Accpac - Guide - Manual For PO User Guide PDF

.
SAGE ACCPAC
Sage Accpac ERP
Purchase Orders
User Guide
Sage Accpac International, Inc. Confidential

PO ttl UG.doc, printed on 10/10/2006, at 4:58:29 PM. Last saved on 10/10/2006 4:58:00 PM.
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trademarksarethepropertyoftheirrespectiveowners.
SageAccpacInternational,Inc.
Publisher
Nopartofthisdocumentationmaybecopied,photocopied,reproduced,translated,microfilmed,
orotherwiseduplicatedonanymediumwithoutwrittenconsentofSageAccpacInternational,Inc.
UseofthesoftwareprogramsdescribedhereinandthisdocumentationissubjecttotheSage
SoftwareLicenseAgreementenclosedinthesoftwarepackage.
Sage Accpac International, Inc. Confidential

POUG-TOC.doc, printed on 10/10/2006, at 5:18:20 PM. Last saved on 10/10/2006 5:18:00 PM.
Contents
Chapter 1: Introducing the User Guide

HowtoUseThisGuide ......................................................... 11
OnlineDocumentation .......................................................... 12
TheGettingStartedManual ..................................................... 13
WhereToNow? ................................................................ 13
Chapter 2: What You Need to Know Before Using

Purchase Orders
OverviewofPurchaseOrdersProcessing ......................................... 22
ProcessingTransactions ......................................................... 23
ProcessingRequisitions ......................................................... 25
EnteringRequisitions ....................................................... 26
CreatingPurchaseOrdersfromRequisitions .................................. 29
CompletingRequisitions ................................................... 210
PrintingRequisitions ...................................................... 210
UsingSecuritywithRequisitions ............................................ 211
ProcessingPurchaseOrders .................................................... 211
EnteringPurchaseOrderInformationandVendorInformation ................ 213
EnteringDetailsonPurchaseOrders ........................................ 220
CheckingandEditingPurchaseOrderTaxes ................................. 231
EnteringP/OInformationontheOptionalFieldsTab ......................... 233
EnteringExchangeRateInformation ........................................ 234
CheckingPurchaseOrderTotals ............................................ 234
PostingPurchaseOrders ................................................... 236
PrintingPurchaseOrders ................................................... 236
User Guide iii
Sage Software Confidential

DayEndProcessingofPurchaseOrders ..................................... 238

ChangingPurchaseOrderInformation ...................................... 238
UsingSecuritywithPurchaseOrders ....................................... 239
CreatingPurchaseOrdersAutomatically .................................... 239
ProcessingReceipts ........................................................... 248
EnteringReceipts ......................................................... 249
FlowChartOverviewofReceiptProcessing ................................. 251
EnteringReceiptHeaderInformationandVendorInformation ................ 253
EnteringReceiptDetails ................................................... 255
EnteringAdditionalCosts ................................................. 263
EnteringReceiptOptionalFields ........................................... 274
CheckingReceiptTaxInformation .......................................... 275
CheckingReceiptandAdditionalCostTotals ................................ 276
PostingReceipts .......................................................... 278
InvoicingReceipts......................................................... 279
PrintingReceivingSlips ................................................... 279
DayEndProcessingofReceipts ............................................ 280
EditingReceipts .......................................................... 282
UsingSecuritywithReceipts ............................................... 283
ProcessingInvoices ........................................................... 284
EnteringInvoices ......................................................... 285
EnteringInvoiceInformationandVendorInformation........................ 285
EnteringInvoiceDetails ................................................... 289
InvoicingAdditionalCosts ................................................. 294
EnteringInvoiceOptionalFieldData........................................ 295
CheckingInvoiceTaxInformation .......................................... 296
CheckingInvoiceTotals ................................................... 296
EditingPaymentTerms .................................................... 297
PostingInvoices .......................................................... 297
DayEndProcessingofInvoices............................................. 298
UsingSecuritywithInvoices ............................................... 299
iv Sage Accpac Purchase Orders

ProcessingReturns ............................................................ 299

EnteringReturnInformationandVendorInformation .......................2100
EnteringReturnsforExistingReceipts ......................................2100
EnteringReturnsforNonExistingReceipts .................................2101
EnteringOptionalFieldData ..............................................2102
EnteringExchangeRateInformation .......................................2102
CheckingReturnTaxInformation ..........................................2103
CheckingReturnTotals ...................................................2103
PostingReturns ..........................................................2103
PrintingReturns ..........................................................2104
DayEndProcessingofReturns ............................................2104
EditingReturns ..........................................................2105
UsingSecuritywithReturns ...............................................2105
ProcessingCreditNotesandDebitNotes .......................................2105
EnteringCreditsorDebitstoExistingInvoicesorReturns ....................2106
EnteringCreditsorDebitstoNonExistingInvoicesorReturns ...............2107
EnteringOptionalFieldandExchangeRateInformation .....................2107
CheckingCredit/DebitNoteTaxInformation ................................2108
CheckingCredit/DebitNoteTotals .........................................2108
PostingCreditNotesandDebitNotes ......................................2109
DayEndProcessingofCreditNotesandDebitNotes ........................2109
UsingSecuritywithCreditNotesandDebitNotes ...........................2110
SummaryofPostingandDayEndProcessing ...................................2110
EditingVendorandDetailTaxInformation .....................................2112
DetailTaxInformation ....................................................2113
TaxInformationforAdditionalCostDetails .................................2116
DocumentTaxInformation ................................................2118
EnteringOptionalFieldInformation ...........................................2120
AccountingforRetainage .....................................................2121
BeforeUsingRetainageAccounting ........................................2122
PeriodicProcessing ...........................................................2122
DayEndProcessing ..........................................................2124
TasksPerformedbyDayEndProcessing....................................2126
User Guide v

RunningDayEndProcessing ............................................. 2127

BatchesCreatedinAccountsPayable .......................................... 2128
JournalEntriesGeneratedfromPostedPurchaseOrdersTransactions ............ 2129
Receipts ................................................................. 2130
Invoices ................................................................. 2133
ExpensedAdditionalCosts ............................................... 2134
Returns ................................................................. 2135
CreditNotes ............................................................. 2136
DebitNotes.............................................................. 2137
CreatingGeneralLedgerBatches .............................................. 2138
ClearingHistoricalData ...................................................... 2138
PeriodicTasksinaStandAlonePurchaseOrdersSystem .................... 2140
ReportingPurchaseOrdersData .............................................. 2141
PrintingReports ......................................................... 2141
PrintingForms ........................................................... 2143
UsingPurchaseOrderswithOtherSageAccpacPrograms ....................... 2144
AccountsPayable ........................................................ 2144
AccountsReceivable ..................................................... 2145
GeneralLedger .......................................................... 2145
InventoryControl ........................................................ 2146
OrderEntry ............................................................. 2147
ProjectandJobCosting ................................................... 2147
WhereToNow? ............................................................. 2147
Chapter 3: Maintaining Setup Information

IconsforMaintainingSetupInformation ......................................... 32
SetupMaintenance ......................................................... 32
SetupReports.............................................................. 34
ChangingPurchaseOrdersOptions ............................................. 34
ChangingCompanyOptions ................................................ 35
ChangingProcessingOptions ............................................... 35
ChangingAgingPeriodsandDocumentNumbering .......................... 38
vi Sage Accpac Purchase Orders

AfterChangingOptions ..................................................... 39
ChangingG/LIntegrationOptions ............................................... 39
ChangingOptionsontheIntegrationTab .................................... 310
ChangingOptionsontheTransactionsTab .................................. 314
AfterChangingOptions .................................................... 316
Adding,Editing,andDeletingShipViaCodes ................................... 316
AddingaShipViaCode ................................................... 316
EditingaShipViaCode .................................................... 317
DeletingaShipViaCode ................................................... 317
AfterChangingShipViaCodes ............................................. 318
Adding,Editing,andDeletingVendorContractCosts ............................ 318
AddingVendorContractCosts ............................................. 319
EditingaVendorContractCost ............................................. 320
DeletingVendorContractCosts ............................................. 320
AfterChangingVendorContractCosts ...................................... 320
Adding,Editing,andDeletingTemplates ........................................ 321
AddingaTemplate ........................................................ 321
EditingaTemplate ........................................................ 322
DeletingaTemplate ....................................................... 322
AfterChangingTemplates ................................................. 323
Adding,Editing,andDeletingAdditionalCosts ..................................... 323
AddinganAdditionalCost ................................................. 324
EditinganAdditionalCost ................................................. 324
DeletinganAdditionalCost ................................................ 325
AfterChangingAdditionalCostRecords .................................... 325
Adding,Editing,andDeletingEmailMessages .................................... 326
AddinganEmailMessage ................................................. 326
EditinganEmailMessage ................................................. 327
DeletinganEmailMessage ................................................ 327
AfterChangingEmailMessages ............................................ 328
Adding,Editing,andDeletingOptionalFields ................................... 328
AddingOptionalFields .................................................... 328
EditingOptionalFields .................................................... 330
User Guide vii

DeletingOptionalFields ................................................... 330

AfterChangingOptionalFields ............................................ 331
MaintainingRecordsforaStandAloneSystem .................................. 331
Adding,Editing,andDeletingAccountSets ................................. 331
Adding,Editing,andDeletingItems ........................................ 334
LinkingVendorstoItems .................................................. 337
Adding,Editing,andDeletingWeightUnitsofMeasure ...................... 338
ImportingandExportingSetupRecords ........................................ 341
Chapter 4: Processing Requisitions and Purchase

Orders
IconsUsedtoProcessRequisitionsandPurchaseOrders .......................... 42
WorkingwithRequisitionsandPurchaseOrders .............................. 42
PrintingRequisitionandPurchaseOrderForms .............................. 43
ReportingPurchaseOrders ................................................. 43
Adding,Editing,andDeletingRequisitions ...................................... 45
EnteringRequisitionInformation ............................................ 48
Adding,Editing,andDeletingPurchaseOrders ................................. 415
EnteringPurchaseOrderInformation ....................................... 418
EditingTaxInformation ....................................................... 431
EnteringOptionalFieldInformation ............................................ 434
EditingExchangeRates........................................................ 435
CreatingPurchaseOrdersAutomatically ........................................ 436
CreatingPurchaseOrdersfromRequisitions ................................. 436
CreatingPurchaseOrdersfromInventoryControlReorderQuantities ......... 440
CreatingPurchaseOrdersfromOrderEntrySalesOrders ..................... 445
PrintingRequisitions .......................................................... 448
PrintingaSingleRequisitionImmediatelyafterPosting ....................... 449
PrintingaRangeofRequisitions ............................................ 450
PrintingPurchaseOrders ...................................................... 451
PrintingaPurchaseOrderImmediatelyafterPosting ......................... 452
PrintingaRangeofPurchaseOrders ........................................ 453
viii Sage Accpac Purchase Orders

ImportingandExportingRequisitionsandPurchaseOrders ....................... 456

ImportingRequisitionsandPurchaseOrders ................................. 456
ExportingRequisitionsandPurchaseOrders ................................. 456
Chapter 5: Processing Receipts, Invoices, Returns,

Credit Notes, and Debit Notes
IconsforWorkingwithReceipts,Invoices,Returns,CreditNotes,andDebitNotes ... 52
WorkingwithReceipts,Invoices,Returns,CreditNotes,andDebitNotes ........ 52
PrintingReceivingSlipsandReturns ......................................... 53
ReportingReceipts,Invoices,Returns,CreditNotes,andDebitNotes ............ 53
AddingandEditingReceipts .................................................... 55
EnteringReceiptInformation ................................................ 57
EnteringReceiptDetails .................................................... 511
EnteringAdditionalCostswithReceipts ..................................... 517
EnteringOptionalInformation,EditingExchangeRates,EditingRetainage,and
CheckingTaxesandTotalsforthePrimaryVendor ....................... 523
PostingandPrintingReceipts ............................................... 525
InvoicingItemandAdditionalCostDetailsDuringReceiptEntry .............. 526
AddingInvoices .............................................................. 527
EnteringInvoiceInformation ............................................... 528
EnteringInvoiceItemDetails ............................................... 532
EnteringAdditionalCostswithInvoices ..................................... 534
EnteringOptionalFieldsInformation,EditingExchangeRatesandRetainage,
CheckingTaxesandTotals,andPostingInvoices ......................... 538
AddingandEditingReturns ................................................... 540
EnteringReturnInformation................................................ 541
EnteringReturnDetails .................................................... 544
EnteringOptionalFieldsInformation,EditingExchangeRates,andCheckingReturn
andTaxTotals ......................................................... 549
PostingandPrintingReturns ............................................... 550
AddingCreditNotesandDebitNotes ........................................... 551
EnteringCreditNoteandDebitNoteInformation ............................ 551
User Guide ix

EnteringorEditingItemDetailsonCreditNotesorDebitNotes ............... 555

EnteringorEditingAdditionalCostDetailsonCreditNotesorDebitNotes .... 558
EnteringOptionalInformation,EditingExchangeRatesandTaxInformation ... 560
CheckingTotals,andPostingCreditNotesandDebitNotes ................... 560
EnteringExchangeRates ...................................................... 566
PrintingReceivingSlipsandReturns ........................................... 570
PrintingaReceivingSlipImmediatelyafterPosting .......................... 571
PrintingorEmailingaReturnImmediatelyafterPosting ..................... 572
PrintingaRangeofReceivingSlips ......................................... 573
PrintingorEmailingaRangeofReturns .................................... 574
UsingthePurchaseHistoryandPurchaseStatisticsForms ........................ 576
ViewingPurchaseHistory ................................................. 576
ViewingPurchaseStatistics ................................................ 578
Adding,Editing,andDeletingPurchaseStatistics ............................ 579
ImportingandExportingTransactions .......................................... 580
ImportingReceipts ........................................................ 580
ExportingReceipts,Invoices,Returns,CreditNotes,andDebitNotes .......... 581
Chapter 6: Periodic Processing

DayEndProcessing ............................................................ 61
DayEndProcessinginaStandAlonePurchaseOrdersSystem ................. 63
PeriodicReports ............................................................... 64
ClearingHistory ............................................................... 65
CreatingGeneralLedgerBatches ............................................... 611
PostingAccountsPayableInvoiceBatches ....................................... 613
DeletingInactiveRecords(inaStandAlonePurchaseOrdersSystem) ............. 614
x Sage Accpac Purchase Orders

Chapter 7: Reports
StandardReportFeatures ....................................................... 71
AccountSets(forStandAlonePurchaseOrders) .................................. 73
AdditionalCosts ............................................................... 73
AgedPurchaseOrders .......................................................... 74
CommittedCostsAuditList ..................................................... 76
EmailMessages ............................................................... 77
G/LIntegration ................................................................ 77
G/LTransactions ............................................................... 78
ItemTransactionHistory(forStandAlonePurchaseOrders) ...................... 710
Items(forStandAlonePurchaseOrders) ........................................ 711
MailingLabels ................................................................ 712
OptionalFields................................................................ 714
Options ...................................................................... 715
PayablesClearingAuditList ................................................... 716
PostingJournals ............................................................... 717
PurchaseHistory .............................................................. 719
PurchaseOrderAction......................................................... 720
PurchaseOrders .............................................................. 722
PurchaseStatistics ............................................................. 724
ReceivingSlips ................................................................ 725
Requisitions .................................................................. 726
Returns....................................................................... 727
ShippableBackorders .......................................................... 729
ShipViaCodes ............................................................... 729
Templates .................................................................... 730
TransactionList ............................................................... 730
VendorDetails(forStandAlonePurchaseOrders) ............................... 732
WeightUnitsofMeasure(forStandAlonePurchaseOrders) ...................... 733
User Guide xi

Appendix A: Error Messages

UsingOnlineMessageHelp ....................................................A1
Appendix B: Importing and Exporting

ImportingandExportingDataTipsandReminders ............................ B2
ImportingRecords ......................................................... B2
ImportOptions ............................................................ B2
ErrorsduringImporting .................................................... B3
ExportingfromRecordswithMultipleRecordTypes .......................... B4
SettingSelectionCriteriatoExportRecords ................................... B5
SelectingPurchaseOrdersRecordstoImportorExport ............................ B5
Appendix C: Purchase Orders Security

AssigningPurchaseOrdersSecurity ............................................. C1
BasicPermissionandRights .................................................... C2
AdditionalPermissionsandRights .............................................. C3
Appendix D: Technical Information

CreatingMacrosforPurchaseOrders ............................................D1
UsingVisualBasicMacrosforPurchaseOrders ...............................D1
RunningtheMacrosFromtheMacroMenu ..................................D2
AddingIconsfortheMacrostotheSageAccpacERPDesktop ..................D3
MultiuserConsiderations .......................................................D4
GlobalLocking ............................................................D5
SingleUserProcesses(forStandAlonePurchaseOrders) ......................D6
MultiuserDataProtection...................................................D6
xii Sage Accpac Purchase Orders

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the User Guide

Introducing
Chapter 1
Introducing the User Guide
ThischapterintroducesyoutothePurchaseOrdersUserGuide.The
UserGuidecontainsanoverviewofPurchaseOrdersprocessingas
wellasdetailedinformationaboutthedaytodayandperiodic
operationsofPurchaseOrders.
How to Use This Guide

UsethePurchaseOrdersUserGuidetofindinformationaboutthe
following:
Chapter 2, What You Need to Know Before Using Purchase Orders.

Explainstheconceptsofcreating,posting,andreviewing
requisitions,purchaseorders,receipts,invoices,returns,creditnotes,
anddebitnotes.ThechapteralsooutlineshowyoucanusePurchase
Orderstoreportpurchasingdataandcarryouttheperiodictasks
andproceduresthatarepartofyournormalroutine.
Chapter 3, Maintaining Setup Information. Describesthetasksof

definingandmaintainingPurchaseOrdersoptions,G/Lintegration
settings,shipviacodes,templates,additionalcostcodes,email
messages,andoptionalfields,aswellastheaccountsets,item
records,andvendordetailsrequiredforastandalonePurchase
Orderssystem.
Chapter 4, Processing Requisitions and Purchase Orders. Describes

thetasksofentering,posting,andreportingrequisitionsand
purchaseordersinyourPurchaseOrdersledger.
Chapter 5, Processing Receipts, Invoices, Returns, Credit Notes,

and Debit Notes. Describesthetasksofentering,posting,and
reportingreceipts,vendorinvoices,returnsofmerchandiseto
vendors,andcreditnotesanddebitnotesinyourPurchaseOrders
User Guide 11

Online Documentation
ledger.ThechapteralsoexplainshowtousethePurchaseHistory
andPurchaseStatisticsfeatures.
Chapter 6, Periodic Processing. Describesthetasksthatarepartof

yourregularperiodendandyearendprocedures,includingday
endprocessing,clearinghistory,creatinggeneralledgertransactions,
andprintingperiodicreports.
Chapter 7, Reports. DescribesthePurchaseOrdersforms,reports,

andjournalsandtellsyouhowtoprintthem.
Appendix A, Error Messages. Explainshowtogethelpifyou

encounteranerrormessagewhileusingPurchaseOrders.
Appendix B, Importing and Exporting. DescribesthePurchase

Ordersdatayoucanimportandexport,andcontainstipsonhowto
selectdataandcreatefilesforimportingorexporting.
Appendix C, Purchase Orders Security. Listsanddescribesthe

PurchaseOrderstaskgroupstowhichyoucangrantorrestrict
access.
Appendix D, Technical Information. Providesinformationformacro

developersandforadministratorsofmultiuserenvironments,
includingdescriptionsoftherecordaccesstypesusedtoprotectdata
inamultiuserenvironment.
Index. Containsanalphabeticallistingoftopicsinthisguide,with
correspondingpagenumbers.
Online Documentation
WhenyouinstallPurchaseOrders,youalsoinstallthePurchase
Ordersonlinedocuments.Foradescriptionofthesedocuments,see
Chapter1ofthePurchaseOrdersGettingStartedmanual.
12 Sage Accpac Purchase Orders

the User Guide

Introducing
The Getting Started Manual
The Getting Started Manual

ThePurchaseOrdersUserGuideandGettingStartedmanualare
shippedwithPurchaseOrdersontheSageAccpacapplicationsCD.
YoucanalsoinstallPurchaseOrdersdocumentationwiththe
PurchaseOrdersprogram,whereyoucanviewitfromtheHelp
menuontheSageAccpacDesktop.
ThePurchaseOrdersGettingStartedmanualintroducesthePurchase
Ordersprogram.Itprovidesanoverviewthatwillhelpyoumake
thebestuseoftheprogramspowerfulfeaturesandthenstepsyou
throughstartingandsettinguptheapplication.
SeetheSageAccpacWorkbookfortutoriallessonsthatwillhelpyou
learntousePurchaseOrders.
Where To Now?
IfyouhavejustpurchasedyourSageAccpacaccountingsystem,you
needtoinstalltheSystemManagerfirst.Todothis,followthe
instructionsintheSystemManagerAdministratorGuide.
Set up Beforeinstalling,activating,andsettingupPurchaseOrders,you
Accounts Payable
mustinstall,activate,andsetupSageAccpacAccountsPayable.
& Inventory Contol
before P/O PurchaseOrderscannotoperatewithoutthisprogram.Ifyouplanto
useSageAccpacInventoryControl,youmustalsoinstall,activate,
andsetupInventoryControlbeforeinstallingPurchaseOrders.
OnceyouhavecreatedyourownPurchaseOrderssystem,following
theinstructionsintheGettingStartedmanual,andarereadytobegin
usingPurchaseOrdersforyourdaytodayoperations,read
Chapter2,WhatYouNeedtoKnowBeforeUsingPurchase
Orders,inthisguide,foranoverviewofPurchaseOrders
processing.
Refertotheotherchaptersforinformationaboutusingparticular
PurchaseOrdersmaintenance,processing,andreportingfunctions.
User Guide 13

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Chapter 2
Purchase Orders
What You Need to Know Before
Before Using
Using Purchase Orders
OverviewofPurchaseOrdersProcessing ......................................... 22
ProcessingTransactions ......................................................... 23
ProcessingRequisitions ......................................................... 25
EnteringRequisitions ....................................................... 26
CreatingPurchaseOrdersfromRequisitions .................................. 29
CompletingRequisitions ................................................... 210
PrintingRequisitions ...................................................... 210
UsingSecuritywithRequisitions ............................................ 211
ProcessingPurchaseOrders .................................................... 211
EnteringPurchaseOrderInformationandVendorInformation ................ 213
UsingTemplates ....................................................... 217
ProcessingDifferentTypesofPurchaseOrders ........................... 218
EnteringDetailsonPurchaseOrders ........................................ 220
CheckingandEditingPurchaseOrderTaxes ................................. 231
SpecifyingtheVendorTaxGroupandTaxClass .......................... 231
SpecifyingTaxReportingAmounts ...................................... 232
EnteringP/OInformationontheOptionalFieldsTab ......................... 233
CheckingPurchaseOrderTotals ............................................ 234
PostingPurchaseOrders ................................................... 236
PrintingPurchaseOrders ................................................... 236
DayEndProcessingofPurchaseOrders ..................................... 238
ChangingPurchaseOrderInformation ...................................... 238
UsingSecuritywithPurchaseOrders ........................................ 239
CreatingPurchaseOrdersAutomatically .................................... 239
User Guide 2i

AutomaticallyCreatingPurchaseOrdersfromRequisitions ............... 240

CreatingPurchaseOrdersfromInventoryControlReorderQuantities...... 243
CreatingPurchaseOrdersfromOrderEntrySalesOrders ................. 246
ProcessingReceipts ........................................................... 248
EnteringReceipts ......................................................... 249
FlowChartOverviewofReceiptProcessing ................................. 251
EnteringReceiptHeaderInformationandVendorInformation ................ 253
EnteringReceiptDetails ................................................... 255
EnteringAdditionalCosts ................................................. 263
StepsforEnteringAdditionalCostswithReceipts ........................ 264
SpecifyingVendorsforAdditionalCosts ................................ 265
InformationEnteredwithAdditionalCosts .............................. 266
ExpensingJobRelatedAdditionalCosts ................................. 269
CalculatingProratedAdditionalCosts .................................. 270
EnteringReceiptOptionalFields ........................................... 274
CheckingReceiptTaxInformation .......................................... 275
CheckingReceiptandAdditionalCostTotals ................................ 276
PostingReceipts .......................................................... 278
InvoicingReceipts......................................................... 279
PrintingReceivingSlips ................................................... 279
DayEndProcessingofReceipts ............................................ 280
EditingReceipts .......................................................... 282
UsingSecuritywithReceipts ............................................... 283
ProcessingInvoices ........................................................... 284
EnteringInvoices ......................................................... 285
EnteringInvoiceInformationandVendorInformation........................ 285
EnteringInvoiceDetails ................................................... 289
InvoicingAdditionalCosts ................................................. 294
EnteringInvoiceOptionalFieldData........................................ 295
CheckingInvoiceTaxInformation .......................................... 296
CheckingInvoiceTotals ................................................... 296
2ii Sage Accpac Purchase Orders

EditingPaymentTerms .................................................... 297

PostingInvoices ........................................................... 297
Purchase Orders
DayEndProcessingofInvoices ............................................. 298
Before Using
UsingSecuritywithInvoices................................................ 299
ProcessingReturns ............................................................ 299
EnteringReturnInformationandVendorInformation .......................2100
EnteringReturnsforExistingReceipts ......................................2100
EnteringReturnsforNonExistingReceipts .................................2101
EnteringOptionalFieldData ..............................................2102
EnteringExchangeRateInformation .......................................2102
CheckingReturnTaxInformation ..........................................2103
CheckingReturnTotals ...................................................2103
PostingReturns ..........................................................2103
PrintingReturns ..........................................................2104
DayEndProcessingofReturns ............................................2104
EditingReturns ..........................................................2105
UsingSecuritywithReturns ...............................................2105
ProcessingCreditNotesandDebitNotes .......................................2105
EnteringCreditsorDebitstoExistingInvoicesorReturns ....................2106
EnteringCreditsorDebitstoNonExistingInvoicesorReturns ...............2107
EnteringOptionalFieldandExchangeRateInformation .....................2107
CheckingCredit/DebitNoteTaxInformation ................................2108
CheckingCredit/DebitNoteTotals .........................................2108
PostingCreditNotesandDebitNotes ......................................2109
DayEndProcessingofCreditNotesandDebitNotes ........................2109
UsingSecuritywithCreditNotesandDebitNotes ...........................2110
SummaryofPostingandDayEndProcessing ...................................2110
EditingVendorandDetailTaxInformation .....................................2112
DetailTaxInformation ....................................................2113
TaxInformationforAdditionalCostDetails .................................2116
AddingTaxestoManuallyProratedAdditionalCostAmounts ............2117
DocumentTaxInformation ................................................2118
EnteringOptionalFieldInformation ...........................................2120
User Guide 2iii

AccountingforRetainage ..................................................... 2121

BeforeUsingRetainageAccounting ........................................ 2122
PeriodicProcessing .......................................................... 2122
DayEndProcessing .......................................................... 2124
TasksPerformedbyDayEndProcessing ................................... 2126
RunningDayEndProcessing ............................................. 2127
BatchesCreatedinAccountsPayable .......................................... 2128
JournalEntriesGeneratedfromPostedPurchaseOrdersTransactions ............ 2129
Receipts ................................................................. 2130
Invoices ................................................................. 2133
ExpensedAdditionalCosts ............................................... 2134
Returns ................................................................. 2135
CreditNotes ............................................................. 2136
DebitNotes.............................................................. 2137
CreatingGeneralLedgerBatches .............................................. 2138
ClearingHistoricalData ...................................................... 2138
PeriodicTasksinaStandAlonePurchaseOrdersSystem .................... 2140
ClearingItemTransactionHistory ..................................... 2140
DeletingInactiveItemandAccountSetRecords ......................... 2141
ReportingPurchaseOrdersData .............................................. 2141
PrintingReports ......................................................... 2141
PrintingForms ........................................................... 2143
UsingPurchaseOrderswithOtherSageAccpacPrograms ....................... 2144
AccountsPayable ........................................................ 2144
AccountsReceivable ..................................................... 2145
GeneralLedger .......................................................... 2145
InventoryControl ........................................................ 2146
OrderEntry ............................................................. 2147
ProjectandJobCosting ................................................... 2147
WhereToNow? ............................................................. 2147
2iv Sage Accpac Purchase Orders

Chapter 2
What You Need to Know Before
Purchase Orders
Before Using
Using Purchase Orders
ThischapterprovidesacompleteoverviewofthePurchaseOrders
program.It:
ContainsgeneralinformationabouthowPurchaseOrders
processesrequisitions,purchaseorders,invoices,receipts,
returns,creditnotes,anddebitnotes.
Describestheperiodictasksandproceduresthatarepartofthe
normalpurchasingroutine.
LooksathowPurchaseOrdersintegrateswithotherSage
Accpacmodules.
FordetailsonperformingvariousPurchaseOrderstasks,seethe
followingchapters:
Chapter3,MaintainingSetupInformation.
Chapter4,ProcessingRequisitionsandPurchaseOrders.
Chapter5,ProcessingReceipts,Invoices,Returns,CreditNotes,
andDebitNotes.
Chapter6,PeriodicProcessing.
Chapter7,Reports.
ForinformationaboutsettingupaPurchaseOrderssystem,see
Chapters2and3oftheGettingStartedmanual.
Thechartonpage22outlinesthestepsinastandardPurchase
Ordersprocessingcycle.
User Guide 21

Overview of Purchase Orders Processing
Overview of Purchase Orders Processing

Process requisitions Enter requisition requests in the Requisition Entry form online.
(optional)
Print copies of requisitions to circulate for approval, or export them to files for
online approval.
Check data integrity and make a backup copy of the data.
Process purchase
Enter purchase orders in the Purchase Order Entry form online or create them
orders from posted requisitions, from Inventory Control reorder data, or from Order
Entry orders (if you use Inventory Control or Order Entry).
Print purchase orders.
Check data integrity and make a backup copy of the data.
Receive goods and

Enter, edit, and post receipts and returns, and print related forms.
enter invoices,
returns, credits, and Enter and post invoices, credit notes, and debit notes.
debits Check data integrity and make a backup copy of the data.
Do periodic Run Day End Processing (in Inventory Control, if you use it; in Purchase Orders
processing if you are using Purchase Orders as a standalone system).
If you do not create transactions during day-end processing, print the G/L
Transactions report, then create outstanding general ledger transactions in Sage
Accpac General Ledger or in a file you can import into another general ledger.
Clear obsolete historical data and transactions.
If you do not post Accounts Payable batches automatically, post Purchase
Orders invoice batches in Accounts Payable or using POs Create Batch form.
If you do not post G/L batches automatically, post Purchase Orders transactions
in Sage Accpac General Ledger (if you use it) or in another general ledger.
Update Purchase
Orders records As needed:
Print reports.
Add new records and update existing records.
Print purchase orders and posting journals that you plan to delete.
Assign inactive status to additional cost records you plan to delete.
Clear transaction history (completed purchase orders, receipts, returns,
invoices, credit notes, and debit notes), printed posting journals, purchasing
history, and statistics for the years and periods you no longer need to keep.
Delete inactive additional cost records you do not need.


Processing Transactions
Purchase Orders
Thissectionprovidesageneraldescriptionoftransactionentry,
Before Using
transactionposting,andhowdayendprocessingupdatesPurchase
OrdersauditinformationandupdatesdatainotherSageAccpac
modules.
Online posting PurchaseOrdersusesonlinetransactionprocessingratherthanbatch

processing.Thismeansthateachtransactionispostedwhenyou
choosethePostbuttonafterenteringthetransaction.
Posting Whenyouposttransactions,PurchaseOrdersimmediatelyupdates
Always itemquantitiesonpurchaseorderandonhandinInventoryControl
updates I/C
quantities
soyoualwaysknowyourinventorylevels.
May update ItemcostsmaybeupdatedbypostingorbyrunningDayEnd

costs & G/L ProcessingdependingonyoursettingfortheInventoryControl
batches
optionCostItemsDuringPostingorDayEndProcessing.
Also,dependingonyourInventoryControlandPurchaseOrders
options,postingmayaddgeneralledgertransactionstonewor
existingbatches,ortheymaybeaddedduringDayEndProcessing
or,manually,usingtheCreateG/LBatchwindow.
Project and Job Finally(dependingonyouroptions),dayendprocessingorposting

Costing
ofpurchaseordersandrelatedreceipts,invoices,returns,credit
notesanddebitnotesupdatescommittedandactualquantitiesand
costsinProjectandJobCostingifthepurchaseorderisjobrelated.
Day End updates YoumustrunDayEndProcessingtocreatepostingjournalsand

everything else
updatehistoryandstatisticsinbothInventoryControl(ifyouuseit)
andPurchaseOrders(ifyoukeephistoryandstatistics).Youmay
alsoupdateitemcostsduringDayEndProcessingdependingon
youroptionsinInventoryControl.
DayEndProcessingalsocreatesbatchesofAccountsPayable
invoices,creditnotes,anddebitnotesfromPurchaseOrders
transactions,andcreatesgeneralledgertransactions(ifyouusethe
optiontocreatethemduringpostingdayendprocessing,andyou
costitemsduringdayendprocessing).
User Guide 23

Ifnecessary,youcanrunDayEndProcessingseveraltimesadayto
keepthisinformationmorecurrent.
Stand-alone IfyouusePurchaseOrderswithoutSageAccpacInventoryControl,
program does not
theprogramtreatsallitemsasnonstockitems.Itdoesnotmaintain
update item
quantities or costs itemquantitiesonorderoronhand,nordoesitupdateitemcosts.It
usesthemostrecentcostofanitemfromavendorasthedefault
itemcostinPurchaseOrdersforms.
Keeping IfyouusetheKeepTransactionHistoryoption,PurchaseOrders
transaction history
keepstransactiondetailsuntilyouremovethemusingtheClear
Historyform.Youcanprintreportsofthedataandreprint
requisitions,purchaseorders,receivingslips,andreturnsuntil
youclearthetransactionhistoryforthem.IfyouuseGeneralLedger,
youcandrilldownfromatransactionintheG/LTransactionHistory
formtotheoriginatingtransactioninPurchaseOrders.
Day End removes Ifyoudonotkeeptransactionhistory,completedtransactionsare

completed
deletedwhenyourunDayEndProcessing.PurchaseOrders
transactions
considersthefollowingtransactionstobecompleted:
RequisitionsandpurchaseorderswithaCompletedstatus(all
detaillinesarecompleted)thatarefullyinvoiced.
Receiptsforwhichaninvoicehasbeenpostedforeveryvendor
specifiedonthereceipt.
Returnsforwhichcreditnoteshavebeenposted.
Invoices,creditnotes,anddebitnotes(completeonposting)
transferredtoAccountsPayable.
Ifyoudonotkeephistory,youcannotdisplayorprintcopiesof
completedrequisitions,purchaseorders,receipts,andreturnsafter
yourunDayEndProcessing,andyoucannotdisplaytheinvoices,
creditnotes,anddebitnotesyoupostedbeforerunningDayEnd
Processing.

Processing Requisitions
Forinformationaboutdayendprocessing,seeDayEnd
Processing,laterinthischapter.SeealsoChapter6,DayEndand
Purchase Orders
PeriodicProcessing,intheInventoryControlUserGuide.
Before Using
Posting journals Youcanprintpostingjournalsforreceipts,invoices,returns,credit
(the audit trail)
notes,anddebitnotesafterrunningDayEndProcessing.
Youcanprintthejournalsuntilyoudeletetheinformationforthem,
usingtheClearHistoryform.(Youcandeleteajournalonlyafter
printingit.)
FormoreinformationabouttheTransactionListsandPosting
Journals,seeChapter7,Reports.
YouusetheRequisitionEntryformtoenterrequisitionsfor
purchasesthatyouplantomakeandforwhichyouneedapproval
beforeyoucanissuepurchaseorders.
RequisitionsareoptionalinPurchaseOrders.Youcanenter
purchaseorderswithorwithoutrequisitionnumbers.
Userequisitionsto:
Keepcurrentrecordsofpresentandexpectedpurchasingneeds
byenteringandupdatingrequisitionsasyourunloworoutof
stockininventoryitemsandsupplies.
Specifythevendorfortheitemsyouneedtopurchase,eitherby
selectingasinglevendornumberforanentirerequisitionorby
assigningavendornumbertoeachdetailline.
Createpurchaseordersfromrequisitions,eitherbyselecting
detailsandvendorsfromrequisitionswhenaddingasingle
purchaseorder,orbyautomaticallycreatingaseriesofpurchase
ordersfromexistingrequisitions.
Whenyouenterarequisition,youspecifythedateonwhichyou
needtoissuethepurchaseorder.Youcanalsospecifyanexpiration
User Guide 25

datethatletsyoudeleteanunusedrequisitionautomaticallyduring
DayEndProcessing,sothatyoudonothavetotrackandclear
unwantedrequisitions.
Job-related IftherequisitionisforacontractthatyoumanageusingSageAccpac
requisitions
ProjectandJobCosting,youmustalsospecifyavalidcontract,
project,category,andresourceforeachrequisitiondetail.
Whenyouspecifyarequisitionnumberonapurchaseorder,the
requisitiondetailsthatspecifythevendornumberareautomatically
included(asaredetailswithnovendornumberifyouchooseto
includethem).Youcanchangethedisplayedinformationandinsert
anddeletedetaillinestocreateexactlythepurchaseorderyouneed.
Entering Requisitions
Tocreatearequisition,youfillinthefollowinginformation:
Therequisitionnumberupto22characters.
YoucanalsoletPurchaseOrdersassigntherequisitionnumber,
usingtheprefixandnextnumberyouspecifiedforrequisitions
intheOptionsform.
Anoptionalvendornumber.
Ifyouenteravendornumber,itbecomesthedefaultnumberfor
allnewdetaillinesyouaddtotherequisition.
Toaddanewvendorwhileenteringarequisition,youcan:
Adding a new TypethevendornumberandclicktheNewbutton,then

vendor record in
enterthevendorinformationontheflyintheAccounts
Accounts Payable
PayableVendorsformbeforeenteringtherequisition.
Adding only a TypeanewvendornumberandnameintheRequisition

vendor number
Entryform,andthenaddtheremainingvendorinformation
and name
laterintheAccountsPayableVendorsform.
Inactive vendor Youcannotenterrequisitionsforvendorswhoseaccountsare

inactiveinAccountsPayable.

Requisitiondate.
Anoptionalexpirationdateonwhichtherequisitionwillbe
Purchase Orders
Before Using
clearedbyDayEndProcessing,whethercompletedornot.
(Leavethedateblankifyoudonotwanttherequisitiontobe
cleared.)
Whethertoputtherequisitiononhold.
Whetheritisjobrelated.Iftherequisitionisforacontractin
ProjectandJobCosting,differentfieldsappearforthedetailsto
letyouenterjobrelatedinformation.
Daterequired,thedatebywhichyouneedtobeabletoissuethe
purchaseorder(optional).
Thepersonorgrouprequestingtherequisition.
Inventorylocation(optional).
Adescription,reference,andcomment(optional).
Detailsoftheitemsbeingrequisitioned,including:
Itemnumberanddescription
Location(fromInventoryControl)
Dropshipaddress(optional)
Expectedarrivaldate(optional)
Quantityordered
Unitofmeasure(fromitemrecord)
Vendornumberandname(optional)
Vendorsitemnumber(optional)
Ordernumber(optional)
Commentsandinstructions(optional)
User Guide 27

Manufacturersitemnumber
Optionalfieldsforeachdetailline(optional)
Ifyouusethesameoptionalfieldsforitemrecordsandfor
requisitiondetails,defaultoptionalfieldinformationwillbe
inheritedfromtheitemrecords.Otherwise,defaultentries
comefromtheP/OOptionalFieldsform.
Ifjobrelated:
Contract,project,category,and(dependingofthecontract
style,projecttypeandaccountingmethod)resource/item
numberforthejob.
IfyouusedifferenttermsthanContract,Project,and
CategoryinProjectandJobCosting,theprogramdisplays
theminstead.
Ifyouusethesameoptionalfieldsforcategoriesor
resourcesinProjectandJobCosting,defaultoptionalfield
informationwillbeinheritedfromthecategoryforbasic
contracts,orfromtheresourcewithstandardcontracts.
IffieldsinProjectandJobCostingdonotmatchPurchase
Ordersfields,defaultvalueswillcomefrominventoryitem
recordsorfromtheP/OOptionalFieldsform.
Optionalfieldsforthetransactionasawholesuchasan
authorizationcodefortherequisition.
Ifyouspecifyavendorforarequisition,PurchaseOrderswill
usevendoroptionalfieldinformationifrequisitionsusethe
sameoptionalfieldsasvendorrecords.Otherwise,default
entriescomefromtheP/OOptionalFieldsform.
Youdonotentercostsortaxinformationonrequisitions.
FormoreinformationandinstructionsforusingtheRequisition
Entryform,seeChapter4,ProcessingRequisitionsandPurchase
Orders,inthisguide.

Creating Purchase Orders from Requisitions

Youcancreatepurchaseordersfromrequisitionsasfollows:
Purchase Orders
Before Using
UsingthePurchaseOrderEntryform,youcan:
Specifyarequisitionnumberonapurchaseorder.The
programdisplaystheinformationfortherequisition,
includingdetaillinesthatspecifythevendornumber
and,optionally,detaillinesthathavenovendornumber.
Selectmorethanonerequisitionnumbertoadddetailsfrom
differentrequisitionspostedforthevendor(andforblank
vendors,ifdesired)toasinglepurchaseorder.
Selectitemdetailswithnovendornumberwhenthe
purchaseordervendorisspecifiedasthevendortypeinthe
itemrecords.
Consolidatelikedetaillinesintosinglelines.
ForinformationaboutthePurchaseOrderEntryform,see
ProcessingPurchaseOrders,laterinthischapter.
UsingtheCreatePOsFromRequisitionsform,youcancreate
purchaseordersautomaticallyfromrequisitions,byspecifyinga
rangeofrequisitions,requisitiondates,andvendorsfromwhich
tocreatepurchaseorders.
Youcanconsolidateitemdetailsfrommorethanonerequisition
intosingledetailsonpurchaseordersunlesstherequisitionsare
jobrelated,andyoucanspecifyentriesforanyoptionalfields
youuse.
Youcanalsocreatepurchaseordersfromrequisitionsthat
containdetaillineswithoutvendornumbers;however,forjob
relatedrequisitions,theprogramcanonlyincludedetaillines
thatuseamaterialscategory.
Formoreinformation,seeAutomaticallyCreatingPurchase
OrdersfromRequisitions,laterinthischapter.
User Guide 29

Completing Requisitions
Post requisitions Youcompleterequisitionsbyissuingpurchaseordersforallthe
requisitioneditemdetails,bycancelingoutstandingrequisition
Default Com- Deletes
infor- pletes expired details,orbyspecifyingexpirationdates,andthenautomatically
mation requi- requi-
sitions sitions clearingexpiredrequisitionsduringDayEndProcessing.
Post purchase Run Day
orders End Evenifarequisitioniscomplete,youcanaddnewdetailstoissue
Processing
newpurchaseorders.Youcanaddnewdetaillines,deleteothers,
andchangeincompletelines.
Completing Whenyoupostapurchaseorderforarequisitiondetailline,theline
requisition details
isautomaticallycompleted,whetheryouorderedthefullquantity
ornot.
Onceadetaillineiscompleted,youcannotchangeitonthe
requisition,evenifyouwanttoordertheremainingquantity.
However,youcanstillcreatepurchaseordersforquantitiesthat
remainunordered.
Completing Whenyoupostapurchaseorderforalltheoutstandingdetailsona
requisitions
requisition,therequisitioniscompleted.Youcannotmakefurther
changestothecompleteddetails,butyoucanadddetailstoa
completedrequisition,makingitactiveagain.
Ifyoudonotkeephistory,DayEndProcessingdeletescompleted
requisitionsforwhichtherelatedpurchaseordersarefullyinvoiced.
Youcanalsodeletecompletedrequisitionsbydisplayingthe
requisitionintheRequisitionEntryform,andthenchoosingthe
Deletebutton.
Printing Requisitions
YoucanprintrequisitionsfromPurchaseOrdersusingdefault
requisitionformsoronesofyourowndesign.Youcanreprint
requisitionsuntiltheyarecomplete,atwhichpoint,youcannotprint
furthercopies.
SeeChapter7,Reports,inthisguidefordescriptionsofthe
requisitionformsthatyoucanprint.Forinstructionsonadaptingthe

Processing Purchase Orders
sampleformstosuityourneeds,orcreatingyourownforms,see
Chapter3oftheGettingStartedguide.
Purchase Orders
Before Using
Using Security with Requisitions
Youcanusesecurity(passwords)withtheRequisitionEntryform,
separatelyspecifyingthepersonswhocanadd,edit,anddelete
requisitions,printrequisitions,andimportandexportrequisitions.
Formoreinformationaboutusingsecurity,seeAppendixC,
PurchaseOrdersSecurity.SeealsoSettingUpSecurity,inthe
SystemManagerAdministratorGuide.

UsethePurchaseOrderEntryformtoissuenewpurchaseorders
andtoeditexistingpurchaseorders.
Posting updates Whenyoupostapurchaseorder,quantitiesonhandfortheordered

Inventory Control
itemsareimmediatelyplacedonpurchaseorderinInventory
Control,ifyouusethatprogram,unlessthepurchaseorderisjob
related.
Project and Job Forjobrelatedpurchaseorders,postingordayendupdates

Costing
committedquantitiesandcostsinProjectandJobCostinganddoes
notchangethequantityonpurchaseorderfortheinventory
location.
Youcanenterfourtypesofpurchaseorders:
Activeordersthatyouplantouseimmediately.
Futureordersthatyouplantoactivateonafuturedate.
Blanketpurchaseordersforaspecifiedtotalamounttowhich
youcanpostdetailsuntiltheamountisusedup.
Standingpurchaseordersforstandarditemsfromwhichyou
cancreateothertypesofpurchaseordersinfuture.
User Guide 211

Formoreinformationaboutthefourtypesofpurchaseorders,see
ProcessingDifferentTypesofPurchaseOrders,laterinthis
section.
Using requisitions is Youdonothavetocreaterequisitionsbeforeenteringpurchase

optional
orders.Ifyoudonotuserequisitions,youenteralltheorder
informationanditemdetailsdirectlyonthepurchaseorder.
Requisition Ifyoucreaterequisitionsfirst,theitemdetailsandotherinformation
information is
enteredontherequisitionarecopiedautomaticallytothepurchase
copied to the PO
orderwhenyouselectarequisition.
Youcaneditalltheinformationfromarequisition,andaddor
deletelines.
Selecting from Youcanselectdetailsfrommorethanonerequisitiontocreatea

more than one
singlepurchaseorder.
requisition
Youcanadditemdetailsfromrequisitionswithnovendor
specifiedaslongasthevendoronthePOislistedasavendorin
theitemrecord.
Whenyoupostapurchaseorderthatreferencesarequisition,the
requisitiondetailsyouincludearemarkedascompletedonthe
requisition,whetheryouorderedthefullquantityoragreateror
lesseramount.Whenyoupostapurchaseorderforallthe
outstandingdetailsonarequisition,therequisitionismarkedas
completed.
Information Theinformationenteredforpurchaseordersincludes:
entered on POs
Generalpurchaseorderinformation,suchasthedate,POtype,
shiptolocationandbilltolocation.
VendorInformation.
Detailinformationforinventoryitemsandnoninventoryitems
(ifyourPurchaseOrderssystemallowsnoninventoryitems).
Jobrelatedinformationifthepurchaseorderisjobrelated.
Optionalfieldinformation(ifyouuseoptionalfields).

Multicurrency Theexchangerateforconvertingamountsfromthevendors
ledgers
currencytothefunctionalcurrency,and,ifyoureporttaxesina
Purchase Orders
differentcurrency,thetaxreportingcurrencyexchangerate(in
Before Using
multicurrencyledgersonly).
Notethatyoucannotoverrideexchangeratesbetweenmember
currenciesoftheEuropeanEconomicMonetaryUnion(EMU).
Entering Purchase Order Information and Vendor Information

Theinformationinthissectionispresentedintheorderinwhich
youenteritinthePurchaseOrderEntryform.
Foreachtransaction,youenterthefollowing:
Purchaseordernumberuniquenumber,upto22characters,
thatisusuallyassignedbytheprogramusingtheprefix,length,
andnextnumberthatyouspecifiedintheOptionsform.Youcan
alsoenteryourownnumbers.
Editing purchase Toeditanexistingpurchaseorder,youenteritsnumberor

orders
selectitfromtheFinder.Youcanchangeallinformationfroman
existingpurchaseorderexceptthevendornumber,template
code(ifany),andtaxgroup.
Vendornumberthenumberyouusetoidentifythevendorin
AccountsPayable.
IfyouselectavendornumberfromAccountsPayable,Purchase
Ordersdisplaysthevendorname,address,contact,phoneand
faxnumbers,taxgroup,andterms.Multicurrencyledgersalso
displaythevendorscurrency.
On-hold vendors IfthevendoraccountisonholdinAccountsPayable,the

purchaseorderisalsoonhold,andyoucannotpostreceiptstoit
untilyouremovetheholdonthePurchaseOrderEntryform.
Inactive vendors IfthevendoraccountisinactiveinAccountsPayable,you

cannotenterpurchaseordersforthevendor.
User Guide 213

New vendors Youcantypeanewvendornumberthatyouhavenotaddedto

AccountsPayable,thenissuethepurchaseorderforthevendor,
oryoucanaddthevendortoAccountsPayablefromthe
PurchaseOrderEntryform.
Editing purchase Ifyouenteranexistingpurchaseordernumbertoeditit,the

orders
vendornumberisdisplayedandyoucannotchangeit.
Vendornameyoutypethevendorsnameifyouentereda
vendornumberthatisnotdefinedinAccountsPayable.
Multicurrency Ifyouenteredavalidvendornumber,thevendorscurrency
ledgers
codeisdisplayedandyoucannotchangeit.
Ifyouenteredavendornumberthatyouhavenotyetaddedto
AccountsPayable,youseethecurrencycodeforthetaxgroupin
theselectedtemplateorthefunctionalcurrency,ifnotemplateis
specified.(SeeTemplateCode,below.)
Tochangethecurrencyforanewvendor,selectataxgroupon
theTaxestabthatusesthevendorscurrency.
Vendorsaddress,phoneandfaxnumbers,andthenameofa
contactpersonorpositioninthevendorsoffice.
Templatecodeprovidesdefaultentriesforthepurchase
order.ThedefaulttemplateissetintheOptionsform.Youcan
selectanothertemplateifyouwish,orleavethefieldblank.
Thetemplatedetermineswhichentriesaredisplayedforthe
FOBpoint,description,reference,comment,shipviacode,and,
ifyouuseInventoryControl,shiptolocationandbillto
location.Ifthevendorrecordhasnotyetbeenaddedin
AccountsPayable,thetemplatealsodisplaysentriesforthetax
group(whichspecifiesthecurrencyinamulticurrencysystem)
andterms.
Formoreinformation,seeUsingTemplates,laterinthis
section.

Fromrequisitiontherequisitionfromwhichyouareissuing
thepurchaseorder;optional.
Purchase Orders
Before Using
Youcanselectasinglerequisitionnumber.Youcanalsoselect
severalrequisitionnumberstocreateapurchaseorderthat
includesdetailsenteredontheselectedrequisitionsforthe
vendorand,ifyouwish,anydetaillinesthatdonotincludea
vendornumber.
Onholdselectthisoptiontoputapurchaseorderonhold.
Apurchaseorderisautomaticallyonholdifthevendoraccount
isonholdorifthetemplatehastheOnHoldchoiceselected.
YoucanturnofftheOnHoldselection.
Posting on-hold IfyouuseInventoryControl,notethatifyoupostanonjob

purchase orders
relatedpurchaseorderthatisonhold,postingwillincreaseitem
quantitiesonpurchaseorderinInventoryControl.Youcannot
postreceiptsforthepurchaseorderuntilyouremovethe
onholddesignation.
Youcanlistthepurchaseorderscurrentlyonholdonthe
PurchaseOrderActionreport.
Jobrelatedifthepurchaseorderisforaprojectyouare
managingwithProjectandJobCosting.
Ifthepurchaseorderisjobrelated,differentfieldsappearforthe
detailstoletyouenterjobrelatedinformation.
Note: Ifthepurchaseorderisbeingcreatedfrommultiple
requisitions,allrequisitionsmustbeeitherjobrelatedor
nonjobrelated.
Purchaseorderdatethedateyouenteredthepurchaseorder
or,forafuturepurchaseorder,thedateyouexpecttoactivate
thepurchaseorder.
User Guide 215

AfutureorderwillbecomeactivewhenyourunDayEnd
Processingonthisdate(eitherinInventoryControl,ifyouuseit,
orinPurchaseOrders).
FOBpointthelocationatwhichthevendorbeginscharging
freightonyourorder;optional.
Arrivaldatethedateonwhichyouexpecttoreceivethe
goodsorderedonthepurchaseorder,andthatyouwanttouse
asthedefaultexpectedarrivaldateforitemdetails.
POtypeselectActive,Standing,Future,orBlanket.(For
explanationsofthetypesyoucanselect,seeProcessing
DifferentTypesofPurchaseOrders,laterinthissection.)
ShiptolocationonlyavailableifyouuseInventoryControl
withPurchaseOrders.Thecodeidentifyingtheinventory
locationtowhichyouwantthevendortoshiptheorder.
Thelocationyouspecifybecomesthedefaultlocationforthe
detaillinesyouaddtotherequisitionorpurchaseorder.
Youcanalsotypethedescriptionandaddressofalocationthat
isnotinyourInventoryControldata,oromittheshipto
location.
Shipviacodeidentifiesthecarrierordeliverymethod
(optional).
Theprogramdisplaystheshipviacodeanddescriptionfromthe
selectedtemplate,ifany.Youcanselectanothershipviacodeor
omitthecodeandtypeadescriptionoftheshippingmethod,if
youwish.
BilltolocationonlyavailableifyouuseInventoryControl
withPurchaseOrders.Thecodefortheinventorylocationto
whichyouwantthevendortosendthebillsfortheorder.
Youcanalsotypethedescriptionandaddressofabilling
locationthatisnotinyourInventoryControldata,oromitthe
billtolocation.

Termscodethecodeidentifyingthepaymenttermsusually
permittedbythevendor,orthetermsassociatedwiththe
Purchase Orders
templatecodeyouselected,ifthevendornumberyouenteredis
Before Using
notdefinedinAccountsPayable.(Youdefinepaymenttermsin
AccountsPayable.)
Descriptionandreference(optional).
Commentforexample,deliveryinstructionsorother
informationforthevendor,inupto250characters(optional).
Youcanprintthecommentonpurchaseorders.
Using Templates
PurchaseOrderstemplatesletyouspeedupandsimplifytransaction
entrybyprovidingdefaultsettingswhichappearwhenyoustarta
newtransaction.
Template Youcanspecifythefollowinginformationforeachtemplatethatyou
information
define:
Onhold.
FOBpoint.
Purchaseordertype.
Shiptoandbilltolocations(onlyifyouuseInventoryControl
withPurchaseOrders).
Shipviacode.
Terms.
Description.
Reference.
Comment.
Taxgroup.
User Guide 217

Youmustspecifythepurchaseordertypeandtaxgroupina
template.Theotherinformationisoptional.Notethatthe
informationinanumberofthetemplatefieldscanalsocomefrom
otherrecords.Forexample,theOnHold,Terms,andTaxGroup
fieldsarealsointhevendorrecords.
Default templates YoucanspecifyadefaulttemplateintheOptionsformtohavea

standardsetofdefaultvendorandpurchaseordersettingsappear
foreachnewtransactionyoucreate.
Effects of Thedefaulttemplateprovidesinitialsettings,buttheseare
changing
overriddenbysettingsfromthevendorrecordandfromanother
templates and
vendors templateifyouchooseanotheroneafterselectingthevendor.
Vendor tax group Templatesoverrideavendorstaxgroupandterms.Ifyouentera

and terms
validvendornumber,andthenselectanewtemplatecode,the
vendorstaxgroupandtermswillbechangedtothevalues
specifiedbythetemplatecode.
Processing Different Types of Purchase Orders
Thepurchaseordertypedetermineshowitisprocessed.
Active purchase Activepurchaseordersarepurchaseordersyouintendtoprocess

orders
immediately.
Future purchase Futurepurchaseordersarepurchaseordersyouenterwithafuture

orders
dateonwhichyouexpecttoactivateandissuethepurchaseorder.
Activating future DayEndProcessingautomaticallyactivatesfuturepurchaseorders

purchase orders
onthepurchaseorderdate(orthefirsttimeyourunDayEnd
processingafterthepurchaseorderdate).Alternatively,youcan
changethestatusofafuturepurchaseordertoActivebeforethe
purchaseorderdate,orchangetheactivationdate.
DayEndProcessingpostsnewlyactivatedfuturepurchaseordersso
thatpurchasingstatisticsareupdatedanditemsareplacedon
purchaseorderinInventoryControl.

Tip: assigning IfyouusuallyrunDayEndProcessingattheendoftheworkday,

dates
futurepurchaseorderssettobeactivatedonaparticulardaywill
Purchase Orders
notbecomeactiveuntiltheendoftheday.Tobesureafuture
Before Using
purchaseorderisreadytobeprocessedonthecorrectdate,assigna
dateearlierthanthedesireddate.
Standing purchase Youcancreatestandingpurchaseordersthatcontainitemsyou

orders
oftenordertogether.Thenyoucancreateactivepurchaseorders
fromthestandingpurchaseorders,addingitemsandchangingother
informationasneeded.
Creating active Tocreateanactivepurchaseorderfromastandingpurchaseorder,

purchase orders
youcallupthestandingpurchaseorderandchangethetypeto
from standing
purchase orders Active,Future,orBlanket,makethechangesyouneed,thenpostthe
neworderwithanewpurchaseordernumberyoutypedora
numberassignedautomaticallybytheprogram.
Whenyoupostapurchaseorderthatwascreatedfromastanding
purchaseorder,thestandingpurchaseorderisretainedinthe
system,unchangedandwithitsoriginalnumber,regardlessofhow
manypurchaseordersyouissuefromit.
Editing standing Tochangethecontentsofastandingpurchaseorder,youdisplay

purchase orders
thepurchaseorder,makethechangesyouneed,andthenpostthem.
Youcanchangeeverythingaboutanexistingstandingpurchase
orderexceptitsPOnumberandtype,andthevendornumber.If
youchangethepurchaseordernumberortype,theprogram
assumesyouarecreatinganewpurchaseorder.
Blanket purchase Youcansetuppurchaseordersforacertainmonetaryamount,then

orders
orderitemsfromthemuntilyouuseupallavailablefunds.
When to use Youmightuseblanketpurchaseorderswhenyouwanttomakea

blanket purchase
numberofpurchasesovertime,butwanttoavoidhavingtoposta
orders
newrequisitionandpurchaseorderforeachpurchase.Forexample,
youmightuseablanketpurchaseordertoperiodicallyreplenish
officesupplies.
Blanketpurchaseordersarenotnormallyusedtobuyinventory
items.Ifyouplantobuyalotofinventoryovertime,youshould
User Guide 219

processitthroughalargeactivepurchaseorder,withallthedetails,
ratherthanbyusingablanketpurchaseorder.
Setting up and Whenyousetupablanketpurchaseorder,youspecifythetotal

using blanket
amount(cost)ofitemsthatcanbepurchased.Witheachnew
purchase orders
purchase,youadddetaillinestotheblanketpurchaseorder.
Youcanchangethetotalamountallowedforablanketpurchase
order,evenafteryoupostreceiptsforthepurchaseorder.Ifyou
wish,youcanassignsecuritytotheOriginalAmountfieldonthe
Ordertab,sothatonlyauthorizedpersonscanchangetheamount.
Whenyoupostnewdetails,PurchaseOrderscalculatesanddisplays
theamountstillavailable.Whentheavailableamountreacheszero,
theblanketpurchaseorderiscompletedandyoucannotuseitto
makeanyfurtherpurchases.
Posting additional Becauseyoudonotenteradditionalcostsonpurchaseorders,and

costs for blanket
youcanchangecostsonreceiptswithoutupdatingthepurchase
purchase orders
order,youmaypostareceipttotalthatexceedstheavailable
amountontheblanketpurchaseorder.AlthoughPurchaseOrders
letsyoupostthistypeofreceipt,yourproceduresmaynotpermit
youtoexceedtheamountspecifiedontheblanketpurchaseorder.
Entering Details on Purchase Orders

Youentertheinformationforeachitemonapurchaseorderasa
separatedetailline.Therearenorestrictionsonthenumberofdetail
linesyoucanaddtoapurchaseorder.
Job related However,youcannotmixjobrelateddetailsandnonjobrelated

purchase orders
detailsonthesamepurchaseorder.
Youdonotenteradditionalcosts(suchasshippingandhandling
charges)onpurchaseorders.Youaddthoseamountswhenentering
receipts,asdescribedintheEnteringAdditionalCostssection,
laterinthischapter.

