Task 3: Enter the items or services you are purchasing

The scrolling list in the middle of the Purchases window is where you enter details of what you are buying. In this area, you enter item numbers, descriptions, account numbers (or account names, depending on your selection in the Preferences window) and other information about your transaction.

One row in the scrolling list is one line item of the transaction. You can enter as many line items for a purchase as you want. The fields that appear in the scrolling list differ according to the type of purchase you are creating.

The following illustration shows the fields for a purchase with an Item layout and a Purchase status.


A	Bill	The quantity you have been invoiced for.
B	Received	This field is display-only. It displays the quantity of items received. For more information, see Receiving items without a supplier invoice.
C	Backorder	The quantity of the item back ordered. An order for this amount will be created automatically when you click Record.
D	Item Number	Pressing tab here displays the item list from which you can choose the item being purchased.
E	Description	A description of the item appears automatically. You can change this if you want.
F	Location	[AccountEdge Plus only] If you store this item in multiple locations, you can select the location where the item will be received. For more information, see Multiple stock locations.
G	Price	The price of the item appears automatically. You can change this if you want.
H	Disc%	[Optional] The volume discount as a percentage.
I	Total	The total price is calculated automatically. If you change the price, the Disc% field is updated to show the discount applicable.
J	Job	[Optional] Selecting a job number here assigns a line item to a specific job. For more information, see Jobs.
K	VAT	If the item is taxable, enter the VAT code.

The following illustration shows the fields for a purchase with a Service layout and a Purchase status. These fields also appear in the Professional and Miscellaneous layouts.


A	Description	A description of the goods or services purchased.
B	Acct No. or Account Name	The account to assign to the purchase. Pressing tab here displays the accounts list from which you can choose an account. This should be an expense or cost of sales account. You should not select your creditors account for ordinary purchases.
C	Amount	The amount you have been invoiced.

note : Add lines, subtotals and headers to purchases

You can add lines, headers and subtotals to purchases to make it easy to separate and subtotal different groups of line items. For more information, see Adding lines, subtotals and headers to purchases.

Continue with Task 4: Enter additional information about the purchase.