Purchases window—Service layout

The Service layout of the Purchases window enables you to record the purchase of items and services that are not in your Items List.

Field Descriptions

Quote/Order/Bill

Select Quote, Order or Bill from the drop-down list.

Supplier

Enter the name of the supplier. If any orders have been created for the selected supplier, a window appears listing all orders for this supplier. You can select an existing order, or you can create a new purchase.

Terms

This field automatically displays the default credit terms for this supplier, which were entered on the Buying Details tab of the supplier’s card.

To change the terms for this purchase, click the zoom arrow next to the Terms field.

To change the terms for future purchases, click the zoom arrow next to the Supplier field, then click the Buying Details tab.

Publish to iCal

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.

Ship To

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:

■	My Comp. Addr.—the address you entered in the Company Information window

■	One of the five addresses entered in the supplier’s card

■	Another Card

Purchase #

The purchase number is automatically generated. If you want, you can enter a different number.

Date

Enter the date of the purchase.

supplier Inv #

If your supplier has given you an invoice, enter the invoice number in this field.

Description column

Enter a description of the item or service you’re buying.

Acct # or Account Name column

Select the accounts to which you want to assign the line items. Purchases are typically assigned to expense or cost of sales accounts.

Amount column

Enter the amount that you’re charged for each line of this transaction.

Job column

If you use the jobs feature, enter the job number you want to assign this line item to.

Tax column

If sales tax applies to a line item, click in the Tax column for that line.

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.

Subtotal

The total of the amounts in the Amount column.

Freight

Enter the amount of freight charged by your supplier to ship the items in this transaction.

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 supplier, a mark automatically appears in this field. To remove the mark, click it.

Tax

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.

Note that changes to the tax amount are reported in the Tax Exception 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 Tax column.

Total Amount

The total amount of the purchase, including freight and sales tax.

Comment

Enter a comment for to the purchase. You can print the comment on the purchase form.

Ship Via

Enter the method the supplier will use to ship the items.

Promised Date

Enter the date that you expect to receive the items or services. If the transaction is an order, this date will be placed as a reminder in the Orders view of your To Do List.

Journal Memo

Enter a description of the purchase, or accept the default memo. This description will appear on reports and in the Purchases Journal. If you want, you can print the memo on the purchase form.

Quote/Order/Bill Delivery Status

Select whether the purchase will be printed or emailed, or whether it has already been sent.

Paid Today

Enter the amount you paid upfront or as a deposit.

If you enter an amount, a payment is automatically recorded. When you record the purchase, you will be prompted to verify the Cheque #, Payee and Memo to record on the payment.

Applied to Date

The total of the payments and debits that have been applied to this transaction. This field is only available for bills and orders that have at least one payment applied to them.

History

Click to open the Find Transactions window and view all transactions relating to this purchase. This button appears only when viewing bills or orders that have at least one payment applied to them.

Balance Due

The balance outstanding on an order or bill.

Save as Recurring

Click to save the purchase as a recurring transaction and set up a schedule for recording it in the future.

Use Recurring

Click to select a recurring purchase to record.

Payment button

Click to pay for this purchase. This button appears only when viewing recorded bills or orders.

Order button

Click to convert a quote to an order. This button appears only for saved quotes.

Bill button

Click to convert a quote or an order to a bill. This button appears only for saved quotes and recorded orders.

Rate button

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.

Category

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.

Print

Click to choose print and preview options for this transaction. Choose:

■	Pre-printed P.O.—to print using the default purchase template.

■	Select Another Form—to print on a different form template.

■	Preview—to preview the purchase form. Select the stationery on which to preview it.

Send To

Click to send this transaction by email or fax, or to save it to disk as a PDF file.

Journal

Click to open the Transaction Journal where you can view a list of your purchases.

Layout

Click to choose the layout of the purchase:

■	Service: Use this layout when purchasing services or items that are not on your Items List.

■	Item: Use this layout when purchasing services or items that are on your Items List.

■	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.

■	Miscellaneous: Use this layout to record purchase adjustments or purchase transactions for which you don’t need to print or email a purchase order.

Register

Click to open the Purchases Register where you can view a list of your purchases.

Record (or Save Quote)

Click Record to record an order or bill. Click Save Quote to save a quote transaction.

Cancel

Click to close the window without saving the transaction.

Tips for this window

Related Topics

■	Entering purchases

■	Changing the status of a purchase