Chapter 7 Purchase & AP Module

7.1 Creditor Maintenance

First, go to A/P > Creditor Maintenance

Click on New

Group Company: if this is checked, it means this creditor account is the control account of a group company; this creditor account will be allowed to be chosen as control account (appear as one of control accounts in Control Account field of this screen) for other creditors. This account will not carry any transaction/entries (just like Creditor Control account), and it functions just like a parent account.

Example: 400/0000 Creditor Control Account

400/GABB General Trading Berhad (marked as Group Company, control account is 400/0000)

400/GAB1 General Marketing S/B (control account is 400/GABB)

400/GAB2 General Production S/B (control account is 400/GABB)

400/N00A Normal creditor account A (not marked as Group Company, control account is 400/0000)

400/N00B Normal creditor account B (not marked as Group Company, control account is 400/0000)

Purchases will be made to the sub-accounts respectively, you may view statement of separate sub-accounts and the Group account (look into More Options); the Group account will appear as parent account in Balance Sheet. Group company is not the same as branch maintenance.

Purchases will be made to the sub-accounts respectively, you may view statement of separate sub-accounts and the Group account (look into More Options); the Group account will appear as parent account in Balance Sheet. Group company is not the same as branch maintenance.

1. No Block: message will be prompted, but allows to proceed/save (allowed to exceed limit)

2. Block: message wil be prompted, do not allow transaction to be saved

3. Need Password: message will be prompted, password of authorized user is needed

Click on Contact > click ‘+’ button to add new

Include in contact info: to include these info into Contact Info, so that it can be attached onto report

Generate Contact Info: to generate from Contact Info

Click on Branches > ‘+’ button to add new branch

Key in the address, and other into…

You may choose the branch during transaction that involves branch details

Click on Tax Exemption > ‘+’ button

Item Code: select item which is exempted

Sales Tax Exemption No.: select exemption tax code

Click Others tab

1. Sales Tax Exemption No.: if this creditor is exempted from Sales Tax, key in the Exemption Number

2. Expired Date: the sales tax exemption expiry date

3. Rounding Method: to select the rounding method for the debtor

4. Tax Registration No.: Key in the creditor tax registration number

5. External Link ‘+’: click on ‘+’ button to tag an external document related to this creditor

Go to Tools > Options

Click Invoicing > Document Transfer > Check the checkbox ‘Copy Creditor Note to Purchase Document Note’

7.2 Purchase Request

• An entry to record any stock item requested by internal staffs
• Transaction entry behave similarly to other transaction
• Does not deduct stock and affect accounts
• Can transfer to Request Quotation and Purchase Order
• Without Approval, cannot transfer to other document
• Included reports:

1. a) Purchase Request Listing
2. b) Purchase Request Detail Listing
3. c) Outstanding Purchase Request Listing
4. d) Outstanding Purchase Request Detail Listing

Go to Purchase > Purchase Request

Go to General Maintenance > Access Right Maintenance (1)

Click Approve Purchase Request (2), you can set the access right (3) who can access to the selected function

The Purchase Request haven’t approve, click on Approve button

Click Yes to approve the Purchase Request

You can view the document was approved by who

Go to Purchase > Purchase Order > New

Click ‘Transfer from Purchase Request’

Tick the Purchase Request > Click OK to copy

7.3 Purchase Invoice

Purchase invoice is

1. For create, edit or print Purchase Invoice
2. Will affect inventory movement (Increase Stock Level) if
3. a) New Added-key in by using Purchase Invoice (without transfer from other document)
4. b) Transfer from Request Quotation
5. c) Transfer from Purchase Order

III. Will NOT affect inventory movement (Increase Stock Level) if

1. a) Transfer from Good Received Note (Stock Level increase while created and saved in Good Received Note
2. Will Posted to AP Invoice Entry upon Save (if the Post to GL and Post to Stock is Clicked)

To Create New Purchase Invoice. Go to Purchase > Purchase Invoice > Click on Create A New Purchase Invoice

Notes:

1. Creditor: will be displayed automatically (as per transferred document)

2. To/Address: the info will be displayed according to selected creditor code.

3. Branch: specify the branch of this creditor (if any)

4. P/I No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

5. Supplier D/O No.: will be captured from Goods Received Note.

6. Supplier Invoice No.: key in supplier Invoice number.

7. Date: system date is automatically captured, you may click to change.

8. Credit Terms: the default credit terms of this creditor will be displayed.

9. Purchase Agent: assign a purchase agent (if any). The default Purchase Agent can be assigned in Creditor Maintenance.

10. Ship Via: assign the shipping method (maintained at Shipping Method Maintenance)

11. Shipping Info: key in the info of shipping or transportation.

Details Column:

 Functional Buttons

Edit Tab

Step to print Purchase Invoice Listing

7.4 Purchase Return

 This is to create, edit, or print Purchase Return

Purchase Return is used when there was a goods return (involved physical stock movement) or change in item price, otherwise (if it involves only a change in total amount) use A/P Credit Note instead.

Purchase Return must transfer from Purchase Invoice

To create New Purchase Return, go to Purchase (1) > Purchase Return (2) > Click on New to create (3)

Functional Buttons

Details Column

7.5 Goods Return

Goods Return is used when goods received from supplier (Goods Recevied Note is created) is fully or partially returned Purchase Invoice is received

This entry will keep the outstanding Goods Received Note updated (so that accurate invoice can later be issued), and it will update the stock level as well

To create a new Goods Return, go to Purchase > Goods Return > click on New to create

1. Creditor: will be displayed automatically (as per transferred document)

2. Name/Address: the info will be displayed according to selected creditor code

3. Branch: specify the branch of this creditor (if any)

4. Goods Return No: means to follow auto-runing numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like

5. Date: system date is automatically captured, you may click to change

6. Credit Terms: the default credit terms of this creditor will be displayed

7. Purchase Agent: assign a purchase agent (if any). The default purchase agent can be assigned in Creditor Maintenance

Functional Buttons:

7.6 A/P Invoice

This is to create, edit, or view A/P Invoice Entry

• Different from Purchase Invoice though they are both involving creditors;
• An accounting entry (no bill printing); while Purchase Invoice is a billing document (invoice can be printed)
• Will automatically update the related G/L accounts (upon save); Purchase Invoice will post automatically (depends on option setting) the entries to A/P Invoice Entry and update the related G/L accounts (upon save)
• Mainly used when you are not using Invoicing system; You are not allowed to edit A/P Invoice Entry if it was posted from other source (Purchase Invoice)

To create a new A/P Invoice Entry, go to A/P > A/P Invoice Entry

Click on New to create

Notes:

1. Creditor: key in the first number/alphabets, OR click on the drop down arrow button, OR click on search button to assign/select a creditor number

2. Journal Type: you may select the journal type if you have maintained more than one journal type belonged to this Entry Type

3. Agent: assign a purchase agent (if any)

4. Ref. No. 2: key in other reference number if any

Functional Buttons:

A/P Invoice Entry Listing

A/P Invoice VS. Purchase Invoice (Both Involved Creditors)

7.7 A/P Payment

This is to record full/partial payment made to creditor, knock-off related invoice(s) or Debit Note, and print payment voucher

To create a A/P Payment, go to A/P > A/P Payment, click on NEW to create

Details Column:

Details Column-Knock Off Invoices/Debit Note section

Functional Buttons:

Edit Tab Button

How to print A/P Payment Listing