
clicktheCost/TaxbuttonorpressF9.)
Ifyouneedtodisplaythetaxamountsfortheadditionalcost
detail,clicktheCalculateTaxesbuttonontheDetailCosts/Taxes
form.
Tooverridethetaxtotalforthevendor,clicktheVendorTaxes
button.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter.
11. Ifyouareusingthezoomedform,clickClosewhenfinished
addingcostsforthevendor,toreturntotheAdditionalCosts
tab.
12. Toedittaxesforthesecondaryvendor,clicktheVendorTaxes
buttonontheAdditionalCoststab.(Toseethetaxesforthe
primaryvendor,usetheTaxestaboftheReceiptEntryform.)
Ifnecessary,edittaxclassesandamounts.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter.
Ifyouwanttocancelallchangesyoumadetotaxamountsfor
thereceipt,clicktheCalculateTaxesbutton.
13. Checkthesecondaryvendorstotaladditionalcostamountsand
itsrelatedtaxamountsatthebottomoftheAdditionalCoststab.
(Toseethetotalsforthewholereceipt,usetheTotalstabofthe
ReceiptEntryform.)
15. Toreviewallthevendorsyouhaveenteredforadditionalcosts,
Navigation buttons usethenavigationbuttonsortheFindernexttotheAdditional
CostVendorsfield.Thenavigationbuttonsletyouscroll
throughtheadditionalcostvendors,displayingonevendorata
time.
Receipts, Invoices,
Returns, & Credits
Finder TheFinderdisplaysalistoftheadditionalcostvendors,
enablingyoutochooseavendorfordisplay.
Youcanalsoenteroptionalfieldinformationforindividual
detaillinesifyouinstalledSageAccpacsTransactionAnalysis
andOptionalFieldCreatorandaddedfieldstothereceiptform
usingtheOptionalFieldssetupform.
Formoreinformation,seeEnteringOptionalField
Information,inChapter4.
Formoreinformation,seeEditingRetainageInformation,later
inthischapter.
Multicurrency Inmulticurrencyledgers,youcanchangethetaxgrouponlyto
ledgers
anothergroupthatusesthesamecurrency.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter.
Ifyouwanttocancelchangestotaxamountsyouhaveedited,
clicktheCalculateTaxesbutton.
Youcanenteradiscountpercentoramountforthewhole
receipt.(Ifyouentereddiscountsforindividualdetaillines,the
totaldiscountamountwillappearhere.)
Youcanverifytheweightofthereceiveditems,manual
prorationinformation(forallvendors),andthereceipt,tax,
additionalcostamounts,andtotalsfortheprimaryvendor.
Receipts, Invoices,
Returns, & Credits
Youcanalsoentercomments(upto250characters)pertainingto
thereceipt.
Whenpostingisfinished,youseeamessagethatdisplaysthe
receiptnumberandaskswhetheryouwanttoprintacopyofthe
receipt.
SeePrintingReceivingSlipsandReturns,laterinthischapter,
formoreinformation.
Invoicing item 2. Tocreateaninvoiceforthegoodsreceivedfromtheprimary
details and costs
vendor(thevendornumberenteredinthereceiptheader)and
from the primary
vendor anyothercostsyouhaveenteredfromtheprimaryvendor,type
theinvoicenumberforthecostsinthePrimaryVendorInvoice
Numberfieldatthetopoftheform.
Invoicing 3. Toinvoiceadditionalcostsfromyoursecondaryvendors,type
additional costs
theappropriateinvoicenumberintheInvoiceNumbercolumn
from secondary
vendors foreachsecondaryvendorforwhomyouwanttopostan
invoice.
4. ClosetheInvoiceform.
5. Tocreateinvoices,postthereceipt.
Theprogrampoststheinvoicesandcompletesthereceiptdetails
fortheinvoicedvendors.
UsetheP/OInvoiceEntryformintheTransactionsfoldertolook
upinvoices.YoucanalsoseetheinvoicedetailsontheInvoice
PostingJournalafteryouhaverunDayEndProcessing.
Adding Invoices
Updateinventorycosts(ifyouuseInventoryControlanddo
notdoinventorycostingduringposting).
Creategeneralledgerentriesfromreceipts(ifyoudonotdo
inventorycostingduringposting).
CreatetheReceiptsPostingJournalofthereceiptsyou
postedinPurchaseOrderssincethelasttimeyouranDay
EndProcessing.
CreateaninvoicebatchinAccountsPayablecontainingany
invoicesyouposted.
PrinttheReceiptsPostingJournaltocheckthereceiptsand
receiptadjustmentsthatyouposted.
Forinformationaboutprintingpostingjournals,seeChapter7,
Reports,inthisguide.
Adding Invoices
FromtheP/OTransactionsfolder,chooseInvoiceEntrytoenterand
Receipts, Invoices,
Returns, & Credits
postinvoicesfromvendorsforshipmentsyoureceived,orfor
additionalcosts.
Youcanalsousetheformtoexportinvoices.
Postthereceiptstowhichtheinvoicesapply.
Findoutthedocumentnumbersofthereceiptsforwhichyou
havebeeninvoiced.
Adding Invoices
1. Enteraninvoicenumbertoaddanewinvoice,orusetheFinder
tolookupapreviouslypostedinvoice.
Tostartanewinvoice,typetheinvoicenumberusingupto
22characters,andthenpresstheTabkey.
Toviewaninvoiceyoupostedpreviously,selectitsnumber
fromtheFinder.(Youcannotchangeinvoicesafterposting
them.)
2. Typethevendornumbertowhichtheinvoiceapplies.Ifyouare
addinganinvoiceforasinglereceipt,youcanselectareceiptin
theReceiptNumberfieldtoenterthevendornumber
Adding Invoices
automatically.Ifyouareaddinganinvoiceformorethanone
receipt,youmustenteravendornumberfirst.
YoucanalsojusttypethenewvendornumberandpressTab.
Thenclosethemessagethatwarnsyouthatthevendordoesnot
exist,enterthevendorsnameinthenextfield,andaddthe
vendortoAccountsPayablelater.
WARNING! Wesuggestthatyoudonotusethisoptionin
amulticurrencysystem.
Receipts, Invoices,
Returns, & Credits
Ifthetaxreportingcurrencyforthetaxgroupthatyou
wanttousediffersfromthevendorscurrency,you
mustcreatethevendorrecordbeforeyouenterthe
invoice.
Inanycase,youmustcreatethevendorrecordin
AccountsPayablebeforeyoucanpostaninvoiceinA/P.
Changing a Tochangethevendorsaddress,contact,phonenumber,and
vendors address
faxnumber,clicktheZoombuttontotherightoftheVendor
Numberfield.ThisopensaVendorInformationform.Click
Closewhenfinishedwiththeform.
Adding Invoices
3. Enterthereceiptnumber(s)forwhichyouarecreatingthe
invoiceasfollows:
Ifyouareaddinganinvoiceforasinglereceipt,typethe
receiptnumberintheReceiptNumberfieldorselectitfrom
theFinder.(ThereceiptmustexistinPurchaseOrders.)
Notethatthedetailentrysectionbecomesavailableforentry
ifthevendornumberontheinvoiceisthesameasthe
vendornumberonthereceipt,andifthedetailshavenotyet
beeninvoiced.
Ifyouareaddinganinvoiceformorethanonereceipt:
i. ClicktheZoombuttonbesidetheFromMultiple
ReceiptscheckboxtoopentheCreateInvoiceFrom
Receiptsform.
ii. UsetheFindertoselectthereceiptsthatyouneedfrom
thedisplayedlist,orenterthenumbersmanually.(Use
theInsertkeyifnecessarytostartanewline.)
Notethatallreceiptsmustbeeitherjobrelatedornon
jobrelated.
iii. Whenyouarefinishedselectingreceipts,clickthe
Invoicebutton.
PurchaseOrdersaddsitemdetailsfromthereceiptsto
thedetailentrysectionoftheInvoiceEntryform,and
addsadditionalcostsforthevendortotheAdditional
Coststab.
Adding Invoices
iv. ClickClosetoreturntotheInvoiceEntryform.
4. Youcanputtheinvoiceonholdtopreventautomaticpayment
inAccountsPayable.
Ifyouwanttopaythisinvoicelater,youcanedittheinvoice
beforepostingitinAccountsPayableanduncheckthisbox.
5. Ifnecessary,changethedisplayeddate,fiscalyear,andperiodto
matchtheinvoicedateandtheyearandperiodtowhichyou
wanttoposttheinvoice.
6. Enterthetotalinvoiceamountoreditthedisplayedamount,if
necessary.
7. Edittheremainingfields,ifnecessary:
Receipts, Invoices,
Returns, & Credits
Ifaprimaryremittoaddressisassignedforthevendorin
AccountsPayable,thecodefortheaddressappears
automatically,butyoucanchangeit.
Todefineanewremittolocationforthevendor,clickthe
NewbuttontousetheAccountsPayableRemitToLocations
form.
Note: JobrelatedinvoicesonlyaffectProjectandJobCosting
iftheycreateanadjustmenttothereceipt(forexample,by
Adding Invoices
changingthecost,quantityreceived,orbillingrate,orby
addingorchanginganadditionalcost).
TheprogramaddsaRetainagetabtotheInvoiceEntryformfor
retainageinvoices.
8. Toenterdetailsoftheinvoice,movetothedetailentrysectionof
theInvoicetab,andproceedtothenexttopicEnteringInvoice
ItemDetails.
Youcanworkwithdetailsineitheroftwoways:
EditdatainthecolumnsofthedetailentrysectionoftheInvoice
tab:
Adding Invoices
Detail entry
section
Or
UsetheDetailItems/Taxes(zoomeddetailentry)formby
selectingalineinthedetailentrysectionoftheInvoicetaband
pressingF9(orclickingtheItem/Taxbutton):
Receipts, Invoices,
Returns, & Credits
1. Toselectanexistinglinetoedit,highlighttheline(ortypeits
linenumberinthezoomedform).
Youcannotadditemdetaillines.
2. Makeanychangesyouneedtotheitemdescription,unitcost,
extendedcost,discount%,unitweight,extendedweight,order
number,vendorsitemnumber,comments,oroptionalfields,or
jobrelatedinformationforeachdetail.
Fornoninventoryitemdetails,youcanalsochangethegeneral
ledgerexpenseaccountnumber.
Adding Invoices
NotethatifyourcompanyusessecuritywithPurchaseOrders,
youmaynothaverightstochangeitemcostsandquantitieson
invoices.
3. ClicktheCalculateTaxesbuttontochecktaxamounts.
(Otherwise,taxesarecalculatedwhenyoumovetoanothertab
orposttheinvoice.)
4. Toverifyoredittaxinformationforadetail,openthezoomed
detailform(selectthelineinthedetailentrysectionandclick
Item/TaxbuttonorpressF9).Whenfinished,clickClose.
Foreachauthority,youcanchangethetaxclassandTax
Includedoption(ifpermittedbytheauthority).
Formoreinformationabouteditingtaxinformation,seeEditing
TaxInformation,laterinthischapter.
5. Ifyouneedtocheckpurchasinghistoryforanitemorvendor,
clicktheHistorybutton,selecttheyearandperiodrange,select
whethertodisplayhistorybyitemnumberorvendornumber,
andthenspecifytheitemorvendor.
Formoredetailedinstructions,seeViewingPurchaseHistory,
laterinthischapter.
6. Whenfinishedenteringoreditingthedetailinthezoomedentry
form,clickClosetoreturntotheInvoiceEntryform.
7. Toenteradditionalcostdetails,clicktheAdditionalCoststab
andfollowtheinstructionsinthenextsectionEntering
AdditionalCostswithInvoices.
Adding Invoices
1. Toeditadditionalcostsfromthereceiptortoaddnew
additionalcosts,clicktheAdditionalCoststab.
Youcanworkwithadditionalcostdetailseitheroftwoways:
EnterdatainthecolumnsontheAdditionalCoststab:
The Additional
Costs tab in the
Invoice Entry form
Or
Receipts, Invoices,
Returns, & Credits
UsetheDetailCosts/Taxes(zoomeddetailentry)formthat
appearswhenyoupressF9(orclicktheCost/Taxbutton)in
acolumnontheAdditionalCoststab:
Adding Invoices
2. UsetheLineNumbercolumnorfieldasdescribedinstep2of
theprecedingsection,EnteringInvoiceItemDetails.
3. Toaddacost,usetheInsertkeytoaddanewlineintheentry
grid,orclicktheNewbuttonbesidethelinenumberfield,and
thentypetheadditionalcostcodeorselectitfromtheFinder.
Youcanalsoleavethecostcodefieldblankifyouwanttoenter
anadditionalcostthatisnotdefinedinPurchaseOrders.
4. Addoreditthecostdescription.
5. Typetheamountofthechargeoreditanexistingamount,if
necessary.
6. Ifyouareenteringanewcost,selecttheprorationand
reprorationmethods.Specifygeneralledgeraccountnumbers
fortheExpenseAccountandtheReturnExpenseAccount,if
necessary.
Youcannotaddoredittheamountofamanuallyproratedcost
duringinvoiceentry.Formoreinformation,seeEnteringor
EditingAdditionalCostDetailsonCreditNotesorDebitNotes,
laterinthischapter.
7. Typeanoptionalreferenceandcommentforthedetail.
Adding Invoices
8. Enteroptionalfieldinformationifyouuseoptionalfieldswith
additionalcosts.
9. Ifyouwanttochecktaxamountsbeforetheyhavebeen
calculated,clicktheCalculateTaxesbutton.(Taxesare
calculatedwhenyouclicktheTotalstaborposttheinvoice.)
10. Toverifyoredittaxinformationforadetail,clicktheCost/Tax
button.Whenfinished,clickClose.
Foreachauthority,youcanchangethetaxclassandTax
Includedoption(ifpermittedbytheauthority).
Formoreinformationabouteditingtaxinformation,seeEditing
TaxInformation,laterinthischapter.
11. Whenfinishedenteringoreditingthedetailinthezoomedentry
form,clickClosetoreturntotheAdditionalCoststab.
12. Toprorateanewadditionalcostonaninvoicethatuses
multiplereceipts,selectthedetaillineandthenclicktheDist.