Entering detail Witheachitemdetail,youspecify:

information
Completedstatuswhethertheordereditemsareoutstanding
Purchase Orders
Before Using
orhaveallbeenreceivedorcanceled.
Youcanspecifythatalineiscompletedwhenyouaddit,but
youwouldnotbeabletoeditthelinelater.Younormally
completelinesbypostingreceiptsthatautomaticallycomplete
lineswhenthefullquantityisreceived.
Completing detail YoucanmanuallyselectCompletedstatusforadetailwhenyou

lines
wanttocancelremainingunits.Postingthencompletestheline
andcancelstheremainingquantity.Youcanalsoenterzeroas
thequantitycanceled,thenchoosetheCompletesPOoptionon
thedetailline.
Whenapurchaseorderlineiscomplete,itisomittedfromthe
purchaseorderdetailsthatyouseewhenyouapplyareceiptto
thepurchaseordernumber.
Job-related Contract,project,category,costclass(itemnumber),billingtype,
purchase orders
andbillingrateforthejobifthepurchaseorderisjobrelated.
Thesefieldsappearonlyifthepurchaseorderisjobrelated.
IfyouusedifferenttermsthanContract,Project,and
theminstead.
PurchaseOrdersdisplaysthebillingrateforthespecified
resource(forstandardcontracts)orcategory(forbasiccontracts).
BillingType:
ThebillingtypeindicatestoProjectandJobCostingwhetherto
billthecosttothecustomer.Youcanchangethisfieldonlyfora
timeandmaterialsprojectorforfixedpriceprojectsthatuse
billingsandcostsoraccrualbasisaccountingmethods(unless
theyareinternalcontracts,inwhichcasethisfieldwillbe
disabledorsettononbillable).
User Guide 221

BillingRate:
PurchaseOrdersdisplaysthebillingrateforthespecified
resource(forstandardcontracts)orcategory(forbasiccontracts).
TheBillingRateoptiondoesnotapplytointernalcontracts.
YoucaneditthebillingrateifthebillingtypeisBillable.The
fieldwilldisplay0.000000ifthebillingtypeisNonBillableor
NoCharge.
A/RItemNumber:
TheprogramdisplaystheA/Ritemnumberassociatedwiththe
ItemNumber/ResourceusedforthecontractinProjectandJob
Costing.YoucanselectadifferentA/Ritemnumberonlyfor
timeandmaterialprojects.
IfyouchangetheA/Ritemnumber,theitemnumbermustbea
validitemnumberinAccountsReceivable,andtheunitof
measuremustbeavalidunitofmeasurebothforthenewitem
numberandthevendorscurrency.
CostplusandfixedpriceprojectsdonotuseanA/Ritem
number.
All purchase orders Itemnumberoftheitembeingordered.
Ifyouusemanufacturersitemnumbers,youcanenterthem
here.Theprogramwillinsertthecorrectinventoryitemnumber,
andinsertthemanufacturersitemnumberintheappropriate
fieldonthedetailline.
Non-inventory IfyourPurchaseOrderssystemallowsnoninventoryitems,you
items
canenteritemnumbersforitemsthatarenotsetupwithitem
recordsinInventoryControl(orinPurchaseOrders,ifyouusea
standalonesystem).
Non-stock items Youcanalsoenterdetailsfornonstockitems,.
Itemdescriptionsuppliedforexistingitemnumbersfromthe
itemrecordintheP/OVendorContractCostsformorfromthe

itemrecordinInventoryControl(orPurchaseOrdersinastand
alonesystem),ortypedinfornoninventoryitems.
Purchase Orders

Before Using
Locationtowhichtheorderedgoodswillbedelivered.This
fieldisavailableonlyifyouuseInventoryControlwith
PurchaseOrders,andisrequiredforinventoryitems.
Theprogramdisplaystheshiptolocationcode,ifany,entered
onthefirsttaboftheform,butyoucanselectadifferentlocation
foreachdetail.Youcanomitthelocationwhenaddingdetails
fornoninventoryitems.
Dropshipwhetherthegoodsaretobeshippeddirectlyto
anotherInventoryControllocationinsteadofthelocation
specifiedforthedetailline,ortoadifferentaddress,suchasto
yourcustomersaddress.
IfyouuseSageAccpacAccountsReceivable,youcanselecta
customersaddressorshiptolocationforadropshipment.
Quantityorderedthenumberofunitsordered.
IfyouusetheAllowFractionalQuantitiesoption,youcanorder
itemsinfractionsofunits.(YouselectthisoptioninInventory
Control,ifyouuseit,orinthePurchaseOrdersOptionsformif
youusePurchaseOrdersasastandalonesystem.)
Wheneditingapurchaseorder,youcanincreaseordecreasethe
quantitiesforitemdetailsthatarenotyetfullyreceivedor
canceled.
Unitofmeasuretheunitofmeasureforthequantitybeing
ordered.
Ifyouarecreatingapurchaseorderfromarequisition,theunit
ofmeasureenteredforthedetailontherequisitionisdisplayed,
butyoucanchangeit.
User Guide 223

Vendor contract Ifyouareenteringnewdetaillines,theprogramdisplaysthe

cost UOM used if
stockingUOMbydefault,unlessyouhavesetupvendor
available
contractcostsusingadifferentUOM.Youcanselectanyother
unitofmeasurethatisassignedintheitemrecord.
IfyouusetheFindertoselectanotherunitofmeasure,theform
thatappearswilldisplaytheconversionfactorforthatunitof
measure.(Theconversionfactoristhenumberofstockingunits
containedinthealternativeunit.Forexample,ifyouusea
stockingunitofeach,andcartonhasaconversionfactor
of36,ittakes36stockingunitstoequalonecarton.)
Unitcostcanbeedited.
Theprogramdisplaysadefaultcostasfollows:
Ifyouhavesetupvendorcontractcosts,theprogram
displaysthecostspecifiedasacontractcostfortheitemand
unitofmeasure.
IfP/Odoesnotfindavalidcontractcost,itchecksthe
vendordetailstablesforanitemcost.
IfP/Odoesnotfindanyspecifiedcostsfortheitem,ituses
theinventorycostspecifiedfortheDefaultItemCostoption
intheP/OOptionsform.
ClicktheFinderbuttontodisplayanyvendorcontractcosts,
regularvendorcosts,andothercostsmaintainedbythe
InventoryControlmodule.
Costamountsaredisplayedwithsixdecimalplaces.
Note: IfsecurityisturnedoninSageAccpacERP,youwill
notseecostsunlessyouareassignedthesecurityrightto
viewcostinginformation.
IfitemcostsarepasswordprotectedinInventoryControl,users
enteringpurchaseorderswillseezeroesasthecostsofitems,

andcostsinFindersfortheUnitCostandExtendedCostfields
willbezero,butyoucanstillenteracostforthedetail.
Purchase Orders
Multicurrency
Before Using
Althoughcostsaremaintainedinfunctionalcurrencyin
ledgers
InventoryControl,thecostsinFindersandtheunitcostsin
detaillinesaredisplayedinthevendorscurrency.
If the PO is job-related.
Thedefaultunitcostappearsasfollows.
Ifthecontractisastandardcontract:
ForacategorycostclassofSubcontractor,Overhead,
MiscellaneousEquipment,orMaterial,theunitcostis
defaultedfromthecategoryresource.
ForacategorycostclassofLabor,thedefaultunitcostis
basedontheDefaultUnitCostFromoptionforthe
employeeresourcecategory.
Ifthecontractisabasiccontract:
defaultedfromthecategory.
basedontheDefaultUnitCostFromoptionforthelabor
category.
ForacategorycostclassofMaterial(ifyouareusing
InventoryControl),thedefaultunitcostisbasedon
PurchaseOrdersdefaultitemcost(setinP/OOptions).
ForacategorycostofMaterial(ifyouarenotusing
InventoryControl),theunitcostisbasedonPurchase
Ordersvendorcosts.
Extendedcostthequantityoutstandingtimestheunitcost.
User Guide 225

PurchaseOrderscalculatestheextendedcost,butyoucan
changeit.Ifyouchangetheamount,theunitcostisrecalculated
accordingly.
Extendedcostsarenotdisplayedifitemcostsare
passwordprotectedinInventoryControl,unlessyoutypeina
unitcostforthedetail.
Discount%apercentagediscountofferedbythevendoron
thisitem,orapercentagecalculatedfromtheDiscountAmount
field.
Ifyouenteradiscountpercent,theprogramcalculatesand
displaysthediscountamount.
Ifyouenteradiscountamount,theprogramcalculatesand
displaysthediscountpercentagebasedontheordercost.
Ifyouprefernottoenterdiscountsforindividualdetails,you
canenteradiscountpercentagefortheentireorderontheTotals
tab.PurchaseOrdersthenproratesthediscountamountforthe
transactiondetails,overridinganydiscountsyoumayhave
enteredmanuallyforthedetails.
DiscountamountcalculatedfromtheDiscount%oraflat
amountenteredinthisfield.
Theprogramusestheamountinthisfieldtocalculatethe
discountedextendedcostfortheitemdetail.
Discountedextendedcosttheunitcosttimesthequantity,less
theamountofthevendordiscount.

PurchaseOrderscalculatesthediscount(ortakesthediscount
amount)andsubtractsitfromtheextendedcost.Thisisa
Purchase Orders
calculatedfield.
Before Using
WeightUOMtheunitofmeasurefortheweightofthisitem
onthepurchaseordersuchas,pounds,kilograms,tons.
Bydefault,theprogramdisplaystheweightunitofmeasure
fromtheitemrecord,butyoucanchangeittoanotherdefined
unitofmeasure(andtheprogramwillrecalculatetheweight
accordingly).
TheweightUOMforthecompleteorderisdeterminedbythe
defaultweightunitofmeasuresetintheInventoryControl
Optionsform(orinPurchaseOrdersOptionsifyoudontuse
InventoryControl).
UnitweightfromtheitemrecordinInventoryControl(orin
PurchaseOrdersifyoudontuseI/C).
Theweightisintheweightunitofmeasurethatyouselect.You
canchangetheweight,andyoucanchangetheweightunitof
measure.
Extendedweightthequantityorderedmultipliedbytheunit
weightyouenteredforthedetail.Ifyouchangetheextended
weight,theunitweightisrecalculated.
Youmaywanttousetheextendedweightforestimatingthe
postage,shipping,orothercharges.Thetotalweightfora
purchaseorderisdisplayedintheTotalstab,usingthedefault
weightunitofmeasurespecifiedinInventoryControl(orin
PurchaseOrdersifyoudontuseInventoryControl).
Thetotalweightisdescribedlaterinthissectionunder
CheckingPurchaseOrderTaxesandTotals.
Vendoritemnumberthecodeornumberusedbythevendor
toidentifytheitemyouareordering;optional.
User Guide 227

YoucanalsoselectavendorsitemnumberfromInventory
Controlifyouenteredvendorsitemnumbersinitemrecords.
Expectedarrivaldatethedateyouexpecttoreceivetheitem.
Thedefaultdateisthearrivaldateyouspecifiedforthepurchase
order.
Linking purchase Ordernumberasalesordernumberofupto22characters.

orders to Order
Entry sales orders IfyouuseSageAccpacOrderEntrywithPurchaseOrders,you
canselectactiveOrderEntryordernumbersfromtheFinder,
andyoucanautomaticallycreatepurchaseorderswhichcontain
ordernumbers,usingtheCreatePOsFromO/Eform.
Youcanentersalesordernumberswithpurchaseorderdetails
foryourowninformation.
Commentsandinstructionsaboutthisitemordetail;optional.
Commentsandinstructionscanincludeasmanylinesasyou
wishwitheachlineupto75characters.Youcanprintcomments
withthedetaillineonpurchaseorders.
Quantityreceivedthequantityofeachdetailthathasbeen
received.(Thisnumberisupdatedwhenyoupostreceiptsfor
thedetail.)
Quantityoutstandingthenumberofitemunitsthatyouhave
notyetreceivedorcanceled.
Thisfieldisupdatedwhenyoupostreceiptsforthepurchase
orderanddetailline.Youcanedittheoutstandingquantity
yourself,suchastocanceloutstandingunits.
Expenseaccountthegeneralledgeraccountnumbertowhich
youposttheexpenseofnoninventoryitems(ifyoursystem
allowsnoninventoryitems).
IfyouuseSageAccpacGeneralLedger,youcanselectthe
accountnumberfromtheFinderforthefield.

Forjobrelatedpurchaseorders,theaccountdefaultstothe
WorkinProgress/CostofSalesaccount(dependingonthe
Purchase Orders
projecttypeandaccountingmethod).
Before Using
Using non-stock NonStockClearingAccountthegeneralledgeraccount
items
numberyoudebitwhenyoureceivenonstockitemsandcredit
whenyoushipthem.
Youcanusenonstockitemstohandlespeciallyordereditems
whichyoudonotstockinyourinventory,andtohandleservice
chargesthatappearoninvoices.
Forjobrelatedpurchaseorders,theaccountdefaultstothe
WorkinProgress/CostofSalesaccount.
ManufacturersItemNumberothernumbersorcodesthat
youuseforyourinventoryitemssuchasUPCcodes,
internallyusedbarcodes,orparticularpartnumbersusedby
themanufacturer.Manufacturersitemnumbersmustbesetup
intheInventoryControlprogram.
IfyouenteramanufacturersitemnumberintheItemNumber
field,PurchaseOrderswillreplacethemanufacturersitem
numberwithyourinventoryitemnumber,andinsertthe
manufacturersitemnumberinthisfield.
(Thisfielddoesnotappearonthezoomedpurchaseorderentry
form.)
OptionalFieldscompanydefinedfieldsaddedtoeachofthe
detaillinesinapurchaserequisitionandpurchaseorderifyou
useSageAccpacsTransactionAnalysisandOptionalField
Creator.
Optionalfieldinformationisinheritedfromrequisitionsifthey
havethesamedetailoptionalfields.
Fornonjobrelatedpurchaseorders,ifthereareno
requisitiondefaults,optionalfieldinformationdefaultscome
fromitemrecordsorfromthedefaultvalueintheP/O
OptionalFieldsform.
User Guide 229

Forjobrelatedpurchaseorders,theoptionalfielddefaults
dependonthecontractstyleandprojecttype.
IftheOptionalFieldscolumnappears,youcanclickthecolumn
headingtodisplaytheOptionalFieldsform.
Displayed tax PurchaseOrdersalsodisplaysthefollowingtaxinformationwith

information
eachdetail(youcannotenteroreditthisinformationonthedetail
entrysectionofthePurchaseOrderEntryform):
Taxincluded(displayonly)theamountoftaxthatisincluded
inthediscountedextendeditemcost(ifthetaxingauthority
includestaxinprices).
Youcanchangethetaxincludedstatusforanitemonthe
zoomedDetailItems/Taxesform(pressF(onthedetailline).
TaxamountsarenotdisplayeduntilyouchoosetheCalculate
TaxesbuttonorTotalstab,orpostthepurchaseorder.
Netoftax(displayonly)theextendeditemcostnetoftax
(differentfromthediscountedextendedcostiftaxisincludedin
theitemcost).
Allocatedtax(displayonly)theamountoftaxthatwillbe
allocatedtothecostoftheitem.
Youcanseeabreakdownoftextbytaxingauthoritybypressing
F9ontheitemlinetodisplaytheDetailItems/Taxesform.
Taxbase(onzoomedformonly)thenetcostofitemsbefore
taxisadded.
Recoverabletax(onzoomedformonly)theamountofthetax
thatcanberecovered(suchaswithVATorGST).

Expensedtax(onzoomedformonly)theamountoftextthat
isexpensed,ratherthanaddedtothevalueofthegoods.
Purchase Orders
Editing the tax
Before Using
YoupressF9orusetheItem/TaxbuttonontheOrdertabtocheckor
distribution
edittaxdistributionsforadetailline.ThisopenstheDetail
Items/Taxesform.Foreachtaxauthority,youcanchangetheitems
taxclassand,ifpermittedbytheauthority,specifywhethertaxis
includedintheitemcost.
Forinformationaboutcalculatingandeditingtaxes,seeEditing
VendorandDetailTaxInformation,laterinthischapter.
Whenyouaddanitemline,theprogramupdatesthepurchaseorder
subtotaldisplayedatthebottomoftheform.
Checking and Editing Purchase Order Taxes

Taxes tab UsetheTaxestabinthePurchaseOrderEntryformtocheckoredit
vendortaxinformation.
Detail tax class PurchaseOrderscalculatestaxesforeachdetaillinewhenyou

and tax included
completeeachitemdetail.Italsoletsyouchangethedetailtaxclass
andtaxincludedstatusforeachlineonthepurchaseorder.
YouusetheTaxestabtochoosethevendorstaxgroup,changethe
vendortaxclassforthewholepurchaseorder,andeditthetotaltax
amountforeachtaxingauthority,ifnecessary.Youcanalsousethe
CalculateTaxesbuttontorecalculatethetaxamountsifyouchange
taxinformation.
Note: AlthoughPurchaseOrdersletsyouoverridethe
calculatedtaxamount,thetaxamountwillberecalculatedif
youaddnewpurchaseorderitemsorclicktheCalc.Taxes
button.
Specifying the Vendor Tax Group and Tax Class
Thetaxgroupdetermineswhichtaxauthoritiesapplytothe
purchaseorder.
User Guide 231

Thetaxclassforeachauthoritydetermineswhetheranitemis
taxable.Youcanchangethetaxclassesandspecifywhethertaxis
includedinitemcostsforindividualdetaillinesandforthewhole
purchaseorder.
Salestaxesarecalculatedif:
Thevendorisassignedataxgroupwithtaxingauthorities.
Youenterthetaxgroupandtaxclassesforeachvendorinthe
AccountsPayableVendorsform,butyoucanchangethetax
groupfortheorderontheTaxestab,alongwiththevendortax
class.
Theordercontainstaxableitemsortaxablemiscellaneous
charges.
ItemtaxclassesaresetupinInventoryControl,butyoucan
changethetaxclassesforanindividualdetailline.Youcanalso
changethesettingforwhethertaxisincludedinorexcluded
fromthepriceoftheitem,ifpermittedbythetaxauthority.
YouspecifythetaxratesforthetaxauthoritiesandclassesinTax
Services.
PurchaseOrderscalculatessalestaxusingtheratesdefinedforthe
vendortaxclassanditemtaxclassesforeachauthoritythatcanlevy
taxesontheorderedgoods.
Onceyouenteradetaillineforthepurchaseorder,youcanno
longerchangethetaxgroup.
Specifying Tax Reporting Amounts

Tax Reporting Ifataxauthorityforthetransactionhasataxreportingcurrencythat
currency
isdifferentfromthevendorscurrencyoryourhome(functional)
currency,theprogramwillautomaticallycalculatethetaxreporting
amount.

Youcaneditthetotaltaxreportingamount,but,likethetotaltax
amount,thereportingamountwillberecalculatedifyouaddnew
Purchase Orders
purchaseorderitemsorclicktheCalc.Taxesbutton.
Before Using
Note: TheTaxReportingAmountiscalculatedusingthetax
reportingexchangerateontheRatestax.Ifyouchangethe
taxreportingamountontheTaxestab,youcanusethe
DerivebuttonontheRatestabtocalculatetheactual
exchangerateusedforthetaxreportingamount.
Entering P/O Information on the Optional Fields Tab

TheOptionalFieldstabletsyouenteroptionalfieldinformationfor
thepurchaseorderasawhole(ratherthanforindividualdetail
lines).YoumustinstallandactivateSageAccpacsTransaction
AnalysisandOptionalFieldCreatorinordertodefineanduse
optionalfields.
Match P/O invoice IfyousetupoptionalfieldsinPurchaseOrdersthatarethesameas

fields to A/P
optionalfieldsintheAccountsPayableInvoiceEntryform,the
invoices
informationinthePurchaseOrderfieldsissenttoAccountsPayable.
IfyouusesecurityinPurchaseOrders,youmustassignusersthe
TransactionOptionalFieldssecurityresourceifyouwantthemto
addanddeleteoptionalfieldinformationontransactionentryforms.
ForinstructionsaboutassigningoptionalfieldstoPurchaseOrders,
seeAssignOptionalFieldsinChapter3ofthePurchaseOrders
GettingStartedguide.Forinstructionsonaddingoptionalfieldsto
transactions,seeAddingOptionalFields,inChapter3ofthis
guide.
User Guide 233

Entering Exchange Rate Information

Multicurrency Ifyouusemulticurrencyaccounting,youcanenterexchangerate
exchange
informationonpurchaseordersforvendorswhodonotusethe
rates
functionalcurrency.Youcannotedittheexchangeratesbetweentwo
EMUmembercurrencies,orbetweenamembercurrencyandthe
euro.
Rates tab Whenyouselectavendorwhodoesnotusethefunctionalcurrency

(yourhomecurrency),aRatestabappearsinthePurchaseOrder
Entryform.Thistabdisplaysthevendorsdefaultratetype,therate
datethatcorrespondstothepurchaseorderdate,andtheexchange
ratefortheratedate.Dependingonthefunctionalcurrencyandthe
currencyofthevendor,theseratesmaybeeditable.
TheRatestabcanalsoincludeataxreportingcurrencyexchangerate
ifyouareusingataxgroupwithadifferenttaxreportingcurrency
(inotherwords,ifyoureporttaxesinadifferentcurrencythanyou
paythem).
PurchaseOrdersautomaticallycalculatesthetaxreportingcurrency
usingtherateonthistab.However,ifyouchangedthetaxreporting
currencyonthetaxestab,youcanclicktheDeriveRatebuttonto
calculatetheactualexchangeratebetweenthefunctionalcurrency
taxamountandthetaxreportingamount.
Checking Purchase Order Totals

Totals tab UsetheTotalstabinthePurchaseOrderEntryformto:
Entercommentsforthepurchaseorder.
Checkthetotalweightoftheshipment.
PurchaseOrdersconvertsallitemweightstotheDefaultWeight
UnitofMeasuresetintheI/COptionsform(orintheP/O
OptionsformifyoudonotuseInventoryControl).
Youcanedittheweightbyeditingtheitemweightsforeach
detailline.

Enterthenumberofmailinglabelsthatyouwanttoprintforthis
purchaseorder.
Purchase Orders

Before Using
Checkthenumberofdetaillines(tobesureyouenteredallthe
linesforyourorder).
Enterapercentagediscountordiscountamountforthepurchase
order.
Lookupthepurchaseordersubtotal,excludedtaxtotal,and
grandtotal.
Total extended weight

of all items
Number of mailing
labels to print and
number of item details
Discount percent or
amount
Total order costs and

total tax that is not
included in item costs

Figure 2.1. Use the Purchase Order Totals tab to check totals, enter
comments, enter discounts, and specify the number of mailing labels
to print for the purchase order.
Tospecifythenumberofmailinglabelsforapurchaseorder,usethe
PurchaseOrderTotalstab.Enterthenumberoflabelstoprint,then
usetheMailingLabelsformintheFormsfoldertoprintthelabels.
Thenumberoflabelsyouenterspecifieshowmanylabelswillbe
printedfortheorderwhenyouselectthePrintOnlyLabelsMarked
AsRequiredoptionintheMailingLabelsform.SeeChapter7,
Reports,forinformationaboutprintinglabels.
User Guide 235

Posting Purchase Orders

Requisitions Inventory Whenyoupostapurchaseorder:
Control
Complete
requisitions
Increase item
quantities on
IfyouuseInventoryControl,itemquantitiesonnonjobrelated
purchase order
purchaseorderareincreasedinthatprogram.
Post purchase orders
Ifyouusetheautomaticnumberingoption,postingassignsand
Default Complete
infor- purchase displaysthepurchaseordernumber.Postingalsoupdatesthe
mation orders
informationforthePurchaseOrderList,sothatyoucanprintan
Post receipts accuratelistimmediately.Afterposting,youcanalsoprint
copiesofthepurchaseorder.
Postingcompletespurchaseorderlinesthatyousetto
Completed.Youcannotedittheselinesafterposting.
Effect on Ifyouspecifiedrequisitionnumbersforthepurchaseorder,the
requisitions
requisitiondetaillinesyouaddtothepurchaseorderarecompleted
ontherequisitionswhenyoupostthepurchaseorder.
Ifapurchaseordercompletesallthedetailsonanyspecified
requisition,therequisitionitselfiscompletedwhenthepurchase
orderisposted.
Project and Job PostingorDayEndProcessingupdatescommittedquantitiesand

Costing
amountsinProjectandJobCostingifthepurchaseorderisjob
related.
Printing Purchase Orders

YoucanprintpurchaseordersonplainpaperoronpreprintedPO
forms.Youcanalsoedittheappearanceofyourprintedpurchase
orders,andyoucanchoosewhichthepurchaseorderformyouwant
touseatprinttime.

YoucanprintasinglepurchaseorderfromthePurchaseOrder
Entryform,rightafterpostingit.YoucanalsochoosethePurchase
Purchase Orders
OrdersiconfromtheFormsfoldertoprintoneormorepurchase
Before Using
ordersatanytime.Youcanreprintpurchaseordersuntiltheyare
complete.
Ifyouwish,youcanprintpurchaseordersbytype(Active,Future,
Standing,Blanket),andyoucanchoosetoreprintorexclude
previouslyprintedpurchaseorders,orprintonlyincomplete
purchaseorders.Youcanalsoprintcopiesofeditedpurchaseorders,
includingonlythedetailsaddedsincethelasttimeyouprinteda
purchaseorder.
Printing drop-ship Ifthepurchaseorderincludesdropshipaddresses,alldetailswith

addresses
thesamedropshipaddressareprintedtogetheronthepurchase
order,followedbytheaddress,ratherthaneachdetaillinebeing
printedwiththeaddressforit.
E-mailing purchase ThePurchaseOrdersprogramalsoletsyouemailpurchaseorders

orders
andpurchasereturnstovendors.
Ifyouwanttoemailpurchaseorderstovendors,youusetheEmail
MessagesformintheP/OSetupfoldertocreatetheemailmessage
thatyouwanttosendtovendorswithpurchaseorders.
Choose the e-mail Foreachvendorthatyouwanttoemail,youmustsettheDelivery

delivery method in
MethodtoEmailortoContactsEmailontheProcessingtabofthe
Accounts Payable
vendorrecordinAccountsPayable.
SeeChapter7,Reports,foradescriptionofthestandardpurchase
ordersthatareincludedwithyourPurchaseOrdersprogram.For
instructionsoncreatingyourownformsoradaptingthesample
purchaseorderforms,refertothedocumentCustomizingPrinted
FormswithCrystalReports.
YoucanfindtheSageAccpacERPdocumentsintheDocsfolderin
thedirectorywhereyouinstalledSageAccpacERP.Youcanalso
findthemontheMicrosoftWindowsStartmenuonthecomputer
whereyouinstalledSageAccpacERP.ChoosePrograms,thenSage
Accpac,thenOnlineDocumentation,andthenSystemManager.
User Guide 237

OryoucanfinditintheSageAccpac\Docsfolderonthemachine
whereyouinstalledSageAccpacERP.Otheronlinedocumentsare
alsoavailablefromtheHelpmenuontheSageAccpacERPdesktop.
Day End Processing of Purchase Orders

Purchase orders DayEndProcessingcreatesactivepurchaseordersfromfuture
Activates future purchase purchaseordersthathavereachedtheiractivationdates.Ifyoudo
orders
notkeeptransactionhistory,DayEndProcessingalsodeletes
Updates history and
statistics (if kept) completedpurchaseorders.
Deletes completed, fully
invoiced purchase orders
(if you do not keep Ifyoukeepstatistics,DayEndProcessingupdatesthenumberof
history)
purchaseordersfortheyearandperiodinthePurchaseStatistics
Day End Processing
formandonthePurchaseStatisticsreport.DayEndProcessingalso
updateshistory.
IfyouuseProjectandJobCosting,DayEndProcessingupdates
committedquantitiesandcostsinPJC.
Changing Purchase Order Information

Youcanchangeinformationonanyincompleteactiveorblanket
purchaseorder,andonallfutureandstandingpurchaseorders.You
canevendeleteapostedpurchaseorderuntilyoupostreceipts
againstit.
What you can Afteryoupostapurchaseorder,youcanchangeanythingyou

change after
enteredontheorderexceptthepurchaseordernumber,vendor
posting
number,taxgroup,andcompleteddetaillines.
Youcanadddetaillinestoapurchaseorderatanytime,evenafter
postingreceiptsforallthepurchaseorderdetailsandcompletingall
detaillines.Youcandeletedetaillinesforwhichyouhavenot
receivedanyitems,andyoucanchangetheoutstandingamountsof
partiallyreceiveddetails.
Ifyouchangequantitiesordeletepurchaseorderdetailsonnonjob
relatedpurchaseorders,theprogramwillupdatequantitieson
purchaseorderinInventoryControl.

Ifyouchangequantitiesordeletepurchaseorderdetailsonjob
relatedpurchaseorders,theprogramwillupdatecommitted
Purchase Orders
quantitiesandcostsinProjectandJobCosting.
Before Using
Using Security with Purchase Orders
YoucanusesecuritywiththePurchaseOrderEntryform,separately
specifyingthepersonswhocan:
Add,edit,anddeletepurchaseorders.
Printpurchaseorders.
Importpurchaseorders.
Exportpurchaseorders.
Onblanketpurchaseorders,youcanalsoassignsecuritytothe
OriginalAmountfieldontheOrdertabofthePurchaseOrderEntry
form.Byrestrictingaccesstothisfield,youcanensurethatno
unauthorizedchangesaremadetotheamount.
Assign security to YoucanassignsecuritytoitemcostsinInventoryControlifyoudo

item costs in
notwanttodisplaytheitemcostsfromInventoryControlon
Inventory Control
purchaseorderdetaillines.TheUnitCostandExtendedCostfields
willthendisplayonlyzeroesinPurchaseOrders,butyoucanstill
typeincostamountswhenenteringtransactions.
Creating Purchase Orders Automatically

Youcancreatepurchaseordersautomaticallyfromcurrent
requisitions,fromreorderquantitiesinInventoryControl,andfrom
activeordersinOrderEntry.
User Guide 239

Assigning Whencreatingpurchaseordersautomatically,theprogramassigns
purchase order
thepurchaseordernumbers,usingthelength,prefix,andnext
numbers
numberspecifiedintheOptionsform.Theprogramalsoselects
Activeasthepurchaseordertype,poststhepurchaseorders,and(if
youuseInventoryControl)increasesquantitiesonpurchaseorder.
Ifthepurchaseorderisjobrelated,theprogramincreasesthe
committedquantitiesandcostsinProjectandJobCosting.
Youcancreatepurchaseordersautomaticallyonlyforactiveitems,
locations,andvendors.IfyouuseInventoryControl,youmustalso
allowtheitemstobestockedatalllocationsforwhichyouorder
them.
Afterposting,theprogramdisplaysthenumberofpurchaseorders
thatwerecreated.YouusethePurchaseOrderschoiceintheForms
foldertoprintthenewpurchaseorders.UsethePurchaseOrder
Entryformtoreviewandeditnewpurchaseordersyoucreated
automatically.
Automatically Creating Purchase Orders from Requisitions
UsingtheCreatePOsFromRequisitionsform,youcanspecify
rangesofrequisitionnumbers,dates,andvendornumbersfor
automaticallycreatingpurchaseorders.Youcancreatepurchase
ordersforrequisitiondetailsthatdonothavevendornumbers,and
assignthevendorseitherbycreatingpurchaseordersforonlyone
vendornumberorbyselectingavendortypeassociatedwithitems
intheVendorDetailsform.

Create POs from

incomplete
requisitions dated
Purchase Orders
Before Using
between Jan. 1
and June 30, and
for all vendors. List all the selected details
separately on the purchase
orders (do not consolidate).
Select details with
You cannot consolidate job-
no assigned
related details
vendor and assign
them to vendors
Select only the job-related
who are Vendor 1
requisitions.
in item records.

Figure 2.2. The Create Purchase Orders From Requisitions form set up to
create purchase orders. The form is slightly different if you use Purchase
Orders as a stand-alone system.
Purchase orders AsshowninFigure2.2,youcancreatepurchaseordersbyvendor

created from
type.Thefollowingexampledescribesthepurchaseorderdetails
requisition details
thatarecreatedwhenavendortypeisspecified.
Assumepurchaseorderswillbecreatedfromthefollowing
requisitiondetailsandthatdetailswithblankvendornumberswill
usevendorswhoareassignedtotheitemsasVendor1:
Line Vendor Vendor 1 for

Number Item Number Number the Item
1 A1-103/0 Blank 1200
2 A1-400/0 Blank 1400
3 A1-401/0 Blank 1350
4 A1-650/0 1200 1500
Thesedetailswouldcreatethreepurchaseorders,oneeachfor
vendors1200,1400,and1350.
Thepurchaseorderforvendor1200wouldincludetwoitemdetails
becausevendor1200isassignedtotheitemastheselectedvendor
typeforline1,andspecifiedasthevendornumberforline4.
Consolidating Youcanconsolidatedetailsfromseparaterequisitionsintosingle
requisition details
detailsonpurchaseordersforthesamevendor,item,unitof
User Guide 241

measure,vendoritemnumber,expectedarrivaldate,andinventory
location.
Theprogramcombinesallrelateddetails,withtheexceptionof
detailsfromjobrelatedrequisitionsorfromdetailsthatinclude
optionalfieldsordropshipaddresses.Aseparatepurchaseorder
detailiscreatedforeachrequisitiondetailwithoptionalfieldsora
dropshipaddress.
Consolidation Anyordernumbersenteredinrequisitiondetailsarelostifyou
deletes order
consolidatewhencreatingpurchaseorders,butyoucaneditthe
numbers
newpurchaseorderstoreentertheordernumbersyouneed.
Sample Forexample,assumethefollowingdetaillinesexistonthe
consolidations
requisitionsfromwhichyouarecreatingpurchaseordersandyou
havechosentoconsolidatedetails:

Line Item Loc. Qty. Unit Drop Ship Order No.
1 A1-103/0 1 10 Ea. Yes None
2 A1-103/0 1 15 Ea. No 21234
3 A1-103/0 1 7 Ea. No 37288
4 A1-103/0 2 9 Ea. No None
Thefollowingdetailsareincludedonthepurchaseorders:
Line Item Loc. Qty. Unit Drop Ship Order No.

1 A1-103/0 1 10 Ea. Yes None
2 A1-103/0 1 22 Ea. No None
3 A1-103/0 2 9 Ea. No None
Lines2and3werecombinedbecausetheyareidenticalexceptfor
thequantityandordernumber.Noticethatthelinenowhasno
ordernumberandthatthequantitiesarecombined.
Line1wasnotconsolidatedbecauseitcontainsadropshipaddress.
Line4wasnotconsolidatedbecauseitisforadifferentlocation.
Assigning entries Youcanalsospecifyentriesforanyoptionalfieldsthatyouwantfor

for optional fields
thepurchaseorderandforpurchaseorderdetails.Allthenew

purchaseorderswillinherittheoptionalfieldentriesfromthe
OptionalFieldstab,anddetailswillinherittheentriesfromthe
Purchase Orders
DetailOptionalFieldstab.Youcanchangeoptionalfieldentrieson
Before Using
thegeneratedpurchaseorders,ifnecessary.
Note: Anyoptionalfieldentriesthatyouassignonthisform
willoverridetheentriesforthosefieldsassignedonthe
originalrequisitions.
Posting Postingassignsitemcostsbasedonthedefaultitemcosttypeinthe
Optionsformandtheamountenteredforthecosttypeintheitem
records.Postingalsoentersthecurrentsessiondateasthepurchase
orderdate,andcompletestheselectedrequisitions.Therequisitions
willbedeletedthenexttimeyourunDayEndProcessingunlessyou
keeptransactionhistory.
Creating Purchase Orders from Inventory Control Reorder Quantities
IfyouuseSageAccpacInventoryControl,youcanusetheCreate
POsFromI/Cformtocreatepurchaseordersfromreorderquantities
for:
Allitemswithlessthantheirmaximumquantitiesonhand.
Itemswithquantitiesbelowtheirminimumamounts.
Itemswithinsufficientquantitiesonhandtomeettheirsales
targetsforthenumberofdaysyouspecify.
PurchaseOrdersletsyoureorderitemsforspecificlocationsor,if
youhavesetupreorderquantitiesforalllocationsinInventory
Control,foralllocations.Whenyouchoosetoreorderitemsforall
locations,PurchaseOrdersusesthetotalquantityonhandatall
locationstodeterminetheamounttoreorder.Italsosetsone
location,whichyouspecify,asthereorderlocation.
Theprogramalsoletsyouspecifytherangeofvendorsforwhichto
createpurchaseorders.Theprogramcreatespurchaseordersonly
forthevendorsinthespecifiedrange.
User Guide 243

Assigning the run Youenterarundatetoidentifythereorderperiodusedto

date
determineorderquantities,andsetthepurchaseorderdate.
Ordering items by Youcanalsospecifythevendortypestouse,sothatanitemis

vendor type
selectedonlyifthevendorisassignedtotheitemrecordasoneof
thevendortypesthatyouchose.Ifyouspecifymorethanone
vendortype,theprogramwillchoosethevendortypewiththe
lowernumber.(Forinformationaboutvendortypes,see
Step6:AddInventoryItems,inChapter3oftheInventoryControl
GettingStartedmanual.)
Youcanselectitemswithquantitiesundertheminimumlevelor
projectedsalesspecifiedintheReorderQuantitiesform.Youcan
orderitemquantitiesuptoorabovethemaximumorprojectedsales
figures,andspecifyentriesforanyoftheoptionalfieldsthatyou
use.Figure2.3showstheCreatePOsFromI/Cformandsummarizes
itscontentsanduses.
The run date

assigns the PO date
and selects the Choose to create
reorder period. orders for all items
ordered from the
vendor, or to order
Select ranges of by minimum
vendors, items, and quantities or
locations for which projected sales
to create POs. amounts.
You can only order Select the method

items to which for determining the
vendors are item quantities to
assigned as a order.
selected vendor
type.

Figure 2.3. Use the Create POs From I/C form to automatically create
purchase orders from Inventory Control reorder quantities.
Examples Thefollowingexampleshowshowtheprogramcalculatesthe
quantitiestoorderforaspecificvendorandlocation,usingthe
informationinFigure2.4aboutitemA1103/0atlocation2.

Purchase Orders
Before Using

Figure 2.4. The Create POs From I/C form uses the Reorder Quantities and
Location Details form in Inventory Control to calculate quantities to order in
Purchase Orders.
Figure2.4providesthefollowinginformationaboutitemA1310/0in
thefirstreorderperiod:
Minimumquantity=10
Maximumquantity=30
Reorderquantity=10
Projectedsales=25
Quantityonhand=13
Toorderupto,butnotexceeding,themaximumquantity,youwould
order40stockingunits(410),bringingtheonhandquantityto27
(4013).(UsetheUpToMaximumoption.)
Toorderatleastthemaximumquantity,youneed43units(30+13).
Sinceyouordertenunitsatatime,youwouldorder50stocking
User Guide 245

units(510)bringingtheonhandquantityto37.(UsetheAbove
Maximumoption.)
Toorderupto,butnotexceeding,theprojectedsalesquantityforthe
numberofdaysintheperiod(selectedbytherundate30daysin
theexample),youwouldorder30stockingunits(310),foran
onhandquantityof17.(UsetheUpToProjectedSalesoption.)
Toorderatleasttheprojectedsalesquantityfortheperiod(selected
bytherundate30daysinthisexample),youwouldorder40
stockingunits(410),bringingtheonhandquantityto27.(Usethe
AboveProjectedSalesoption.)
Creating Purchase Orders from Order Entry Sales Orders
UsingtheCreatePOsFromO/Eform,youcancreatepurchase
ordersforallitems(includingnonstockitems,oncurrentlyactive
OrderEntrysalesorders)orjustforbackordereditemsoritemswith
insufficientinventoryquantitiesonhandtofilltheorders.
Youcannotcreatepurchaseordersfromfutureorstandingsales
ordersorfromordersthatareonholdinOrderEntry.Youcancreate
purchaseordersfromOrderEntrybyrangesofcustomernumbers,
ordernumbers,orderdates,andexpectedshipdates.Youcanalso
consolidatepurchaseordersbyvendornumberorcreateapurchase
orderforeachvendorlistedoneachorder.
Creating purchase Ifyoucreatepurchaseordersbyvendornumber,allordersforthe

orders by vendor
sameitem,location,andvendorareconsolidatedintoasingledetail
number
onthepurchaseorderforthevendor.
Creating purchase Ifyoucreatepurchaseordersbysalesorder,youproduceaseparate

orders by Order
purchaseorderforeachvendorspecifiedontheselectedorders,
Entry order
number resultinginmorethanonepurchaseorderforvendorsspecifiedon
morethanoneorder.Thisoptionretainsordernumbersandletsyou
printtheShippableBackordersreportforthetransactionsyoupost
forOrderEntryorders.

Including UsetheDropShipItemsoptiontoincludecustomersaddressesfor
drop-ship
dropshipmentsonpurchaseorders.Everypurchaseorderdetailis
addresses on
Purchase Orders
purchase orders thenassignedeithertheaddressenteredonthesalesorderorthe
Before Using
customersaddressinAccountsReceivable.(Ifyouinclude
dropshippeditems,youcannotconsolidatedetails.)
Using the Ifyouwanttocreatepurchaseordersbysalesorder,youcanstill

Consolidate Items
selecttheConsolidateItemsoptiontoconsolidatelikedetailsfor
option
vendors.Consolidatedpurchaseordersareshorter.Usetheoptionif
youdonotprinttheShippableBackordersreportbyordernumber
oruseoptionalfields.(Consolidationdeletesordernumbers.)
Including non- UsetheIncludeNonstockItemsoptiontoincludethenonstock

stock inventory
inventoryitemslistedonOrderEntryonyourpurchaseorders.
items
Youcanalsospecifytheentriesforanyoptionalfieldsyouuseonthe
OptionalFieldstabandontheDetailOptionalFieldstab.Note,
however,thatyoucannotconsolidatedetailsifyouassignoptional
fieldstothepurchaseorders.
Create one purchase order for each

vendor or a new purchase order for each
vendor listed on each selected order.
Select ranges of
customers, orders,
and dates for which
to create POs.
Order all items
on selected
Choose whether to
orders, or just
retain drop-ship
items required
addresses or
to fill current or
combine like
backordered
details (you cannot
orders.
choose both).
Indicate whether to
include non-stock items
on purchase orders.

Figure 2.5. Use the Create POs From O/E form to create purchase
orders automatically from current Order Entry sales orders (if you use
Order Entry).
User Guide 247

Processing Receipts
Processing Receipts
UsetheReceiptEntryformtoreceiveitemsintoinventory.
Youcanenterreceiptswithorwithoutpurchaseordernumbers.All
purchaseorderinformationisdisplayed,whetheryouarereceiving
itemsfromsingleormultiplepurchaseorders.
Ifyouarecreatingareceiptfromasinglepurchaseorderormultiple
purchaseorders,youcanchangethevendorinformation(exceptfor
thetemplateandtaxgroupcodes),deleteitemdetails,andadd
additionalcostdetails,butyoucannotadditemdetails.When
editingapostedreceipt,youcannotdeleteanydetaillines,butyou
canaddadditionalcostdetails.
Effects on WhenyoupostanonjobrelatedreceiptinPurchaseOrders,the
Inventory Control
programincreasesitemquantitiesonhandinInventoryControlfor
thereceiveditems.Also,ifyoucostinventoryitemsinInventory
Controlduringposting,andifyoudonotcreateG/Ltransaction
batchesmanuallyinPurchaseOrders,postingwilladdgeneral
ledgertransactionstoG/Lbatches
Ifyoupostthenonjobrelatedreceiptwithasinglepurchaseorder
numberorwithmultiplepurchaseordernumbers,theprogram
reducesquantitiesonpurchaseorderinInventoryControl,and
updatesthereceivedquantitiesandoutstandingquantitiesonthe
purchaseorders.
YoucanprocessreceiptseitherinPurchaseOrdersorInventory
Control.However,werecommendthatyouenterallreceiptsin
PurchaseOrdersbecausePurchaseOrdersReceiptEntryform
allowsyoutofullytrackandprorateadditionalcosts,andrecord
moreinformationforeachreceiptthanyoucanrecordinInventory
Control.
Using PO with Further,ifyouuseProjectandJobCosting,PurchaseOrdersletsyou

Project and Job
flagreceiptsasjobrelated,soyoucantrackcommittedandactual
Costing
quantitiesandcostsbycontract,project,category,andresource.

Processing Receipts
Inaddition,purchaseordersareupdatedwhenyouenterreceipts
againstpurchaseordernumbersintheP/Oprogram.Theyarenot
Purchase Orders
updatedbyreceiptsthatyouenterinInventoryControl.
Before Using
IfyouenterorchangeadditionalcostsoninvoicesinPurchase
Orders,youcanalsoproratethenewcoststothecorresponding
receiptsandassignthemtojobs(ifthePOisjobrelated).
Effects on WhenyouenterreceiptsinPurchaseOrders,youcanalsocreateand
Accounts Payable
postinvoices,creditnotes,anddebitnotes,andtransferthe
transactionstoSageAccpacAccountsPayable.
Entering Receipts
Thissectiondescribestheinformationyouenterforreceiptsand
receiptadjustmentsintheReceiptEntryform.
Forinstructionsonenteringreceipts,seeChapter5,Processing
Receipts,Invoices,Returns,CreditNotes,andDebitNotes.
Specifying vendors Youcanenterreceiptsfornewvendorsandforvendorsthatexistin

and purchase
yourAccountsPayabledatabase,andyoucanaddavendorto
orders
AccountsPayablefromtheReceiptEntryform.Youcanalsoapply
receiptstoexistingpurchaseorders,oryoucanapplyreceipts
withoutreferencingapurchaseordernumber.
Specifying item Youcanenterindividualitemreceiptsandadditionalcosts(suchas

and cost details
shippingcharges)asseparatedetails,andyoucanedittax
informationforthecompletereceiptandforeachdetailandcost.
Youcanenteradditionalcostdetailsfortheprimaryvendor(the
vendorfromwhomyoureceivedthegoods)orforsecondaryvendors
(vendorswhochargedcostsontheshipmentbutdidnotsupplythe
goods).
Ifnecessary,youcanassignadifferentvendorandtaxgrouptoeach
additionalcostdetail.Inmulticurrencyledgers,youenterdetailsin
thevendorscurrency.
User Guide 249

Processing Receipts
Duringreceiptentry,youcanlookuppurchasinghistorybyvendor
orbyitemnumber.Youcanalsoprintreceiptsafterpostingthem,
usingthestandardformsforreceivingslipssuppliedwithPurchase
Orders,orusingformsyoudesign.
Editing receipts YoucanusetheReceiptEntryformtoeditexistingreceiptdetailsfor

avendorifyouhavenotpostedaninvoiceforthevendorand
receipt.Areceiptiscompletewhenyouhavepostedinvoicesforall
itemsandvendorslistedonthereceipt.Youcannotchangea
completedreceipt.
Invoicing receipts YoucanpostinvoicesforreceiptsfromtheReceiptEntryform,

invoicingtheitemsreceivedandadditionalcostschargedbythe
primaryvendor(thereceiptvendor),aswellasadditionalcosts
chargedonthereceiptsbyothervendors(secondaryvendors).You
canalsousetheP/OInvoiceEntryformtopostinvoices.
Enter 1099/CPRS Note,however,thatifyouneedtorecord1099/CPRScodesand

codes and
amountsorremittolocations,youmustenterinvoicesinthe
remit-to locations
in P/O or A/P P/OInvoiceEntryform,oreditPurchaseOrdersinvoicesin
Invoice Entry AccountsPayabletoaddthecodesand1099/CPRSamounts.

Processing Receipts
Flow Chart Overview of Receipt Processing
Purchase Orders
Choose Receipt Entry from the P/O Transactions folder.
Before Using
Assign the receipt number automatically?
Yes No
Type the receipt number.
Using an existing vendor number?

Yes No
Type the new vendor number.

Add the vendor in Accounts Payable?
Yes No
Choose New, then

add the record.
Select a single purchase order or multiple purchase orders for the receipt (optional);
fill in the Receipt tab.
Vendor details Add or edit vendor information (address, phone, contact, tax group, terms). Type a
name for each vendor you have not added to Accounts Payable.
Using an existing purchase order number?

Yes No
Item details Enter the quantity received for each Add the receipt
item detail affected by the receipt; edit details.
other information as needed; enter
manual prorations, if applicable.
Edit detail tax distributions?
Yes No
Change tax classes and tax-included

choices as needed.
Additional costs to add to the receipt?
Yes No
Enter the vendor number, tax group,

and terms code for each vendor who
charged an additional cost on the
receipt, and enter the cost details.
User Guide 251

Processing Receipts
Edit additional cost tax distributions?

Yes No
Change tax classes and tax-included

choices as needed.
Check totals and edit tax information for the additional cost vendors?
Yes No
On the Additional Costs tab, choose

the Vendor Taxes button and change
tax information as needed.
Check totals and edit tax information for the receipt vendor?
Yes No
Choose the Totals tab to verify receipt

totals and the Taxes tab to edit tax
group, tax classes, and tax amounts
for the receipt vendor.
Optional data to add to the receipt?

Yes No
Fill in optional fields, if used.

Entering transactions for a multicurrency vendor (multicurrency ledger)?
Yes No
Check or edit exchange rates.
Post invoices for the receipt and additional costs?

Yes No
Type the invoice number for the

vendors for which you are creating
invoices (optional).
Post the receipt and any associated invoices.
Print the receiving slip (optional).
Edit existing receipts as needed.
Run Day End Processing to update item costs and create

general ledger journal entries and the Receipt Posting Journal.


Processing Receipts
Entering Receipt Header Information and Vendor Information

Thissectiondiscussesthegeneralreceiptinformationandthevendor
Purchase Orders
Before Using
informationyouenteronlywithreceipts.
Mostoftheinformationyouenterwithareceiptisthesameaswith
requisitionsandpurchaseorders,andisdescribedunder
ProcessingPurchaseOrders,earlierinthischapter.
Use Help in ForinformationaboutanyofthefieldsintheReceiptEntryform,

the Receipt
pressF1whileyouareusingtheform,thenchoosetheFieldList
Entry form
buttonfromtheHelpscreenthatappears.
Informationthatyouenteronlyforreceiptsincludes:
Receiptnumberauniquenumber,upto22characterslong,to
distinguishthetransactionfromotherreceiptsforauditcontrol
purposes.
Receiptnumberscanbeanycombinationofuppercaseletters
andnumbers.Youcantypethereceiptnumberyouwantor
acceptthenumberthatisassignedbytheprogram,usingthe
length,prefix,andnextnumberthatarespecifiedintheOptions
form.
Toeditanexistingreceipt,youeitherenteritsnumberorselectit
fromtheFinder.Youcanchangeallreceiptheader,vendor,and
optionalfieldinformationonanexistingreceiptexceptthe
vendornumber,purchaseordernumber,templatecode,andtax
group.Youcanadddetailsonlyifyoudonotspecifyanexisting
purchaseordernumber,butyoucannotdeleteposteddetails.
Vendornumberthevendorfromwhomyoupurchasedthe
goods.
POnumberthenumberassignedtothepurchaseorderfor
whichyouarereceivingitems(ifyouarereceivingfromjustone
purchaseorder).
User Guide 253

Processing Receipts
Multiple Ifyouarereceivingitemsfrommultiplepurchaseorders,you
purchase orders
usetheFromMultiplePurchaseOrdersoptiontolistthe
numbersofthepurchaseorders.
Whenyouspecifyavalidpurchaseordernumber,thepurchase
order,vendor,andoptionalfieldinformationenteredonthe
purchaseorderisdisplayed,alongwithallincompletedetails
fromthepurchaseorder.Youcanchangealltheinformationfor
thereceipt,exceptforthevendornumberandtaxgroup.You
candeletedetaillinesuntilyoupostthereceipt,butyoucannot
addlinesthatwerenotonthepurchaseorder.
You can receive

goods without a PO Note: Youcanalsoreceivegoodsfromavendorwithout
specifyingapurchaseorder.Inthiscase,youcanaddreceipt
foreachitemthatyoureceive.
Frommultiplepurchaseordersletsyoudisplayalistof
purchaseordersfromwhichtochoose.
Jobrelatedifthereceiptisforaprojectyouaremanaging
withProjectandJobCosting.
Ifthereceiptisjobrelated,differentfieldsappearforthedetails
toletyouenterjobrelatedinformation.
Note: Ifthereceiptisbeingcreatedfrommultiplepurchase
orders,allpurchaseordersmustbeeitherjobrelatedornon
jobrelated.
Job-related Retainageaccountingiftheretainageoptionisselectedin
receipts only
AccountsPayable,youcanchooseretainageaccountingforthe
receipt.TheprogramwilldisplaytheRetainagetabanddisplay
retainagefieldsintheitemdetaillines.
Retainageaccountingappliesonlytojobrelatedtransactions,
andisavailableonlyifyouselectedretainageaccountinginthe
AccountsPayableprogram.
Receiptdatethetransactiondateforthereceipt.

Processing Receipts
Yearandperiodtowhichyouwanttopostthegeneralledger
transactions.
Purchase Orders

Before Using
Lastreceiptnumberifyouhavealreadypostedreceiptsfor
thispurchaseorder.
Whenyouselectavalidpurchaseorderforareceipt,theReceipt
taboftheReceiptEntryformdisplaysthenumberofreceipts
thathavebeenpostedtothepurchaseorderaswellasthelast
receiptnumber.Whenthereceiptisformorethanonepurchase
order,thisinformationdoesnotappear.
Onnewreceipts,youcanspecifyatemplatecode,billtolocation,
shiptolocation,FOBpoint,shipvia,termscodedescription,and
referenceasyoucanforpurchaseorders.
Entering Receipt Details

Youcanenterreceiptdetailsagainstexistingpurchaseordersor
withoutreferencinganypurchaseorder.
Whenyouareenteringnewreceiptsforanexistingpurchaseorder,
theprogramdisplaysonlytheincompletedetailsfromthepurchase
order.(Completeddetailsareomitted.)Youcaneditanddelete
details,butyoucannotadddetails.
Youcanaddasmanydetailsasyouneedonareceiptthatdoesnot
includeapurchaseordernumber.
Youcanenterthefollowinginformationwithreceiptdetails:
Completing Whetherthereceiptcompletesthepurchaseorderdetail(thatis,
purchase orders
thedetaillinehasbeenfullyreceivedorcanceled).
Detaillinesarecompletedonpurchaseorderswhenyouspecify
thattheentirequantityisreceivedorifyoucancelan
outstandingquantity.Onceapurchaseorderdetaillineis
completed,youcannotmakeanyfurtherchangestoitonthe
purchaseorder.Youcanstilleditthedetailonthereceiptuntil
youpostaninvoicefortheprimaryvendor.
User Guide 255

Processing Receipts
Whenyoureceivefrommultiplepurchaseorders,thedetaillines
foreachpurchaseorderareupdatedcorrectly.
Job-Related Contract,project,category,resource,A/Ritemnumber,billing
type,andbillingrateforthejobifthereceiptisjobrelated.
TheprogramdisplaysthetermsyouuseforContract,
Project,andCategoryinProjectandJobCosting.
Retainage RetainagePercentage,RetainageAmount,andRetentionPeriod
accounting fields
forjobrelatedreceiptsthataresubjecttoretainage.
TheprogramalsodisplaystheRetainagetabtoletyouspecify
theexchangeratethatyouwanttousefortheretainageamounts
onmulticurrencyinvoices.
Default Retainage Thedefaultretainagepercentageandretentionperiodthat

Percentage and
appearsinthesefieldsdependsontheretainagesettingsthat
Period
wereselectedforthecategoryintheProjectandJobCosting
module.YoucanchooseinPJCwhethertodefaulttheretainage
settingsfromthevendorrecordinAccountsPayable,oruse
specificretainagesettingsenteredforthecategory.
Item and location Itemnumber,description,and(ifyouuseInventoryControl)

information
locationonreceiptsthatdonotreferenceapurchaseorder.
Ifyouareeditingapreviouslypostedreceiptoryouspecifieda
purchaseordernumberforthereceipt,youcanchangethe
descriptionforeachdetailline,butyoucannotchangetheitem
numberorlocation.
Youcanalsoreceiveitemsidentifiedasnonstockitems,ifyou
allowthemtobereceivedinInventoryControlorifyouuse
PurchaseOrdersasastandalonesystem.
Ifthereceiptisjobrelated,theitemnumbercanbeamaterialor
laborresource.
Ifyouusemanufacturersitemnumbers,youcanenterthem
here.Theprogramwillsubstitutethemforyourinventoryitem

Processing Receipts
numbers,andinsertthemanufacturersitemnumbersinthe
manufacturersitemnumberfield.
Purchase Orders
Drop-ship
Before Using
Dropshipaddress(foranyitemdetailsthatwereshippedtoa
information
differentaddressfromtheinventorylocationspecifiedforthe
detail).
Youmustreceivealldropshippeditemsintoinventoryto
properlyupdateitemquantitiesandcosts.
Youcanaddadropshipaddressforeachreceiptdetail,if
necessary,andcheckorchangeexistingdropshipaddresses.
Youcanentertheaddressyourself,orselectinventorylocations
andautomaticallyinserttheiraddresses.IfyouuseSageAccpac
AccountsReceivable,youcanalsousetheFindertoselect
customeraddressesandcustomershiptoaddresses.
Quantity received Quantityreceived(thenumberofunitsofeachitemthatwere

received).
Whenyoupostthereceipt,thereceivedquantitiesareentered
forthedetailonthepurchaseorder,completingdetaillineson
thepurchaseorderifthereceivedquantityisequaltoorgreater
thantheoutstandingquantityforthedetail,orifalloutstanding
unitshavebeencanceled.Completedpurchaseorderdetailsdo
notappearwhenyouapplynewreceiptstothepurchaseorder.
Ifyoureceiveitemsformultiplepurchaseorders,thequantity
receivedisupdatedcorrectlyoneachpurchaseorder.
Units of measure, Unitofmeasure,unitcost,extendedcost,unitweight,and

cost, and weight
extendedweight.
Ifyouspecifyavaliditemnumber,includinganonstockitem,
thisinformationissuppliedfromtheitemrecordoriscalculated
byPurchaseOrders,butyoucanchangeit.Ifyouusea
noninventoryitemnumber,youmustentertheinformation
yourself.
User Guide 257

Processing Receipts
Ifyouareenteringanonjobrelatednewreceiptwithouta
purchaseordernumber,unitcostsaredisplayedinthedefault
costtypespecifiedinthePurchaseOrdersOptionsform.Forjob
relatedreceipts,theunitcostisdefaultedfromProjectandJob
Costing.
Theunitcostpostedforanitemonanonjobrelatedreceipt
becomesthemostrecentcostfortheitemwhenthedetailis
processedbyDayEndProcessing,unlessyouenterzeroora
negativeamountasthecost.
Note: IfsecurityisturnedoninSageAccpacERP,youwill
notseecostsunlessyouareassignedthesecurityrightto
viewcostinginformation.
Processing zero Ifyoupostanitemwithazerocost,DayEndProcessingdoes

costs on a non-job-
notchangethemostrecentitemcostinInventoryControl.Ifthe
related receipt
itemusesLIFOorFIFOcosting,DayEndProcessingcreatesa
bucketwithazerocostandthequantityreceived.
Ifyoueditcostsonapreviouslypostednonjobrelatedreceipt,
DayEndProcessingalsocreatesadjustingentriestoupdate
InventoryControlitemcostsandyourgeneralledger.
Seethefullerdiscussionofcostsinpurchaseorders,earlierin
thischapter.
Discount%apercentagediscountofferedbythevendoron
thisitem,orapercentagecalculatedfromtheDiscountAmount
field.

Processing Receipts
Ifyouprefernottoenterdiscountsforindividualdetails,you
canenteradiscountpercentagefortheentirereceiptonthe
Purchase Orders
Totalstab.PurchaseOrdersthenproratesthediscountamount
Before Using
forthetransactiondetails,overridinganydiscountsyoumay
haveenteredmanuallyforthedetails.
DiscountamountcalculatedfromtheDiscount%oraflat
amountenteredinthisfield.
Theprogramusestheamountinthisfieldtocalculatethe
discountedextendedcostfortheitemdetail.
Discountedextendedcosttheunitcosttimesthequantity,less
theamountofthevendordiscount.
PurchaseOrderscalculatesthediscount(ortakesthediscount
amount)andsubtractsitfromtheextendedcost.Thisisa
calculatedfield.
WeightUOMtheunitofmeasurefortheweightofthisitem
onthereceiptsuchas,pounds,kilograms,tons.
Onnewreceipts,theprogramdisplaystheweightunitof
measurefromtheitemrecordbydefault,butyoucanchangeit
toanotherdefinedunitofmeasure(andtheprogramwill
recalculatetheweightaccordingly).
TheweightUOMforthecompletereceiptisdeterminedbythe
InventoryControl).
UnitweightfromtheitemrecordinInventoryControl(orin
PurchaseOrdersifyoudontuseI/C).
User Guide 259

Processing Receipts
Theweightisintheweightunitofmeasurethatyouselect.You
canchangetheweight,andyoucanchangetheweightunitof
measure.
Extendedweightthequantityorderedmultipliedbytheunit
weightyouenteredforthedetail.Ifyouchangetheextended
weight,theunitweightisrecalculated.
Youmaywanttousetheextendedweightforestimatingthe
postage,shipping,orothercharges.Thetotalweightforareceipt
isdisplayedintheTotalstab,usingthedefaultweightunitof
measurespecifiedinInventoryControl(orinPurchaseOrdersif
youdontuseInventoryControl).
Canceled quantity Quantitycanceledthenumberofunits,ifany,thatyoudonot

expecttoreceive.Youentercanceledquantitiesonlyonreceipts
thatspecifyapurchaseordernumber.
Outstanding Quantityoutstandingonpurchaseorderthenumberofunits
quantity
notyetreceivedorcanceled.Youcanchangethenumberwhen
workingwithanexistingreceiptorpurchaseorder.
Whenyoupostthereceipt,theoutstandingquantitiesare
updatedonthepurchaseorder.Ifyoupostareceiptforthefull
outstandingquantityorforalargerquantitythanwasspecified
onthepurchaseorder,thepurchaseorderdetailiscompleted.
Received to date Receivedtodatethenumberofunits,ifany,thatwere

receivedforthispurchaseorderbeforethisshipmentarrived.
Vendors item Vendorsitemnumberdisplayedfromthepurchaseorder,if

number
any,thatyouspecifiedforthereceipt.
Youcanenterthevendorsitemnumberorchangeadisplayed
number.Youcanalsoomittheitemnumber.
Item labels for Numberoflabelsthenumberoflabelsthatyouwanttoprint

Inventory Control
inInventoryControlforthereceiveditems.Thisfieldisnot
availableifyouusePurchaseOrdersasastandalonesystem.

