Enter the items or services you are purchasing

Task 3: Enter the items or services you are purchasing

The scrolling list in the middle of the Purchases window is where you enter details of what you are buying. In this area, you will enter item numbers, descriptions, account numbers (or account names, depending upon your selection in the Preferences window) and other information about your transaction.

One row in the scrolling list is one line item of the transaction. You can enter as many line items for a purchase as you want.

The fields that appear in the scrolling list differ according to the type of purchase you are creating.

The following illustration shows the fields for a purchase with an Item layout and a Bill status.


A	Bill	The quantity you have been invoiced for.
B	Received	This field is read-only. It displays the quantity of items received. For more information, see ‘Recording items received without a supplier bill’.
C	Backorder	The quantity of the item to be placed on backorder. An order for this amount will be created automatically when you click Record.
D	Item Number	Pressing tab here displays the item list from which you can select the item being purchased.
E	Description	A description of the item appears automatically. You can change this if you want.
F	Price	The price of the item appears automatically. You can change this if you want.
G	Disc%	[Optional] Type a volume discount as a percentage.
H	Total	The total price is calculated automatically. If you change the price, the Disc% field is updated to show the discount applicable.
I	Job	[Optional] Select a job number here to assign the line item to a specific job. For more information about jobs, see ‘Tracking financial information’.
J	Tax	Select a tax code for the line item.

The following illustration shows the fields for a purchase with a Service layout and a Bill status. These fields also apply to the Professional and Miscellaneous layouts.



A	Description	A description of the service being purchased.
B	Acct # or Account Name	The account to assign to the purchase. Press tab to display the accounts list from which you can choose an account. This should be an expense or cost of sales account. You should not select your accounts payable account for supplier purchases.
C	Amount	The amount you have been invoiced.
D	Job	[Optional] Select a job number here to assign the line item to a specific job. For more information about jobs, see ‘Tracking financial information’.
E	Tax	Select a tax code for the line item.

note : Add lines, subtotals and headers to purchases

You can add lines, headers and subtotals to purchases to make it easy to separate and subtotal different groups of line items on one bill. For more information, see ‘Adding and deleting lines, subtotals and headers to purchases’.