Reviewing your purchase information

There are several tools that you can use to review your purchases information.


Tool	Description	See
To Do List	Displays all open purchases, recurring purchases and orders, sorted by due date.	below
Analyse Creditors	Provides details of your purchase activities.	below
Purchase reports	Purchase reports help you keep track of your purchase activities.	below
Purchase History	History lets you view seven years of purchase history for an item or a supplier.	below
Find transactions	Find Transactions helps you find purchase transactions quickly.	Finding a transaction
Purchases Register	The Purchases Register window gives you a complete picture of your purchase activity—open and closed purchases, orders, quotes, returns, and so on.	Finding a transaction
Transaction Journal	The Transaction Journal window lists journal entries of your purchases and other transactions.	Finding a transaction

To view a list of all unpaid purchases sorted by days overdue

You can view a list of all unpaid purchases in the To Do List and enter supplier payments for those purchases.

1	Click To Do List in any command centre. The To Do List window appears.

2	Click the Creditors tab. A list of all unpaid purchases appears.

The Overdue column shows the number of days a payment is overdue (a negative number in the Overdue column indicates that the payment is not yet due). The number of overdue days is calculated by checking the original date of purchase and comparing it to today’s date and your credit terms with the supplier.

To analyse creditors

The Analyse Creditors window allows you to view detailed information about how much you owe suppliers and how long you have owed them. This analysis is based on all purchases and payments recorded in your company file.

1	Go to the Purchases command centre and click Analysis. The Analyse Creditors window appears.

2	Click Filters. The Ageing Date window appears.

3	Set your filters in the Ageing Date window and click OK.

4	Select the required view of the Analyse Creditors window:

n	The Summary view displays all the money that you owe suppliers, totalled by supplier.

n	The Supplier Detail view displays all the money that you owe the supplier selected in the Supplier Detail field.

n	The Purchase Detail view displays all the transactions assigned to the purchase selected in the Purchase Detail field.

The information in this window is based on:

n	the entries you made above in the Ageing Date window, and

n	the selections you made in the Ageing fields in the Reports & Forms tab of the Preferences window—by choosing Preferences from the Setup menu.

To view purchase reports

There are several purchase reports that can help you track your purchase activity. For example, you can run a Creditors Reconciliation Summary report if you want to analyse your creditors as of a past date. The Analyse Purchases Items Spreadsheet report shows you the stock items which are costing you the most money.

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Click the Purchases tab. A list of purchase reports appears.

For information on displaying, customising and printing your reports, see Reports.

To view purchase history

You can view the purchase history for an item or a supplier.

1	Display the Item Information window for an item or the Card Information window for a supplier.

2	Click the History tab.

The History tab displays a total of seven years of purchase history for the item or card: the five years preceding your current financial year (as displayed in the Company Information window), the current financial year and the next financial year.