Processing Receipts
IntheInventoryControlItemLabelsform,selectReceivedinthe
ForEachItemfield,thenspecifythereceiptnumbersforwhich
Purchase Orders
youwanttoprintlabels.Theprogramthenprintsthenumberof
Before Using
labelsyouspecifiedforeachitemdetailonaselectedPurchase
Ordersreceipt.
Arrival date Arrivaldatethedateonwhichtheitemswerereceived.
Theprogramdisplaysthereceiptdate,butyoucaneditit.
Sales order OrdernumbertheOrderEntrysalesorderorotherorder

number
numberyouenter.
Ifthereceiptreferencesapurchaseorderwhichincludedorder
numbers,thenumbersaredisplayed.Youcanchangethemor
omitthem,ifnecessary.
IfyouuseSageAccpacOrderEntry,youcanselectsalesorder
numbersfromtheFinderduringreceiptentry.
Whenyouincludeordernumbersonreceipts,youcanprintthe
ShippableBackordersreportofgoodsreceivedbyordernumber.
Comments Comments.
Youcanenterasmanycommentsasyouneedwitheachreceipt
detail.Ifthereceiptreferencesanexistingpurchaseorder,the
commentsenteredforthepurchaseorderdetailsaredisplayed
onthereceipt,andyoucaneditthem.
G/L account G/Lexpenseaccount(fornoninventoryitems).
Youspecifyageneralledgerexpenseaccountonreceiptdetails
fornoninventoryitems.
Theexpenseaccountusedforthedetailonthepurchaseorder,if
any,appearsbydefaultonthereceipt,butyoucanchangeit.For
jobrelatedreceipts,theaccountdefaultstotheWorkin
Progress/CostofSalesaccount(dependingontheprojecttype
andaccountingmethod).
User Guide 261

Processing Receipts
IfyouuseSageAccpacGeneralLedgerwithPurchaseOrders,
youcanselectgeneralledgeraccountsfromtheFinder.
Using non-stock NonStockClearingAccountthegeneralledgeraccount

items
whenyoushipthem.
Youcanusenonstockitemstohandlespeciallyordereditems
whichyoudonotstockinyourinventory,andtohandleservice
chargesthatappearoninvoices.
Forjobrelatedreceipts,theaccountdefaultstotheWorkin
Progress/CostofSalesaccount(dependingontheprojecttype
andaccountingmethod).
PO number PurchaseOrdernumberthepurchaseorderassociatedwith
thisdetailline.
ManufacturersItemNumberothernumbersorcodesthat
youuseforyourinventoryitemssuchasUPCcodes,
internallyusedbarcodes,orparticularpartnumbersusedby
themanufacturer.Manufacturersitemnumbersmustbesetup
intheInventoryControlprogram.
IfyouenteramanufacturersitemnumberintheItemNumber
field,PurchaseOrderswillreplacethemanufacturersitem
numberwithyourinventoryitemnumber,andinsertthe
manufacturersitemnumberinthisfield.
OptionalFieldscompanydefinedfieldsaddedtoeachofthe
detaillinesinareceiptifyouuseSageAccpacsTransaction
AnalysisandOptionalFieldCreator.Theentriesinthesefields
willflowfromtherequisitionandpurchaseorderifyouusethe
samefieldsforthoseforms.
Optionalfieldinformationonreceiptdetailsisinheritedfrom
purchaseordersiftheyhavethesamedetailoptionalfields.
Fornonjobrelatedpurchaseorders,iftherearenoreceipt
defaults,optionalfieldinformationdefaultscomefromitem

Processing Receipts
recordsorfromthedefaultvalueintheP/OOptionalFields
form.
Purchase Orders

Before Using
Forjobrelatedpurchaseorders,theoptionalfielddefaults
dependonthecontractstyleandprojecttype.
Information Witheachreceiptdetail,youalsoseetaxinformationthe
displayed with
includedtaxamount,thenetcost(fortaxincludeditems),andthe
receipt details
allocatedtaxamount.Whileworkingwithreceiptdetails,youcan
editthetaxclassandtaxincludedoptionforeachdetailusingthe
Item/Taxbutton,asdescribedunderEditingVendorandDetailTax
Information,laterinthischapter.
Thequantityreceivedtodateforeachdetailisdisplayedonthe
receipt.Thisfigureisupdatedonthepurchaseorderwhenyoupost
receiptstothedetail.
Entering Additional Costs

Whenenteringareceipt,youcanaddadditionalcostschargedonthe
shipment,suchashandlingcharges,servicecharges,andduty.You
canexpensecostsorproratethemtoreceiveditems.
Youcanalsoeditadditionalcostamountsonpreviouslyposted
receiptsthatarenotyetfullyinvoiced.Ifyoureturnitems,youcan
specifyhowtoreallocatecoststhatwereproratedtothereturned
itemsonthereceipt.Youenteradditionalcostdetailsbyvendoron
theAdditionalCoststaboftheReceiptEntryform.
Youcanincludeadditionalcostschargedbytheprimaryvendor,
andyoucanincludecostschargedbyothervendors.Ifyouwish,
User Guide 263

Processing Receipts
youcanpostaninvoiceforeachvendorscostsfromtheReceipt
EntryformoryoucanentertheinvoicesinInvoiceEntry.
Steps for Entering Additional Costs with Receipts

Set up
Choose Additional Costs from the Setup folder to create records for
additional cost the additional costs you are charged most often. (See Setting Up
records Additional Cost Codes in Chapter 2 of the Getting Started manual.)
Add receipts
Use the Receipt Entry form to add the receipts for which additional
costs apply (choose Receipt Entry from the Purchase Orders
Transactions folder).
Specify the
Choose the Additional Costs tab to specify the vendors who charge
additional cost additional costs on the receipt.
vendors
For each vendor, enter the vendor number, vendor name (for new
vendors), tax group, and terms.
Add additional Add details of the additional costs from the selected vendor:
cost details a) Enter the additional cost code, if any, or type a description of
the cost, then type the amount.
b) Select the proration method, if any.
c) Select the reproration method to use for reallocating costs when
items are returned (if you selected a proration method) and the
return G/L account, if applicable.
d) For costs to expense, specify the general ledger account to
which to post the cost. (Or if job-related, specify the contract,
category and resource for standard contracts.)
e) Type an optional reference and comment for the cost detail.
Check tax Choose the Cost/Tax button to enter or edit tax classes and the tax-
distributions included option for the detail.
Edit exchange
rates In multicurrency ledgers, the exchange rate appears separately for
each additional charge on the Additional Costs tab.


Processing Receipts
Specifying Vendors for Additional Costs
Toaddinformationaboutadditionalcostsonareceipt,youfirst
Purchase Orders
Before Using
specifythevendorwhochargedthecost,andthenyouenterthe
costschargedbyeachvendor.
Additional Costs YouusetheAdditionalCoststabintheReceiptEntryformto

tab
specifythevendorinformation,including:
Vendornumberandnamethecodeandnameofthevendor
whochargedyouthecost.
Youcanenteranexistingvendornumberoranewvendor
numberthatyouhavenotyetaddedtoAccountsPayable.You
canalsoenteranewvendorsnameinPurchaseOrdersandadd
thevendortoAccountsPayablefromtheAdditionalCoststabin
theReceiptEntryform.
Editing vendor Ifyouareaddingacostforavendorwhoisnottheprimary

address
vendor,youcanusethezoomedVendorInformationformto
information
editthevendorsaddress,phoneandfaxnumbers,andcontact.
Whenyouenteravalidvendornumber,theprogramdisplays
thevendorstaxgroupandterms.Inmulticurrencyledgers,the
programalsodisplaysexchangerateinformationforthe
vendorscurrency.
Multicurrency Currencythecurrencyofthevendorthathaschargedyouthe
ledgers
additionalcost.
Ifyouenteredavalidvendornumber,theprogramdisplaysthe
codeforthevendorscurrency,andyoucannoteditit.The
currencycodeisselectedfornewvendorsbythetaxgroupyou
assign.
Taxgroupthetaxauthorities,classes,andrelatedtax
informationthatapplytothecost.
AtaxgroupisdisplayedifyouuseanAccountsPayablevendor
number.Youcanchangeit,providedthevendorforthecostis
nottheprimaryvendor(fromwhomyoureceivedthegoods).
User Guide 265

Processing Receipts
Youspecifythetaxgroupforanewvendorthatyouhavenot
yetaddedtoAccountsPayable.
Termscodeidentifiesthepaymenttermsthevendorallows
yourcompany.
Ifyouenteredavalidvendornumber,theprogramdisplaysthe
termscodefromthevendorrecord.Youcanchangeittoanyof
thetermscodesthataredefinedinyourAccountsPayable
system.Youenterthetermscodeforanewvendoryourself.
Displayed Theprogramdisplaysthenumberofcosts,thecostsubtotal,
information
includedtax,totaltax,andthetotaladditionalcostamountsthatyou
enterforeachvendor.
Multicurrency Inmulticurrencyledgers,youcanentertheratetype,ratedate,and
ledgers
exchangerateforeachsecondaryvendorthatusesadifferent
currency.YouusetheRatestabtoeditcurrencyrateinformationfor
aprimaryvendor(unlessbothcurrenciesareEMUmember
currencies).
Information Entered with Additional Costs
Theinformationyouenterwitheachadditionalcostdetailincludes:
Additionalcostcodeanddescriptionthecodeyousetupwith
thecostintheAdditionalCoststab.Youcanalsoomitthecode
thenenteradescriptionofacostthatyouhavenotaddedto
PurchaseOrders.
Ifyouenteravalidadditionalcostcode,theprogramdisplays
theinformationenteredtodefinethecost.Youcanspecifyan
additionalcostcodeforavendoronlyifthecodeisassignedto
thatvendor,ordoesnotspecifyavendor.
Multicurrency Inmulticurrencyledgers,youcanenteradditionalcostcodes
ledgers
onlyiftheyusethesamecurrencyasthevendor.
Amount(oftheadditionalcost).

Processing Receipts
Theprogramdisplaystheamount(ifany)thatisspecifiedfor
theadditionalcostcode,butyoucanchangeit.Ifnoamountis
Purchase Orders
displayed,youtypetheamount.
Before Using
Multicurrency Inmulticurrencyledgers,theamountisshownintheformatof
costs
thecurrencyselectedforthecostdetail.
Prorating Prorationthemethod,ifany,bywhichyouapportionacost
additional costs
andassociatedallocatedtaxestoreceiveditems.
and taxes
Foreachadditionalcost,youcanchoosefromfiveproration
methods:youcanchoosenottoproratethecost(NoProration),
oryoucanprorateitbyitemcost,quantity,orweight.Youcan
alsochoosetoproratethecostmanually.
Youcannotchangetheprorationmethodafteryoupostthe
receipt.
Forexamplesandinformationabouthowcostsareprorated,see
CalculatingProratedAdditionalCosts,laterinthissection.
Expensing Ifyoudonotprorateanadditionalcost,youcanexpenseitto
additional costs
thegeneralledgeraccountyouassignedtotheadditionalcost
recordortoanotheraccountyouspecifywhenenteringthe
additionalcosttransaction.
Ifyouexpenseajobrelatedadditionalcost,youcanspecifythe
contract,project,category,andresource(itemnumber)towhich
thecostapplies.Seethenextsection.
Returns and Reproration(returnproration)methodhowacostis

adjustments
reproratedwhenyouenterareturntoareceiptthatyouposted
previouslyorwhenyoureturnitemstowhichcostswere
prorated.
Ifyouusedanadditionalcostcode,theprogramdisplaysthe
reprorationmethodspecifiedinthecostrecord,butyoucan
selectanothermethodforthedetail.Youcannotchangethe
prorationorreprorationmethodafteryoupostthereceipt.
User Guide 267

Processing Receipts
Youcanchoosetoleavethecostasoriginallyprorated,reprorate
itusingtheoriginalprorationmethod,orexpenseittothe
generalledgeraccountyouspecify,asfollows:
Using the Prorate SelecttheProrateoptiontohavetheprogramproratethe

option
returnedadditionalcostamountovertheremaining
goodsonthereceipt,usingtheoriginalprorationmethod.
Using the Leave SelecttheLeaveoptionifyoudonotwanttoreproratethe

option
additionalcosttotheremaininggoodsonthereceipt.
TheLeaveoptionisavailableonlyifyouselectedNo
ProrationorManualProrationforthedetail.Usetheoption
tokeeptheadditionalcostamountintheInventoryControl
accounttowhichyouoriginallypostedit,andapplythe
amounttoallotheritemcoststhatarepostedtothecontrol
account.
YoucanalsousetheAdjustmentsforminInventoryControl
towriteofftheadditionalcosttoageneralledgerwriteoff
account,ratherthanaddittootheritemcosts.
Using the Expense SelecttheExpenseoptionifyouwanttheprogramtodebita

account (non-job-
generalledgerexpenseaccountforthereturnedportionof
related receipts
only) theadditionalcostamount.Enterthegeneralledgeraccount
numbertowhichtheexpensedamountisposted.
Editing tax Thetaxinformationforeachadditionalcostdetailisdeterminedby

distributions
thevendorstaxgroup.Foreachdetail,youcanchangethetaxclass
andspecifywhethertaxisincludedinthecostamount.
Youcanalsocheckthetaxamountforthedetailandtheallocated,
recoverable,andexpensedtaxamounts.Formoreinformation,see
EditingVendorandDetailTaxInformation,laterinthischapter.
Reporting TheReceiptPostingJournalliststheadditionalcostamounts
prorated amounts
proratedtoeachitemonareceipt.Usethejournaltocheckthe
amountsthatwereproratedautomaticallyduringDayEnd
Processing,andtochecktheamountsyouproratedmanually.

Processing Receipts
Forinformationaboutthepostingjournals,seeChapter7,Reports,
inthismanual.
Purchase Orders
Before Using
Expensing Job-Related Additional Costs
Job-related Ifjobrelatedadditionalcostsareexpensedratherthanprorated,you
additional costs
canspecifythecontract,project,category,resource,billingtype,
billingrate(ifappropriate),currency,A/Ritemnumber,andunitof
measurefortheadditionalcost.
Onceyouenterthecontractnumber,youcannotchangethe
prorationmethod.
Dependingonthecategory,youmaychoosetocalculateoverheador
laborburdenfortheadditionalcost.
PurchaseOrdersperformsflatrateoverheadandlaborcalculations
foradditionalcostsinthefollowingway:
Iftheadditionalcostisproratedtoacategorythatusesaflatrate
perunit,PurchaseOrderswillnotcalculateanoverheadand
laboramount.
Iftheadditionalcostisexpensed(usestheNoProration
method),youspecifyacontract,project,andcategory,andifthe
categoryusesanoverhead/laborflatrate,Purchaseorderswill
disabletheCalculateOverheadandCalculateLaborchoices.
Expensedadditionalcostsareassignedtheirowntransaction
numbers,becausetheyaresenttoProjectandJobCostingas
separatetransactions.
Note: Onceyoupostareceipt,youcannotchangethebilling
type,billingcurrency,A/Ritemnumber,A/Runitof
measure,overheadcalculation,orlaborcalculationfor
additionalcosts.
User Guide 269

Processing Receipts
Calculating Prorated Additional Costs
Youcanprorateadditionalcoststoitemsonareceipteither
automaticallyormanually.
Ifyouprorateautomatically,theextracostamountsdonotappearas
partoftheitemdetailcostsintheReceiptEntryform,althoughthey
arereportedonthepostingjournalforeachtransaction.
Ifyouproratemanually,youdistributetheprorationforeachcost
usingtheDistributeProrationpopupform.
Prorating Additionalcoststhatyouchoosetoprorateautomaticallyare
automatically
apportionedacrossallitemsonareceiptduringDayEndProcessing,
basedoneachdetailstotalquantityreceived,totalweight,or
extendedcost,asapercentageofthereceiptstotalquantity,weight,
orcost,respectively.
Prorating by Ifyouproratebyquantity,proratedamountsarecalculatedbasedon
quantity
thequantityspecifiedforeachdetail.Forexample,youwould
prorateahandlingcostbyquantityifthecostdependedonthe
numberofitemsshipped.
Notethattheprogramdoesnotconvertbetweenunitsofmeasureto
proratebyquantity.Forexample,ifyouentertwodetaillinesforthe
sameitemnumberandspecifytenunitsforthefirstdetailandten
boxes(oftenunitseach)fortheseconddetail,thesameadditional
costamountwillbeproratedtobothdetails.
Prorating by weight Ifyouproratebyweight,proratedamountsarecalculatedbasedon

theweightspecifiedforeachdetail.Youwouldchoosethisproration
methodforafreightchargethatwasdeterminedbytheweightofthe
shipment.
Ifyoudonotenteraweightamountforadetail,noadditionalcost
amountwillbecalculatedforit.Ifnoweightisspecifiedforanyof
theitemdetails,theadditionalcostamountisproratedevenlytoall
itemdetailsonthereceipt.
Prorating by cost Ifyouproratebycost,theprogramdeterminestheadditionalcost

foreachitemdetailbycalculatingthecostamountcumulativelyfor

Processing Receipts
eachdetail,andthensubtractingtheamountsalreadyproratedto
previousdetails.Usethismethod,forexample,toprocessbrokerage
Purchase Orders
feesforshippingandhandling.
Before Using
Example Forexample,assumethatareceiptcontainsthefollowingitemsand
prorating by cost
costs:

Item Quantity Unit Cost Extended Cost
A1-010 10 10.00 100.00
A1-320 5 25.00 125.00
A2-240 2 40.00 80.00
Subtotal 305.00
Vendor 1 Packaging 40.00
Vendor 2 Freight 80.00
Allocated Tax on Additional Costs 25.00
Total 450.00
Whenyouentertheitemcostsandtheadditionalcosts(packaging,
freight,andassociatedallocatedtaxes)fromtheprecedingreceipt
information,thecostsareapportionedasshowninthefollowing
table.
Extended Total Prorated / Unit

Item # Cost Additional Cost Calculation Prorated (rounded)
A1-010 100.00 100.00 x 145.00 - 0 47.54 4.75
305.00
A1-320 125.00 225.00 x 145.00 - 47.54 59.43 11.87
305.00
A2-240 80.00 305.00 x 145.00 - 106.97 38.03 19.02
305.00
Total 305.00 145.00
Theadditionalcostsapportionedtotheitemsinthepreceding
exampleaddupto145.00,thetotalamountoftheadditionalcosts
forpackaging,freight,andassociatedallocatedtaxesinthesample
receipt.
Thefollowinggeneralledgerjournalentrywouldbecreatedforthe
aboveprorationduringDayEndProcessing(orposting)in
InventoryControl.
User Guide 271

Processing Receipts
General Ledger Account Debit Credit

Inventory Control (or Inventory/Expense) 47.54
(item A1-010)
(item A1-320)
(item A2-240)
Payables Clearing 145.00
IfyouusePurchaseOrdersasastandalonesystem,thedebit
accountwouldbethegeneralledgerinventoryorexpenseaccount
usedforthisitem.
Prorating by cost Ifyoupostareceiptforazeroamountwithadditionalcoststhatyou

on zero-amount
havespecifiedtoproratebycost,theadditionalcostsare
receipts
apportionedevenlytoallitemsonthereceipt.
Using manual SelecttheProrateManuallyoptionifyouwanttoprorateadditional

proration
coststoreceiptdetailsusingaformulathatdoesnotassignthe
amountsproportionally.Forexample,whenyouarechargedduty
onimporteditems,theamountnormallydependsonthetypeof
itemandisanidentifiablecostofpurchasingtheitem.
Ifyouusemanualproration,youtypethetotalamounttoallocate
manuallyforeachreceiptdetailintheDistributeProrationpopup
form,makingsuretheproratedamountsequalthetotaladditional
costamount.Youcannotadd/savetheadditionalcostifthetotal
additionalcostandproratedadditionalcostsdonotbalance.
Reprorating costs Whenyoureturnitemsfromareceiptandchoosetoreproratethe

on returns
additionalcostsassociatedwiththereturneditems,theprogram
recalculatestheamountsforeachremainingitem.

Processing Receipts
Todemonstrate,ifitemswerereturnedfromtheaboveproration
example,theiradditionalcostswouldbereproratedtotheremaining
Purchase Orders
items,asfollows:
Before Using
Qty. Qty. Prorated New New Ext. Total Re- Differ-
Item Recd Retd Amt. Qty. Cost Reproration Calculation prorated ence
A1-010 10 2 47.54 8 80.00 80.00 52.73 5.19
x 145.00 -0
220.00
A1-320 5 1 59.43 4 100.00 180.00 65.91 6.48
x 145.00 -52.73
220.00
A2-240 2 1 38.03 1 40.00 220.00 26.36 -11.67
x 145.00 -118.64
220.00
Total 17 4 145.00
AgeneralledgerjournalentrywouldbecreatedbyDayEnd
Processing(orposting)forthedifferenceinproratedamounts.
DebitstothefirsttwoInventoryControlaccountsequalthecreditto
thethirdaccount,withnoneteffectonPayablesClearing.
General Ledger Account Debit Credit

(item A1-010)
(item A1-320)
(item A2-240)
IfyouusePurchaseOrdersasastandalonesystem,thedebitisto
thegeneralledgerinventoryorexpenseaccountyouuseforthis
item.
Ifyoudidnotreprorateadditionalcostsafterreturningitems,the
totalunitcostforeachitemisincreasedproportionallywiththe
amountoriginallyproratedtothereturneditems.
User Guide 273

Processing Receipts
Original Calculation New

Item Quantity Quantity Total Prorated/Unit (based on Addl. Cost
Number Received Returned Prorated (rounded) returned qty.) Per Unit
A1-010 10 2 47.54 4.75 47.54 8 5.94
A1-320 5 1 59.43 11.89 59.43 4 14.86
A2-240 2 1 38.03 19.02 38.03 1 38.03
Total 17 4 145.00
Whenyouchoosetoreproratecostsonreturns,theprogram
apportionstheamountsonthebasisbywhichyouoriginally
proratedthem(bycost,quantity,orweight).
Ifyouoriginallyproratedthecostsmanually,youcannotchooseto
reproratethecostsfromreturneditems.Theamountsremaininthe
generalledgeraccountstowhichtheywereoriginallypostedandare
partofthecostoftheitemthatremainsinyourinventory.If
necessary,youcanpostanadjustmenttothegeneralledger
InventoryControlaccount(orInventory/Expenseaccount,ina
standalonesystem)toremovethecost.
Entering Receipt Optional Fields

YoucanenterinformationontheOptionalFieldstabforfields
assignedtothereceiptasawhole(insteadoftodetaillines),as
describedunderEnteringOptionalFieldInformationforthe
Receipt,laterinthischapter.

Multicurrency Ifyouusemulticurrencyaccounting,youcanalsoenterexchange
exchange
rateinformationonreceiptsforvendorswhodonotusethe
rates
functionalcurrency.
Whentheprimaryvendordoesnotusethefunctionalcurrency,orif
youhaveataxreportingcurrencythatdiffersfromthefunctional
currency,PurchaseOrdersaddsaRatestabtotheReceiptEntry
form.

Processing Receipts
TheRatestabdisplaystheexchangerateinformationfromthe
purchaseorder,ifany,andthedefaultrateinformationforthe
Purchase Orders
receipt.Youcaneditthereceiptrateinformation.
Before Using
Tax reporting TheRatestabcanalsoincludeataxreportingcurrencyexchange
currency
rateifyouareusingataxgroupwithadifferenttaxreporting
currency(inotherwords,ifyoureporttaxesinadifferentcurrency
thanyoupaythem).
PurchaseOrdersautomaticallycalculatesthetaxreportingcurrency
usingtherateonthistab.However,ifyouchangedthetaxreporting
currencyonthetaxestab,youcanclicktheDeriveRatebuttonto
calculatetheactualexchangeratebetweenthefunctionalcurrency
taxamountandthetaxreportingamount.
Note: Ratesforsecondaryvendorsarelistedonthe
AdditionalCoststab.
Checking Receipt Tax Information

Toeditthetaxgroup,taxclasses,andtaxamountsforthetax
authoritiesassignedtotheprimaryvendor,usetheTaxestabofthe
ReceiptEntryform.Theprogramthencalculatesthetotalamount
includedandexcludedtaxforeachauthority.
Toedittaxclassesandtaxamountsforthetaxauthoritiesassignedto
secondaryvendors,usetheVendorTaxesbuttonofAdditionalCosts
taboftheReceiptEntryform.Toeditthesecondaryvendorstax
group,usetheAdditionalCoststab.
Toeditthetaxclassandthetaxincludedoption(iftaxincluded
costsarepermittedbytheauthority)ofareceiptdetail,usetheDetail
Items/Taxesform(selectthedetaillineandpressF9orclickthe
Item/Taxbutton).
Formoreinformation,seeEditingVendorandDetailTax
User Guide 275

Processing Receipts
Checking Receipt and Additional Cost Totals

TheReceiptEntryformcanshowtwotypesoftotals:
TotalsfortheprimaryvendorappearontheTotalstabinthe
ReceiptEntryform.
Additional cost
amounts Note: Additionalcostsforprimaryvendorsappearonthe
Totalstab;however,additionalcostsforsecondaryvendors
appearonlyontheAdditionalCoststab.
TotalsforeachsecondaryvendorappearontheAdditionalCosts
tabintheReceiptEntryform.
Receipt totals UsethereceiptTotalstabto:
Entercommentsforthereceipt.
Enterapercentagediscountordiscountamountforthereceipt.
Checktotalsfortheprimaryvendor.Informationincludes:
Thetotalweightandnumberofdetailsandadditionalcost
detailsonthereceipt.
Thetotalamountofitemdetails,andthetotalamountof
additionalcostschargedbytheprimaryvendor.
Thetotalsofincludedandexcludedtaxes.
NotethattheadditionalcosttotalonthereceiptTotalstabisfor
theprimaryvendoronly.

Processing Receipts
Purchase Orders
Before Using

Figure 2.6. The receipt Totals tab lists item and additional cost totals
and other information for the primary vendor. Manually prorated
amounts are shown separately for all vendors with manually prorated
costs on the receipt.
Additional cost Whenyoupostaninvoiceforasecondaryvendor(otherthanthe

totals
primaryvendor),youcancheckandedittheadditionalcost
informationforthevendorontheAdditionalCoststab.
The vendor for whom

the additional costs
were entered.
Use the Calc. Taxes

button to display tax
amounts if you have
not yet posted the
costs with the receipt.
The number of details for the vendor.
Additional
Use the Cost/Tax cost totals
button to view tax for the
information for the vendor.
additional cost detail.

User Guide 277

Processing Receipts
Figure 2.7. The Additional Costs tab shows the additional cost totals for
each vendor that you enter.
Posting Receipts
Purchase orders WhenyoupostanonjobrelatedreceiptinPurchaseOrders,item
Update quantity received and quantitiesonpurchaseorderarereducedandquantitiesonhandare
canceled on purchase orders
Complete purchase orders if increasedinInventoryControl.Postingalsoaddsgeneralledger
all items received
transactionstoG/LbatchesifyoucostinventoryitemsinInventory
Post receipts
Controlduringpostingandifyoudonotcreatethetransactionbatches
Decrease quantities on
purchase order
manually.
Increase quantities on hand
Ifyouspecifiedapurchaseordernumberonareceipt,postingalso
Inventory Control
entersorupdatesreceivedquantitiesondetaillinesinthepurchase
order,andcompletespurchaseorderdetaillinesthathavebeenfully
receivedorcanceled.
Ifyoucostinventorytransactionsduringposting,PurchaseOrders
willalsocreateG/LtransactionsandtransactionsforProjectandJob
Costingwhenyoupostjobrelatedreceipts.
Afterpostingareceipt,youcannotchangeadditionalcost
information(exceptfortheamounts)andyoucannotdeletedetail
lines.Forjobrelatedadditionalcosts,thisalsomeansthatyou
cannotchangethebillingtype,billingcurrency,A/Ritemnumber,
A/Runitofmeasure,overheadcalculation,orlaborcalculation.
Youcanchangethequantityreceivedandcostamounts.In
multicurrencyledgers,youcannoteditexchangerates.
Job-related PostingorDayEndProcessing(dependingonwhenyoucost
receipts
inventory)alsocreatestransactionsforProjectandJobCostingto
updateactualandcommitted(iftherewasaPO)quantitiesandcosts
andtoprorateorexpenseadditionalcostsfortheprimaryand
secondaryvendors.

Processing Receipts
Invoicing Receipts
YoucanusetheInvoicebuttonintheReceiptEntryformtopostan
Purchase Orders
Before Using
invoicefortheitemdetailsandadditionalcostsenteredforthe
primaryvendor,andfortheadditionalcostsenteredforsecondary
vendors.
YoucanalsousetheInvoiceEntryformtoposttheinvoicesforthe
receipt,asdescribedlaterinthischapterunderProcessing
Invoices.
Toaddinvoices,you:
1. ClicktheInvoicebuttonontheReceiptEntryform.
2. Entertheinvoicenumberfortheprimaryvendorandforeachof
theeachofthesecondaryvendorsforwhichyouarepostingan
invoice.
3. Postthereceipt.PurchaseOrderspoststheinvoiceswhenyou
choosethePostbutton.
Whenyoupostaninvoicefortheprimaryvendor,theinvoice
automaticallyincludesalltheitemandadditionalcostdetails
enteredforthevendorontheselectedreceipt,andcompletesthe
receiptdetailsforthevendorandthedetailsonthepurchaseorder,
(ifonewasassociatedwiththereceipt).
Whenyoupostaninvoiceforasecondaryvendor,alltheadditional
costsyouenteredforthevendoronthespecifiedreceiptareinvoiced
andcompletedatthesametime.
Invoices for job- SeeProcessingInvoices,laterinthischapter,forinformationon

related receipts
AccountsPayableandjobrelatedinvoices.
Printing Receiving Slips

Youcanprintindividualreceivingslipsimmediatelyafterposting
them,whileyouarestillusingtheReceiptEntryform,oryoucan
printoneormorereceivingslipsbychoosingReceivingSlipsfrom
User Guide 279

Processing Receipts
theFormsfolder.Youcanalsoreprintreceivingslipsuntilthe
receiptiscomplete.
Youcandesigntheformsyouwanttouseforreceivingslips,
followingtheinstructionsinthedocumentCustomizingPrinted
FormswithCrystalReports(fromtheMicrosoftWindowsStart
menu,choosePrograms,thenSageAccpac,thenOnline
Documentation).
Day End Processing of Receipts

Receipts WhenyourunDayEndProcessingtoprocessaPurchaseOrders
Prorates additional costs
receipt,DayEndProcessing:
Updates statistics and history
(if kept)
Deletes completed receipts
Insertstheitemcosts(includingnonstockitems,ifyouusedthe
(if you do not keep transaction
history) option)asthemostrecentcostsinInventoryControlitem
Completes receipts (from
invoices) records(ifyouuseInventoryControl).
Creates Receipt Posting Journal
Day End Processing ForitemsonnonjobrelatedreceiptsusingLIFOorFIFO

costing,DayEndProcessingcreatesanewLIFOorFIFObucket
Updates item
costs
Updates statistics Creates
forthereceipt,quantity,andcost.Forreceiptadjustments,Day
and history
(if kept)
G/L batch
EndProcessingupdatesthebucketscreatedfortheoriginal
receipt.Ifabuckethasbeencleared,DayEndProcessingposts
Inventory General
Control Ledger anyreceiptadjustmentstotheoffsetbucket.
Ifanitemisprocessedatmorethanonecost,DayEnd
Processingusesthecostfromthelastdetailprocessedforan
itemasthemostrecentcostintheitemrecord,unlessthereceipt
costonthelastdetailiszerooranegativeamount.
Ifthelastitemcostiszero,DayEndProcessingusesthelastnon
zerocostprocessedfortheitem,orifnootherdetailsare
processedfortheitem,doesnotchangethemostrecentitem
cost.
Proratesanyadditionalcostspostedwithareceipttotheitems
onthereceiptusingthemethodsyouspecified.
CreatestheReceiptPostingJournalandgeneralledger
transactionsfortheprocessedreceipts.(Note:Ifyoucost

Processing Receipts
inventoryduringposting,PurchaseOrderswillcreategeneral
ledgertransactionswhenyoupostreceiptsinsteadofduring
Purchase Orders
DataEndProcessing.)
Before Using
Thegeneralledgeraccountsaffectedbyreceiptsareshowninthe
JournalEntriesGeneratedfromPostedPurchaseOrders
Transactionssection,laterinthischapter.
UnlessyouselecttheoptionsCreateG/LentriesforNon
InventoryExpensesandCreateG/LEntriesforExpensed
AdditionalCosts,DayEndProcessingdoesnotcreategeneral
ledgerentriesfornoninventoryitemdetailsandadditionalcost
detailsthatyouexpenseratherthanprorate,becausethese
detailsarepostedtogeneralledgerexpenseaccounts,rather
thantoInventoryControlaccounts.Journalentriesfornon
inventoryitemsandexpensedadditionalcostsarecreatedwhen
thetransactionsarepostedinAccountsPayable.
IfyouadjustareceiptafterrunningDayEndProcessing,journal
entriesarecreatedfortheamountoftheadjustment,including
additionalcosts,thenexttimeyourundayend.
Completesallreceiptdetailsforvendorswithinvoicespostedto
thereceipt.
Deletescompletedreceiptsifyoudonotkeeptransaction
history.
UpdateshistoryandstatisticsinPurchaseOrdersandInventory
Control(ifyouuseit),ifyoukeephistoryandstatistics.
Job-related PostingorDayEndProcessing(dependingonwhenyoucost
receipts
inventory)alsocreatestransactionsforProjectandJobCostingto
updateactualandcommitted(ifthereceiptsreferenceaPO)
quantitiesandcostsandtoprorateorexpenseadditionalcostsfor
theprimaryandsecondaryvendors.
User Guide 281

Processing Receipts
Editing Receipts
Changes to a Afterpostingareceipt,youcannolongerchangethepurchaseorder
posted receipt
number,templatecode,ortaxgroup,andyoucannotdeleteany
itemoradditionalcostdetailsthatwerepostedwiththereceipt.You
canaddnewadditionalcostdetails,andifthereceiptdoesnot
referenceapurchaseordernumber,youcanaddnewitemdetails.In
multicurrencyledgers,youcannoteditexchangerates.
Ifyouchangenonjobrelatedreceiptquantities,quantitiesonhand
areupdatedwiththechangesinInventoryControl.
Ifyoueditanexistingreceiptthatwascreatedfromoneormore
purchaseorders,youseeonlythedetaillinesfromthepurchase
ordersthathaveareceivedquantityoranothernonzeroamount
(suchasamanualprorationoracanceledquantity).
Youcannotchangetheprorationorreprorationmethodyouassign
toanyadditionalcostafteryoupostthereceipt.Ifyouneedto
changethemethod,eitheronthereceiptorforareturn,dothe
following:
IfyouuseInventoryControl,postanadjustmentinthat
program.
IfyouusePurchaseOrdersasastandalonesystem,posta
journalentryinGeneralLedgeradjustingtheInventory/Expense
andPayablesClearingaccounts.
Editing receipts Onceyouhavepostedaninvoicefortheprimaryvendor,allthe

after invoicing
vendorsdetailsarecompleteandyoucannoteditthem.
Whenyouhavepostedinvoicesforallthevendorsonareceipt,the
receiptiscompleteandcannolongerbechanged.
Changing job- ChangingjobrelatedreceiptscangeneratenewProjectandJob

related receipts
CostingtransactionsandcanupdatecommittedquantitiesinProject
andJobCosting.
Ifyouchangethebillingrate,PurchaseOrderswillgeneratea
newtransactionforthedifferencebetweentheoldbillingrate

Processing Receipts
andthenewbillingrate.Ifyoualsochangequantities,Purchase
Orderswillalsocreateabillingadjustmenttransactionforthe
Purchase Orders
quantitydifference.
Before Using
Ifthereceiptoriginatedwithapurchaseorderandyouchange
thequantityoutstanding,PurchaseOrderswillupdatethe
Using Security with Receipts

YoucanusesecuritywiththeReceiptEntryform,separately
assigningthepersonswhocan:
Add,edit,andinvoicereceipts.
Viewreceiptcostinginformation.
PurchaseOrdersprovidesaShowReceiptCostingInformation
securitychoicethatletsyoupreventusersfromviewingcosting
fieldsinReceiptEntry.
Inaddition,ifyouassignsecuritytoitemcostsinInventory
Control,theUnitCostandExtendedCostfieldswilldisplay
onlyzeroesinPurchaseOrderscostfields,althoughyoucan
typeincostamountswhenenteringtransactions.
Printreceivingslips.
Importreceipts.
Exportreceipts.
YousetupsecuritygroupsandassignusersusingtheSecurity
GroupsforminAdministrativeServices.
Formoreinformationaboutusingsecurity,seeAppendixCinthis
UserGuide,PurchaseOrdersSecurity,andseeSettingUp
Security,intheSystemManagerAdministratorGuide.
User Guide 283

Processing Invoices
Processing Invoices
UsetheP/OInvoiceEntryformtoenterinvoicesforgoodsreceived
andforadditionalcostsonreceipts.
InvoiceinformationstaysinthePurchaseOrdersprogramafterthe
invoicesaretransferredtoAccountsPayable.Youcanlookupdetails
forpostedinvoicesuntilyouclearthemfromthePurchaseOrders
program.
Receipt numbers Youcanonlyenterinvoicesforexistingreceipts.Whenyoupostthe

are required
invoice,thereceiptdetailsarecompletedforthevendor.
WhenyouselectareceiptintheInvoiceEntryform,theprogram
displaysalltheinformationenteredwiththereceipt.Youcanmake
anychangesyouneedtothevendorandinvoiceinformation,and
youcanaddnewadditionalcostsandproratethemtotheitemson
thereceipt.
Youcanalsodeleteitemandcostdetailsthatwerepostedonthe
receiptifyouplantoinvoicethematalatertime,andyoucan
changetheamountsandquantities(ifyouhaverightstochange
quantitiesandcosts).
Passing optional IfAccountsPayableinvoiceheaderanddetailoptionalfieldsmatch

field information to
PurchaseOrdersinvoiceheaderanddetailoptionalfields,the
A/P and G/L
optionalfielddatacanpassautomaticallywiththeinvoiceto
AccountsPayable(dependingonthesettingsforeachfieldinthe
OptionalFieldsform).
IfGeneralLedgertransactiondetailsoptionalfieldsdefinedforthe
accountsmatchthetransactionheaderanddetailoptionalfields,the
optionalfielddatacanpassautomaticallytoGeneralLedger.
Posting invoices for Ifyouwishtopostaninvoiceforasecondaryvendoronareceipt

cleared receipts
thatyouhaveclearedfromPurchaseOrders,youcanpostitasa
creditnoteordebitnote,usingtheCredit/DebitNoteEntryform,to
ensurethatallcostsarecorrectlyupdated.

Processing Invoices
Invoices for job- WhenthePurchaseOrderisjobrelated,PurchaseOrderssendsa

related receipts
jobrelatedinvoicetoAccountsPayable.BecausePurchaseOrders
Purchase Orders
hasalreadyupdatedProjectandJobCostingwithreceipt
Before Using
information,AccountsPayablewillnotupdateProjectandJob
CostingwithinvoicesthatoriginatewithPurchaseOrders.
Similarly,PurchaseOrderswillonlysendtransactionstoProjectand
JobCostingifaninvoiceincludesanadjustmenttothereceipt
suchasachangetothecost,quantity,orbillingratebecause
receiptentryhasalreadygeneratedthejobcostingtransactions.
Note: InPurchaseOrders5.3B,ifyouchangeajobrelated
invoiceinAccountsPayablethatoriginatedwithPurchase
Orders,ProjectandJobCostingwillnotbeupdatedwiththe
transactionchanges.Youmustprocessthechangesin
PurchaseOrderswithacreditnoteordebitnote,orwithan
AccountsPayabletransactionsuchasanadjustment.
Entering Invoices
Mostoftheinformationyouenterwithaninvoiceisthesameas
withreceiptsandpurchaseorders,andisdescribedunder
ProcessingPurchaseOrders,earlierinthischapter.Thissection
discussestheinformationyouenteronlywithinvoices.
Use Help in ForinformationaboutanyofthefieldsintheInvoiceEntryform,

the Invoice
pressF1whileyouareusingtheform,thenchoosetheFieldList
Entry form
buttonfromtheHelpscreenthatappears.
Entering Invoice Information and Vendor Information

Invoiceandvendorinformationthatyouenteronlyforinvoices
includes:
Invoicenumber(upto22charactersinlength).
User Guide 285

Processing Invoices
Invoicenumberscancontainuppercaseletters,numbers,and
othercharacters.PurchaseOrdersdoesnotassigninvoice
numbersautomatically;youtypethemin,normallyusingthe
invoicenumberassignedbythevendor.
Ifnecessary,youcanentermorethanoneinvoicewiththesame
invoicenumber,foreitherthesamevendorordifferentvendors.
Whenyoutypeaduplicateinvoicenumber,theprogramasks
whethertocreateanewinvoicewiththatsamenumberor
displaytheexistinginvoicewiththatnumber.
Vendornumber(upto12charactersinlength).
AswithotherPurchaseOrderstransactiontypes,youcanadda
newvendortoAccountsPayablefromtheInvoiceEntryform,
usingthenewiconnexttotheVendorNumberfield.
Youcanenteranyvendornumberfortheinvoice,whetherthe
vendorwasenteredonthereceiptornot.Thisfeatureletsyou
enterinvoicesforadditionalcoststhatwerenotincludedonthe
receipt,andproratethenewcoststotheitemsonthereceipt.
Ifyoudonotenterthevendornumberbeforeselectingareceipt
number,theprimaryvendornumberisautomaticallydisplayed,
butyoucanselectanothervendornumbertoenteraninvoicefor
additionalcoststhatwerechargedonthereceipt,ortoaddnew
additionalcosts.
VendornameforvendorsthatarenotdefinedinAccounts
Payable.
Theprogramdisplaysthevendornameyouenteredonthe
receipt,butyoucanchangethenamefortheinvoice.
Vendoraddress.
Clickthezoombuttontodisplaythevendoraddress,phone,and
contactinformationfromthereceipt.Youcanchangeit.
Receiptnumber.

Processing Invoices
Invoicing receipts Whenyouenterthereceiptnumber,allreceiptdetailsandother

informationfortheselectedvendorappearontheInvoiceEntry
Purchase Orders
form.Youcannotchangethetaxgrouporaddordeleteitem
Before Using
detaillinesfortheprimaryvendor,butyoucanaddadditional
costdetails.
Thereceiptdetailsthatappearareforonevendoronly,
including:
Allitemandadditionalcostdetailsfortheprimaryvendor.
Or,ifyouspecifiedasecondaryvendor,alltheadditional
costsontheoriginalreceiptforthesecondaryvendorthat
youspecified.
Forinformationaboutenteringitemandadditionalcostdetails,
seeEnteringReceiptDetailsandEnteringAdditionalCosts,
underProcessingReceipts,earlierinthischapter.
FromMultipleReceipts.
Thisoptionletsyouenteroneinvoiceforseveralreceipts.
WhenyouselecttheZoombuttonforthisfield,theCreate
InvoiceFromReceiptsformopens,lettingyouselectthereceipts
youwanttouse.
Notethatyoumustenteravendornumberbeforeyoucanselect
thisoption.Also,onceyouselectFromMultipleReceipts,the
ReceiptNumberfieldisnolongeravailable.Likewise,onceyou
enterareceiptnumber,youcannolongerselectFromMultiple
Receipts.
Finally,notethatiftheinvoiceisbeingcreatedfrommultiple
receipts,allreceiptsmustbeeitherjobrelatedornonjobrelated.
Invoicedatethetransactiondatefortheinvoice.
Youcanspecifyafiscalyearandperiodthataredifferentfrom
theinvoicedate.(Theperioddeterminesthepostingfiscalperiod
inGeneralLedger.)
User Guide 287

Processing Invoices
Invoicetotalthetotalamountoftheinvoice,includingtaxes
andadditionalcosts.
Whenyouposttheinvoice,theprogramcheckstheamountyou
enteredastheinvoicetotalagainstthetotalofthedetailsand
taxesyouenterwiththeinvoice.Youcannotposttheinvoiceif
thesetotalsdonotbalance.
1099/CPRScodeandamountforvendorswhoaresubjectto
1099/CPRSreporting.
The1099/CPRSCodeand1099/CPRSAmountfieldsappearonly
forvendorsforwhomtheSubjectTo1099/CPRSReporting
optionisselectedinAccountsPayable.The1099/CPRScode
specifiedinthevendorrecordappears,butyoucanselect
another1099/CPRScodefromtheFinder.Youtypetheamount.
The1099/CPRScodeandamountareincludedontheinvoice
createdbyDayEndProcessingforAccountsPayable.
Remittolocationtheaddresswhereyousendpayment.
Ifyouenteredavendornumberforwhichremittolocationsare
definedinAccountsPayable,theprogramdisplaystheprimary
remittolocationifoneisassignedforthevendor.
Youcanselectanyofthevendorsactiveremittolocationsfrom
AccountsPayable.Youcanalsousethezoombuttonbesidethe
RemitToLocationfieldtodisplaythedescriptionandaddress
informationforthelocation.
Whenyouposttheinvoice,theremittolocationyouspecifyis
includedontheinvoicecreatedbyDayEndProcessingfor
AccountsPayable.
Billtolocationyourbillingandpaymentinquiryaddress.
PurchaseOrdersletsyouchooseoneofyourinventorylocations
asanalternativebilltolocation.

Processing Invoices
YoucanalsousetheZoombuttontoopenabilltopopupform
whereyoucanedittheaddressforthecodeyouselect,oryou
Purchase Orders
canomitthecodeandtypeinabillingaddress,ornotspecifya
Before Using
billtolocationatall.
Jobrelatediftheinvoiceisforaprojectyouaremanaging
Theinvoiceisautomaticallyjobrelatedifthereceiptwasjob
related,andtheprogramwilldisplayjobrelatedfieldsfor
assigningthecoststocontracts,projects,andcategoriesinthe
detailsectionoftheInvoiceEntryform.
Retainage Retainageforjobrelatedinvoices.
accounting
Thisfieldappearsiftheinvoiceisjobrelated,andyouuse
retainageaccountinginAccountsPayable.
IfyouchooseRetainage,youcansettheretainagepercentageor
amountandretainageperiodorduedateforeachdetailinthe
invoice.(Bydefault,thesesettingscomeeitherfromthevendor
recordsorfromthecategorytowhichyouassignthecost.)
TheprogramaddsaRetainagetabtotheInvoiceEntryformfor
retainageinvoices,whereyoucanspecifytheretainageterms
andtheretainageexchangerate(inamulticurrencysystem).
Theprogramalsodisplaysanydescription,reference,andcomments
fromthereceipt,alongwiththetaxgroup,termscode,andany
optionalfieldswhichmatchreceiptoptionalfields.Youcanchange
thisinformationifnecessary.
Entering Invoice Details

ThedetailsthatappearintheInvoiceEntryformdependonwhether
youareenteringaninvoiceforaprimaryorsecondaryvendor,and
whetheryouhavealreadypostedaninvoicefortheprimaryvendor
onthereceipt.
User Guide 289

Processing Invoices
Ifyouselectareceiptthathasntbeeninvoicedyet,youwillseethe
itemdetailsandanyadditionalcostsforaprimaryvendor.Youwill
seeadditionalcostsdetailsonlyifyouhavealreadypostedan
invoicefortheitemdetails,oriftheinvoiceisforasecondary
vendor.
Youcanaddnewadditionalcostdetailsonaninvoice,butyou
cannotaddordeleteitemdetails.Youalsocannotdeleteadditional
costdetails,althoughyoucanchangetheamounts.
Job-related InvoiceEntrysendstransactionstoProjectandJobCostingonlyif
invoices
theinvoicecreatesanadjustmenttothereceiptforthequantity
received,theitemcosts,anyadditionalcosts,orforthebillingrate.
Item details TheinvoicedisplaysitemdetailsontheInvoicetabonlyforthe

primaryvendor.Youcaneditthefollowingfieldsinthedetailentry
sectionoftheInvoiceEntryform:
FullyInvoiced.
Ifthequantityinvoicedequalsthequantityyoureceivedforthe
detail,acceptYesinthisfield.
Ifthequantityinvoicedislessthanthequantityreceived,either
doubleclickthefieldorselectthefield,andthenpressthe
spacebartospecifyNo.
Quantityinvoiced.
Ifyouincreaseordecreasethequantityinvoiced,Purchase
Orderswillupdatethereceivedandoutstandingquantitieson
thepurchaseorder.Inaddition,theprogramwillupdateitem
costsinInventoryControl(duringpostingordayend
processing)and,ifnecessary,createnewgeneralledger
transactionstoreflectchanges.
Using security for YoucanassignsecuritytotheQuantityInvoicedfieldtoprevent

invoiced quantity
unauthorizedchangestothenumber.
Job-related Ifthequantity,cost,ordiscountamountischangedonthe
invoices
invoice,PurchaseOrderswillsendProjectandJobCosting

Processing Invoices
transactionstoupdatetheactualandcommittedamounts.For
example,ifthequantityisincreased(causingthequantity
Purchase Orders
outstandingonthePOtobereduced),PurchaseOrderswill
Before Using
createatransactiontoreducethecommittedamounts.
Contract,project,category,andresource(itemnumber)forjob
relatedinvoices(fromthereceipt).
Iftheinvoiceisjobrelated,theinvoiceshowswheretheitemsor
resourcesweregoingtobeused.
PurchaseOrdersupdatesthecommittedquantitiesandcostsif
youchangethemontheinvoice.
Unitcostandextendedcost.
YoucanassignsecuritytotheUnitCostandExtendedCost
fieldstopreventunauthorizedchangestothefields.
Discountpercent,discountamount,anddiscountedextended
cost.
Youcanchangethediscountpercentoramountforthedetail
lines(andyoucanalsochangeitontheTotalstabfortheinvoice
asawhole).
Weightunitofmeasure,unitweight,extendedweight.
Youcanchangetheweightfortheinvoice,ifnecessary.Youcan
changetheunitofmeasuretomatchtheinvoiceunits,and
PurchaseOrderswillrecalculatetheunitweightandextended
weightappropriately.
Vendoritemnumber.
Typethecodethevendorusestoidentifytheitemoredita
displayedcode,ifnecessary.
Ifthevendorsitemnumberisspecifiedonthereceiptforwhich
youareenteringaninvoice,thecodeappearsinthisfield.(You
canentervendorsitemnumberswhenassigningvendortypes
inInventoryControlitemrecords.)
User Guide 291

Processing Invoices
Ordernumber.
TheordernumberfromOrderEntryappearshere,ifthe
purchaseorderwascreatedfrombackordereditems.
Thisfieldisforyourinformationonly.Ifyouchangeanorder
numberthatisdisplayedwithadetailline,theneworder
numberwillnotreplacethepreviousnumberonthe
correspondingreceiptandwillnotbereportedontheShippable
Backordersreport.
G/Lexpenseaccountspecifiedfornoninventoryitems.
Youspecifyageneralledgerexpenseaccountfornoninventory
itemdetails.Theprogramdisplaysthenumberenteredwiththe
detailonthereceipt,butyoucanchangethenumber.
IfyouuseSageAccpacGeneralLedger,youcanselectgeneral
ledgeraccountnumbersfromtheFinder.
NonStockclearingaccount.
Iftheitemusedinthedetailisanonstockitem,thenonstock
clearingaccountassociatedwiththeitemsaccountsetappears.
Youcanchangetheaccount,ifnecessary.
Receiptnumber.
Thisisthereceiptnumberfortheitemdetail.Ifyouare
invoicingseveralreceipts,thenumbermaybedifferentoneach
line.
Comments,manufacturersitemnumber,andoptionalfields.
Changingtheinformationinanyofthesefieldshasnoeffecton
thereceipt.However,itwillaffecttheinformationthatissentto
AccountsPayablewiththeinvoice.
Discountable.
Thisfieldisassociatedwiththepaymentterms.ChooseYesif
thedetaillineissubjecttoanearlypaymentdiscount.

Processing Invoices
Billingtype,billingrate,A/Ritemnumber.
Youcanchangeonlythebillingrateforjobrelatedinvoices.The
Purchase Orders
Before Using
billingtype,billingrate,billingcurrency,A/Ritemnumber,and
A/RItemUOMareallfromthereceipt.
Retainagepercent,retainageamount,retentionperiod,and
retainageduedate.
Iftheinvoiceisjobrelated,andifRetainageischecked,specify
theretainagepercentageoramountandtheretentionperiod
(numberofdays)orretainageduedate.Thedefaultentrieswere
postedwiththereceipt.
Displayed PurchaseOrdersdisplaysthefollowingtaxinformationwitheach
information
detail(youcannotenteroreditthisinformationinthedetailentry
sectionoftheInvoicetabortheAdditionalCoststab):
Amountoftaxthatisincludedintheextendeditemcost.
Thetaxbasethenetcostofitemsbeforetaxisadded.
Totalallocatedtaxamounttheamountoftaxthatwillbe
allocatedtothecostoftheitem.
PurchaseOrdersalsodisplaysthenumberofthereceiptonwhich
theitemwasreceived.
Editing the tax Tocheckoredittaxdistributionsforadetail,openthezoomedentry

distribution
(DetailItems/Taxes)formbychoosingtheItem/Taxbuttononthe
Invoicetab(ortheCost/TaxbuttonontheAdditionalCoststab).For
eachtaxauthority,youcanchangethetaxclassfortheitemand
specifywhethertaxisincludedinthecost.
Youcanalsoseetherecoverableandexpensedtaxamountsinthe
zoomeddetailentryform.
Ifyouchangethetaxclassforanadditionalcostthatwasmanually
proratedonthereceipt,anyresultingdifferenceinthetaxamountis
postedtothedefaultcostexpenseaccountspecifiedintheOptions
User Guide 293

Processing Invoices
form.Formoreinformationabouteditingtaxes,seeEditingVendor
andDetailTaxInformation,laterinthischapter.
Invoicing Additional Costs

Additional cost Whenenteringaninvoiceforreceiptdetails,youseeadditionalcosts
details
onlyfortheprimaryvendor.
Youcanaddnewadditionalcoststoaninvoice,asdescribedearlier
inthischapterinthesectionEnteringAdditionalCosts,andyou
canselectanyprorationmethod.
Youcannotchangetheprorationmethodforexistingcosts,butyou
canaddorchangereference,commentsandoptionalfields.
Allocate Whenyoucreateaninvoiceformultiplereceipts,youcanusethe
additional costs to
CostAllocationformtoprorateadditionalcostsforthereceipts(if
multiple receipts
youchoosetoproratetheadditionalcosts).
Toallocateadditionalcoststomultiplereceipts,youselectthedetail
lineontheAdditionalCoststab,andthenchoosetheDistributeCost
button.PurchaseOrdersdisplaystheCostAllocationformlisting
eachofthereceiptsbeinginvoiced.
Cost Allocation WhenyouchoosetheRedistribute(Redist.)Costbuttononthe

form lists all the
CostAllocationform,PurchaseOrdersautomaticallyproratesthe
receipts
additionalcosttoallthereceiptsyouspecifiedintheCreateInvoice
FromReceiptsform.
Tochangetheamountoftheadditionalcost,youcanentera
differentamountintheAmountfield,andthenchoose
DistributeCostandreallocatetheamounttothereceipts.
Toallocatetheadditionalcosttoreceiptsmanually,gotothe
CostAllocationform,doubleclickintheAmountcolumnbeside
thereceipt,andenteradifferentamountforeachreceipt,
ensuringthatthesumofthemanuallyenteredamountsequals
thetotalamountoftheadditionalcost.
Tocleartheamounts,choosetheClearbutton.

Processing Invoices
Notethatonceyouprorateadditionalcosts,youcannolonger
changetheprorationmethod.Ifyouneedtochangetheproration
Purchase Orders
method,youmustdeletetheadditionalcostlineandthenreenterit
Before Using
correctly.
Youcanalsoeditthecostamountsdisplayedfromareceipt,(unless
thereceiptwaspostedinversion5.3Aoftheprogram).
Informationyoucaneditforadditionalcostdetailsincludes:
Description,reference,andcomment.
Amount.
Youcanchangealladditionalcostamounts.Althoughyou
cannotdeleteanadditionalcostdetail,youcanchangethe
amounttozero.
Generalledgeraccounts.
Optionalfields.
Youcanalsoedittheoptionalfieldsfortheeachreceiptonthe
CostAllocationform.
Entering Invoice Optional Field Data

PurchaseOrdersletsyouaddoptionalfieldsforinvoices,invoice
details,andinvoiceadditionalcostdetails.Optionalfieldsonthe
InvoiceEntryOptionalFieldstabforinvoicesapplytotheentire
invoice.
Ifyoudefinedexactlythesamefieldsforinvoicesthatyoudefined
forreceipts,thereceiptoptionalfielddataautomaticallyappearsas
defaultsfortheinvoice,butyoucanchangeit.(Ifyouareinvoicing
morethanonereceipt,theinformationfromthefirstreceiptappears
ontheinvoice.)
Similarly,ifyouusethesameoptionalfieldsinAccountsPayable
invoicesthatyouuseforinvoicesinPurchaseOrders,the
informationyoupostwithaninvoiceisincludedintheinvoicethats
User Guide 295

Processing Invoices
addedtotheAccountsPayablebatch(dependingonyoursettingsin
thePurchaseOrdersOptionalFieldsform).

Multicurrency Ifyouusemulticurrencyaccounting,youcanalsoedittheinvoice
ledgers
ratetype,ratedate,andexchangerateforvendorswhodonotuse
thefunctionalcurrency.
TheRatestabdisplaysthevendorsratedate,type,andamountfrom
thereceipt,anddefaultentriesfortheinvoicerate.
Ifyoureporttaxesinanothercurrency(thatisdifferentfromyour
functionalcurrencyandthevendorscurrency),theRatestabwill
alsodisplaythetaxreportingcurrencyexchangeratefromthe
receipt,aswellasthedefaultratefortheinvoice.
Ifyoumanuallychangedthetaxreportingamount,PurchaseOrders
displaysaDerivebutton,soyoucancalculatetheeffectiveexchange
rate.
Checking Invoice Tax Information

UsetheTaxestaboftheInvoiceEntryformtoverifyoreditthe
primaryvendorstaxclassandtaxamountforeachtaxauthority.
Formoreinformationabouttaxcalculations,seeEditingVendor
Checking Invoice Totals

UsetheTotalstaboftheInvoiceEntryformto:
Entercommentsfortheinvoice.
Checkthetotalweightandunitofmeasurefortheweight.
Checkthenumberofitemdetaillinesandthenumberof
additionalcosts.

Processing Invoices
Enteradiscountpercentoramountthatappliestothecomplete
invoice.(Thediscountfieldswillshowthetotalofalldiscounts
Purchase Orders
enteredforindividuallines.Ifyouenteranamounthere,itwill
Before Using
overridediscountsenteredfordetails.)
Checkthetotalsfortheinvoicedetails,addditionalcosts,
includedandexcludedtaxamounts,andretainage.
Primary vendor Oninvoicesfortheprimaryvendor,theinvoiceTotalstabshowsthe

totalweightoftheinvoiceditems,numberofitemandadditional
costdetaillines,invoicesubtotal(netoftaxesandadditionalcosts),
totalsofadditionalcostsandtaxes,andinvoicetotal.
Secondary vendor Oninvoicesforasecondaryvendor,theinvoiceTotalstabshows

onlythenumberofadditionalcostdetails,relatedtaxinformation,
invoicesubtotal,excludedtaxamount,andinvoicetotal.
Editing Payment Terms

ChoosetheTermstabintheInvoiceEntryformtochangethe
methodofcalculatingtheduedate,andthediscountdate,
percentage,andamountfortheinvoice.
Ifyouchangetheinvoicedate,PurchaseOrderswillautomatically
recalculatetheAsOfdateandeachofanypaymentamounts.You
canedittherecalculatedentriesifyouneedtochangethem.
Posting Invoices
Receipts Duringposting,thetotalofalldetailsandtaxesiscomparedtothe
Completes the receipt
invoicetotalyouenteredontheInvoicetaboftheInvoiceEntry
details for the selected
vendor
form.PurchaseOrderspoststheinvoiceonlyifthetwototalsarethe
same.
Post invoices
Updates item quantities

Postingassignstheinvoicenumberyouenteredandcompletesthe
and costs if changed
invoiceandthereceiptdetailsfortheselectedvendor.Youcannot
Inventory Control changeordeleteaninvoiceafterpostingit,andyoucannotchange
thereceiptdetailsforthevendor.
User Guide 297

Processing Invoices
Ifyouchangethequantityreceivedonanonjobrelatedinvoice,the
quantityonhandinInventoryControlisadjustedduringposting.
Otherwise,invoicepostinginPurchaseOrdershasnoeffecton
InventoryControldata.(Therearenoquantitiesonhandtoadjustin
astandalonePurchaseOrderssystem.)
Ifyouchangethequantityreceivedonajobrelatedinvoice,
PurchaseOrderswillupdatetheactualquantityinProjectandJob
Costing.
IfyouusetheKeepTransactionHistoryoption,youcandisplay
postedinvoicesintheInvoiceEntryformandprintthemonthe
InvoiceListuntilyouclearthemfromPurchaseOrders.Ifyoudonot
keeptransactionhistory,postedinvoicesaredeletedduringDayEnd
Processing(orwhenyoupost,dependingonwhenyoucost
inventory).
Day End Processing of Invoices

Day End Processing of
invoices
DayEndProcessingcreatesinvoicebatcheswithabatchtypeof
Updates item Creates ImportedintheAccountsPayablemodule.Informationforeach
costs with any invoice batch
difference between
receipts and
invoiceincludestheremittolocationand1099CPRScodeand
invoices
amount,ifany.
Inventory Accounts
Control Payable
Creates G/L batch if costs or InPurchaseOrders,DayEndProcessingdeletesinvoicesifyoudo
quantities change or new
additional costs are added notkeeptransactionhistory.Ifyoukeephistoryandstatistics,Day
General Ledger EndProcessingalsoupdateshistoryandstatisticswithinvoicedata.
DayEndProcessingalsocreatestheInvoicePostingJournal,which
listsdetailsoftheinvoicetransactionsandthecorrespondinggeneral
ledgerdistributions.However,thegeneralledgertransactionsfor
invoicesarecreatedinAccountsPayablewhentheAccountsPayable
invoicebatchisposted.
Ifyoupostedinvoiceswithnewproratedadditionalcosts,DayEnd
Processing:
Proratesthecoststotheitemsonthereceipt.
Createsadjustingentriesforyourgeneralledger.

