Task 5: Enter the Purchase Details

•The Invoice No that appears above the vendor selection cannot be changed - it is allocated by the software and becomes the Purchase Journal number in the General Ledger:  PJnnnnn.

•Vendor Ref is for the invoice number received.

•Description field can be used to record your own notes for this  Purchase if you wish.  The default description depends on the Purchase Layout:

•Vehicle Purchase Layout will be completed with the vehicle details

•Reconditioning, General & Item Purchase Layouts will be completed with the customer details.

•The Bought From field is to select the card related to the  vendors employee responsible for processing the order, and is only required if this purchase is an Order and will be printed and sent to the vendor.

•Required By is an optional field indicating the date by which  you require the goods.

•Adjust the Invoice Date to whatever is required.

•Select the appropriate Terms for payment.  To have these load automatically see Purchase Terms.

•Terms Due is the Invoice Date plus the selected Terms.  If Terms "Date" is used, you can manually select the due date for payment.

•Enter each line item of data into the body of the invoice ensuring the correct account and tax code is selected where necessary.

•Reconditioning purchases have additional field selections: use the Warranty  tick box to indicate that the expense is an after sale expense, i.e. not part of the original sale, and incurred as a result of a warranty claim by the customer; use the Item Code field to select a previously created item code for frequently used expenses.

•Tab to create a new line item or press the Add Line Item button.

•Enter a freight charge if necessary

•Notes can be entered either attached to a line item or to the overall invoice that will display on the printed Invoice.  Use the Item Notes or Sale Notes fields to do this.

•To Print or Email the invoice use the Preview button or the combo on the Preview button..

•To record immediate payment received use the combo on the Process button to select Process and Pay, or press Process if the payment will be recorded at a later date.