The Purchases tab is used to manage business purchases, items or services. It can also be used for items being sold, tracking inventory and for services and other items with outstanding payments.
If payment is made in full, or supplier payments do not need to be tracked, then Spend Money may be used instead of Purchases.
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Group
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Command
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Description
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Purchase
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Click Enter Purchase to enter an order for a supplier. Use this option to order new products or services.
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Click Pay Supplier to pay open invoices.
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Purchases
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Click Open to view a list of purchases with outstanding balances.
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Click Closed to view a list of purchases that have been fully paid.
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Click All to view a list of all open and closed purchases.
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Analyze
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Click Accounts Payable to view a list of outstanding purchases.
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Enter Purchases
Click Enter Purchase to open the Purchase (Purchase Order) screen. This screen is used to record supplier invoices, pay a supplier for an item or purchase received and to email or print the purchase.
At least one supplier must be defined in your supplier list prior to using this function.
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Field
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Description
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1.
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Date
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The Date field is automatically populated with today’s date. Click in the field and type an alternate date if desired.
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2.
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Supplier
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Choose the appropriate supplier from the Supplier dropdown.
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3.
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Terms
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The Terms field defaults to 30 days. Chose another term or click Quick Add to apply different terms.
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4.
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ID
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The ID is automatically applied by Nominal and is used by the software to keep track of this transaction.
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5.
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Comment
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Click in the Comment field to add a comment to this record.
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6.
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Ship To
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Ship To defaults to your shipping address. Click in the field to enter an alternate address if desired.
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7.
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Tax Inclusive
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Check the Tax Inclusive box if this item is taxable.
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8.
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Due Date
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The Due Date defaults to 30 days from the date of the purchase. Click to change the entry to another date if desired.
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9.
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Ship Date
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The Ship Date defaults to today’s date. Click to change the entry to another date if desired.
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10.
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Line Item
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Enter the details for this item in the line item area. Each line item is organised in columns. Columns include: Description, Account, Type, Item, Quantity, Price, Amount and Tax Code.
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11.
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Memo (Ledger)
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The Memo (Ledger) field displays how this entry will be identified in the General Ledger. Click to change.
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12.
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Job/Project/Cost
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Enter an associated Job/Project/Cost if desired.
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13.
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Attachment
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Click the Attachment button to add an attachment such as a scanned receipt.
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14.
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Pay Method
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Choose the appropriate method of payment from the Pay Method dropdown. Click Quick Add if the appropriate entry is not on the list. Click the Pay Details button to add information about any credit card entries.
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15.
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Total (ex Tax)
Tax
Total
Paid
Balance
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The Total (ex Tax), Tax, Total, Paid and Balance fields are populated using the information entered in the line item. If an amount has been paid on this item, type that information in the Paid field.
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16.
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Template
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If desired, choose a template from the Template dropdown.
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17.
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Send
Print
Preview
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Click Send to send a copy of this invoice via email.
Click Print to print a copy of this invoice.
Click Preview (PDF) or Preview (Word) to preview this item in the associated application.
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18.
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Save
Cancel
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Click Save to save this item to the General Ledger.
Click Cancel to close this item without saving it to the General Ledger.
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19.
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Shortcut
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Click Shortcut to create a shortcut to this item.
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· Line Item
o Line Items are organised by column. Each column requires specific information.
· Description
o Enter a description for this purchase order item, or select a previous description from the dropdown list. If choosing an item from the dropdown list, the other columns will be automatically populated.
· Account
o Select an income account to record this purchase order item against, or click Quick Add to add a new account.
· Type
o Purchase order items can be items, services or other. Items are predefined and have purchase prices. They can be tracked for inventory. A service is predefined and has a price and type. Other only has an associated price.
· Item
o Select the item from the list, or use Quick Add to add a new item.
· Quantity
o Type the appropriate quantity.
· Price
o The price for each item.
· Amount
o The total amount (Price x Quantity).
· Tax Code
o Select the relevant tax code from the dropdown list, or add the correct code.
Pay Supplier
The Pay Supplier function is used to pay open purchase orders. Funds are added to Accounts Payable and are reduced from the selected bank account. Click the Pay Supplier button to open the Pay Supplier screen.
