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Purchase Entry

Purchase Entry

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Purchase Entry

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Select Account from the top menu and then Purchases from the left menu. You should then see the main purchase browse screen where you can see purchase transactions already entered.

To create a new transaction select New from the left menu.

Supplier Name - First you will be asked to confirm the Suppliers name

Tip: If the supplier was already on the list of due purchases if you highlight the entry and select New it will save you having to search for the Supplier again

If the transaction is for something like Fuel, you would not normally enter the Fuel station details (unless you had an account with them), you would normally have a general contact record named something like  ‘EXPENSE-FUEL’ and select that.

Tip: Each Contact Name can have a default nominal code set against it, so it is normally worth having at least one Contact for each nominal code so we do not have to select which Nominal code each time. 

If the system cannot find the name you entered it will say 'NOT FOUND - CREATE NEW ?' and you have the option to create a new Name record. It is also worth setting a contact category for each supplier to ‘Supplier’. This enables you to filter the contact list to only show suppliers.

When you are satisfied the name record is correct name select Return on the Contacts screen to return you to the Purchase entry.

Invoice Number - The invoice number of the purchased goods should be entered if available.  The system will check if that Invoice Number has already been entered for that supplier. If you are bulk entering say a month’s invoices in one transaction, or the transaction dos not have an Invoice Number or relates to a specific period you may find it more useful to put the period it relates to (eg: 2013-MAR or Jan-Mar).

Total Amount - Enter the total amount of the invoice or expense including any Tax (VAT / GST).  If you are entering a Purchase Credit Note enter both Total and  Tax amounts as negative figures.

Tax Code – Confirm the appropriate Tax code for that transaction is selected

Tax Amount – Confirm the amount of Tax as detailed on the invoice.  If the Tax is not listed separately you may need to check the Tax is correct. The system will automatically calculate the tax on the total amount based on the Tax code selected.  Sometimes the tax amount on an invoice can be different to the amount calculated.  In these cases you should always enter the amount shown on the Invoice.  This can happen for the following reasons: 1. There were some items on the invoice with a different tax rate (eg: zero rated), 2. The Tax was calculated on a line by line basis, 3.The Tax was calculated after a settlement discount was calculated (UK System only - even if not taken).

Withheld – This field is only used in certain countries such as Australia. It is used for the amount of PAYG tax calculated on wages. This is calculated and entered automatically when using Evopos Payroll (Australia only). If showing in other countries please check the Region settings in Settings.    

Invoice Date - Normally you should just enter the date from the invoice but entering a date outside of your current month or tax period can cause problems as you may have already listed out that month or even completed your VAT/GST returns for that period. Often it is better to enter the date in the current month.  Invoices cannot be dated before your ‘No Transaction Before Date’ as set in Settings / System.

Due Date – In the Contact record for that supplier you can set the default number of credit days for purchases (In contacts select the Purchases tab). This will calculate the default due date. You can still change it here if it is different.

Nominal Code - If the Contact record has previously been used for entering a purchase record it will probably have a default Nominal code stored in it and that nominal code will already be selected.  If there is no default code or you want to change the code, select a Nominal from the drop down list. If you change the Nominal you will normally be asked if you want to keep it as the default for that contact. The nominal codes are set in Accounts / Nominal. You may want to consult with your accountant to ensure you have the most appropriate nominal for your business.

Notes – This field is just to help you identify the transaction more easily.

Department – This field need only be completed if you wish to break down you purchases into the same departments you use for your sales.

If you want to check that you have not already entered this transaction, you can select ‘Prev Trans’ from the left menu to see a list.

Purchase Credit Notes are entered in the same way but all amounts should be entered as negative amounts. Warning:  Create a purchase credit note OR a sales invoice, or a Sales Credit note OR a Purchase Invoice (Never Both). See ‘Supplier Account’ in Sales Payment Methods where a sales invoice is to be paid by crediting a supplier’s purchase account (Warranties etc)

Splitting a purchase transaction

If you want to split the same purchase transaction into different Nominals or Departments then you can select Split Trans from the left menu. You can then add an additional line with the different amounts etc. Make sure all lines add up to the total transaction amount.

You can also split into different periods. For example you may have an Accountants bill that you want to split into 2 years. You could also split the Tax element but be careful you do not pre-date into a period you have already calculated your tax in.

Saving the Transaction

Select Save + New if you are entering another transaction for the same supplier (this saves you re-entering the Supplier Contact), otherwise select ‘Save’. When saving you will then be prompted with a unique transaction number for that Transaction and asked if you want to pay now. We highly recommend that you write that transaction number on the printed invoice, this gives a flag that the invoice has been entered on the system and the number makes it each to find the exact record.

If you answer ‘Yes’ to Pay Now? You will be taken to the payment screen for that supplier. See Purchase Payments for more information. If you answer ‘No’ you will be returned to the main purchase browse screen.