Section Six

Section Six
Stock Purchases

General Description
The Stock Purchases Menu
Entering a New Stock Purchase Record
Returning Goods for Credit
Showing a Stock Purchase or Return Record
Searching for a Stock Purchase or Return Record
Changing a Records Details
Listing Records
Summary of Stock Purchases
Totals of Stock Purchases
Unpaid Stock Purchases
Data stored in a Stock Purchase Record
Data stored in a Stock Return Record

General Description
The Stock Purchases module is used to manage the records of all stock purchase transactions.
You can create a new purchase transaction, view any transaction made, or modify certain details about it.
Finding a record is easy, just type in the Stock Purchase Number at the data entry bar and the transaction record will appear on the screen.
If you don't know the Stock Purchase Number then you can tell the computer to search for it by it's characteristics such as Supplier, Month, Invoice Number or Goods Description.
You can use the List option to find out how much you owe to your suppliers by selecting Unpaid Stock Purchases or you can view a Summary of your Stock Purchases or select the Totals of your stock purchases and then print them out .
The above mentioned options all have listing criterion such as monthly, year to date or specifed periods to name a few.
Both Unpaid, Summary and Totals options are also included in the Accounts module
From this module you can also track unwanted stock returned to your suppliers.

The Stock Purchases Menu

Screen Presentation of the Stock Purchases Menu

Entering a New Stock Purchase
This option is used for entering new transactions into the computers database.
There are four steps to creating a New Stock Purchase Record.

1. Supplier is established
2. Date is entered or accepted
3. Purchase details are entered
4. Record is saved

You are first prompted to select the Supplier Name from the list.
When this is entered the suppliers phone number is shown on the screen.
If you don't have the Supplier Name in your supplier database then you can add a new supplier by scrolling to the top of the supplier list and selecting New Supplier.
A new window will appear enabling you to add the supplier details
Click OK to add the new supplier.
You will then be prompted for the date of the stock purchase or accept the automatically set date.
You can then enter information with regard to the transaction such as Invoice Number, Description of Goods Purchased, Amount, Payment Due Date and the Status of the Purchase.
If Auto Inventory Update is on then the inventory items can be entered as well as the quantities purchased.
The stock levels will be incremented accordingly and the year to date amount updated.
A GST calculator is built in to enable easy and automatic entry of Amount and GST values from invoices.
If the Total amount is entered, then the amount and GST is calculated and put into the data boxes.
If the amount is entered, then the GST and Total is calculated and placed into the appropriate boxes.

Screen Presentation of Entering a New Stock Purchase

Returning Goods for Credit
If you want to send surplus goods back to a supplier, you can select the option Return Goods .
If Auto Inventory Update is on then the inventory items can be entered as well as the quantities returned.
The stock levels will be decremented accordingly and the credit amount calculated and displayed.
You can then modify the credit amount manually.
The status is then marked as awaiting credit.
When the credit is received the record is found by the Show Purchase or Return option in the stock purchases menu and the status changed to Credit Received.
The year to date total for the supplier will be adjusted by the amount of credit received.

Screen Presentation of Entering a Goods Return

Show Stock Purchase or Return Record
This option enables the user to locate and modify a transaction record in the database.
You will be prompted for a Stock Purchase Number which is entered into the data entry box.
Click OK and the record will appear on the screen if it exists, if not then a message will appear to alert you that it doesn't.
If you do not know the Stock Purchase Number click Search and a search menu will appear.
(See section on Searching for a Stock Purchase or Return Record).
When a record is being displayed, you can change details, then click the Save Button and the changes are saved permanently in the database.

Screen Presentation of a Stock Purchase Record

Searching for a Stock Purchase or Return Record

Screen Presentation of the Search For a Purchase or Return Menu

If you do not know the Stock Purchase or Return number then click the Search Button to search by either Supplier, Month,
Supplier Invoice Number or Description of Goods Purchased.
The search will produce a list of all matches.

Searching by Supplier
If you select Supplier then you will be prompted to selec a name from the list.
Click Search to produce the list of all purchases made from the selected supplier.
Double click an entry in the list to display that records details and enable changes to be made.

Searching by Month
If you select Month then you are prompted to select the Month from the list.
The computer will then look at all stock purchases made in that month and present them to you in a list enabling you to find the one that you want.

Searching by Goods Description
This option permits you to the search by a description of the stock (Goods) purchased or returned.
You are asked to enter a search pattern at the data entry bar.