Processing Returns
UpdatescostsinInventoryControlfornonjobrelatedinvoices,
ifyouuseInventoryControl(unlessyouchosetheInventory
Purchase Orders
Controloptiontodocostingduringposting).
Before Using
UpdatesquantitiesandcostsinProjectandJobCostingforjob
relatedinvoices.
Thegeneralledgeraccountsaffectedbyinvoicetransactionsare
shownintheJournalEntriesGeneratedfromPostedPurchase
OrdersTransactionssection,laterinthischapter.
Using Security with Invoices

YoucanusesecuritywiththeInvoiceEntryform,separately
specifyingthepersonswhocanaddinvoices,editquantities,edit
costs,andexportinvoices.
Processing Returns
Youcanpostreturnsofinventoryandnoninventoryitemsagainst
existingreceiptsoragainstreceiptsthatyouhavealreadycleared
fromPurchaseOrders.Youcanalsopostreturnswithoutspecifying
areceiptnumber.
Ifyouspecifyareceiptnumber,thereturnistotheprimaryvendor
onthereceipt.(Youcannotpostreturnstothesecondaryvendors
specifiedonreceipts.)
Whenyoupostareturn,inventoryquantitiesareimmediately
updatedforthereturneditemsinInventoryControl.Youcanedit
postedreturnsuntiltheyarecompleted(wheninvoicesorcredit
notesareposted).
User Guide 299

Processing Returns
Notethattherearenoinventoryquantitiestoupdateinastand
alonesystem.
Invoiced and Whenyoupostareturnagainstareceipt,youmustcreateacredit

uninvoiced
notetocompletethereturnevenifyoureturngoodsbefore
receipts
invoicing.(Invoicingalwaysrecallsthereceipts,makingthecredit
notesnecessary.)
Job-related returns Jobrelatedreturnsupdatecommittedandactualquantitiesfor

contractinProjectandJobCosting,andwillalsoupdateappropriate
workinprogress(orexpense)accounts.
Entering Return Information and Vendor Information

AswithotherPurchaseOrderstransactions,youcanenteryourown
documentnumbersforreturnsorlettheprogramassignthem,using
thelength,prefixandnextnumberyouspecifiedforreturnsinthe
P/OOptionsform.Youcanalsoenternonexistentvendornumbers
and,ifyouwish,addthemtoAccountsPayablefromtheReturn
Entryform.
Multicurrency Ifyouusemulticurrencyaccounting,thecurrencyforthedocument
ledgers
isdeterminedbythevendornumberandcorrespondingtaxgroup.
Youcanchangethetaxgroupforavendoronlytoanothergroup
thatusesthevendorscurrency.
Entering Returns for Existing Receipts

WhenyouselectanexistingreceiptintheReturnEntryform,
PurchaseOrdersdisplaysalltheinformationfromtheoriginal
receipt.YoucanchangeanyinformationontheReturntabexceptthe
purchaseordernumber(ifany),vendornumber,templatecode,and
thetaxgroupintheTaxestab.
Youenterthereturnedquantityforeachiteminthedetailentry
sectionoftheReturnEntryform.Youcaneitherdeletethedetails
whichyouarenotreturning,orleavethereturnedquantityatzero.

Processing Returns
Ifyouarereturningallitemsfromareceipt,youcanusetheReturn
Allbuttontoenterthefullquantityreceivedoneachdetailline.If
Purchase Orders
necessary,youcaneditthereturnedquantitiesinsertedbythe
Before Using
button.
Detail information Oneachdetailline,youcanenterareturncost(thetotalcostofthe

you can edit
returneditems)andedittheitemdescription,location,unitof
measure,unitandreturncost,unitandextendedweight,vendors
itemnumber,ordernumber,andcomments.Fornoninventory
items,youcaneditthegeneralledgerexpenseaccount.
Detail information Youcannotadddetaillinestothereturn,andyoucannotchangethe

you cannot
itemnumber,quantityreceived,orextendedcost(fromthereceipt
change
detail).
Tax information Detailtaxesarecalculatedforthereturnedquantitiesonly.Aswith

otherPurchaseOrderstransactiontypes,youcanchoosethe
Item/Taxbuttontochangetaxclassandtaxincludedoptionsfora
detailline,butyoucannotchangetaxinformationonthelineitself.
Prorating Noadditionalcostdetailsappearonareturn,soyoucannotedit
additional costs
costsoraddnewcosts.Whenyoureturnitemstowhichyou
proratedadditionalcostsonthereceipt,thecostsareallocated
accordingtothereprorationmethodspecifiedonthereceipt.
Ifyoureturnallitemsonareceiptthatincludedadditionalcostsand
usedProrateasthereturnprorationmethod,thecostsremain
allocatedasspecifiedonthereceipt.
Entering Returns for Non-Existing Receipts

Whenyouenterreturnstoclearedreceipts,youcanenterand
changeallthedefaultinformationthatappearsfromthevendor
recordandtemplatecode.Youcanalsoaddasmanydetaillinesas
youneedtomatchtheinformationontheclearedreceipt.
Youenterthedetailsofthereturneditemsinthedetailentrysection
oftheReturnEntryform.Witheachdetail,youmustentertheitem
number,itemdescription,location,andquantityreturned.Youcan
User Guide 2101

Processing Returns
alsoentertheunitandreturncost,unitofmeasure,unitweight,
extendedweight,vendorsitemnumber,ordernumber,and
comments.Ifthedetailincludesanoninventoryitem,youalsoenter
thegeneralledgeraccounttowhichthecostwasexpensed.
Job-related returns Onjobrelatedreturns,youmustalsospecifythecontract,project,

category,anditemnumber,soPurchaseOrderscanupdateProject
andJobCostingproperly.
Youdonotenterthequantityreceivedortheextendedcost.
Tax information YoucanedittaxinformationusingtheItem/Taxbuttononthe

Returntabtoeditthetaxclassandtaxincludedoptionfordetail
lines,andusingtheTaxestabtoeditthetaxclassandtaxamountfor
thevendor.
Entering Optional Field Data

AswithotherPurchaseOrdersforms,youcanenteroptionalfield
informationforthereturnasawholeandoneachdetaillineofthe
return.
Ifyouuseoptionalfields,thereturndisplaystheoptionalfield
informationfromthereceipt,ifany,andyoucanchangeitas
needed.Formoreinformation,seeEnteringOptionalField

Exchange Inmulticurrencyledgers,theexchangeinformationpostedwiththe
rate
receipt,ifany,isdisplayedforyourinformation,butyoucannot
information
changeit.
Forthereturn,theprogramalsodisplaysthevendorsdefaultrate
type(orthedefaultratetypefromtheOptionsformfornew
vendors),togetherwiththeratedateandexchangerateforthe
returndate.

Processing Returns
Youcanchangetheexchangerates,butchangesintheratewill
generateanexchangegainorloss.
Purchase Orders
Before Using
Checking Return Tax Information
UsetheTaxestaboftheReturnEntryformtoverifyoreditthe
vendorstaxclassandtaxamountforeachtaxauthority.
Checking Return Totals

UsetheTotalstaboftheReturnEntryformtochecktotalsforthe
return,entercommentsforthereturn,specifythenumberof
shippinglabelstoprint,andenterthereturndiscount,ifappropriate.
Thetabdisplaystheweightofthereturneditems.Italsoshowsthe
returnsubtotal(netofexcludedtax),excludedtaxtotal,andreturn
total.
Posting Returns
Post returns Whenyoupostareturnfrominventory,PurchaseOrders
immediatelyreducesitemquantitiesonhandinInventoryControl.
Decrease
quantities on Ifyouusetheautomaticnumberingoption,postingalsoassignsthe
hand
returnnumber.
Inventory Control
IfyouselectareturnwhenenteringacreditnoteintheCredit/Debit
NoteEntryform,thereturninformationandvendorinformation
fromthereturnisdisplayed,aswellasdetaillinesforreturned
itemsandanyadditionalcostsfromtheoriginatingreceipt.
Job-related returns WhenyoupostajobrelatedreturnorwhenyourunDayEnd

Processing,PurchaseOrdersreducestheactualquantitiesforthejob
andreducestheamountinworkinprogress(ortheamount
expensedtothejob).
User Guide 2103

Processing Returns
Printing Returns
YoucanprintreturnsfromPurchaseOrdersanddesignthereturn
formsyouwanttouse.
SeeChapter7,Reports,inthisguidefordescriptionsofthereturn
formsyoucanprintfromPurchaseOrders.Forinstructionson
adaptingthePurchaseOrdersformtosuityourneedsorcreating
yourownforms,refertothedocumentCustomizingPrintedForms
withCrystalReports(fromtheMicrosoftWindowsStartmenu,
choosePrograms,thenSageAccpac,thenOnlineDocumentation).
ChooseReturnsfromtheFormsfoldertoprintreturns.Youcanalso
printacopyofasinglereturnfromtheReturnEntryform
immediatelyafteryoupostit.Youcanreprintreturnsuntiltheyare
complete.
Day End Processing of Returns

Returns PurchaseOrdersupdatesitemcostsinInventoryControl(ifyouuse
thatprogram)andcreatesgeneralledgertransactionswhenyou
Reprorates or expenses credits
and additional costs for returned
items
postreturnsorwhenyourunDayEndProcessing,dependingon
Updates statistics and history
(if kept)
yourcostingsettingsinInventoryControl.DayEndProcessingalso
Deletes completed returns
(if you do not keep history)
createstheReturnPostingJournal.
Creates a Return Posting
Journal
Thegeneralledgeraccountsaffectedbyreturntransactionsare
Day End Processing showninJournalEntriesGeneratedfromPostedPurchaseOrders
Updates item Creates
Transactions,laterinthischapter.
costs G/L batch
Updates statistics
and history (if
kept)
Ifyouchoosetoexpenseorprorateadditionalcoststhatwere
originallyproratedtotheitemsbeingreturned,DayEndProcessing
Inventory Control General
and stand-alone Ledger expensesthecostsorproratesthemtotheremainingitemsonthe
Purchase Orders
originalreceipt.YoucanchecktheproratedamountsontheReturn
PostingJournal.
DayEndProcessingalsodeletescompletedreturnsifyoudonot
keephistory,andupdatesPurchaseOrdersandInventoryControl
historyandstatisticswithreturndata,ifyoukeephistoryand
statistics.

Processing Credit Notes and Debit Notes
Editing Returns
Ifyouchangereturnquantitiesorreturncosts,PurchaseOrders
Purchase Orders
Before Using
updatesInventoryControlitemquantitieswiththechanges,and
postingorDayEndProcessingcreatesnewgeneralledger
transactionstoreflectthechanges.
Using Security with Returns

YoucanusesecuritywiththeReturnEntryform,separately
specifyingthepersonswhocanaddandeditreturns,printreturns,
importreturns,andexportreturns.

Youcanenterandpostcreditnotesthatapplytoexistingandnon
existing(cleared)returnsandinvoices,aswellascreditnotesthatdo
notreferencereturnsorinvoices.Youcanpostdebitnotesthatapply
toexistingandnonexistinginvoices,orjusttothevendor.
Creditnotesanddebitnotesarecompletedwhenyoupostthem
youcannotchangethemlater.Whenyoucreatecreditnotesfrom
returns,thecreditnotescompletethereturns.
postedcreditnotesanddebitnotesintheCredit/DebitNoteEntry
formuntilyouusetheClearHistoryformtoclearthemfrom
PurchaseOrders.Ifyoudonotkeeptransactionhistory,posted
creditnotesanddebitnotesaredeletedduringDayEndProcessing.
Effects on Creditnotesthatapplytoreturnsaffectquantitiesandcostsin
Inventory Control
InventoryControlandquantitiesinProjectandJobCostingonly
and Project & Job
Costing whenthecreditnotechangesthereturnedquantitiesandcosts.
User Guide 2105

Ifyouadjustreturnedquantitiesonnonjobrelatedcreditnotes,
postingthemadjuststhequantityonhandforthelocationin
InventoryControl.
Forjobrelatedcreditnotes,postingadjuststhecontractforthe
differencebetweenthequantityreturnedonthereturnandthe
quantityonthecreditnote.
Ifyouadjustthereturncostsonthecreditnote,postingorDayEnd
ProcessingadjuststheitemcostsinInventoryControlandcreates
theappropriategeneralledgerjournalentrieswhetheryouuse
PurchaseOrderswithInventoryControlorasastandalonesystem.
Whencreditnotesanddebitnotesareappliedtoinvoices,the
transactionsaffectitemcostsinInventoryControlorProjectandJob
Costing,buttheydonotchangeitemquantities.
Entering Credits or Debits to Existing Invoices or Returns

Whenyouselectanexistinginvoiceorreturnforacreditnoteor
debitnote,theinformationfromtheoriginaldocumentisdisplayed
intheCredit/DebitNoteEntryform.
Invoice source Ifyouarecreatingacreditnoteordebitnotefromaninvoice,

document
thequantitiesreceivedfromtheinvoicearedisplayed,andyou
caneitheracceptorchangethefigures.Theunitcostsand
extendedcostsaredefaultedfromtheinvoice,butyoucan
changethem.Youcanalsodeletedetailsthatyouarenot
creditingordebiting,orleavetheamountsforthematzero.
Return source Ifyouarecreatingacreditnotefromareturn,theprogram

document
displaysthequantitiesfromthereturn,alongwiththeunitcosts
andextendedcosts.Ifyouhavesecurityrightstothesefields,
youcanchangetheamounts.Youcannotdeletedetaillinesfrom
thereturn.
Mostoftheinformationfromtheinvoiceorreturncannotbe
changed,suchasthevendornumber,templatecode,currency(in
multicurrencyledgers),andkeyinformationfromeachdetailline,

suchastheitemnumber,location,andunitofmeasure(or
contract/jobinformationifthisisajobrelatedcreditordebitnote).
Purchase Orders
Additional costs
Before Using
Ifyouarecreatingacreditnotefromareturn,theadditionalcost
detailsfortheprimaryvendoraredisplayedfromtheoriginating
receipt,ifany.
Ifyouarecreatingacreditnoteordebitnotefromaninvoice,the
additionalcostdetailsaredisplayedfromtheinvoice.
Additionalcostamountsappearaszero,andyouentertheamount
tobecreditedordebited.Youcannotchangetheadditionalcost
code,prorationandreprorationmethods,ortheexpenseandreturn
generalledgeraccounts.Youcanaddnewadditionalcostsoncredit
notesanddebitnotesbutyoumustselectNoProrationasthe
prorationmethod,sothatthecostisexpensedtoageneralledger
account.
Tax information Youcanedittaxinformationforthevendorandfordetailsjustas

youcouldontheinvoiceorreturn.(Forinformationaboutediting
taxinformation,seeEditingVendorandDetailTaxInformation,
laterinthischapter.)
Entering Credits or Debits to Non-Existing Invoices or Returns

Whenyouentercreditnotesanddebitnotestoclearedornon
existinginvoicesorreturns,youcanenterandchangeallthedefault
informationthatappearsfromthevendorrecordandtemplatecode.
Youcanalsoaddasmanydetaillinesandadditionalcostdetailsas
youneed.
Entering Optional Field and Exchange Rate Information

Withcreditnotesanddebitnotes,youcanenterinformationinany
optionalfieldsyouhaveassignedtotheformortothedetails,as
describedunderEnteringOptionalFieldInformation,laterinthis
chapter.
User Guide 2107

IftheoptionalfieldsyouuseinPurchaseOrdersexactlymatch
optionalfieldsusedintheAccountsPayableInvoiceEntryform,
optionalinformationenteredwithcreditnotesanddebitnoteswill
betransferredtoAccountsPayable(dependingonthesettingsinthe
P/OOptionalFieldsform).
Multicurrency Ifyouusemulticurrencyaccounting,youcanalsoenterexchange
exchange
rateinformationoncreditordebitnotesfromvendorswhodonot
rates
usethefunctionalcurrency.
Checking Credit/Debit Note Tax Information

UsetheTaxestaboftheCredit/DebitNoteEntryformtoverifyor
editthevendorstaxclassandtaxamountforeachtaxauthority,and
thevendorstaxgroup.
Checking Credit/Debit Note Totals

UsetheCredit/DebitNoteTotalstabtolookupthetotalweightfor
thedebitorcredit,thenumberofitemdetailsandadditionalcost
details,thepercentoramountofacreditordebitnotediscount,the
subtotalsofcreditsordebitsforitems,additionalcosts,taxthatis
excludedorincluded,andthegrandtotal.

Posting Credit Notes and Debit Notes

Duringposting,thetotalofalldetailsandtaxesiscomparedtothe
Purchase Orders
Returns
Before Using
documenttotalyouentered.Thedocumentispostedonlyifthetwo
Posted credit
notes complete totalsarethesame.
returns
Post credit/debit notes

Postingassignsthedocumentnumberyouenteredandcompletes
thecreditnoteordebitnoteandanyreturnstowhichyouposted
Updates quantity
returned if changed
creditnotes.Youcannotchangeordeleteacreditnoteordebitnote
on the credit note
afterpostingit.
Inventory Control
Ifthecreditnoteaffectsitemquantities,postingupdatesthe
quantitiesinInventoryControl,ifyouusethatprogram.
postedcreditnotesanddebitnotesintheCredit/DebitNoteEntry
formuntilyouclearthemfromPurchaseOrders.Ifyoudonotkeep
transactionhistory,thetransactionsaredeletedduringDayEnd
Processing.
Day End Processing of Credit Notes and Debit Notes

Credit and debit notes WhetheryourunDayEndProcessinginInventoryControlorin
PurchaseOrders(forastandalonesystem),DayEndProcessing
Updates statistics and
history (if kept)
Deletes completed credit
createstheCredit/DebitNotePostingJournalandthegeneralledger

and debit notes (if you do
not keep history) transactionsfortheG/LTransactionsreport,ifyouprintitin
Creates a Credit/Debit Note

Posting Journal PurchaseOrders.
Day End Processing
DayEndalsoaddsinformationfromeachcreditnoteanddebitnote
Creates Updates Creates
an invoice item costs G/L batch totheinvoicebatchthatiscreatedforSageAccpacAccounts
batch of with any with cost
credit/
debit
changes changes Payable.(Thegeneralledgertransactionsarecreatedwhenyoupost
notes
thecreditanddebitnotesinAccountsPayable.)
Accounts Inventory General
Payable Control Ledger
Whenacreditnoteisappliedtoaninvoice,theinvoicenumber
appearsintheApplyTofieldwhenyoudisplaythetransactionin
AccountsPayablesInvoiceEntryform.
Ifcredit/debitnotesincludechangestocosts,eitherpostingorDay
EndProcessingupdatesitemcostsinInventoryControl(ifyou
useit).
User Guide 2109

Summary of Posting and Day End Processing
Finally,DayEndProcessingupdateshistoryandstatistics,ifkept,in
PurchaseOrdersandInventoryControl.Ifyoudonotkeep
transactionhistory,itdeletesallcreditanddebitnotes.
Forinformationonthegeneralledgeraccountsaffectedbycredit
notesanddebitnotesseeJournalEntriesGeneratedfromPosted
PurchaseOrdersTransactions,laterinthischapter.
Using Security with Credit Notes and Debit Notes

YoucanusesecuritywiththeCredit/DebitNoteEntryform,
separatelyspecifyingthepersonswhocanaddcreditnotesanddebit
notes,editquantities,editcosts,importcreditnotesanddebitnotes,
andexportcreditnotesanddebitnotes.

Trans.
Type Posting Posting or Day End Processing
Requisition Assigns requisition Deletes completed requisitions whose details
numbers, if you do not are fully invoiced (if you do not keep history)
enter your own Deletes requisitions that have reached their
Updates the Requisition expiration dates
List
Purchase Increases quantities on Activates future purchase orders
order purchase order in Deletes completed purchase orders (if you do
Inventory Control not keep transaction history)
Assigns purchase order Updates purchase history and statistics
numbers, if you do not
enter your own Updates committed costs in Project and Job
Costing
Completes requisition
details
Updates the Purchase
Order List

Trans.
Purchase Orders
Receipt Increases item quantities Prorates additional costs to item details
Before Using
on hand in I/C and Deletes completed receipts (if you do not keep
reduces quantities on history)
purchase order
Updates most recent cost in Inventory Control
Updates received and (unless done during posting)
outstanding quantities on
purchase order details Creates general ledger transactions for item
and payables clearing accounts (unless done
Assigns receipt numbers, during posting)
if you do not enter your
own Updates history and statistics in Purchase
Orders and Inventory Control
Updates quantity
outstanding on receipts Creates Receipt Posting Journals
details Updates committed and actual quantities and
Completes purchase costs in Project and Job Costing
orders Prorates/expenses additional costs for the
Updates the Receipt List primary and secondary vendor
Invoice Updates quantity on Prorates additional costs to item details if

hand in Inventory Control changes were made to costs or quantities
(if the received quantity Deletes completed invoices (if you do not keep
changed on the invoice) history)
Completes receipts and Creates Accounts Payable invoice batch
invoices
Creates general ledger journal entries if costs or
Updates the Invoice List quantities were changed on the invoice (unless
done during posting)
Updates item costs in Inventory Control if costs
for received items changed on the invoice
(unless done during posting)
Updates history and statistics in Purchase
Orders and Inventory Control
Creates Invoice Posting Journals
Updates committed and actual quantities and
costs in Project and Job Costing if the invoice
adjusts the receipt
User Guide 2111

Editing Vendor and Detail Tax Information
Trans.
Return Reduces item quantities Creates general ledger transactions for item
on hand in Inventory and payables clearing accounts
Control Updates item costs in Inventory Control (unless
Assigns return numbers, done during posting)
if you do not enter your Updates history and statistics in Purchase
own Orders and Inventory Control
Updates the Return List Deletes completed returns (if you do not keep
history)
Creates Return Posting Journals
Updates actual quantities and costs in Project
and Job Costing
Credit/ Credit notes complete Deletes completed credit notes, and debit notes
debit note returns (if you do not keep history)
Updates quantity on Creates or adds to Accounts Payable invoice
hand in Inventory Control batch
if the quantity returned is Updates history and statistics in Purchase
changed on the credit Orders and Inventory Control
note
Updates costs in Inventory Control (from
Updates the Credit Note invoice/return adjustments)
or Debit Note List
Creates Credit/Debit Note Posting Journals
Updates actual costs in Project and Job Costing
for credit/debit notes from invoice
Updates actual quantities and costs in Project
and Job Costing for credit/debit notes from
returns that change the returned quantities and
costs

PurchaseOrderscalculatesataxamountonpurchaseorders,
receipts,invoices,returns,creditnotes,anddebitnotesifallthreeof
thefollowingconditionsapply:
Youhaveenteredtaxratesfortheapplicabletaxauthoritiesand
classesinTaxServices.(SeetheTaxandBankServicesUserGuide
forinformationaboutdefiningtaxes.)

Thevendorstaxgroupissubjecttotax.
Thetransactioncontainstaxableitemsortaxableadditional
Purchase Orders
Before Using
costs.
InPurchaseOrders,taxinformationiscalculatedanddisplayedfor
individualdetailsandforthetotalpurchaseorder,receipt,invoice,
return,creditnote,ordebitnote.(Notaxinformationisdisplayedfor
requisitionsbecauseyoudonotentercostswithrequisitions.)
Taxcalculationsarebasedontheratesenteredforthevarious
authoritiesandtaxclassesinTaxServices.
Youcaneditsometaxinformationforindividualdetaillines(suchas
thedetailtaxclassandwhetherthecostincludestax),butyoucan
directlychangetaxamountsonlyforthetransactionasawhole,
usingtheTaxestabofthetransactionform.
Detail Tax Information

Whenenteringitemdetails,youcancheckthetaxinformationand
calculationsforeachdetail,andyoucanchangetheitemstaxclass
andindicatewhethertaxisincludedintheitemcostoradditional
costforthetaxauthority(ifthevendorstaxauthorityallowstax
includedcosts).
Taxamountsarecalculatedfordetailswhenyoupostthetransaction
oropentheTotalstabofthetransactionform.
Ifyouwanttochecktaxamountsfordetailsbeforepostinga
transaction,youcanclicktheCalc.TaxesbuttonontheDetail
Items/Taxesform(whichpopsupwhenyoupressF9onadetail
line).YoucanalsorecalculatetaxesusingtheCalc.Taxesbuttonon
theTaxestab.
User Guide 2113

Note: TheCalc.Taxesbuttonrecalculatestaxesfortheentire
document,notjustforthedetailyouareeditingwhenyou
selectthebutton.
IfyoueditataxamountontheTaxestabandthenselectthe
Calc.Taxesbutton(eitherfromthedetaillineorontheTaxes
tab),theprogramreinsertstheoriginaltaxamount.The
buttonusesthecurrentsettingsforthetaxclassortax
includedoption.
YoucanchoosetheItem/Taxbutton(orpressF9)whileinadetail
linetoopentheDetailItems/Taxes(zoomeddetailentry)form.This
formallowsyoutoviewfurthertaxinformationforthedetailandto
editthetaxclassandtaxincludedchoice.
Foreachdetail,theDetailItems/Taxesformshows:
Tax Authority, Tax Description. Thetaxauthoritiesandtheir

descriptionsinthevendorstaxgroup.
Detail Tax Class, Tax Class Description. Thetaxclassandits

descriptionofeachtaxauthority.Youcanchangetoanothertaxclass
thatisassignedtothetaxauthority.
Theclassissetto1,withthedescriptionenteredfortaxclass1inTax
Services,ifyouenteradetaillinefor:
Anoninventoryitem.
Anitemthatisassignedtaxauthoritiesdifferentfromthe
vendors.
Anadditionalcostwheretheadditionalcostcodeisblank.
Tax Included. Thisoptionindicateswhethertaxisincludedinthe

cost(thedefaultchoiceforthisoptionisprovidedfromthevendor
recordinAccountsPayable).
YoucanincludetaxinitemcostsandchangethechoicefortheTax
IncludedoptiononlyiftheAllowTaxInPriceoptionisselectedfor
thetaxauthorityinTaxServices.

Tax Base. Thetaxbaseshows,forthetaxauthority,thenetcostof

itemsbeforetaxisadded(inthevendorcurrency).Thisfieldis
Purchase Orders
usefulforitemsthathavetaxincludedintheirprice.
Before Using
Tax Amount. Thetotalofallocated,recoverable,andexpensedtax
amountsforeachauthorityinthevendorcurrency.
TaxamountsintheDetailItems/Taxesformdonotincludetaxes
chargedonadditionalcoststhatyouproratedtothedetail.Similarly,
taxamountsintheAdditionalCostDetailCosts/Taxesformshow
taxtotalsonlyfortheadditionalcostdetail.
Allocated Tax. Thisisthetaxthatyouwishtoincludeinthecostof

anitem.Itcanbeeithertaxincludedortaxexcluded,butthefull
amountoftheallocatedtaxisaddedtoitemcostsinInventory
Control.
Recoverable Tax. Ataxamountthatisrefundabletothepurchaser,

soisnotpartofthecostthatispostedtotheInventoryControlitem
record.
Recoverabletaxesaredisplayedonlybydetailline.(Generalledger
transactionsarecreatedduringpostingordayendprocessingto
postrecoverabletaxestothegeneralledgeraccountspecifiedfor
theminTaxServices.)
Expensed Tax. Ataxamountthatispostedtoageneralledger

expenseaccount,ratherthantotheaccounttowhichyoupostthe
cost.ThistaxamountisnotpostedtotheInventoryControlitem
record.
Youspecifywhetherataxisallocated,recoverable,orexpensed,and
assignthegeneralledgeraccountforthetaxintheTaxAuthorities
forminTaxServices.
Tax Reporting Amount. Anamountthatappearsonlyifthetax

reportingcurrencyforoneormoreofthetaxauthoritiesisdifferent
fromyourfunctionalcurrencyandthecustomerscurrency.
Oncetaxesarecalculated,youcanseethetaxbase,taxamount,
allocatedtax,recoverabletax,expensedtax,andtaxreporting
User Guide 2115

amountsforadetailonthedetailline,butyoucannotchangeany
informationinthesefields.
General ledger Newgeneralledgertransactionsarecreatedduringpostingorday

transactions for
endprocessingifyouchangetaxamountswhenyou:
edited taxes
Edittaxinformationorchangeitemquantitiesorcostsona
postedreceiptorreturn,oronaninvoice,creditnote,ordebit
note.
Reprorateadditionalcosts.
Tax Information for Additional Cost Details

Youenteradditionalcostsonlywithreceipts,invoices,creditnotes,
anddebitnotes.Thesametaxinformationisdisplayedforadditional
costdetailsasforitemdetails(describedabove).
ClicktheCost/TaxbuttonontheAdditionalCoststabtodisplaythe
zoomedDetailCosts/Taxesform.Justlikethezoomedformforitem
details,thisformletsyouchangethedetailtaxclassandchangethe
taxincludedsetting(ifallowedforthetaxauthority).
Tax on prorated Foreachadditionalcostdetail,youcanchooseaprorationmethod

additional costs
thatspecifieshoworwhethertoproratetheadditionalcostand
associatedallocatedtaxamountstotheitemcosts.
Prorating Ifyouchoosetoprorateautomatically,postingorDayEnd
automatically
Processingcalculatesthetaxamountforeachadditionalcostand
proratestheadditionalcostamountandallocatedtaxestoitem
detailsaccordingtotheprorationmethodyouchoose(byquantity,
cost,orweight).
Theproratedamountsarenotdisplayedwiththeaffecteddetails,
andtheyarenotincludedinthetaxamountsyouseeintheDetail
Items/Taxesform(becausetheyarenotpartofthebaseonwhich
taxesarecalculatedforitems),buttheyareshownontheposting
journalsforthetransactions.

Recoverable and Journalentriesforrecoverableandexpensedtaxesarecreatedin

expensed taxes
AccountsPayablewhentheinvoicebatchfromPurchaseOrdersis
Purchase Orders
postedbyA/P.
Before Using
Adding Taxes to Manually Prorated Additional Cost Amounts
Ifyouprorateadditionalcostsmanually,youmustaccurately
calculatethetaxamountforeachcostyouareprorating,andthen
allocatethefullamountofthecostandapplicableallocatedtaxesto
itemdetails.Youmustentertheexactamounttoproratetoeachitem
detailintheManualProrationfieldforthedetaillineonthereceipt
orreturn.
Checking manual Ifyouaremanuallyproratinganadditionalcost,youcanusethe

proration tax
detailentrysectionoftheAdditionalCoststabtochecktheallocated
amounts
taxamountcalculatedbytheprogramfortheadditionalcostdetail.
Youcanalsocheckthetaxamountforeachtaxauthority,usingthe
AdditionalCostDetailCosts/Taxesform.(ChoosetheCost/Tax
buttonontheAdditionalCoststab.)Forexample,thefollowingform
showsatotalallocatedtaxamountof2.07toaddtoanadditional
costthatwillbeproratedmanually.
Use the Additional

Cost Detail Costs/
Taxes form to
check tax
amounts to
prorate manually
User Guide 2117

Youcanseetheadditionalcostamountsfortheprimaryvendoron
thereceipttotalstab.
The Totals tab

shows the
additional costs
for the primary
vendor only
Document Tax Information

TheTaxestabinPurchaseOrderstransactionformsdisplaysthetax
calculations(bytaxauthority)forthetransactionasawholeon
purchaseorders,invoices,returns,creditnotes,anddebitnotes.For
receipts,totaltaxesaredisplayedintheReceiptTaxestabforthe
receiptvendor,andintheAdditionalCostVendorTaxesformfor
secondaryvendors.
YoucanalsochoosetheTotalstabtodisplaythetaxamountsforthe
transaction.WhenyouchoosetheTotalstab,PurchaseOrders
automaticallycalculatesthetaxamountsifyouhavenotalready
postedthetransactionorusedtheCalculateTaxesbutton.
UsetheCalculateTaxesbuttonontheTaxestabtorestoreoriginal
taxcalculationsifyouoverrodetaxamounts.

Ifyoudonotentertaxamountsmanually,thetaxesforthe
documentarecalculatedautomaticallywhenyouchoosetheTotals
Purchase Orders
tab(orwhenyoupostthetransaction).
Before Using
Taxinformationforatransactiontotalincludes:
Tax Group. Youcannoteditthisduringinvoiceentryorifany

detailshavebeenentered,orifthetransactionhasbeenpreviously
posted.
Tax Authority, Tax Description. Thetaxauthoritiesandtheir

descriptionsforthevendorstaxauthorities.
Vendor Tax Class, Tax Class Description. Thevendorstaxclassand

descriptionforeachtaxauthority.
Youcanchangetoanothertaxclassthatisassignedtothetax
authority.NewvendorsyouhavenotyetaddedtoAccountsPayable
areassignedtaxclass1anditscorrespondingdescriptionforeach
taxauthorityinthetaxgroupselectedforthetransaction.
Ifyouchangethetaxclass,youcanclicktheCalculateTaxesbutton
todisplaytheadjustedtaxamounts.
Tax Base. Thisshows,forthetaxauthority,thenetcostofitems

beforetaxisadded.(Thisfieldisusefulforitemsthathavetax
includedintheirprice.)Youcannoteditthisamount.
Tax Included. Thetotalamountoftaxthatisincludedinthecost

amountsenteredforthevendor.Youcannoteditthisamount.
Tax Excluded. Thetotalamountoftaxthatischargedinadditionto

(notincludedin)thecostamountsenteredforthevendor.You
cannoteditthisamount.
Tax Amount. Thetotalofalltaxamountscalculatedforthe

transaction.Thetotaltaxamountforanauthorityisthesumofthe
taxincludedandtaxexcluded.
User Guide 2119

Entering Optional Field Information
Tax Reporting Amount. Thisfieldappearsonlyifthetaxreporting

currencyforoneormoreofthetaxauthoritiesisdifferentfromyour
functionalcurrencyandthecustomerscurrency.
PurchaseOrderscalculatesthetaxreportingamountusingthe
exchangeratesontheRatestab.Ifyoueditthetaxreportingamount,
youcanusetheDerivebuttontocalculatethenew,effective
exchangerate.
Changing the tax Youcanchangethetotaltaxamounttocorrectsmalldiscrepancies,

amount
suchasroundingerrors.Youshouldcorrectlargetaxerrorsby
updatingthetaxratesandotherinformationforthetaxauthorities
inTaxServices.
Ifyouchangethetaxamount,theprogramadjuststhetaxamounts
onthedetails.
Editing taxes for PurchaseOrdersautomaticallycalculatesthevendortaxesoneach

the document
transactionusingtheratesenteredinTaxServicesforthetax
vendor
authoritiesandclassesassignedtothevendorinAccountsPayable.
Youcanchangethetaxclassandthetaxamountforeachtax
authorityassignedtothedocumentvendorforatransactiononthe
Taxestaboftheformyouareusing.

YoucanassignoptionalfieldsforPurchaseOrderstransactionsand
forpurchaseorderdetailsinthePurchaseOrdersOptionalFields
form.AlloptionalfieldsmustfirstbedefinedusingtheOption
FieldsforminCommonServices.
IfyouassignthesameoptionalfieldstoallPurchaseOrders
transactionforms,theoptionalfielddatafromthepreviousformwill
appearbydefaultwitheachnewphaseofthetransactioncyclefor
example,optionalfieldentriesfromrequisitionswillappearby
defaultonpurchaseorders,andpurchaseorderentrieswillappear
bydefaultonreceipts,etc.

Accounting for Retainage
Document Header
Optional
Document Details Fields
Purchase Orders
Before Using
Purchase Purchase
Requisition Order

Optional field information can originate with vendor and item records, and
flow through requisitions, purchase orders, receipts and invoices.
Using optional Ifyouwanttheprogramtovalidateallentriesinanoptionalfield,

tables
youcancreatealistofvalidentriesusingtheOptionalFieldsformin
CommonServices.
Ifyoudonotvalidateentriesforoptionalfields,youcanmakeany
entryyouwish,uptothenumberofcharacterspermitted.
Transferring IfyouusethesameoptionalfieldsinPurchaseOrdersinvoicesthat
optional
areusedintheAccountsPayableInvoiceEntryform,the
information to
Accounts Payable informationinthefieldsinPurchaseOrderswillbesenttoAccounts
Payable(dependingonthesettingsintheP/OOptionalFieldssetup
form).
Accounting for Retainage

PurchaseOrdersletsyouaccountforretainage(holdback)amounts
thatarerequiredeitherbyagreementwithyourvendorsor
accordingtostatute.
Youcanprocessretainageamountsforjobrelateddocumentsonly.
(Byjobrelated,wemeanjobsthatyoumanageusingSageAccpac
ProjectandJobCosting.)
User Guide 2121

Periodic Processing
Before Using Retainage Accounting

First, specify Beforeyoucanprocessretainage,youmustsetupyourAccounts
retainage options
Payablesystemtouseretainageaccountingby:
SelectingtheoptiontouseretainageaccountinginAccounts
Payable.
Selectingdefaultoptionsforretainageprocessing.
Specifyingaretainagecontrolaccountforeachaccountsetin
yourAccountsPayablesystem.
Specify default Selectingdefaultsettingsforeachvendor,includingthe

retainage settings
retainagepercentage,retentionperiod,andretainageterms.
for vendors
FormoreinformationaboutchoosingtheRetainageAccounting
optionandotherretainagesettingsforyoursystem,seeChapter2in
theAccountsPayableGettingStartedguide.
A two-step process Notethattherearetwostepsinprocessingretainage,asfollows:
1. Youenterareceipt,invoice,debitnote,orcreditnoteinthe
PurchaseOrdersmodulethatspecifiesaretainageamountfor
thedocument.
WhenyouposttransactionsinPurchaseOrders,theinvoice,
debitnote,orcreditnoteisaddedtoanAccountsPayablebatch
andpostedintheAccountsPayablemodule.
Retainage 2. Youenteraretainageinvoice,debitnote,orcreditnoteinthe
amounts are
AccountsPayablemoduletocleartherelatedoutstanding
invoiced in A/P
retainagewhenitisdue.
Periodic Processing
Thissectionoutlinesproceduresyoumightfollowaspartofyour
weekly,biweekly,ormonthlyprocedures,andtellsyouhowtouse
PurchaseOrderstoaccomplishthesetasks.

Periodic Processing
UsetheCreateG/LBatchandClearHistoryformstocomplete
processingandtoclearoutobsoletedataandrecordsattheendof
Purchase Orders
youraccountingperiods.
Before Using
Create new Ateachperiodend,youshould:
purchase orders
1. Createanynewpurchaseordersyouwishtoprocessinthe
period.
UsethePurchaseOrderEntryformandtheCreatePurchase
OrdersFromRequisitions,CreatePurchaseOrdersFromI/C,
andCreatePurchaseOrdersFromO/Eforms.
Update 2. Postothertransactionsthatapplytotheperiod.
transaction
information UsetheRequisitionEntry,PurchaseOrderEntry,ReceiptEntry,
InvoiceEntry,ReturnEntry,andCredit/DebitNoteEntryforms,
asdescribedinChapter4,ProcessingRequisitionsand
PurchaseOrdersandChapter5,ProcessingReceipts,Invoices,
Returns,CreditNotes,andDebitNotes.
Print analytical 3. PrintthePurchaseOrderActionandAgedPurchaseOrders

reports
reportstoidentifypurchaseordersthatrequireaction.
UsethePurchaseOrderActionandAgedPurchaseOrdersforms
fromtheAnalyticalReportsfoldertoprintthereports.
RefertoChapter7,Reports,fordescriptionsofthesereports
andinformationaboutprintingandinterpretingthem.
Process general 4. PrinttheG/LTransactionsreport,andthencreategeneralledger

ledger
transactions(ifyoudonotusetheoptiontocreategeneral
transactions
ledgertransactionsduringDayEndProcessing).Processthe
batchesinSageAccpacGeneralLedger,ifyouuseit,orpost
themmanuallytoanothergeneralledger
ChoosetheG/LTransactionsiconfromtheProcessingReports
foldertoprintthereport.UsetheCreateG/LBatchformfrom
thePeriodicProcessingfoldertocreatethegeneralledger
transactions.
User Guide 2123

Day End Processing
YoucanseeanexampleoftheG/LTransactionsreportandother
informationaboutitinChapter7,Reports.
Remove old data 5. Clearthepaidtransactions,postingjournals,andstatisticsthat

younolongerneed.
ChoosetheClearHistoryformfromthePeriodicProcessing
foldertoclearthisinformation.
Note: SageAccpacERPconsidersthatreportshavebeen
printedwhenyouprinttoanyprintdestination,including
thepreviewwindow.Whenyouprintpostingjournalsor
otherreportstoapreviewwindow,youcanchoosePrintin
thepreviewwindowtogetaprintedcopyofthereport.
Day End Processing

WhenyoupostPurchaseOrderstransactions,theprogram
immediatelyupdatesitemquantitiesinInventoryControl,ifyouuse
thatprogram,andmayupdateinventoryitemcostsandcreate
generalledgertransactions.Postingalsoupdatescommittedand
actualquantitiesandcostsinProjectandJobCostingifthepurchase
orderisjobrelated.
Note: Itemcostsmaybeupdatedbypostingorbyrunning
DayEndProcessingdependingonyoursettingforthe
InventoryControloptionCostItemsDuringPostingorDay
EndProcessing.
Also,dependingonyourI/CandP/Ooptions,postingmayaddG/L
transactionstoneworexistingbatches,ortheymaybeaddedduring
DayEndProcessingor,manually,usingtheCreateG/LBatch
window.
Costingitemsduringpostingwillincreasethetimeittakestopost
eachtransaction.Ifpostingbecomestooslow,youshouldswitchtocost
itemsduringDayEndProcessing.

Day End Processing
Day End & posting DayEndProcessing(and,optionally,posting)alsocreatesposting

(optionally) also
journalsandupdateshistoryandstatisticsinInventoryControl(if
perform
Purchase Orders
youuseit)andPurchaseOrders(ifyoukeephistoryandstatistics).
Before Using
Ifyoudonotcostitemsduringposting,youmustrunDayEnd
Processingtocreate:
BatchesofAccountsPayableinvoices,creditnotes,anddebit
notesfromPurchaseOrderstransactions.
Generalledgertransactions(ifyoualsochosetheoptionto
createthemduringDayEndProcessing).
Ifnecessary,youcanrunDayEndProcessingseveraltimesadayto
keepthisinformationmorecurrent.
EachtimeyourunDayEndProcessing,theprogramprocessesall
thetransactionsthatyoupostedsincethelasttimeyouranDayEnd
Processing.YoushouldrunDayEndProcessingaspartofyourdaily
routinetokeepyouraudittrailandreportsuptodate.Youcanrun
DayEndProcessingasmanytimesadayasyouwant.
Warning!
ThetimeittakestocompleteDayEndProcessingvaries
accordingtoyourcomputerandthenumberoftransactions
thatyouenteredsincethelasttimeyouranDayEnd
Processing.WerecommendthatyourunDayEnd
Processingwhenyoudonotneedtouseyourcomputerfor
othertasksforexample,runitovernight.
Assign the default BeforerunningDayEndProcessing,youmustassignthegeneral

cost expense
ledgeraccountcodeforthedefaultcostexpenseaccountinPurchase
account first
OrdersOptionsform.DayEndProcessingwilldisplayanerror
messageandstopprocessingiftheaccountisnotspecified.
User Guide 2125

Day End Processing
Tasks Performed by Day End Processing

What does Day DayEndProcessingperformsthefollowingtasks:
End Processing
do? IfyouuseInventoryControlandcostitemsduringDayEnd
Processing,calculatestheunitcostforeachitemonareceipt
orreturn(andoninvoices,creditnotes,anddebitnoteswhere
itemquantitiesorcostswerechanged)usingtheitemscosting
method.Formoreinformation,seeChapter2,WhatYouNeed
toKnowBeforeUsingInventoryControl,intheInventory
ControlUserGuide.
IfyouuseInventoryControlandcostitemsduringDayEnd
Processing,updatescostinginformationforitemsinInventory
Control,andcreatesandupdatesLIFOandFIFObucketsfor
itemsthatuseLIFOorFIFOcosting.
Activatesandpostsfuturepurchaseordersthathavereached
theirpurchaseorderdate.WhenDayEndProcessingis
complete,youcanprintthenewPOs.
Tip: IfyouusuallyrunDayEndProcessingattheendofthe
workday,futurepurchaseorderssettobeactivatedona
certaindaywillnotbecomeactiveuntiltheendoftheday.
Tobesureafuturepurchaseorderisreadytobeprocessed
onthecorrectdate,assignadatethatisoneormoredays
earlierthanthedesireddateforthepurchaseorder.
Clearsrequisitionsthathavereachedtheirexpirationdates.
Deletescompletedtransactionsifyoudonotkeeptransaction
history.
UpdatesstatisticsandhistoryinbothPurchaseOrdersand
InventoryControl(ifyoukeephistoryandstatistics).
Batch created in IfyoucostitemsduringDayEndProcessing,createsand

Accounts Payable
optionallypostsabatchofAccountsPayableinvoices,credit
notes,anddebitnotesfrompostedPurchaseOrderstransactions,
usingthenextavailableAccountsPayablebatchnumber.

Day End Processing
Formoreinformationaboutthisbatch,seethenextsection,
BatchesCreatedinAccountsPayable.
Purchase Orders

Before Using
Createsthereceipt,invoice,return,andcredit/debitnoteposting
journalsinPurchaseOrdersforthenewdayendsequence
number.Thesejournalsarethedetailedrecordsofthegeneral
ledgerentriesthatwerecreatedbyDayEndProcessingfrom
PurchaseOrderstransactions.
IfyoucostitemsduringDayEndProcessing,createsgeneral
ledgertransactionsfrompostedreceipts,returns,invoices,credit
notes,anddebitnotes.
Createsgeneralledgertransactionsforthedefaultcostexpense
accountwhen:
Additionalcostsareexpensedtoageneralledgeraccount
thatwassubsequentlydeletedfromyourSageAccpac
GeneralLedgerdata.
Adiscrepancyintaxamountsoccurswhenusersmanually
prorateadditionalcostsandchangetaxclassesonareceipt
orinvoice.
More information FormoreinformationabouttheeffectsofDayEndProcessingon

individualPurchaseOrderstransactiontypes,seetheDayEnd
Processingsectioninthenotesforeachofthetypesoftransactions,
earlierinthischapter.SeealsotheSummaryofPostingandDay
EndProcessingchart,earlierinthischapter.
Running Day End Processing

Before running TakethefollowingstepsbeforerunningDayEndProcessing:
Day End
Processing Createanypurchaseordersyouneedfromrequisitionsthat
havereachedtheirexpirationdates.
Enterandpostallofthereceipt,return,invoice,creditnote,and
debitnotetransactionsthatyouwanttoprocess.
User Guide 2127

Batches Created in Accounts Payable
BackupyourPurchaseOrdersdata.Forinformationabout
makingbackups,seetheSystemManagerUserGuide.
After running Day BeforeyoupostanytransactionsafterrunningDayEndProcessing,

End Processing
dothefollowing:
Printthepostingjournalsforarecordofthegeneralledger
entriescreatedfromPurchaseOrderstransactions,bothin
PurchaseOrdersandinAccountsPayable.
Printanyreportsthatyouneedforupdatingyourrecords.
ModifyoptionsintheOptionsform,asneeded.
Batches Created in Accounts Payable

TheAccountsPayablebatchofinvoices,creditnotes,anddebitnotes
thatiscreatedfrompostedPurchaseOrderstransactionscontainsall
thedetailsofreceiptsandreturns.
PurchaseOrderscreatesinvoicebatchesinAccountsPayablewith
thefollowingsettings:
ThebatchdateistheDayEndProcessingdate.
ThebatchdescriptionisP/OGeneratedBatch.
ThebatchtypeisImported.
ThebatchstatusisReadyToPost.
Note: PurchaseOrdersletsyoupostA/Pbatches
automaticallywhenyoupostP/Otransactions,RunDayEnd
Processing,orusetheP/OCreateBatchform.Youcanalso
postinvoicebatchesintheAccountsPayablemodule.
IfyouusetheAllowEditOfImportedBatchesoptioninAccounts
Payable,youcanopenandeditthebatchesbeforeyoupostthem
(otherthanvendornumbers,documenttypes,anddocument

Journal Entries Generated from Posted Purchase Orders Transactions
numbers).ToprintinvoiceA/Pinvoicebatches,usetheAccounts
PayableInvoiceBatchListingform.
Purchase Orders
Do not change
Before Using
WithPurchaseOrders5.3or5.4,ifyouchangeajobrelatedinvoice
job-related
inAccountsPayablethatoriginatedwithPurchaseOrders,Project
invoices in A/P
andJobCostingwillnotbeupdatedwiththetransactionchanges.
YoumustprocessinvoicechangesinthePurchaseOrdersmoduleor
usinganAccountsPayabletransactionsuchasanadjustment(which
willupdateProjectandJobCosting).
A/P will not update AccountsPayablewillnotupdateProjectandJobCostingwhenit

Project and Job
postsinvoicesthatoriginatedwithPurchaseOrders,because
Costing when it
posts P/O invoices PurchaseOrdershasalreadydirectlyupdatedProjectandJob
Costing.
Add new vendors PurchaseOrdersletsyouaddinvoices,creditnotes,anddebitnotes

before posting
forvendorsbeforeyouaddthevendorrecordstoAccountsPayable.
Note,however,thatyoucannotpostthetransactionsinAccounts
Payableuntilyouaddthevendors.Whenyouaddthesevendors,
makesureyouusethesamevendornumberthatyouusedonthe
PurchaseOrderstransaction,andthesamecurrency,ifyouhavea
multicurrencyledger.
Journal Entries Generated from Posted Purchase

Orders Transactions
Thissectiondescribesthegeneralledgerjournalentriesthatare
createdfromPurchaseOrderstransactions.
PurchaseOrdersjournalentriesarecreatedintwostages:
Stage1 PostingandDayEndProcessingcreatesgeneralledger
entries(forinventoryandnonstockclearingaccounts,or
inventory/expenseaccountsinastandalonesystem)from
receiptsandreturns.
User Guide 2129

Stage2 AccountsPayablepostingcreatesentriesfrominvoices,
returns,creditnotes,anddebitnotes.(Nogeneralledger
transactionsarecreatedfromrequisitionsandpurchase
orders.)
IfyouusetheCreateG/LBatchformtoproducethegeneralledger
transactionsforPurchaseOrders,youcanprinttheG/LTransactions
reportandchecktheentries.Ifyoudonotusethisoption,DayEnd
ProcessingcreatestheG/LtransactionbatchesanddeletestheG/L
Transactionsreportinformation,soyoumustusetheG/LListingin
GeneralLedgertoseethetransactioninformation.
Taxes Allocatedtaxesarepostedtothesamegeneralledgeraccountsas
theircorrespondingitemoradditionalcostdetails.Recoverableand
expensedtaxesarepostedtotheaccountsspecifiedforthetax
authoritiesinTaxServices.
Receipts
PO-RC source ReceiptsareassignedsourcecodePORContheG/LTransactions
code
report.
G/L Account Dr Cr
Receipttransactionsdebittheitemsinventorycontrolaccountand
Inventory Control (or X
/Expense) credittheitemspayablesclearingaccountwiththetotalofextended
Payables Clearing X
itemcost,allocatedtaxes,andanyproratedadditionalcostsand
theirallocatedtaxes.
IfanitemusestheLIFOorFIFOcostingmethod,thereceiptnumber
anddate,itemquantityreceived,anditemcostareaddedto
InventoryControlsreceiptbucketsfortheitem.
Receipt Additionalgeneralledgertransactionsarecreatedifreceiptsare
adjustments
editedtochangeitemquantitiesorcosts.Thejournalentriesdebit
theInventoryControl(orInventory/Expense)accountandcreditthe
PayablesClearingaccountwithquantityorcostincreases,orcredit
theInventoryControlaccountanddebitthePayablesClearing
accountwithquantityorcostdecreases.

Non-inventory Whenyouenterareceiptforanoninventoryitem,PurchaseOrders
items
creditsthenoninventorypayablesclearingaccount(specifiedinthe
Purchase Orders
POOptionsform)anddebitstheexpenseaccountduringdayend
Before Using
processing(orwhenyourunCreateG/LBatch).Postingtheinvoice
inAccountsPayabledebitsthenoninventorypayablesclearing
accountandcreditsthepayablescontrolaccount.
Create G/L entries PurchaseOrdersprovidesanoptionthatletsyouchoosewhento

for non-inventory
updateyourgeneralledgerwithexpensesfromnoninventory
expenses
receiptsandreturns.
IfyouchooseCreateG/LEntriesForNonInventoryExpensesinthe
Optionssetupform,theP/OprogramcreatesG/Ltransactionsto
debittheexpenseaccountsandcredittheNonInventoryPayables
Clearingaccountwhenyoupostreceipts.(Later,postinginvoicesin
AccountsPayablewillcreditthePayablesControlaccountanddebit
NonInventoryPayablesClearing.)
IfyoudonotchoosetocreateG/Lentriesfornoninventory
expenses,PurchaseOrderswillsendtheexpensestoAccounts
Payable,wherepostingtheinvoiceswillcreateG/Ltransactionsto
debittheexpenseaccountsandcreditPayablesControl.
Note: G/Lentriesarealwayscreatedfornoninventory
expensesifthetransactionisjobrelated.
Create G/L entries PurchaseOrdersalsoletsyouchoosewhentoupdateyourgeneral

for expensed
ledgerwithexpensesfromadditionalcosts.
additional costs
IfyouchooseCreateG/LEntriesForExpensedAdditionalCostsin
theOptionssetupform,thePurchaseOrdersprogramcreatesG/L
transactionstodebittheexpenseaccountsandcredittheExpensed
AdditionalCostClearingAccountwhenyoupostadditionalcosts.
(PostingtheinvoiceslaterinAccountsPayablewillcreditthe
payablescontrolaccountanddebittheExpensedAdditionalCost
ClearingAccount.)
Note: G/Lentriesarealwayscreatedforexpensedadditional
costsifthetransactionisjobrelated.
User Guide 2131

New prorated Whenanewadditionalcostisaddedtoaninvoice,generalledger

additional cost
journalentriesarecreatedtoproratethecosttothereceiptitems,if
added on an
invoice applicable,debitingtheInventoryControlorInventory/Expense
accountsfortheitemsandcreditingthePayablesClearingaccount.
Job-related Itemsreceivedforprojectsdonotgointoinventory;instead,the
receipts
valueoftheitemgoesintoaWorkInProgressorCostofSales
accountspecifiedforthecontractinProjectandJobCosting.
G/L Account Dr Cr
Whenyoupostjobrelatedreceiptsorreturns,orinvoices,credit
Work in Progress X
Payables Clearing X notes,anddebitnoteswithchangestothereceiptinformation,
PurchaseOrderscreatesgeneralledgerjournalentriestoupdatethe
WorkInProgress/CostofSalesandPayablesClearingaccountswith
thetotalofextendeditemcost,allocatedtaxes,andanyprorated
additionalcostsandtheirallocatedtaxes.
Theprogramalsoupdatesthecommittedandactualquantitiesand
costsforthecontractinProjectandJobCosting.
Retainage invoice
can update Note: Ifyouuseretainageaccountingwithjobrelated
actuals purchaseorders,andyoudefertaxreportingforretained
amountsuntiltheyareinvoiced,thenonrecoverabletaxon
retainedamountsdoesntbecomeanactualcostuntilyou
posttheretainageinvoice.
POwillalsocreatetransactionsforanyoverheadassociatedwiththe
itemsoradditionalcosts,andfornoninventoryitems(suchaslabor)
receivedforthejob.
Overheadorlaborisnotcalculatedforadditionalcostsifusinga
flatrateperunit.
Overheadorlaborisalsonotcalculatedforitemdetailsin
credit/debitnotesderivedfrominvoicesifusingaflatrateper
unit.

