Purchases

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  • The Purchases panel contains functions to create and modify Purchases, print Receipts and Invoices and enter Expenses for Purchases
  • Purchases can be assigned to a Contact, so that customer details can be recorded
  • Purchases must have Purchase Rows to be saved
  • Purchase behaviour is defined by the Pro Forma and Received toggles
  • The Reason selection field can be populated using Selectables, providing an additional field to split Purchases during reporting.  E.g. you may want to report Stock Purchases and Consumable Purchases separately by giving them a differentiating Reason
  • Purchases have automatically calculated Paid and Complete statuses which are recalculated and applied when a Purchase is created or modified
  • A Purchase is considered Paid when the total of the Expenses entered is equal to the total of the Purchase, including any Tax Rates
  • A Purchase is can behave differently depending on it's properties
    • Pro Forma and Reversed Purchases do not affect the Stock Count 
    • A Pro Forma Purchase will never be considered Complete
    • Reversed Purchase will not affect Floats, totals etc, and Expenses under them will be flagged as Reversed also
    •  Purchases are considered Complete when Paid and Received
  • Receipts are printed when the Complete Purchase function is used, or can be triggered by pressing the Receipt button.  Purchases must be saved before a Receipt can be printed
  • Information on Receipts may be truncated due to space limitations.  The Purchase Note is never printed on receipts, nor are Product Descriptions
  • Invoices contain mostly the same data as Receipts, without truncation, including Product Descriptions and Purchase Notes
  • When a Purchase is Reversed or Completed it is locked for editing
  • On Completion or Reversal, completionDate and reversedDate fields are automatically set with the current date/time.
  • Contact, Product, Category, Tax Rate, information are all stored with the purchase as they exist at the time of purchase.  That means if you edit a a product after a purchase is made, the Purchase will not reflect that change so that data remains accurate as it was at the time of purchase
  • A purchase can be overpaid, but as you are the buying party, the purchase or relevant expenses should just be edited to correct.  There is no refunding overpaid purchases.
Purchase Rows, Tax Rows
  • Purchase Rows contain the information for each item being purchased
  • A Purchase Row can be created several ways
    • A Blank Purchase Row can be added, devoid of any pre-filled information.  Configurable Blank Tax Rows can be added to blank Purchase Rows .  Rows created in this manner are not connected in any way to existing Products or Tax Classes and are stand-alone for all purposes including reporting. 'Manually edit rows' must be checked for this option to appear
    • New row from product can be used to search for a Product, and create a Purchase Row containing all of the pre-filled immutable information for that Product, including it's Tax Class and any information inherited from it's Category.The Product and Category details will also be recorded with the Purchase Row for reporting purposes
    • New row from category will add an editable Purchase Row with the Tax Classes from a Category.  The Category details will also be recorded with the Purchase Row for reporting purposes
  • Apply global tax class will remove all Tax Rows from each existing Purchase Row and replace them.  If you wish to apply the global tax class to all items in a purchase, you will need to apply the global tax class AFTER all rows are added.
Purchase Expenses & Completing a Purchase

Expenses are to Purchases what Payments are to Sales, but the direction of money is reversed - individual records of money out which can be associated with a Purchase

  • The partial Expense of a Purchase can be entered by clicking the Expenses button while modifying a Purchase
  • Expenses can also be deleted from a Purchase in this window, removing them from the system
  • Amount and Payment Method are required.  Drawer, Drawee and Reference can be used to store additional information regarding the Expense, for example cheque details
  • The final Expense, that is the Expense that will bring the total of all Expenses excluding surcharges to the total of the Purchase, must be entered using the Complete function
  • The Complete function allows the entering of a Expense automatically calculated to the correct outstanding amount for the Purchase, accounting for the Payment Method 
  • The Complete function will also mark the Purchase as Received
  • The Payment Method details used is stored verbatim at the time the Expense is entered.  Modifying the Payment Method after a Expense is entered will not be reflected on the existing Expense
  • Payment Method surcharges do not affect Purchases/Expenses

See the Default Behaviours document for information on fields which are automatically set and unset, and the effect deleting items will have on other related items.