Searching by Supplier Invoice Number
This option lets you search by the number of the suppliers invoice.
You can type a search string if you don't know the full number.

Screen Presentation of a Search Result List

Changing a Stock Purchase Record's Details
When changing the Purchase or Returns details, each field or piece of information in the record is presented to you on the screen to change, if required.
If any changes are made, then the Save button replaces the OK button.
You must click Save to permanently store the changes made.
When changing a records details for the first time and you enter the status as paid, then the Date Paid field is set automatically by the computer to the actual date unless you type in another date.
When a Purchase record status is marked as paid the total year to date amount for the supplier is automatically incremented by the amount of the purchase.

Listing Records
This option enables you to list stock purchases and returns in a variety of formats.
You can list a summary of purchases and returns, or the totals of your purchases, and also list unpaid stock purchases and returns.
All of the above formats also have choices of list options.

Screen Presentation of the List Purchases and Returns Menu

Summary of Stock Purchases
This option gives the user a list of monthly, year to date or supplier transactions with their status.
The information presented for stock purchases is in the form of a list with stock purchase number, purchase date, supplier, invoice number, amount, description of goods, date paid and status.
For Returns the information is return number, return date, supplier, reference, credit amount, description of goods, return method and return status.
You are given an option to print the list.

Screen Presentation of Stock Purchase Summary

To use this function select Summary from the List menu.
Select the format you want from monthly, Yearly and supplier and then click List.
If you have not logged in, you will be asked for an Authority Code and after correctly entering your code the list will appear.
If you select Yearly then you will get a listing of every stock purchase made this financial year in sequential order.
If you choose Monthly then a drop down list will appear to select the month to be listed.
All purchases and returns in that month will be listed.
If you select Supplier then a list will appear to select the supplier to be listed.
Every purchase and return from and to that supplier will then be listed.
These functions are also available in the Accounts module.

Totals of Stock Purchases
This option will list all the monies paid by you to your suppliers.
For stock purchases the information presented is in the form of a list with stock purchase number, purchase date, supplier, invoice number, amount, description of goods, date paid and purchase status.
For Returns the information displayed is return number, return date, supplier, reference, credit amount, description of goods, return method and return status.
You can list totals by week, month, year to date, specified period and supplier.
The total of all the purchases is listed with the ability to print the list as well.
This option is also available in the Accounts Module.

Screen Presentation of Totals of Stock Purchases

Unpaid Stock Purchases
This option will list all the outstanding debts owed by you to your suppliers.
You can list by week, month, year to date, specified period and supplier total.
For stock purchases the information presented is in the form of a list with stock purchase number, purchase date, supplier, invoice number, amount, description of goods, date paid and purchase status.
For returns the information displayed is return number, return date, supplier, reference, credit amount, description of goods, return method and return status for stock returns.
The total of all the debts is displayed with the ability to print the list as well.
Overdue payments to suppliers are highlighted.
This option is also available in the Accounts module.

Screen Presentation of Unpaid Stock Purchases Menu

Screen Presentation of Unpaid Stock Purchases (Year to Date)

Data stored in a Stock Purchase Record

Date					Date on suppliers invoice

Supplier Number and Name		The number of the supplier and name from database

Suppliers Invoice Number		The number on the suppliers invoice

Invoice Amount				The amount shown on invoice (Not including GST)

GST Amount				The GST amount shown on invoice

Description of Goods			Description of goods bought

Inventory Number*			Inventory number and Quantity of goods purchased

					*If Auto Inventory Update is on.

Payment Due Date			Date the invoice should be paid by

Status					Current status of purchase

Date Paid				Date invoice paid

Payment Method				 How you paid for the goods

Cheque/Receipt/Reference Number		Identification of payment

BAS Report Number			The Number of the Business Activity Statement in which this transaction appears

Data stored in a Stock Return Record

Supplier Number				The number in the supplier database

Return Date				Date Goods sent back to the supplier

Return Method				The method used to return the goods

Reference				Identification of consignment

Description of Goods			Description of goods returned

Inventory Number*			Inventory number and Quantity of goods returned.
					*If Auto Inventory Update is on.

Credit Amount				The amount of credit to be received

GST Amount				The GST amount to be received (will be subtracted from Input Tax Credits)

Status					Current status of the return

BAS Report Number			The Number of the Business Activity Statement in which this transaction appears

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