Allocate costs for
multiple receipts Costbutton.TheCostAllocationformappears.
Receipts, Invoices,
Returns, & Credits
Toproratetheadditionalcostautomaticallyforallthe
receiptsincludedontheinvoice,clicktheRedist.button.
Tochangetheamountoftheadditionalcost,entera
differentamountintheAmountfield.Theneither:
ClickRedist.toautomaticallyproratetheamountforthe
receipts.
Adding Invoices
Or
Allocatetheamountsmanually.
Toallocatetheadditionalcostmanually,doubleclickinthe
Amountcolumnbesidethereceiptandenteradifferent
amountforeachreceipt,ensuringthatthesumofthe
manuallyenteredamountsequalsthetotalamountofthe
additionalcost.
Tocleartheamounts,clickClear.
Formoreinformation,seeEnteringOptionalField
Information,inChapter4.
Ifnecessary,changetheretainagerateformulticurrency
transactions(youcanchoosebetweentheoriginaldocument
exchangerateandthecurrentrate)andchangetheretainage
termscode.
Formoreinformation,seeEditingRetainageInformation,later
inthischapter.
Adding Invoices
Formoreinformation,seeEditingTaxInformation,laterin
thischapter.
Ifyouwanttocancelalleditingoftaxamounts,clickthe
CalculateTaxesbutton.
Receipts, Invoices,
Returns, & Credits
Youcanverifytheweightofthereceiveditems,numberof
additionalcostanddetaillines,andtotalsfortheinvoice.You
canalsoenteradiscountfortheinvoice,aswellascomments.
6. Checkthatthetotalfortheinvoicematchestheamountyou
enteredintheInvoiceTotalfieldontheInvoicetab.
7. Whenreadytoposttheinvoice,clickPost,thenclickOKonthe
messagethatappears.
UpdateinventoryrecordsinInventoryControl(ifyouuseit
andifyoucostitemsduringDayEndProcessing).
Creategeneralledgerentriesfrominvoicesonwhichyou
changedcosts(ifyoucostitemsduringDayEndProcessing).
CreatetheInvoicePostingJournalofthetransactionsyou
postedinPurchaseOrderssincethelasttimeyouranDay
EndProcessing.
CreateaninvoicebatchinSageAccpacAccountsPayable.
PrinttheInvoicePostingJournaltochecktheinvoicesyou
postedandtofilewithyouraccountrecords.
PosttheinvoicebatchinAccountsPayable.
Postanyreceiptsfromwhichyouarereturningitems.
Vendornumber.
Returnnumber(ifyoumanuallyassignyourdocument
numbers).
Receiptnumber,ifany.
Allreturneditemnumbersandcorrespondinglocations(ifyou
useInventoryControl),unitsofmeasure,andquantitiesto
return.
Further ForinformationabouthowreturnsareusedinPurchaseOrders,see
reading
ProcessingReturns,inChapter2.
Receipts, Invoices,
Returns, & Credits
1. Enterheaderinformation(returnandvendornumbers).
Enterthereturnnumberforanewreturn,orleavethefield
blanktoletPurchaseOrdersassignthenumber
automatically.
Enterthenumberofareturnthatyouwanttoedit,orselect
thenumberfromtheFinder.
YoucanskiptheVendorNumberfieldifyouwillbespecifying
areceiptnumber.(Thereceiptnumbersetsthevendornumber
forthereturn.)
IfyouwanttoaddtherecordtoAccountsPayablenow,clickthe
NewbuttontoopentheVendorsforminAccountsPayable.
WARNING!Ifthetaxreportingcurrencyforthetaxgroupthat
youwanttousediffersfromthevendorscurrency,you
mustcreatethevendorrecordbeforeyouentertheinvoice.
Inanycase,youmustcreatethevendorrecordinAccounts
Payablebeforeyoucanpostinvoicesorcredit/debitnotesin
theAccountsPayablemodule.
Multicurrency Ifthevendorcurrencydiffersfromthecompany(functional)
ledgers
currency,PurchaseOrdersaddsaRatestabwhereyoucan
verifyandeditthereturnexchangerate.
Receipts, Invoices,
Returns, & Credits
Ifyouspecifyanexistingreceipt,thereceiptdateisdisplayedon
therightsideoftheform,andtheinformationfromthepurchase
orderisinsertedforthereceipt.
Template. Youcannotenteratemplatecodeoreditadisplayed
codeifyouspecifyanexistingreceiptnumberorifyouare
editingapreviouslypostedreturn.
TheprogramwillalsodisplaytheRetainagetabtoletyou
specifytheexchangeratethatyouwanttouseforreturnsof
multicurrencyretainagereceipts.
Ifyouspecifiedanexistingreceiptnumberforthereturn,you
cannotmakeanentryorchangeinthisfield.
3. Toenterdetailsofthereturn,movetothedetailsentrysectionof
theReturntab,andproceedtothenexttopicEnteringReturn
Details.
Youcanworkwithdetailsineitheroftwoways:
Enterdatainthecolumnsofthedetailentrysectionofthe
Returntab:
Detail entry
section
If you use Inventory Control, the
Location field appears.
Or
UsetheDetailItems/Taxes(zoomeddetailentry)formby
selectingalineinthedetailentrysectionoftheReturntaband
pressingF9(orclickingtheItem/Taxbutton):
Receipts, Invoices,
Returns, & Credits
1. Specifythelinenumber,asfollows:
Note: Youcannotadditemdetailsifyouareenteringa
returnforanexistingreceipt.
Todeletethelineyouselected,clicktheDeletebutton,and
thenclickYesforthemessagethatappears.
Youcannotdeletedetailswhenyouareeditingapreviously
postedreturn.
2. Ifyouareworkingwithanexistingreceipt,youcanreturnall
quantitiesdisplayedfromthereceiptbychoosingtheReturnAll
button.(Youcanalsoeditthereturnedquantitiesafterusingthe
ReturnAllbutton.)
Youcannotaddnewdetaillines.
Foreachdetail,youcanchangetheitemdescription,
quantityreturned,unitcost,returncost,unitweight,
extendedweight,vendorsitemnumber,ordernumber,and
comment.
3. Addoreditreturndetails,asdescribedinthisstep.
PurchaseOrdersupdatestheactualandcommittedquantities
andcostsforjobswiththeamountsonreturns.
Ifyouarenotreturningareceipt,entertheBilling Type,Billing
Rate,andAR Item Number neartheendofthedetailline.This
willadjustthebillinginformationkeptinProjectandJob
Costing.
Location. ThisfieldisavailableonlyifyouuseInventory
Control.Enterthecodeofthelocationwhereyoureceivedthe
shipment.
YoucanleavetheLocationfieldblankiftheitemnumbersdoes
notexistinInventoryControl.
Ifyouareenteringreturnsforanexistingreceiptorreturn,you
cannotchangethelocationcode.
Receipts, Invoices,
Returns, & Credits
message,andmustthenchoosewhetheryoustillwanttoreturn
thatquantity.
Notethatifyouchangethedisplayedreturncost,theunitcostis
recalculated.Theprogramalsorecalculatesthereturncostifyou
changetheunitcost.
Bydefault,theprogramdisplaystheweightunitofmeasure
fromthereceipt(ifyouspecifiedone),butyoucanchangeitto
anotherdefinedunitofmeasure(andtheprogramwill
recalculatetheweightaccordingly).
Comments. Toentercommentspertainingtotheitemreturned,
clickthezoombuttonnexttotheCommentsheading,orpress
theShiftandF9keystogether.
Ifyouareworkingwithanexistingreceiptorreturn,youcannot
changetheaccountnumber.
Youcannotchangetheaccountnumberforexistingreceiptsor
returns.
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
4. Ifyouneedtocheckpurchasinghistoryforanitemorvendor,
clicktheHistorybutton,selectwhethertodisplayhistoryby
itemnumberorvendornumber,thenspecifytheitemor
vendor.
Formoredetailedinstructions,seeUsingthePurchaseHistory
andPurchaseStatisticsForms,laterinthischapter.
5. Toeditthetaxclassesortaxincludedoptionforthedetailtax
Editing tax authorities,clicktheItem/Taxbutton.Formoreinformation,see
information
EditingTaxInformation,laterinthischapter.
Receipts, Invoices,
Returns, & Credits
Entering Optional Fields Information, Editing Exchange Rates, and
Checking Return and Tax Totals
Optional Fields tab 1. IftheformhasanOptionalFieldstab,useittoenteradditional
informationforthewholereturn.Youcanalsoaddoptional
fieldinformationtoindividualdetaillines.
Formoreinformation,seeEnteringOptionalField
Information,laterinthischapter.
Multicurrency Inmulticurrencyledgers,thetaxgroupdeterminesthecurrency
ledgers
ofthereturn.Youcanchangethetaxgrouponlytoanother
groupthatusesthesamecurrency.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter.
Verifyreturnandtaxtotals.
Specifythenumberofmailinglabelstoprintforthe
returnedshipmentbytypingthenumberintheNumberof
Labelsfield.
Entercommentsthatpertaintothereturn.
Whenpostingisfinished,youseeamessagethatdisplaysthe
returnnumberandaskswhetheryouwanttoprintacopyofthe
return.
Ifyousendreturnsbyemail,theprogramusesthemessages
youcreatewiththeEmailMessagesformintheP/OSetup
folder.
Forinformationaboutprintingreturns,seePrintingReceiving
SlipsandReturns,laterinthischapter.
UpdateinventoryrecordsinInventoryControl(ifyouuseit
andifyoucostitemsduringDayEndProcessing).
Creategeneralledgerentriesfromreturns(ifyoucostitems
duringDayEndProcessing).
CreatetheReturnsPostingJournalofthetransactionsyou
postedinPurchaseOrderssincethelasttimeyouranDay
EndProcessing.
PrinttheReturnsPostingJournaltocheckthereturnsyou
posted.
Youcanalsousetheformtoexportcreditnotesanddebitnotes.
Receipts, Invoices,
Returns, & Credits
Before you start Beforeyouentercreditnotesanddebitnotes:
Posttheinvoicesorreturnsthatyouarecreditingordebiting.
Makesureyouhavecompleteinformationforeachtransaction.
Note: Onceyoupostacreditnoteordebitnote,itis
completed,andyoucannoteditit.
1. Enterheaderinformation(documentnumberandvendor):
Tostartanewcreditnoteordebitnote,typeadocument
numberusingupto22characters,thenpressTab.Purchase
Ordersdoesnotautomaticallyassigncreditordebitnote
numbers.
Toviewapreviouslypostedcreditnoteordebitnote,select
itsnumberfromtheFinder.(Youcannotchangecreditnotes
anddebitnotesafterposting.)
SkiptheVendorNumberfieldifyouaregoingtospecifya
returnorinvoicenumber.(Thereturnorinvoicenumber
determinesthevendornumberforthecreditnoteordebitnote.)
Receipts, Invoices,
On Hold. Youcanputthedebit/creditnoteonholdinthe
invoicebatchinAccountsPayable.
WhenyouposttheinvoicebatchinAccountsPayable,A/Pwill
notapplyanymatchingprepaymentsifthecreditordebitnote
hasanOnHoldstatus.
PO Number. Specifyapurchaseordernumberifyoudidnot
chooseareturnorinvoiceinthepreviousfield.(Ifyouchosea
returnorinvoice,theprogramdisplaysthepurchaseorder
number.)
IfthevendorisassignedaprimaryremittoaddressinAccounts
Payable,thecodefortheaddressappearsautomatically,butyou
canchangeit.
Todefineanewremittolocationforthevendor,clickthe
NewbuttontousetheAccountsPayableRemitToLocations
form.
IfyouuseInventoryControl,youcantypeinaBillToLocation
codeorusetheFindertoselectone.
IfyoudonotuseInventoryControl,orifyouwishtoeditthe
addressforanInventoryControllocationcode,usethezoom
button(clickthearrowheadnexttothefieldorpressF9inthe
field)toedittheaddressintheBillToLocationform.
Ifthecredit/debitnoteisjobrelated,differentfieldsappearfor
thedetailstoletyouenterjobrelatedinformation.
IfyouchooseRetainage,youcansettheretainagepercentage
andperiodforeachdetailinthecredit/debitnote.
3. UsethedetailsentrysectionoftheCredit/Debittabtoenteritem
details.SeethenexttopicEnteringorEditingItemDetailson
CreditNotesorDebitNotes.
Receipts, Invoices,
Returns, & Credits
Youcanworkwithdetailsineitheroftwoways:
Enterdatainthecolumnsofthedetailentrysectionofthe
Credit/Debittab:
1. Toeditanexistinglineinthedetailentrysection,highlightthe
line(ortypeitslinenumberinthezoomedform).
Note: Ifyouselectedaninvoiceorreturnforthecreditnote
ordebitnote,youcannotaddnewdetaillines.
Ifyoudidnotselectaninvoiceorreturn,usetheinsertkeyto
startanewdetailline(orusetheNewbuttoninthezoomed
form).
2. Makeanychangesyouneedtotheitemdescription,quantity,
unitcost,extendedcost,discount%,discountamount,unit
weight,extendedweight,ordernumber,vendorsitemnumber,
comments,oroptionalfieldsforeachdetail.
Ifyouhavenotselectedaninvoiceorreturnforthecreditnote
ordebitnote,youcanaddasmanydetaillinesasyouneedand
editthedefaultinformationthatisdisplayed.
Whenworkingwithaninvoice,youcandeletedetaillines
thatdonotapplytothecreditnoteordebitnote(orleavethe
costsfortheselinesaszeroes).
Whenworkingwithareturn,youcannotdeletedetaillines.
Ifyourcompanyhasassignedsecuritytocreditnotecosts,
youcanchangecostsonlyifyouhaverightstodoso.
Youcanspecifythelocationandunitofmeasureonlywhen
creatingcreditnotesordebitnotesfromnonexistingor
blankreturnsandinvoices.(Notethatyoucanspecifythe
locationonlyifyouuseInventoryControl.)
Fornoninventoryitemdetails,youcanalsochangethe
generalledgerexpenseaccountnumber.
3. Ifyouwanttochecktaxamountsbeforetheprogramcalculates
them(ortorecalculatetaxesifyouchangedthem),clickthe
CalculateTaxesbutton.(Taxesarecalculatedwhenyoumoveto
anothertaborpostthecreditnoteordebitnote.)
