Quote/Order/Bill

Choose Quote, Order or Bill from the drop-down list.

Vendor

Enter the name of the vendor for whom this purchase is intended, or click the search icon to display a search list of vendors to choose from.

If orders exist for the vendor, a window will appear, listing your orders with the vendor. You can either select an order or click Cancel or New Purchase to return to the Purchases window, where you can create a new purchase.

After you make a selection, you can click the zoom arrow next to the Vendor field to open the Profile view of the Card Information window for this vendor.

Terms

Displays the terms for the vendor that are entered in the Buying Details tab of the Card File Information window for this vendor. This information will be printed on the purchase.

If you wish to change the terms for this purchase only, click the zoom arrow next to the Terms field to display the Credit Terms window.

If you wish to change the terms for this purchase transaction and future purchase transactions to this vendor, click the zoom arrow next to the Vendor field to display the Card Information window, then click the Buying Details tab. (In order to use the changes on the current transaction, cancel the current transaction, reopen the Purchases window and reenter the vendor's name in the Vendor field.)

Ship To

In this field, enter the address you want to print on the purchase order. You can accept the default address which is the address you entered in the Company Information window, select a different address or enter an address.

You can click the search icon next to the Ship To field to select from the five addresses which can be entered for the vendor in the Profile view of the Card Information window, you can select the option named Another Card or you can select My Comp. Addr., which is the address you entered in the Company Information window.

When you select Another Card, a search list of all the people and companies in the Card File appears. When you select a card, the address that can be entered in the Profile view of the Card Information window of that card will appear.

To enter an address that is not in the card file, simply delete the default address and enter the address you wish.

Purchase #

When you begin to create a transaction in this window, this field will automatically display the next available purchase number which will become the actual transaction number when it's recorded into the company file.

If you highlight the field, Auto # appears. You can choose to:

• Delete Auto # and enter a new number for the transaction or

• Leave Auto #. The assigned number will appear again when you leave this field.

If you choose to enter a new number in the Purchase # field and then record the transaction, the next time you begin to enter a purchase, the Purchase # will automatically increase the number you previously entered by one. This will continue until you again change the number entered in the Purchase # field and record the transaction.

Date

This field will automatically display today's date. You can change this to another date if applicable. Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.

Vendor Inv #

If you wish, enter the number assigned to the invoice the vendor sent you.

This number can be printed on the purchase, if you wish.

Received column

Enter the quantity of items you plan to receive with this purchase, using up to three decimal places. When you click Record, the on-hand quantities of your inventoried items on this purchase will be increased by the amounts you enter here.

Enter this number using the units of measure you buy this item. For example, if you buy three pairs of lamps, enter 3 in this field.

You can also enter 0 as a quantity in this column, if you wish. Zero can be used as a quantity for special "items" such as freight; although no quantities are increased, the "item" appears on the printed purchase.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Backorder column

Enter the quantity of items you plan to include on an order for this transaction, using up to three decimal places. When you click Record, an order listing the quantity of items you entered here will be created.

Enter this number in buying units of measure. For example, if you want to put three pair of lamps on back order, enter 3 in this field.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Item Number column

Enter the number of each item you wish to include on this purchase, or click the search icon to display a search list of items to choose from.

Only items for which you selected I Buy This Item in the Item Information window can be entered in this column.

Description column

Enter a description of the item, or accept the default description, which was assigned to this item in the Item Information window. You can use up to 255 characters for the item description.

Price column

Enter the price you're paying for each item, or accept the default price, which is the last price you paid for the item. You can use up to two decimal places for the price.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Disc% column

Enter the discount percentage you're offered by this vendor when you make large volume purchases from this vendor, or accept the default percentage, which was assigned to the vendor in the Credit Terms window.

This is a discount for large-volume purchases. It isn't a discount for early payments you make.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Total column

Enter the total dollar amount of each line on the purchase in this column, or accept the default amount, which is the amount in the Price field multiplied by the quantity in the Received column, then subtracted by the percentage in the Disc% field. The final amount is then rounded to the nearest cent.

