Purchases

Making Purchases

Before you can begin taking customer orders you must first enter some inventory. You can access the Purchasing window from either the Main Menu or from the Menu Guide.

Instructions For Entering Purchasing Transactions

1. You must enter a PO number in order for the purchasing module to work. When you select the PO # field, the name you entered in your company information as the Purchaser will appear in the field above. If you filled that information in, that is.
Note: Once the cursor is active you can either use the -Tab- key to navigate from one field to the next or you can continue to use your mouse.
2. The SUPPLIER # field provides you with a drop-down list in order to select the supplier you are ordering from. Although the field is for the supplier number, the list will actually show you the supplier names to make it easier for you to make your selection. You must select the supplier number before going on to fill in the rest of the ordering information. Once selected, the supplier number will appear in the field. The supplier name and mailing address will appear in the Supplier window, along with the TERMS of purchase, if you have entered that information.
3. The next three fields are optional: Ship Via, FOB, and Order Desk Rep. Fill them in if you choose to use them.
Note: For those who do not know what F.O.B. means. The term means that the goods you are purchasing are placed "free on board" the carrier (truck, van, or whatever) at your supplier's shipping point in suitable condition for shipping. You, as the buyer, assumes all risk of damage and delay in transit not caused by your supplier. For example, if the goods you ordered were damaged or stolen after your supplier loaded them onto the truck, you are out of luck and must pay the invoice price to the supplier. It's up to you to recover your loss from the transportation company. Under F.O.B. terms, the seller (your supplier) guarantees that the product, when loaded onto the carrier, is in "Suitable Shipping Condition."


4. The order date is set to enter automatically. If you wish to change this date, you can by simply entering the new date over the one entered.
5. Next, enter the date you need to receive your order in the DATE REQUIRED field. Using this field will allow you to use the ON-TIME DELIVERY TRACKING for your purchases.
6. The next column is the ITEM # field. This field is a drop-down box and is set up the same as supplier number, the selections listed appear as the names of the items. The list will only show the items sold by the supplier you selected.
• Note:the supplier code must be set up for your products, goods and services for this to work.
7. Once you select the item you are ordering, it will automatically insert the item number in this field and the Item name in the following field. If your supplier has their own product or catalog number, this number will appear on your Purchase Order under ORDER CODE, providing you have it entered in the pricing and ordering information setup.
8. Enter the quantity you are ordering in the QUANITY column and if your supplier offers a discount, enter it in the DISC column.
9. Press ENTER when you are finished entering the item information.
10. If you want to order another item, click on the next ITEM # field and repeat instructions 6 through 9. Repeat for as many items as you are ordering from the supplier.
11. Once you've finished entering the items being ordered, you can go on to fill in the shipping and handling charges, and the tax rates that apply to the order.

If you want to order from another supplier, simply select the NEW ORDER button at the top of the screen.

Receiving Your Order

You will also enter the items you purchased into inventory from the Purchasing window. While we are here, let's jump ahead a bit and look at receiving your orders and entering them into inventory.

Instructions For Entering Your Order Into Inventory

1. Enter the date the order is received in the DATE RECEIVED field. in order for this to work. Again, using this field will allow you to use the ON-TIME DELIVERY TRACKING for your purchases.
2. Enter the quantity for each item received in the QTY IN column and select the unit you use in your inventory system.

• Note: The units for your inventory system is independant from the units ordered from your supplier. This is to allow you flexibility in how you want to manage your inventory and resell your product. For instance, your supplier may sell an item by the dozen, but you do not want to resell that item by the dozen, you want to sell it in individual units. Built for Business allows you to do this by converting the "per dozen" units from your supplier to individual units when the item is received and entered into inventory.
3. If any of the items you ordered were placed on backorder by your supplier, you can enter BACKORDERS in the next field and it will automatically be deducted from the total ordered.

And that's all there is to it! Now let us go back to the ordering stage and take a look at the Purchase Order and how to be print it.






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