4. Toverifyoredittaxinformationforadetail,clicktheItem/Tax
button,thenclickClosewhenfinished.
Foreachauthority,youcanchangethetaxclassandTax
Includedoption(ifpermittedbytheauthority).
Formoreinformationabouteditingtaxinformation,seeEditing
TaxInformation,laterinthischapter.
Receipts, Invoices,
Returns, & Credits
5. Ifyouneedtocheckpurchasinghistoryforanitemorvendor,
clicktheHistorybutton,selectwhethertodisplayhistoryby
itemnumberorvendornumber,andthenspecifytheitemor
vendor.
Formoredetailedinstructions,seeUsingthePurchaseHistory
andPurchaseStatisticsForms,laterinthischapter.
6. Whenfinishedenteringoreditingthedetailinthezoomedentry
form,clickClosetoreturntotheCredit/Debittab.
Youcanworkwithadditionalcostdetailsineitheroftwoways:
Enterdatainthecolumnsofthedetailentrysectionofthe
AdditionalCoststab:
The Additional
Costs tab in the
Credit/Debit Note
Entry form
Or
UsetheDetailCosts/Taxes(zoomeddetailentry)formby
selectingalineinthedetailentrysectionoftheAdditional
CoststabandpressingF9(orclickingtheCost/Taxbutton):
2. Toeditanexistinglineinthedetailentrysection,highlightthe
line(ortypeitslinenumberinthezoomedform).
3. Addnewadditionalcostdetails,asneeded,andeditdisplayed
details.
Receipts, Invoices,
Amount
Youcannotselectprorationandreprorationmethodswhen
editingexistingadditionalcostdetails.
4. Typeanoptionalreferenceandcommentforthedetail.
5. Ifyouwanttochecktaxamountsimmediately,clickthe
CalculateTaxesbutton.(Taxesarecalculatedwhenyoumoveto
adifferenttaborpostthecreditnoteordebitnote.)
6. Toverifyoredittaxinformationforadetail,clicktheCost/Tax
button.Whenfinished,clickClose.
Foreachauthority,youcanchangethetaxclassandTax
Includedoption(ifpermittedbytheauthority).
Formoreinformationabouteditingtaxinformation,seeEditing
TaxInformation,laterinthischapter.
7. Whenfinishedenteringoreditingthedetailinthezoomedentry
form,clickClosetoreturntotheAdditionalCoststab.
Formoreinformation,seeEnteringOptionalField
Information,laterinthischapter.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter.
Entercommentspertainingtothecreditordebitnote.
Checkdocumenttotals,includingtaxandadditionalcost
amounts.
The Credit/Debit
Note Totals form
2. Topostthecreditnoteordebitnote,clickPost,thenclickOKat
themessagethatdisplaysthedocumentnumber.
Receipts, Invoices,
Returns, & Credits
UpdateinventoryrecordsinInventoryControlifchangesin
costsorquantitieswerepostedtoinvoicesorreturns(and
youcostitemsduringDayEndProcessing).
Creategeneralledgerentriesfrompostedcreditnotesand
debitnotesifchangesincostsorquantitieswerepostedto
invoicesorreturns(andyoucostitemsduringDayEnd
Processing).
CreatetheCredit/DebitNotePostingJournalofthe
transactionsyoupostedinPurchaseOrderssincethelast
timeyouranDayEndProcessing.
PrinttheCredit/DebitNotePostingJournaltocheckthecredit
notesanddebitnotesyouposted.
Definethetaxauthorities,classes,groups,andratesyouneedin
theTaxServicesareaofCommonServices.
AssignataxgrouptoeachvendorrecordinAccountsPayable.
SpecifythetaxauthorityandtaxclassforeachiteminInventory
Control,andindicatewhethertaxisincludedintheitemprice.
ChangethevendorstaxgroupontheTaxestab.
Youcannotchangethetaxgroupifyou:
Areinvoicingareceiptorenteringacreditnoteordebitnote
thatreferencesanexistingdocument.
Havealreadyentereddetaillinesonthedocument.
Changethevendorstaxclassandtaxamountforeachtax
authorityontheTaxestab.
Ifyouarereportingtaxesinadifferentcurrency,youcanalso
editthetaxreportingamount.
Changethetaxclassandtaxincludedoptionforeachtax
authorityassignedtoanitemdetail(usethezoomeddetailentry
formbyclickingtheItem/TaxbuttonorpressingF9).
Youcannotchangethetaxincludedsettingunlessthetax
authorityrecordinTaxServicesallowstaxtobeincludedin
prices.
Formoreinformation,seeEditingVendorandDetailTax
Information,inChapter2ofthisguide.Tofindoutaboutan
individualfield,pressF1whileinaform,clicktheFieldListbutton,
andthenclickthenameofthefield.
1. Tocalculatethetaxforatransactionthatyouhavenotyet
posted,clicktheCalculateTaxesbutton.
TheCalculateTaxesbutton:
Calculatesanddisplaysthetaxamountsforatransaction
thatyouhavenotyetposted.Ifyoudonotusethebutton
beforeopeningtheTotalstabforthedocumentortheDetail
Items/Taxes(zoomedentry)formforadetail,thetax
amountsarezeroes.
CancelsanychangesyoumaketotaxamountsintheTaxes
tab,andreinsertstheamountsoriginallycalculatedbythe
program.
2. Toeditthetaxclassortaxincludedoptionforadetailline,use
theDetailItems/Taxesformforanitem(ortheDetailCosts/
Taxesformforanadditionalcost).
Toopenthisform,selectthedetaillineinthedetailentrysection
Receipts, Invoices,
Returns, & Credits
oftheformyouareusing,andpressF9,orclicktheItem/Tax
buttonforanitem(ortheCost/Taxbuttonforanadditional
cost).
Example: The
Detail Items/Taxes
form of the
Receipt Entry form
3. MakethechangesyouneedtothetaxclassesandtheTax
Includedoptions.
4. Whenyouhavefinishededitingdetailtaxinformation,click
Close.
1. SelecttheTaxestabfortheformyouareusing.
Onreceipts,youclicktheVendorTaxesbuttononthe
AdditionalCoststabtoopentheAdditionalCostsVendorTaxes
formforasecondaryvendor.
Receipts, Invoices,
Returns, & Credits
receipt
2. Editthevendortaxclassesandtaxamounts,ifnecessary.You
cannoteditthetaxgroup.
YoucanusetheCalculateTaxesbuttontocancelanychanges
youmadetotaxamountsandreinserttheamountsoriginally
calculatedbytheprogram.
3. Whenyouhavefinishededitingtaxes,clickClose.
Checktoseewhichdates,ratetypes,andratestousefor
exchangerates.
Youcaneditexchangeratesforvendorsusedonreceipts,invoices,
returns,creditnotes,ordebitnotesthatarenotinthefunctional
currency.
Multicurrency Youcanedittheratetype,ratedate,andexchangerate.Youcannot
invoices
editexchangeratesbetweenEMUmembercurrencies,orbetween
EMUmembercurrenciesandtheeuro.
1. Choosetheappropriatetab:
Note: Youcannoteditratesfordocumentsthatyouhave
alreadyposted.
2. Editthefollowingfields:
Receipts, Invoices,
Returns, & Credits
TypethecodeyouwantorselectitfromtheFindernexttothis
field.
Inotherwords,theDeriveRatebuttonappearssoyoucan
derivetheactualexchangerateforthetaxreportingcurrency(if
youchangethecalculatedamountontheTaxestab).
YoumustfirstdefinealloptionalfieldsusingtheOptionalFields
forminCommonServices.
YoucanaddanunlimitednumberoffieldstoPurchaseOrders
formsandtransactiondetails.
Note: FieldsontheOptionalFieldstabapplytothecomplete
transaction,nottotheindividualtransactiondetails.You
editoptionalfieldsfortransactiondetailsseparately,oneach
detaillineofatransaction.
1. ClicktheOptionalFieldstaboftheformyouareusing.
2. Addtheinformationyouwantintheoptionalfields.
Youcan:
Editthefieldvalues.
Deletefieldsthatappearbydefault.
Receipts, Invoices,
Returns, & Credits
Addotherfieldsthathavebeenassignedtothisform.
IfthefieldhasaFinderbutton,youmustuseoneoftheentries
displayedbytheFinder.Nootherentriesarevalid.(Youdefine
thevalidentriesforoptionalfieldsusingtheOptionalFields
forminCommonServices.)
Youcanprintarangeofreceiptsorreturnsbeforetheyare
clearedfromPurchaseOrders,asdescribedinthesections
PrintingaRangeofReceivingSlipsandPrintingaRangeof
Returns.
Designtheformatforthereceivingsliporreturnform,oradapt
oneofthesampleformatsthatcomewithPurchaseOrders.
Forinstructionsonadaptingforms,refertothedocument
CustomizingPrintedFormswithCrystalReports(fromthe
MicrosoftWindowsStartmenu,clickPrograms,thenSage
Accpac,thenOnlineDocumentation).
Ifyouaresendingreturnsbyemail,usetheEmailMessages
formintheP/OSetupfoldertocreatetheemailmessagethat
youwanttosendwiththereturns.
Puttherightpreprintedformsortypeofpaperintoyourprinter.
Selecttheprintingdestinationtowhichyouwillprint.
Ifyouusepreprintedforms,printatestcopyofthedocumentto
checkthealignmentoftheformsinyourprinter.
Iftheformalignmentisnotcorrect,adjustthepaperinthe
printer,thenclickAlignagaintoprintanothertestcopy.
1. IntheReceiptEntryform,clickthePostbuttontopostthe
receipt.
Whentheprogrampoststhedocument,itdisplaysamessage
thattellsyouwhichreceiptnumberwasassignedandasks
whetheryouwanttoprintacopy.
2. ClickYestoprintthereceivingslip.Theprogramopensthe
ReceivingSlipsform.
Receipts, Invoices,
Returns, & Credits
3. TypethenameoftheformyouwanttouseorclicktheBrowse
buttontofindandselecttheform.
Youcanprinttwokindsofreceivingslips,onewithout
quantitiesandonewithquantities.(SeeChapter2,Creating
FormatsforPrintedForms,intheGettingStartedmanualfor
moreinformation.)
4. ClickPrint.
1. IntheReturnEntryform,clickthePostbuttontopostthe
return.
Whentheprogrampoststhedocument,itdisplaysamessage
thattellsyouwhichreturnnumberwasassignedandasks
whetheryouwanttoprintacopy.
2. ClickYestoprintthereturn.TheprogramopenstheReturns
form:
3. TypethenameoftheformyouwanttouseorclicktheBrowse
buttontofindandselecttheform.
4. Choosethedeliverymethod.
ChoosePrintDestinationtoprinttotheSageAccpacprint
destinationthatiscurrentlyselectedforthisform.
ChooseVendortoprintusingthedeliverymethodspecified
intheAccountsPayablevendorrecord.IfEmailor
ContactsEmailisselectedintheA/Pvendorrecord,the
programwillemailthereturnalongwiththeemail
messageyouspecifyintheMessageIDfield.
5. Toprintthenumberofshippinglabelsthatyouspecifiedonthe
Totalstabforthereturn,selectRequireMailingLabels.(Toprint
shippinglabels,chooseMailingLabelsintheFormsfolder.)
Ifyoudonotselectthisoption,theprogramprintsonelabelfor
thereturn.
7. ClickPrint.
1. ChooseReceivingSlipsfromtheFormsfolder.
Receipts, Invoices,
Returns, & Credits
2. Selectthereceiptstoprintasfollows:
3. ClickPrint.
1. ChooseReturnsfromtheFormsfolder.
2. Selectthereturnstoprintasfollows:
Vendor.Toprintusingthedeliverymethodsetinthe
vendoraccountinAccountsPayable.ThiscanbeMail,
Email,orContactsEmail.
IfMailisselectedinA/P,theprogramprintstothe
currentlyselectedprintdestinationusingthepurchase
orderformspecifiedintheUseReturnfield.
YoucanviewandeditthemessagebyclickingtheZoom
buttontotherightoftheMessageIDfield.
Ifyoudonotselectthisoption,theprogramprintsonelabelfor
eachreturnintherangewhenyouprintusingtheMailing
Labelsform(intheP/OFormsfolder).
Thelabelsnormallyincludethevendorsmailingaddress,but
Receipts, Invoices,
Returns, & Credits
cancontainanyPurchaseOrdersinformationyouspecifyforthe
labelformyouselect.
3. ClickPrint.
UsingthePurchaseHistoryform,youcanviewthedataforthe
vendororitemnumberyouspecify.
1. FromtheP/OStatisticsandInquiriesfolder,choosePurchase
History.
YoucanalsoopenthePurchaseHistoryformifyouclickthe
Historybuttonwhenusingatransactionentryform,suchas
PurchaseOrderEntryorReceiptEntry.
2. Enterthefollowinginformation:
Receipts, Invoices,
Returns, & Credits
ledgers
todisplayamountsinthefunctionalcurrencyorinthevendors
currency.
Go button 3. ClicktheGobuttontodisplaythetransactions.
View item details 4. Toviewthetransactiondetailsforanitemorvendorentry,
doubleclickthelineforwhichyouwantmoreinformation,or
clicktheDetailsbutton.ThisopensthePurchaseHistoryDetail
form.
1. ChoosePurchaseHistoryfromtheAnalyticalreportsfolder,or
clickPrintontheFilemenuinthePurchaseHistoryform.
2. FollowtheinstructionsinChapter7ofthisguideforprinting
thePurchaseHistoryreport.
UsingthePurchaseStatisticsform,youcanviewthestatisticsbythe
yearandperiodtypeyouspecifyforstatisticsintheOptionsform.
NotethatnoninventoryitemsdonotupdatetheNetQuantity
PurchasedortheNetPurchaseAmount,althoughtheyupdatethe
otherstatisticsfields.
Forjobrelateddocuments,nonmaterialcategoriesaretreatedthe
samewayasnoninventoryitems.Forjobrelatedtransactionsthat
useamaterialcategory,allthestatisticsfieldsareupdated,thesame
asfornonstockitems.