If you change the default amount, the percentage in the Disc% field will automatically change to reflect the new amount.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Job column

Enter the number of the job to which you wish to assign each amount in the list or click the search icon to display a search list of jobs to choose from. You can also use the Easy-Add function in the search list to create a new job record to assign the items or services in this purchase transaction to.

If you need to assign a single item to more than one job, use multiple lines to record the transaction. For example, assume you want to include 100 widgets on a purchase, but you want to assign 30 widgets to job 12 and 70 widgets to job 43. To do this, enter the Widgets item number in the Item # column, then enter 30 in the Received column or Backorder column and 12 in the Job column. Move to the next line, enter the Widgets item number again, enter 70 in the Received column or Backorder column and 43 in the Job column.

Tax column

This column is used to designate the items or services on the bill on which you are charged sales tax. If a mark already appears in the Tax column for an item or service and a tax code appears in the Tax field, a tax code has been entered in the Tax Code field of the Buying Details view of the Card Information window. You can change the tax code, if you wish.

Note:
If you activated the Use Audit Trail Tracking preference, a change to the tax code is among the changes that are recorded. (Changes and entries recorded by Audit Trail Tracking)

If you wish to indicate that an item or service is taxable, click in this column next to the taxable item or service; a mark will appear to indicate the item or service is taxable. To remove a mark, click it.

Assign a tax code to the entire transaction by entering the code in the field to the right of the Tax field and beneath the Tax column. You can also click the search icon and select the code from the list.

Subtotal

This field displays the total amount of all the items and services listed in the Amount column.

Freight

Enter the amount your vendor is charging to ship the items on this purchase transaction.

If you wish to indicate that the freight charges are taxable, click in the field next to the Freight field; a mark will appear to indicate the freight charges are taxable. If you selected Taxed in the Tax on Freight field in the Buying Details view of the Card Information window for this customer, a mark automatically appears in this field. To remove the mark, click on it.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Tax

The total tax amount based upon the code you've entered appears in this field. If you want to change the tax amount, click the zoom arrow next to this field to open the Tax Information window, where you can change the amount if you haven't recorded the transaction yet. (A change to the tax amount is reported in the Data Exception Review step of the Company Data Auditor.)

This column is used to designate the items or services on the bill on which you are charged sales tax. If a mark already appears in the Tax column for an item or service and a tax code appears in the Tax field, a tax code has been entered in the Tax Code field of the Buying Details view of the Card Information window. You can change the tax code, if you wish.

Note:
If you activated the Use Audit Trail Tracking preference, a change to the tax amount is among the changes that are recorded. (Changes and entries recorded by Audit Trail Tracking)

In the field to the right of the Tax field, you can assign a tax code to the entire transaction by entering the code in the field beneath the Tx column. You can also click the search icon and select the code from the list.

Total Amount

This field displays the total amount of the purchase transaction, including all items and services in the list, sales tax and freight charges.

Comment

Enter a comment to print on the purchase, or click the search icon to display a search list of comments to choose from. You can also use the Easy-Add function in the search list to create a new comment.

Ship Via

Enter the method by which you want the vendor to ship the items on the purchase, or click the search icon to display a search list of shipping methods to choose from. You can also use the Easy-Add function in the search list to create a new shipping method.

This method can be printed on the purchase.

Promised Date

Enter the date you expect to receive the items on the purchase. Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.

• If the layout type of this purchase transaction is an order, this date will be placed as a reminder in the Orders view of your To Do List.

• If this isn't an order, the entry you make in this field is for your information only.

Journal Memo

Enter a description of the purchase transaction, or accept the default memo. This description will appear on various MYOB AccountEdge reports, as well as the Purchases tab of the Transaction Journal window. You can also print this memo on the purchase form.

If you change the default memo, you should keep the word "Purchase" in the memo to remind you of the nature of the transaction.

Quote/Order/Bill Delivery Status

Enter the delivery status for this vendor, or click the search icon to display a search list of delivery statuses to choose from.

If you've selected a delivery option in the Purchase Orders Delivery field of the Buying Details view of the Card Information window for the vendor, that option will display automatically.

If you've already printed and/or emailed the purchase, the status will change to indicate that you've printed and/or emailed the purchase.

Paid Today

Enter the amount of money you paid at the time of this transaction.

