Purchase Money Payment

Inventory Purchases – Purchase Money Payment

Purchase Money Payment Overview

The Purchase Money Purchase is commonly referred to as a Cash Purchase.

The Purchase Money Payment screen is the sixth item in the Inventory Purchases Data Entry drop-down menu. Purchase Money Payment is used to enter cash purchases of stock from suppliers not set up as a Vendor in your SapphireOne system.

The remainder of the data-entry process for Purchase Money Payment is exactly the same as a Vendor Invoice except that there is not a requirement to enter in a Vendor ID.

There are five main areas of the Purchase Money Payment screen

1. Details Area

How to enter information in the Details area.

  1. Memo – Type in memo/notes as required.
  2. Address – This field is for recording a mailing address if supplied for some reason. (warranty, insurance etc)
  3. Document Paperclip – Scan and attach any documents relating to the money receipt.  

The user will note that initially there is a paper clip in the top right hand corner of this area with the words 0 Items after it. The colour of this paper clip indicates that there are no documents attached to this transaction.
When a document has been attached, the paperclip will turn and the word Items will be prefixed by the number of documents currently attached to this transaction.
Within reason any number of documents may be attached to a transaction!

In either case to add a document, select either the or paperclip, and the following Document List pop up will be displayed.

Note: While the screenshot below is from Mac, for Windows users the Document List pop up is identical!

There are eight buttons or icons on this Document List pop up.

  • When the button is selected the system will open the currently highlighted document for viewing. (The appropriate software must be installed on the local machine or workstation)
  • When the button is selected the system display a popup which asks the user if they want to Import a New Version of the currently highlighted document. (The new version will still be linked to any transaction’s as was the old version).
  • When the Scan button is selected the system will access a scanner and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to this transaction. (The appropriate scanner with software must be installed on the local machine or workstation).
  • The Save button allows the user to save the currently highlighted document to disk.
  • The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A popup will be displayed allowing the user to make their selection.
  • The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A popup will be displayed allowing the user to make their selection from a list of documents.
  • The Delete button when selected, will delete the currently highlighted transaction or record.
  • When the Add button is selected the system will display a search function allowing the user to select a document that is currently on the local machine or workstation.

2. Information Tab Area

  • Date In – Is the date that this Order has been entered on the system (usually the system date).
  • Arrival – When converted from a Vendor Order (OVI) to a Vendor Purchase (PVI), the Arrival Date will automatically become the Date In for the PVI.
  • Invoice No. – Internal reference number and automatically generated by the system.
  • Order No. – Enter order number.
  • Rep ID – Sales representative ID.
  • Carrier – Shipping carrier, for example Australia Post.
  • Period – Period matching the date, set in company controls.

3. Tracking Details Area

Entering Tracking Info

  1. Date In – Is the date that this Order has been entered on the system (usually the system date).
  2. Arrival – When converted from a Vendor Order (OVI) to a Vendor Purchase (PVI), the Arrival Date will automatically become the Date In for the PVI.
  3. Cheque No – Enter cheque number.
  4. Invoice No – Internal reference number and automatically generated.
  5. Rep ID – Sales representative ID.
  6. Period – Period matching the date, set in company controls.

4. Transaction Lines Area

How to enter Transaction details

As you enter a transaction, a summary of the transaction appears in a single line. You can view or modify a line by selecting it, then proceed to view or modify in the data entry area above.

  1. Inventory – Is a linked field and the user can use the Wildcard [( @ or ? ) and TAB ] option, or simply type part or all of the product name to search for the Inventory code.
  2. Unit – Populates the unit details as set in the inventory item, for example Set, Each, Ctn, Kg, etc.
  3. Quantity – Enter the quantity requested.
  4. Rate – This is the Line Item default rate. You can enter in a new rate but note this is the rate excluding tax.
  5. Discount – Enter any Discount percent age allocated.
  6. Tax Code – You may accept the default code or enter in a new tax code.
  7. Tax % – For example Australia, USA, New Zealand and other countries, the Vendor Tax Code controls the rate. In Australia, the Inventory file will override on GST free or exempt items as required.
  8. Tax Amount – This will automatically populate with the total amount of tax for each individual line.
  9. Total – This is the total cost for each individual line item including any tax.
  10. Ex-Tax – This is the cost before Tax. There are two locations where the Ex-Tax value is displayed. In the Line Entry area where it is displayed on a line by line basis, and in the Totals area at the bottom of the screen as a value for the entire order. This is for users who are arriving orders and need to be able to view the Ex-Tax pricing within the Order.
  11. Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. The system will display the Project Name.
  12. Don’t Print – Select Don’t Print to stop the line below from printing on the vendor order. The amount from this line is still included in the total value of the vendor order.
  13. Weight/Area – This field displays the total weight or area x order quantity. The user may enter the total weight required which will automatically update the order quantity.
  14. Carton – Displays the total cartons: quantity multiplied by the carton quantity set in Inventory details.
  15. Pallet – Displays the pallet quantity (quantity multiplied by the pallet quantity set in Inventory details).
  16. 2nd Unit – Displays total 2nd unit (quantity multiplied by 2nd unit quantity set in Inventory details).

5. Transaction Footer Area

The Transaction Footer is the information bar along the bottom of the screen, and allows for easy checking of the critical details of a transaction.

These details include:

  1. Sequence – Is the automatically generated unique Sequence number.
  2. Batch – The Batch field shows the total for all orders entered in the current group.
  3. Amount – Total Amount is the Tax free amount of the order.
  4. Ordered Weight – Is the Total Weight of the Vendor Order.
  5. Weight/Area – Weight/Area is the total weight or area of all lines entered on the order.
  6. Carton – Is the calculated total quantity of Cartons.
  7. Pallets – Is the calculated total quantity of Pallets.
  8. Tags – The user can select a saved Tag from this Drop down or add a custom tag.
  9. Add/Remove – The user can click on the + to add a line or – to remove a transaction line.

Watch how to enter a Purchase Money Payment in SapphireOne

Was this helpful?

Previous Article

Purchase Vendor Credit

Next Article

Purchase Money Receipt