1. FromtheP/OStatisticsandInquiriesfolder,choosePurchase
Statistics.
2. TypetheyearorselectitfromtheFindernexttotheYearfield,
thenusethePeriodfieldsNext/Previousbuttonstoselectthe
reportingperiod.
Multicurrency 3. Ifyouusemulticurrencyaccounting,selectthecodeforthe
ledgers
currencyinwhichtodisplayamounts.(Amountsareshownin
thefunctionalcurrencyandthevendorcurrencyyouselect.)
Youcanviewstatisticsforpurchases,invoices,andcredit/debit
notes.
ForinformationaboutallthefieldsinthePurchaseStatisticsform,
pressF1orseeStep8:AddStatisticsinChapter3oftheGetting
Startedmanual.
1. ChoosePurchaseStatisticsfromtheAnalyticalreportsfolder,or
choosePrintfromtheFilemenuinthePurchaseStatisticsform.
2. FollowtheinstructionsinChapter7ofthisguideforprinting
thePurchaseStatisticsreport.
Warning
Editingordeletingstatisticsaftersetupcancausegapsor
Receipts, Invoices,
Returns, & Credits
inconsistenciestoappearinyourreports.Werecommend
thatyouleavetheAllowEditOfStatisticsoptionoffinthe
Optionsform,turningitononlywhensettinguprecordsor
whenyouhaveanotherreasontoeditthedata.
Further Forstepbystepinstructionsonadding,editing,ordeleting
information
purchasestatisticsforcurrentorpreviousyears,seestep7inthe
Chapter3oftheGettingStartedmanual.
Forbackgroundinformationonadditionalcosts,seeEntering
AdditionalCostsinChapter2.
Formoreinformationaboutimportingandexportingtransactions,
seeAppendixB,ImportingandExporting,inthisguide.Referalso
totheSystemManagerUserGuide.
Importing Receipts
UsetheImportcommandontheFilemenuintheReceiptEntry
formtotransferreceiptscreatedinnonSageAccpacapplications(or
inanotherPurchaseOrdersdatabaseatadifferentlocation)to
PurchaseOrders.
PurchaseOrderspostsimportedreceiptsastheyareimported,but
doesnotdeletetheoriginalfileoftransactions.Toavoidimporting
thesametransactionstwice,youshoulddeletethefileonceyouhave
importedthetransactions.
Notealsothefollowingpoints:
Youcanimportreceiptswithorwithoutreferencingpurchase
ordernumbers,includingreceiptsthatreferencemultiple
purchaseorders.
Youcanimportadditionalcostsonlyfortheprimaryvendor.
Youmustmakesurethatthereceiptsyouareimportinguse
uniquedocumentnumbers.Youcannotimportatransactionthat
usesthesamenumberasadocumentyouhavealreadyposted,
butnotcleared,inPurchaseOrders.
Multicurrency Youcannotimportmulticurrencytransactionsintoasingle
ledgers
currencyledger.Editimportfilestoremovemulticurrencyfields
beforeimporting.
Notethatthefileyouareimportingmustexistinthelocationthat
youspecify.Ifyouareonanetwork,youmusthaveaccessrightsto
theimportfileandthedirectory.
RunDayEndProcessingtocreatejournalentriesfromthe
importeddata.
Printthepostingjournalforthetypeoftransactionimported
anduseittochecktheposteddetailsandthegeneralledger
distributionsgeneratedfromPurchaseOrderstransactions.
Unlessyouneedtouseitagain,deletethefilefromwhichyou
importedthetransactions.
Receipts, Invoices,
Returns, & Credits
InvoiceEntry,ReturnEntry,andCredit/DebitNoteEntryformsto
transfertransactionscreatedinPurchaseOrderstononSageAccpac
applications.
Beforeexporting,decidewhichfieldstoincludeintheexportfile.
Youmustselectfieldsforeachtypeofrecordusedfortheselected
transactiontype.Youshouldalsofindoutthepathfortheexportfile
youwanttouseorcreate.
WhenyouchooseExport,PurchaseOrdersexportsallthe
transactionsoftheselectedtypecurrentlyinthesystem.Ifyoudo
notwanttoexporteverything,usetheSetCriteriaoptiontospecify
thedocumentstoexport.
Formoreinformation,seeAppendixB,ImportingandExporting,
inthisguide,andthechapterImportingandExportingData,in
theSystemManagerUserGuide.
Chapter 6
Periodic Processing
DayEndProcessing ............................................................ 61
DayEndProcessinginaStandAlonePurchaseOrdersSystem ................. 63
PeriodicReports ............................................................... 64
ClearingHistory ............................................................... 65
CreatingGeneralLedgerBatches ............................................... 611
PostingAccountsPayableInvoiceBatches ....................................... 613
DeletingInactiveRecords(inaStandAlonePurchaseOrdersSystem) .............. 614
Processing
Periodic
User Guide 6i
Chapter 6
Periodic Processing
ThischaptercontainsinstructionsforusingPurchaseOrdersto
performthedailyandperiodictasksyoudoaspartofprocessing
yourtransactionsandkeepingyourpurchaseordersystemupdated.
Thefollowingtopicsarediscussed:
DayEndProcessing.
Periodicreports.
Clearinghistory.
Creatinggeneralledgerbatches.
Deletinginactiverecords(inastandalonePurchaseOrders
system).
YoumustrunDayEndProcessing,however,tocompletelyupdate
Processing
Periodic
yourPurchaseOrders,InventoryControl,andAccountsPayable
data.
User Guide 61
onrunningDayEndProcessinginInventoryControl,seeChapter6,
DayEndandPeriodicProcessing,intheInventoryControlUser
Guide.
DayEndProcessingalwaysperformsthefollowingtasks:
Activatesandpostsfuturepurchaseordersthathavereached
theiractivationdates.
Deletesrequisitionswithexpirationdatesonorbeforethe
sessiondatefordayendprocessing.
UpdatesstatisticsandhistoryinbothInventoryControland
PurchaseOrders,ifyouselectedtheoptionstokeepthisdatain
bothprograms.
Deletescompletedtransactiondetailsifyoudonotkeep
transactionhistory.
UpdatestheNextDayEndNumberfieldinthePurchaseOrders
Optionsform.
Ifyoudonotcostitemsduringtransactionposting,DayEnd
Processingalso:
Calculatesunitcostsforeachitemonareceiptorreturn(oron
aninvoice,creditnote,ordebitnotewherecostschange),using
theitemscostingmethodifyouuseInventoryControl.
UpdatescostinginformationifyouuseInventoryControl.
CreatesabatchofAccountsPayableinvoices,creditnotes,and
debitnotesfrompostedPurchaseOrderstransactions.
Createspostingjournalsforthereceipts,returns,invoices,credit
notes,anddebitnotespostedinPurchaseOrderssincethelast
timeyouranDayEndProcessing.
Createsgeneralledgertransactionsfrompostedreceiptsreturns,
invoices,creditnotes,anddebitnotes.(AccountsPayablecreates
generalledgertransactionsfrominvoices,creditnotes,anddebit
noteswhenitpostsbatches.)
ThefollowingsectiondescribeshowtorunDayEndProcessingfora
standalonesystem.
Warning!
Thetimeittakestocompletedayendprocessingvaries
accordingtoyourcomputerandthenumberoftransactions
you
enteredsincethelasttimeyouranDayEndProcessing.We
recommendthatyourunDayEndProcessingwhenyoudonotneed
touseyourcomputerforothertasks.Youmightfinditbesttorunit
overnight.
1. FromthePeriodicProcessingfolder,chooseDayEnd
Processing.
Processing
2. ClickProcess.
Periodic
Thefollowingmessageappearsafterdayendprocessingis
complete:
User Guide 63
Periodic Reports
3. ClickClosetoclosethemessagebox.
Printthepostingjournals.
PrinttheG/LTransactionsreport.
Printanyotherreports,suchasPurchaseStatisticsorPurchase
Historythatyouneedforupdatingyourrecords.
Periodic Reports
ThissectiondescribesthePurchaseOrdersreportsyoushouldprint
periodicallytoreportPurchaseOrdersinformation.
SeeChapter7,Reports,fordescriptionsofthereportsandforthe
stepstoprintthem.
ThePurchaseOrdersreportsyoushouldprintregularlyinclude:
Clearing History
Purchase History.Reportstheitemspurchasedandthevendors
whosuppliedthem.(Youcanprintthisreportonlyifyou
selectedtheAccumulatePurchaseHistoryoptionintheOptions
form.)
Purchase Statistics.Reportsaccumulatedstatisticsforthe
currentperiodandforpriorperiodsfrompurchaseorders,
receipts,invoices,creditnotes,anddebitnotesthathavenot
beencleared.(Youcanprintthisreportonlyifyouselectedthe
AccumulateStatisticsoptionintheOptionsform.)
Clearing History
UsetheClearHistoryformtoselectivelyclear(delete)datayouno
longerwanttokeepinyourPurchaseOrderssystem.Youcanclear
thefollowingtypesofdatausingthisform:
Transactionhistory(alltheinformationanddetailsfrom
completedrequisitions,purchaseorders,receipts,returns,
invoices,creditnotes,anddebitnotes).
Purchasinghistory(itemandvendorpurchasesbyperiod).
Purchasestatistics(totalsandhighandlowamountsbyperiod).
Printedpostingjournals(generalledgerjournalentriescreated
fromPurchaseOrderstransactions).
Processing
Periodic
PayablesClearingAuditinformation(selectedaccountsetsfrom
thePayablesClearingAuditlistuptoaparticularyearand
period).
User Guide 65
Clearing History
IfyouuseProjectandJobCosting,CommittedCostsAudit
information(selectedrangesofcontracts,projects,andcategories
fromtheCommittedCostsAuditlist).
IfyouusePurchaseOrdersasastandalonesystem,item
transactionhistory(allinformationfromtheItemTransaction
Historyreport).
Youcanclearoneormoretypesofdataatthesametime.
Further Forinformationaboutthetransactionhistoryandstatisticsyoucan
information
keepinPurchaseOrders,seeAccumulatingPurchasingHistory
andStatisticsforReportinginChapter2intheGettingStarted
manual.
Postalloutstandingtransactionsthatcouldaffectrecordsyou
wanttoclear.
RunDayEndProcessingtoupdatethecompanysPurchase
Ordersdata.
Determinethedatethroughwhichtocleartransactionhistory.
Determinethefiscalyearandperiodthroughwhichtoclear
purchasinghistoryandstatistics,anddecidewhethertoclear
purchasinghistoryforarangeofvendorsoritems.
Determinethedayendnumberthroughwhichtoclearprinted
postingjournals,andthetypesofjournalstoclear.
Determinethefiscalyear,period,andrangeofaccountsets
throughwhichtoclearPayablesClearingAuditdata.
IfyouuseProjectandJobCosting,determinethedatethrough
whichtoclearcommittedcostsinformationfromtheauditlist.
IfyouusePurchaseOrdersasastandalonesystem,determine
thedatethroughwhichtoclearitemtransactionhistory.
Printreportsofthedatayouwanttoclear.Forexample:
Clearing History
Forinstructionsonprintingtransactionlists,see
TransactionListinChapter7,Reports,inthisguide.
Forinstructionsonprintingrequisitions,purchaseorders,
receivingslips,andreturns,seeRequisitions,Purchase
Orders,ReceivingSlips,andReturnsrespectively,in
Chapter7,Reports,inthisguide.
ForinstructionsonprintingthePurchaseHistoryreport,see
PurchaseHistoryinChapter7,Reports,inthisguide.
ForinstructionsonprintingthePurchaseStatisticsreport,
seePurchaseStatisticsinChapter7,Reports,inthis
guide.
ForinstructionsonprintingpostingjournalsandtheG/L
Periodic
Transactionsreport,seethePostingJournalsandG/L
Transactionssections,respectively,inChapter7,Reports,
inthisguide.
User Guide 67
Clearing History
ForinstructionsonprintingthePayablesClearingAudit
List,seePayablesClearingAuditListinChapter7,
Reports,inthisguide.
ForinstructionsonprintingtheItemTransactionHistory
report,seeItemTransactionHistoryinChapter7,
Reports,inthisguide.
To clear history:
1. FromthePeriodicProcessingfolder,chooseClearHistory.
WhenyouselectalltheoptionsintheClearHistoryform,it
lookslikethefollowing:
With Inventory
Control
Clearing History
Without Inventory
Control
Transactionsareclearednotonlyforthedateyouspecify,butalso
forallearlierdates.
a. Selecttheyearandperiodthroughwhichtocleardata.
b. Selectwhethertoclearbyvendornumberoritemnumber.
c. Entertherangeofvendornumbersoritemnumberstoclear.
Historyisclearednotonlyfortheperiodyouspecify,butalsofor
thepreviousperiodsinthespecifiedyearandforallperiodsin
previousyears.
Statisticsareclearednotonlyfortheperiodyouspecify,butalso
forthepreviousperiodsinthespecifiedyearandforallperiods
inpreviousyears.
User Guide 69
Clearing History
a. Selectthedayendnumberthroughtoclearprintedposting
journals.(Thefielddisplaysthemostrecentdayend
number.)
b. Selectthetypesofpostingjournalsyouwanttoclear
Receipts,Invoices,CreditNotes(anddebitnotes)orReturns.
c. ClearHistoryclearsjournaldataforthedayendnumber
youspecifiedandforearlierdayendnumbers.After
clearingthejournals,youcannolongerprintthem.
YouclearitemtransactionhistoryonlyinastandalonePurchase
Orderssystem.
Itemtransactionhistoryisclearednotonlyfortheperiodyou
specify,butalsoforthepreviousperiodsinthespecifiedyear
andforallperiodsinpreviousyears.
9. Toclearthespecifiedinformation,clickProcess.
10. Repeattheprecedingsteps2through8forotherrangesof
recordsfromwhichyouwishtoclearhistory.
11. ToclosetheClearHistoryform,clickClose.
Note:
Thisiconalsoletsyoupostinvoicesgeneratedfrom
PurchaseOrderstransactionsintheAccountsPayable
module.
Thismeansthatyoucanopenthisformevenifyou
creategeneralledgerbatchesduringpostingordayend
processing.However,theprogramwillnotcreateaG/L
batchiftherearenooutstandingG/Ltransactions.
