Fields in this window
Purchases window - Service view

Window Overview | To use this window | Fields in this window | To find this window


Quote/Order/Purchase

Choose Quote, Order or Purchase from the drop-down list

Supplier

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

If orders exist for the supplier, a window will appear, listing your orders with the supplier. 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 Supplier field to open the Profile view of the Card Information window for this supplier.

Terms

Displays the terms for the supplier that are entered in the Buying Details tab of the Card File Information window for this supplier. 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 supplier, click the zoom arrow next to the Supplier 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 supplier's name in the Supplier field.)

VAT Inclusive

Mark this check box only if you're required to show amounts on purchases transactions as VAT inclusive.

If you're required to charge a VAT inclusive amount on a purchase, mark the VAT Inclusive check box. The total in the Amount column will include the VAT you selected in the VAT column. For example, you want to record a VAT inclusive purchase of £500 using the Standard VAT code. First, you'll select the VAT Inclusive check box, then enter a line item for £500 and select the Standard VAT code. You'll notice a VAT inclusive total of £500 in the Amount column and the Subtotal and Total Amount fields. The VAT amount of £74.47 appears in the VAT field. Click Recap Transaction if you want to view the base price allocated to the designated account and the VAT amount allocated to the VAT account.

Leave the VAT Inclusive check box unmarked if you want the total amount of the purchase to increase by the VAT amount that is applied to line items. For example, if the amount of a line item is £500 and VAT is charged on the £500, the amount of the purchase is £587.50, that is, £500 for the line item + £87.50 VAT.

Del. To

Enter the address you want to print on the purchase form. You can accept the default address -- your company address -- which was entered in the Company Information window, or select from the five addresses which can be entered for the supplier in the Card Information window. You can also click the search icon to display a search list containing all the people and companies in the Card File to select a different address.

Purchase No.

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 No. appears. You can choose to:

  • Delete Auto No. and enter a new number for the transaction or
  • Leave Auto No.. The assigned number will appear again when you leave this field.

If you choose to enter a new number in the Purchase No. field and then record the transaction, the next time you begin to enter a purchase, the Purchase No. will automatically increase the number you previously entered by one. This will continue until you again change the number entered in the Purchase No. field and record the transaction.

Date

This field will automatically display today's date. You can change this to another date, if you wish.

Supplier Inv No.

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

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

Description column

Enter a description of the item or service you're buying, using up to 255 characters.

Acct No. or Account Name column

Enter the account you want to assign the items or services in this transaction to, or click the search icon to display a search list of accounts to choose from.

Purchasing transactions are typically assigned to expense accounts.

The account number or the account name will be displayed depending upon your selection for the preference Select and Display Account Name, not Account Number in the Windows view of the Preferences window.

Amount column

Enter the amount you expect to pay for each line of this transaction.

If you enter a positive number in this column, your linked creditors account will be increased.

If you enter a negative number in this column (for example, if you're entering a purchasing adjustment or a return), your linked creditors account will be decreased. When you click Record, a supplier debit will be created.

You can enter 0, if you wish. Zero can be used as an amount for items you want to appear on a purchase; although no amount is charged, the item appears on the printed purchase. A purchase recorded with only zero amounts, however, won't appear in the Purchases Journal.

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 an amount to more than one job, use multiple lines to record the transaction. For example, assume you want to assign £100 to your Widget Purchases account, but you want to assign £30 to job 12 and £70 to job 43. To do this, enter the Widget Purchases account in the Acct. No. column, then enter £30 in the Amount column and 12 in the Job column. Move to the next line, enter the Widget Purchases account again, enter £70 in the Amount column and 43 in the Job column.

VAT column

This column is used to designate the services on the purchase on which you wish to charge VAT.

A default VAT code appears (Why is this the default VAT code?). Verify that the default is the right VAT code for each line item. If it is not correct, click the search icon to display a list of VAT codes to choose from.

Subtotal

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

Carriage

Enter the amount your supplier is charging to deliver the services or items on this purchase transaction.

If you assigned a carriage VAT code to the supplier in the Buying Details view of the Card Information window, the VAT code appears in this field.

If you wish to assign a carriage VAT code and a VAT code doesn't appear in the Carriage field or you wish to change the VAT code that does appear, click the search icon to display a list of VAT codes to choose from.

VAT

The total VAT amount based upon the code you've entered appears in this field. If you want to change the VAT amount, click the zoom arrow next to this field to open the VAT Information window, where you can change the amount if you haven't recorded the transaction yet. If you marked the VAT Inclusive field, the VAT amount allocated to the VAT account appears in this field, but it is dimmed to indicate that it is already included in the Total, not added to the Subtotal.

Total Amount

This field displays the total amount of the purchase transaction, including all items and services in the list, VAT and carriage charges.

If you marked the VAT Inclusive field, you'll notice the VAT inclusive total in both the Subtotal and Total Amount fields.

Comment

Enter a comment to print on the purchase transaction, 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.

Deliver Via

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

This method can be printed on the purchase.

Promised Date

If you plan to record this purchase as an order, enter the date you expect to receive the items on the purchase.

If this purchase transaction is an order, this date will be placed as a reminder in your To Do List window. If this isn't an order, the entry you make in this field is for your information only.

Memo/Journal Memo

Enter a description of the purchase transaction, or accept the default memo. This description will appear on various MYOB Accounting Plus 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, we suggest you keep the word "Purchase" in the memo to remind you of the nature of the transaction.

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 cheque for this amount will be recorded. The Cheque No., Payee and Memo information display for your verification.

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

This field appears for orders and purchases only.

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 creditors account.
  • If the amount is a negative number, a supplier debit will be created.

This field appears for orders and purchases only.

Supplier 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 purchase or a saved order.

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 purchase 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 purchase or a saved order.

Already Printed or Sent

Mark this selection if you don't plan to print this purchase transaction using Accounting Plus.

When you mark this selection and click Record, Accounting Plus will record the purchase transaction as printed; then, when you choose to print Unprinted or Unsent Purchases Only in the Print Purchase Orders window, this purchase transaction won't be printed.

If you're viewing a purchase that's been printed, this selection is already marked.

This field doesn't appear until you enter the name of the supplier for whom this purchase is intended in the Supplier field.

Save Recurring button

Click this button to open the Save Recurring Template window.

Use Recurring button

Click this button to open the Recurring Templates view of the Purchases Register. Then highlight the template you want to use and click the Use Recurring button.

Exchange 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.

Change to Order button

Click this button to convert a quote to an order.

This button appears only for saved quotes.

Change to Purchase button

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

This button appears only for saved quotes or recorded orders.

Print button button

Click this button to print the transaction.

An alert message appears explaining that the transaction will be recorded before it's printed. Click OK.

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 bills.

Layout button

Click this button to choose the layout you want to enter in this window. These layouts are summarised 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 Purchase: Click the Record button to record the order or purchase 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.