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taken from the Accounting Made Easy e-book








VIEW PRINTED CREDITOR (SUPPLIER) DOCUMENTS
VIEW PRINTED PURCHASE OR GOODS RECEIVED DOCUMENTS
  
Purchase or goods received documents might be printed when you have finished creating and editing a purchase or goods received document in the Document Entry screen or in the Input - Documents - Print menu option. Printed purchase or goods received documents might be edited, provided that they have not yet been posted or updated to the ledger. An example of a purchase or goods received document is as follows:

The name address and contact details entered on the Setup Company Info menu option. The name address as entered on the Edit - Accounts - Creditor (General Information) menu option. The Purchase document Heading as set in the Setup Documents (Purchase) menu option. TurboCASH generates numbers for each document. Page number. Date of the Purchase document - This is also the transaction date when the document is updated to the ledger. Reference if entered in the Tax Reference field of the Edit - Accounts - Creditor (Accounting Information) menu option. The Reference number as supplied by the supplier / creditor if entered on the Purchase Document Header screen. The account number of the supplier / creditor account. The delivery address as entered on the Edit - Accounts - Creditor (Statements) menu option. Stock Item code and description as selected. The quantities as entered. The selected or entered unit (each, etc.) cost price. Line Discount percentage as specified. Overall discount percentage. This will reduce the net cost price exclusive of VAT. The total cost price for the specified quantity (the quantity x cost price). The VAT amount is automatically calculated on the Input Tax percentage for the selected Stock Item on the Exclusive amount. This is the total of the Exclusive and the VAT (Tax) amount. The unit for the selected Stock Item (e.g. each, litres, etc.) Invoice and Item or Line Discount. Comment inserted to display more information for a stock item on the document. Total of all transactions on this document (Exclusive, Tax and Inclusive). The Inclusive total is the amount payable. Company Registration number (entered on the Setup Company Info menu option) must be displayed if a business is registered as a Company, Close Corporation, Non-profit Organisation, etc. VAT Registration number (entered on the Setup Company Info menu option) must be displayed if a business is registered as a VAT vendor. Standard Purchase or Goods Received Voucher message as entered on the Documents Setup (Purchase) menu option. The name and signature of the person and the date on which the Purchase or Goods Received document is accepted. If an Order has been converted to this Purchase document, the Order number will be displayed.

Purchase or goods received documents consist basically of 3 sections, i.e. the heading, transaction details and the footer.
  1. The Header Section - contains the details of your business, the postal and delivery addresses (if delivery address was entered) of the creditor (supplier), the document number, date, number of pages, Tax reference number, and the reference number of the creditor for the transaction, and account number. This information was displayed on the Document Entry Header screen. The Exemption Reference number is the Tax number as entered on the Edit - Accounts - Creditors (Accounting Information tab).

  2. The Transaction Section - contains the details of the transactions as selected, entered and edited in the Document Entry Details screen. It displays the code and description of the stock items purchased or received, any comments, any discounts, etc. If you are registered as a VAT vendor and you have selected a Tax code, and VAT amounts for each item (Exclusive amount, Tax amount and the Inclusive amount). Finally the total for all the transactions are displayed at the end of this section.

  3. The Footer Section - contains the message as entered on the Setup - System Parameters - Documents (Purchase tab) menu option and the Company and Tax registration numbers if entered on the Setup - System Parameters - Company Info (Address tab) menu option. This section also includes a place for the name and signature of the person, who accepts the purchase or goods received documents and the date on which the purchase or goods received documents is accepted.

You may also select to print the company logo instead of your address on the purchase or goods received documents. If you select to print your company logo, make sure that your address and contact numbers are included in your logo.

Purchase or goods received documents will have exactly the opposite effect as that of stock or goods returned documents on the creditor (supplier) account and balances, the stock quantities and balances as well as the ledger accounts.

If a purchase or goods received document have been posted or updated to the ledger, you need to create a stock or goods returned document to reverse or cancel the incorrect entries on the purchase or goods received document.

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