SeethenextsectionforinformationonpostingAccounts
PayablesinvoicesinA/P.
NotethatallgeneralledgertransactionsareplacedinthesameCSV
file,andthateachtimePurchaseOrderscreatestransactionsitasks
whethertoaddtothefileorreplaceit.
Processing
Periodic
Youcanalsochoosewhethertocreateanewbatcheachtimeyou
usetheCreateBatchformandwhethertoautomaticallypostG/L
batchesintheGeneralLedgermodule.
RunDayEndProcessingtoupdatethecompanysPurchase
Ordersdata.
PrinttheG/LTransactionsreport,andthenfileitwithyouraudit
trailreports.(YoumustprintthereportbeforeusingCreate
Batch.SeeChapter7,Reports,forinformationaboutprinting
theG/LTransactionsreport.)
1. FromthePeriodicProcessingfolder,chooseCreateBatch.
2. Typethedayendnumberassignedtothelastdayendrunfor
whichyouwanttocreatethegeneralledgerbatch,oracceptthe
displayednumber.
Whenyoucreatethegeneralledgerbatch,thelastdayend
numberprocessedisenteredintheG/LTransactionsGenerated
ThroughDayEndNumberfieldontheIntegrationtabofthe
Optionsform.
3. IfyoudonotwanttopostinvoicescreatedbyP/Ointhe
AccountsPayablemoduleatthistime,removethecheckmark
fromthePostA/PBatchoption.
SeethenextsectionforinformationonpostingA/Pbatches.
4. TocreatetheGeneralLedgerbatch,clickProcess.
Thefollowingmessageappearswhenprocessingfinishes.
5. ClickClosetoclosethemessagebox.
PostthebatchinSageAccpacGeneralLedger,ifyoudont
automaticallypostG/Lbatches.
AutomaticallyduringP/Otransactionpostingordayend
processing.
YouchoosetheoptiontoautomaticallypostA/Pbatchesonthe
ProcessingtaboftheP/OOptionsform.Theexacttiming
dependsonwhetheryoucostinventoryitemsduringpostingor
duringdayendprocessing.
Manually,whenyouchoose,using:
Processing
TheCreateBatchforminPurchaseOrders.
Periodic
Or
ThePostBatchesformintheAccountsPayablemodule.
SeetheprevioussectiononcreatingG/Lbatchesforinstructionson
usingtheCreateBatchformtopostA/Pbatches.
Updaterecords.
AssignInactivestatustoallrecordsyouwanttodelete.
UsetheItemsformtomakeitemsinactive,asdescribedinthe
sectionAdding,Editing,andDeletingItemsinChapter3,
MaintainingSetupInformation,inthisguide.
PrinttheItemsreporttoidentifyinactiveitemrecords.Selectthe
InactiveItemsoptionfromthelistbesidethePrintfield.Alsoselect
theProfileoption.FormoreinformationonprintingtheItems
report,seeChapter7,Reports,inthisguide.
UsetheAccountSetsformtomakeaccountsetsinactive.For
informationabouthowtomakeaccountsetsinactive,seethesection
Adding,Editing,andDeletingAccountSetsinChapter3,
MaintainingSetupInformation,inthisguide.
PrinttheAccountSetsreporttoidentifyinactiveaccountsets.Ifan
accountsetisinactive,thedateitwasmadeinactiveappearsonthis
reportintheInactiveOnfield.Formoreinformationonprintingthe
AccountSetsreport,seeChapter7,Reports,inthisguide.
1. FromthePeriodicProcessingfolder,chooseDeleteInactive
Records.
2. Selecttherecordstodelete,asfollows:
Inactive Dates.Enterarangeofdatestoindicatewhenarecord
musthavebeenmadeinactivetodeleteit.PurchaseOrders
selectsrecordsthathaveastatusofInactiveandacorresponding
inactivedatewithintherangeofdatesyouspecify.
Bydefault,theTodateisthecurrentsessiondate.
Ifyoudonotwanttodeletealltherecordsforthesamerangeof
inactivedates,processeachsetofrecordsseparately.
3. ClickProcesstodeletetheinactiverecords.
4. Repeatsteps2and3todeleteotherrangesofrecords.
Processing
Periodic
5. Whenfinished,clickClose.
Chapter 7
Reports
StandardReportFeatures ....................................................... 71
AccountSets(forStandAlonePurchaseOrders) .................................. 73
AdditionalCosts ............................................................... 73
AgedPurchaseOrders .......................................................... 74
CommittedCostsAuditList ..................................................... 76
EmailMessages ............................................................... 77
G/LIntegration ................................................................ 77
G/LTransactions ............................................................... 78
ItemTransactionHistory(forStandAlonePurchaseOrders) ...................... 710
Items(forStandAlonePurchaseOrders) ........................................ 711
MailingLabels ................................................................ 712
OptionalFields................................................................ 714
Options ...................................................................... 715
PayablesClearingAuditList ................................................... 716
PostingJournals ............................................................... 717
PurchaseHistory .............................................................. 719
PurchaseOrderAction......................................................... 720
PurchaseOrders .............................................................. 722
PurchaseStatistics ............................................................. 724
ReceivingSlips ................................................................ 725
Requisitions .................................................................. 726
Returns....................................................................... 727
ShippableBackorders .......................................................... 729
ShipViaCodes ............................................................... 729
Templates .................................................................... 730
TransactionList ............................................................... 730
VendorDetails(forStandAlonePurchaseOrders) ............................... 732
WeightUnitsofMeasure(forStandAlonePurchaseOrders) ...................... 733
Reports
User Guide 7i
Chapter 7
Reports
Thischaptercontainsdescriptionsofthereportsyoucanprintfrom
SageAccpacPurchaseOrders.Italsoincludesinstructionsonwhen
andhowtoprintthereports.
Thereporttitle.
Thecompanyname,asenteredinthecompanyprofile.
Thepagenumber.
Theselectioncriteriaforthereport,ifapplicable.
Forsomereports,thechapterdescribesoptionsyoucanselect,report
featuresorcontents,otherreportsyoucanprintfromthesame
reportdialogbox,andinformationthatappearsonreportsina
multicurrencyPurchaseOrderssystem.
Itemsreport.
VendorDetailsreport.
WeightUnitsofMeasure.
Reports
User Guide 71
ItemTransactionHistoryreport.
Select a print
destination.
Security Thenumberofreporticonsyouseeonthecompanydesktop
permissions and
dependsonthesecuritypermissionsthatyouhavebeengranted.
report availability
ForinformationaboutthesecuritypermissionsinPurchaseOrders,
seeAppendixCofthisguide.
Further Forinformationaboutsettinguporselectingprinters,seethe
information
chapteronprintingintheSystemManagerUserGuide.For
informationaboutchangingtheformatsforrequisitions,purchase
orders,receivingslips,returns,andmailinglabelstosuityour
requirements,seethedocumentCustomizingPrintedFormswith
CrystalReports(fromtheMicrosoftWindowsStartmenu,choose
Programs,thenSageAccpac,thenOnlineDocumentation).
Contents Thereportlists,foreachaccountset,theaccountnumbersforthe
PayablesClearingandInventory/Expenseaccounts.Thereportalso
liststhedateonwhicheachaccountsetwaslastedited(Last
Maintained).
Ifanaccountsetisinactive,thedateitbecameinactiveappearsin
theInactiveOncolumn.Youcannotassigninactiveaccountsetsto
itemsorposttransactionsforitemsusinganinactiveset.
Additional Costs
Thisreportliststheinformationenteredtodefineeachofthe
additionalcostcodesusedinyourPurchaseOrderssystem.
(Additionalcostsareextracharges,suchasforshippingand
handling,thatareenteredseparatelyfromthecostsoftheitemsyou
purchase,thenproratedtoitemcosts,ifyouwish.)
Features Thereportlistscostsbytheiradditionalcostcodesorbyvendor
number.Ifbyvendornumber,additionalcostsenteredwithout
vendornumbersappearfirst.
Reports
User Guide 73
Thereportlistseachcostsdefaultamountandprorationand
reprorationmethods.
Whenyoueditanadditionalcostormakeitinactive,thedates
arelistedintheLastMaintained/InactiveOncolumn.
Themulticurrencyreportshowsthecurrencyforthecost.
Youcanlistallorarangeofpurchaseordersbypurchaseorder
number,vendornumber,orcurrency(inmulticurrencysystems).
Youspecifythenumberofdaysineachofthreeagingperiods.There
isalsoacurrentperiodandafifthperiodthatincludespurchase
ordersthathavebeenoutstandingformorethanthenumberofdays
inthelastperiodyouspecified.(Yousetdefaultreportperiodsinthe
Optionsform.)
Multicurrency Inmulticurrencysystems,youcanlistpurchaseordersonthereport
reports
bytheircurrencies,andyoucanprintamountsineitherthe
functionalcurrencyorthevendorscurrencies.
Features TheAgedAsOfdatedeterminestheagingperiodtowhicheach
purchaseorderbelongs.
Subtotalforthecurrentperiodandeachagingperiod,andthe
grandtotalofallagedpurchaseorders.
Amountofpurchaseordersforeachperiod,expressedasa
percentageofthegrandtotal(singlecurrencyledgersonly).
Showswherethebulkofagedpurchaseordersoccurs.
Multicurrencycanbeinthesource(vendor)currency.
Reports
User Guide 75
Reportsubtotalsandgrandtotalforeachcurrency.
TheCommittedCostsAuditListreportsjobrelated purchaseorders,
receipts,andinvoices thatwereusedtoupdatecommittedcostsin
ProjectandJobCosting.
ThereportisupdatedduringDayEndProcessingand,ifyoukeep
history,liststransactionsthatoccurredduringandsincethelastyear
andfiscalperiodforwhichyoukeephistory.
2. Specifytherangeofcontracts,projects,categories,vendor
numbers,andtransactiondatesfortransactionsthatyouwantto
includeonthereport.
3. ClickPrint.
Features Thereportgroupsjobrelatedpurchaseordersandreceiptsforeach
contract,project,andcategoryinthespecifiedrange.
Foreachtransaction,thereportshows:
Thetransactiontypeanddate.
Thedocumentnumber.
Thevendornameandnumber.
Committedquantitiesandcosts.
E-mail Messages
Theportionofthelistedcommitmentsthatcompriseoverhead
andlabor.
Thereportalsoincludescontract,project,category,andreporttotals.
E-mail Messages
Thisreportliststhepurchaseordersandreturnsemailmessages
thatyoucreatedusingtheEmailMessagesformintheP/OSetup
folder.
E-mailing purchase
orders and returns Note: Foreachvendorthatyouwanttoemail,youmustset
theDeliveryMethodtoEmailortoContactsEmailonthe
ProcessingtabofthevendorrecordinAccountsPayable.
G/L Integration
TheG/LIntegrationreportliststheselectedoptionsandother
informationyouenteredintheG/LIntegrationformtospecifyhow
yourPurchaseOrderssystemsendstransactionstoGeneralLedger.
Features Thereportdisplays:
Generalledgerintegrationoptions.
Reports
User Guide 77
G/L Transactions
Accountnumbersforthedefaultinventoryexpenseaccount,
defaultcostexpenseaccount,noninventoryclearingaccount,
andexpensedadditionalcostpayablesclearingaccount.
Informationthatwillbetransferredfromsourcetransaction
fieldstodescription,reference,andcommentfieldsingeneral
ledgertransactions.
G/L Transactions
TheG/LTransactionsreportisalistofthegeneralledgerjournal
entriescreatedfromalltransactionspostedinPurchaseOrderssince
thelasttimeyoucreatedthegeneralledgerbatch.Youcanprint
detailedorsummaryversionsofthereport.
Multicurrency Inmulticurrencysystems,youcanprintamountseitherinthe
ledgers
functionalcurrencyorinthesource(vendor)currenciesinwhich
youpostedthetransactionsinPurchaseOrders.
Report Format.Choosewhethertoprintadetailorsummaryreport.
G/L Transactions
Sort By.Listdetailreportsbyaccountnumberoryearandperiod.
Report Currency.Choosetoprintamountsinfunctionalorsource
(vendor)currency(multicurrencyledgers).
Features TheDetailreportincludes,foreachtransaction:
Thepostingsequencenumber,whichisthenumberoftheday
endprocessingrunwhenthetransactionwascreated.
TheBatchEntrycolumnisblankbecausePurchaseOrdersdoes
notusebatches.
Thesourcecodethatidentifiesthesourceprogram(Purchase
Orders)andthetypeoftransactioninyourgeneralledger.
PurchaseOrderssourcecodesare:
POADadjustments
POCOconsolidatedtransactions
POCRcreditnotes
PODBdebitnotes
POINinvoices
PORAadjustmentstoreceipts
PORCreceipts
PORJadjustmentstoreturns
PORTreturns
TheReferenceandDescriptioncolumnscontainthedatathat
youspecifiedfortheG/Ldescription,reference,andcomment
fieldsintheG/LIntegrationform.Thesampledatausesthe
documentnumberandtheheaderdescriptionforthetransaction
descriptionandreference.
Totalsbyaccountnumber.Youcanalsosortthereportandsee
totalsbyfiscalyearandperiod.
Thedebitandcredittotalsofthetransactionsonthereport.
TheSummaryG/LTransactionsreportlistsasinglelineforeach
generalledgeraccountnumber,withthetotaldebitandcredit
amountfortheaccount.
Reports
User Guide 79
TheItemTransactionHistoryreportlistsalltransactionspostedfor
theitemsassignedtotheaccountsetsandperiodthatyouselectfor
thereport.Thereportalsoshowsthenetchangetothe
Inventory/Expenseaccountfortheaccountsetandperiod.
Itemtransactionhistoryisaccumulatedandreportedaccordingto
thefiscalyearyoudefinedinCommonServices.Transactionsare
accumulatedforthisreportonlyifyouusetheKeepTransaction
HistoryoptionintheOptionsform.
TransactionsclearedbytheClearHistoryformwillnotbeincluded
inthereport.
Makeyourselectionsinthefollowingfields:
As At Year/Period.Selecttheendingperiodfortherangeof
transactionsyouwanttoprint.PurchaseOrderslistsalltransactions
occurringbeforeandduringthespecifiedperiod,excludingthose
youclearedusingtheClearHistoryform.
