Purchases allow you to enter expenses via supplier invoices.
Depending on the method used, you can either:

Make product purchases and update the inventory.
Charge the total amount to the supplier's account (payables).
Pay the amount immediately and create a check.

WARNING Any invoice deemed incorrect by the system (invalid date, incorrect amounts or accounts) will be placed on hold in the purchase closure and must be corrected before it can be transferred. For an invoice paid immediately, the check is canceled and the invoice is placed on hold.

To enter a purchase, here are the steps to follow:

1) Choose the supplier by entering the code or clicking the search to choose it.
2) Enter the invoice number and click "ENTER" to validate the invoice. The validation checks the invoice number for this supplier to avoid repeat errors.
3) Check the date and modify it if necessary. Be careful with dates in the past, taking into account the taxes to be claimed and the date of your last tax processing.
4) There are two methods for expenses: By default, purchases are presented in simple mode.

- Most of the time, the breakdown by G/L account is the method used.
- Simply choose the expense account and enter the total amount.
- The detailed mode (presented here) allows you to specify the purchase of product in the inventory.

The two buttons left of the # ACCOUNT allow you to insert a line or delete a line.

The tax rates chosen in the central section affect the new detail lines added.
The button on each line allows you to detax the amount entered in the TOTAL box.

Normally the tax level chosen, calculates the taxes to be claimed automatically.
Sometimes a supplier invoice has an incorrect tax calculation and we need to correct our invoice to reflect this error.
In this case, simply correct the appropriate tax box and click the "ENTER" key several times, (until the end of T.V.Q.) to save the line.

ATTENTION: If the line is modified again (account, description or amount), the line will be recalculated again and the modification of the taxes made will be lost.

It is possible to save a future invoice (IE we do not want to report it right away) with the complete data. This type of document is most often used in IMPORT chains to record container reservations or customs clearance fees or future deposits to be made to the supplier before the release and shipment of the order.

An existing invoice in PRE-PURCHASE mode that is loaded will offer the possibility of transforming the PRE-PURCHASE invoice into a normal PURCHASE INVOICE and closing it in 1 click.

MODE 1 Distribution by quantity: This mode simply distributes the expenses over all the items, so in this example the amount of $130 is divided by the total quantity of 600 items which gives an amount of $0.22 which will be added to the cost price of the item in the inventory. The cost line turns blue to indicate the chosen mode. By placing the mouse on the symbol next to the unit price, you will see the amount added to the base cost (1.26 + 0.22). By clicking the mode symbol, the distribution is canceled and the line becomes white again.
MODE 2 Distribution by value: This mode distributes the fees in proportion to the value of the items, so in this example the amount of $130 is divided according to the percentage of the cost value of an item compared to the others which gives an amount of $0.11 which will be added to the cost price of this item in the inventory. The fee line turns green to indicate the chosen mode. By placing the mouse on the symbol next to the unit price, you will see the amount added to the base cost (1.26 + 0.11). The second item is worth more so it receives 0.77 By clicking the mode symbol the distribution is canceled and the line becomes white again.
MODE 3 Distribution by weight: This mode distributes the costs in proportion to the weight of the items, so in this example the amount of $130 is divided according to the percentage of the weight of an item compared to the others which gives an amount of $0.09 which will be added to the cost price of this item in the inventory. The cost line turns fuchsia to indicate the chosen mode. By placing the mouse on the symbol next to the unit price, you will see the amount added to the base cost (1.26 + 0.09). The second item is 10 times heavier so it receives 0.87 By clicking the mode symbol the distribution is canceled and the line becomes white again.

