Chapter 6 Purchases
7 2
M YOB Accounting M YOB Premier Asia
St ep 1: Choose t he t ype of purchase you w ant
Choose the status and layout for the purchase. The default layout displayed in the
Purchases
w indow is determ ined by the selection you m ade w hen you set up purchase details using the Purchases Easy Setup
Assistant or created the supplier’s card.
1 Go to the
Purchases com mand centre and click
Enter Purchases . The
Purchases window appears.
2
Select Quote
, Order
or Bill
from the drop-down list in the top left corner of the window.
3 Check w hether the default layout is appropriate.
There are four layouts to choose from: service, item , professional and m iscellaneous. To change the default layout:
a Click the
Layout
button. The
Select Layout
window appears.
b Choose the layout you w ant to use and click
OK .
St ep 2: Ent er informat ion about t he supplier
1 In the
Supplier
field, type or select the supplier’s name. The terms shown in the
Purchases window are the term s recorded in the
supplier’s card. If you want to change these terms for this particular purchase:
a Click the
Terms
zoom arrow
.
The
Credit Terms
window appears.
b M ake the necessary changes to the term s and click
OK .
NOTE:
Changes only affect the current transaction If you want to
change the credit t erm s for all future purchases to this supplier, you m ust
make t hat change on t he Buying Details t ab of t he supplier’s card.
2 Type an invoice number or accept the default num ber.
3 If the customer gave you a purchase order, enter their purchase order
number in the Supplier Inv No.
field.
St ep 3: Ent er t he it ems or services you are purchasing
The scrolling list in the m iddle of the Purchases
window is w here you enter details of what you are buying or have brought. In this area, you will enter
item numbers, descriptions, account num bers or account nam es, depending upon your selection in the
Preferences window and other
information about the transaction. One row in the scrolling list is one line item of the transaction. You can
enter as many line item s 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 describes the line- item entries you can make for item and service purchases.
NOTE:
Add lines, subtotals and headers to purchases You can add lines,
headers and subtot als t o purchases t o m ake it easy t o separate and subtot al different groups of line it ems on one purchase. For m ore inform ation, see,
‘Adding lines, headers and subt otals t o purchases’ on page 74 .
A Click the zoom arrow
to alter the term s for this purchase only.
B Type the purchase num ber here.
C If the supplier gave you an invoice num ber for this transaction, enter
it here.
D If you are entering prices that include tax, m ark the
Tax Inclusive
checkbox. If you are entering prices that exclude tax, clear this checkbox. Do not change this setting after you enter an am ount in
the
Amount colum n.
A C
B D
Entering purchases
7 3
User Guide
St ep 4: Ent er addit ional inform at ion about t he purchase
The actual fields that appear at the bottom of the
Purchases
w indow differ, depending upon the type of purchase you are creating.
St ep 5: Complet e t he purchase
Now that you have finished m aking entries in the Purchases
window, there are several tasks you can perform with the transaction.
z
Record the purchase.
To record the purchase w ithout printing it, click
Record
.
z
Print a nd record the purchase.
If the purchase you have created is an item, service or professional purchase, you can print and record the
A Received
Type the quantity to be received.
B Backorder
Type the quantity of the item to be placed on backorder. An order for this am ount will be created autom atically
w hen you click
Record .
C Item Num ber
Press
TAB
and choose an item from your item list.
D Description
A description of the item appears autom atically. You can change this if you want.
E Price
The price of the item appears autom atically. You can change this if you want.
F Disc
Type a volum e discount as a percentage, if given.
G Total
The total price is calculated autom atically.
H Job
[Optional] Select a job num ber here to assign a line item to a specific job. For m ore inform ation about jobs, see
‘Setting up categories and jobs’ on page 39 .
I
Tax Type or select a tax code for the line item .
J Description
On a service, professional or m iscellaneous purchase, enter a description of the goods or services purchased.
K Acct No. or
Nam e On a service, professional or m iscellaneous purchase,
choose the account to which to allocate the purchase. Press
TAB
and choose an account from your accounts list. This is usually an expense or cost of sales account. You
should not select your payables account for ordinary purchases.
A B
C E
F G
H D
I Item
purchase
J K
A Optional fields
Enter optional details, such as a com m ent, shipping m ethod and the date the goods or services w ere
prom ised.
B
Bill Del. Status If you want to print or em ail the purchase in a batch,
select the required delivery m ethod from the list. For m ore inform ation, see
‘Sending form s in a batch’ on page 138
. C
Journal M em o The journal m em o is generated autom atically. You
can change it if you want.
D Tax
Click the zoom arrow if you want to view or
change the tax am ounts assigned to the sale.
E Freight
Type any charges for freight.
F Paid Today
Type an am ount here to indicate how m uch money you paid at the tim e of the purchase or, if you are
creating an order, how m uch m oney you gave as a deposit.
G Freight tax
Type or select the tax code for the freight charges.
B C
F E
A D
G Service
purchase
Chapter 6 Purchases
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