Invoices
PO-IN source code InvoicesareassignedsourcecodePOINontheG/LTransactions
Purchase Orders
Before Using
report.Thejournalentriesforinvoicesarecreatedwhentheinvoice
batchfromPurchaseOrdersispostedinAccountsPayable.
No changes in Ifareceiptisinvoicedwithoutchangestoquantitiesandcosts,a
quantities or costs
journalentryiscreatedtodebittheitemspayablesclearingaccount
G/L Account Dr Cr andcreditthevendorspayablescontrolaccount(withthetotalof
Payables Clearing X
Payables Control X
theextendeditemcost,allocatedtaxes,andanyproratedadditional
costsandtheirallocatedtaxes).
Changes in Ifquantitiesorcostswerechangedontheinvoice,PurchaseOrders
receipt quantities
createsgeneralledgerjournalentriesthat:
or costs
Debitorcredittheitemsinventorycontrol(orinventory/
expense)accountforthedifferencebetweenthereceiptamount
andtheinvoiceamount.
Debitorcredittheitemspayablesclearingaccountforthe
differencebetweenthereceiptamountandtheinvoiceamount.
DebitthePayablesClearingaccountfortheoriginalamountof
thereceipt,netofanyadjustmentsaslistedabove.
Forexample,iftheitemcostincreasesonaninvoice,thedifference
betweentheinvoicecostandthereceiptcostisdebitedtotheitems
inventorycontrolorinventory/expenseaccount.
New prorated Whenanewadditionalcostisaddedonaninvoice,PurchaseOrders

additional cost
createsgeneralledgerjournalentriestodebittheInventoryControl
added on an
invoice (orInventory/Expense)accountwiththeamountofthecostandto
creditthePayablesClearingaccount.
Non-inventory Wheninvoicesarepostedfornoninventoryitems,thegeneral
items
ledgerjournalentriescreatedinAccountsPayabledebittheexpense
accountspecifiedforthenoninventoryitemandcreditthevendors
payablescontrolaccount.(SeeReceipts,above,foradiscussionof
theoptionCreateG/LEntriesForNonInventoryExpenses.)
User Guide 2133

Job-related items PurchaseOrderssendstransactionstoProjectandJobCostingifan

invoiceincludesanadjustmenttothereceiptsuchasachangeto
thecost,quantity,orbillingrate.(Changestoquantitiesandcosts
willalsoaffectG/LandA/Pbecausetheyaffectextendedcosts.)
Forexample:
Ifyouchangethebillingrate,PurchaseOrdersgeneratesanew
transactionforthedifferencebetweentheoldbillingrateandthe
newbillingrate.
Ifyoualsochangequantities,PurchaseOrderswillalsocreatea
billingadjustmenttransactionforthequantitydifference.
Ifthereceiptoriginatedfromapurchaseorderandyouchange
thequantityoutstanding,PurchaseOrderswillupdatethe
Retainage invoice Ifyouuseretainageaccountingwithjobrelatedpurchaseorders,

can update
andyoudefertaxreportingforretainedamountsuntiltheyare
actuals
invoiced,thenonrecoverabletaxonretainedamountsdoesnt
becomeanactualcostuntilyouposttheretainageinvoice.
Invoices from P/O DonotchangeinvoicesinAccountsPayable.AccountsPayablewill

do not update
notupdateProjectandJobCostingwhenitpostsinvoicesthat
Project and Job
Costing when originatedwithPurchaseOrders,becausePurchaseOrdershas
posted in A/P alreadydirectlyupdatedProjectandJobCosting.
Ifyouuseretainageaccountingwithjobrelatedpurchaseorders,
andyoudefertaxreportingforretainedamountsuntiltheyare
invoiced,thenonrecoverabletaxonretainedamountsremains
doesntbecomeanactualexpenseuntilyouposttheretainage
invoice.
Expensed Additional Costs

G/L Account Dr Cr
Ifadditionalcostsareexpensed(ratherthanproratedtotheitemson
Addl. Cost Expense X
Payables Clearing X areceipt),DayEndProcessingcreatesanAccountsPayableinvoice
thatwilldebittheadditionalcostexpenseaccountandcreditthe

vendorspayablescontrolaccountwhenitispostedinAccounts
Payable.
Purchase Orders
Job-related
Before Using
Whenyoupostajobrelatedreceiptwithexpensedadditionalcosts,
additional costs
theprogramcreatesgeneralledgerjournalentriestodebittheWork
G/L Account Dr Cr inProgress/CostofSalesaccountfortheJobspecifiedonthe
Work in Progress X
additionalcost,andcreditthepayablesclearingaccount.(Ifthe
Payables Clearing X
additionalcostwasprorated,thetransactionwoulddebitWorkin
Progress/CostofSalesforeachjobdetailtowhichtheadditional
costwasprorated.)
Returns
PO-RT source code ReturnsofitemstovendorsareassignedsourcecodePORTonthe
G/LTransactionsreport.
G/L Account Dr Cr
Payables Clearing X
InPurchaseOrders,returnsdebittheitemspayablesclearing
Inventory Control or
(Inventory/expense)
X accountandcredittheitemsinventory/expenseaccountwiththe
valueofthereturneditems,proratedadditionalcosts,andallocated
taxes.Whenadditionalcostsproratedtoreturneditemsare
reprorated,additionalentriesarecreatedtodebitorcreditthe
inventorycontrolandpayablesclearingaccountsfortheremaining
itemsonthereceipt.
G/L Account Dr Cr
WhenacreditnoteispostedforthereturnandyouhaverunDay
Payables Control X
Payables Clearing X EndProcessinginInventoryControl,acreditnoteiscreatedinthe
AccountsPayablebatch.WhenthecreditnoteispostedinAccounts
Payable,thetransactionwilldebitthevendorspayablescontrol
accountandcreditthevendorspayablesclearingaccountwiththe
valueofthereturneditems,proratedadditionalcosts,andallocated
taxes.
Non-inventory Whennoninventoryitemsarereturned,PurchaseOrdersdoesnot
items
createanyjournalentriesforInventoryControlaccounts.The
transactionissenttoAccountsPayableasaninvoiceorcreditnote
whichwilldebitorcredittheG/Lexpenseaccountspecifiedforthe
itemandpostthecorrespondingcreditordebittothevendors
User Guide 2135

payablescontrolaccount.(SeeReceipts,above,foradiscussionof
theoptionCreateG/LEntriesForNonInventoryExpenses.)
Credit Notes
PO-CR source code CreditnotesareassignedsourcecodePOCRontheG/L
Transactionsreport.
G/L Account Dr Cr
Creditnotesdebitthevendorspayablescontrolaccountandcredit
Payables Control X
Payables Clearing X thevendorspayablesclearingaccountwhenthetransactionis
postedinAccountsPayable.
Additional cost Whenacreditnoteispostedforanadditionalcostcreditthatwas

credits
notprorated,itischargedtothevendorspayablescontrolaccount
andcreditedtotheexpenseaccountyouassign.
G/L Account Dr Cr
Ifyoupostacreditnoteforanadditionalcostthatwasprorated,
Payables Clearing X
Inventory Control (or X PurchaseOrdersdebitsthePayablesClearingaccountandcredits
Inventory/Expense)
theInventoryControl(orInventory/Expenseaccount,inastand
alonesystem).
G/L Account Dr Cr
WhenyoupostthecreditnoteinAccountsPayable,thePayables
Payables Control X
Payables Clearing X ControlaccountisdebitedandthePayablesClearingaccountis
credited.
Credits to returns Whenyoupostacreditnotetoareturnwithnoquantityorcost

changes,thevendorspayablescontrolaccountisdebitedandthe
itemspayablesclearingaccountiscredited.
Ifacreditnoteispostedtoareturnandtherearecostchanges,Day
EndProcessingdebitsorcreditsthePayablesClearingandInventory
Controlaccounts.WhenthecreditnoteispostedinAccounts
Payable,thePayablesControlaccountandthePayablesClearing
accountaredebitedandcredited.
Whenacreditnoteispostedforaninvoice,PurchaseOrderscreates
journalentriestodebitthePayablesClearingaccountandcreditthe
inventorycontrolorinventory/expenseaccount,andDayEnd
ProcessingcreatesacreditnoteforthetransactionintheAccounts
Payablebatch.WhenyoupostthebatchinAccountsPayable,a

journalentryiscreatedtodebitthePayablesControlaccountand
creditthePayablesClearingaccount.
Purchase Orders
Item cost
Before Using
Whencreditnotesarepostedtoadjustitemcosts,DayEnd
adjustments
Processingcreatesgeneralledgerjournalentriestodebitthe
PayablesClearingaccountandcredittheitemsinventorycontrolor
nonstockaccount.
WhenthecreditnoteispostedinAccountsPayable,ajournalentry
iscreatedtodebitthevendorspayablescontrolaccountandcredit
thePayablesClearingaccount.
Taxes Allocatedtaxesfromcreditnotesarepostedtothesamegeneral
ledgeraccountsascosts.Recoverableandexpensedtaxesareposted
totheaccountsspecifiedforthetaxauthoritiesinTaxServicesand
theinventorycontrolorpayablesaccountsusedfortherelatedcosts.
Debit Notes
PO-DB source DebitnotesareassignedsourcecodePODBontheG/LTransactions
code
report.
G/L Account Dr Cr
Inventory Control (or X

WhenadebitnoteispostedforaninvoiceinPurchaseOrders,a
Inventory/Expense) generalledgerjournalentryiscreatedduringDayEndProcessingto
Payables Clearing X
debittheitemsinventorycontrolorinventory/expenseaccountand
credittheitemspayablesclearingaccount.
G/L Account Dr Cr
Payables Clearing X
WhenthedebitnoteispostedinAccountsPayable,thePayables
Payables Control X Clearingaccountisdebitedandthevendorspayablescontrol
accountiscredited.
Taxes Allocatedtaxesfromdebitnotesarepostedtothesamegeneral
ledgeraccountsastheirrelatedcosts.Recoverableandexpensed
taxesarepostedtotheaccountsspecifiedforthetaxauthoritiesin
TaxServicesandtheinventorycontrol,inventory/expense,or
payablesaccountusedfortherelatedcosts.
User Guide 2137

Creating General Ledger Batches

Ifyoudonotusetheoptiontocreategeneralledgertransactions
duringpostingordayendprocessing,youmustusetheCreate
Batchformwhenyouwanttocreateageneralledgertransaction
batchtorecordtheinventorytransactionsandentriestopayables
clearing.YoucanthenprocessthebatchinSageAccpacGeneral
Ledger,ifyouuseit,orpostitmanuallytoanothergeneralledger.
Printing the G/L IfyouwanttoprinttheG/LTransactionsreport,youmustprintit

Transactions report
beforeyoucreatethegeneralledgerbatch.Whenyoucreatethe
batch,PurchaseOrdersdeletestheinformationintheG/L
Transactionsreport.
ForinformationabouttheCreateG/LBatchform,seeChapter6,
PeriodicProcessing.
Clearing Historical Data

Youcanclearpurchaseordertransactionhistory,purchasinghistory,
statistics,postingjournals,committedcostsauditlists(ifusing
ProjectandJobCosting),andthepayablesclearingaudittrailthat
younolongerneedbychoosingtheClearHistoryiconand
specifyingwhichdatatoclear.
IfyoudonotusetheoptionstokeepPurchaseOrdershistoryand
statistics,theprogramwilldeleteallcompletedtransactionsduring
DayEndProcessing.YouwouldthenuseClearHistoryonlytoclear
printedpostingjournalsandthepayablesclearingauditdata.
Beforeyouclearhistory,makesureyouhavepostedallthe
transactionsyouneedandrunDayEndProcessingtoupdate
PurchaseOrdersrecords.
Before clearing Also,ifyouusePurchaseOrdersasastandalonesystem(without

transaction history
InventoryControl),printtheItemTransactionHistoryreportforthe
in a stand-alone
system yearandperiodyouplantoclearbeforeclearingtransactionhistory.

ForinstructionsonprintingtheTransactionHistoryreport,seeItem
TransactionHistoryinChapter7,Reports,inthisguide.
Purchase Orders
Before Using
Transaction history PurchaseOrdersclearsthedetailsfromrequisitions,purchase
orders,receipts,invoices,returns,creditnotes,anddebitnotesthat
werecompletedonorbeforetheclearingdateyouspecify.
Requisitions Youcannotclearcompletedrequisitionsuntilyouhaveposted
invoicesforallthedetails,andrunDayEndProcessing.(Youcan
alsodeleterequisitionsintheRequisitionEntryform.)
Purchase orders Youcannotclearcompletedpurchaseordersuntilyouhaveposted

invoicesforallthedetails,andrunDayEnd.(Youcanalsodelete
purchaseordersinthePurchaseOrderEntryform.)
Receipts Youcannotclearreceiptsuntilyouhavepostedinvoicesforthe
primaryvendorandallsecondaryvendorsonthereceipt,andrun
DayEndProcessing.
Completed Invoices,creditnotes,anddebitnotesarecompletewhenDayEnd
transactions
ProcessinghasaddedthemtoanAccountsPayablebatch.Atthis
point,youcanclearthem.
Areturniscomplete,andyoucanclearit,whenyoupostacredit
notetoit.
ClearedtransactionsarenotreportedontheTransactionLists.
Completion dates DayEndProcessingassignsthecurrentsessiondateasthe

completiondatefortransactions.
Purchasing history ClearHistoryclearspurchasehistorythroughtheyearandperiod

youspecify,andbytherangeofitemnumbersorvendornumbers
youselect.CleareddatanolongerappearsinthePurchaseHistory
formoronthePurchaseHistoryreport.
Purchase statistics ClearHistoryalsoclearspurchasestatisticsthroughtheyearand

periodyouspecify.Clearedstatisticsnolongerappearinthe
PurchaseStatisticsformoronthePurchaseStatisticsreport.
User Guide 2139

Printed posting Inaddition,youcanclearallpostingjournalswhichyouhave

journals
printed(toanydestination),includingthejournalsproducedduring
thedayendprocessingrunyouspecify.Youselectthetypesof
journalstoclear,includinganycombinationofjournalsforreceipts,
invoices,creditnotesanddebitnotes,andreturns.
Payables clearing ClearHistoryalsoletsyouclearthePayablesClearingAuditlistto

audit
theyearandperiodandfortheaccountsetsyouspecify.
Committed costs IfyouuseProjectandJobCosting,ClearHistoryletsyouclearthe

audit
recordofjobrelated purchaseorders,receipts,andinvoices that
updatedcommittedcostsinProjectandJobCosting.
Periodic Tasks in a Stand-Alone Purchase Orders System

ThestandalonePurchaseOrderssystemletsyouperformthe
followingadditionalperiodictasks:
Clearitemtransactionhistory(usingtheClearHistoryform).
Deleteinactiverecords.
RunDayEndProcessingfromPurchaseOrders.
IfyouuseInventoryControl,youperformthesetasksinthe
Clearing Item Transaction History
YouusetheClearHistoryforminPurchaseOrderstoclear
informationfromtheItemTransactionHistoryreport.
Clearingitemtransactionhistoryclearsitemtransactionsthrough
thefiscalyearandfiscalperiodthatyouspecify.(Historyiscleared
notonlyfortheperiodyouspecify,butalsoforthepreviousperiods
inthespecifiedyear,andforallperiodsinpreviousyears.)

Reporting Purchase Orders Data
Deleting Inactive Item and Account Set Records
YouusetheDeleteInactiveRecordsformtodeleterecordsthatyou
Purchase Orders
Before Using
nolongerneed.Todeleteinactiverecords,youchooseDelete
InactiveRecordsfromthePurchaseOrdersPeriodicProcessing
folder.
TheDeleteInactiveRecordsformletsyouspecifywhichrecordsto
delete,asfollows:
Thetypeofrecordsthatyouwishtodelete(itemsoraccount
sets).
Therangeofrecordsthatyouwishtodelete.
Therangeofdatesduringwhicharecordmusthavebecome
inactiveinordertobedeletednow.
PurchaseOrdersdeletesallthespecifiedrecordsthatfallwithinthe
givenranges.

PurchaseOrdersprintsavarietyofreportstohelpyoumanageyour
requisitions,purchaseorders,invoices,receipts,returns,creditnotes,
anddebitnotes.Printedreportsalsoserveasasourceofbackup
informationincasethedataisdamaged.
ThissectioncontainsanoverviewofthePurchaseOrdersreports.
Forreportprintinginstructionsanddescriptions,seeChapter7,
Reports.
Printing Reports
TherearesixwaysyoucanprintreportsinPurchaseOrders:
Printdirectlyfromtheprogramtotheprinter,toobtain
permanentcopiesoftheinformation.
User Guide 2141

Printtheinformationonyourscreen,forquickreview.Youcan
thenprintthereport,orexportittoAdobeAcrobatPDFformat,
acommaseparatedvaluesfile,MSExcel,MSWord,oratextfile.
Printtoafileforprintinglater,importingintoanotherprogram,
ortransferringtoadiskette.
Directthereporttoanemailmessage.
Printtoafaxnumber.
Schedulethereportforprintingonanetworkatalatertime.
NotethatSageAccpacconsidersreportstohavebeenprintedwhen
youprinttoanyprintdestination,includingthepreviewwindow.
Choose Print in the

preview window Tip: Whenyouprintreportstoapreviewwindow,youcan
choosePrintinthepreviewwindowtoobtainaprinted
copyofthereport.
YoucanprintallPurchaseOrdersreportson8inchx11inchand
A4paper.
Setup reports UsingtheSetupReportsfolder,youcanprintreportsoftherecords

youcreatedwhensettinguporupdatingyourPurchaseOrders
system,including:
Options Additionalcosts
Shipviacodes Emailmessages
Vendorcontractcosts Optionalfields
Templates G/Lintegrationsettings
IfyouusePurchaseOrdersasastandalonesystem,youcanalso
printreportsofthefollowingrecords:
Accountsets Vendordetails
Items Weightunitsofmeasure

Anytimeyouadd,delete,orchangeanyoftheserecords,you
shouldprintandfilethecorrespondingreportstokeepyourprinted
Purchase Orders
recordsuptodate.
Before Using
Analytical reports PurchaseOrdersprovidesreportsforanalyzingpurchases,forlisting
postedPurchaseOrderstransactions(receipts,invoices,returns,
debitnotes,andcreditnotes),andforlistingthejournalentries
createdforthegeneralledgerfromthesetransactions.
YouusetheiconsintheAnalyticalReportsfoldertoprintthe
followingPurchaseOrderstransactionandanalysisreports:
Agedpurchaseorders Purchasestatistics
Postingjournals Shippablebackorders
Purchasehistory Transactionlists
Purchaseorderaction Payablesclearingaudit
Itemtransactionhistory Committedcostsaudit
(standalonesystemonly) (withProject&JobCosting)
General ledger Ifyouchoosetheoptiontocreategeneralledgertransactionsusing

transactions
theCreateBatchform,ratherthancreatingthemduringpostingor
DayEndProcessing,youcanalsoprinttheG/LTransactionsreport
inPurchaseOrders.
Printing Forms
PurchaseOrdersprovidesstandardformatsforprintingthe
followingbusinessforms:
Requisitions Returns
Purchaseorders Mailinglabels
Receivingslips
User Guide 2143

Using Purchase Orders with Other Sage Accpac Programs
UsetheiconsintheFormsfoldertoprinttheseforms.For
descriptionsoftheformsthatcomewithPurchaseOrders,see
Chapter7,Reports.
Forinformationaboutadaptingthesampleformstomatchyour
requirementsorcreatingyourownbusinessforms,refertothe
documentCustomizingPrintedFormswithCrystalReports
(includedwiththeonlinedocumentationthatyoucaninstallwith
theSageAccpacSystemManager).
Using Purchase Orders with Other Sage Accpac

Programs
WhetheryouusePurchaseOrderswithorwithoutSageAccpac
InventoryControlorProjectandJobCosting,PurchaseOrdersrelies
onAccountsPayableforcertainfunctionsandaccountingprocesses,
asdescribedlaterinthissection.
YoumustinstallandactivateSageAccpacAccountsPayable
beforeyoucanactivatePurchaseOrders.
YoumustinstallandactivateSageAccpacInventoryControl
beforeyoucanactivatePurchaseOrdersifyouplantouse
InventoryControlwithPurchaseOrders.
YoumustactivatePurchaseOrdersbeforeyouactivateProject
andJobCosting.
Accounts Payable
PurchaseOrdersusesAccountsPayablevendorrecordstodisplay
vendornumbers,names,addresses,taxgroups,andtermscodeson
PurchaseOrderstransactions.Italsousesvendoroptionalfielddata
bydefaultinPurchaseOrderstransactionsifyouusethesame
optionalfieldsinPurchaseOrdersthatappearinvendorrecords.
YoucanaddnewvendorrecordstoAccountsPayablefromthe
VendorNumberfieldinPurchaseOrders.

WhenyouposttransactionsorrunDayEndProcessing(depending
onyoursettings),PurchaseOrdercreatesabatchcontainingthe
Purchase Orders
postedinvoices,creditnotes,anddebitnotesdirectlyinAccounts
Before Using
Payable.WhenyoupostthebatchinAccountsPayable,vendor
accountbalancesareupdatedandjournalentriesarecreatedforthe
generalledger.
Accounts Receivable
IfyouuseSageAccpacAccountsReceivablewithPurchaseOrders,
youcandisplayandeditcustomerandshiptolocationaddress
informationwhenspecifyingdropshipments.
YoualsoselecttheA/Ritemnumberforbillingpurposesifyouare
purchasingitemsforjobrelatedprojects.
General Ledger
IfyouuseSageAccpacGeneralLedgerwiththesamedatabaseas
PurchaseOrders,PurchaseOrdersdisplaysandvalidatesthe
GeneralLedgeraccountnumbersyouenter.
Whentheprogramsareusedtogether,batchesofPurchaseOrders
journalentriesarecreatedinGeneralLedger,eitherwhenposting,
duringDayEndProcessing,orwhenyoucreatethemusingthe
CreateBatchform.OptionalfielddatacanalsoflowwithPurchase
OrdertransactionstotheGeneralLedgertransactionsifyouusethe
sameoptionalfieldsinPurchaseOrdertransactiondetailsthat
appearinGeneralLedgeraccounts.
InthePurchaseOrdersOptionsform,youcanchoosewhetherto
createanewGeneralLedgerbatcheachtimeyouprocessPurchase
Orderstransactions,oraddnewtransactionstoanexistingbatch.
YoucandrilldownfromGeneralLedgerTransactionHistorytothe
originatingtransactionsinPurchaseOrders.
User Guide 2145

Inventory Control
IfyouuseInventoryControl,PurchaseOrdersdisplaysitem
numbers,inventorylocations,andpricelistinformationfrom
InventoryControlwhenyouentertransactions.Inventoryitem
optionalfielddatawillalsoappearintransactiondetaillinesifyou
usethesameoptionalfieldsinPurchaseOrdertransactiondetails
thatappearinitemrecords.
PurchaseOrderstransactionsareprocessedbyDayEndProcessing
inInventoryControl.
UsingtheCreatePOsFromI/Cform,youcancreatepurchaseorders
fromthereorderquantitiesinformationenteredforitemsinSage
AccpacInventoryControl.
Atposting,PurchaseOrderstransactionsaffectInventoryControl
itemquantitiesasfollows:
Purchaseordersincreasetheitemquantitiesonpurchaseorder
inInventoryControl.
ReceiptsincreasequantitiesonhandinInventoryControland
decreasequantitiesonpurchaseorderifapurchaseorderis
specifiedonthereceipt.
Returnsofitemstoinventorydecreaseitemquantitiesonhand
inInventoryControl.
ItemcostinginformationisupdatedinInventoryControlwhenyou
postPurchaseOrderstransactionsorrunDayEndProcessing
(dependingonyourprogramsettings).
DayEndProcessingalsoupdatesstatisticsandhistoryinboth
PurchaseOrdersandInventoryControl(ifyoukeephistoryand
statisticsinbothprograms).
Printing item labels Whenyouspecifyanumberoflabelsforinventoryitemson

PurchaseOrdersreceipts,thenumberisusedbytheInventory
ControlItemLabelsformtodeterminehowmanylabelstoprintfor
eachitemreceived.Ifyouchangethenumberofitemlabelsfora

Where To Now?
detailonapreviouslypostedPurchaseOrdersreceipt,thenumberis
updatedinInventoryControlifyouhavenotyetprintedthelabels.
Purchase Orders
Before Using
Order Entry
IfyouuseSageAccpacOrderEntrywithPurchaseOrders,youcan
usetheCreatePOsFromO/Eformtocreatepurchaseordersfrom
theitemsonsalesorderinSageAccpacOrderEntry.Youcanalso
selectOrderEntrysalesordernumberswhenenteringtransactions
inPurchaseOrders,andprinttheShippableBackordersreportby
ordernumber.
Project and Job Costing

IfyouuseSageAccpacProjectandJobCostingwithPurchase
Orders,youcanenterjobrelatedtransactionsthatupdatecommitted
andactualquantitiesandcostsbycontract,project,andcategory
(andresourceifusingstandardcontracts).
Where To Now?
IfyouhavenotsetupyourPurchaseOrderssystem,referto
Chapter3,SettingUpYourPurchaseOrdersSystem,intheGetting
Startedmanual.
IfyouarenewtoSageAccpacPurchaseOrders,youshoulddothe
lessonsinChapter4,Tutorial,intheGettingStartedmanualto
practiceusingtheprogramwiththesampledatabeforeyoubegin
workingwithyourowndata.Forinformationonusingthevarious
aspectsofthePurchaseOrdersprogram,seetheremainingchapters
ofthisguide.
User Guide 2147

Chapter 3
Maintaining Setup Information
IconsforMaintainingSetupInformation ......................................... 32
SetupMaintenance ......................................................... 32
SetupReports .............................................................. 34
Information
ChangingPurchaseOrdersOptions .............................................. 34
Setup
ChangingCompanyOptions ................................................ 35
ChangingProcessingOptions ................................................ 35
ChangingAgingPeriodsandDocumentNumbering ........................... 38
AfterChangingOptions ..................................................... 39
ChangingG/LIntegrationOptions ............................................... 39
ChangingOptionsontheIntegrationTab .................................... 310
ChangingOptionsontheTransactionsTab .................................. 314
AfterChangingOptions .................................................... 316
Adding,Editing,andDeletingShipViaCodes ................................... 316
AddingaShipViaCode ................................................... 316
EditingaShipViaCode .................................................... 317
DeletingaShipViaCode ................................................... 317
AfterChangingShipViaCodes ............................................. 318
Adding,Editing,andDeletingVendorContractCosts ............................ 318
AddingVendorContractCosts ............................................. 319
EditingaVendorContractCost ............................................. 320
DeletingVendorContractCosts ............................................. 320
AfterChangingVendorContractCosts ...................................... 320
Adding,Editing,andDeletingTemplates ........................................ 321
AddingaTemplate ........................................................ 321
EditingaTemplate ........................................................ 322
DeletingaTemplate ....................................................... 322
AfterChangingTemplates ................................................. 323
User Guide 3i

Adding,Editing,andDeletingAdditionalCosts ..................................... 323

AddinganAdditionalCost ................................................ 324
EditinganAdditionalCost ................................................. 324
DeletinganAdditionalCost ................................................ 325
AfterChangingAdditionalCostRecords .................................... 325
Adding,Editing,andDeletingEmailMessages .................................... 326
AddinganEmailMessage................................................. 326
EditinganEmailMessage ................................................. 327
DeletinganEmailMessage ................................................ 327
AfterChangingEmailMessages ........................................... 328
Adding,Editing,andDeletingOptionalFields................................... 328
AddingOptionalFields .................................................... 328
EditingOptionalFields .................................................... 330
DeletingOptionalFields ................................................... 330
AfterChangingOptionalFields ............................................ 331
MaintainingRecordsforaStandAloneSystem .................................. 331
Adding,Editing,andDeletingAccountSets ................................. 331
AddinganAccountSet ................................................ 332
EditinganAccountSet ................................................. 332
DeletinganAccountSet................................................ 333
AfterChangingAccountSetRecords .................................... 333
Adding,Editing,andDeletingItems ........................................ 334
AddinganItemRecord ................................................ 334
EditinganItemRecord ................................................ 335
DeletinganItemRecord ............................................... 336
AfterChangingItemRecords ........................................... 336
LinkingVendorstoItems .................................................. 337
AddingaVendortoanItem ............................................ 337
EditingVendorDetails................................................. 337
DeletingaVendorfromanItem ........................................ 338
AfterChangingVendorDetails ......................................... 338
Adding,Editing,andDeletingWeightUnitsofMeasure ...................... 338
AddingWeightUnitsofMeasure ....................................... 339

EditingWeightUnitsofMeasure ........................................ 340

DeletingWeightUnitsofMeasure ....................................... 340
AfterChangingWeightUnitsofMeasureRecords ........................ 341
ImportingandExportingSetupRecords ......................................... 341

Information
Setup
User Guide 3iii

Chapter 3
Maintaining Setup Information
Thischapterexplainshowtomaintainoptionsandsetuprecords.
Thefollowingtopicsarediscussed:
ChangingPurchaseOrdersoptions.
Information
Setup
Adding,editing,anddeleting:
Shipviacodes.
Templates.
Additionalcosts.
Emailmessages.
Optionalfields.
AccountSets(ifyoudonotuseInventoryControl).
Items(ifyoudonotuseInventoryControl).
Vendordetails(ifyoudonotuseInventoryControl).
Importingandexportingrecords.
Further SeeChapter2oftheGettingStartedmanualforexplanationsofall
information
PurchaseOrdersoptions.
SeeChapter3oftheGettingStartedmanualforstepbystep
instructionsonsettingupPurchaseOrdersandaddingsetup
records.
Forspecificinformationaboutfieldsinsetupforms,pressthe
F1key,andthenchoosetheFieldListbuttonfromtheHelpscreen.
ForinstructionsonhowtouseHelp,pressF1asecondtime.
User Guide 31

Icons for Maintaining Setup Information
Insomefields,youcanchooseavaluebyusing:
TheFinder
Or
Navigationbuttons(First,Previous,Next,Last)

UsetheseiconsintheP/OSetupfoldertocreateandupdatesetup
information:
Setup
maintenance
icons

IfyoudonotuseSageAccpacInventoryControl,youcanchoosethe
followingiconsfromtheP/OSetupfoldertocreateandupdate
accountsets,items,andvendordetails:
Additional Setup
icons for a stand-
alone system
Setup Maintenance
BeforechangingPurchaseOrdersoptionsorsetuprecords,referto
thePurchaseOrdersGettingStartedmanualtomakesureyou
understandtheimpactofthechangesonyourledger.
Options Optionsallowyoutoentergeneralinformationabouthowyour
purchaseordersystemoperates.
G/L Integration Optionsthatcontrolwhenandhowyoucreategeneralledger

batches,whetheryouautomaticallypostthemtoG/Laccounts,and
whatdescriptiveinformationyouwanttoincludewitheach
transaction.

Ship-via codes Shipviacodesidentifyshippingmethodsbywhichvendorsdeliver

thegoodsyouorder.
Vendor Contract VendorContractCostsletyouassignvendorspricestoInventory

Costs
itemsthatyoupurchasefromthesamevendorsmostthetime.
Templates Templatesprovidedefaultsettingsfortransactionentry.Template
settingsoverrideinformationfromvendorrecords.
Additional costs Additionalcostsarechargesaddedtoreceiptsandinvoicesforcosts

otherthanthecostofpurchaseditems(suchasshippingand
Information
handlingorstockingcosts).
Setup
E-mail messages Emailmessagesarethemessagesthatyoucansendwithemailed
purchaseordersandreturns.Theycanincludevendororcompany
informationfromyourcompanydatabase.
Optional fields OptionalfieldsletyoucustomizeyourPurchaseOrderssystem.You

canaddanunlimitednumberofoptionalfieldstoyourrequisitions,
purchaseorders,receipts,invoices,creditnotes,anddebitnotes.
Account sets Inastandalonesystem,accountsetsspecifythegeneralledger

accountstowhichPurchaseOrderspoststransactionsforyouritems.
Items Itemrecordscontaindetailedinformationaboutstockandnonstock
itemsthatyoupurchaseforuseinyourbusinessorforsubsequent
saletoyourcustomers.
Vendor details VendorDetailsletyouspecifyforeachitem:
Thevendor(s)associatedwiththeitem.
Thedefaultitemcostforeachvendor.
Weight Units of WeightUnitsofMeasurearethedifferentunits(suchaspounds,

Measure
tons,orkilograms)thatyouuseformeasuringitemweightsfor
purchasingandreceivinggoodsandproratingadditionalcostsby
weight.
User Guide 33

Changing Purchase Orders Options
Setup Reports
YouprintreportsforsetupinformationusingtheiconsintheSetup
Reportsfolder,orbychoosingtheFile,Printcommandintheform
whereyoudefinetherecords.

Reports in a stand- IfyoudonotuseSageAccpacInventoryControl,youprintsome
alone system
reportsusingthefollowingiconsintheP/OSetupReportsfolder:

ThissectionliststhePurchaseOrdersoptionsyoucanselectinthe
Optionsform,andincludessomepointstoconsiderwhenchanging
yourchoicesforparticularoptions.
TopicsarelistedintheorderinwhichtheyappearintheOptions
form.
Further FordescriptionsofallPurchaseOrdersoptions,seetheGetting
information
Startedmanual.Chapter2oftheGettingStartedmanualexplainsthe
purposeofeachoption,andChapter3guidesyouthroughthesteps
forchoosingoptionsandsettingupanewPurchaseOrderssystem.
Before you start MakesurenooneelseisusingPurchaseOrderswhenyouchange

options.Youcanupdatesomeinformation(suchasthepurchase
ordercontactperson)whileothersareusingPurchaseOrders,but
youcanchangemostoptionsonlyifnooneelseisusingthesystem
andnootherPurchaseOrdersformsareopenonyourcomputer.
ChooseOptionsfromtheP/OSetupfolder.

Changing Company Options

TheCompanytabliststhecontactnameandtelephoneandfax
numbersforyourpurchaseorderclerkordepartment.Youcan
changeallthisinformationanytime.
Changing Processing Options

TheProcessingtabcontainsoptionsthatspecifyhowyourPurchase
Orderssystemworks,andthetypesofinformationthatarekept
Information
frompostedtransactions.
Setup
UsetheProcessingtabtochangechoicesfor:
Multicurrency Default Rate Type.Thedefaultratetypesetsthetypeofexchange

information
ratetousetoconvertamountstoyourfunctionalcurrencywhenyou
postatransactionforavendornumberyouhavenotyetaddedto
AccountsPayable.IfthevendorexistsinAccountsPayable,therate
typefromthevendorrecordisused.
NotethatthemulticurrencychoiceinAccountsPayabledetermines
whetheryoucanentermulticurrencytransactionsinPurchase
Orders.
Allow Non-Inventory Items.Thisoptionspecifieswhetheryoucan

entertransactionsforitemsforwhichyouhavenotcreatedan
inventoryrecord.Althoughyoucanselectorturnoffthisoptionat
anytime,youshouldturnitoffonlywhenyouhavenooutstanding
transactionsthatincludenoninventoryitems.
IfyouuseSageAccpacProjectandJobCosting,youshouldselect
thisoption.ProjectandJobCostingitemnumbersaretreatedasnon
inventoryitems.
Whenyouturnontheoption,youmustenterageneralledger
accountnumberfortheDefaultInventoryExpenseAccountfieldon
theIntegrationtabbeforeyoucansavechangestotheOptionsform.
Keep Transaction History.Selectthisoptionifyouwanttobeableto

printtransactionlistsofthedetailsyoupostwithPurchaseOrders
User Guide 35

transactionsortodrilldowntooriginatingtransactionsinPurchase
OrdersfromInventoryControl,AccountsReceivable,andGeneral
Ledger.
IfyouuseGeneralLedgerwithPurchaseOrders,thisoptionis
importanttobeabletotracetransactionsfromGeneralLedgerto
PurchaseOrders.
Ifyoudonotselecttheoption,DayEndProcessingdeletes
transactiondetailssotheynolongerappearontransactionlistsand
arenotavailablefortracingpurposes.(Thisoptiondoesnotaffect
postingjournals.)
Turningofftheoptiondoesnotdeleteanyhistoricaldataalready
accumulated.Toremovethedata,usetheClearHistoryform.
Allow Fractional Quantities.Selectthisoptionifyouwanttoenter

decimalplacesforquantitiesandunitsofmeasurewhileentering
transactionsinastandalonesystem.
Donotselectthisoptionifyouprefernottousedecimalplacesfor
quantitiesandunitsofmeasure.
Important! Onceyouselectthisoption,youcannotturnitoff.

Default Template Code.Ifyouwishtouseadefaulttemplate
automaticallyfornewtransactions,selectoneofthetemplatesyou
havesetupasthedefaultcode.
Default Item Cost.IfyouuseInventoryControlwithPurchase

Orders,youcanchangeyourchoicefortheDefaultItemCostoption
atanytime,choosingtodisplayMostRecentCost,StandardCost,
AverageCost,LastUnitCost,VendorCost,oreitherofthetwouser
definedcostsyounamedandassignedinInventoryControl.
Theoptiondeterminesthetypeofcostthatisdisplayedwith
PurchaseOrderstransactions,althoughyoucanselectadifferent
costtypeforeachtransactiondetailasyouenterit,ortypeacost
amount.

IfyoudonotuseInventoryControl,PurchaseOrderssetsVendor
CostastheDefaultItemCost.
Default Weight Unit of Measure. IfyoudonotuseInventory

Control,choosetheweightunitofmeasurewhichisthebasicor
standardunitthatyouuseformeasuringtheweightofyouritems
onpurchaseorderssuchaspoundsorkilograms.
PurchaseOrdersusestheweightsinitemrecordstoestimatethe
totalweightofeachpurchaseorderintheunitofweightyouspecify
here.PurchaseOrderscanalsousetheweightsinitemrecordsto
Information
Setup
prorate(distribute)additionalcostsonorders.
Cost Items During Posting or Day End Processing. Ifyoudonotuse

InventoryControl,choosewhethertocostinventoryitemsassoonas
transactionsareposted,oratdayendwhenyourunDayEnd
Processing.
Accumulate Purchase History and Accumulate Statistics.Youcan

selectorclear(turnoff)eitheroptionatanytime.Ifyouturnoff
theseoptionsafteryouhaveaccumulatedsomestatisticsorhistory,
thedataisretaineduntilyouclearitusingtheClearHistoryform.If
youlaterturntheoptionsonagain,therewillbeagapinthe
informationforthetimewhentheoptionswerenotused.
Allow Edit Of Statistics.Thisoptionappearsonlywhenyouchoose

AccumulateStatistics.Itletsyouenterpastperiodstatistical
informationwhenyousetupyoursystem,andedittheinformation
aftersetup.YouwillusuallyrunPurchaseOrderswiththisoption
turnedoffbecausetheprogramupdatestheinformation
automatically.
Accumulate By (fiscalorcalendaryear).Youcanspecifywhetherto
keepstatisticsandpurchasehistorybyfiscalyearorcalendaryear,
andselectthetypeofperiodbywhichyouaccumulatehistory.
Ifyouaccumulatebycalendaryear,thestartingdateforthedatawill
beJanuary1.Ifyouaccumulatebyfiscalyear,thestartingdatewill
bethefirstdayspecifiedforyourfiscalcalendarinCommon
Services.
User Guide 37

Period Type.Youcanchangethetypeofyearandperiodbywhich
PurchaseOrderskeepsstatisticsandhistory,butsuchchangeswill
distortthefiguresinpastperiods.
IfyouneedtochangethetypeofyearorperiodbywhichPurchase
Orderskeepshistory,youshouldclearhistoryfirst.
Changing Aging Periods and Document Numbering

TheDocumentstaballowsyoutospecifyagingperiodsand
documentnumbers.
Aging(periods).Thesearethedefaulttimeperiodsbywhichyou
cangrouppurchaseordersontheAgedPurchaseOrdersreport.You
canchangetheperiodsatanytimeintheOptionsform,andyoucan
changetheperiodswhenyouprintthereport.
Document Numbers.Youcanchangeyourchoicesoflength,prefix,
andnextnumberforthedocumentnumberstheprogramassignsto
purchaseorders,requisitions,receipts,andreturns,whenyoudonot
enterthenumberswiththetransactions.
Themaximumlengthofrequisition,purchaseorder,receipt,and
returnnumbersis22characters.
Whenyoucreatepurchaseordersautomatically,usingtheiconsin
theCreatePurchaseOrdersfolder,theprogramassignsthepurchase
ordernumbersbasedonthenumbersspecifiedintheOptionsform.
Ifyouwanttochangethenextnumbertoassigntoapurchaseorder,
requisition,receipt,orreturntoalowernumber,youshouldalso
changetheprefixforthedocumenttypetopreventPurchaseOrders
fromassigningthesamedocumentnumbertwice.Youcannotpost
duplicatedocumentnumbersforthesetransactions.

Changing G/L Integration Options
After Changing Options

PrinttheOptionsreportbychoosingFile,PrintfromtheOptions
formorbychoosingtheOptionsiconintheP/OSetupReports
folder.Verifythatallyourchangeshavebeenmadecorrectly.

YouusetheG/LIntegrationformto:
Information

Setup
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
DecidewhenSageAccpacERPgeneratesentriesfornon
inventoryexpensesandforexpensedadditionalcosts.
SpecifyseveralGeneralLedgeraccountsusedbythePurchase
Ordersprogram.
Specifythepurchaseorderinformationthatispassedtothe
generalledgerintransactionentrydescriptions,transaction
detailreferencefields,detaildescriptionfields,andcomment
fields.
Further FordescriptionsofallG/LIntegrationoptions,seetheGettingStarted
information
guide.Chapter2oftheGettingStartedguideexplainsthepurposeof
eachoption,whileChapter3guidesyouthroughthestepsfor
choosingoptionsandsettingupPurchaseOrders.
Help key Todisplayonlinehelpaboutaform,field,ormessageyouseeon

yourscreen,presstheF1keyorclicktheHelpbutton.
Before you start PrinttheG/LIntegrationreportusingtheG/LIntegrationiconin

theSetupReportsfolder,orchoosePrintfromtheFilemenuin
theG/LIntegrationform.
User Guide 39

Further Forinformationontherestrictionsthatapplywhenyouaremaking
information
changestoP/Ooptions,seeMultiuserConsiderationsinAppendix
D,TechnicalInformation.
TheG/LIntegrationformdisplaysthefollowingtabs:
Integration
Transactions
Changing Options on the Integration Tab

TheIntegrationtabdetermines:
Whenandhowpurchaseordertransactionsarecreatedforyour
generalledger.
WhenSageAccpacERPgeneratesentriesfornoninventory
expensesandforexpensedadditionalcosts.
SeveralGeneralLedgeraccountsusedbythePurchaseOrders
program.
Youcanchangeyourselectionsfortheseoptionsatanytime.Any
changesyoumakeapplyonlytogeneralledgertransactions
producedafterthechange.
Create G/L Transactions.Thissettingspecifieswhentocreatea

batchforthegeneralledger.
During Posting or During Day End Processing. Thechoicethat

appearsheredependsonwhetheryoucostinventoryinthe
InventoryControlmoduleduringpostingorwhenyourunday
endprocessing(chosenontheI/COptionsform).
PurchaseOrderscanautomaticallycreategeneralledger
transactionswhenyouposttransactionsthatincludereceiptsor
whenyourundayendprocessinginInventoryControl
(dependingonwhenyoucostinventoryitems).

Note: Ifyouchoosethisoption,thesettingforCostingItems
DuringTransactionPostingorDuringDayEndProcessing
determineswhenPurchaseOrdersEntryactuallycreates
generalledgertransactions.(ThissettingisinI/COptionsif
youareusingInventoryControl.)
On Request Using Create Batch Icon.Selectthisoptionifyou

wanttousetheCreateBatchformtocreategeneralledger
transactions.Youmustselectthisoptionifyouwanttobeableto
Information
consolidategeneralledgertransactiondetailsandprintPurchase
Setup
OrdersG/LTransactionsreport.
Selectingthisoptionalsoenablesyoutoconsolidatetransactions
usingtheConsolidateG/LBatchesoption.
Create G/L Transactions by.PurchaseOrdersletsyou:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
DonotselectthisoptionifyouwanttocreateanewGeneral
Ledgerbatcheachtimeyouproducegeneralledgertransactions.
(Youmightdothisforauditingpurposes.)
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions.
Thischoicewillisolatethegeneralledgertransactionsyoucreate
whilesettingup(soyoucaneasilydeletethemaftersetupto
ensurethatyoudonotaccidentallypostgeneralledger
transactionstwice).
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions,andautomaticallypostthebatchintheGeneral
Ledgerprogram.
Note: IfyoucreateG/Ltransactionswhenyoupost,this
optionwillpostaG/Lbatcheachtimeyoupostareceiptin
PurchaseOrders.
User Guide 311

If you do not use ThisoptionhasaneffectonlyifyouuseSageAccpacGeneral

Sage Accpac
LedgerwiththesamedatabaseasPurchaseOrders.
General Ledger
IfyouuseanothergeneralledgerorifyourSageAccpacGeneral
Ledgersystemisatanotherlocation,PurchaseOrdersplacesall
Generalledgertransactionsintoasinglebatchfilethatyoucan
importintoyourgeneralledgersystem.
Consolidate G/L Batch.Selectwhetheryouwanttransactions

consolidatedinthegeneralledgerbatch.
YoumustchooseOnRequestUsingCreateBatchIconasyour
methodofcreatinggeneralledgerbatchesifyouwantPurchase
Orderstoconsolidategeneralledgerbatches.
Choosefrom:
DoNotConsolidate.
ConsolidateTransactionDetailsByAccount.
ConsolidateTransactionDetailsByAccountAndFiscalPeriod.
ConsolidateTransactionDetailsByAccount,FiscalPeriod,And
Source.
Partial consol. IfyoucreatebatchesofG/Ltransactionsduringpostingordayend

during posting or
processing,theprogramcanonlyconsolidatethedetailswithin
day-end
processing transactions;itcannotconsolidatethedetailsfromdifferent
transactions.
Create G/L Batch IfyouusetheOnRequestUsingCreateBatchIconoption,youcan

lets you fully
consolidatetransactiondetailsfromalltransactionsforeachgeneral
consolidate details
ledgeraccountifyouchooseConsolidatebyAccountandFiscal
PeriodorConsolidatebyAccount,FiscalPeriod,andSource.
Formoredetailsaboutthesefouroptions,seeChapter3inthe
GettingStartedguide.
Create G/L Entries For Non-Inventory Expenses From

Receipt/Return. Thisoptionletsyouupdateyourgeneralledger

withnoninventoryexpensesdirectlyfromPurchaseOrders,orwait
untiltheinvoiceispostedinAccountsPayable.
Choosethisoptiontocreateentriesthatdebitexpensesand
creditthenoninventorypayablesclearingaccountwhenyou
postreceipts.(Later,postinginvoicesinA/Pwillcreditthe
payablescontrolaccountanddebitnoninventorypayables
clearing.)
DonotchoosetheoptionifyouwanttocreatetheG/Lentriesfor
theexpenseinAccountsPayable,wherepostingtheinvoicewill
Information
Setup
debittheexpenseaccountandcreditpayablescontrol.
Create G/L Entries For Expensed Additional Costs. Thischoicelets

youupdateyourgeneralledgerwithnoninventoryexpenses
directlyfromPurchaseOrders,orwaituntiltheinvoiceispostedin
AccountsPayable.
Selectthisoptiontocreatedebitentriestoexpenseaccountsand
creditentriestotheExpensedAdditionalCostClearingAccount
whenyoupostadditionalcosts.(Postingtheinvoiceslaterin
AccountsPayablewillcreditthepayablescontrolaccountand
debittheExpensedAdditionalCostClearingAccount.)
Leavetheboxuncheckedtosendexpenseswithinvoicesto
AccountsPayable,wherepostingwilldebittheexpenseaccounts
andcreditpayablescontrol.
Default Inventory Expense Account.Enterthegeneralledger

accountnumbertowhichyouusuallypostcostsandotherexpenses
whenyouentertransactionsforitemsthatarenotdefinedin
InventoryControl.
YoumustenterthisaccountnumberifyouselecttheAllowNon
InventoryItemsoptionontheProcessingtab.
Default Cost Expense Account.Enterthegeneralledgeraccount

numbertowhichyouposttransactionsthatdonotspecifyageneral
ledgeraccount,suchastransactionsforwhichthespecifiedgeneral
ledgeraccountwasdeletedafterthetransactionswereposted.This
User Guide 313

accountisalsousedwhenyouchangetaxclassesformanually
proratedadditionalcostsoninvoices.
YoucannotrunDayEndProcessingifyouhavenotenteredan
accountnumberinthisfield.
Non-Inventory Payables Clearing account. Thisisthegeneral

ledgeraccounttousewhenprocessingreceiptsfornoninventory
items.
Whenyouenterthereceipt,PurchaseOrderscreditsthepayables
clearingaccountanddebitstheexpenseaccountduringdayend
processing(orwhenyourunCreateG/LBatch).Postingtheinvoice
inAccountsPayabledebitsthepayablesclearingaccountandcredits
thepayablescontrolaccount.
Expensed Additional Cost Payables Clearing Account. Usethis

optionontheIntegrationtaboftheOptionsformtoselectthe
generalledgeraccountthatyouwanttoupdatewithexpensed
additionalcostswhenyoucreategeneralledgertransactions.
Note: YoucanchoosewhenSageAccpacgeneratesentries
forexpensedadditionalcostsduringPOposting/dayend
orwhentheinvoicesarepostedinAccountsPayable.This
accountisusedifyoucreateG/LtransactionsinPurchase
Orders.
IfyougenerateentriesinPurchaseOrders,theprogramdebitsthe
expenseaccountandcreditsthepayablesclearingaccount.
Whenyouarefinishedchangingoptions,choosetheSavebuttonto
recordthechanges.
Changing Options on the Transactions Tab

TheTransactionstabletsyouspecify:
ThereceiptandreturninformationthatispassedinG/L
transactionstothegeneralledgerintransactionentry

descriptions,transactiondetailreferencefields,detail
descriptionfields,anddetailcommentfields.
Theinvoice,creditnote,anddebitnoteinformationthatis
passedininvoicestoAccountsReceivable,and,potentially,in
G/Ltransactionstothegeneralledgerintransactionentry
descriptions,transactiondetailreferencefields,detail
descriptionfields,anddetailcommentfields.
Youcanchangeyourselectionsfortheseoptionsatanytime.Any
changesyoumakeapplyonlytogeneralledgertransactions
Information
Setup
producedafterthechange.
To edit G/L transaction information:
1. Inthegrid,doubleclicktheG/Ltransactionfieldforthe
particulartransactiontypethatyouwanttodefine.
Forexample,doubleclicktheG/LEntryDescriptionfieldfor
Receipttransactions.
Adetailformappearsthatdisplaysthetransactiontypeandthe
G/LtransactionfieldyouselectedontheTransactionstab.
2. SpecifyinformationfortheselectedG/Ltransactionfield,as
follows:
Segment separator a. Selectacharactertoseparatesegmentsofinformation.(The

separatorisusedonlyifyouassignmorethanonesegment
toafield.Thedefaultseparatorisahyphen.)
Choose Segments b. SelectsegmentsfromtheChooseSegmentsFromList,and

From List
thenclickInclude.
Youcanassignamaximumoffivesegmentstoa
G/LTransactionfield,providingthatthecombinationdoesnot
exceed60characters.Iftheassignedinformationexceedsthis
numberofcharacters(includingseparators),itwillbetruncated
whenthetransactionisposted.
3. ClickSavetorecordyourselectionsforthefieldintheG/L
IntegrationDetailform.
User Guide 315

Adding, Editing, and Deleting Ship-Via Codes
After Changing Options

PrinttheG/LIntegrationreportusingtheG/LIntegrationicon
intheSetupReportsfolder,orchoosePrintfromtheFilemenu
inG/LIntegration.
Verifythatyoumadeallchangescorrectlybycomparingthe
newprintouttothereportyouprintedbeforemakingthe
changes.
Further SeeChapter7,Reports,formoreinformationabouttheG/L
information
Integrationreport.

FromtheSetupfolder,chooseShipViaCodestoadd,edit,ordelete
shipviacodes.
Youaddshipviacodestoidentifytheshippingmethodsorcarriers
thatyourvendorsusetodeliverthegoodsyouorderfromthem(for
example,courier,airmail,parcelpost).
Further SeeChapter2oftheGettingStartedmanualforbackground
information
informationonusingshipviacodes.Forstepbystepinstructionson
usingtheShipViaCodesformanddescriptionsofallthefields,see
Chapter3intheGettingStartedmanual,orpressF1foronlineHelp.
Before you start PrinttheShipViaCodesreportforrecordsyouwanttoeditor

delete.ChooseShipViaCodesfromtheSetupReportsfolder,or
choosePrintfromtheFilemenuintheShipViaCodesform.
Adding a Ship-Via Code

Shipviacodesareoptional.

To add ship-via codes:
1. ClicktheNewbuttontotherightoftheShipViaCodefield,
thentypethenewcodeusinguptosixalphanumericcharacters.
2. FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
Finding ForinformationaboutallthefieldsintheShipViaCodesformand
detailed
stepbystepinstructionsforaddingshipviacodes,seeAddShip
instructions
ViaCodesinChapter3oftheGettingStartedmanual.
Information
Setup
Using Help YoucanalsopressF1todisplayscreensofHelpinformationwhile
workinginaform.
Editing a Ship-Via Code

Youcanchangealltheinformationinshipviacodesatanytime,
excepttheidentifyingcodes.
To edit ship-via codes:
1. Typetheshipviacode,orusetheFinderornavigationbuttons
toselectthecodeyouwanttochange.
2. Makethechangesyouneed.
3. ChooseSavetorecordthechanges.
Effects of changes Changingthenameofashipviacodehasnoeffectoncurrent

transactions.Tochangethenameofashipviacode,editthe
transaction,deletetheexistingcode,andchoosethecodeagain.
Deleting a Ship-Via Code

Before you start Enteradifferentshipviacodeonanyexistingpurchaseorders,
receipts,andreturnsthatusetheshipviacodeyouareplanning
todelete.Youcannotdeleteashipviacodethatisusedona
currentpurchaseorder,receipt,orreturn.
User Guide 317

Adding, Editing, and Deleting Vendor Contract Costs
Enteradifferentshipviacodeonanytemplatesthatusethe
shipviacodeyouwanttodelete.Youcannotdeleteashipvia
codethatisusedonatemplate.
To delete a ship-via code:
1. Typetheshipviacode,orusetheFinderornavigationbuttons
toselectthecodeyouwanttodelete.
2. ChoosetheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,chooseYes.
After Changing Ship-Via Codes

PrinttheShipViaCodesreporttocheckthenewinformation
andtoupdateyourprintedrecords.
Ifyouchangetheshipviacodesassignedtotemplates,you
shouldalsoprintnewcopiesofthetemplatesreportforthe
recordsyouchanged.

FromtheSetupfolder,chooseVendorContractCoststoassign
vendorspricestoInventoryControlitemsthatyoupurchasefrom
thesamevendorsmostthetime.
Ifyouaddacontractcostforaparticularitemandvendor,the
PurchaseOrdersprogramwillusethatcostbydefaultwhenyou
addpurchaseorders,receipts,invoices,returns,andcredit/debit
notes.Ifnocontractcostexistsforanitemandvendor,Purchase
OrderswilldisplaytheDefaultItemCostspecifiedintheP/O
Optionsform.
Note: VendorContractCostsarenotavailableinSage
Accpac100ERP.

information
informationonusingvendorcontractcosts.Forstepbystep
instructionsonusingtheVendorContractCostsformand
descriptionsofallthefields,seeChapter3intheGettingStarted
manual,orpressF1foronlineHelp.
Before you start PrinttheVendorContractCostsreportforrecordsyouwanttoedit

ordelete.ChooseVendorContractCostsfromtheSetupReports
folder,orchoosePrintfromtheFilemenuintheVendorContract
Costsform.
Information
Setup
Adding Vendor Contract Costs
VendorContractCostsareoptional.
To add vendor contract costs:
1. ClicktheNewbuttonatthebottomoftheVendorContract
Costsformtodisplaytheentryformforaddingorediting
vendorcontractcosts.
2. Selecttheinventoryitemandthevendorforwhichyouwantto
entercosts.
3. FillinthefieldsontheCoststab,Discountstab,andTaxestab,
andaddtherecordasdescribedinChapter3oftheGetting
Startedmanual.
Finding ForinformationaboutallthefieldsintheVendorContractCosts
detailed
formandstepbystepinstructionsforaddingvendorcontractcosts,
instructions
seeAddVendorContractCostsinChapter3oftheGettingStarted
manual.
Using Help YoucanalsopressF1todisplayHelpinformationwhileworkingin

aform.
User Guide 319

Editing a Vendor Contract Cost

Youcanchangealltheinformationinvendorcontractcostsatany
time.
To edit vendor contract costs:
1. Choosetoselectbyitemnumberorvendornumber.
2. Entertheitemnumberorvendornumber,orselectthemfrom
theFinder.
3. Doubleclicktheitem/vendorcombinationthatyouwanttoedit.
Effects of changes Changingcontractcostshasnoeffectoncurrenttransactions.
Deleting Vendor Contract Costs

To delete a ship-via code:
1. Choosetoselectbyitemnumberorvendornumber.
2. Entertheitemnumberorvendornumber,orselectthemfrom
theFinder.
3. Doubleclicktheitem/vendorcombinationthatyouwantto
delete.
4. PresstheDeletekeyonyourkeyboard,orclicktheDelete
button.
After Changing Vendor Contract Costs

PrinttheVendorContractCostsreporttocheckthenew
informationandtoupdateyourprintedrecords.

Adding, Editing, and Deleting Templates

FromtheSetupfolder,chooseTemplatestoadd,edit,ordelete
PurchaseOrderstemplates.
Templatescontainstandardgeneralandvendorinformationto
speeduptransactionentry.
YoucanchooseadefaulttemplateinthePurchaseOrdersOptions
formtoprovidestandarddefaultinformationforallnew
Information
transactions.Whenyouenteravendornumberonatransaction,the
Setup
vendorstaxgroupandtermscodereplacethetemplateselections
forthosefields.
information
informationonsettingupandusingtemplates.Forstepbystep
instructionsonusingtheTemplatesformanddescriptionsofallthe
fields,seeChapter3intheGettingStartedmanual,orpressF1for
onlineHelp.
Before you start InPurchaseOrders,addshipviacodesforthedeliverymethods

andcarriersyouwanttoassigntotemplates.
InTaxServices,addthetaxgroupsyouwanttoassignto
templates.
InAccountsPayable,addthetermscodesyouwanttoassignto
templates.
Adding a Template
PurchaseOrderstemplatesareoptional.Theysupplydefaultgeneral
andvendorinformationfornewtransactions.
To add templates:
1. ClicktheNewbuttontotherightoftheTemplateCodefield,
User Guide 321

2. FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
Youmustspecifythepurchaseordertypeandtaxgroupina
template.Allotherinformationisoptional.
Finding ForinformationaboutallthefieldsintheTemplatesformandstep
detailed
bystepinstructionsforaddingtemplates,seeAddTemplatesin
instructions
Chapter3oftheGettingStartedmanual.

workinginaform.
Editing a Template
Youcanchangealltheinformationinatemplateatanytime,except
theidentifyingcode.
To edit templates:
1. Typethetemplatecode,orusetheFinderornavigationbuttons
toselectthetemplateyouwanttochange.
Effects of changes Changingthetemplatehasnoeffectoncurrenttransactions.You

willseethechangesthenexttimeyouselectthetemplateforanew
transaction.
Deleting a Template
Before you start Checkthatthetemplateyouaredeletingisnotthedefault
templateintheOptionsform.Ifitis,selectanothertemplate
codeasthedefaultintheOptionsformordonotspecifya
defaulttemplatecode.
Youcannotdeleteatemplatethatisselectedasthedefault
templateintheOptionsform.

Adding, Editing, and Deleting Additional Costs
Enteradifferenttemplatecodeonexistingpurchaseorders,
receipts,andreturnsthatusethetemplateyouwishtodelete.
Youcannotdeleteatemplatethatisusedonacurrentpurchase
order,receipt,orreturn.
To delete a template:
1. Typethetemplatecode,orusetheFinderornavigationbuttons
toselectthetemplateyouwanttodelete.
Information
Setup
After Changing Templates

PrinttheTemplatesreporttocheckthenewinformationandto
updateyourprintedrecords.
Ifdesired,assignatemplatecodeasthedefaulttemplateinthe
Optionsform.

FromtheSetupfolder,chooseAdditionalCoststoadd,edit,or
deleteadditionalcosts.
Additionalcostsarechargesyourvendorsaddtoordersforcosts
otherthanforitemspurchased.Forexample,additionalcostscan
includepostage,shipping,andassemblycharges.
Foreachadditionalcost,youcanspecifytheapplicabletax
authoritiesandthetaxclassforeachauthority.
Multicurrency Ifyouusemulticurrencyaccountingandspecifyanexistingvendor,
ledgers
thecostcurrencyisthevendorscurrency.
User Guide 323

information
informationonsettingupadditionalcosts.Forstepbystep
instructionsonusingtheAdditionalCostsformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
foronlineHelp.
Before you start PrinttheAdditionalCostsreportforcodesyouwanttoeditor

delete.ChooseAdditionalCostsfromtheSetupReportsfolder,
orchoosePrintfromtheFilemenuintheAdditionalCostsform.
Ensurethatyouhavesetup(inCommonServices)thetax
authoritiesandtaxclassesyouneedtouseintheadditionalcost
record.
Adding an Additional Cost

To add an additional cost:
1. ClicktheNewbuttontotherightoftheAdditionalCostfield,
2. Fillintheremainingfieldsandaddtherecordasdescribedin
Finding ForinformationaboutallthefieldsintheAdditionalCostsformand
detailed
stepbystepinstructionsforaddingadditionalcosts,seeAdd
instructions
AdditionalCostCodesinChapter3oftheGettingStartedmanual.

workinginaform.
Editing an Additional Cost

Youcanchangealltheinformationinanadditionalcostrecordat
anytime,excepttheadditionalcostcodeandthecurrency(ina
multicurrencysystem).

To edit an additional cost:
1. Typethecodefortheadditionalcost,orusetheFinderor
navigationbuttonstoselecttheadditionalcost.
Effects of changes IfyouassignInactivestatustoanadditionalcostcode,youcannot

selectthecodetoenteradditionalcostswithtransactions.
Information
Thechangeshavenoeffectoncurrenttransactions.Youwillseethe
Setup
changesthenexttimeyouusetheadditionalcostinanew
transaction.
Deleting an Additional Cost

Before you start Makesurethatnocurrentreceiptsorinvoiceslisttheadditionalcost
youwanttodelete.Youcannotdeleteanadditionalcostcodethatis
inuseinacurrenttransaction.
To delete an additional cost:
1. Typethecodeyouwanttodelete,orusetheFinderor
navigationbuttonstoselectthecode.
After Changing Additional Cost Records

PrinttheAdditionalCostsreporttocheckthenewrecord
User Guide 325

Adding, Editing, and Deleting E-mail Messages

FromtheSetupfolder,chooseEmailMessagestoadd,edit,or
deleteemailmessages.
Emailmessagesarethemessagestowhichyouattachonline
versionsofpurchaseordersandreturns.Emailmessagescan
includevendororcompanyfieldsforextractinginformationfrom
yourcompanydatabase.
Eachemailmessageisidentifiedbyaunique16charactermessage
IDcode,soyoucaneasilychoosethemessagethatyouwantwhen
yousendpurchaseordersorreturnstovendors.
information
informationonsettingupemailmessages.Forstepbystep
instructionsonusingtheEmailMessagesformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
foronlineHelp.
Before you start PrinttheEmailMessagesreporttoprintoutthemessagesyouwant

toeditordelete.ChooseEmailMessagesfromtheSetupReports
folder,orchoosePrintfromtheFilemenuintheEmailMessages
form.
Adding an E-mail Message

To add an e-mail message:
1. Choosethetypeofmessagethatyouwanttoadd(forpurchase
ordersorreturns),clicktheNewbuttontotherightofthe
MessageIDfield,andthentypethenewcodeusingupto16
alphanumericcharacters.
2. Fillinadescriptionandemailsubject,andthenaddtheemail
messageasdescribedinChapter3oftheGettingStartedmanual.

Finding ForinformationaboutallthefieldsintheEmailMessagesformand
detailed
stepbystepinstructionsforaddingemailmessages,seeAddE
instructions
mailMessagesinChapter3oftheGettingStartedmanual.
Using Help PressF1(help)foralistofthecompanyandvendorinformation

variablesthatyoucanaddtoemailmessages.
Editing an E-mail Message
Information
Youcanchangealltheinformationinanyemailmessageatany
Setup
time.Youcanevenopen,reviewandeditmessagesonthefly
whenyouprintpurchaseordersandreturns.
To edit an e-mail message:
1. Choosethemessagetype,andenterorusetheFinderor
navigationbuttonstoselectthemessageID.
Effects of changes Thenewmessagewillappearthenexttimeyousendanemail

messagewiththismessageID.
Deleting an E-mail Message

DeletingemailmessageshasnoeffectonPurchaseOrdersoron
vendorrecords.
To delete an e-mail message:
1. TypethemessageIDforthemessagethatyouwanttodelete,or
usetheFinderornavigationbuttonstoselectthemessage.
User Guide 327

Adding, Editing, and Deleting Optional Fields
After Changing E-mail Messages

PrinttheEmailMessagesreporttocheckthenewmessageandto
updateyourprintedrecords.

