taken from the
If you purchase stock items from your creditors (suppliers) you
need to enter the transactions in the Input - Documents - Purchases menu option
and not in the Input - Batch Entry menu option. In this menu option, you may
create new purchase documents, which is a source document that is sent to the
supplier to acknowledge that the stock items or goods have been received. It is
a good idea to check the creditor (supplier) invoice against the purchase
documents, before the purchase documents are posted or updated to the ledger.
You may also edit purchase or goods received notes, for confirmed and converted orders to purchase or goods received documents or any purchase or goods received notes, which have not yet been posted or updated to the ledger. It is very important to check the accuracy of your purchase or goods received documents before posting or updating it to the ledger, since you need to create a stock or goods returned document to correct any errors on posted or updated purchase documents.
To Create or Edit Purchase Documents or Goods Received Notes:
Press the <Spacebar> on your keyboard. You may also
click on the 
speed
button or icon. You may also click on the down arrow of the Invoice speed button
to select purchase from the purchase document list or press the 
and
keys on your keyboard. The Document Entry screen will be displayed.
Select Purchase in the Documents field, if Purchase is not displayed.
Select and enter the applicable information for the applicable
fields:
Once you are finished with the message, the Document Entry Details screen for Purchase and the Stock Items search facility screen will be displayed.
Select the applicable Stock Item from the Stock Item search
facility and TurboCASH will automatically display the Item No., Description and
Unit Amount in the applicable fields. You need to enter the Quantity. TurboCASH
will automatically calculate the amount for the number of items placed in the
line. If you are registered for VAT and VAT is applicable to the transactions,
remember to check that the amounts reflect inclusive or exclusive of VAT
correctly.
If you have received a price list or an agreement with your creditor that the prices have increased, you need to enter the latest cost price. Should you have specific discounts, as agreed with your creditor (supplier) you need to specify the percentage of discount.
If you have selected an existing order, or an existing purchase or goods received document (which have not yet been posted or updated to the ledger), the details of the transactions for the selected document will be displayed. You may add any new items, comments, select stock items and edit the quantities and discounts.
When you are finished with the Purchase document, press the
button to close or exit the Stock Item search facility. The following
confirmation message will be displayed:
Click on 
to print the document and click on the 
button on the Document Entry Header screen. The document will
be printed to the output method as displayed on the screen.
If you click on the
button on the confirmation screen, you
may print the purchase document later in the Input
- Documents - Print menu option. You may also
re-print the purchase document whether it is posted or not.
You may set the auto-post documents on print option in the Setup - System Parameters - Documents menu option to update or post documents automatically once a document is generated and printed. If you use this feature and click on the button not to print a document once it is generated, you need to update or post the unprinted documents in this Input - Update Ledger menu option.
You may proceed to create or edit another purchase or goods
received document or another document, or you may press the button on
your keyboard to exit the Document Entry screen.
Before you start to process and update any purchase documents, you need to carefully plan and decide if you should use latest cost or average cost method. This will drastically influence your gross profit (Sales less Cost of Sales) and consequently the net profit. If you are not sure, which method to select, consult with your accountant.
TurboCASH defaults to an average costing basis. This means that if, when purchasing a stock item, the cost price has changed from the price you last specified, simply enter the new cost price. TurboCASH will then average the cost price for you (e.g. if you buy an apple for R1.00 today and tomorrow you buy another apple for R1.50, TurboCASH will calculate the average cost price to be R1.25 per apple).
If you wish to use the latest cost price instead of the average cost price, you need to select the Latest Cost (Cost of Sales) in the Setup - System Parameters - Stock Information (Use Cost of Sales) menu option.
If you use Cost of Sales, TurboCASH will update the cost of sales account with the cost prices (latest cost or average cost).
If any errors are found in a posted or updated purchase document, you need to create a stock or goods returned document to correct any errors on posted or updated purchase orders.
You may also edit purchase or goods received notes, for confirmed and converted orders to purchase or goods received documents or any purchase or goods received notes, which have not yet been posted or updated to the ledger. It is very important to check the accuracy of your purchase or goods received documents before posting or updating it to the ledger, since you need to create a stock or goods returned document to correct any errors on posted or updated purchase documents.
To Create or Edit Purchase Documents or Goods Received Notes:
Press the <Spacebar> on your keyboard. You may also
click on the speed
button or icon. You may also click on the down arrow of the Invoice speed button
to select purchase from the purchase document list or press the and
keys on your keyboard. The Document Entry screen will be displayed.
Select Purchase in the Documents field, if Purchase is not displayed.
