Purchases window—Item layout

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:

■	I Buy This Item

■	I Buy This Item and I Inventory This Item

Field Descriptions

Quote/Order/Receive Items/Bill

Select Quote, Order or Bill from the drop-down list. If you have received items without a vendor bill, select Receive Items.

Vendor

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

Terms

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 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 Vendor field to display the Card Information window, then click the Buying Details tab.

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 vendor’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.

Vendor Inv #

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

Quantity column (Quotes)

Enter the number of items you are being quoted for.

Order and Received columns (Orders)

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.

Ordered, To Date, Receive columns (Receive Items)

For information about these columns, see Purchases window—Item layout (Receive Items).

Bill, Received, Backorder columns (Bill)

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.

Item Number column

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.

Description column

The default description of the item is displayed, as entered in the Item Information window. If you want, you can enter a different description.

Location column

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.

Price column

Enter the price you are paying for each item, or accept the default price. The default price is the price you paid last time you purchased the item.

Disc% column

Enter the percentage of the discount offered by the vendor, or accept the default percentage as entered in the vendor card.

Total column

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 you change the amoutns in this column, the percentage in the Disc% field changes to reflect the new amount.

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 entering 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 vendor 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 vendor, this field is automatically selected as taxed. To 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 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 Tax column.

Total Amount

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

Comment

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

Ship Via

Enter the method the vendor 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. For Receive Item transactions, this field displays the delivery status selected in the vendor’s card, and cannot be changed.

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 Check #, Payee and Memo to record on the payment.

If you are recording a Receive Item transaction, this field is only available if no order was created for the items being received.

Applied to Date

The total of the payments and debits that have been applied to this transaction. This field is only available when viewing bills, orders or item receipts 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, orders or item receipts 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

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

Order

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

Bill

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.

Spell

Click to check spelling in the Description field in the 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 button

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 that you don’t need to print or email a purchase order for.

Register

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

Receive Items

Click to record the receipt of items without a vendor bill. This button is available only on saved orders and only when the amount of items received is less than the amount of items ordered.

Record (or Save Quote)

Click Record to record an order, bill or receive items transaction. 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

■	Receiving items without a bill