ClickOptionalFieldsintheSetupfoldertoadd,edit,ordelete
optionalfieldsthatyouuseinyourPurchaseOrderssystem.
SeeChapter2intheGettingStartedmanualforbackground
informationonoptionalfields.Forstepbystepinstructionson
usingtheOptionalFieldsformanddescriptionsofallthefields,see
Chapter3intheGettingStartedmanual.
Adding Optional Fields

To add a new optional field:
1. ChooseOptionalFieldsfromtheP/OSetupfolder.
2. Selectthetypeofrecordortransactionforwhichyouare
definingtheoptionalfieldfromtheOptionalFieldsForlist.
Youcanaddoptionalfieldsthatapplytowholetransactions(for
example,purchaseorders)ortotheindividualdetaillineson
eachtransaction(thepurchaseordersdetails).
Ifyouaddthesamefieldstorequisitions,purchaseorders,
receipts,andinvoices,optionalfieldinformationwillmoveby
defaultfromoneformtothenext.
3. IntheOptionalFieldcolumn,usetheFindertoselectthe
optionalfieldcodesyouwanttouseforeachtypeofrecord.
IfyouwanttoretainPurchaseOrdersoptionalfieldinformation
whenyoucreatebatchesforAccountsPayableandGeneral
Ledger,youmustusethesameoptionalfieldsforinvoicesin

PurchaseOrdersthatyouuseforinvoicesinAccountsPayable
andfortransactiondetailsoptionalfieldsinGeneralLedger.
4. Enterorselectthevaluethattheprogramwilldisplayasthe
defaultfortheoptionalfield.
Iftheoptionalfieldyouselectedrequiresvalidation,youmust
selectavaluefromthevalidentriesthatwereaddedinCommon
Servicesfortheoptionalfield.
5. IntheAutoInsertcolumn,selectYesifyouwanttheprogramto
Information
automaticallydisplaythisoptionalfieldanditsdefaultvaluein
Setup
theentryformwhenyouaddnewtransactions.Ifyoudont
specifyAutoInsert,youhavetochoosetheoptionalfieldwhen
youaddtransactions.
6. Ifyouarespecifyinganoptionalfieldfortransactionsthatpass
datatoanotherledgersuchasinvoices,creditnotes,anddebit
notesclicktheSettingsbuttonforeachoptionalfieldto
specifywhethertheoptionalfieldswillbeincludedwith
transactionssenttootherledgers(suchasA/PandG/L).
Forexample:
Forinvoicetransactions,choosewhetheroptionalfieldson
theoptionalfieldstabcanbepassedtothesametabon
AccountsPayableinvoices.Notethatthiswilloccuronlyif
theoptionalfieldsusedforinvoicetransactionsarethesame
inbothprograms.
Forinvoicedetails,choosewhetheroptionalfieldsindetail
lineswillbepassedtotransactiondetailsintheG/L
transactionscreatedbyPurchaseOrdersandtotheinvoices
createdinAccountsPayable.
7. ClickAdd(orSave)toaddtheoptionalfield.
User Guide 329

Editing Optional Fields

Youcanaddorremoveoptionalfields,changethedefaultvalueand
whethertheyareinsertedautomatically,andchangetheinterledger
settingsatanytime.
To change an optional field:
1. ChoosetheOptionalFieldsiconfromtheSetupfolder.
2. Selectthetypeofoptionalfield,thenhighlighttheparticular
optionalfieldonthegrid.
4. ClickSavetorecordthechanges.
Effects of changes Anyadditionsorremovalsaffectrecordsortransactionsaddedafter

youmakethechange.Changestotheledgersettingsaffectallnew
G/LtransactionsandA/Ptransactionsthatarecreatedbypostingor
byDayEndProcessing.
Deleting Optional Fields

Todeleteanoptionalfieldfromatransactiontabordetailline:
1. Selectthetypeofoptionalfield,thenhighlighttheparticular
optionalfieldonthegrid.
2. ClicktheDeletebuttonorpresstheDeletekey.Ifamessage
appearsaskingyoutoconfirmthedeletion,clickYes.
Notethatdeletionremovesthefieldfromthetransactionentryform,
butitdoesnotremoveitfrompostedtransactions.
Youcannotdeleteanoptionalfieldthatiscurrentlyusedbyan
unpostedtransaction.

Maintaining Records for a Stand-Alone System
After Changing Optional Fields

PrinttheOptionalFieldsreporttocheckthenewrecord

Thissectiondescribeshowtoadd,edit,anddeletethefollowing
recordsthatareavailableinPurchaseOrdersifyoudonotalsouse
Information
SageAccpacInventoryControl:
Setup
Accountsets.
Items.
Vendordetails.
Adding, Editing, and Deleting Account Sets

FromtheSetupfolder,chooseAccountSetstoadd,edit,ordelete
accountsets.
Accountsetsaregroupsofgeneralledgeraccountstowhichyou
postPurchaseOrderstransactions.
information
informationonaccountsets.Forstepbystepinstructionsonusing
theAccountSetsformanddescriptionsofallthefields,seeAdd
AccountSetsinChapter3oftheGettingStartedmanual,orpressF1
todisplayHelpinformationwhileworkingintheform.
Before you start PrinttheAccountSetsreportfortherecordsyouwanttoeditor

delete.ChooseAccountSetsfromtheSetupReportsfolder,or
choosePrintfromtheFilemenuintheAccountSetsform.
Ifchangingaccountnumbers,checkthatyourgeneralledger
containstheaccountsyouwanttoassignforthesegeneralledger
accounts:
User Guide 331

PayablesClearing.
Inventory/Expense.
IfyoudonotuseSageAccpacGeneralLedger,PurchaseOrderswill
notverifyanygeneralledgeraccountnumbers.Youwillhaveto
checkthenumbersyouspecifyagainstthegeneralledgerthatyou
use.
Adding an Account Set
YoumustaddatleastoneaccountsettoPurchaseOrdersbeforeyou
canadditemrecords.
To add account sets:
1. ClicktheNewbuttontotherightoftheAccountSetCodefield,
thentypethecodeforthenewset.
Finding ForstepbystepinstructionsonusingtheAccountSetsformand
detailed
descriptionsofallthefields,seeChapter3intheGettingStarted
instructions
manualorpressF1foronlineHelp.
Editing an Account Set
Youcanchangethedescription,activestatus,andgeneralledger
accountnumbersforanaccountsetatanytime.
To edit account sets:
1. Typethecodefortheaccountset,orusetheFinderornavigation
buttonstoselectacode.
Effects of changes NewG/Laccountassignmentsareusedonlyintransactionsyouadd

afterthechange.ExistingtransactionsintheG/Lbatchuse
thepreviousaccountnumbers.Makeanycorrectionsyouneedin
existingtransactionsinSageAccpacGeneralLedger,ifyouuseit,or
inyourothergeneralledger.
Ifyoumakeanaccountsetinactive,youcannotassignittoanew
itemrecord.Youcanposttransactionsforandmakechangestoitem
recordsthatwereassignedtotheaccountsetbeforeyoumadeit
inactive.
Information
Setup
Deleting an Account Set
Before you start Beforedeletinganaccountset,reassignanyitemnumbersthatare

assignedtotheaccountsettootheraccountsets.
Youcannotdeleteanaccountsetthatisassignedtoanitemnumber.
To delete account sets:
1. Typethecodefortheaccountset,orusetheFinderornavigation
buttonstoselectacode.
Further YoucanalsousetheDeleteInactiveRecordsformtodeleteinactive
information
accountsets.SeeDeletingInactiveRecordsinChapter6for
informationaboutusingtheDeleteInactiveRecordsform.
After Changing Account Set Records
PrinttheAccountSetsreportbychoosingAccountSetsinthe
SetupReportsfolder,orbychoosingPrintfromtheFilemenuin
theAccountSetsform.
Comparethereporttotheoneyouprintedbeforemaking
changestoverifythatallthechangesarecorrect.
User Guide 333

Ifyouchangedtheaccountsetcodesassignedtoitems,you
shouldalsoprintnewcopiesoftheItemsreportfortherecords
youchanged.
Adding, Editing, and Deleting Items

FromtheSetupfolder,chooseItemstoadditemrecordstoPurchase
Orders,andtomodifyordeleteexistingitemrecords.
SeeChapter2oftheGettingStartedmanualforbackground
informationonitems.Forstepbystepinstructionsonusingthe
Further Itemsformanddescriptionsofallthefields,seethesectionAdd
information
InventoryItems,inChapter3oftheGettingStartedmanual,orpress
F1foronlineHelp.
Before you start PrinttheItemsreportfortherecordsyouwanttoeditordelete.

ChooseItemsfromtheSetupReportsfolderorchoosePrintfromthe
FilemenuintheItemsform.
Adding an Item Record
To add an item record:
1. ClicktheNewbuttontotherightoftheItemNumberfield,then
typethecodefortheitemrecordyouwanttoadd.
Finding ForinformationaboutallthefieldsintheItemsformandstep
detailed
bystepinstructionsforaddingitems,seeAddInventory
instructions
ItemsinChapter3oftheGettingStartedmanual,orpressF1to
displayonlineHelp.
Copying an Todefineanewitemrecordthatusessomeoftheinformation
existing record to a
enteredintherecordforanotheritem,youcancopythe
new item number
informationintothenewrecord,asfollows:

a. IntheItemNumberfield,typethenumberoftheitem
recordyouwanttocopy,orselectitfromtheFinder.
b. Whentheitemrecordisdisplayed,typethenewitem
numberintheItemNumberfield,thenpresstheTabkey
3. Editanyofthefieldsrequiringchangesforthenewrecord.
4. SpecifytheunitsofmeasureforthenewitemontheItemstab.
5. Specifythetaxauthoritiesandthepurchasetaxclassesforeach
Information
authorityontheTaxestab.
Setup
6. ChooseAddtosavethenewitemrecord.
Editing an Item Record
Youcanchangemostoftheinformationinanitemrecordatany
time,withtheserestrictions:
Youcannotdirectlychangeanitemnumber.Youmustfirst
createanewitemrecordwiththenewnumber,copytheitem
informationtothenewrecord,thendeletetheolditemrecord.
Seetheprevioussectionforinstructionsoncopyingexistingitem
recordinformationtonewitemrecords.
Youcannotassignanitemtoaninactiveaccountset.
Changing an Wedonotrecommendthatyouchangetheaccountsetassignedto
items account set
anitemrecordforwhichyouhavepostedtransactions.Purchase
Orderswarnsyouifyouattempttochangeanitemsaccountset
whiletherearepostedtransactionsfortheitemforwhichDayEnd
Processinghasnotbeenrun.
Multicurrency Youcanchangetheaccountsetandtaxgroupassignedtoanitem,
ledgers
butonlytoanotheraccountsetortaxgroupthatusesthesame
currency.
To edit item records:
1. Typethecodefortheitemrecordyouwanttoeditorusethe
Finderornavigationbuttonstoselectacode.
User Guide 335

2. Makethechangesyouneedintherecord.
3. Whenfinished,chooseSavetorecordyourchanges.
Effects of changes Thechangeshavenoeffectoncurrenttransactions.Youwillsee

thechangesthenexttimeyouselecttheiteminanew
transaction.
Onceyoumakeaniteminactive,youcannotuseitin
transactionsunlessyoumakeitactiveagain.
Deleting an Item Record
Beforeyoucandeleteanitemrecord,youmusthavecompletedall
receiptsinvolvingtheitemandyoumustrundayendprocessingif
youhavepostedanytransactionsfortheitemsincethelastdayend
processing.
To delete item records:
1. Typetheitemnumberfortheitemyouwanttodelete,orusethe
Finderornavigationbuttonstoselectanumber.
2. ChooseDelete.Ifamessageappearsaskingyoutoconfirmthe
deletion,chooseYes.
Further YoucanalsousetheDeleteInactiveRecordsformtodeleteinactive
information
itemrecords.SeeDeletingInactiveRecordsinChapter6for
informationaboutusingtheDeleteInactiveRecordsform.
After Changing Item Records
PrinttheItemsreportbychoosingItemsintheSetupReports
folder,orbychoosingPrintfromtheFilemenuintheItems
form.
Comparethereporttheoneyouprintedbeforemakingthe
changestoverifythatyoumadeallchangescorrectly.

Further SeeChapter7,Reports,forinformationabouttheItemsreportand
information
otheritemreports.
Linking Vendors to Items

FromtheSetupfolder,chooseVendorDetailstospecifyvendorsand
theirdefaultcostsforitems.
SeeChapter2oftheGettingStartedmanualforbackground
Further
Information
information informationonvendors.Forstepbystepinstructionsonusingthe
Setup
VendorDetailsform,seethesectionAddVendorDetailsin
Before you start PrinttheVendorDetailsreportfortherecordsyouwanttoeditor

delete.ChooseVendorDetailsfromtheSetupReportsfolderor
choosePrintfromtheFilemenuintheItemsform.
Adding a Vendor to an Item
To add a vendor to an item:
1. TypeanitemnumberintheItemNumberfield,orusethe
Finderornavigationbuttonstochooseanitemnumber.
2. FillinthefieldsasdescribedinthesectionAddVendor
DetailsinChapter3oftheGettingStartedmanual.
3. ChooseSavetorecordyourchangeswhenyouarefinished.
Editing Vendor Details
Youcanchangeanyofthedetailsforavendorexceptthevendors
currencyifthevendorissetupinAccountsPayable.
To edit vendor details records:
1. Typetheitemnumberfortherecordyouwanttoedit,orusethe
2. Makethechangesyouneedintherecord.
User Guide 337

3. Whenfinished,chooseSavetorecordyourchanges.
Effects of changes Thechangeshavenoeffectoncurrenttransactions.Youwillsee

thechangesthenexttimeyouselecttheiteminanew
transaction.
Deleting a Vendor from an Item
To delete a vendor:
1. TypeanitemnumberintheItemNumberfield,orusethe
2. Selectavendor,usingthemouseortheUporDownArrow
keys.
3. ChooseDelete,thenYesifyouareaskedforconfirmation.
After Changing Vendor Details
PrinttheVendorDetailsreporttocheckthatyouhavemadethe
changescorrectlyandtoupdateyourprintedrecords.
PrinttheVendorDetailsreport,bychoosingVendorDetailsin
theSetupReportsfolder,orbychoosingPrintfromtheFile
menuintheVendorDetailsform.
Comparethereporttotheoneyouprintedbeforemakingthe
changestoverifythatyoumadeallchangescorrectly.
Further SeeChapter7,Reports,forinformationabouttheVendorDetails
information
reportandotheritemreports.
Adding, Editing, and Deleting Weight Units of Measure

DoubleclicktheWeightUnitsOfMeasureiconintheSetupfolderto
add,edit,ordeleteunitsofmeasure.Weightunitsofmeasureare
thedifferentunitsthatyouuseformeasuringtheweightofitems
suchaspounds,tons,kilograms,ormetrictons.

Weightunitsofmeasurearealldefinedintermsofadefaultweight
unitofmeasure,whichistheunitusedtoexpresstotalpurchase
orderandreceiptweights.Youspecifythedefaultweightunitof
measureintheP/OOptionsform.
Finding detailed SeeChapter2oftheGettingStartedguideforbackground

instructions
informationonweightunitsofmeasure.Forstepbystep
instructionsonusingtheWeightUnitsOfMeasureformand
descriptionsofallthefields,seeAddWeightUnitsOfMeasurein
Chapter3oftheGettingStartedguide.
Information
Before you start
Setup
PrinttheWeightUnitsOfMeasurereport.Doubleclickthe
WeightUnitsOfMeasureiconintheSetupReportsfolder,or
choosePrintfromtheFilemenuintheWeightUnitsOfMeasure
form.
Calculatetheconversionfactorsbetweenthedefaultweightunit
ofmeasureandallotherweightunitsofmeasure.
YousetthedefaultweightunitofmeasureintheP/OOptions
formafteraddingittotheWeightUnitsOfMeasureform.
Choosewhattocalleachoftheweightunitsofmeasure.The
namesyouuseappearondataentryscreens.
Adding Weight Units of Measure
EveryP/Oitemrecordcanstoreaunitweightandaweightunitof
measure.Youmustaddatleastoneweightunitofmeasurebefore
youcanspecifyaweightunitofmeasureinitemrecords.
To add a weight unit of measure:

Insert key 1. UsetheInsertkeyonyourkeyboardtostartanewlineonthe
WeightUnitsOfMeasureform.
2. Typeanamefortheweightunitofmeasure,andpresstheTab
key
3. Typetheweightconversionfactorforconvertingthisweight
unittothedefaultweightunitofmeasure.Forexample,if
User Guide 339

poundisthedefaultweightunitofmeasure(witha
conversionfactorof1),theconversionfactorfortonwouldbe
2,000.
Youcanusefractionsinweightconversionfactorsevenifyoudonot
usefractionalinventoryquantities.Forexample,thefactortoconvert
kilogramstopoundswouldbe2.2.
ThedefaultweightunitofmeasureissetintheP/OOptionsform.It
isalsotheunitinwhichthetotalpurchaseorderandreceiptweight
isexpressedinPurchaseOrderEntry.
Editing Weight Units of Measure

Restrictions Youcannotchangethenameofaweightunitofmeasure.Ifyou
wanttochangetheweightUOMname,youmustdeletetheweight
unitofmeasure,andthenaddthenewweightUOMwiththenew
name.
Youcanchangetheconversionfactorsforweightunitsofmeasureat
anytime.
To edit a weight unit of measure:
1. DoubleclicktheDefaultConversionFactorthatyouwantto
change,andtypeanewconversionfactor.
2. ClickSavetorecordthechanges.
Effects of changes Changingconversionfactorswillaffecttheweightofordersthatuse

theweightunitofmeasure,andwouldaffecttheprorationof
additionalcostsbyweight.
Deleting Weight Units of Measure

Restrictions Youcannotdeletethedefaultweightunitofmeasure,andyou
cannotdeleteanyweightunitofmeasurethatisusedbyanitem.
Ifyouwanttodeletethedefaultweightunitofmeasure,youmust
firstsetadifferentweightunitofmeasureasthedefaultunit(inthe
P/OOptionsform).

Importing and Exporting Setup Records
To delete a weight unit of measure:
1. Highlighttheweightunitofmeasurethatyouwanttodelete.
2. PresstheDeletekey.Ifamessageappearsaskingyoutoconfirm
thedeletion,clickYes.
After Changing Weight Units of Measure Records
PrinttheWeightUnitsofMeasurereportusingtheWeight
UnitsOfMeasureiconintheSetupReportsfolder,orchoose
Information
PrintfromtheFilemenuintheWeightUnitsOfMeasureform.
Setup
Comparethereportyouprintedbeforemakingchangestothe
reportthatyouprintedafterwardstoverifythatyoumadeall
changescorrectly.

TheImportandExportcommandsletyoutransferinformation
betweenyourPurchaseOrderssystemandotherPurchaseOrders
databasesornonSageAccpacprograms.Youcanalsoexport
PurchaseOrdersshipviacodestoSageAccpacOrderEntry,ifyou
useit,orimportthecodesintoPurchaseOrdersfromOrderEntry.
YoucanusetheImportcommandwhensettingupanewPurchase
Orderssystem,andyoucanuseExportandImporttoupdategroups
ofrecords,byexportingtherecordsyouwanttochange,changing
theminaspreadsheet,andthenreimportingthemintoPurchase
Orders.
Youcanimportandexportallsetuprecordsexceptthecontentsof
theOptionsform.Otherrestrictionsonexportingrecordsmayalso
apply,dependingontheoptionsyouuseinPurchaseOrders.For
example,ifyoudonotkeepstatistics,youwillnotseestatisticsas
oneofthechoicesofdatayoucanimportorexport.Ifyoudonotuse
theAllowEditOfStatisticsoption,youcanexportstatistics,butyou
cannotimportthem.
User Guide 341

UsetheDisplayImportFieldscommandontheImportformto
displaythename,type,andlengthofeachfieldintherecordthat
youwanttoimport.Thereportalsoindicateskeyfields.
FormoreinformationaboutimportingandexportingPurchase
Ordersrecords,seeAppendixB,ImportingandExporting,inthis
guide.ReferalsototheImportingandExportingDatachapterin
theSystemManagerUserGuide.
Before importing Checkdataintegrityandmakeabackupcopyofyourdata.
After importing Checkdataintegrity.
Printreportsoftherecordstoverifyimporteddata.
Ifnecessary,deletethefilecontainingtheimportedrecordsin
theprogramwhereyoucreatedit(toavoidaccidentally
importingthesamerecordstwice).

Chapter 4
Processing Requisitions and
Purchase Orders
IconsUsedtoProcessRequisitionsandPurchaseOrders ........................... 42
WorkingwithRequisitionsandPurchaseOrders .............................. 42
PrintingRequisitionandPurchaseOrderForms ............................... 43
ReportingPurchaseOrders .................................................. 43
Adding,Editing,andDeletingRequisitions ....................................... 45
EnteringRequisitionInformation ............................................ 48
Adding,Editing,andDeletingPurchaseOrders .................................. 415
Purchase Orders
Requisitions &
EnteringPurchaseOrderInformation ....................................... 418
EditingExchangeRates ........................................................ 435
CreatingPurchaseOrdersAutomatically ........................................ 436
CreatingPurchaseOrdersfromRequisitions ................................. 436
CreatingPurchaseOrdersfromInventoryControlReorderQuantities .......... 440
CreatingPurchaseOrdersfromOrderEntrySalesOrders ..................... 445
PrintingRequisitions .......................................................... 448
PrintingaSingleRequisitionImmediatelyafterPosting ....................... 449
PrintingaRangeofRequisitions ............................................ 450
PrintingPurchaseOrders ...................................................... 451
PrintingaPurchaseOrderImmediatelyafterPosting ......................... 452
PrintingaRangeofPurchaseOrders ........................................ 453
ImportingandExportingRequisitionsandPurchaseOrders ....................... 456
ImportingRequisitionsandPurchaseOrders ................................. 456
ExportingRequisitionsandPurchaseOrders ................................. 456
User Guide 4i

Chapter 4
Processing Requisitions and
Purchase Orders
Thischaptercontainsinstructionsforentering,posting,and
reportingrequisitionsandpurchaseordersinyourPurchaseOrders
system.Itincludesthefollowingtopics:
Iconsusedtoprocessrequisitionsandpurchaseorders.
UsingtheRequisitionEntryform.
UsingthePurchaseOrderEntryform.
Purchase Orders
Requisitions &
Creatingpurchaseordersautomaticallyfrom:
Existingrequisitions.
InventoryControlreorderinformation.
OrderEntrysalesorders.
Printingrequisitionsandpurchaseorders.
Importingandexportingrequisitionsandpurchaseorders.
Further Foranoverviewofrequisitionandpurchaseorderprocessing,see
information
Chapter2,WhatYouNeedtoKnowBeforeUsingPurchase
Orders,inthisguide.
SeeChapter4,Tutorial,intheGettingStartedmanualfor
stepbystepinstructionsforusingtheRequisitionEntryand
PurchaseOrderEntryforms.Youcandothelessonswiththesample
datawithoutaffectingyourowndata.
Forspecificinformationaboutfieldsinaform,pressF1,thenchoose
theFieldListbuttonfromtheHelpscreen.
User Guide 41
Sage Accpac International, Inc. - Confidential

Icons Used to Process Requisitions and Purchase Orders
Icons Used to Process Requisitions and Purchase

Orders
Thissectiondescribestheiconsyouusetoenter,edit,andpost
requisitionsandpurchaseorders,andprintrequisitionandpurchase
orderformsandreports.
Toprocessrequisitionsandpurchaseorders,usetheiconsintheP/O
TransactionsfolderandP/OCreatePurchaseOrdersfolder,as
shownbelow:

NotethatifyoudonotuseInventoryControlandOrderEntry,the
CreatePOsFromI/CandCreatePOsFromO/Eiconsdonotappear
onthedesktop.
Working with Requisitions and Purchase Orders

Requisition Entry UsetheRequisitionEntryformtoenter,edit,post,delete,import,
andexportrequisitions.
Purchase Order UsethePurchaseOrderEntryformtoenter,edit,post,delete,

Entry
import,andexportpurchaseorders.
Create Purchase UsethechoicesintheCreatePurchaseOrdersfoldertocreate

Orders
purchaseordersautomaticallyfromrequisitions,InventoryControl
reorderdata,andOrderEntrysalesorders.

Printing Requisition and Purchase Order Forms

PurchaseOrdersprovidesasetofstandardformsforprintingcopies
ofrequisitionsandpurchaseorders.Youcanalsoemailpurchase
orderstovendorsbyselectingvendorastheprintdestinationin
thePrintPurchaseOrdersform.Vendorswhoserecordshaveane
mailaddressasthedeliverymethodwillbeemailedtheirpurchase
ordersandreturns.
TheFormsfoldercontainsthefollowingiconsforprinting
requisitionandpurchaseorderforms:

Requisitions Requisitionsincludealldetailsofpostedrequisitions,forusein
Purchase Orders
confirmingpurchasingrequests.
Requisitions &
Purchase orders PurchaseOrdersincludealldetailsofpostedpurchaseordersfor
placingorderswithvendorsandwhenverifyingorders.
Reporting Purchase Orders

PurchaseOrdersprovidesafullsetofreportsforlistingandtracking
purchaseorders.YouusethechoicesintheAnalyticalReportsfolder
toprintthesereports.SeeChapter7,Reports,fordetailed
descriptionsofthereports.
TheAnalyticalReportsfoldercontainsthefollowingiconsfor
printinginformationaboutpurchaseorders:
User Guide 43

Transaction List TheTransactionListproducesdetailedorsummarylistsofposted

purchaseordersandrequisitions,withinformationselectedand
sortedaccordingtoyourchoices.
Shippable TheShippableBackordersreportliststhesalesordersthatyoumay
Backorders
beabletofillasaresultofreceiptsyouhavepostedinPurchase
Orders.
Purchase Order ThePurchaseOrderActionreportlistspurchaseorders,selectedand

Action
sortedaccordingtoyourchoices.Usethisreporttoidentifypurchase
ordersthatmayrequireaction.
Purchase History Thisreportprovidessummaryordetailedpurchaseinformationby

vendororinventoryitem.YoumustchooseAccumulatePurchase
HistoryintheOptionsformtoprintthereport.
Aged Purchase TheAgedPurchaseOrdersreportlistsincompletepurchaseorders

Orders
withmonetaryamounts,sortedbyrelativeage.
Purchase Statistics Thisreportliststhenumberofpurchaseordersandreceiptsposted

inselectedyearsandperiodssincethedataforthereportwaslast
cleared.Italsoincludesstatisticsfrompostedinvoices,creditnotes,
anddebitnotes.
Posting Journals Thejournalscontainthedetailedrecordofthegeneralledger

transactionsarisingfromthereceipts,invoices,returns,creditnotes,
anddebitnotesthatyoupostedinPurchaseOrders.
G/L Transactions TheG/LTransactionsreportisalistofthegeneralledgerjournal

entriescreatedfromalltransactionspostedinPurchaseOrderssince
thelasttimeyoucreatedthegeneralledgerbatch.
YoumustchoosetocreatetransactionsOnRequestUsingG/L
BatchIconintheOptionsformtoprintthisreport.
Payables Clearing ThePayablesClearingAuditlistreportsthedebitandcreditentries

Audit List
tothePayablesClearingaccountforreceipts,invoices,returns,
creditnotes,anddebitnotes.UsethelisttoreconcilethePayables
Clearingaccount.

Adding, Editing, and Deleting Requisitions
Committed Costs TheCommittedCostsAuditListreportsjobrelated purchaseorders

Audit List
andreceipts thatwereusedtoupdatecommittedcostsinProject
andJobCosting.ThisreportisavailableonlyifyouuseProjectand
JobCosting.

YouusetheRequisitionEntryformtoenter,edit,post,anddelete
requisitions.Youalsousetheformtoimportandexport
requisitions.
ToopentheRequisitionEntryform,chooseRequisitionEntryfrom
theP/OTransactionsfolder.
RequisitionsareoptionalinPurchaseOrders.Youusethemifyour
Purchase Orders
Requisitions &
proceduresrequireapprovalofproposedpurchasesbeforepurchase
ordersareissued.
Youcanenterarequisitionforasinglevendor,oryoucanspecifya
differentvendorforeachdetaillineonasinglerequisition.Purchase
OrdersalsocomeswithaVisualBasicforApplications(VBA)macro
forcreatingandapprovingrequisitionsthatyoucanusewhenyou
haveonepersonapprovingallrequisitions.
Before you start Beforeyouenternewrequisitions,youshoulddefinethefollowing

PurchaseOrdersinformation:
Shipviacodes.
Templates.
Optionalfields.
Accountsets(forstandalonePurchaseOrdersonly).
Items(forstandalonePurchaseOrdersonly).
VendorDetails(forstandalonePurchaseOrdersonly).
User Guide 45

Choose order UsetheOptionsformto:

options
Assignorverifythelength,prefix,andnextnumberfor
PurchaseOrderstousewhenautomaticallyassigningnumbers
torequisitions
Selecttheoptionstousewhenprocessingrequisitions.
Selectadefaulttemplate(optional).
YoumustalsosetupthefollowinginformationinotherSageAccpac
programs:
VendorandtermsrecordsinAccountsPayable.
New vendors YoucanenterarequisitionforavendorwhoisnotinAccounts

Payable,butyoumustaddtherecordbeforeyoucanpostan
invoiceforthevendorinAccountsPayable.
One-time vendors Ifyoufrequentlyhaveonetimecashpurchases,createa

onetimevendorrecordinAccountsPayable.
Item,pricelist,location,accountset,andcategoryrecordsin
InventoryControl,ifyouusethatprogram.
Bank,tax,andcurrency(formulticurrencyledgers)recordsin
CommonServices.
OptionalfieldsyouwanttoaddtoanyofthePurchaseOrders
entryformsinCommonServices.
Further ThestepsforsettingupaPurchaseOrderssystemareexplainedin
information
Chapters2and3intheGettingStartedmanual.
Preparing to enter Beforeenteringrequisitions,makesureyouhavecomplete

requisitions
informationforeachrequisition,including:
Vendornumbers.
Requisitionnumber(ifyouwanttoassignyourowndocument
numbers).

Allitemnumbers(andcorrespondinglocations,ifyouuse
InventoryControl),unitsofmeasure,andquantitiestoorder.
Dropshipaddresses,ifneeded.
Salesordernumbers,ifused.
Contracts,projects,categoriesandresourcesinProjectandJob
Costingiftherequisitionisjobrelated.
Further ForinformationabouthowrequisitionsareusedinPurchaseOrders,
reading
seeProcessingRequisitionsinChapter2.
Do the tutorial Forinformationaboutenteringrequisitionsandforpracticeusing

theRequisitionEntryform,doLesson1ofthePurchaseOrders
TutorialintheSageAccpacWorkbook.
Using Help YoucanalsopressF1whileusingtheRequisitionEntryformto
Purchase Orders
Requisitions &
displayonlineHelpabouttheformanditsindividualfields.
User Guide 47

Entering Requisition Information

FromtheP/OTransactionsfolder,youchooseRequisitionEntryto
addoreditrequisitions.
Thefollowingformappears:
Purchase Orders
displays a Finder in
the Location field if
you use Inventory
Control.

1. Enterheaderinformation:
Requisition Number.Typetherequisitionnumberifyouwantto
assignyourownnumbers,orselectanexistingrequisitionto
edit,orleavethefieldshowing***NEW***tostartanew
requisitionandallowPurchaseOrderstoassignthedocument
number.
Toaddanewrequisition,pressTab,orclicktheNewbutton
totherightofthefield.IfyoudonotwantPurchaseOrders
toassigntherequisitionnumber,typethenewnumber
yourself.

Finder Toselectanexistingrequisitionforediting,chooseitfrom
theFinder,ortypetherequisitionnumber,andthenpress
TaborEnter.
Toscrollthroughtheexistingrequisitionnumbers,usethe
navigationbuttonsbesidethefieldtoselecttherequisition
youneed.
Deleting Todeletearequisitionyouhaveselected,clickDelete.Ifa
requisitions
messageappearsaskingyoutoconfirmthedeletion,
chooseYes.
Vendor Number.Typeavendornumber,selectitfromthe
Finder,orleavethefieldblank,thenpressTab.
Ifyouenteravendornumber,itbecomesthedefaultvendor
numberonthedetaillinesyouadd.
Purchase Orders
Requisitions &
Adding new Ifyouwish,youcanaddnewvendorrecordstoAccounts
vendors
PayablefromtheRequisitionEntryform.Typethenewnumber,
andthenclicktheNewbuttontoopentheAccountsPayable
Vendorsform.
Note: YoumustaddnewvendorrecordsinAccounts
Payablebeforeyoucanposttransactionsfortheminthe
Inactive vendors YoucannotenterrequisitionsforvendorswithanInactive

statusinAccountsPayable.
On-hold vendors IfyouenteravendornumberthatisonholdinAccounts

Payable,youseeawarningmessage,buttherequisitionisnot
placedonhold.However,purchaseorderscreatedfrom
requisitionswithonholdvendorsareplacedonhold.
Requisition tab 2. OntheRequisitiontab,addoreditinformation,including:
Requisition Date.Thedatefortherequisition.(Theprogram
displaysthesignondateyouusedtostartSageAccpac.)You
User Guide 49

canchooseanotherdatefromacalendarthatdisplayswhenyou
clickthedownarrowbuttonnexttothisfield.
Expiration Date.Thedateonwhichtodeletetherequisition.
(ExpiredrequisitionsaredeletedbyDayEndProcessingin
InventoryControlonoraftertheexpirationdate.)
On Hold. Whethertherequisitionisonhold.SelecttheOnHold
optiontoplacearequisitiononhold,orcleartheoptionto
removetheholdfromarequisition.
Youcannotcreateapurchaseorderfromanonholdrequisition.
Notethatassigninganonholdvendortoarequisitiondetail
doesnotplacetherequisitiononhold.
Job-Related. Iftherequisitionisforaprojectyouaremanaging
withProjectandJobCosting,fieldsappearforthedetailstolet
youenterjobrelatedinformationthecontract,project,
category,andresource.
Date Required.Thedatebywhichyouneedtoreceivethe
goods.
Requested By.Thepersonorgroupwhorequestedthe
requisition(60characters).
Location.IfyouuseInventoryControl,youcanusetheFinder
toselectthecodefortheinventorylocationyouwanttouseas
thedefaultlocationondetaillines,orleavethefieldblank.Ifyou
donotuseInventoryControl,thecompanysname(from
CommonServicesCompanyProfile)appearsinthisfield.
Description, Reference, or Comment.Anoptionaldescription

(60characters),reference(60characters),andcomment
(250characters).
Enter requisition 3. Add,edit,ordeleterequisitiondetails.

details
Youcanworkwithdetailstwoways:

Enterdatainthecolumnsofthedetailentrysectionofthe
Requisitiontab:
Detail entry
section
If you use Inventory Control, this
field appears.
Or
UsetheDetailItems(zoomeddetailentry)formthatappears
whenyouclicktheDetailsbuttonorpressF9whileina
columninthedetailentrysectionoftheRequisitiontab:
The zoomed detail

entry form
Press F9 or click
the Detail button.
Purchase Orders
Requisitions &

Enterthefollowinginformationforthedetail:
Line Number.BypasstheLineNumberfieldfornewdetails.To
selectanexistinglinetoeditordelete,highlightthelineinthe
DetailsectionoftheRequisitionEntryform,ortypeitsline
numberinthezoomedform.
To delete a detail Todeletethelineyouselected,presstheDeletekeyonthe

keyboard(orifusingthezoomedform,clickDelete);then
chooseYesifyouseeamessageaskingyoutoconfirmthe
deletion.Youcandeletecompletedlinesandaddnewlines
wheneditingarequisition.
Completed.Ifnecessary,markanexistinglineascompletedby
doubleclicking(toenterYes)intheCompletedcolumn,orby
selectingtheCompletedcheckboxinthezoomedform.
User Guide 411

Oncealineismarkedascompleted,youcannotmakeany
changestoit.PurchaseOrdersalsomarksrequisitiondetaillines
ascompletedwhentheyareusedinapurchaseorder.
Job-related Contract, Project, andCategory. Iftherequisitionisjob

requisitions
related,specifywheretheitemsorresourcesaregoingtobe
used.IfyouusedifferenttermsthanContract,Project,and
theminstead.
Item Number (resource for job-related).Typethenumberor

chooseitfromtheFinder.
IfyourPurchaseOrderssystemallowsnoninventoryitems,you
cantypeanitemnumberthatisnotdefinedinyourInventory
Controlsystem,andaddoreditthedescription.
Youcanalsotypeanitemnumberforanonstockinventoryitem
ifyourInventoryControlsystemallowsthemtobereceived.
Manufacturers PurchaseOrdersalsoletsyouentermanufacturersitem
item numbers or
numbersinthisfieldiftheyhavebeenaddedinInventory
bar codes
Control.Thesenumberscouldincludeinternallyusedbarcodes,
UPCnumbers,orISBNslettingyouuseascanner(ortypea
shortcode)forenteringinventoryitemnumbers.
Ifyouenteramanufacturersitemnumber,PurchaseOrderswill
replaceitwithyourinventoryitemnumber,andthendisplay
themanufacturersitemnumberyouenteredinthe
ManufacturersItemNumberfield,neartheendofthedetail
line.
Location.Enterthecodeofthelocationwhereyouexpectto
receivetheshipment,ifyoualsouseInventoryControl.
IfyouenteredanitemnumberthatisnotdefinedinInventory
Control,youcanleavetheLocationfieldblank.
Drop-Ship.Enterthedropshipaddresswhenyouwanttoship
theitemtoadifferentaddressfromtherestoftheorder,suchas
toacustomersbusiness:

Zoom button a. Clickthezoombutton(orpresstheShiftandF9keys

together)toopentheDropShipmentAddressform.
b. Selectthetypeofaddresstoenter.
c. Ifnecessary,selectthelocationcode,customernumber,or
shiptoaddresscodefortheaddress.(Youcanselectthe
locationcodeonlyifyouuseInventoryControl.)
d. Typetheaddressoreditadisplayedaddress.
e. ClickClose.
Quantity Ordered and Unit of Measure.Youcanalsoselect

anotherunitofmeasureforaninventoryitemfromtheFinder.
Vendor Number and Name.Theprogramdisplaysthevendor

number(andcorrespondingname)youenteredasthedefaultfor
Purchase Orders
Requisitions &
therequisition,ifany,butyoucanselectanothervendorfrom
theFinderorenteranumberandnameforavendoryouhave
notyetaddedtoAccountsPayable.
Ifyouareusingthezoomedform,youcanclicktheNewbutton
nexttotheVendorNumberfieldtoopentheAccountsPayable
Vendorsformandaddthevendorrecord.
Vendor Item Number (optional).Ifvendorsitemnumbersare

enteredinitemrecordsinInventoryControl,youcanselect
themfromtheFinderinPurchaseOrders.
Expected Arrival Date (optional).ThedateselectedintheDate

RequiredfieldontheRequisitiontabisthedefaultexpected
arrivaldate.
Order Number (optional).IfyouuseSageAccpacOrderEntry,

youcanselectordernumbersfromtheFinder.(Youdonotseea
FinderifyoudonotuseOrderEntry.)
Zoom button Comments/Instructions (optional). Toentercommentsor

instructionspertainingtothedetail,clickthezoombuttoninthe
User Guide 413

columnheading(orpresstheShiftandF9keystogether)to
displaytheDetailComments/Instructionsform.Thenspecify
whetheryouareenteringcommentsorinstructions,typethe
remarks,andclickClose.
Manufacturers Item Number. Ifyouenteramanufacturers

itemnumberintheItemNumberfield,PurchaseOrderswill
replacethemanufacturersitemnumberwithyourinventory
itemnumber,andinsertthemanufacturersitemnumberinthis
field.
Optional Fields. PurchaseOrdersletsyouattachoptionalfields

toeachofthedetaillinesinapurchaserequisitionandpurchase
orderifyouuseSageAccpacsTransactionAnalysisand
OptionalFieldCreator.
To start a new 4. Whenfinishedenteringadetailinthedetailentrysectionofthe

detail line
Requisitiontab,pressInserttostartanewline.
Ifyouareusingthezoomeddetailentryform,clickAddtoadda
newdetail;clickSavetorecordchangesyoumadetoanexisting
detail.Toclosetheform,clickClose.
5. Tocheckpurchasinghistoryforanitem:
a. ClicktheHistorybutton.
b. Selecttheperiodandwhethertodisplayhistorybyitem
numberorvendornumber.
c. Specifytheitemorvendor.
Formoredetails,seethesectiononviewingpurchasehistoryin
Chapter5ofthisUserGuide.
Optional Fields tab 6. IftheOptionalFieldstabappears,clickittoenteradditional

informationfortherequisition.

Adding, Editing, and Deleting Purchase Orders
FieldsontheOptionalFieldstabapplytothewholepurchase
requisition.Optionalfieldsontherequisitiondetailsapplytothe
detaillinesonly.
Formoreinformationonoptionalfields,seeEnteringOptional
FieldInformation,laterinthischapter.
7. Toposttherequisition,clickPost.
Whenpostingisfinished,youseeamessagethatdisplaysthe
requisitionnumberandaskswhetheryouwanttoprintacopy
oftherequisition.
Printing the 8. Toprintacopyoftherequisition,chooseYesinresponsetothe

requisition
Postingcompletedmessage.
Youcanalsoprinttherequisitionlater,usingtheRequisitions
form.(SeePrintingRequisitions,laterinthischapter.)
Purchase Orders
Requisitions &
9. Whenyouarefinishedenteringoreditingrequisitions,click
ClosetoclosetheRequisitionEntryform.
After using the Printrequisitionsfordistributionorforyourfiles.

Requisition form
Createpurchaseordersfromexistingrequisitions.
PrinttheTransactionListforrequisitions.

YouusethePurchaseOrderEntryformtoenter,edit,delete,and
postpurchaseorders.Youalsousetheformtoimportandexport
purchaseorders.
ToopenthePurchaseOrderEntryform,choosePurchaseOrder
EntryfromtheP/OTransactionsfolder.
Before you start Beforeyouenternewpurchaseorders,youshoulddefinethe

followingPurchaseOrdersinformation:
User Guide 415

Shipviacodes.
Templates.
Optionalfields.
Accountsets(forstandalonePurchaseOrdersonly).
Items(forstandalonePurchaseOrdersonly).
VendorDetails(forstandalonePurchaseOrdersonly).
Choose purchase YoushouldalsousetheOptionsformto:

order options
Enterorverifythelength,prefix,andnumberstoassignto
purchaseorders,ifyouwantPurchaseOrderstoassignthe
numbersautomatically.
YoumustalsosetupthefollowinginformationinotherSageAccpac
programs:
VendorandpaymenttermsrecordsinAccountsPayable.
New vendor Youcanenterapurchaseorderforavendorwhoisnotin

records
AccountsPayable,butyoumustaddthevendorrecordbefore
youcanposttransactionsforthevendorinAccountsPayable.
One-time vendors Ifyoufrequentlymakeonetimecashpurchases,createa

onetimevendorrecordinAccountsPayable.
Item,accountset,pricelist,location,andcategoryrecordsin
InventoryControl,ifyouuseInventoryControl.
Bankandtaxrecords,andcurrencyrecords(formulticurrency
ledgers)inCommonServices.
OptionalfieldsthatyouwanttoaddtoanyofthePurchase
OrdersentryformsinCommonServices.
ThestepsforsettingupaPurchaseOrderssystemareexplainedin
Chapters2and3intheGettingStartedmanual.

Preparing to enter Beforeenteringpurchaseorders:

purchase orders
Ifyourequirerequisitionsforpurchaseorders,addthe
requisitionsintheRequisitionEntryform.
Makesureyouhavefullinformationforeachpurchaseorder,
includingvendornumber,purchaseordernumber(ifyouenter
yourowndocumentnumbers),requisitionnumber(ifrequired),
jobinformation(ifjobrelated),yourcompanysshippingand
billinglocations(andotheraddressesforthepurchaseorder),
arrivaldateandtypeofpurchaseorder,andthevendors
address,contact,phonenumbers,taxgroup,andtermscode.
Foreachitemontheorder,findouttheitemnumber,unitof
measure,quantitytoorder,andlocation(ifyouuseInventory
Control).Fornoninventoryitems,youalsoneedtoknowthe
generalledgerexpenseaccountforeachdetail.
Purchase Orders
Requisitions &
Foreachdropshipment,findouttheaddress,customernumber,
or(ifyouuseInventoryControl)inventorylocationforthe
shipment.
Multicurrency Findouttheratetype,ratedate,andexchangeratetousefor
ledgers
eachpurchaseorder.
Notethatyoucannoteditexchangeratesbetweentheeuroand
EMUmembercurrencies,orbetweentwoEMUmember
currencies.
Further Foranoverviewofpurchaseorderprocessing,seeProcessing
reading
PurchaseOrdersinChapter2ofthisguide.
Do the tutorial Forinformationaboutenteringrequisitionsandpracticeusingthe

PurchaseOrderEntryform,doLesson2oftheTutorialintheGetting
Startedmanual.
Help key YoucanalsopressF1whileusingthePurchaseOrderEntryformto

displayonlineHelpabouttheformanditsindividualfields.
User Guide 417

Entering Purchase Order Information

FromtheP/OTransactionsfolder,choosePurchaseOrderEntryto
addoreditpurchaseorders.
Thefollowingformappears.
The Optional Fields

tab appears if
optional fields
have been
activated.
The Rates tab

appears in
multicurrency
ledgers when the
selected vendor
does not use the
functional
currency.

1. Enterheaderinformation:
PO Number.Typethepurchaseordernumbertoassignyour
ownnumbers,orselectanexistingpurchaseordertoedit,or
leavethefieldshowing***NEW***tostartanewpurchaseorder
andallowPurchaseOrderstoassignthedocumentnumber.
New button Youcanalsoselectexistingpurchaseordernumbersfromthe

FinderorclicktheNewbuttontostartanewpurchaseorder.
Deleting Todeleteapurchaseorderyouhaveselected,clickDelete.Ifa
purchase orders
messageappearsaskingyoutoconfirmthedeletion,chooseYes.
Vendor Number.Typeavendornumber,selectitfromthe
Finder,orleavethefieldblank,andthenpressTab.

On-hold vendors IfyouenteravendornumberthatisonholdinAccounts

Payable,thepurchaseorderisplacedonhold.
New button YoucanaddnewvendorrecordstoAccountsPayablefromthe

PurchaseOrderEntryform.Typethenewnumber,andthen
clicktheNewbuttontoopentheAccountsPayableVendors
form.
YoucanalsojusttypethenewvendornumberandpressTab.
Thenclosethemessagethatwarnsyouthatthevendordoesnot
exist,andaddthevendortoAccountsPayablelater.
WARNING! Althoughyoucanaddapurchaseorder
beforeyouaddthevendorrecordinAccountsPayable,
wesuggestthatyoudonotusethisoptionina
multicurrencysystem.
Purchase Orders
Requisitions &
Ifthetaxreportingcurrencyforthetaxgroupthatyou
wanttousediffersfromthevendorscurrency,you
mustcreatethevendorrecordbeforeyouenterthe
invoice.
Inanycase,youmustcreatethevendorrecordin
AccountsPayablebeforeyoucanpostaninvoiceinA/P.
Zoom button Ifyouwishtoeditaddressinformationforthevendorselected,

clickthezoombuttonattherightoftheVendorNumberfieldto
displaytheVendorInformationform:
User Guide 419


Multicurrency Ifthevendorcurrencydiffersfromthecompany(functional)
ledgers
currency,PurchaseOrdersaddsaRatestabwhereyoucan
verifyandeditthepurchaseorderexchangerate.
Order tab 2. OntheOrdertab,addoreditinformation,including:
Template.Ifyouselectatemplateorchangefromthedefault
template,ifany,thevaluesfromtheselectedtemplateare
displayedontheOrdertab.
Notethatthetemplatecodeyouspecifywilloverwrite
informationthatwasenteredfromthevendorrecord.

Zoom button From Requisition (optional).Ifyouarecreatingthispurchase

orderfromanexitingrequisition,clickthezoombutton(orpress
theShiftandF9keystogether)toopentheCreatePOFrom
Requisitionform:
In a stand-alone Purchase
Orders system, this field is
named Use Vendor Type.

Toselectrequisitions:
a. Typetherequisitionnumbersthatyouwanttouseorselect
Purchase Orders
Requisitions &
themfromtheFinder.
b. Indicatewhethertoselectdetailswithnovendornumbers
assignedand,ifso,whethertoselectdetailsbyvendortype.
c. ClicktheOrderbutton.
Optional fields tab

will display the Note: Whenyoucreatepurchaseordersfrommorethanone
fields from the first requisition,thefieldsontheOptionalFieldstabwillbe
requisition takenfromthefirstrequisitionthatyouselect.
On Hold.Ifthevendoraccountisonhold,thepurchaseorderis
automaticallyonhold.Youcanchangethisstatusatanytime.
Job Related. Ifthepurchaseorderisforaprojectyouare

managingwithProjectandJobCosting,selecttheJobRelated
checkbox.
Ifthepurchaseorderisjobrelated,differentfieldsappearforthe
detailstoletyouenterjobrelatedinformation.
User Guide 421

All requisitions must

be job-related Note: Ifthepurchaseorderisbeingcreatedfrommultiple
requisitions,allrequisitionsmustbeeitherjobrelatedor
nonjobrelated.
PO Date.Forafuturepurchaseorder,enterthedatethatthe
purchaseorderbecomesactive.
Tip Forfuturepurchaseorders,ifyourunDayEndProcessingonly
attheendofthebusinessday,typeadatethatisonedayearlier
thanthedateyouwanttoactivateafuturepurchaseorder.
Purchaseordersareactivatedduringdayendprocessing.
FOB Point (optional).Enterthelocationatwhichthevendor

beginschargingfreightonyourorder.
Arrival Date (optional).Enterthedateonwhichyouexpectto

receivethegoodsorderedonthepurchaseorder,andthatyou
wanttouseasthedefaultexpectedarrivaldateforitemdetails.
PO Type.IfyouselectBlanket,enterthemaximumamount(in
theOriginalAmountfield)thatcanbeorderedonthispurchase
order.MoredetailsaboutPurchaseOrdertypesareprovidedin
thesectionProcessingDifferentTypesofPurchaseOrdersin
Chapter2ofthisguide.
Ship-to andBill-to Location (optional).Youcanentershiptoand

billtolocationcodesifyouuseInventoryControlwithPurchase
Orders.
Youcanalsoeditlocationaddressesorentertheminsteadofa
locationcode,usingthezoombuttons.(Youalsoenteraddresses
thiswayifyouusethestandaloneversionofPurchaseOrders.)
Ship Via.Typeashipviacode,ifused,orselectonefromthe
Finder,oromitthecodeandtypeadescriptionoftheshipping
method,orleavethefieldsblank.
Terms Code.Enterthetermscodeforthevendor.(Bydefault,
thisisthecodefromtheAccountsPayablevendorrecord.)

Description andReference (optional).Enteranoptional

description(60characters)orreference(60characters).
Formoreinformationonthesefields,pressF1foronlineHelp.
ClicktheFieldListbuttonintheHelpscreen.
Enter purchase 3. Add,edit,ordeletepurchaseorderdetails.

order details
Youcanworkwithdetailstwoways:
Ordertab:
Detail entry section
Purchase Orders
Or
Requisitions &
UsetheDetailItems/Taxes(zoomeddetailentry)formthat
appearswhenyouclicktheItem/Taxbutton(orpressF9)
whileinthedetailentrysectionoftheOrdertab:
The zoomed detail

entry form

Enterthefollowinginformationforthedetail:
User Guide 423

Line Number.BypasstheLineNumberfieldfornewdetails.To
selectanexistinglinetoeditordelete,highlightthelineinthe
detailentrysectionofthePurchaseOrderEntryform,ortypeits
linenumberinthezoomedform.
To delete a detail Todeletethelineyouselected,presstheDeletebuttononthe

keyboard(orifusingthezoomedform,clickDelete);then
chooseYesifyouseeamessageaskingyoutoconfirmthe
deletion.
Youcannotdeletelinesthatshowaquantityreceived.
Completed.Ifnecessary,markanexistinglineascompletedby
doubleclicking(toenterYes)intheCompletedcolumn,orby
selectingtheCompletedcheckboxinthezoomedform.(Youcan
completealineonlyiftheoutstandingquantityiszero.)
Job-related Contract, Project, andCategory. Ifthepurchaseorderisjob

purchase orders
related,specifywheretheitemsorresourcesaregoingtobe
used.IfyouusedifferenttermsthanContract,Project,and
theminstead.
Forjobrelatedpurchaseorders,youcanalsospecifytheBilling
Type,Billing Rate,andAR Item Number,dependingonthe
projecttypeandaccountingmethod.
PurchaseOrdersupdatesthecommittedquantitiesandcostsin
theProjectandJobCostingmodulewiththeamountson
purchaseorders.
Item Number andDescription.Typetheitemnumberorchoose

itfromtheFinder.ForjobrelatedPOs,thismaybetheemployee
numberforalaborresource.
Thedescriptionautomaticallyappearsforaninventoryitem(or
employee);otherwise,typeadescriptionfornoninventory
items.Youcaneditdescriptionsforalldetails.
IftheAllowReceiptofNonstockItemsisselectedinInventory
Control,youcanenteritemnumbersfornonstockitems.

Manufacturers PurchaseOrdersalsoletsyouentermanufacturersitem
item numbers or
numbersinthisfieldiftheyhavebeenaddedinInventory
bar codes
Control.Thesenumberscouldincludeinternallyusedbarcodes,
UPCnumbers,orISBNslettingyouuseascanner(ortypea
shortcode)forenteringinventoryitemnumbers.
line.
Location.ThisfieldisavailableonlyifyouuseInventory
Control.Enterthecodeofthelocationwhereyouexpectto
receivetheshipment.Youcanskipthelocationfieldforanon
inventoryitem.
Purchase Orders
Drop-Ship.Enterthedropshipaddresswhenyouwanttoship
Requisitions &
theitemtoadifferentaddressfromtherestoftheorder,suchas
toacustomersbusiness:
Zoom button a. Clickthezoombutton(orpresstheShiftandF9keys

together)toopentheDropShipmentAddressform.
shiptoaddresscodefortheaddress.(Youcanselectthe
locationcodeonlyifyouuseInventoryControl.)
d. Typetheaddressoreditadisplayedaddress.
e. ClickClose.
Quantity Ordered and Unit of Measure.Youcanalsoselect

anotherunitofmeasureforaninventoryitemfromtheFinder.
Unit Cost and Extended Cost.Typethecostofasingleunitof

theitemthatyouareordering.Ifyouenteranextendedcost,the
programwillcalculateaunitcost.
User Guide 425

PurchaseOrdersdisplaysadefaultcostasfollows:
Ifyouhavesetupvendorcontractcosts,theprogram
displaysthecostspecifiedasacontractcostfortheitemand
unitofmeasure.
IfP/Odoesnotfindavalidcontractcost,itchecksthe
vendordetailstablesforanitemcost.
IfP/Odoesnotfindanyspecifiedcostsfortheitem,ituses
theinventorycostspecifiedintheP/OOptionsform.
Inmulticurrencyledgers,thecostisexpressedinthevendors
currency.
IfyouareusingProjectandJobCosting,theunitcostis
defaultedasfollows.
Ifthecontractisastandardcontract:
defaultedfromthecategoryresource.
basedontheDefaultUnitCostFromoptionforthe
employeeresourcecategory.
Ifthecontractisabasiccontract:
defaultedfromthecategory.
basedontheDefaultUnitCostFromoptionforthelabor
category.

ForacategorycostclassofMaterial(ifyouareusing
InventoryControl),thedefaultunitcostisbasedon
PurchaseOrdersdefaultitemcost(setinP/OOptions).
ForacategorycostofMaterial(ifyouarenotusing
InventoryControl),theunitcostisbasedonPurchase
Ordersvendorcosts.
Discount %, Discount Amount, andDiscounted Extended Cost

(optional).WhenyouenterafigureintheDiscountPercent
field,theprogramcalculatesthefigurefortheamountand
extendedcostfields.Youcanalsoenteradiscountforthewhole
purchaseorderonthetotalstab.
Weight Unit of Measure. Selecttheunitofmeasureforthe

weightofthisitemonthepurchaseordersuchas,pounds,
kilograms,ortons.
Purchase Orders
Requisitions &
fromtheitemrecord,butyoucanchangeittoanotherdefined
unitofmeasure(andtheprogramwillrecalculatetheweight
accordingly).
InventoryControl).
Unit Weight andExtended Weight (optional).Whenyouentera

figureinoneofthesefields,theprogramcalculatesthefigurefor
theotherfield.
Vendor Item Number (optional).Ifvendorsitemnumbersare

enteredinitemrecordsinInventoryControl,youcanselect
themfromtheFinderinPurchaseOrders.
Expected Arrival Date (optional).Thedefaultexpectedarrival

dateisthedatealreadyenteredintheArrivalDatefieldonthe
OrdertabofthePurchaseOrderEntryforms.
User Guide 427

Order Number (optional).IfyouuseSageAccpacOrderEntry,

youcanselectordernumbersfromtheFinder.(Youdonotseea
FinderifyoudonotuseOrderEntry.)
Comments or Instructions (optional).Toentercommentsor

instructionspertainingtothedetail,presstheShiftandF9keys
together,todisplaytheDetailComments/Instructionsform.
Thenspecifywhetheryouareenteringcommentsor
instructions,typetheremarks,andclickClose.
Quantity Received.Theamountreceivedtodateforthisdetail
line.
Quantity Outstanding.Tocompletealineandcancelremaining
outstandingunits,enterzero.
Expense Account.Thegeneralledgerexpenseaccount(fornon
inventoryitems).
Non-Stock Clearing Account. Thegeneralledgeraccount

whenyoushipthem.

automaticallyinsertthemanufacturersitemnumberinthis
field.

toeachofthedetaillinesinapurchaseorderifyouuseSage
AccpacsTransactionAnalysisandOptionalFieldCreator.
4. Ifyouwanttocheckpurchasinghistoryforanitem,andclick
theHistorybutton.Selecttheperiodandwhethertodisplay
historybyitemnumberorbyvendornumber,andthenspecify
theitemorvendor.Formoredetails,seethesectiononviewing
purchasehistoryinChapter5ofthisUserGuide.

Add more details 5. Whenfinishedenteringadetailinthedetailentrysectionofthe

Ordertab,pressInsertonthekeyboardtostartanewline.
Ifyouareusingthezoomeddetailentryform,clickAddtoadda
newdetail;clickSavetorecordchangesyoumadetoanexisting
detail.Toclosetheform,clickClose.
6. IfyouareusingthedetailentrysectionoftheOrdertab,and
youwanttocheckorchangetaxinformationforadetail,click
theItem/Taxbutton.Thisdisplaysthezoomeddetailentryform,
whichshowsthetaxinformationatthebottomoftheform.
Youcanchangethetaxclassandthetaxincludedchoice(if
permittedbythetaxauthority).SeeEditingTaxInformation,
laterinthischapter,formoreinformation.
Inaddition,youcanchangeothertaxinformationbyusingthe
Purchase Orders
Taxestab.Seestep8.
Requisitions &
7. Ifthereismorethanonedetailline,youcanconsolidatethem
intooneline,iftheyhavesimilarattributes.Formoredetailson
consolidatingdetails,seethetopicAutomaticallyCreating
PurchaseOrdersfromRequisitionsinChapter2ofthisguide.
Taxes tab 8. ChoosetheTaxestabtoseetaxinformationrelatedtothe

vendorandtheentirepurchaseorder.Onthistab,youcan
changethefollowingtaxinformation:
VendorsTaxGroup(unlessyouhavealreadyaddeddetail
lines).
VendorsTaxClassforeachtaxauthority.
TaxAmountforeachtaxauthorityonthePurchaseOrder.
TaxReportingAmountifyoureporttaxesinadifferent
currencythanusedbyyouoryourvendor.
TheprogramusesthevendorsTaxGroupandTaxClass(as
wellasthedetailsTaxClass)whenitcalculatestaxamounts.
User Guide 429

SeeEditingTaxInformation,laterinthischapter,formore
information.
Optional Fields tab 9. IftheOptionalFieldstabappears,clickittoenteradditional

informationforthepurchaseorder.
NotethatoptionalfieldsontheOptionalFieldstabapplytothe
wholepurchaseorder,whereasoptionalfieldsonadetailline
applyonlytoasinglepurchaseorderdetail.
Formoreinformation,seeEnteringOptionalField
Rates tab 10. Ifyouusemulticurrencyaccountingandthedocumentisnotin

functionalcurrencyandyouneedtoedittheexchangerates,
choosetheRatestab.
TheRatestabwillalsoappearifyoureporttaxesinanother
currency.
Multicurrency Formoreinformationonexchangerates,seeEditingExchange
ledgers
Rates,laterinthischapter.
Totals tab 11. Beforeyoupostapurchaseorder,choosetheTotalstabto:
Entercomments(upto250characters)pertainingtothe
purchaseorder.
Verifythetotalweightoftheitemsordered.
Specifythenumberofmailinglabelsforthevendorand
purchaseorder.
Enteradiscountpercentoramountforthewholepurchase
order.
Verifypurchaseordertotalsandtaxamounts.
12. Whenready,clickPosttopostthepurchaseorder.

Editing Tax Information
Printing the 13. Whenpostingiscompleted,chooseYesattheconfirmation

purchase order
messagetoprintacopyofthepurchaseorderyoujustposted;
otherwise,chooseNo.
Youcanprintthepurchaseorderlater(orsenditbyemail)
usingthePrintPurchaseOrdersform.Formoreinformation
aboutprintingpurchaseorders,seePrintingPurchaseOrders,
laterinthischapter.
14. ClickClosetoclosethePurchaseOrderEntryform.

Before you start Beforeyouenterpurchaseorders,youmustdefinethetax
authorities,classes,groups,andratesyouneedintheTaxServices
Purchase Orders
Requisitions &
formsinCommonServices.Youalsoindicatewhethertaxcanbe
includedinitemcostsforeachauthority.
Youshouldalso:
AssignataxgrouptoeachvendorrecordinAccountsPayable
andindicateiftaxesareincludedinvendorprices.
Assignalltherelevanttaxauthoritiesandcorrespondingtax
classestoitemsineachitemrecord.
To change Tochangetaxamountsforpurchaseorders,youcan:
tax amounts
Changethevendorstaxgroup(ontheTaxestab).
Changethevendorstaxclassandtaxamountforeachtax
authority(ontheTaxestab).
Changethetaxclassandtaxablestatusforeachtaxauthority
assignedtoanitemdetail(usetheDetailItems/Taxesformby
clickingtheItem/TaxbuttonorpressingF9).
OverridethetaxamountontheTaxestab.
User Guide 431

OverridethetaxreportingamountontheTaxestab(ifyou
reporttaxesinanothercurrency).
Changing tax rates Tochangetaxratesforataxauthority,usetheTaxServicesformsin

CommonServices.
To edit tax information for a detail:
1. Tocalculatethetaxforapurchaseorderthatyouhavenotyet
posted,choosetheCalculateTaxbuttonontheformthatshows
thedetails.
NotethatifyouchoosetheCalculateTaxbuttonaftereditingtax
amountsontheTaxestab,yourchangesontheTaxestabwillbe
canceledandtheoriginaltaxamountscalculatedbytheprogram
willbereinserted.
2. Toviewtaxinformationortochangesometaxinformationfora
detail,usetheDetailItems/Taxes(zoomedentry)form.Toopen
itfromthedetailentrysectionoftheOrdertab,highlightthe
detaillineandclicktheItem/Taxbutton(orpressF9).
The Detail
Items/Taxes form
for a detail

3. Selectadifferenttaxclassforanauthorityandchangethechoice
fortheTaxIncludedoption(ifpermittedfortheauthorityinTax
Services),asneeded.