By.Specifythemethodforsortingtransactions.Chooseeither
AccountSetCodeorItemNumber.
Features Thereportincludes:
Thedate,fiscalyear,andfiscalperiodofeachtransaction.
Thedocumentnumberenteredwiththetransaction.
Dayendnumbers,assignedsequentiallyeachtimeDayEnd
Processingisrun,andentrynumbersindicatingtheorderin
whicheachtransactionwasprocessedbyDayEndProcessing.
Multicurrency Ifyouusemulticurrencyledgers,thesourcecurrencyand
ledgers
exchangerateforeachtransaction.
Theamountofthetransactioninsourcecurrency.Amountsthat
credittheInventory/Expenseaccount(suchasreturns)are
displayedinparentheses.
Debitorcreditamountsforeachtransactiontobepostedtothe
accountsetsInventory/Expenseaccount.Inmulticurrency
ledgers,theseamountsareinfunctionalcurrency.
Foreachaccountset,thenetchangepostedtothe
Inventory/Expenseaccountfromalltransactionspostedforthe
item.
Makeyourselectioninthefollowingfields:
Reports
Mailing Labels
Print. Specifythetypeofitemstoincludeonthereport.Youcan
chooseallitems,onlyactiveitems,oronlyinactiveitems.
Include. Foreachitemincludedinthereport,printallora
combinationoftheinformationenteredintheitemrecord(Profile,
UnitsOfMeasure,AdditionalItemInformation,Vendors,Taxes).
Features TheItemsreportcanincludethefollowinginformation:
Profile.ListstheinformationenteredontheItemstabofthe
Itemsform.
Units Of Measure.Listsalldefinedunitsofmeasure,asentered
ontheUnitstaboftheItemsform,andthecorresponding
conversionfactorsforeachunit.
Taxes.Liststheauthoritiesandothertaxinformationenteredon
theTaxestaboftheItemsform.
Vendors.ListsitemvendorinformationfromtheVendorDetails
form,includingvendortype,vendornumber,vendorname,and
vendoritemnumber.
Mailing Labels
Youcanprintmailinglabelsforpurchaseordersorreturnsthatyou
aresendingtovendors.
Selectallorarangeoflabelsforpurchaseordersorreturns.Youcan
limitprintingtolabelsthathavenotbeenprinted,choosetoprint
onlythenumberoflabelsspecifiedintheTotalstabofthePurchase
Mailing Labels
OrderEntryorReturnEntryform,orprintalllabelsintherangeyou
selected.
Toprintatestcopyofthelabelstocheckthealignmentofthelabels
onthepaperorformsinyourprinter,choosetheAlignbutton
(whenyouhavesettheprintingdestinationtoPrinter).Youcan
repeatthisstepasoftenasyouneedto.
Contents PurchaseOrderscomeswithalabelformatthatprintslabelswhich
are13/4inchby4inch(POLABEL.RPT),asshownintheexampleon
thenextpage.
Optional Fields
Optional Fields
TheOptionalFieldsreportliststheoptionalfieldsdefinedforyour
PurchaseOrderssystemontheOptionalFieldssetupform.
ClickPrinttoprintthereporttoyourusualprintdestination.
Features Thereportincludesthefollowinginformationforeachtypeof
optionalfield:
Theoptionalfieldcode,description,anddefaultentry.
Whetherthecodeissetforautomaticinsertioninthetypeof
recordforwhichitisdefined.
IfyouselectedtheShowSettingsoption,whetheroptionalfields
canbepassedtoAccountsPayableandtheaccountstowhich
optionalfieldentriescanbepassedtoGeneralLedger.
IfyouuseProjectandJobCosting,whethertheoptionalfield
entriescanbepassedtoProjectandJobCosting.
Options
Options
Thisreportliststheinformationyouenteredandoptionsyou
selectedintheOptionsformwhenyousetupyourPurchaseOrders
system,orwhenyouchangedtheinformation.
Contents Thereportlists:
Thecompanyaddressandthepurchaseordercontactperson
andtelephonenumber.
Multicurrency Thefunctional(home)currencyinamulticurrencysystem,and
ledgers
thedefaultexchangeratetype
Processingoptions:
Whetheryouallownoninventoryitemsonpurchaseorder
transactions.
Whetheryoukeeptransactionhistory(detailsofposted
transactions).
WhetheryouallowfractionalquantitiesinastandaloneP/O
system(thatis,onewithouttheInventoryControlmodule).
Thedefaulttemplatecodeyouuseforenteringnew
transactions.
Thedefaultitemcostyouusewhendisplayingitemcostsin
transactions(ifyouuseinventorycontrol).
HowandwhenyoupostinvoicetransactionsinAccounts
Payable.
ThedefaultweightunitofmeasureinastandaloneP/O
system.
Reports
WhenyoucostitemsinastandaloneP/Osystem.
Whetherandhowyouaccumulatepurchasestatistics.
Whetherandhowyoukeeppurchasehistory.
Thenumberofdaysinthedefaultagingperiodsyouuseforthe
AgedPurchaseOrdersreport.
Thelength,prefix,andnextnumbertousewhentheprogram
automaticallyassignsdocumentnumberstopurchaseorders,
requisitions,receipts,andreturns.
Thenextdayendnumber.
Features Thereportshowstheaccountsets,fiscalyears,andperiodsyou
chooseand,ifyouhaveamulticurrencyledger,printsamountsin
thecurrencyyouchoose.
Multicurrency Inamulticurrencyledger,thereportshowswhetheryouchose
ledgers
thefunctionalcurrencyoracombinationofthefunctionaland
sourcecurrencies.
Whenyouchoosetoprintthereportinsourceandfunctional
currency,aCurrencyheadingappears.Thecurrenciesarelisted
Posting Journals
undereachaccountsetandthevendorsaregroupedbythe
currencytheyuse.
Thereportliststhedetailsofeachtransaction,includingthe
vendornumberandname.
Thereportshowstheamountdebitedorcreditedtotheaccount
foreachreceipt,invoice,return,debitnote,andcreditnote
transaction.
Thereportshowsthetotaldebitsandcreditsbyperiodandthe
totalforeachaccountset(AVG.intheexample)duringthetime
specifiedforthereport.
Multicurrency Ifyouhaveamulticurrencysystemandincludesource
ledgers
currenciesforthereport,therearealsototalsforeachcurrency.
Posting Journals
TheReceipts,Returns,Invoices,andCredit/DebitNotesPosting
JournalsarepartofyourPurchaseOrdersaudittrail.
Thejournalscontainthedetailedrecordofthegeneralledger
transactionsarisingfromthereceipts,invoices,returns,creditnotes,
anddebitnotesthatyoupostedinPurchaseOrders.Youcanalso
includeAccountsPayableauditinformationwithinvoice
information(alongwiththeGeneralLedgerentriesresultingfrom
invoiceposting)tohelpyoumatchpostingsinPurchaseOrdersto
AccountsPayabletransactions.
Multicurrency Inmulticurrencysystems,postingjournalslistthevendorscurrency
journals
codeforeachtransaction,alongwiththeexchangerate,ratetype,
andratedate.Thejournalsincludeamountsinboththevendors
currencyandthefunctionalcurrency.
Posting Journals
Features Thereportshowsthefollowinginformation:
Additionalcostamountproratedtoeachitemdetail.
Detailsofeachtransactionoftheselectedtype,withthegeneral
ledgerdistributionsfortheprimaryvendor,andanyadditional
costsforthereceipt.(Youcanlisttransactionsbydayend
number,transactiondate,vendornumber,ortransaction
number.)
Notethatreturnpostingjournalsandcreditnoteposting
journalsdisplaynumbersasnegativeamounts.(Thisappliesto
quantities,extendedamounts,proratedadditionalcosts,tax
summaryamounts,retainedamounts,andjobexpensed
amounts.)Forexample,ifyoupostareturnoffiveitems,the
returnpostingjournalwilldisplayaquantityof5.Ifyoulater
adjustthereturntotwoitems,theReturnPostingJournalwill
showa+3torecordthechangeinquantity.
Additionalcostvendor,description,amount,tax,andproration
information.(Receiptsjournalonly;youcanomitthissection.)
AccountsPayableauditinformationtohelpyoumatchpostings
inPurchaseOrderstoAccountsPayabletransactions(optionally
availableontheInvoiceandCredit/DebitNotejournalsonly).
Purchase History
Jobdetails(optional)forjobrelatedtransactions.
Optionalfields(optional).
Taxinformationforthedocument.(Youcanomitthissection.)
Multicurrency Totalsforthejournalinbothfunctionalandsource(vendor)
report
currencies.
GeneralLedgerDistributionSummarythatincludesthedebit
andcredittotalsforeachaccountaffectedbythetransactionson
thejournal.Themulticurrencyversionofthesummarylists
totalsinbothfunctionalandsource(vendor)currencies.
Purchase History
Thisreportprovidessummaryordetailedpurchaseinformationby
vendororinventoryitem.Youcanusethereportasapurchases
journal,torecordpurchasesbyvendororitem,andtoindicatethe
strengthsandweaknessesincompanypurchasinghistory.
YoumustchoosetheAccumulatePurchaseHistoryoptioninthe
Optionsformtobeabletoprintthereport.
Report Type.Choosewhethertoprintthereportindetailorin
summaryform.
Sort By.Choosewhethertolistpurchasehistorybyvendororitem
number.
Reports
Features Thereportsintheexamplearesortedbyvendornumber.You
canalsoprintthembyitemnumber.
Thedetailreportincludesallitemdetailspostedforthevendor
intheselectedperiods,andliststheyear,period,transaction
type,date,transactionnumber,location,quantity,cost,andunit
ofmeasure,andthenumberofdaysbetweenthepurchaseorder
andreceiptpostingdatesforeachitemdetail.
Thedetailreportlistsallpurchasesofanitemfromthevendorin
theselectedperiod.IfyouuseProjectandJobCosting,youcan
alsolistjobinformationforjobrelatedtransactions.
Thesummaryreportliststheyearandperiod,totalquantity
receivedofeachitem(instockingunits),totalcost,quantity
returned,andreturn,creditnote,anddebitnotetotals.
Thesummaryreportconsolidatesdetailswiththesameitem
number,year,period,anddateintosingledetails.
Multicurrency Themulticurrencyversionofthereportincludeseachvendors
reports
currencycode.Youcanprintamountsinthefunctionalcurrencyor
inthevendorscurrencies.
Report Type.Choosetoprintindetailorsummary.
Print Status.Specifywhethertoprintallpurchaseordersinthe
range,posted,orprinted.
Item Status.Specifywhethertoselectpurchaseorderswithdetails
thatarecompletedwithnoreceipts,incomplete,orcompleted.
Features Theitem(detail)statusyouselectedforthereport.(Youcanlist
alldetails,oronlythosedetailsthatareeithercompletedwithno
receipts,completed,orincomplete.)
Multicurrency Thecurrencyinwhichamountsarelisted(multicurrency
report
systemsonly).
Thevendorscurrency(multicurrencysystemsonly).
Theitemdetailsonthepurchaseorder.
Optionalfieldinformation.
Reports
Purchase Orders
JobinformationforjobrelatedtransactionsifyouuseProject
andJobCosting.
Theamountandpercentagebywhichreceivedquantitiesdiffer
fromthequantitiesenteredwiththepurchaseorder.
Thesummaryreport(asinglecurrencyreportintheexample)
liststhedate,expectedarrivaldate,vendornumberandname,
andthepurchaseorderamountforeachpurchaseorderselected
forthereport.
Purchase Orders
Apurchaseorderisadetailedlistoftheitemsthatyouplanto
purchasefromtheparticularvendoryouselectedforthepurchase
order.
PurchaseOrderscomeswithfourstandardA4or8inchby11inch
purchaseorderlayoutsthatyoucanuseasisorchangetosuit
yourneedsusingtheCrystalReportsreportdesigner.
Youcanprintcopiesofpurchaseordersuntiltheyarecompleted.
OnceP/Osarecompleted,youcannolongerprintthem,andthey
willbedeletedwhenyourunDayEndProcessingifyoudonotkeep
transactionhistory.
Purchase Orders
Contents PurchaseOrderscomeswithseveralpurchaseordersreports.
ReportfilePOPOR02printsapurchaseorderonapreprintedform.
POPOR04isanondatapipeversionofformPOPOR01(forplain
paper),andPOPOR05isitsmatchforpreprintedforms.
SeeStep9:DesignandTestFormatsforPrintedandEMailed
BusinessForms,inChapter3oftheGettingStartedmanual.For
informationoncustomizingprintedforms,seetheonlinedocument
CustomizingPrintedFormswithCrystalReports(fromthe
MicrosoftWindowsStartmenu,choosePrograms,thenSageAccpac,
thenOnlineDocumentation).
Reports
Purchase Statistics
Purchase Statistics
ThisreportlistsstatisticsaccumulatedfromPurchaseOrders
transactionssinceyoulastclearedthepurchasestatisticsdataforthe
periodyouspecify.Statisticsarereportedforthetypeofyear(fiscal
orcalendar)andperiodyouspecifiedfortheAccumulateStatistics
optionintheOptionsform.
Thereportcanhelpyouunderstandandanalyzethelevelof
processinginyourPurchaseOrderssystem.Notethatyoumustuse
theKeepPurchaseStatisticsoptionintheOptionsformtoprintthis
report.
Consolidate Currencies.Whenprintingfunctionalcurrencyreports
(multicurrencyledgersonly),choosewhethertocombineamounts
foreachperiodbycurrencyorprintaseparatesetofstatisticsfor
eachcurrencyandperiod.
Features Themulticurrencyreportcanshowamountsinsource(vendor)
currencies.
Sourcecurrencycodeanddescription.Theprogramprintsaset
ofstatisticsforeachsourcecurrency(formulticurrencyreports).
Receiving Slips
Thenetpurchaseamountdoesnotincludeadditionalcostsor
taxes.
Receiving Slips
Areceivingslipisadetailedlistoftheitemsyoureceivedfrom
vendorsandanyadditionalcostspostedwiththereceipt.Purchase
Ordersprovidesastandard8inchby11inchorA4receivingslip
layoutthatyoucanuseasisorchangetosuityourneedsusingthe
CrystalReportsreportdesigner.
