The Item layout of the
Purchases window enables you to record the purchase of items and services that you have set up in your Items List. You can use this layout to purchase items that have one of the following options selected in the
Item Information window:
Select Quote,
Order or
Bill from the drop-down list. If you have received items without a vendor bill, select
Receive Items.
If you are using Mac OS X 10.4 or higher, you can publish this purchase to iCal by selecting this option. When you publish a purchase, a new Event is created and appears in the iCal calendar on the date when the payment is due. The Event includes the title of the transaction, transaction number, transaction date and payment amount.
This field displays the address the delivery address that will be printed on the purchase order. The address you entered for your company in the
Company Information window appears automatically. If you want to change the address, click the down arrow next to the
Ship To field and select one of the following options:
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My Comp. Addr.—the address you entered in the Company Information window
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In the Order column, type the number of items you have ordered.
If you are viewing an order for which items have been received, the Received column displays the number of items that have been received. You cannot change this amount.
In the Bill column, type the number of items you have ordered. The number you enter also appears in the
Received column.
In the Backorder column, type the number of items you have ordered but have not received. An order will automatically be created for items that have been backordered.
Type the item number of each item you are purchasing, or click the search icon to display a list of items to choose from. Only items for which you have selected an
I Buy This Item option in the
Item Information window are listed.
The default description of the item is displayed, as entered in the Item Information window. If you want, you can enter a different description.
If you have set up more than one location in your company file, enter the location where the item is to be received. If you have selected a default location for the item in the
Item Information window, or if the item is on hand at only one location, this location appears automatically.
This column displays the total dollar amount for each line of the purchase, calculated by multiplying the price of the item by the quantity being purchased, and subtracting the discount. This amount is rounded to the nearest cent.
If the freight charges are taxable, click in the field next to the Freight field to indicate that freight charges are taxable. If you selected
Taxed in the
Tax on Freight field in the
Buying Details view of the
Card Information window for this vendor, this field is automatically selected as taxed. To a mark automatically appears in this field. To remove the mark, click it.
The total of the tax amounts in the transaction. If you want to change the tax amount, click the zoom arrow next to this field to open the
Tax Information window, where you can change the amount. You can only change the tax amount if the transaction hasn’t been recorded.
Click to open the Find Transactions window and view all transactions relating to this purchase. This button appears only when viewing bills, orders or item receipts that have at least one payment applied to them.
Click to display the Exchange Rate window. This window displays your current currency, the Transaction Exchange Rate and Current Exchange Rate. This button appears only if you selected the
I Deal in Multiple Currencies option in the
System view of the
Preferences window.
Select the category to which you want to assign this transaction. This field appears only if you selected the Turn Category Tracking On option in the
System view of the
Preferences window. If you also selected the
Required option when you chose that preference, you need to select a category before the transaction can be recorded.
Click to choose print and preview options for this transaction. Choose:
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Preview—to preview the purchase form. Select the stationery on which to preview it.
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Click to open the Transaction Journal where you can view a list of your purchases.
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Service: Use this layout when purchasing services or items that are not on your Items List.
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Item: Use this layout when purchasing services or items that are on your Items List.
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Professional: Use this layout when purchasing items or services that are not on your Items List and for which you want to enter a date for each line item.
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Miscellaneous: Use this layout to record purchase adjustments or purchase transactions that you don’t need to print or email a purchase order for.
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Click to open the Purchases Register where you can view a list of your purchases.
Click Record to record an order, bill or receive items transaction. Click
Save Quote to save a quote transaction.