4. Whenfinished,clickClose.
5. Tochecktaxamountsforthepurchaseorder,choosetheTotals
tab.
To edit tax information for the vendor:
1. Ifyouwanttocheckorchangetaxinformationforthevendor,
choosetheTaxestab.
The Taxes tab

shows the tax
calculations for
the total purchase
order
If you report taxes

in another
Purchase Orders
Requisitions &
currency, this tab
will display a tax
amount and a tax
reporting amount
field.

2. Editthevendortaxclassesandtaxamounts,asneeded.
Tocancelallchangesyoumaketotaxamounts,clickthe
CalculateTaxbutton.
3. Whenfinishededitingtaxes,clickClose.
FormoreinformationabouteditingtaxesinPurchaseOrders,see
EditingVendorandDetailTaxInformationinChapter2.
User Guide 433


Before you start ChoosetheoptionalfieldsyouwanttoaddtotheRequisitionEntry
andPurchaseOrderEntrytabsanddetaillines,usingtheOptional
Fieldssetupform.
YoucanaddasmanyoptionalfieldsasyouneedtotheOptional
Fieldstabandtodetaillines.
To enter optional field information:
1. ChoosetheOptionalFieldstabintheRequisitionEntryor
PurchaseOrderEntryformtodisplayoptionalfieldsforthe
wholepurchaseorder:
The Purchase
Orders Optional
Fields tab

2. Addtheinformationyouwantintheoptionalfields.
Finder IftheValuefieldhasaFinderbutton,youmustuseoneofthe
entriesdisplayedbytheFinder.Nootherentriesarevalid.(You
definethevalidentriesforoptionalfieldsusingtheOptional
FieldsforminCommonServices.)

Editing Exchange Rates
Changing the Ifyouchangethevalidentriesforanoptionalfield(intheOptional

valid entries for
Fieldsform),andtheneditentriesinanexistingrequisitionor
optional fields can
invalidate current purchaseorder,youmayfindthatoldfieldentrieshavebecome
entries invalid.SelectnewentriesfromtheFinder.
Editing Exchange Rates

Multicurrency TheRatestabappearsinamulticurrencyledgeronlyifthevendor
ledgers
doesnotusethefunctionalcurrency.
YouenterexchangerateinformationinthePurchaseOrderEntry
formifyoudonotwanttousethecurrentexchangerateforthe
purchaseorderratedate,orifnorateisenteredforthatdate.
NotethatyoucannoteditexchangeratesbetweentwoEMUmember
Purchase Orders
Requisitions &
currencies,orbetweentheeuroandEMUmembercurrencies.
To edit the exchange rate for a purchase order:
1. ChoosetheRatestabinthePurchaseOrderEntryform.
The Purchase
Order Rates tab
The Tax Reporting

currency rate
appears only if
you report taxes in
a currency that is
different from your
currency and the
vendors currency.

Theprogramdisplaystherateinformationforthepurchase
orderdateandthevendorscurrencyandratetype.
User Guide 435

2. TochangetheRateTypecode,typethecodeyouwanttouseor
selectitfromtheFinder.(Thiscodeidentifiesthemethodusedto
convertsourcecurrencyamountsonpurchaseordersto
functionalcurrencyequivalents.)
3. Tochangetheratedateforselectingthepurchaseorder
exchangeratefromthecurrencyratetableinCommonServices,
typeanewdate.
4. Iftherateyouwantisnotdisplayed,entertheratefor
convertingthesourcecurrencyamountsonthepurchaseorder
tofunctionalcurrencyamounts.

Youcancreatepurchaseordersautomaticallyfromrequisitions,
fromreorderinformationinInventoryControl(ifyouuseSage
AccpacInventoryControlwithPurchaseOrders),andfromcurrent
salesordersinOrderEntry(ifyouuseSageAccpacOrderEntrywith
PurchaseOrders).
Creating Purchase Orders from Requisitions

Followtheinstructionsinthissectiontoautomaticallycreate
purchaseordersfromtherequisitionsyouaddedinPurchase
Orders.
Formoreinformationaboutcreatingpurchaseordersfrom
requisitions,seeAutomaticallyCreatingPurchaseOrdersfrom
RequisitionsinChapter2.
Before you start UsetheRequisitionEntryformtocreateorimportrequisitions.
Determinetherequisitions,vendors,anddatesforwhichyou
wanttocreatepurchaseorders.
InAccountsPayable:

Addanynewvendornumbersusedinrequisitionsfor
whichyouwanttocreatepurchaseorders.(Theprogram
cannotcreatepurchaseordersforvendornumbersthatare
notdefinedinAccountsPayable.)
Makesurethevendornumbersyouwanttouseareall
active.Youcannotcreatepurchaseordersforinactive
vendors.
InInventoryControl,makesurethat:
Allitemsyouareorderingforalocationareallowedatthe
location.
Youspecifiedonlyactiveitemsandlocationsonthe
requisitionsforwhichtocreatepurchaseorders.
ChooseTransactionListfromtheAnalyticalReportsfolder,and
Purchase Orders
Requisitions &
thenprintadetailedlistoftherequisitionsfromwhichyouare
readytocreatepurchaseorders.Makeanychangesyouneedto
therequisitions,usingtheRequisitionEntryform.
To create purchase orders from requisitions:
1. FromtheCreatePurchaseOrdersfolder,chooseCreatePOs
FromRequisitions.
You cannot consolidate

items if you are assigning
optional fields to the
purchase orders.

2. Specifytherangesofrequisitionnumbers,requisitiondates,and
vendorsforwhichtocreatepurchaseorders:
User Guide 437

From Requisition Number / To Requisition Number. Typeoruse

theFindertoselectthefirstandlastrequisitionnumbersinthe
rangeofrequisitions.
From Requisition Date / To Requisition Date. Enterthefirstand

lastdatesintherangeofrequisitiondates.Youcanclickthe
downarrownexttothefieldtodisplayacalendarfromwhichto
choosethedate.
From Vendor Number / To Vendor Number. Typeorusethe

Findertoselectthefirstandlastvendornumbersintherangeof
vendors.
Consolidate Items. Selectthisoptiontoconsolidateall

requisitiondetailsforthesamevendor,item,unitofmeasure,
location,andexpectedarrivaldateintoasingledetaillineonthe
purchaseorder.
Sales order numbers Ifyouusethisoption,theresultingpurchaseorderswillnot

includeanysalesordernumbersyouspecifiedonthe
requisitions.
Drop-ship addresses Requisitiondetailsthatincludedropshipaddressesarenot

consolidated;aseparatedetaillineiscreatedonthepurchase
orderforeachrequisitiondetailwithadropshipaddress.
Include Blank Vendors. Selectthisoptiontoincluderequisition

detailswithblankvendornumbers.
Creating purchase Ifyouarecreatingpurchaseordersforasinglevendor(you

orders for details
typedthesamevendornumberintheFromVendorNumber
with no vendor
number andToVendorNumberfields),thepurchaseorderforthat
vendorincludesalldetaillineswithblankvendornumbersthat
werecontainedintheselectedrequisitions.
Using [I/C] Vendor Type. Thisoptionappearsonlyifyouselect

theIncludeBlankVendorsoption.IfyoudonotuseInventory
Control,theoptioniscalledUsingVendorType.
Selectthisoptiontoaddrequisitiondetailswithoutvendor
numberstopurchaseorderswhenthepurchaseordervendoris

assignedinInventoryControlitemrecordsasthevendortype
specifiedfortherequisitiondetails.
Job Related. Selectthisoptiontocreatepurchaseordersfrom

jobrelatedrequisitions.
Notethatyoucannotmixjobrelatedandnonjobrelated
requisitionswhencreatingpurchaseorders.Ifyouwanttocreate
POsfrombothtypesofrequisitions,youmustrunthisfunction
twice.
Optional fields for 3. ClicktheOptionalFieldstab,andthentypeorusetheFinderto

the PO header
selecttheentriesyouwanttheprogramtoinsertintheOptional
Fieldstabsofeachpurchaseorder.
Ifyouusethesameoptionalfieldsonrequisitionsandpurchase
orders,theoptionalfieldentriesontherequisitionwillappear
Purchase Orders
bydefaultonthepurchaseordersunlessyouspecifydifferent
Requisitions &
entrieshere.
Optional fields for 4. ClicktheDetailOptionalFieldstab,andusetheFindertoselect

PO details
theoptionalfieldsthatyouwanttoappearoneachpurchase
orderdetail.
Ifyouusethesamefieldsonrequisitiondetailsandpurchase
orderdetails,theoptionalfieldentriesontherequisitiondetails
willappearbydefaultonthepurchaseorderdetailsunlessyou
specifyentrieshere.
5. ClickProcesstocreatethepurchaseorders.
PurchaseOrderscreatesapurchaseorderforeachvendorinthe
rangesyouspecified.
Assigning dates Theprogramassignsthecurrentsessiondateandthenext

and document
availablepurchaseordernumbertoeachdocument,usingthe
numbers
length,prefix,andnumberspecifiedforpurchaseordersinthe
Optionsform.
User Guide 439

Purchase orders Ifyoucreateapurchaseorderforavendoraccountthatison

for on-hold
holdinAccountsPayable,thepurchaseorderwillalsobeon
requisitions or
vendors hold.Requisitionsthatareonholdarenotincludedinthe
purchaseorderscreatedautomatically.
6. Whenthepurchaseordershavebeenposted,youseeamessage
thatdisplaysthenumberofpurchaseordersthatwerecreated.
Printing the Toprintthepurchaseorders,choosePurchaseOrdersfromthe

purchase orders
Formsfolder.Formoreinformation,seePrintingPurchase
Orders,laterinthischapter.
Whenprocessingiscomplete,specifyanotherrangeofdatafor
whichtocreatepurchaseorders,ifnecessary.
7. Whenfinishedcreatingpurchaseorders,clickClose.
After using PrintadetailedTransactionListforthepurchaseordersyou

created,choosingTransactionListfromtheAnalyticalReports
folder.
Makeanychangesyouneedtothepurchaseorders,usingthe
Printcopiesofthepurchaseordersyouneedtomailtovendors
andfilewithyourrecords.
Creating Purchase Orders from Inventory Control Reorder

Quantities
IfyouuseInventoryControlwithPurchaseOrders,youcancreate
purchaseordersautomaticallyfromthereorderquantitiesyouhave
definedforitemsinInventoryControl,asdescribedinthissection.
Formoreinformationaboutcreatingpurchaseordersfrom
requisitions,seeCreatingPurchaseOrdersfromInventoryControl
ReorderQuantitiesinChapter2.
Before you start SetuporupdatereorderinformationinInventoryControls

ReorderQuantitiesform.

AssignvendortypestoitemrecordsinInventoryControl
(optional).
Determinethevendors,items,andlocationsforwhichyouwant
tocreatepurchaseorders.
Determinetherundatetousetoselectreorderperiodsfrom
InventoryControlandtoassigntothepurchaseordersyou
create.
Determinethemethodsbywhichtoselectitemsandquantities
toorder.
ChooseReorderReportfromtheStockControlReportsfolderin
InventoryControltoprintareportofthequantitiesyouneedto
order.
To create purchase orders from Inventory Control reorder data:
Purchase Orders
Requisitions &
1. FromtheCreatePurchaseOrdersfolder,chooseCreatePOs
FromI/C.
If you reorder
quantities for all
locations, you
specify the
Reorder Location
here, instead of
specifying a range
of locations.

2. Fillinfieldsandmakeselectionsasfollows:
Run Date. Enterthedatetoassigntonewpurchaseordersand

touseforselectingtheperiodfromwhichtoorderitemsin
InventoryControlsReorderQuantitiesform.
User Guide 441

From/To Vendor Number. Specifytherangeofvendornumbers

forwhichtocreatepurchaseorders.
From Item Number / To Item Number. TypeorusetheFinderto

selectthefirstandlastitemnumbersintherangeofitems.
Reorder Quantities For. SelectSpecificLocationorAllLocations.
IfyouchooseSpecificLocation,PurchaseOrderscalculatesa
separatereorderquantityforeachlocation.
IfyouchooseAllLocations,PurchaseOrdersusesthesumofthe
quantitiesatalllocationstodeterminethequantitytoorder.
From Location / To Location. Ifyouchosetoreorderquantities

forspecificlocationsinthepreviousfield,typeorusetheFinder
toselectthefirstandlastlocationcodesintherangeoflocations.
Reorder Location.Ifyouchosetoreorderquantitiesforall
locations,typethelocationatwhichyouwanttoreceivethe
goods.
Create If The Vendor Is. Ifyouwishtoselectitemsbytheir

vendortypes,click(orusetheSpacebartoselect)thevendor
typesforwhichtoselectitems.Chooseasmanyvendortypesas
youwish.
Itemsintherangeyouspecifiedareselectedifthevendor
numberforwhichyouarecreatingapurchaseorderisspecified
asoneoftheselectedvendortypesinthevendordetailsrecord.
Reorder. Selectthemethodbywhichtodeterminetheitem
numberstobereordered:
All Items. Selectthisoptiontoorderallselecteditemsthat

arebelowtheirmaximumquantitiesinInventoryControl.
Items Below Minimum. Selectthisoptiontoorderselected

itemsiftheirquantitiesonhandarebelowtheminimum
quantitiesenteredforthemintheReorderQuantitiesformin
InventoryControl.

Items Below Projected Sales For [ ] Days. Selectthis

optiontoorderitemsforwhichquantitiesonhandwillbe
belowtheperiodsprojectedsalesforthenumberofdays
youtype.
Therundateyouspecifysetsthebeginningdateofthe
numberofdaysyouspecify.
Reorder Quantity. Selectthemethodbywhichtodeterminethe

itemquantitiestoorder.PurchaseOrderscalculatesthe
quantitiestoorderbasedonmultiplesofthereorderquantity
enteredforeachitemintheReorderQuantitiesformin
InventoryControl.
Themethodsyoucanselectare:
Up To Maximum. Selectthisoptiontoorderthequantityof
Purchase Orders
eachitemthatwillbringtheitemsquantityonhandupto
Requisitions &
orcloseto,butnotover,themaximumamountspecifiedin
theReorderQuantitiesform.
Above Maximum. Selectthisoptiontoordertheitem

quantitythatwillbringthequantityonhandforeachitem
uptoatleastthemaximumamountspecifiedfortheitemin
theReorderQuantitiesform.Thischoicecanresultin
quantitiesthatarehigherthanthemaximumamount.
Up To Projected Sales For [] Days. Selectthisoptionto

ordertheitemquantitythatwillbringeachitemsquantity
onhanduptoorcloseto,butnotover,theprojectedsales
quantityforthenumberofdaysyouspecify,beginningon
therundate.
Above Projected Sales For [] Days. Selectthisoptionto

ordertheitemquantitythatwillincreaseeachitems
quantityonhandtomore thantheprojectedsalesquantity
forthenumberofdaysyouspecify,beginningontherun
date.
User Guide 443


the PO header
selecttheentriesyouwanttheprogramtoinsertinOptional
Fieldstabofeachpurchaseorder.

the PO details
orderdetail.
PurchaseOrderscreatesasinglepurchaseorderforthespecified
vendorandeveryitemandquantitythatfitsthecriteriayou
defined.Theprogramassignsthenextavailablepurchaseorder
numbertothedocument,usingthelength,prefix,andnumber
forpurchaseordersintheOptionsform.
Printing the Toprintthepurchaseorders,choosePurchaseOrdersfromthe

purchase orders
Formsfolder.Formoreinformationaboutprintingpurchase
orders,seePrintingPurchaseOrders,laterinthischapter.
7. Whenfinishedcreatingpurchaseorders,clickClose.

folder.
PurchaseOrderEntryform,thenpostthepurchaseordersand
printcopiesofthem.
PrintanewcopyoftheReorderreportinInventoryControlto
findoutwhetheryoureorderedalltheitemsyouneed.

Creating Purchase Orders from Order Entry Sales Orders

YoucanautomaticallycreatepurchaseordersfromOrderEntrysales
ordersifyouuseSageAccpacOrderEntrywithPurchaseOrders.
FollowtheinstructionsinthissectiontousetheCreatePOsFrom
O/Eform.
Formoreinformation,seeCreatingPurchaseOrdersfromOrder
EntrySalesOrdersinChapter2.
Before you begin AssignvendortypestoitemrecordsinInventoryControl.
Determinethecustomers,orders,dates,andvendortypesfor
whichyouwanttocreatepurchaseorders.
To create purchase orders from Order Entry sales orders:
1. ChooseCreatePOsFromO/EfromtheCreatePurchaseOrders
Purchase Orders
Requisitions &
folder.
You cannot consolidate items

if you are assigning optional
fields to the purchase orders.

2. Fillinfieldsandmakeselectionsasfollows:
From Customer Number / To Customer Number. Typeoruse

theFindertoselectthefirstandlastcustomernumbersinthe
rangeofcustomersforwhoseordersyouwanttocreate
purchaseorders.
User Guide 445

From Order Number / To Order Number. TypeorusetheFinder

toselectthefirstandlastnumbersintherangeofOrderEntry
ordersfromwhichtocreatepurchaseorders.
From Order Date / To Order Date. Entertheearliestandlatest

orderdatesfromwhichtoselectorders.
From Expected Ship Date / To Expected Ship Date. Enterthe

earliestandlatestexpectedshipdatesintherangeofexpected
shipdatesonthesalesordersfromwhichyouwanttocreate
purchaseorders.
[I/C] Vendor Type. Selectthevendortypetoidentifytheitem

recordsforwhichyouwillcreatepurchaseorders.
Theprogramcreatespurchaseordersonlyforitemrecordsthat
havetheselectedvendortypeassignedtothem.
Create Purchase Order For Each. ClickorusetheSpacebarto

select:
Vendor. Selectthisoptiontocreatepurchaseordersby
vendornumber,producingonlyonepurchaseorderforeach
vendor.
Order. Selectthisoptiontocreateaseparatepurchaseorder
foreachordernumberandeachvendorlistedontheorder.
Include. Selectthemethodbywhichtodeterminewhichitems
andquantitiestoorder:
All Items. Selectthisoptiontoorderallitemsandquantities

specifiedontheselectedsalesorders.
Items With Insufficient Quantities. Selectthisoptiontoorder

onlyitemsforwhichtherearenotenoughunitsonhandin
InventoryControltofilltheselectedorders.
Items On Backorder. Selectthisoptiontoorderonlythe

numberofunitsofeachitemforwhichabackorderquantity
existsintheselectedorders.

Theprogramsubtractsanyquantityofthespecifieditemsthat
wasaddedtoapreviouspurchaseorder.
Drop Ship Items. Selectthisoptiontoincludethedropship

addressesenteredforitemsandcustomersontheOrderEntry
orders.
Consolidate Items. Selectthisoption(ifyoudidnotselectthe

DropShipItemsoption)toconsolidatedetailswiththesame
itemnumber,location,andunitofmeasureintosingledetailson
thepurchaseordersforselectedvendors.
Include Non-stock Items.Selectthisoptiontoincludenonstock

itemsfromOrderEntryorders.Ifyoudonotchoosetheoption,
nonstockitemswillbeomittedfromtheFinderandtreatedas
noninventoryitems.(Thisoptionappearsonlyifyouallow
receiptofnonstockitemsinInventoryControl.)
Purchase Orders
Requisitions &
the PO header
selecttheentriesyouwanttheprogramtoinsertinOptional
Fieldstabofeachpurchaseorder.

PO details
orderdetail.
Theprogramcreatesapurchaseorderforeachofthevendors
thatisspecifiedasthevendortypeyouselectedfortheitems
andordersthatmeetthecriteriayouchose.
Theprogramassignsthenextavailablepurchaseordernumber
tothedocument,usingthelength,prefix,andpurchaseorder
numberspecifiedintheOptionsform.
User Guide 447

Printing the UsethePurchaseOrdersform(selectedfromtheP/OForms

purchase orders
folder)toprintcopiesofthepurchaseorders.Formore
informationaboutprintingpurchaseorders,seePrinting
PurchaseOrders,laterinthischapter.
7. Whenfinishedcreatingpurchaseorders,clickClosetoclosethe
form.

folder.
Printcopiesofthepurchaseordersforyourrecordsandtomail
tovendors.
PurchaseOrdersallowsyoutoprintrequisitionsattwostagesof
processing:
Youcanprintarequisitionimmediatelyafterpostingit,as
describedinthesectionPrintingaSingleRequisition
ImmediatelyafterPosting.
Youcanprintarangeofrequisitionsatanytimebeforetheyare
clearedfromPurchaseOrders,asdescribedinthesection
PrintingaRangeofRequisitions.
Before you start Createtheformatfortherequisition,oradaptthesampleformat

thatcomeswithPurchaseOrders.Forinstructions,refertothe
documentCustomizingPrintedFormswithCrystalReports
(fromtheMicrosoftWindowsStartmenu,clickPrograms,then
SageAccpac,thenOnlineDocumentation).

Puttherightformsortypeofpaperintheprinter.
Selecttheprintingdestinationandprinterorfiletowhichyou
willprint.
Ifyouusepreprintedforms,printatestrequisitiontocheckthe
alignmentoftheformsinyourprinter.
Iftheformalignmentisnotcorrect,adjustthepaperinthe
printer,andthenchooseAlignagaintoprintanothertestcopy.
Printing a Single Requisition Immediately after Posting

Youcanprintarequisitionimmediatelyafterpostingit.
To print a requisition after posting:
1. IntheRequisitionEntryform,clickPosttopostarequisition.
Purchase Orders
Requisitions &
Afterposting,youseeamessagelikethefollowing:

2. ClickYestoopentheRequisitionsform.
The Requisitions
form for printing a
single requisition

3. Typethenameoftherequisitionformyouwanttouse.Ifyou
arenotsureofthename,clickBrowse,thenselecttheformfrom
thelistthatappears.
4. Whenreadytoprinttherequisition,clickPrint.
User Guide 449

Printing a Range of Requisitions

Youcanprintrequisitionsatanytimeaftertheyareposted,before
theyareclearedfromPurchaseOrders.
To print a range of requisitions:
1. FromtheP/OFormsfolder,chooseRequisitions.

2. Selecttherequisitionstoprintasfollows:
Use Requisition. Selectthenameoftherequisitionformtouse.
Ifyouarenotsureofthename,chooseBrowse,thenselectthe
formfromthelistthatappears.
From Requisition Number / To Requisition Number. Enterthe

firstandlastrequisitionnumbersintherangeyouwanttoprint,
orusetheFindertoselecttherange.
Include Requisitions Already Printed. Selectthisoptionifyou

wanttoprintnewcopiesofrequisitionsthatyouprintedbefore.
3. Whenreadytoprinttherequisitions,choosePrint.
After printing Checktherequisitionsyouprintedtobesuretheyarecompleteand

requisitions
correct.MakeanychangesyouneedusingtheRequisitionEntry
form,andthenreprinttheeditedrequisitions.


Youcanprintpurchaseordersattwostagesofprocessing:
Youcanprintapurchaseorderimmediatelyafterpostingit,as
describedinthesectionPrintingaPurchaseOrderImmediately
afterPosting.
Youcanprintarangeofpurchaseordersbeforetheyarecleared
fromPurchaseOrders,asdescribedinthesectionPrintinga
RangeofPurchaseOrders.
Before you start Createtheformatforthepurchaseorders,oradaptoneofthe

sampleformatsthatcomeswithPurchaseOrders.For
instructions,refertothedocumentCustomizingPrintedForms
withCrystalReports(fromtheMicrosoftWindowsStartmenu,
choosePrograms,thenSageAccpac,thenOnline
Purchase Orders
Requisitions &
Documentation).
Ifyouaresendingpurchaseordersbyemail,usetheEmail
MessagesformintheP/OSetupfoldertocreatetheemail
messagethatyouwanttosendtovendors.
E-mailing purchase Foreachvendorthatyouwanttoemail,youmustsetthe

orders
DeliveryMethodtoEmailortoContactsEmailonthe
ProcessingtabofthevendorrecordinAccountsPayable.
Puttherightpreprintedformsortypeofpaperintoyourprinter.
Selecttheprintingdestinationandprinterorfiletowhichyou
willprint.
Ifyouusepreprintedforms,printatestcopyofthedocumentto
checkthealignmentoftheformsinyourprinter.
printer,thenchooseAlignagaintoprintanothertestcopy.
User Guide 451

Printing a Purchase Order Immediately after Posting

Youcanprintasinglepurchaseorderimmediatelyafterpostingit.
Youcanalsoprintarangeofpurchaseordersthatyoucreated
automatically,immediatelyaftertheyareposted.
To print a purchase order after posting:
1. InthePurchaseOrderEntryform,clickPosttopostapurchase
order.
Whentheprogrampoststhepurchaseorder,itdisplaysa
messagelikethefollowing:

2. ClickYestoprintthepurchaseorder.Theprogramopensthe
PurchaseOrdersform.
The Purchase
Orders form for
printing a single
purchase order

3. Typethenameofthepurchaseorderformyouwanttouse.
Ifyouarenotsureofthename,clickBrowse,thenselectthe
formfromthelistthatappears.
4. ForDeliveryMethod,choose:

Print Destination. ToprintthepurchaseorderusingSage

Accpacscurrentlyselectedprintdestinationforthisreport.
Vendor.Toprintusingthedeliverymethodsetinthevendor
accountinAccountsPayable.ThiscanbeMail,Email,or
ContactsEmail.
IfMailisselectedinAccountsPayabletheprogramprintsto
thecurrentlyselectedprintdestinationusingthepurchase
orderformspecifiedintheUsePurchaseOrderfield.
E-mail message IfEmailorContactsEmailisselectedinAccountsPayable,

theprogramsendsthepurchaseorderasanemailusingthe
emailmessagespecifiedintheMessageIDfield.
Youcanviewandeditthemessagebyclickingtheuparrow
totherightoftheMessageIDfield.
Purchase Orders
Requisitions &
5. Choosehowyouwanttoprintpurchaseorders.
Include Details Already Printed. Selectthisoptiontoincludeall

thedetailsoneachpurchaseorderyouprint.Donotselectthe
optionifyouwishtoprintonlythedetailsyouhaveaddedsince
youlastprintedthepurchaseorders.
Use Custom Form.Selectthisoptiontohavetheprintprogram

ignoretheselectioncriteriaforprintingthePOthatyoujust
posted.Youcouldusethisoptiontoprintallpurchaseordersor
toprintwhicheverpurchaseordersarespecifiedinthereport
itself.
6. ClickPrint.
Printing a Range of Purchase Orders

Youcanprintpurchaseordersatanytimeaftertheyareposted,
beforetheyareclearedfromPurchaseOrders.
User Guide 453

To print a range of purchase orders:
1. FromtheP/OFormsfolder,choosePurchaseOrders.
If you choose the

vendor delivery
method, specify
the ID for the
e-mailed message
sent with purchase
orders.

2. Selecttherangeofpurchaseorderstoprintasfollows:
Use Purchase Order. Selectthenameofthepurchaseorderform

touse.
Ifyouarenotsureofthename,chooseBrowse,andthenselect
theformfromthelistthatappears.
From Purchase Order Number / To Purchase Order Number.

Enterthefirstandlastpurchaseordernumbersintherangeyou
wanttoprint,orusetheFindertoselecttherange.
3. Choosethedeliverymethodforpurchaseorders:
Print Destination. ToprintthepurchaseorderusingSageAccpac

ERPscurrentlyselectedprintdestinationforthisreport.
Vendor.Toprintusingthedeliverymethodsetinthevendor
accountinAccountsPayable.ThiscanbeMail,Email,or
ContactsEmail.
IfMailisselectedinAccountsPayable,theprogramprintsto
thecurrentlyselectedprintdestinationusingthepurchase
orderformspecifiedintheUsePurchaseOrderfield.

E-mail message IfEmailorContactsEmailisselectedinAccountsPayable,

theprogramsendsthepurchaseorderasanemailusingthe
emailmessagespecifiedintheMessageIDfield.
Youcanviewandeditthemessagebyclickingtheuparrow
totherightoftheMessageIDfield.
4. Specifythepurchaseorderswithintherangethatyouwantto
print:
Include. Usethisoptiontoselectthetypesofpurchaseordersto
print(Active,Future,Standing,andBlanket).Youcanselectall
oranycombinationoftheoptions.
Include Purchase Orders Already Printed. Selectthisoptionto

printanothercopyofpurchaseordersyouhaveprinted
previously.
Purchase Orders
Requisitions &
Include Details Already Printed. Selectthisoptiontoincludeall
thedetailsoneachpurchaseorderyouprint.Donotselectthe
optionifyouwishtoprintonlythedetailsyouhaveaddedsince
youlastprintedthepurchaseorders.
Use Custom Form.Selectthisoptiontohavetheprintprogram

ignoreallselectioncriteriaspecifiedonthisscreen.Youcanuse
thisoptiontoprintallpurchaseordersorwhenthereportitself
providesallthecriteriaforselectingpurchaseorders.
5. ClickPrint.
After printing Checkthepurchaseordersyouprintedtobesuretheyarecomplete

purchase orders
andcorrect.MakeanychangesyouneedusingthePurchaseOrder
Entryform,andthenreprintthepurchaseordersyouedited.
User Guide 455

Importing and Exporting Requisitions and Purchase Orders
Importing and Exporting Requisitions and Purchase

Orders
Importing Requisitions and Purchase Orders

UsetheImportcommandontheFilemenuintheRequisitionEntry
andPurchaseOrderEntryforms,respectively,totransfer
requisitionsandpurchaseorderscreatedinnonSageAccpac
applications(orinanotherPurchaseOrdersdatabaseatadifferent
location)toPurchaseOrders.
YoucanalsousetheImportcommandtoimportrequisitionsand
purchaseordersthatyoupreviouslyexportedforreuse.Ifyoudo
notimporttherequisitionorpurchaseordernumberfield,Purchase
Orderswillassignnewnumberswhenyouimporttherequisitions
orpurchaseorders.
Youcanimportthesamerequisitionsandpurchaseordersany
numberoftimesaslongastheimportfiledoesnotcontain
requisitionnumbersorpurchaseordernumbers(sotheprogram
assignsthem).Theoriginalfilefromwhichyouimportedthe
informationisretaineduntilyoudeleteit.
Notethatyoucannotimportpurchaseordersthatincluderequisition
numbers(intheFromRequisitionfield).
Multicurrency Youcannotimportmulticurrencyrequisitionsorpurchaseorders
ledgers
intoasinglecurrencyPurchaseOrderssystem.Editamulticurrency
importfiletoremovethemulticurrencyfieldsbeforeimporting.
Exporting Requisitions and Purchase Orders

UsetheExportcommandontheFilemenuintheRequisitionEntry
orPurchaseOrderEntryformtotransferrequisitionsorpurchase
orderscreatedinPurchaseOrderstononSageAccpacapplications,
ortoafiletobeeditedandimportedlater.

Importing and Exporting Requisitions and Purchase Orders
WhenyouchooseExport,youcansetselectioncriteriaforchoosing
therequisitionsandpurchaseordersthatyouwanttoexport.
Purchase Orders
Requisitions &
User Guide 457

Chapter 5
Processing Receipts, Invoices,
Returns, Credit Notes, and
Debit Notes
IconsforWorkingwithReceipts,Invoices,Returns,CreditNotes,andDebitNotes ... 52
WorkingwithReceipts,Invoices,Returns,CreditNotes,andDebitNotes ........ 52
PrintingReceivingSlipsandReturns ......................................... 53
ReportingReceipts,Invoices,Returns,CreditNotes,andDebitNotes ............ 53
AddingandEditingReceipts .................................................... 55
EnteringReceiptInformation ................................................ 57
EnteringReceiptDetails .................................................... 511
EnteringAdditionalCostswithReceipts ..................................... 517
EnteringOptionalInformation,EditingExchangeRates,EditingRetainage,and
CheckingTaxesandTotalsforthePrimaryVendor ....................... 523
PostingandPrintingReceipts ............................................... 525
Receipts, Invoices,
Returns, & Credits
InvoicingItemandAdditionalCostDetailsDuringReceiptEntry .............. 526
AddingInvoices .............................................................. 527
EnteringInvoiceInformation ............................................... 528
EnteringInvoiceItemDetails ............................................... 532
EnteringAdditionalCostswithInvoices ..................................... 534
EnteringOptionalInformation,EditingExchangeRates,EditingRetainage,
CheckingTaxesandTotals,andPostingtheInvoice ....................... 538
AddingandEditingReturns ................................................... 540
EnteringReturnInformation................................................ 541
EnteringReturnDetails .................................................... 544
EnteringOptionalFieldsInformation,EditingExchangeRates,and
CheckingReturnandTaxTotals......................................... 549
PostingandPrintingReturns ............................................... 550
User Guide 5i

AddingCreditNotesandDebitNotes .......................................... 551

EnteringCreditNoteandDebitNoteInformation ............................ 551
EnteringorEditingItemDetailsonCreditNotesorDebitNotes ............... 555
EnteringorEditingAdditionalCostDetailsonCreditNotesorDebitNotes .... 558
EnteringOptionalInformation,EditingExchangeRatesandTaxInformation ... 560
CheckingTotals,andPostingCreditNotesandDebitNotes ................... 560
EnteringExchangeRates ...................................................... 566
PrintingReceivingSlipsandReturns ........................................... 570
PrintingaReceivingSlipImmediatelyafterPosting .......................... 571
PrintingorEmailingaReturnImmediatelyafterPosting ..................... 572
PrintingaRangeofReceivingSlips ......................................... 573
PrintingorEmailingaRangeofReturns .................................... 574
UsingthePurchaseHistoryandPurchaseStatisticsForms ........................ 576
ViewingPurchaseHistory ................................................. 576
ViewingPurchaseStatistics ................................................ 578
Adding,Editing,andDeletingPurchaseStatistics ............................ 579
ImportingandExportingTransactions .......................................... 580
ImportingReceipts ........................................................ 580
ExportingReceipts,Invoices,Returns,CreditNotes,andDebitNotes .......... 581

Chapter 5
Processing Receipts, Invoices,
Returns, Credit Notes, and
Debit Notes
Thischaptercontainsinstructionsforenteringandpostingreceipts,
invoices,returns,creditnotes,anddebitnotesandforprinting
receivingslipsandreturnsinyourPurchaseOrderssystem.It
discussesthefollowingtopics:
Iconsusedtoprocessreceipts,invoices,returns,creditnotes,and
debitnotes.
Usingthetransactionentryforms:
Addingandeditingtransactions.
Editingtaxinformation.
Receipts, Invoices,
Returns, & Credits
Editingexchangerates.
Printingreceivingslipsandreturns.
Viewingpurchasehistoryandstatistics.
Importingandexportingreceiptsandreturns,andexporting
invoices,creditnotes,anddebitnotes.
Further SeeChapter2,WhatYouNeedtoKnowBeforeUsingPurchase
information
Orders,inthisguideforanoverviewofreceipt,invoice,return,
creditnote,anddebitnoteprocessing.
Practice with the ThePurchaseOrderschapterintheSageAccpacWorkbookprovides

sample data
stepbystepinstructionsforusingtheReceiptEntryform.
User Guide 51

Icons for Working with Receipts, Invoices, Returns, Credit Notes, and Debit Notes
YoucanrefertotheWorkbooklessonsforinformationaboutusingthe
ReceiptEntryform,andyoucandothelessonswiththesampledata
topracticeusingtheformwithoutaffectingyourowndata.
Use Help Forspecificinformationaboutafieldinaform,presstheF1key,

thenclicktheFieldListbuttonintheHelpscreen.Forinstructions
onhowtouseHelp,pressF1asecondtimefromanyHelpscreen.
Icons for Working with Receipts, Invoices, Returns,

Credit Notes, and Debit Notes
Thissectiondescribestheiconsyouusetoenterandpostreceipts,
invoices,returns,creditnotes,anddebitnotes,andprintthe
correspondingformsandreports.
UsetheseiconsinthePurchaseOrdersfoldertoaddreceipts,
invoices,returns,creditnotes,anddebitnotestoPurchaseOrders.
Working with Receipts, Invoices, Returns, Credit Notes, and Debit

Notes
Receipt Entry UsetheReceiptEntryformtoenter,edit,post,import,andexport
itemreceipts.
Invoice Entry UsetheInvoiceEntryformtoenter,post,andexportinvoicesfrom

yourvendors.
Return Entry UsetheReturnEntryformtoenter,post,andexportreturnsof

merchandisetoyourvendors.
Credit/Debit Note UsetheCredit/DebitNoteEntryformtoenter,post,andexport

Entry
creditnotesanddebitnotes.

Printing Receiving Slips and Returns

PurchaseOrdersprovidesasetofstandardformsforprintingcopies
ofreceiptsandreturns.TheFormsfoldercontainstheiconsfor
printingreceivingslipsandreturns.

Receiving slips TheReceivingSlipsformprintsdetailsofpostedreceipts,toconfirm
theshipmentsyouhavereceivedandtoverifyvendorinvoices.
Returns TheReturnsformprintsdetailsofpostedreturns,toprovidea
printedrecordofitemsyouhavereturnedtoyourvendors,andto
verifycreditnotes.Youcanalsosendreturnsbyemailtovendors.
Tosendemails,youhavetospecifyEmailorEmailContactas
thedeliverymethodforthevendorinAccountsPayable,aswellas
specifytheemailmessagethatyouwantsentwiththereturns.
Reporting Receipts, Invoices, Returns, Credit Notes, and Debit

Notes
PurchaseOrdersprovidesasetofreportsforlistingandtracking
Receipts, Invoices,
Returns, & Credits
receipts,invoices,returns,creditnotes,anddebitnotes.
YouchooseiconsfromtheAnalyticalReportsfoldertoprintreports
aboutreceipts,invoices,returns,creditnotes,anddebitnotes:

SeeChapter7,Reports,fordescriptionsandfurtherinformation
aboutreports.
User Guide 53

Transaction List TheTransactionListreportprovidesdetailedorsummary

informationfrompostedreceipts,invoices,returns,creditnotes,and
debitnotes,withinformationselectedandsortedaccordingtoyour
choices.
Purchase History Thisreportlistsinformationabouttheitemsyouhavepurchased,

received,andreturned,andthevendorsfromwhomyoupurchased
items.
Purchase Statistics Thisreportcontainsstatisticalinformationfrompostedtransactions,

includingthenumberofpurchaseorders,receipts,invoices,credit
notes,anddebitnotesthathavebeenpostedinPurchaseOrders,as
wellastheaverage,largestandsmallesttransactions.
Posting Journals Postingjournalslisttheentriesfromthereceipts,invoices,returns,

creditnotes,anddebitnotesyoupostedsincethelasttimeyouran
DayEndProcessing.Youcanalsoreprintpreviouslyprinted
journalsthatyouhavenotyetcleared.
G/L Transactions Thisreportliststhegeneralledgerjournalentriesthatresultedfrom

postedreceipts,invoices,returns,creditnotes,anddebitnotes.Itis
therecordofthetransactionsthatwerecreatedbyDayEnd
ProcessingforPurchaseOrdersinSageAccpacGeneralLedger,if
youuseit,orinafileyoucantransfertoyourgeneralledgersystem.
NotethatyoucanonlyprinttheG/LTransactionsreportbeforeyou
createthegeneralledgerbatch.IfyoucreateG/Ltransactionsduring
dayendprocessing,youwillnotbeabletoprinttheG/L
Transactionsreport.
Payables Clearing ThisreportliststhedebitandcreditentriestothePayablesClearing

Audit List
accountforreceipts,invoices,returns,creditnotes,anddebitnotes.
UsethelisttoreconcilethePayablesClearingaccount.
Committed Costs IfyouuseProjectandJobCosting,thisreportlistsjobrelated

Audit List
purchaseorders,receipts,andinvoicesthatupdatedcommitted
costsinProjectandJobCosting.

Adding and Editing Receipts

FromtheP/OTransactionsfolder,chooseReceiptEntrytoenter,
edit,andpostreceiptsandadditionalcosts.Youalsousethisformto
importandexportreceipts.
Youenterareceiptforasinglevendor,butyoucaninclude
additionalcostdetailsforasmanyvendorsasyouneed.
Before you start Beforeyouenternewreceipts,youshoulddefinethefollowing

PurchaseOrdersinformation:
Shipviacodes.
Templates.
Additionalcostcodes.
Optionalfields.
IfyoudonotuseInventoryControl,youmustalsodefine:
AccountSets.
Items.
Receipts, Invoices,
Returns, & Credits
Vendordetails.
Weightunitsofmeasure.
Choose order UsetheOptionsandG/LIntegrationformsto:

options
Assignorverifythelength,prefix,andnumbersforPurchase
Orderstoassigntoreceipts,ifyouwanttoassignnumbers
automatically.
Selectadefaulttemplate(optional).
SpecifywhentocreateandpostG/LandA/Ptransaction
batches.
ChoosethedescriptionandreferenceinformationforG/L
transactions.
User Guide 55

Youmustalsosetupthefollowinginformationinotherprograms:
Taxrecordsandcurrencyrecords(formulticurrencyledgers)in
CommonServices.
VendorandtermsrecordsinAccountsPayable.
Non-existent YoucanenterareceiptforavendorwhoisnotinAccounts
vendor records
Payable,butyoumustaddtherecordbeforeyoucanpostan
invoiceforthevendorinAccountsPayable.
One-time vendors Ifyoufrequentlyhaveonetimecashpurchases,createavendor

recordforallonetimepurchasesinAccountsPayable.
Item,pricelist,location,accountset,andcategoryrecordsin
InventoryControl,ifyouuseSageAccpacInventoryControl.
OptionalfieldsthatyouwanttoaddtoanyofthePurchase
Ordersentryforms.(AddedfirstinCommonServices.)
Further TheGettingStartedmanualprovidesdetailedinformationandsteps
information
forsettingupaPurchaseOrderssysteminChapters2and3.
Preparing to enter Beforeenteringreceipts,makesureyouhavecompleteinformation

receipts
foreachreceipt,including:
Vendornumber.
Receiptnumber(ifyouwanttoassignyourowndocument
numbers).
Purchaseordernumbers(ifyouwanttopostthereceiptagainst
existingpurchaseorders).
Allitemnumbersand,ifyoualsouseInventoryControl,
correspondinglocations,unitsofmeasure,andquantitieson
order.
Additionalcostvendorsanddetails.
Further ForinformationabouthowreceiptsareusedinPurchaseOrders,see
reading
ProcessingReceipts,inChapter2.

Entering Receipt Information

FromtheP/OTransactionsfolder,chooseReceiptEntry.The
followingformappears,showingtheReceipttabfirst:
The retainage
option is available
for job-related
receipts if you use
retainage
accounting in A/P.

1. Typethereceiptnumbertoassignyourownnumberorselectan
existingreceipttoedit,orleavethefieldshowing***NEW***to
Receipts, Invoices,
Returns, & Credits
startanewreceiptandallowPurchaseOrderstoassignthe
documentnumber.
YoucanalsoselectexistingreceiptnumbersfromtheFinder,or
clicktheNewbuttontostartanewreceipt.
2. TypeavendornumberorselectitfromtheFinder,orselectthe
purchaseorderfromtheFinderinthePONumberfieldandthe
vendornumberisinsertedautomatically.
New button Ifyouwish,youcanaddnewvendorrecordstoAccounts

PayablefromtheReceiptEntryform.Typethenewnumber,and
thenclicktheNewbuttontoopentheAccountsPayable
Vendorsformandaddtherecord.Youcanalsojusttypethenew
vendornumber(clickClosewhenamessagewarnsyouthatthe
User Guide 57

vendordoesnotexist),enterthevendorsname,andthenadd
thevendortoAccountsPayablelater.
Note: YoumustaddnewvendorrecordsinAccounts
Payablebeforeyoucanpostinvoicesfortheminthe

clicktheZoombuttonattherightoftheVendorNumberfieldto

Multicurrency Inmulticurrencyledgers,ifthevendorcurrencydiffersfromthe
ledgers
company(functional)currency,PurchaseOrdersaddsaRates
tabwhereyoucanverifyandeditthereceiptexchangerate.
3. OntheReceipttab,addoreditreceiptinformation,including:
PO Number. Youcanselectthepurchaseordernumberfromthe
Finder.Youcanalsoleavethefieldblank.
Ifyouspecifyanexistingpurchaseordernumber,the
informationfromthepurchaseorderisinsertedforthereceipt.

Youcannotchangethepurchaseordernumberafterpostingthe
receipt.
From Multiple POs. Youcanselectthisoptionifyouwishto

receiveitemsfromseveralpurchaseordersforthevendor.
Tospecifyparticularpurchaseordersforthevendor,clickthe
expandbuttonnexttothefield.Thefollowingformappears,
lettingyouselectthepurchaseorderstoincludeonthereceipt.

Inthisform,usetheFindertoselectthepurchaseorders,press
theInsertkeytomovetoanewline,andthenclickReceive,and
Receipts, Invoices,
Returns, & Credits
thenClose.Thedetailsfromtheselectedpurchaseorders
automaticallyappearinthedetailentrysectionatthebottomof
theReceiptEntryform.
Job Related. Selectthisoptionifthereceiptisforaprojectyou

aremanagingwithProjectandJobCosting.Thecheckboxwillbe
selectedautomaticallyifyouchooseajobrelatedpurchase
order.
ThisoptionappearsonlyifyouhaveProjectandJobCosting.
Ifthereceiptisjobrelated,differentfieldsappearforthedetails
toletyouenterjobrelatedinformation.
User Guide 59

All purchase orders

must be job- Note: Ifyouarecreatingthereceiptfrommultiplepurchase
related orders,allPOsmustbeeitherjobrelatedornonjobrelated.
Retainage Retainage. Thisfieldappearsifthereceiptisjobrelated,and

accounting
youuseretainageaccountinginAccountsPayable.Ifyouchoose
Retainage,youcansettheretainagepercentageandperiodfor
eachdetailinthereceipt.(Bydefault,thesesettingscomeeither
fromthevendorrecordorfromthecategorytowhichyouassign
thecost.)
Whenyouchooseretainage,theprogramwilladdaRetainage
tabtotheReceiptEntryform.
Receipt DateandYear/Period. Enterthetransactiondateforthe

receipt,andtheyear/periodtowhichyouwanttopostthe
generalledgertransactions.
Template. Youcannotchangethedisplayedtemplatecodeif
youspecifyanexistingpurchaseordernumberoryouare
workingwithapreviouslypostedreceipt.
Ifyouselectanewtemplateafterchoosingthevendor,Purchase
Orderswillfillthereceiptfieldswiththeinformationfromthe
template.
Bill-To Location, Ship-To Location. IfyouuseSageAccpac

InventoryControl,youcantypein,orusetheFindertochoose,
billtolocationandshiptocodes.
IfyouusePurchaseOrdersasastandalonesystem,orifyou
wishtoedittheaddressforanInventoryControllocation,use
thezoombutton(clickthearrowheadnexttotheShipToorBill
TofieldorpressF9inthefield)andentertheaddressintheform
thatappears.
FOB Point. Ifapplicable,enterthelocationatwhichthevendor

beginschargingfreightonyourshipment.

Ship Via. Youcantypein,orusetheFindertochoose,ashipvia

code.Afteryouenterthecode,itsdescriptionautomatically
appearsintheadjacentfield.
Terms Code. Youcantypein,orusetheFindertochoosethe

vendorstermscode.Termscodesaredefinedandassignedto
vendorsinAccountsPayable.Youcannotpostreceiptswithout
termscodes.
Afteryouenterthecode,itsdescriptionautomaticallyappearsin
theadjacentfield.
Description, Reference. Enteranoptionaldescriptionand

reference(upto60characters)forthereceipt.
4. Ifyouwanttoentercommentsforthereceipt,clicktheTotals
tab.
5. Toenterdetailsofthereceipt,movetothedetailsentrysection
oftheReceipttab,andproceedtothenexttopicEntering
ReceiptDetails.
Entering Receipt Details
Receipts, Invoices,
Returns, & Credits
Thereceiptdetailentrysectionislocatedonthelowerhalfofthe
Receipttab.Youcanworkwithdetailsineitheroftwoways:
Receipttab:
Detail entry
section

Or
UsetheDetailItems/Taxes(zoomeddetailentry)formby
selectingalineinthedetailentrysectionoftheReceipttaband
pressingF9(orclickingtheItem/Taxbutton):
User Guide 511

The zoomed detail

entry form

1. BypasstheLineNumberfieldfornewdetails.Toselectan
existinglinetoeditordelete,highlighttheline(ortypeitsline
numberinthezoomedform).
Todeletethelineyouselected,presstheDeletekeywhentheline
ishighlightedinacolumnonthedetailentrysection.ClickYesif
amessageappearsaskingyoutoconfirmthedeletion.You
cannotdeletedetailsfrompostedreceipts.
2. Ifyouspecifiedapurchaseordernumberforthereceiptandyou
havereceivedalltheitemsyouexpectforthedetail,youcan
eitherchecktheCompletesPOboxonthezoomedform,orpress
thespacebarordoubleclickintheCompletesPOcolumnonthe
detailentrysectiontocompletethedetailonthepurchaseorder.
Ifthequantityreceived,plusthequantitycanceled,equalsthe
quantityoutstanding,theprogramautomaticallysetsthe
purchaseorderlinetocompleted.
3. Addoreditreceiptdetails.

Entering receipts Youcannotaddordeletedetaillineswhenyouareeditinga

for purchase
postedreceipt,andyoucannotaddlinestoareceiptthat
orders or editing
previously posted referencesapurchaseorder.Youalsocannotchangeitem
receipts numbersinexistingdetails,butyoucanchangeallofthe
remaininginformationthatyouenteredoriginallyonthedetail
entrysection.
Editing tax Youcannotchangetaxinformationforadetailline,exceptfor

information
thetaxclassandtaxincludedoption.Toeditthisinformation,
usetheDetailItems/Taxes(zoomedentry)form.
Ifnecessary,youcaneditthetotaltaxamountforeachtax
authorityontheTaxestabforthereceipt.Followtheinstructions
intheEditingTaxInformationsection,laterinthischapter.
Add or edit details Addoreditreceiptdetailsasfollows:
Job-related Contract, Project, andCategory. Ifthereceiptisjobrelated,

receipts
specifywheretheitemsorresourcesaregoingtobeused.Ifyou
usedifferenttermsthanContract,Project,andCategory
inProjectandJobCosting,theprogramdisplaystheminstead.
PurchaseOrdersupdatestheactualandcommittedquantities
andcostsforjobswiththeamountsonreceipts.
Receipts, Invoices,
Returns, & Credits
Forjobrelatedreceipts,youcanchangetheBilling Type,Billing
Rate,andAR Item Number forthecustomerinvoiceneartheend
ofthedetailline.
Retainage IfyouselectedtheRetainageaccountingcheckboxinthereceipt
accounting
header,youcanalsochangetheRetainage Percentageand
Retainage Periodforeachdetailinthereceipt.(Aproject
categoryoptiondetermineswhetherthedefaultretainage
percentageandperiodcomefromtheprojectcategoryorfrom
thevendorrecord.)
Item Number and Description(resourceifjobrelated). Ifyour

systemallowsnoninventoryitems,youcantypeanumberfor
whichnoitemrecordexistsinyoursystemandadda
description.
User Guide 513

Ifyousetupyoursystemtoallowthereceiptofnonstockitems,
youcanenterthenumberofanonstockinventoryitem.
Youcannotchangetheitemnumberwheneditingaposted
receiptorareceiptthatreferencesapurchaseordernumber.You
caneditthedescription.
line.
Location Code. Thisiswhereyouarereceivingtheshipment.

ThisfieldisavailableonlyifyouuseInventoryControl.
Ifyouareeditingapostedreceipt,youcannotchangethe
locationcode.
Fornoninventoryitemnumbers,youcanleavetheLocation
fieldblank.NoninventoryitemshavenoeffectonInventory
Control.
Drop-Ship. Toenteroreditadropshipaddress:
a. ClickthezoombuttonnexttotheDropShipcolumn
heading,orpresstheShiftandF9keystogethertoopenthe
DropShipmentAddressform.
shiptoaddresscodefortheaddress.Notethatyoucanenter
alocationcodeonlyifyouuseInventoryControl.
d. Typeoredittheaddress.
e. ClickClose.
Quantity Received. Typethenumberofunitsoftheitemthat

youreceived.

Unit of Measure. Typetheunitofmeasureforthequantitythat

youreceived,orselectitfromtheFinder.
Youmustuseoneoftheunitsofmeasurethatisassignedtothe
iteminInventoryControl.Onnewdetaillines,theprogram
displaysthestockingunitofmeasure.
Ifyouarecreatingareceiptfromapurchaseorder,theprogram
dislaystheunitofmeasureenteredforthedetailonthepurchase
order,butyoucanchangeit.
Unit Cost and Extended Cost. Theprogramcalculatesthe

extendedcostbymultiplyingthereceivedquantitytimesthe
unitcost,butyoucanchangetheamount.Ifyouadjustthe
extendedcost,theprogramrecalculatestheunitcost.
Discount %, Discount Amount and Discounted Extended Cost

(optional). WhenyouenterafigureintheDiscountPercent
field,theprogramcalculatestheamountsfortheothertwo
fields.Youcanalsoenteradiscountforthewholereceiptonthe
totalstab.
Weight Unit of Measure. Thisistheunitofmeasureforthe

weightofthisitemonthereceiptsuchas,pounds,kilograms,
Receipts, Invoices,
Returns, & Credits
tons.
fromthepurchaseorder,butyoucanchangeittoanother
definedunitofmeasure(andtheprogramwillrecalculatethe
weightaccordingly).Forexample,theitemmightarrivein
differentlysizedbagsthanwereordered,leadingyoutochange
theUOM.
InventoryControl).
Unit Weight and Extended Weight. Theprogramusesthe

weightsfromtheitemrecord(orfromthepurchaseorder)and
User Guide 515

quantityreceived,butyoucanchangethem.Ifyouadjustthe
extendedweight,theprogramrecalculatestheunitweight.
Quantity Canceled. Ifyouwanttocancelanyoftheunits

orderedforthedetail,typethenumbertocancel.
Quantity Outstanding. Typethenumberofunitsstilltobe

received.Changestotheoutstandingquantityupdatethe
QuantityCanceledfield.
Vendor Item Number. Optionallyenterthenumberorcodethat

thevendorusestoidentifytheitem.
Number of Labels. Thenumberofitemlabelsyouwanttoprint

inInventoryControl,ifyouuseit,forthedetailline(optional).
Youcannotspecifyanumberoflabelsfornoninventoryitem
details.
Arrival Date. Enterthedateonwhichtheitemsarrived.
Order Number. IfyouuseSageAccpacOrderEntrywith

PurchaseOrders,youcanselectordernumbersfromtheFinder.
Comments. Optionallyentercommentsforthedetailby
clickingthezoombuttonintheCommentscolumnheading,(or
pressShift+F9)toopentheDetailCommentsform.
Expense Account. Thegeneralledgerexpenseaccount(fornon

inventoryitemdetails)ortheWIPaccountforjobrelateditems.

whenyoushipthem.

field.


toeachofthedetaillinesinareceiptifyouuseSageAccpacs
TransactionAnalysisandOptionalFieldCreator.
Add more details 4. Toaddanotherdetail,pressInsert.Ifyouareworkingina

zoomedform,clickAdd,thenNew.
Edit details Toeditadetail,highlightitonthedetailentrysection(orenter

itsnumberintheLineNumberfieldinthezoomedform),then
enterthechanges.
5. Ifyouneedtochecktaxinformationorchangethetaxclassor
taxincludedoptionforadetail,usetheDetailItems/Taxes
(zoomedentry)formbyclickingtheItem/Taxbuttonorpressing
F9.
Formoreinformation,seeEditingTaxInformation,laterin
thischapter,formoreinformation.
6. Tocheckpurchasinghistoryforanitem,clicktheHistory
button,selectwhethertodisplayhistorybyitemnumberor
vendornumber,andthenspecifytheitemorvendor.
Receipts, Invoices,
Returns, & Credits
Formoreinformationaboutlookinguppurchasinghistorywhile
enteringreceipts,seeViewingPurchaseHistory,laterinthis
chapter.
Entering Additional Costs with Receipts

YouusetheAdditionalCoststabtoentertheextrachargesfromall
thevendorswhochargedcostsonthereceipt.Onthistab,youenter
additionalcostsforonevendoratatime.
Further Forbackgroundinformationonadditionalcosts,seeEntering
information
AdditionalCostsinChapter2.
User Guide 517

Figure5.1onthenextpageshowstheAdditionalCoststab,and
providesanoverviewoftheformsusedtoenteradditionalcost
information.
To enter additional costs on receipts:
1. Ifthereceiptincludesadditionalcosts,clicktheAdditional
Coststabtoenterthedetails.
2. Typethevendornumberforthecost(eithertheprimaryvendor
orothervendorwhoaddedchargestothereceipt).Ifyouwish
toaddanewvendor,clicktheNewbuttontotherightofthe
VendorNumberfieldtoopentheAccountsPayableVendors
form.

Check totals
for primary
Check taxes for the primary vendor and
vendor. see manual
proration
totals for all
vendors.
Enter additional cost details

and select proration and
return-proration methods. Check totals
for the
Create invoices for received secondary
items and/or costs from (additional
selected vendors. cost) vendor.
Check and edit taxes for the Check taxes for the secondary
additional cost detail. (additional cost) vendor.
Receipts, Invoices,
Returns, & Credits

Figure 5.1 On the Additional Costs tab, you specify the vendors for whom you are entering
additional costs, and enter the details of the costs. You check the tax and total information for
them on the forms or tabs as shown in this diagram.
Edit vendor 3. Toaddoreditthesecondaryvendorsaddressortelephone

information for
numbers,clickthezoombuttonnexttotheVendorNumber
secondary
vendors field(orpressF9intheVendorNumberfield)toopenthe
VendorInformationform.ClickClosewhenfinished.
4. AddoreditthesecondaryvendorsTaxGroupandTermsCode.
Inmulticurrencyledgers,youcaneditexchangerateinformation
forsecondaryvendorswhodonotusethefunctionalcurrency.
User Guide 519

Note: Tochangethistypeofinformationfortheprimary
vendor,usetheTaxestabtochangetheTaxGroup,andthe
ReceipttabtochangetheTermsCode.
5. Editoptionalfieldsfortheadditionalcost(ifyouuseoptional
fieldsonthisform).Youcanalsohaveoptionalfieldsonthe
individualdetaillines.
6. Iftheadditionalcostisjobrelated,andyouselectedRetainage
AccountingforAccountsPayable,youcanspecifytheretainage
termsandexchangerate(foramulticurrencytransaction)forthe
additionalcost.
Enter the details of 7. MovetothedetailentrysectionoftheAdditionalCoststaband

the Additional
enterthefollowingfieldsforeachdetailline(youcanpressF9in
Costs
thedetailentrysectiontoworkinthezoomeddetailform):
Additional Cost and Description. Typethecodeforthe

additionalcostorselectitfromtheFinder.Editthedescription,
ifnecessary.
YoucanalsoskiptheAdditionalCostcolumnandtypea
descriptionofacostthatisnotdefinedinPurchaseOrders.
Multicurrency Inmulticurrencyledgers,theadditionalcostcodeyouspecify
ledgers
mustusethevendorscurrency.
Amount. Typetheamountofthecharge.
Proration Method. Foreachadditionalcostdetail,selectthe

prorationmethod,ifany,thatyouwillusetoassignthecostand
itsallocatedtaxestoitemsonthereceipt.
ChooseNoProrationforjobrelatedcoststoassignthemtoa
particularcontract,projectandcategoryonthisdetailline.
Distribute Proration. Ifyouselectedmanualproration,clickthe

columnheadingtodisplaythecostdistributionform.
OntheDistributeProrationform,entertheamountstobe
distributedtoeachitemonthereceipt.

Expense Account. IfyouchoseNoProration,typethenumber

ofthegeneralledgeraccountwhereyouwanttopostthe
additionalcost.
Reproration Method. Selectthereprorationmethodtouseif

youneedtoreturnanyofthereceiveditems(andyoudidnot
selectNoProrationorProrateManuallyfortheProrationfield).
Return Account. IfyouselectedExpenseforthereproration

method,enterthegeneralledgeraccountnumberforthereturn
expense.
Reference and Comment. Typeanoptionalreferenceand

commentforthedetail.
Optional Fields. Edittheoptionalfieldinformationforthedetail

lineifyouaddedoptionalfieldstotheadditionalcostdetails.
Contract, Project, Category and Resource. IfyouchoseNo

Proration,specifythejobinformationfortheadditionalcost.
Billing Type, Billing Rate, A/R Item Number, and A/R Unit of
Measure. Enterthebillinginformationfortheadditionalcostif
youareallocatingittoaspecificjob.
Receipts, Invoices,
Returns, & Credits
Calculate Overhead (jobrelatedcostsonly). Selectthe
CalculateOverheadfieldifyouwantProjectandJobCostingto
calculateoverheadamountsforthiscostandpasstheamount
backtoPurchaseOrders.(PurchaseOrderscreatestheG/L
entriesfortheadditionalcosts.)
Overheadisusuallycalculatedonthediscountedextended
amount.
Forexample,youwouldnotselectthisoptionifareceipthad
additionalshippingcostsforwhichyoudidnotwantto
calculateoverheadorlabor.
Theprogramalsoletsyouspecifywhethertocalculateoverhead
orlaborifyouexpensetheadditionalcost.
User Guide 521

Calculate Labor (jobrelatedcostsonly). SelecttheCalculate

LaborfieldifyouwantProjectandJobCostingtocalculatelabor
amountsforthiscostandpasstheamountbacktoPurchase
Orders.(PurchaseOrderscreatestheG/Lentriesforthe
additionalcosts.)
Donotselectthisoptionforanadditionalcostforwhichyoudo
notwanttocalculatelabor.
Retainage Percentage, Retainage Amount, and Retention

Period. Ifyouuseretainageaccounting,enterthepercentageor
amountoftheretainedportion,ifdifferentfromthestandard
terms,andentertheretentionperiod.
8. Ifyouneedtoedittaxclassesandthetaxincludedoptionforthe
additionalcostdetail,usetheDetailCosts/Taxes(zoomeddetail)
form.(Inthedetailentrysection,selectthedetailline,andthen
clicktheCost/TaxbuttonorpressF9.)
Ifyouneedtodisplaythetaxamountsfortheadditionalcost
detail,clicktheCalculateTaxesbuttonontheDetailCosts/Taxes
form.
Tooverridethetaxtotalforthevendor,clicktheVendorTaxes
button.
thischapter.
Add more details 9. Toaddanotherdetailforthisvendor,pressInsert.Ifyouare

workinginazoomedform,clickAdd,andthenNew.
Using manual 10. IfyouselectedProrateManuallyforanyofthecostsyou

proration
entered,calculateallthecostsandassociatedallocatedtaxesto
proratemanuallyforeachdetail,andthenentertheamounts
withthedetails.
11. Ifyouareusingthezoomedform,clickClosewhenfinished
addingcostsforthevendor,toreturntotheAdditionalCosts
tab.