Youcanprintcopiesofreceivingslipsuntiltheyarecompleted.
Oncetheyarecompleted,youcannolongerprintthem,andthey
willbedeletedwhenyourunDayEndProcessingifyoudonotkeep
transactionhistory.
Requisitions
Contents PurchaseOrderscomeswithseveralreceivingslips.
PORCP01andPORCP02donotlistthequantitiesreceived,unitsof
measure,orarrivaldatesforthereceiveditems:thereceivingclerk
shouldcheckandenterthisinformation.PORCP02isdesignedfor
preprintedforms.
Ifyouwanttoincludequantities,unitsofmeasure,andthearrival
datesonyourforms,youcanusePORCP03(ifyourpaperisblank)
orPORCP04(ifyouhaveformsalreadyprinted).
TheformalsoincludesaConditionlinewitheachreceiveditem
whereyoucandescribetheconditionofeachitem,oraddother
informationabouteachitem.
Formoreinformation,seeStep9:DesignandTestFormatsfor
PrintedandEMailedBusinessForms,inChapter3oftheGetting
Startedmanual,andthedocumentCustomizingPrintedFormswith
CrystalReports(fromtheMicrosoftWindowsStartmenu,choose
Programs,thenSageAccpac,thenOnlineDocumentation).
Requisitions
Aprintedrequisitionisadetailedlistoftheitemsyouwanttoorder.
Theformcanalsolistthevendorsfromwhomyouplantopurchase
theitems.
PurchaseOrdersprovidesastandard8inchby11inchorA4
requisitionlayoutthatyoucanuseasisorchangetosuityour
needsusingtheCrystalReportsreportdesigner.
Youcanprintcopiesofrequisitionsuntiltheyarecompleted.Once
theyarecompleted,youcannolongerprintthem,andtheywillbe
deletedwhenyourunDayEndProcessingifyoudonotkeep
transactionhistory.
Returns
You see this field and the Choose the file containing
requisition number when the requisition format that
you print requisitions you want to use.
immediately after posting.
Specify the range of
Choose whether to print requisitions that you want
new copies of requisitions to print.
that you printed before.
Toprintatestcopyoftherequisitiontocheckthealignmentofthe
formsinyourprinter,choosetheAlignbutton(whentheprinting
destinationissettoPrinter).Youcanrepeatthisstepasoftenasyou
needto.
Contents ThesamplerequisitionformsthatcomewithPurchaseOrders
(PORQN01andPORQN02forpreprintedforms)showthetypesof
informationyoucanincludeonrequisitionforms.
Returns
Aprintedreturnisadetailedlistoftheitemsyouarereturningtoa
vendor.PurchaseOrdersprovidesastandard8inchby11inch
returnlayoutthatyoucanuseasisorchangetosuityourneeds
usingtheCrystalReportsreportdesigner.
Reports
Returns
YoucanprintcopiesofreturnsuntilyouclearthemusingtheClear
Historyform.
You see only these fields Choose the file containing the
and the return number if return format you want to use.
you print after posting in
the Return Entry form. Choose the range of returns.
Choose to print returns to the
Specify whether to print the current print destination or to the
number of labels on the vendors destination (print
Return Totals tab for each destination (such as e-mail).
return (or only one label for
each return). Choose whether to reprint returns
that you printed before.
Toprintatestcopyofareturntocheckthealignmentoftheforms
inyourprinter,choosetheAlignbutton(whenyouhavesetthe
printingdestinationtoPrinter).Youcanrepeatthisstepasoftenas
youneedto.
Contents PurchaseOrderscomeswithtworeturnforms:PORET01forlaser
printersandinkjetprinters,andPORET02forpreprintedforms.
Shippable Backorders
Shippable Backorders
TheShippableBackordersreportliststhesalesordersthatyoumay
beabletofillasaresultofreceiptsthatyouhavepostedinPurchase
Orders.
Thereportcontainsmeaningfuldataonlyifyouentersalesorder
numberswithdetaillinesonreceipts.IfyouuseSageAccpacOrder
EntrywithPurchaseOrders,youcanselectordernumbersfrom
OrderEntryandincludethemonthereport.
Ship-Via Codes
Shipviacodesareusedwhenenteringpurchaseorders,requisitions,
receipts,andreturnstoidentifytheshippingmethodsorcarriersby
whichyoureceiveandreturngoodsfromandtoyourvendors(for
example,courier,airmail,parcelpost).Thisreportliststheshipvia
codesthataredefinedinPurchaseOrders.
Templates
Templates
Youcanspeedupandsimplifytransactionentrybysettingup
templates.Templatesprovidedefaultinformationandsettingswhen
youaddanewrequisition,purchaseorder,receipt,orreturn.
Transaction List
TheTransactionListsletyouprintdetailedorsummarylistingsof
allcurrentPurchaseOrderstransactions.Youcansorttransaction
reportsbytransactionnumberorvendornumber,andyoucan
specifyarangeoftransactionnumbers,vendornumbers,and
currencycodes(ifyouhaveamulticurrencysystem)bywhichto
selectthetransactions.
Ifyouareprintingpurchaseordertransactions,youcanselectactive,
future,standing,andblanketpurchaseorders.Youcanalsoselect
purchaseordersforwhichnothinghasbeenreceivedandthatare
partiallyreceived.
IfyouareprintingtheTransactionListforpurchaseordersor
requisitions,youcanselecttransactionswhichareenteredonly,
printed,completed,andonhold.Youcanalsoselectrequisitions
fromwhichpurchaseordershavebeencreatedandfromwhichno
purchaseordershavebeencreated.
Transaction List
Features Thedataselectedforthereport.
Multicurrency Thecurrenciesselectedforthedetailreport(multicurrency
systemsonly).
Totalamountofeachtransaction.Inmulticurrencysystems,the
vendorcurrencyisidentifiedandthetotalisshowninboth
source(vendor)andfunctionalcurrencies.
Thesummaryanddetailreportsincludetheoutstanding
purchaseordertotal,togetherwiththenumbers,dates,and
Reports
totalsofanyreceipts,invoices,returns,creditnotes,anddebit
notesthatwerepostedwiththepurchaseordernumber.
Thedetailreportcanalsoincludethefollowingoptional
information:
Requisition,purchaseorder,receipt,invoice,return,
credit/debitnoteinformation.
Requisition,purchaseorder,receipt,invoice,return,
credit/debitnotedetails.
Taxinformation.
Addressesandadditionalcostsfortransactions.
Optionalfieldinformation.
JobinformationifyouuseProjectandJobCosting.
Makeselectionsinthefollowingfields:
Sort By.Specifytheorderinwhichtolistvendordetails.Youcan
sortthembyvendornumberoritemnumber.
From [ ] To [ ].Specifytherangeofvendorstoincludeinthe
report.
Features TheorderinwhichtheinformationappearsontheVendorsreport
dependsonyoursortingselection.Youcanprintthereportin
vendornumberoritemnumberorder.
ThenumberyouassigntoidentifythevendorinAccounts
Payable.
ThenumberyouusetoidentifytheiteminPurchaseOrders.
Anumberyouassigntothevendorinthevendordetailsrecord,
usuallytoidentifyvendorsfromwhomyoumostfrequently
ordertheitem.
Thecodeornumberusedbythevendortoidentifytheitem.
WeightunitsofmeasurearedefinedinstandalonePurchaseOrders
systemsonly.Theyprovideitemrecordswithstandardizedunitsof
measure,andtheyincludeweightconversionfactorssotheprogram
canestimatethetotalweightofpurchaseorders.
Orderweightsaremeasuredinthedefaultweightunitofmeasure,
whichyousetontheProcessingtaboftheP/OOptionsform.
Features Thereportliststheweightunitsofmeasurealongwiththeir
descriptionsandweightconversionfactors.Italsoidentifiesthe
defaultweightunitofmeasure(usedastheUOMforthetotalorder
weightsinPurchaseOrders).
Messages
Appendix A
Errors, Warnings and Confirmations
UsingOnlineMessageHelp .................................................... A1
User Guide Ai
Messages
Appendix A
Error Messages
TherearethreetypesofmessagesthatappearinSageAccpacERP:
errors,warnings,andconfirmations.
Inmostcases,thedescriptionsforthesemessagesstartwitha
messagecategorysuchasSystemerrororIncorrectprocedureor
Invalidinput,followedbyasentencethatdescribestheproblem
morespecifically.
Error Errormessagesidentifyconditionsthatpreventtheprogramfrom
proceeding.Insomecases,themessageincludessuggestionsfor
action.
Warning Warningmessagesindicatethatyouareabouttoperforma
procedurethatcoulddamageyourdata.
Confirmation Aconfirmationmessageindicatesacompletedprocess.
Formoreinformation,seetheSystemManagerUserGuide,orclick
theonlineHelpbuttoninthemessagetolookupdetails.
1. ClicktheHelpbuttonifyoureceiveanerrormessagewhile
workinginSageAccpacERP.
User Guide A1
2. Lookforatopicwithsimilarwordstotheerrormessage.
3. Clicktheerrormessageyouwanttofindoutmoreabout.This
actionwilllinkyoutomoredetailedinformation:
Appendix B
Importing and Exporting
Importing and
Exporting
ImportingandExportingDataTipsandReminders ............................ B2
ImportingRecords ......................................................... B2
ImportOptions ............................................................ B2
ErrorsduringImporting ................................................... B3
ExportingfromRecordswithMultipleRecordTypes ......................... B4
SettingSelectionCriteriatoExportRecords .................................. B5
SelectingPurchaseOrdersRecordstoImportorExport ........................... B5
User Guide Bi
Appendix B
Importing and Exporting
Importing and
Exporting
ThisappendixdescribesthePurchaseOrderdatayoucaneasily
movebetweenSageAccpacERPdatabasesandotherapplications
andspreadsheets.
UsingtheImportandExportcommands,youcan:
Importandexportsetupinformation(templates,additional
costs,shipviacodes,emailmessages,optionalfields,andfora
standalonesystem,accountsets,items,vendordetails,and
weightunitsofmeasure).
Importandexportrequisitions,purchaseorders,andreceipts
(withadditionalcostsfortheprimaryvendor).
Exportreturns,invoices,creditnotes,anddebitnotes.
ImportandexportPurchaseOrdersstatistics.
SeeSelectingPurchaseOrdersRecordstoImportorExportatthe
endofthisappendixforinformationaboutthefile.
Further Forinformationaboutfileformats,importandexporttemplates,and
information
thestepsyoufollowtoimportandexportdata,seeImportingand
ExportingDataintheSystemManagerUserGuide.
User Guide B1
Importing Records
Use sample data Toseeexactlyhowtoformatrecordsforimporting,wesuggestthat
first
youfirstexportrecordsfromthesampledatathatcomeswith
PurchaseOrders,specifyingtheformatinwhichyouplantoimport.
Incorrect Donotimportaccountingdatawithoutappropriatemanual
importing may
accountingcontrolandverificationprocedures.
damage data
Import Options
Toselectimportoptions,chooseImportfromtheFilemenuofa
PurchaseOrdersform,selectafiletoimport,thenchooseOK.An
Importdialogboxsimilartothefollowingappears:
Youcanchooseoneofthefollowingthreeoptionswhenimporting
records:
Importing and
Insert. Addsnewrecordswithoutchangingexistingrecords.
Exporting
Update. Updatesexistingrecords,butdoesnotaddnewrecords.
Requisitions
Purchaseorders
Receipts
Createsarestartrecord,whichmarksthepointwhereimporting
stopped.
Identifiestheerrorbytask,date,time,anduser(thepersonor
workstationperformingthetask).
Describesanyactionthatmustbetaken.
Restart Forinformationonrestartinganimportoperationandonworking
records
withrestartrecords,seeChapter8,WorkingwithRestartRecords,
intheSystemManagerAdministratorGuide.
User Guide B3
Requisitions
Purchaseorders
Receipts
Invoices
Returns
Creditnotes
Debitnotes
Additionalcosts
Items(POstandalonesystem)
Optionalfields
Ifyouareexportinganyoftheserecords,theExportdialogbox
showsalistofthetablesthatyoucanexportfortherecord,onceyou
haveenteredthefollowingpiecesofinformation:
Theexportfiletype(forexample,Excel2000,SingleCSVFile,
andsoon)intheTypefield,and
Thefiletowhichtoexportthedata,intheFilefield.
Forexample,onceyouentertheTypeandFilefieldsforrequisitions,
theRequisitionsExportdialogboxdisplaysatleastthreedatatables:
Requisitions,Requisition_Lines,andRequisition_Comments.
Required fields
Importing and
have a red star.
Exporting
Optional fields
tables appear
if you use
Transaction
Analysis and
Optional Field
Creator
Clicktheplussignbesidethetablenametoviewthefieldsyoucan
chooseforexporting.
Fieldsmarkedwithastarinthecheckboxarerequiredfieldsfor
export.Youmustincludeallrequiredfieldsfromeachofthetables
listedtobeabletocompleteanexport.
User Guide B5
Viewing the To display the Purchase Orders 5.4 Technical Information file:
Purchase Orders
5.4 Technical 1. OntheWindowsStartmenu,fromtheSageAccpacprogram
Information file group,selectOnlineDocumentation,thenchoosePurchase
Orders5.4TechnicalInformation.
2. Toprintthefile,choosePrintfromthetoolbarorfromtheFile
menu.
YoucanalsoviewthisfilebychoosingPOTECHINFO.WRIfromthe
SageAccpac\Docs\PO54AengfolderusingWindowsExplorer.
Notethatthefieldslistedinthefilemaynotbeinexactlythesame
orderasthosepresentedintheImportandExportdialogboxesfor
therecordsyouchoose.
Youcanalsoimportrecordsforshipviacodes,additionalcostcodes,
templates,emailmessages,andoptionalfields,and,inastandalone
system,accountsets,items,vendorrecords,andweightunitsof
measure.
Ifyouplantoimportafilewithnoninventoryitemnumbersinit,
youmustfirstselecttheAllowNoninventoryItemsoptioninthe
PurchaseOrdersOptionsform.