Select and enter the applicable information for the applicable
fields:| Option | Description | |
| 1. | Creditor | Select the Creditor for whom you wish to create a Purchase document or to edit an existing Purchase document. |
| 2. | Purchase Number |
Always select NEW to create a new Purchase document and
TurboCASH will generate the next Purchase Number. If you wish to edit a Purchase document or a Purchase document, which was confirmed and converted from an Order, you may select an existing Purchase Number for the selected Creditor. |
| 3. | Date |
The current date in your system should be displayed. You
may enter any other valid date or select a date using the date picker. If you have converted an Order to a Purchase or Goods Received document, the date on which the Order was converted to a Purchase or Goods Received document will be displayed. |
| 4. | Your Reference: | Enter the reference number as supplied by your Creditor, if available. |
| 5. | Salesperson | The salesperson is not applicable to orders and purchases and stock or goods returned documents and cannot be selected. |
| 6. | Document Group 1 / Document Group 2 | You may select any of the available Document Reporting Groups, which you have created in the Setup - System Parameters - Groups menu option. |
| 7. | Postal Address | The address as entered on the Edit - Accounts - Creditor (General Information tab) for the specific Creditor will be displayed. |
| 8. | Delivery Address |
The address as entered on the Edit - Accounts - Creditor (Remittance
tab) for the specific Creditor will be
displayed. You may also enter or overtype the address in this field if the delivery address is different. |
| 9. | Available Balance |
Check that the available balance on the credit facilities
is sufficient to accommodate this purchase. If this order will exhaust or
exceed the credit limit, you may need to schedule payment to the creditor
or apply for increased credit limit. TurboCASH will automatically calculate the difference between the credit limit and the current balance of your Creditors account. |
| 10. | Message | The message you have entered in the Setup - System Parameters - Documents (Purchase tab) menu option will be displayed. You may enter or overtype this message with another message for this specific purchase document. |
Once you are finished with the message, the Document Entry Details screen for Purchase and the Stock Items search facility screen will be displayed.
Select the applicable Stock Item from the Stock Item search
facility and TurboCASH will automatically display the Item No., Description and
Unit Amount in the applicable fields. You need to enter the Quantity. TurboCASH
will automatically calculate the amount for the number of items placed in the
line. If you are registered for VAT and VAT is applicable to the transactions,
remember to check that the amounts reflect inclusive or exclusive of VAT
correctly.If you have received a price list or an agreement with your creditor that the prices have increased, you need to enter the latest cost price. Should you have specific discounts, as agreed with your creditor (supplier) you need to specify the percentage of discount.
If you have selected an existing order, or an existing purchase or goods received document (which have not yet been posted or updated to the ledger), the details of the transactions for the selected document will be displayed. You may add any new items, comments, select stock items and edit the quantities and discounts.
When you are finished with the Purchase document, press the
button to close or exit the Stock Item search facility. The following
confirmation message will be displayed:Click on to print the document and click on the button on the Document Entry Header screen. The document will
be printed to the output method as displayed on the screen. If you click on the
button on the confirmation screen, you
may print the purchase document later in the Input
- Documents - Print menu option. You may also
re-print the purchase document whether it is posted or not.You may set the auto-post documents on print option in the Setup - System Parameters - Documents menu option to update or post documents automatically once a document is generated and printed. If you use this feature and click on the
button not to print a document once it is generated, you need to update or post the unprinted documents in this Input - Update Ledger menu option.
You may proceed to create or edit another purchase or goods
received document or another document, or you may press the button on
your keyboard to exit the Document Entry screen.
Cost Prices Latest Cost or Average Cost
Before you start to process and update any purchase documents, you need to carefully plan and decide if you should use latest cost or average cost method. This will drastically influence your gross profit (Sales less Cost of Sales) and consequently the net profit. If you are not sure, which method to select, consult with your accountant.
TurboCASH defaults to an average costing basis. This means that if, when purchasing a stock item, the cost price has changed from the price you last specified, simply enter the new cost price. TurboCASH will then average the cost price for you (e.g. if you buy an apple for R1.00 today and tomorrow you buy another apple for R1.50, TurboCASH will calculate the average cost price to be R1.25 per apple).
If you wish to use the latest cost price instead of the average cost price, you need to select the Latest Cost (Cost of Sales) in the Setup - System Parameters - Stock Information (Use Cost of Sales) menu option.
If you use Cost of Sales, TurboCASH will update the cost of sales account with the cost prices (latest cost or average cost).
If any errors are found in a posted or updated purchase document, you need to create a stock or goods returned document to correct any errors on posted or updated purchase orders.