When you click the Record button, a window will appear that instructs you that a check for this amount will be recorded. The Check #, Payee and Memo information display for your verification.

This amount will decrease the balance of your linked payables checking account and will appear as an entry in the Cash Disbursements Journal.

This field appears for orders and bills only.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Applied to Date

This field displays the total of the payments and debits applied to date for this transaction.

This field appears only when viewing a recorded bill or a saved order to which at least one payment has been applied.

History button

Click this button to open the Find Transactions window to view this transaction and all of the transactions applied to it.

This field appears only when viewing a recorded bill or a saved order.

Balance Due

This field displays the total amount of the purchase, minus the amount in the Paid Today field.

Depending upon the amount in this column, one of three things will occur when you click the Record button:

• If the amount is zero, a purchase with no balance (sometimes known as a "closed purchase") will be created.

• If the amount is a positive number, a purchase with an outstanding balance (sometimes known as an "open purchase") will be created. This amount will be recorded in your linked payables account.

• If the amount is a negative number, a vendor debit will be created.

This field appears for orders and bills only.

Save as Recurring button

Click this button to open the Edit Recurring Schedule window where you can save the entries you made for this purchase as a recurring transaction and set up a schedule for recording it on a regular basis in the future.

You can change the information on a recurring transaction as needed from the Recurring Transactions List window. Until you record them, recurring transactions have no effect on your fiscal records.

Note: Even if you saved a transaction's entries as a recurring transaction, you must still click the Record button to record the transaction.

Use Recurring button

Click this button to open the Select a Recurring Transaction window and select a recurring purchase transaction.

Payment button

Click this button to open the Pay Bills window to apply a payment to this transaction, if you wish.

This field appears only when viewing a recorded bill or a saved order.

Order button

Click this button to convert a quote to an order.

This button appears only for saved quotes.

Bill button

Click this button to convert a quote or an order to a bill.

This button appears only for saved quotes or recorded orders.

Rate button

Click this button to the Exchange Rate window. This window displays your current currency and the Transaction Exchange Rate and Current Exchange Rate. This information is view-only.

This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.

Category

Select from the list the category to which you wish to assign this transaction. (The categories in this list were created in the Edit Category window).

This field appears only if you marked the Turn Category Tracking On field in the System view of the Preferences window.

If you selected the Required option when you chose that preference, you must select a category here before you can record this transaction.

Print button

Click this button to print the transaction that's displayed in the window.

Before printing, you'll choose the purchase form you want to use:

• One purchase form is listed; it's the form that you entered in the Printed Form field for the vendor in the Buying Details view of the Vendor Information window. If no form is entered in the Vendor Information window, the first form displayed in the Selected Form for Purchase in the Advanced Filters window for purchases will be listed.
  
  The entry in the Printed Form field of the Buying Details view of the Vendor Information window remains the same no matter which form you choose here.

• The other choice is Select Another Form; when this is chosen, the Select from List window will display; all available sales forms listed in the Selected Form for Purchase in the Advanced Filters window for purchases will be listed.

The alert message If the transaction hasn't already been recorded appears explaining that the transaction will be recorded before it's printed. Click OK to record and print.

Send To button

Click this button to send this transaction to email, fax or disk.

An alert message appears explaining that the transaction will be recorded before it's emailed, faxed or saved to disk. Click OK.

Journal button

Click this button to open the Transaction Journal window where you can view a list of your purchases.

Layout button

Click this button to choose the layout you want to enter in this window. These layouts are summarized below.

• Service: Use this layout when you want to buy something not on your Items List.

• Item: Use this layout when you want to purchase something from your Items List.

• Professional: Use this layout when you're buying items or services not on your items list and you want to enter a date for each item or service.

• Miscellaneous: A purchase entered on a miscellaneous layout can't be printed. Use this layout when you're buying items or services not on your items list when you don't need a printed document or to make purchase adjustments.

Register button

Click this button to open the Purchases Register window where you can view a list of your purchases.

Save Quote/Record button

• Order or Bill: Click the Record button to record the order or bill transaction you've made in this window.

• Quote: Click the Save Quote button to save the quote transaction you've made in this window.

Cancel button

Click this button to remove all the entries you've made and close the window.