YoucanimportpurchasestatisticsifyouusetheAccumulate
StatisticsandAllowEditOfStatisticsoptions(selectedinthe
Optionsform).
Importing and
form,andinthePurchaseOrders5.4ATechnicalInformationfileby
Exporting
commentsintheNotescolumn.
Forexample,ifyouexportarecordintoaspreadsheet,editit,and
thenattempttoimportitbackintoSageAccpacPurchaseOrders,the
exportonlyfieldswillnotbeimported.
Mosttypesofrecordshaveasinglekeyfield,butsomerequiremore
thanone.Forexample,ShipViaistheonlykeyfieldforShipVia
records,whileAdditionalCostsandAdditionalCostTaxesareboth
keyfieldsforAdditionalCostsrecords.(InSageAccpac,theFinder
isactiveforeverykeyfield.)
Selecting Fieldsusedonlyinmulticurrencydatabasesareidentifiedinthe
multicurrency
PurchaseOrders5.4ATechnicalInformationfilebycommentsinthe
fields
Notescolumn.Althoughthesefieldsappearintheimportand
exportdialogboxesforsinglecurrencydatabasesandyoucan
includetheminfilesyouimport,singlecurrencydatabaseswillnot
usethemulticurrencyfields.
User Guide B7
Appendix C
Purchase Orders Security
AssigningPurchaseOrdersSecurity ............................................ C1
BasicPermissionandRights .................................................... C2
AdditionalPermissionsandRights.............................................. C3
Orders Security
Purchase
User Guide Ci
Appendix C
Purchase Orders Security
ThisappendixdescribesthePurchaseOrderstasksforwhichyou
canassignsecurity(passwordprotection).
Turn on
Orders Security
TorestrictaccesstoSageAccpacdata,youmustfirstturnon
security
Purchase
securityforthesystemdatabaseusingDatabaseSetup.
Define SageAccpacusessecuritygroupstorestrictuseraccesstodata.First,
security
useSecurityGroupsintheAdministrativeServicesfoldertodefine
groups and
assign to securitygroupsforPurchaseandselectthetasksthatmembersof
users eachsecuritygroupcanperform.ThenuseUserAuthorizationsto
assignindividualuserstothesecuritygroupsyoudefined.
Further Forinformationonactivatingsecurityandsettingupsecurity
information
groups,seetheSystemManagerAdministratorGuide.
RequisitionEntry Purchaseorderprinting
PurchaseOrderEntry Receivingslipprinting
ReceiptEntry Returnprinting
InvoiceEntry Mailinglabelprinting
ReturnEntry Editinvoicedquantity
Credit/DebitNoteEntry Editinvoicedcost
User Guide C1
CreatePurchaseOrders Editcreditnotequantity
Importprocessing Editcreditnotecost
Exportprocessing EditblanketPOamount
Historyclearing Setupmaintenance
Transactioninquiry Transactionoptionalfields
Items(onlyinstandalone DayEndProcessing(only
P/Osystems) instandaloneP/Osystems)
CostInquiry(onlyinstand
aloneP/Osystems)
Print Destination
Note: Ifyouwantuserstobeabletochangetheprint
destination,permissiontoChangePrintDestinationmustbe
assignedfromtheAdministrativeServicespermissionslist
intheSecurityGroupsform.
Orders Security
Messages, Optional Fields, Templates, Additional and Delete
Purchase
Costs, and Account Sets
Items, Vendor Details, and Weight Units of Measure View
(in a stand-alone system)
Item Maintenance Items and Vendor Details (stand-alone version, only) View, Add, Edit,
(Service) and Delete
Cost Inquiry (in View the default vendor cost when entering a View
stand-alone P/O transaction (if user does not have this right, then the
systems) vendor cost displays as zero). Receipts require Show
Receipt Costing Information.
Requisition Entry Requisition Entry View, Add, Edit,
Delete, Post
Purchase History (if Transaction Inquiry is permitted in View, Print
P/O, or with Day End Processing rights)
Vendor records (if permission granted in A/P) View, Add, Edit,
Delete
O/E order numbers (if permission granted in O/E) Select for item
details
Requisition List (from the Transaction List form) View, Print
Requisition Requisitions (both from the Forms folder and Print
Printing Requisition Entry form)
User Guide C3
Orders Security
O/E order numbers (if permission granted in O/E) Select for item
Purchase
details
Purchase Order List, Receipt List View, Print
Receiving Slip Receiving Slips (from the Forms folder and the Print
Printing Receipt Entry form)
Return Entry Return Entry (costs appear only if Cost Inquiry is View, Add, Edit,
allowed in I/C and you are entering returns without Post
receipt numbers)
Purchase History(if Transaction Inquiry is permitted in View
P/O, or with Day End Processing rights)
Vendor records (if permission granted in A/P) View, Add, Edit,
Delete
O/E order numbers (if permission granted in O/E) Select for item
details
Receipt Entry, Purchase Order Entry View
Receipt List, Return List, Purchase Orders List View, Print
Return Printing Returns (from the Forms folder and the Return Entry Print
form)
Invoice Entry Invoice Entry (quantities and costs entered with View, Add, Post
receipt numbers editable only if permitted in P/O)
Purchase History (if Transaction Inquiry is permitted in View
P/O, or with Day End Processing rights)
Vendor records (if permission granted in A/P) View, Add, Edit,
Delete
O/E order numbers (if permission granted in O/E) Select for item
details
Receipt Entry, Purchase Order Entry View
Receipt List, Invoice List, Purchase Order List View, Print
User Guide C5
Return List, Invoice List, Credit Note List, Debit Note View, Print
List
Edit Credit Note Add credit notes, change item quantities on credit View, Add, Edit
Quantity (requires notes to returns Quantity, Post
rights to Credit/
Debit Note Entry) Invoice Entry, Return Entry, Analytical Reports View
Edit Credit Note Add credit notes and debit notes, change item costs View, Add, Edit
Cost (requires on credit notes to returns Costs, Post
rights to Credit/
Debit Note Entry)
Mailing Label Forms Mailing Labels Print
Printing
Transaction Purchase Statistics View, Print
Inquiry
Orders Security
from) Additional Costs, Vendor Contract Costs, E-Mail
Purchase
Messages, and Optional Fields.
Transaction Allows you to edit optional fields in Requisition Entry, Add, Edit, Delete
Optional Fields Purchase Order Entry, Receipt Entry, Invoice Entry,
Return Entry, Credit/Debit Note Entry, and in
Purchase Orders functions that create transactions
automatically.
Show Receipt Allows specific users to view costing information in View, Add, Edit,
Costing Receipt Entry. Only those viewers assigned this Delete
Information. security right can view and edit costing information.
User Guide C7
Appendix D
Technical Information
CreatingMacrosforPurchaseOrders ........................................... D1
UsingVisualBasicMacrosforPurchaseOrders............................... D1
RunningtheMacrosFromtheMacroMenu .................................. D2
AddingIconsfortheMacrostotheSageAccpacDesktop ...................... D3
MultiuserConsiderations ...................................................... D4
GlobalLocking ............................................................ D5
SingleUserProcesses(forStandAlonePurchaseOrders) ..................... D6
MultiuserDataProtection .................................................. D6
Information
Technical
User Guide Di
Appendix D
Technical Information
Thisappendixprovidesinformationformacrodevelopersandfor
administratorsofmultiuserenvironments.
Forinformationonhowtorecordmacrosandwritethecodetoadd
Information
Technical
specialfeatures,seetheUsingMacrosandWritingMacros
chaptersintheSystemManagerUserGuide.
ForinformationaboutfieldsusedinSageAccpacERPviews,choose
U.I.InfofromtheSageAccpacToolsmenu,ontheWindowsStart
menu,orchooseSageAccpacInfo.exefromtheSage
Accpac\Runtimefolder.SageAccpacERPmustberunningtouse
U.I.Info.
TheSageAccpacSystemManagerprovidesfullsupportfor
MicrosoftVisualBasicforApplications,allowingPurchaseOrdersto
integratesmoothlywithMicrosoftsentireOfficesuite.
Youcanrecord,edit,andrunVBAmacrosfromwithinSageAccpac
ERP.YoucanalsorunVBAmacrosforanotherapplicationthat
includesVBA(suchasMicrosoftExcel).
User Guide D1
WorkReq.avb TheWorkReq.avbmacroletsemployeescompleteaformtorequest
approvalforthepurchaseofitemsandtospecifytheestimatedcost
ofthepurchase.
Therequestissentasanattachmenttotheemailaddressspecified
ontherequestforapproval.Arequisitionisautomaticallypostedfor
therequestinPurchaseOrders.
TheWorkReq.avbmacroshouldbeavailabletoemployeeswith
rightstoenterarequisitioninPurchaseOrders.
Workflow.avb TheWorkflow.avbmacroletsemployeessendthedetailsof
requisitionsforapproval.
Theemployeehighlightstherequisitionforwhichapprovalis
requiredandsendsitasanemailattachmenttothemanagers
emailaddress.
TheWorkflow.avbmacroshouldbeavailabletoemployeeswith
rightstoenterarequisitioninPurchaseOrders.
Workmon.avb TheWorkmon.avbmacroletsmanagersapproverequestsfor
purchasesfromemployees.
WhenamanagerreceivesaRequisitionRequestbyemailfroman
employee,themanagercaneitherapproveorrejecttherequest.
Iftherequestisapproved,apurchaseorderiscreatedautomatically
fortheitems,andanemailconfirmationissenttotheemployee.
Iftherequestisrejected,anemailissenttotheemployee.The
managercanprovidethereasonforrejectingtherequest.
TheWorkmon.avbmacroshouldbeavailableonlytoemployees
withauthoritytoapproveorrejectrequestsforpurchases.
2. TheRunMacrodialogboxwillappear.
3. ChooseVBAMacrofortheFilesOfTypelist.
4. Choosethemacro.
Adding Icons for the Macros to the Sage Accpac ERP Desktop
Youcanaddaniconforeachofthemacrostoyourcompany
desktop,wheretheyareeasilyaccessible.
1. ClickthePurchaseOrdersfolder.
2. OntheObjectmenuonthecompanydesktop,clickNew,and
thenclickMacro.
3. Enteranameforthemacro.
4. ClickNext.
Information
Technical
5. FromtheLookInfield,selectthefolderwhereSageAccpac
macrosarestored(forexample,c:\ProgramFiles\Sage
Accpac\Macros).
6. IntheFileNamefield,selectthemacro(Workmon.avb).
7. ClickOpen.
8. ClickFinish.
Themacroappearsonthedesktop.
1. ClickthePurchaseOrdersfolder.
2. OntheObjectmenuonthecompanydesktop,clickNew,and
thenclickProgram.
3. Typeanameforthemacro.
4. ClicktheNextbutton.
User Guide D3
Multiuser Considerations
5. Forthecommand,enterthelocationandnameoftheprogram,
suchasc:\ProgramFiles\MicrosoftOffice\Excel.exe.
6. Fortheargument,enterthelocationandnameofthemacrofile
containedwithinquotationmarks(forexample,
c:\ProgramFiles\SageAccpac\Macros\POEmail.xls).
7. Entertheworkingfolder,suchasc:\ProgramFiles\Sage
Accpac\Runtime.
8. ClickFinish.
AnExceliconappearsonyourdesktopforthemacro.Whenyou
doubleclicktheicon,aworksheetopensinExcelwhereyoucan
runthemacro.
Multiuser Considerations
BecauseSageAccpacERPhasthecapacitytorunonlocalarea
networks,theremaybetimeswhenmorethanoneuserneedstouse
thesamePurchaseOrdersdatabase.
PurchaseOrdersusestheserecordaccesstypestoprotectdataina
multiuserenvironment:
Multiuser Considerations
AllPurchaseOrdersformsusemultiuserdataprotection,unlessthey
arelistedintheGlobalLockingortheSingleUserProcesses
sections.
Global Locking
ThefollowingprocesseslockoutallotherusersfromPurchase
Ordersuntilprocessingisfinished:
Options.
ClearHistory.
IfotherusersareworkinginPurchaseOrdersorifyouhaveother
PurchaseOrdersformsopenwhileyouattempttoclearhistoryor
savechanges(excepttotheweightunitofmeasureinaPurchase
Ordersstandalonesystem)intheOptionsform,youwillseea
messagesimilartothefollowing:
Information
Technical
OnceallotherPurchaseOrdersformsareclosedandyoubegin
processing,otheruserswillnotbeabletoopenPurchaseOrders
formsuntiltheprocessingiscomplete.
TheoneexceptionistheOptionsform,whichallowsyoutosave
changestothefollowingfieldswhileothersareworkinginPurchase
Orders:
Companytab(allfields).
Processingtab(weightunitofmeasureinPOstandalone
system).
User Guide D5
Multiuser Considerations
YoucannotsavechangestoanyotheroptionsintheOptionsform
untilallotherusershaveleftPurchaseOrders(forthiscompany)
andallotherPurchaseOrdersformsareclosed.
DayEndProcessing.
CreateG/LBatch.
WhenyouruneitherDayEndProcessingorCreateG/LBatch,no
otheruserswillbeabletoruneitherprocess.Topreventdata
corruption,onlyoneinstanceoftheseprocessescanberunatatime.
Whenyouruneitherofthesesingleuserprocesses,otheruserscan
workinformsnotincludedinthegroup,butiftheyareupdating
recordsusedbytheprocessyouarerunning,theymaybeunableto
savetheirwork.
Passiveconcurrencyprotectsdataintegrityinamultiuser
environmentbylettingyousavechangestoarecordonlyifthe
recordhasnotchangedsinceitwasread.
Toallowefficientdataentry,PurchaseOrdersdoesnotlockrecords
inadvance.Rather,itpreventstwoworkstationsfromsaving
changestothesamerecordatthesametime.Iftwousersareediting
thesameentry,forexample,thefirstonetoclicktheSavebutton
succeedsinupdatingthefile.Theseconduserreceivesanerror
messagewhenattemptingtosave,andwillhavetoredotheirwork
inthatentry.
Multiuser Considerations
Foramoredetailedexampleofhowpassiveconcurrencyworks,see
HowMultiuserDataProtectionWorks,inChapter2oftheSystem
ManagerAdministratorGuide.
Information
Technical
User Guide D7