Purchases

To buy items from a vendor

The Purchases window should be displayed. (If you're starting this procedure from the Purchases Register, simply click the New Purchase/Quote/Order/Bill button.)

Note: If you're receiving items without a vendor bill, you'll use the Receive Item view of this window; see the procedure To receive items from a vendor.

  1. If you want to record information about a quote or an order, choose one of those options from the upper left corner of the window. Otherwise, accept the default selection -- Bill. (Choosing the purchase you want)


  2. Enter the vendor's name (Entering information about the vendor), and review the vendor's shipping address and credit terms. You can change them if necessary. (To change your credit terms for this transaction)


    Review the currency and adjust the exchange rate if necessary. [To change the exchange rate (if you're using Multicurrency)]
  1. Be sure the Item layout is selected. The type of layout appears in the Purchases window's title. (To choose a purchase layout)


  2. Review the purchase number and date. If the vendor has given you an invoice number, be sure to enter it.


  3. Enter a line item for each item you are buying. After you enter the quantity and the item number, prices will appear automatically. (Entering line items, header and subtotals on purchases and Using multiple locations for inventory)


    Note:  Only one location can be entered for each line of a sale or purchase
  1. If you paid all or part of the amount owed using a check, enter the amount you paid. (When you record the purchase, you'll be asked to verify the check number, payee and memo.)


    Note: When you make a payment on an Order, the payment amount is recorded in the linked Asset Account for Vendor Deposits.
    For all other payment methods, don't enter an amount here. You'll record the payment after recording the purchase. (See Related topics.)
  1. If you want to print a bill (quote or order) for the purchase, click the Print button. Otherwise, click Record. You can print the purchase later if you like, using the Print/Email Purchases feature. (To print purchases)


    -- or --
    If you want to email the purchase, fax the purchase or save the purchase to disk, click the Send To button. (Choosing what to do with the purchase)

Related topics