Purchasing Instructions
In Purchasing, you record all payables , memo in ,cash flow projection and all bank information and
reconciliation..
Setup Vendor-Open Purchasing and click on the vendor /expense button on the menu bar.
Enter vendor information-Indicate if the vendor is a merchandise supplier or an expense vendor. An expense vendor is indicated for office supply ,rent , utilities etc.
Vendor can be set as inactive if he no longer a valid supplier.
Additional Info-Set here the terms that the vendor offers to you,shipping method
and your credit limit allowed by this vendor
Also indicate the vendor name to be printed on the checks that you will issue
Enter here the bank information for this vendor
Setup Bank Account-Enter here all bank account information for your company
You may setup as many accounts as you wish
Set up Terms-Under activities go to setup terms and setup the terms that you will be offered by you vendors
In days, enter the amount of days that the term dictates. This is a calculating field that will show you on reports when bills are due. When the terms is split divide the days into days1,days2 etc.
Setup Ship Via-Enter here all shipping methods that your vendors will employ
Currency code setup-You may enter here as many currencies as you like. Memos and invoices can be printed with selected currencies in addition to US $.All other transactions will be done in US currency .If you receive foreign currency as payment ,you will need to convert it to US $ value and enter it in the program.
Memo In-In memo in toy receive merchandise from your vendor on memo
1.Select vendor from dropdown list
2.Enter bill number-If the vendor does not provide this make your own
3.select type of item from drop down-enter the item number and click on the tab button.
this will open up the inventory screen for you to enter item detail .Save after you are done and the information will be automatically entered to the line on the memo in screen. add as many items as you like to the memo in
In the inventory you will see that memo number and the vendor that this memo is from.
Return to vendor-If you decide to return items to vendor ,highlight the line and click on the return to vendor button. It will also check the box marked RTV (Return to Vendor) on the item screen.
The same for creating a bill from the memo-Click on create bill-enter the bill number and the bill will be created
Memo In Search screen-On the memo in click on the search button to bring up the search screen bellow.
search here using the filters .Click on the retrieve button to execute your search;
To go to the actual memo-in screen double click on the line
Create Purchase order-Use this screen to create orders to send to your vendors.
Orders can be for new items or existing items. You can also bring in items from sales orders created in jewel act.
Purchase order search screen-Look up purchase orders on this screen using filters
Receive Item Screen-Just as in memo in select the vendor ,enter the bill number then select type of item enter Item number then click on the tab button. Fill in all the information for the item then click save .
You may also enter items from Purchase orders that you receive. Click on the button marked PO and select the PO to receive.
PO screen on Receive items
Select from this screen to enter complete order or partial
Receive item search screen
Expense screen-Enter here all expenses
Pay Vendor bills-Select the vendor from the drop down and enter the amount to pay to vendor
enter the amount and check the box on the right Remember to save the entry
You can also select the bank account from which to pay
Do the same to pay expense bills
Credit bill-use this screen to credit paid or unpaid bills.
Write checks-use this screen to write record and print checks
Checks search screen
Make Deposits-Use this screen to make deposits-if you are doing a straight deposit just enter the amount
Get undeposited funds-click on the deposit slip icon on the bottom left of the screen and you will see
a screen that will have a button that says get undeposited funds. When you click on this button you will see a screen that will show you all the payments that were received and not deposited yet, check all items to place on the deposit slip and click ok
2nd deposit screen
Bank Register screen-records all bank transaction. You may enter here a new transaction such as bank charges and other baking expenses
Bank Reconciliation-begin bank reconciliation by entering bank charges on this screen
Reconcile the account on this screen by checking off all the checks deposits and charges
REPORTS-all reports are self explanatory. Click on each report to preview and print
.