Entering new Purchase data happens in Create Purchase dialog:
Here are some guidelines for data you need to fill:
Supplier (Mandatory): Select the supplier from tthe list of already existng suppliers. If your supplier is not on the list, you can add it directly from here, using the (add) link.
Date (Mandatory): Date of purchase.
Invoice # (Optional): If you want you can enter the number of invoice related to this purchase.
Total Amount (Calculated): Sum of Total Cost for all items + Tax. Should be equal to invoice total value.
Tax (Optional): If prices of items in the invoice are tax exclusive, in this field you have the option to add the total sales tax amount, so value of field Total Amount that is calculated by system is correct, i.e. equal to total amount in the invoice. Value of Total Cost per product however is not updated to include also sales tax, so product’s Average Cost will be calculated without sales tax.
Notes (Optional): free-text to describe the purchase.
Attachment (Optional): you have the possibility to upload scanned document related to this purchase - invoice, receipt, etc.
Below purchase header, there is a grid with products in the purchase.
Add Product button to launch Add Product dialog:
Product (Mandatory): choose product from the list. When you select the product, field Units/Case is automatically populated with the value of Units per case field in Inventory -> Product, if you have entered it there. But if you need to you can change the value manually.
Cases Purchased (Optional): еnter number of cases purchased. After entering value in this field, and if you have value in Units/Case field, the system will automatically calculate and populate field # Units Purchased=Cases Purchased * Units/Case. You can ommit entering this field and enter value direclty in # Units Purchased field.
Units/Case (Optional): how many units are in one case. Value is automatically populated when you choose the product but you can also enter it manually.
Cost/Case (Optional): the price for 1 whole case. Used to calculate value of Unit Cost. You can ommit entering this field and enter value direclty in Unit Cost field.
# Units Purchased (Mandatory): number of purchased single units. Value can be automatically caclulated by formula # Units Purchased = Cases Purchased * Units/Case. You can also enter the value yourself.
Unit Cost (Mandatory): the price per single unit. Value can be automatically caclulated by formula Unit Cost = Cost per Case / Units per Case. You can also enter and modify the value yourself.
Last Unit Cost: display product’s last cost per unit. You can easily compare current price to last price and see if it has gone up or down.
Total Cost (Calculated): Calculated by formula Total Cost = # Units Purchased * Unit Cost. Not editable.
After adding a product, it is displayed in purchase products grid. You can open it again for edit by double-clicking the row or by selecting
icon at the end of the row.
Select a product in the table and use
Delete Product button to remove it from the purchase.
Add Variety Pack
Besides single product, you can add a Variety Pack to the purchase.
Add Variety Pack button to launch Add Variety Pack dialog:
Variety Pack (Mandatory): select pack from the list of existing Variety packs.
Number of packs (Mandatory): enter number of packs that you have purchased.
Total Cost (Mandatory): enter the total cost you have spent for these packs.
When you click
Save on Add Variery Pack dialog, the system will add the individual products from the pack to the purchase.
The price of each item will be evenly distributed (the price of the pack divided by the total number of items).
The price of each item will be calculated as Total Cost / Total number of items in the added packs.
For example, if you add one pack that contains totally 40 single items and you enter Total Cost 50, the price of each item will be calculated as 50 / 40 = 1.25
This is what happens when you create a new purchase or modify or delete existing purchase:
Stock levels of products are recalculated
Avgerage Cost for products is racalculated
Last Cost for products is updated
You can immediately see the new Total In-stock, In Warehouse, Average Cost and Last Cost values in
Purchase is registered in product movements list in Product History screen.