Purchases window—Item layout (Receive Items)The Purchases window enables you to create transaction records for the items and services you buy. Choose a layout that best suits the type of transaction you want to enter—item, service, professional or miscellaneous.The Item purchase layout has four statuses—Quote, Order, Receive Items and Bill.Use the Receive Item status of the Item layout to record the receipt of an inventoried item when the item has been received with no vendor’s bill.The Receive Items status is only available if the Item layout is being used. If you don’t want to record the receipt of items without a vendor bill, choose Quote, Order or Bill from the drop-down list.Enter the name of the vendor. If an order exists for the vendor, a window appears listing the orders. You can choose to work with an order or create a new purchase.The credit terms that apply to this purchase. The default terms that you entered in the Buying Details tab of the vendor’s card appear automatically.To change the terms for future purchases, click the zoom arrow next to the Vendor field to display the Card Information window, then click the Buying Details tab.Ship ToYour company’s address as you entered it in the Company Information window appears by default. If you want to change the address, click the arrow icon next to the Ship To field and select from:Type the number of items you have received. The number must be less than or equal to the quantity in the Ordered column.Type the item number of the item you have received, or click the search icon to display a list of items to choose from. Only items for which you have selected the I Buy option in the item’s record can be selected.If you use the multiple locations feature, type the location where the item was received, or click the search icon to display a list of locations to choose from. If you have selected a default location for the item in the item’s record, or the item is on hand at only one location, the relevant location appears automatically.Type the discount percentage that the vendor has offered you, or accept the default percentage entered in the vendor’s record.If required, change the total dollar amount of each line on the purchase in this column.The default amount is calculated by multiplying the price by the quantity and then subtracting the discount percentage. The final amount is then rounded to the nearest cent. If you change the default amount, the percentage in the Disc% field will automatically change to reflect the new amount.If you use the jobs feature, type the job number to which the line item of the purchase relates, or click the search icon to display a list of jobs to choose from.You can assign a tax code to the entire transaction by selecting the code in the field to the right of the Tax field and beneath the Tax column.If the freight charges are taxable, click in the field next to the Freight field; a mark will appear to indicate the 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 customer, a mark automatically appears in this field. To remove the mark, click on it.The total of the tax amounts calculated 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 if you haven't recorded the transaction yet. (A change to the tax amount is reported in the Transaction Review step of the Company Data Auditor.)You can assign a tax code to the entire transaction by selecting a code in the field to the right of the Tax field and beneath the Tx column.If required, type a comment relating to the purchase, or click the search icon to display a list of comments to choose from.Type the method by which the vendor will ship the remaining items, or click the search icon to display a list of shipping methods to choose from.Enter the date that you expect to receive the remaining items or services. If the purchase transaction is an order, this date will be placed as a reminder in the Orders view of your To Do List.Enter a description of the purchase, or accept the default memo. This description will appear on various reports and in the Purchases tab of the Transaction Journal.This field indicates whether the order has been printed or emailed. For Receive Item transactions, this field will display the delivery status selected in the vendor’s card, and it cannot be changed.If you enter an amount, a payment will automatically be recorded for you. When you record the purchase, you will be prompted to verify the Check #, Payee and Memo that will recorded on the payment.The total of the payments and debits applied to date for this transaction. This field appears only when viewing an item receipt to which at least one payment has been applied.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 selected the Required option when you chose that preference, you must select a category before you can record this transaction.
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