It is now possible to apply miscellaneous fees to the cost of these products retroactively.
Situation: one or more purchase invoices are created like the two examples here on the right. Some fees can be applied to the invoices as in the examples. the cost is adjusted on the spot.
A brokerage fee invoice for these two orders arrives some time after the closing of the two invoices. By clicking one of the buttons or you can select products from an order reference or purchase invoice. The products from the last reference (if there have already been other fee invoices) are loaded into a table below the expense breakdown table and any distribution of fees via are applied to the products according to the chosen mode. As long as the distribution is not chosen, the button allows you to cancel the fee distribution selection. The NEW COST is recalculated with an algorithm that takes into account the retroactive average cost calculation at the time of the first calculation. When saving, the cost of these products will be adjusted.
Section (1) shows the historical cost when creating the purchase invoice for the products. Section (2) shows the new unit cost of the product. Section (3) shows the actual inventory cost following the original invoice and the new cost applied with the retroactive calculation. If items refer to a previous expense invoice, then the evolution of the expenses and cost will be displayed.
This invoice will be displayed in the history with the display of price adjustments. The yellow section indicates the distribution of costs on the products concerned.

A CHECK button will be available and by clicking it, a check can be prepared for the supplier.
When the check is prepared, the check number appears in the CHECK button ####.

The Payable Option is an advanced function that allows you to transfer the account to another supplier while leaving the purchase to the main supplier. Simply activate the function and choose in the box to the right of the option, the supplier who should receive the account to be paid.

This option is most often used to process a purchase made with a company credit card.
The purchase appears in the purchase report and in the normal vendor history, but the account to be paid is in the vendor specified in the payable option (in this case, the credit card).

To update the Exchange Rate Register: Go to ADMINISTRATIVE SETTINGS you will find the EXCHANGE RATE section.

In this function you can automatically update the table via the global exchange rate center via the internet. The system will add the missing lines to the table. You can manually update the rates and values ??or delete the lines from the table if desired. You can choose an expense account to activate the function (ENTER EXCHANGE RATE AMOUNT) by searching or manually. A debit account is required. A copy option allows you to copy the account from line 1 to the other lines of the table.

MODIFICATION DES LA PROCÉDURE D'ENTRÉE DE DONNÉES (MAI 2021) The procedure has been modified for data lines. The reason is that in some cases the confusion of some fields called "LIVE" that update information and calculations. This confusion due to certain updates of WEBKITS in browsers allowed the loss (quite frustrating) of information and the current invoice. To remedy this eventuality, we have modified the sequence of lines and calculation triggers. For a normal calculation, we enter the amount and ENTER to the end of the line as in customer invoicing. To exempt the amount, we can immediately after entering the amount, click the exempt button. To modify the taxes, you can change the GST and QST (the change triggers the calculation).

USING INVOICE TEMPLATES It is possible to create templates (or invoice models) that will be used repeatedly. To create a template, go to TEMPLATE mode by clicking the ACTIVATE TEMPLATE MODE button (circled in red). Then you can create your template. An invoice number (used as a template number) is required. It is not mandatory to specify a supplier (if the template is used for several suppliers). You do not have to enter amounts for each line. A template is mainly used to create invoices with a complex breakdown that require more time to enter repeatedly. These templates cannot be counted. Once saved, the template is in a template bank separate from the invoices. To use a template and create an invoice, simply click on the TEMPLATE button (circled in blue) and choose a template in the search. The template will be imported into the invoice.

IMPORTING A SUPPLIER ORDER When the IMPORT mode (importing a received supplier order) is used, the detail lines will be BLUE to indicate that the quantities of the item in this line will not be updated when saving. DECEMBER 2022 It is now possible to import multiple purchase orders from the same supplier into a single invoice. The quantities have already been updated when the supplier order is received. In addition, the account and product code will be locked.

RESUME EXISTING INVOICE AND LOADING The button brings up the selection window for existing purchase invoices. Depending on the status of the purchase invoice, it will be green or red. For posted invoices (red), it will no longer be possible to modify them. For open invoices (green), they can be loaded, modified and saved again.

By clicking on the button, a viewing window appears and contains the summary of the invoice in question. This allows a preview of the invoice without having to load it. The same principle is applied during import except that these are supplier orders and the open/closed status does not apply since only the items received (and not invoiced) will be loaded into the invoice.