12. Toedittaxesforthesecondaryvendor,clicktheVendorTaxes
buttonontheAdditionalCoststab.(Toseethetaxesforthe
primaryvendor,usetheTaxestaboftheReceiptEntryform.)
Ifnecessary,edittaxclassesandamounts.
thischapter.
Ifyouwanttocancelallchangesyoumadetotaxamountsfor
thereceipt,clicktheCalculateTaxesbutton.
13. Checkthesecondaryvendorstotaladditionalcostamountsand
itsrelatedtaxamountsatthebottomoftheAdditionalCoststab.
(Toseethetotalsforthewholereceipt,usetheTotalstabofthe
ReceiptEntryform.)
Add more vendors 14. Repeatthesestepstoaddothervendorsandadditionalcosts.
15. Toreviewallthevendorsyouhaveenteredforadditionalcosts,
Navigation buttons usethenavigationbuttonsortheFindernexttotheAdditional
CostVendorsfield.Thenavigationbuttonsletyouscroll
throughtheadditionalcostvendors,displayingonevendorata
time.
Receipts, Invoices,
Returns, & Credits
Finder TheFinderdisplaysalistoftheadditionalcostvendors,
enablingyoutochooseavendorfordisplay.
Entering Optional Information, Editing Exchange Rates, Editing

Retainage, and Checking Taxes and Totals for the Primary
Vendor
Optional Fields tab 1. IfthereceiptformhasanOptionalFieldstab,youcanuseitto
enteroptionalfieldinformationforthereceipt.
Youcanalsoenteroptionalfieldinformationforindividual
detaillinesifyouinstalledSageAccpacsTransactionAnalysis
andOptionalFieldCreatorandaddedfieldstothereceiptform
usingtheOptionalFieldssetupform.
User Guide 523

Information,inChapter4.
Rates tab 2. Ifyouareenteringareceiptthatisnotinthefunctional

currency,clicktheRatestabtochecktheexchangerate
information.Formoreinformation,seeEnteringExchange
Retainage tab 3. Ifyouareenteringajobrelatedreceiptforavendorthatuses

retainageaccounting,clicktheRetainagetab.Ifnecessary,edit
theretainagepercentageandperiod.
Formoreinformation,seeEditingRetainageInformation,later
inthischapter.
Taxes tab 4. Tochecktaxinformationfortheprimaryvendor,clicktheTaxes

tab.Ifnecessary,editthetaxclassesandtaxamounts,and,in
somecases,thetaxgroup.
Multicurrency Inmulticurrencyledgers,youcanchangethetaxgrouponlyto
ledgers
anothergroupthatusesthesamecurrency.
thischapter.
Ifyouwanttocancelchangestotaxamountsyouhaveedited,
clicktheCalculateTaxesbutton.
Totals tab 5. Tocheckthetotalsandtaxamountsfortheprimaryvendor,

clicktheTotalstab.


Youcanenteradiscountpercentoramountforthewhole
receipt.(Ifyouentereddiscountsforindividualdetaillines,the
totaldiscountamountwillappearhere.)
Youcanverifytheweightofthereceiveditems,manual
prorationinformation(forallvendors),andthereceipt,tax,
additionalcostamounts,andtotalsfortheprimaryvendor.
Receipts, Invoices,
Returns, & Credits
Youcanalsoentercomments(upto250characters)pertainingto
thereceipt.
Posting and Printing Receipts

1. Topostthereceipt,clickPost.
receiptnumberandaskswhetheryouwanttoprintacopyofthe
receipt.
Printing the 2. Toprintthereceivingslip,clickYesinresponsetothePosting

receiving slip
completedmessage.Youcanalsoprintthesliplater,usingthe
ReceivingSlipsform(selectedfromtheFormsfolder).
User Guide 525

SeePrintingReceivingSlipsandReturns,laterinthischapter,
formoreinformation.
Invoicing Item and Additional Cost Details During Receipt Entry

Youcancreateinvoicesforreceiveditemsandadditionalcostswhen
youenterthemintheReceiptEntryform.
1. ClicktheInvoicebuttontoopenthisform:
Invoice number for

the primary vendor
Invoice numbers for

the additional cost
vendors

Invoicing item 2. Tocreateaninvoiceforthegoodsreceivedfromtheprimary
details and costs
vendor(thevendornumberenteredinthereceiptheader)and
from the primary
vendor anyothercostsyouhaveenteredfromtheprimaryvendor,type
theinvoicenumberforthecostsinthePrimaryVendorInvoice
Numberfieldatthetopoftheform.
Invoicing 3. Toinvoiceadditionalcostsfromyoursecondaryvendors,type
additional costs
theappropriateinvoicenumberintheInvoiceNumbercolumn
from secondary
vendors foreachsecondaryvendorforwhomyouwanttopostan
invoice.
4. ClosetheInvoiceform.
5. Tocreateinvoices,postthereceipt.
Theprogrampoststheinvoicesandcompletesthereceiptdetails
fortheinvoicedvendors.
UsetheP/OInvoiceEntryformintheTransactionsfoldertolook
upinvoices.YoucanalsoseetheinvoicedetailsontheInvoice
PostingJournalafteryouhaverunDayEndProcessing.

Adding Invoices
After using RunDayEndProcessingto:
Updateinventorycosts(ifyouuseInventoryControlanddo
notdoinventorycostingduringposting).
Creategeneralledgerentriesfromreceipts(ifyoudonotdo
inventorycostingduringposting).
CreatetheReceiptsPostingJournalofthereceiptsyou
postedinPurchaseOrderssincethelasttimeyouranDay
EndProcessing.
CreateaninvoicebatchinAccountsPayablecontainingany
invoicesyouposted.
PrinttheReceiptsPostingJournaltocheckthereceiptsand
receiptadjustmentsthatyouposted.
Forinformationaboutprintingpostingjournals,seeChapter7,
Reports,inthisguide.
Adding Invoices
FromtheP/OTransactionsfolder,chooseInvoiceEntrytoenterand
Receipts, Invoices,
Returns, & Credits
postinvoicesfromvendorsforshipmentsyoureceived,orfor
additionalcosts.
Youcanalsousetheformtoexportinvoices.
Before you start Beforeyouenternewinvoices,youmust:
Postthereceiptstowhichtheinvoicesapply.
Findoutthedocumentnumbersofthereceiptsforwhichyou
havebeeninvoiced.
User Guide 527

Adding Invoices
Entering Invoice Information

ToopentheInvoiceEntryform,chooseInvoiceEntryfromtheP/O
Transactionsfolder.Thefollowingformappears:
Use the Invoice

tab to enter
header
information for
invoices

1. Enteraninvoicenumbertoaddanewinvoice,orusetheFinder
tolookupapreviouslypostedinvoice.
Tostartanewinvoice,typetheinvoicenumberusingupto
22characters,andthenpresstheTabkey.
Duplicate number Toenteraninvoicewiththesamenumberasaninvoicethat

youpostedpreviously,typethenumber,pressTab,and
thenchooseNewfromtheFinderthatappears.
Toviewaninvoiceyoupostedpreviously,selectitsnumber
fromtheFinder.(Youcannotchangeinvoicesafterposting
them.)
2. Typethevendornumbertowhichtheinvoiceapplies.Ifyouare
addinganinvoiceforasinglereceipt,youcanselectareceiptin
theReceiptNumberfieldtoenterthevendornumber

Adding Invoices
automatically.Ifyouareaddinganinvoiceformorethanone
receipt,youmustenteravendornumberfirst.
You can invoice Youcanenterinvoicesforprimaryvendors(thatis,thevendors

new additional
fromwhomyouboughtmerchandise)orforadditionalcost
costs
vendorswhetherornottheadditionalcostsappearedon
receipts.
On-hold vendors Youcanpostinvoicestovendoraccountsthatareonholdin

AccountsPayable,butyoucannotenterinvoicesforinactive
vendorrecords.
Adding new vendors Ifyouwish,youcanaddnewvendorrecordstoAccounts

PayablefromtheInvoiceEntryform.Typethenewnumber,and
thenclicktheNewbuttontoopentheAccountsPayable
Vendorsformandaddtherecord.
YoucanalsojusttypethenewvendornumberandpressTab.
Thenclosethemessagethatwarnsyouthatthevendordoesnot
exist,enterthevendorsnameinthenextfield,andaddthe
vendortoAccountsPayablelater.
WARNING! Wesuggestthatyoudonotusethisoptionin
amulticurrencysystem.
Receipts, Invoices,
Returns, & Credits
Ifthetaxreportingcurrencyforthetaxgroupthatyou
wanttousediffersfromthevendorscurrency,you
mustcreatethevendorrecordbeforeyouenterthe
invoice.
Inanycase,youmustcreatethevendorrecordin
AccountsPayablebeforeyoucanpostaninvoiceinA/P.
Changing a Tochangethevendorsaddress,contact,phonenumber,and
vendors address
faxnumber,clicktheZoombuttontotherightoftheVendor
Numberfield.ThisopensaVendorInformationform.Click
Closewhenfinishedwiththeform.
User Guide 529

Adding Invoices
3. Enterthereceiptnumber(s)forwhichyouarecreatingthe
invoiceasfollows:
Ifyouareaddinganinvoiceforasinglereceipt,typethe
receiptnumberintheReceiptNumberfieldorselectitfrom
theFinder.(ThereceiptmustexistinPurchaseOrders.)
Notethatthedetailentrysectionbecomesavailableforentry
ifthevendornumberontheinvoiceisthesameasthe
vendornumberonthereceipt,andifthedetailshavenotyet
beeninvoiced.
Ifyouareaddinganinvoiceformorethanonereceipt:
i. ClicktheZoombuttonbesidetheFromMultiple
ReceiptscheckboxtoopentheCreateInvoiceFrom
Receiptsform.

ii. UsetheFindertoselectthereceiptsthatyouneedfrom
thedisplayedlist,orenterthenumbersmanually.(Use
theInsertkeyifnecessarytostartanewline.)
Notethatallreceiptsmustbeeitherjobrelatedornon
jobrelated.
iii. Whenyouarefinishedselectingreceipts,clickthe
Invoicebutton.
PurchaseOrdersaddsitemdetailsfromthereceiptsto
thedetailentrysectionoftheInvoiceEntryform,and
addsadditionalcostsforthevendortotheAdditional
Coststab.

Adding Invoices
iv. ClickClosetoreturntotheInvoiceEntryform.
4. Youcanputtheinvoiceonholdtopreventautomaticpayment
inAccountsPayable.
Ifyouwanttopaythisinvoicelater,youcanedittheinvoice
beforepostingitinAccountsPayableanduncheckthisbox.
5. Ifnecessary,changethedisplayeddate,fiscalyear,andperiodto
matchtheinvoicedateandtheyearandperiodtowhichyou
wanttoposttheinvoice.
6. Enterthetotalinvoiceamountoreditthedisplayedamount,if
necessary.
7. Edittheremainingfields,ifnecessary:
1099/CPRS Codeand1099/CPRS Amount. IftheSubjectTo

1099ReportingoptionisselectedforthevendorinAccounts
Payable,thesetwofieldsappearnexttotheInvoiceTotalfield.
Remit-To Location. Enterthevendorsremittoaddress.Either

typethecodefromthevendorrecordorselectitfromtheFinder,
orclickthezoombuttontochecktheaddresstowhichyousend
paymentstothevendor.
Receipts, Invoices,
Returns, & Credits
Ifaprimaryremittoaddressisassignedforthevendorin
AccountsPayable,thecodefortheaddressappears
automatically,butyoucanchangeit.
Todefineanewremittolocationforthevendor,clickthe
NewbuttontousetheAccountsPayableRemitToLocations
form.
Bill-To Location. Enterabilltolocationoraddress(usethezoom

buttontoeditortypeanaddress).
Job Related. Youcannotchangethissettingforinvoices.
Note: JobrelatedinvoicesonlyaffectProjectandJobCosting
iftheycreateanadjustmenttothereceipt(forexample,by
User Guide 531

Adding Invoices
changingthecost,quantityreceived,orbillingrate,orby
addingorchanginganadditionalcost).
Retainage Retainage. Thisfieldappearsiftheinvoiceisjobrelated,and

accounting
youuseretainageaccountinginAccountsPayable.Ifyouchoose
Retainage,youcansettheretainagepercentageandperiodfor
eachdetailintheinvoice.(Bydefault,thesesettingscomeeither
fromthevendorrecordsorfromthecategorytowhichyou
assignthecost.)
TheprogramaddsaRetainagetabtotheInvoiceEntryformfor
retainageinvoices.
Description, Reference. Youcanenteradescriptionor

referenceforthereceipt.
8. Toenterdetailsoftheinvoice,movetothedetailentrysectionof
theInvoicetab,andproceedtothenexttopicEnteringInvoice
ItemDetails.
Comments on the 9. Ifyouwishtoenteracommentfortheinvoice,clicktheTotals

Totals tab
tab.
Terms tab 10. Tochangethevendorterms,clicktheTermstab.Typethecode

orselectitfromtheFinder.Termscodesaredefinedand
assignedtovendorsinAccountsPayable.Editotherfieldsonthe
Termstabasnecessary.
Entering Invoice Item Details

Theinvoicedetailentrysectionislocatedonthelowerhalfofthe
Invoicetab.Youenteritemdetailsonaninvoiceonlyforaprimary
vendor(thevendorfromwhomyoupurchasedthereceivedgoods).
Youcanworkwithdetailsineitheroftwoways:
EditdatainthecolumnsofthedetailentrysectionoftheInvoice
tab:

Adding Invoices
Detail entry
section

Or
selectingalineinthedetailentrysectionoftheInvoicetaband
The zoomed detail

entry form
Receipts, Invoices,
Returns, & Credits

1. Toselectanexistinglinetoedit,highlighttheline(ortypeits
linenumberinthezoomedform).
Youcannotadditemdetaillines.
2. Makeanychangesyouneedtotheitemdescription,unitcost,
extendedcost,discount%,unitweight,extendedweight,order
number,vendorsitemnumber,comments,oroptionalfields,or
jobrelatedinformationforeachdetail.
Fornoninventoryitemdetails,youcanalsochangethegeneral
ledgerexpenseaccountnumber.
User Guide 533

Adding Invoices
NotethatifyourcompanyusessecuritywithPurchaseOrders,
youmaynothaverightstochangeitemcostsandquantitieson
invoices.
3. ClicktheCalculateTaxesbuttontochecktaxamounts.
(Otherwise,taxesarecalculatedwhenyoumovetoanothertab
orposttheinvoice.)
4. Toverifyoredittaxinformationforadetail,openthezoomed
detailform(selectthelineinthedetailentrysectionandclick
Item/TaxbuttonorpressF9).Whenfinished,clickClose.
Foreachauthority,youcanchangethetaxclassandTax
Includedoption(ifpermittedbytheauthority).
Formoreinformationabouteditingtaxinformation,seeEditing
TaxInformation,laterinthischapter.
5. Ifyouneedtocheckpurchasinghistoryforanitemorvendor,
clicktheHistorybutton,selecttheyearandperiodrange,select
whethertodisplayhistorybyitemnumberorvendornumber,
andthenspecifytheitemorvendor.
Formoredetailedinstructions,seeViewingPurchaseHistory,
laterinthischapter.
6. Whenfinishedenteringoreditingthedetailinthezoomedentry
form,clickClosetoreturntotheInvoiceEntryform.
7. Toenteradditionalcostdetails,clicktheAdditionalCoststab
andfollowtheinstructionsinthenextsectionEntering
AdditionalCostswithInvoices.
Entering Additional Costs with Invoices

PurchaseOrdersletsyouenteradditionalcostsfromtheprimary
vendororfromasecondaryvendor,suchasatruckingcompanyora
customsbrokeragefirm.

Adding Invoices
1. Toeditadditionalcostsfromthereceiptortoaddnew
additionalcosts,clicktheAdditionalCoststab.
Youcanworkwithadditionalcostdetailseitheroftwoways:
EnterdatainthecolumnsontheAdditionalCoststab:
The Additional
Costs tab in the
Invoice Entry form

Or
Receipts, Invoices,
Returns, & Credits
UsetheDetailCosts/Taxes(zoomeddetailentry)formthat
appearswhenyoupressF9(orclicktheCost/Taxbutton)in
acolumnontheAdditionalCoststab:
User Guide 535

Adding Invoices
The zoomed detail

entry form for
entering
The receipt number identifies
additional costs the origin of an additional cost
entered on a receipt.

2. UsetheLineNumbercolumnorfieldasdescribedinstep2of
theprecedingsection,EnteringInvoiceItemDetails.
3. Toaddacost,usetheInsertkeytoaddanewlineintheentry
grid,orclicktheNewbuttonbesidethelinenumberfield,and
thentypetheadditionalcostcodeorselectitfromtheFinder.
Youcanalsoleavethecostcodefieldblankifyouwanttoenter
anadditionalcostthatisnotdefinedinPurchaseOrders.
4. Addoreditthecostdescription.
5. Typetheamountofthechargeoreditanexistingamount,if
necessary.
6. Ifyouareenteringanewcost,selecttheprorationand
reprorationmethods.Specifygeneralledgeraccountnumbers
fortheExpenseAccountandtheReturnExpenseAccount,if
necessary.
Youcannotaddoredittheamountofamanuallyproratedcost
duringinvoiceentry.Formoreinformation,seeEnteringor
EditingAdditionalCostDetailsonCreditNotesorDebitNotes,
laterinthischapter.
7. Typeanoptionalreferenceandcommentforthedetail.

Adding Invoices
8. Enteroptionalfieldinformationifyouuseoptionalfieldswith
additionalcosts.
9. Ifyouwanttochecktaxamountsbeforetheyhavebeen
calculated,clicktheCalculateTaxesbutton.(Taxesare
calculatedwhenyouclicktheTotalstaborposttheinvoice.)
10. Toverifyoredittaxinformationforadetail,clicktheCost/Tax
button.Whenfinished,clickClose.
form,clickClosetoreturntotheAdditionalCoststab.
12. Toprorateanewadditionalcostonaninvoicethatuses
multiplereceipts,selectthedetaillineandthenclicktheDist.
Allocate costs for
multiple receipts Costbutton.TheCostAllocationformappears.
Receipts, Invoices,
Returns, & Credits

Toproratetheadditionalcostautomaticallyforallthe
receiptsincludedontheinvoice,clicktheRedist.button.
Tochangetheamountoftheadditionalcost,entera
differentamountintheAmountfield.Theneither:
ClickRedist.toautomaticallyproratetheamountforthe
receipts.
User Guide 537

Adding Invoices
Or
Allocatetheamountsmanually.
Toallocatetheadditionalcostmanually,doubleclickinthe
Amountcolumnbesidethereceiptandenteradifferent
amountforeachreceipt,ensuringthatthesumofthe
manuallyenteredamountsequalsthetotalamountofthe
additionalcost.
Tocleartheamounts,clickClear.
Entering Optional Fields Information, Editing Exchange Rates and

Retainage, Checking Taxes and Totals, and Posting Invoices
Optional Fields tab 1. IftheformhasanOptionalFieldstab,useittoenteroptional
informationforthewholeinvoice.Youcanalsoenteroptional
fieldinformationforindividualdetaillinesifyouuseoptional
fields.
Information,inChapter4.
Rates tab 2. Ifyouareenteringamulticurrencyinvoicethatisnotinthe

functionalcurrency,clicktheRatestabtochecktheexchange
rateinformation.Formoreinformation,seeEnteringExchange
Retainage tab 3. Ifyouareenteringajobrelatedinvoiceforavendorthatuses

retainageaccounting,clicktheRetainagetab.
Ifnecessary,changetheretainagerateformulticurrency
transactions(youcanchoosebetweentheoriginaldocument
exchangerateandthecurrentrate)andchangetheretainage
termscode.
Formoreinformation,seeEditingRetainageInformation,later
inthischapter.

Adding Invoices
Taxes tab 4. Tochecktaxinformationforthevendor,clicktheTaxestab.If

necessary,editthetaxclassesandtaxamounts.
thischapter.
Ifyouwanttocancelalleditingoftaxamounts,clickthe
CalculateTaxesbutton.
Totals tab 5. Tocheckthetotalsfortheinvoice,clicktheTotalstab.
Receipts, Invoices,
Returns, & Credits

Youcanverifytheweightofthereceiveditems,numberof
additionalcostanddetaillines,andtotalsfortheinvoice.You
canalsoenteradiscountfortheinvoice,aswellascomments.
6. Checkthatthetotalfortheinvoicematchestheamountyou
enteredintheInvoiceTotalfieldontheInvoicetab.
7. Whenreadytoposttheinvoice,clickPost,thenclickOKonthe
messagethatappears.
UpdateinventoryrecordsinInventoryControl(ifyouuseit
andifyoucostitemsduringDayEndProcessing).
User Guide 539

Adding and Editing Returns
Creategeneralledgerentriesfrominvoicesonwhichyou
changedcosts(ifyoucostitemsduringDayEndProcessing).
CreatetheInvoicePostingJournalofthetransactionsyou
EndProcessing.
CreateaninvoicebatchinSageAccpacAccountsPayable.
PrinttheInvoicePostingJournaltochecktheinvoicesyou
postedandtofilewithyouraccountrecords.
PosttheinvoicebatchinAccountsPayable.

FromtheTransactionsfolder,choosetheReturnEntryformtoenter,
edit,andpostreturnsofmerchandisetovendors.Youcanalsouse
theformtoexportreturns.
Before you start UsetheOptionsformtoassignorverifythelength,prefix,and

nextnumberforPurchaseOrderstoassigntoreturns,ifyou
wanttoassignnumbersautomatically.
Postanyreceiptsfromwhichyouarereturningitems.
Preparing to enter Beforeenteringreturns,makesureyouhavecompleteinformation

returns
foreachreturn,including:
Vendornumber.
Returnnumber(ifyoumanuallyassignyourdocument
numbers).
Receiptnumber,ifany.
Allreturneditemnumbersandcorrespondinglocations(ifyou
useInventoryControl),unitsofmeasure,andquantitiesto
return.

Further ForinformationabouthowreturnsareusedinPurchaseOrders,see
reading
ProcessingReturns,inChapter2.
Entering Return Information

ToopentheReturnEntryform,chooseReturnEntryfromthe
Transactionsfolder.
Receipts, Invoices,
Returns, & Credits

1. Enterheaderinformation(returnandvendornumbers).
Return Number. Youcan:
Enterthereturnnumberforanewreturn,orleavethefield
blanktoletPurchaseOrdersassignthenumber
automatically.
Enterthenumberofareturnthatyouwanttoedit,orselect
thenumberfromtheFinder.
Vendor Number. Ifyouareenteringareturnwithoutareceipt,

typethevendornumberorselectitfromtheFinder.
User Guide 541

YoucanskiptheVendorNumberfieldifyouwillbespecifying
areceiptnumber.(Thereceiptnumbersetsthevendornumber
forthereturn.)
New button Ifyoutypeanewvendornumberthatyouhavenotyetadded

toAccountsPayable,youseeawarningmessage.ClickClose.
IfyouwanttoaddtherecordtoAccountsPayablenow,clickthe
NewbuttontoopentheVendorsforminAccountsPayable.
WARNING!Ifthetaxreportingcurrencyforthetaxgroupthat
youwanttousediffersfromthevendorscurrency,you
mustcreatethevendorrecordbeforeyouentertheinvoice.
Inanycase,youmustcreatethevendorrecordinAccounts
Payablebeforeyoucanpostinvoicesorcredit/debitnotesin
theAccountsPayablemodule.
On-hold vendors Youcanpostreturnstovendoraccountsthatareonholdin

AccountsPayable,butyoucannotenterreturnsforinactive
vendorrecords.



Multicurrency Ifthevendorcurrencydiffersfromthecompany(functional)
ledgers
currency,PurchaseOrdersaddsaRatestabwhereyoucan
verifyandeditthereturnexchangerate.
Return tab 2. OntheReturntab,addoreditreturninformation,including:
Receipt Number (optional). Youcanselectthereceiptnumber

fromtheFinderorleavethefieldblank.
Receipts, Invoices,
Returns, & Credits
Ifyouspecifyanexistingreceipt,thereceiptdateisdisplayedon
therightsideoftheform,andtheinformationfromthepurchase
orderisinsertedforthereceipt.
Template. Youcannotenteratemplatecodeoreditadisplayed
codeifyouspecifyanexistingreceiptnumberorifyouare
editingapreviouslypostedreturn.
Return Date, Fiscal Year and Period. Editthesefieldsas

necessary.
Job Related. Ifthereturnisforaprojectyouaremanaging

User Guide 543

Retainage Retainage. Ifthereceiptusedretainageaccounting,the

accounting
programwilldisplayadditionalretainagefieldsforeachreturn
detaillinetodisplaytheretainagepercentageandperiodfor
eachdetaillineinthereturn.
TheprogramwillalsodisplaytheRetainagetabtoletyou
specifytheexchangeratethatyouwanttouseforreturnsof
multicurrencyretainagereceipts.
Bill-to Location (optional). IfyouuseInventoryControl,youcan

typeinabilltolocationcodeorusetheFindertochooseit.
Zoom button IfyoudonotuseInventoryControl,orifyouwishtoeditthe

address,youcanusethezoombutton(clickthearrowheadnext
tothefieldorpressF9inthefield)toedittheaddressintheBill
ToLocationform.
Purchase Order Number (optional). Typeapurchaseorder

number,includinganumberthathasnotbeenaddedto
PurchaseOrders,orleavethefieldblank.
Ifyouspecifiedanexistingreceiptnumberforthereturn,you
cannotmakeanentryorchangeinthisfield.
Ship Via (optional). TypethecodeorselectitfromtheFinder,or

leavethefieldblankandtypeadescription.
Description, Reference (optional). Typeadescription(upto

60characters)orreference(upto60characters)forthereturn.
3. Toenterdetailsofthereturn,movetothedetailsentrysectionof
theReturntab,andproceedtothenexttopicEnteringReturn
Details.
Entering Return Details

Thereturndetailentrysectionislocatedonthelowerhalfofthe
Returntab.

Returntab:
Detail entry
section
If you use Inventory Control, the
Location field appears.

Or
selectingalineinthedetailentrysectionoftheReturntaband
The zoomed detail

entry form
If you do not use

Inventory Control,
Purchase Orders
displays the Vendor
Cost in this field by
default and the Finder
is not available.
Receipts, Invoices,
Returns, & Credits

1. Specifythelinenumber,asfollows:
Add a detail Toaddanewdetail,usetheinsertkey,orifyouareusing

thezoomedformandapreviousdetailisdisplayed,click
theNewiconnexttotheLineNumberfieldtoclearthedata.
Note: Youcannotadditemdetailsifyouareenteringa
returnforanexistingreceipt.
User Guide 545

Edit or delete a Toselectanexistingdetailtoeditordelete,highlightthe

detail
line.Inthezoomedform,typeitsnumberintheLine
Numberfieldorusethearrowbuttonstocyclethroughline
numbersuntilthenumberyouwantisdisplayed.
Todeletethelineyouselected,clicktheDeletebutton,and
thenclickYesforthemessagethatappears.
Youcannotdeletedetailswhenyouareeditingapreviously
postedreturn.
2. Ifyouareworkingwithanexistingreceipt,youcanreturnall
quantitiesdisplayedfromthereceiptbychoosingtheReturnAll
button.(Youcanalsoeditthereturnedquantitiesafterusingthe
ReturnAllbutton.)
Working with Ifyouselectedanexistingreceipt:

posted returns and
existing receipts Youcandeletedetaillinesforwhichyouarenotreturning
anything.
Youcannotaddnewdetaillines.
Foreachdetail,youcanchangetheitemdescription,
quantityreturned,unitcost,returncost,unitweight,
extendedweight,vendorsitemnumber,ordernumber,and
comment.
3. Addoreditreturndetails,asdescribedinthisstep.
Add or edit details Ifyoudidnotselectanexistingreceipt,usetheinsertkeytoadd

detailsonnewreturns.
Job-related returns Contract, Project, and Category. Ifthereturnisjobrelated,

specifywheretheitemsorresourcesweregoingtobeused.If
youusedifferenttermsthanContract,Project,and
theminstead.Youcannotchangecontractinformationifyouare
workingwithanexistingreceipt.

PurchaseOrdersupdatestheactualandcommittedquantities
andcostsforjobswiththeamountsonreturns.
Ifyouarenotreturningareceipt,entertheBilling Type,Billing
Rate,andAR Item Number neartheendofthedetailline.This
willadjustthebillinginformationkeptinProjectandJob
Costing.
Item Number (resource if job-related). Youcannotchangethe

itemnumberordescriptionwhenenteringreturnsforan
existingreceiptorreturn.
Location. ThisfieldisavailableonlyifyouuseInventory
Control.Enterthecodeofthelocationwhereyoureceivedthe
shipment.
YoucanleavetheLocationfieldblankiftheitemnumbersdoes
notexistinInventoryControl.
Ifyouareenteringreturnsforanexistingreceiptorreturn,you
cannotchangethelocationcode.
Quantity Returned. Ifyoudonotallownegativeinventory

levelsinInventoryControl,andtrytoreturnaquantitythatwill
droptheitemquantityonhandbelowzero,youseeawarning
Receipts, Invoices,
Returns, & Credits
message,andmustthenchoosewhetheryoustillwanttoreturn
thatquantity.
Unit of Measure. Youcannotchangetheunitofmeasureon

returns.
Unit Cost. Enterorselecttheunitcostoftheitem.Theprogram

automaticallycalculatestheReturnCost.
Return Cost. ThisistheQuantityReturnedmultipliedbythe

UnitCost.
Notethatifyouchangethedisplayedreturncost,theunitcostis
recalculated.Theprogramalsorecalculatesthereturncostifyou
changetheunitcost.
User Guide 547

Discount %, Discount Amount and Discounted Extended Cost

(optional). Theprogramusesthepercentageyouenterinthe
percentagefieldtocalculatethediscountamountforthereturn
detail.Youcanalsoenterthediscountamounttohavethe
programcalculatethepercentageandtheextendedcost.
Weight Unit of Measure. Thisistheunitofmeasureforthe

weightofthisitemonthereturnsuchas,pounds,kilograms,
tons.
fromthereceipt(ifyouspecifiedone),butyoucanchangeitto
anotherdefinedunitofmeasure(andtheprogramwill
recalculatetheweightaccordingly).
Unit Weight andExtended Weight. Theunitweightmultiplied

bythequantityreturnedmustequaltheextendedweight.Ifyou
changeoneofthesefigures,theprogramrecalculatestheother.
Vendor Item Number. Enterthecodeornumberusedbythe

vendortoidentifytheitemyouarereturning.
Order Number. IfyouuseSageAccpacOrderEntrywith

PurchaseOrders,youcanselectordernumbersfromtheFinder.
Comments. Toentercommentspertainingtotheitemreturned,
clickthezoombuttonnexttotheCommentsheading,orpress
theShiftandF9keystogether.
Expense Account. TheGeneralledgerexpenseaccount(for

noninventoryitems).
Ifyouareworkingwithanexistingreceiptorreturn,youcannot
changetheaccountnumber.

whenyoushipthem.
Youcannotchangetheaccountnumberforexistingreceiptsor
returns.


field.

toeachofthedetaillinesinareturnifyouuseSageAccpacs
TransactionAnalysisandOptionalFieldCreator.
clicktheHistorybutton,selectwhethertodisplayhistoryby
itemnumberorvendornumber,thenspecifytheitemor
vendor.
Formoredetailedinstructions,seeUsingthePurchaseHistory
andPurchaseStatisticsForms,laterinthischapter.
5. Toeditthetaxclassesortaxincludedoptionforthedetailtax
Editing tax authorities,clicktheItem/Taxbutton.Formoreinformation,see
information
EditingTaxInformation,laterinthischapter.
Receipts, Invoices,
Returns, & Credits
Entering Optional Fields Information, Editing Exchange Rates, and
Checking Return and Tax Totals
Optional Fields tab 1. IftheformhasanOptionalFieldstab,useittoenteradditional
informationforthewholereturn.Youcanalsoaddoptional
fieldinformationtoindividualdetaillines.
Rates tab 2. Ifyouneedtochangetheexchangerateforthereturn,clickthe

Ratestab.Formoreinformation,seeEnteringExchangeRates,
laterinthischapter.
User Guide 549


necessary,editthetaxclasses,taxamounts,andinsomecases,
thetaxgroup.
Multicurrency Inmulticurrencyledgers,thetaxgroupdeterminesthecurrency
ledgers
ofthereturn.Youcanchangethetaxgrouponlytoanother
groupthatusesthesamecurrency.
thischapter.
Totals tab 4. Beforeposting,clicktheTotalstabto:
Verifyreturnandtaxtotals.
Specifythenumberofmailinglabelstoprintforthe
returnedshipmentbytypingthenumberintheNumberof
Labelsfield.
Entercommentsthatpertaintothereturn.
Posting and Printing Returns

1. Topostthereturn,clickPost.
returnnumberandaskswhetheryouwanttoprintacopyofthe
return.
Printing returns 2. Toprintacopyofthereturn,clickYesinresponsetothe

Postingcompletedmessage.YoucanalsochooseNoand
printthereturnlaterusingtheReturnsform(selectedfromthe
P/OFormsfolder).
Sending returns by IfyouuseEmailorContactEmailastheDeliveryMethodfor

e-mail
yourAccountsPayablevendors,youcanemailreturnnotices
directlytovendors.
Ifyousendreturnsbyemail,theprogramusesthemessages
youcreatewiththeEmailMessagesformintheP/OSetup
folder.

Adding Credit Notes and Debit Notes
Forinformationaboutprintingreturns,seePrintingReceiving
SlipsandReturns,laterinthischapter.
UpdateinventoryrecordsinInventoryControl(ifyouuseit
andifyoucostitemsduringDayEndProcessing).
Creategeneralledgerentriesfromreturns(ifyoucostitems
duringDayEndProcessing).
CreatetheReturnsPostingJournalofthetransactionsyou
EndProcessing.
PrinttheReturnsPostingJournaltocheckthereturnsyou
posted.

FromtheTransactionsfolder,choosetheCredit/DebitNoteEntry
formtoenterandpostcreditnotesanddebitnotes.
Youcanalsousetheformtoexportcreditnotesanddebitnotes.
Receipts, Invoices,
Returns, & Credits
Before you start Beforeyouentercreditnotesanddebitnotes:
Posttheinvoicesorreturnsthatyouarecreditingordebiting.
Makesureyouhavecompleteinformationforeachtransaction.
Note: Onceyoupostacreditnoteordebitnote,itis
completed,andyoucannoteditit.
Entering Credit Note and Debit Note Information

Toopentheform,chooseCredit/DebitNoteEntryfromthe
Transactionsfolder:
User Guide 551

1. Enterheaderinformation(documentnumberandvendor):
Document Number. Enterthenumberforanewcreditordebit

note,orusetheFindertoselectandviewanexistingcreditnote
ordebitnote.
Tostartanewcreditnoteordebitnote,typeadocument
numberusingupto22characters,thenpressTab.Purchase
Ordersdoesnotautomaticallyassigncreditordebitnote
numbers.
Toviewapreviouslypostedcreditnoteordebitnote,select
itsnumberfromtheFinder.(Youcannotchangecreditnotes
anddebitnotesafterposting.)
Vendor Number. Ifyouareenteringacreditnoteordebitnote

withoutareturnorinvoicenumber,typethevendornumberor
selectitfromtheFinder.
SkiptheVendorNumberfieldifyouaregoingtospecifya
returnorinvoicenumber.(Thereturnorinvoicenumber
determinesthevendornumberforthecreditnoteordebitnote.)

New button Ifyouwish,youcanaddnewvendorrecordstoAccounts

PayablefromtheCredit/DebitNoteEntryform.Typethenew
number,andthenclicktheNewbuttontoopentheAccounts
PayableVendorsform.

Receipts, Invoices,

Returns, & Credits

Credit/Debit tab 2. OntheCredit/Debittab,addoreditreturninformation,
including:
Document Type. SelectCreditNoteorDebitNoteasthe

documenttype.
From Document andReturn/Invoice Number. Selectthetypeof

documenttocreditordebit,andthentypetheinvoiceorreturn
number,orselectthenumberfromtheFinder.(Youcanalso
leavethefieldblank.)
On Hold. Youcanputthedebit/creditnoteonholdinthe
invoicebatchinAccountsPayable.
User Guide 553

WhenyouposttheinvoicebatchinAccountsPayable,A/Pwill
notapplyanymatchingprepaymentsifthecreditordebitnote
hasanOnHoldstatus.
PO Number. Specifyapurchaseordernumberifyoudidnot
chooseareturnorinvoiceinthepreviousfield.(Ifyouchosea
returnorinvoice,theprogramdisplaysthepurchaseorder
number.)
Credit/Debit Note Date andFiscal Year/Period. Ifnecessary,

editthedateandfiscalperiodfields.
Credit/Debit Note Total. Typethetotalamountofthecreditnote

ordebitnote,includingtaxesandadditionalcosts.
Remit-To Location. Enterthevendorsremittoaddress.Either

typethecodefromthevendorrecordorselectitfromtheFinder,
orclickthezoombuttontochecktheaddresstowhichyousend
paymentstothevendor.
IfthevendorisassignedaprimaryremittoaddressinAccounts
Payable,thecodefortheaddressappearsautomatically,butyou
canchangeit.
Todefineanewremittolocationforthevendor,clickthe
NewbuttontousetheAccountsPayableRemitToLocations
form.
Bill-to Location. Specifyanoptionalbilltolocation(usethe

zoombuttontoeditortypeanaddress).
IfyouuseInventoryControl,youcantypeinaBillToLocation
codeorusetheFindertoselectone.
IfyoudonotuseInventoryControl,orifyouwishtoeditthe
addressforanInventoryControllocationcode,usethezoom
button(clickthearrowheadnexttothefieldorpressF9inthe
field)toedittheaddressintheBillToLocationform.

Job Related. SelecttheJobRelatedoptionifthecredit/debit

noteisforaprojectyouaremanagingwithProjectandJob
Costing.
Ifthecredit/debitnoteisjobrelated,differentfieldsappearfor
thedetailstoletyouenterjobrelatedinformation.
Retainage Retainage. Thisfieldappearsifthecredit/debitnoteisjob

accounting
related,andyouuseretainageaccountinginAccountsPayable.
IfyouchooseRetainage,youcansettheretainagepercentage
andperiodforeachdetailinthecredit/debitnote.
Description andReference. Ifdesired,enteradescriptionand

reference.
3. UsethedetailsentrysectionoftheCredit/Debittabtoenteritem
details.SeethenexttopicEnteringorEditingItemDetailson
CreditNotesorDebitNotes.
Entering or Editing Item Details on Credit Notes or Debit Notes

Thedetailentrysectionislocatedonthelowerhalfofthe
Credit/Debittab.
Receipts, Invoices,
Returns, & Credits
Credit/Debittab:
Detail entry section
The Location field appears if you

use Inventory Control.

Or
selectingalineinthedetailentrysectionoftheCredit/Debittab
andpressingF9(orclickingtheItem/Taxbutton):
User Guide 555

The zoomed detail

entry form
The Location field

appears if you use
Inventory Control
with Purchase
Orders.

1. Toeditanexistinglineinthedetailentrysection,highlightthe
line(ortypeitslinenumberinthezoomedform).
Note: Ifyouselectedaninvoiceorreturnforthecreditnote
ordebitnote,youcannotaddnewdetaillines.
Ifyoudidnotselectaninvoiceorreturn,usetheinsertkeyto
startanewdetailline(orusetheNewbuttoninthezoomed
form).
2. Makeanychangesyouneedtotheitemdescription,quantity,
unitcost,extendedcost,discount%,discountamount,unit
weight,extendedweight,ordernumber,vendorsitemnumber,
comments,oroptionalfieldsforeachdetail.
Ifyouhavenotselectedaninvoiceorreturnforthecreditnote
ordebitnote,youcanaddasmanydetaillinesasyouneedand
editthedefaultinformationthatisdisplayed.
Whenworkingwithaninvoice,youcandeletedetaillines
thatdonotapplytothecreditnoteordebitnote(orleavethe
costsfortheselinesaszeroes).
Whenworkingwithareturn,youcannotdeletedetaillines.

Ifyourcompanyhasassignedsecuritytocreditnotecosts,
youcanchangecostsonlyifyouhaverightstodoso.
Youcanspecifythelocationandunitofmeasureonlywhen
creatingcreditnotesordebitnotesfromnonexistingor
blankreturnsandinvoices.(Notethatyoucanspecifythe
locationonlyifyouuseInventoryControl.)
Fornoninventoryitemdetails,youcanalsochangethe
generalledgerexpenseaccountnumber.
3. Ifyouwanttochecktaxamountsbeforetheprogramcalculates
them(ortorecalculatetaxesifyouchangedthem),clickthe
CalculateTaxesbutton.(Taxesarecalculatedwhenyoumoveto
anothertaborpostthecreditnoteordebitnote.)
4. Toverifyoredittaxinformationforadetail,clicktheItem/Tax
button,thenclickClosewhenfinished.
Receipts, Invoices,
Returns, & Credits
clicktheHistorybutton,selectwhethertodisplayhistoryby
itemnumberorvendornumber,andthenspecifytheitemor
vendor.
Formoredetailedinstructions,seeUsingthePurchaseHistory
andPurchaseStatisticsForms,laterinthischapter.
form,clickClosetoreturntotheCredit/Debittab.
User Guide 557

Entering or Editing Additional Cost Details on Credit Notes or

Debit Notes
1. Toeditadditionalcostsfromaninvoiceorreturn,ortoaddnew
additionalcosts,clicktheAdditionalCoststab.
Youcanworkwithadditionalcostdetailsineitheroftwoways:
AdditionalCoststab:
The Additional
Costs tab in the
Credit/Debit Note
Entry form

Or
UsetheDetailCosts/Taxes(zoomeddetailentry)formby
selectingalineinthedetailentrysectionoftheAdditional
CoststabandpressingF9(orclickingtheCost/Taxbutton):

The zoomed detail

entry form for
additional costs

2. Toeditanexistinglineinthedetailentrysection,highlightthe
line(ortypeitslinenumberinthezoomedform).
3. Addnewadditionalcostdetails,asneeded,andeditdisplayed
details.
Additional Cost Onnewdetails,entertheadditionalcostcodeorselectitfrom

code and
theFinder.Youcanalsoomitthecodeandenteradescriptionof
description
thecost.
Receipts, Invoices,
Amount
Returns, & Credits

Onalladditionalcostdetails,enterthecreditordebitamount.
Proration and Onnewdetails,theprorationmethodwillbesettoNo

Reproration
Proration,andthereprorationmethodwillbesettoLeave.
Specifythegeneralledgerexpenseaccountnumber.
Youcannotselectprorationandreprorationmethodswhen
editingexistingadditionalcostdetails.
4. Typeanoptionalreferenceandcommentforthedetail.
5. Ifyouwanttochecktaxamountsimmediately,clickthe
CalculateTaxesbutton.(Taxesarecalculatedwhenyoumoveto
adifferenttaborpostthecreditnoteordebitnote.)
User Guide 559

6. Toverifyoredittaxinformationforadetail,clicktheCost/Tax
button.Whenfinished,clickClose.
form,clickClosetoreturntotheAdditionalCoststab.
Entering Optional Information, Editing Exchange Rates and Tax

Information
Optional Fields tab 1. IftheformhasanOptionalFieldstab,useittoenteradditional
informationforthecreditnoteordebitnote.Youcanalsoedit
optionalfieldinformationondetaillines.
Rates tab 2. Ifyouareenteringacredit/debitnotethatisnotinthefunctional

currency,clicktheRatestabtochecktheexchangerate
information.Formoreinformation,seeEnteringExchange

necessary,editthetaxclasses,taxamounts,ortaxgroup.
thischapter.
Checking Totals, and Posting Credit Notes and Debit Notes

1. Beforepostingthedebitorcreditnote,clicktheTotalstabto:
Entercommentspertainingtothecreditordebitnote.

Checkdocumenttotals,includingtaxandadditionalcost
amounts.
The Credit/Debit
Note Totals form

2. Topostthecreditnoteordebitnote,clickPost,thenclickOKat
themessagethatdisplaysthedocumentnumber.
Receipts, Invoices,
Returns, & Credits
UpdateinventoryrecordsinInventoryControlifchangesin
costsorquantitieswerepostedtoinvoicesorreturns(and
youcostitemsduringDayEndProcessing).
Creategeneralledgerentriesfrompostedcreditnotesand
debitnotesifchangesincostsorquantitieswerepostedto
invoicesorreturns(andyoucostitemsduringDayEnd
Processing).
CreatetheCredit/DebitNotePostingJournalofthe
transactionsyoupostedinPurchaseOrderssincethelast
timeyouranDayEndProcessing.
PrinttheCredit/DebitNotePostingJournaltocheckthecredit
notesanddebitnotesyouposted.
User Guide 561


Before you start Beforeyouenterreceipts,invoices,returns,creditnotes,ordebit
notes,youmust:
Definethetaxauthorities,classes,groups,andratesyouneedin
theTaxServicesareaofCommonServices.
AssignataxgrouptoeachvendorrecordinAccountsPayable.
SpecifythetaxauthorityandtaxclassforeachiteminInventory
Control,andindicatewhethertaxisincludedintheitemprice.
Changing tax Tochangetaxamountsforreceipts,invoices,returns,creditnotes,

amounts
anddebitnotes,youcan:
ChangethevendorstaxgroupontheTaxestab.
Youcannotchangethetaxgroupifyou:
Areinvoicingareceiptorenteringacreditnoteordebitnote
thatreferencesanexistingdocument.
Havealreadyentereddetaillinesonthedocument.
Changethevendorstaxclassandtaxamountforeachtax
authorityontheTaxestab.
Ifyouarereportingtaxesinadifferentcurrency,youcanalso
editthetaxreportingamount.
Changethetaxclassandtaxincludedoptionforeachtax
authorityassignedtoanitemdetail(usethezoomeddetailentry
formbyclickingtheItem/TaxbuttonorpressingF9).
Youcannotchangethetaxincludedsettingunlessthetax
authorityrecordinTaxServicesallowstaxtobeincludedin
prices.
Formoreinformation,seeEditingVendorandDetailTax
Information,inChapter2ofthisguide.Tofindoutaboutan

individualfield,pressF1whileinaform,clicktheFieldListbutton,
andthenclickthenameofthefield.
To edit tax information for a detail:
1. Tocalculatethetaxforatransactionthatyouhavenotyet
posted,clicktheCalculateTaxesbutton.
TheCalculateTaxesbutton:
Calculatesanddisplaysthetaxamountsforatransaction
thatyouhavenotyetposted.Ifyoudonotusethebutton
beforeopeningtheTotalstabforthedocumentortheDetail
Items/Taxes(zoomedentry)formforadetail,thetax
amountsarezeroes.
CancelsanychangesyoumaketotaxamountsintheTaxes
tab,andreinsertstheamountsoriginallycalculatedbythe
program.
2. Toeditthetaxclassortaxincludedoptionforadetailline,use
theDetailItems/Taxesformforanitem(ortheDetailCosts/
Taxesformforanadditionalcost).
Toopenthisform,selectthedetaillineinthedetailentrysection
Receipts, Invoices,
Returns, & Credits
oftheformyouareusing,andpressF9,orclicktheItem/Tax
buttonforanitem(ortheCost/Taxbuttonforanadditional
cost).
User Guide 563

Example: The
Detail Items/Taxes
form of the
Receipt Entry form

3. MakethechangesyouneedtothetaxclassesandtheTax
Includedoptions.
4. Whenyouhavefinishededitingdetailtaxinformation,click
Close.
To edit tax information for the vendor:
1. SelecttheTaxestabfortheformyouareusing.

The Receipt Taxes

tab for the primary
vendor on a
receipt

Onreceipts,youclicktheVendorTaxesbuttononthe
AdditionalCoststabtoopentheAdditionalCostsVendorTaxes
formforasecondaryvendor.
The taxes form for

additional costs of
a secondary
vendor in a
Receipts, Invoices,
Returns, & Credits
receipt

2. Editthevendortaxclassesandtaxamounts,ifnecessary.You
cannoteditthetaxgroup.
YoucanusetheCalculateTaxesbuttontocancelanychanges
youmadetotaxamountsandreinserttheamountsoriginally
calculatedbytheprogram.
User Guide 565

Entering Exchange Rates
3. Whenyouhavefinishededitingtaxes,clickClose.

Before you start Makesurethecompanysexchangerateinformationisuptodatein
theCurrencyformsinCommonServices.
Checktoseewhichdates,ratetypes,andratestousefor
exchangerates.
Youcaneditexchangeratesforvendorsusedonreceipts,invoices,
returns,creditnotes,ordebitnotesthatarenotinthefunctional
currency.
Multicurrency Youcanedittheratetype,ratedate,andexchangerate.Youcannot
invoices
editexchangeratesbetweenEMUmembercurrencies,orbetween
EMUmembercurrenciesandtheeuro.
To edit an exchange rate.
1. Choosetheappropriatetab:
For a document. SelecttheRatestaboftheformyouare

using.
For a secondary vendor on a receipt. Selectthe

AdditionalCoststaboftheformyouareusing,andselect
thevendorforwhomtoeditrates.

The Rates tab for a

receipt.
You will also see

Tax Reporting
currency rates if
you report taxes in
a currency that is
different from your
currency and the
vendors currency.
Note: Youcannoteditratesfordocumentsthatyouhave
alreadyposted.
2. Editthefollowingfields:
Rate Type. Thiscodeidentifiesthemethodusedtoconvert

sourcecurrencyamountstofunctionalcurrencyequivalents.
Receipts, Invoices,
Returns, & Credits
TypethecodeyouwantorselectitfromtheFindernexttothis
field.
Rate Date. Tochangetheratedateforselectingtheexchange

ratefromthecurrencyratetableinCommonServices,typea
newdateorclickthedownarrownexttothefieldtochoosea
datefromthecalendarthatappears.
Exchange Rate. Iftherateyouwantisnotdisplayedinthe

ExchangeRatefield,typetheratetousetoconvertthesource
currencyamounttofunctionalcurrencyamounts.
Tax Reporting WhenPurchaseOrderscalculatesthetaxamountinatax

Currency rate
reportingcurrency,theprogramusestheTaxReporting
CurrencyExchangeRatethatappears(orthatyouenter)onthe
Ratestab.
User Guide 567

Derive Rate button However,ifyouchangethetaxreportingamountthatappears

ontheTaxestab,youcanclicktheDeriveRatebuttononthe
Ratestabtoseetheactualexchangeratebetweenthetaxamount
inthevendorscurrencyandthetaxreportingcurrencyamount.
Inotherwords,theDeriveRatebuttonappearssoyoucan
derivetheactualexchangerateforthetaxreportingcurrency(if
youchangethecalculatedamountontheTaxestab).

Before you start SelecttheoptionalfieldsyouwanttoaddtotheReceiptEntry,
InvoiceEntry,ReturnEntry,andCredit/DebitNoteEntryforms,
usingtheOptionalFieldsformintheP/OSetupfolder.
YoumustfirstdefinealloptionalfieldsusingtheOptionalFields
forminCommonServices.
YoucanaddanunlimitednumberoffieldstoPurchaseOrders
formsandtransactiondetails.
Note: FieldsontheOptionalFieldstabapplytothecomplete
transaction,nottotheindividualtransactiondetails.You
editoptionalfieldsfortransactiondetailsseparately,oneach
detaillineofatransaction.
To enter optional field information for the whole transaction:
1. ClicktheOptionalFieldstaboftheformyouareusing.

The Optional Fields

tab
Optional fields set

up for automatic
insertion on the
selected form
appear as
defaults.

2. Addtheinformationyouwantintheoptionalfields.
Youcan:
Editthefieldvalues.
Deletefieldsthatappearbydefault.
Receipts, Invoices,
Returns, & Credits
Addotherfieldsthathavebeenassignedtothisform.
IfthefieldhasaFinderbutton,youmustuseoneoftheentries
displayedbytheFinder.Nootherentriesarevalid.(Youdefine
thevalidentriesforoptionalfieldsusingtheOptionalFields
forminCommonServices.)
Changing valid Ifyouassignanewvaluetoanoptionalfield(intheOptionalFields

entries for optional
forminCommonServices),andtheneditentriesinanexisting
fields can make
current entries transaction,youmayfindthatoldfieldentrieshavebecomeinvalid.
invalid SelectnewentriesfromtheFinder.
User Guide 569


Youcanprintreceivingslipsandreturnsattwostagesofprocessing.
Youcanprintthedocumentsimmediatelyafterpostingthem,as
describedinthesectionsPrintingaReceivingSlipImmediately
afterPostingandPrintingaReturnImmediatelyafter
Posting.
Youcanprintarangeofreceiptsorreturnsbeforetheyare
clearedfromPurchaseOrders,asdescribedinthesections
PrintingaRangeofReceivingSlipsandPrintingaRangeof
Returns.
Before you start BeforeyouprintreceivingslipsorreturnsfromSageAccpacERP:
Designtheformatforthereceivingsliporreturnform,oradapt
oneofthesampleformatsthatcomewithPurchaseOrders.
Forinstructionsonadaptingforms,refertothedocument
CustomizingPrintedFormswithCrystalReports(fromthe
MicrosoftWindowsStartmenu,clickPrograms,thenSage
Accpac,thenOnlineDocumentation).
Ifyouaresendingreturnsbyemail,usetheEmailMessages
formintheP/OSetupfoldertocreatetheemailmessagethat
youwanttosendwiththereturns.
E-mailing returns Foreachvendorthatyouwanttoemail,youmustsetthe

DeliveryMethodtoEmailortoContactsEmailonthe
Puttherightpreprintedformsortypeofpaperintoyourprinter.
Selecttheprintingdestinationtowhichyouwillprint.
Ifyouusepreprintedforms,printatestcopyofthedocumentto
checkthealignmentoftheformsinyourprinter.
printer,thenclickAlignagaintoprintanothertestcopy.

Printing a Receiving Slip Immediately after Posting

Youcanprintareceivingslipimmediatelyafterpostingit.
To print a receiving slip after posting:
1. IntheReceiptEntryform,clickthePostbuttontopostthe
receipt.
Whentheprogrampoststhedocument,itdisplaysamessage
thattellsyouwhichreceiptnumberwasassignedandasks
whetheryouwanttoprintacopy.

2. ClickYestoprintthereceivingslip.Theprogramopensthe
ReceivingSlipsform.
Receipts, Invoices,
Returns, & Credits

3. TypethenameoftheformyouwanttouseorclicktheBrowse
buttontofindandselecttheform.
Youcanprinttwokindsofreceivingslips,onewithout
quantitiesandonewithquantities.(SeeChapter2,Creating
FormatsforPrintedForms,intheGettingStartedmanualfor
moreinformation.)
4. ClickPrint.
User Guide 571

Printing or E-mailing a Return Immediately after Posting

Youcanprintoremailareturnimmediatelyafterpostingit.Before
youcanemailreturns,youmustchooseemailasadeliverymethod
foreachvendorthatyouwanttoemail.
To print or e-mail a return after posting:
1. IntheReturnEntryform,clickthePostbuttontopostthe
return.
Whentheprogrampoststhedocument,itdisplaysamessage
thattellsyouwhichreturnnumberwasassignedandasks
whetheryouwanttoprintacopy.
2. ClickYestoprintthereturn.TheprogramopenstheReturns
form:

3. TypethenameoftheformyouwanttouseorclicktheBrowse
buttontofindandselecttheform.
4. Choosethedeliverymethod.
ChoosePrintDestinationtoprinttotheSageAccpacprint
destinationthatiscurrentlyselectedforthisform.
ChooseVendortoprintusingthedeliverymethodspecified
intheAccountsPayablevendorrecord.IfEmailor
ContactsEmailisselectedintheA/Pvendorrecord,the
programwillemailthereturnalongwiththeemail
messageyouspecifyintheMessageIDfield.

5. Toprintthenumberofshippinglabelsthatyouspecifiedonthe
Totalstabforthereturn,selectRequireMailingLabels.(Toprint
shippinglabels,chooseMailingLabelsintheFormsfolder.)
Ifyoudonotselectthisoption,theprogramprintsonelabelfor
thereturn.
Use Custom Form 6. SelectUseCustomFormtohavetheprintprogramignorethe

selectioncriteriaforprintingthereturnthatyoujustposted.You
couldusethisoptiontoprintallreturnsortoprintthereturns
whicharespecifiedintheCrystalreportdefinitionitself.
7. ClickPrint.
Printing a Range of Receiving Slips

Youcanprintreceivingslipsatanytimeafteryoupostthem,before
theyareclearedfromPurchaseOrders.
To print a range of receiving slips:
1. ChooseReceivingSlipsfromtheFormsfolder.
Receipts, Invoices,
Returns, & Credits

2. Selectthereceiptstoprintasfollows:
Use Receipt. Selectthenameofthereceivingslipformtouse,

orclicktheBrowsebuttontofindandselecttheform.
From Receipt Number / To Receipt Number. Enterthefirstand

lastreceiptnumbersintherangeyouwanttoprintorusethe
Findertoselecttherange.
Include Receipts Already Printed. Selectthisoptionifyouwant

toprintnewcopiesofreceivingslipsthatyouprintedbefore.
User Guide 573

3. ClickPrint.
Printing or E-mailing a Range of Returns

Youcanprintoremailreturnsatanytimeafteryoupostthem,
beforetheyareclearedfromPurchaseOrders.
To print a range of returns:
1. ChooseReturnsfromtheFormsfolder.

2. Selectthereturnstoprintasfollows:
Use Return. Selectthenameofthereturnformtouseforprinted

returns,orclicktheBrowsebuttontofindandselecttheform.
From Return Number / To Return Number. Enterthefirstand

lastreturnnumbersintherangeyouwanttoprint,orusethe
Findertoselecttherange.
Delivery Method: Choosewhetheryouwantallreturnstobe

printed,orifyouwanttoprintoremailreturns,dependingon
thedeliverymethodspecifiedineachvendorrecords.
Print Destination. ToprintthereturnusingSageAccpacs

currentlyselectedprintdestinationforthisreport.
Vendor.Toprintusingthedeliverymethodsetinthe
vendoraccountinAccountsPayable.ThiscanbeMail,
Email,orContactsEmail.

IfMailisselectedinA/P,theprogramprintstothe
currentlyselectedprintdestinationusingthepurchase
orderformspecifiedintheUseReturnfield.
E-mail message IfEmailorContactsEmailisselectedinA/P,the

programemailsthereturnalongwiththeemail
specifiedintheMessageIDfield.
YoucanviewandeditthemessagebyclickingtheZoom
buttontotherightoftheMessageIDfield.
Include Returns Already Printed. Selectthisoptionifyouwant

toprintnewcopiesofreturnsthatyouprintedbefore.
Require Mailing Labels. Selectthisoptionifyouwanttoprint

exactlythenumberofmailinglabelsspecifiedforeachofthe
returnsintherange.(Youspecifythenumberoflabelstoprintin
theNumberofLabelsfieldontheTotalstabintheReturnEntry
form.)
Ifyoudonotselectthisoption,theprogramprintsonelabelfor
eachreturnintherangewhenyouprintusingtheMailing
Labelsform(intheP/OFormsfolder).
Thelabelsnormallyincludethevendorsmailingaddress,but
Receipts, Invoices,
Returns, & Credits
cancontainanyPurchaseOrdersinformationyouspecifyforthe
labelformyouselect.
Use Custom Form. Selectthisoptiontohavetheprintprogram

ignoreallselectioncriteriaspecifiedonthisscreen.Youcanuse
thisoptiontoprintallreturnsorwhenthereportitselfprovides
allthecriteriaforselectingreturns.
3. ClickPrint.
User Guide 575

Using the Purchase History and Purchase Statistics Forms
Using the Purchase History and Purchase Statistics

Forms
PurchaseOrderscanaccumulatepurchasehistoryandpurchase
statisticsfromyourpostedtransactionswhenyourunDayEnd
Processing.
For more Forinformationabouttheoptionsyouselecttospecifyhowyour

information
PurchaseOrderssystemkeepshistoryandstatistics,see
AccumulatingPurchasingHistoryandStatisticsforReportingin
Viewing Purchase History

IfyouselecttheAccumulatePurchaseHistoryoptionintheP/O
Optionsform,PurchaseOrderskeepsdataabouttheitemsyou
purchaseandthevendorsfromwhomyoubuythem.The
informationiskeptuntilyouusetheClearHistoryformtoclearit.
UsingthePurchaseHistoryform,youcanviewthedataforthe
vendororitemnumberyouspecify.
To view purchase history:
1. FromtheP/OStatisticsandInquiriesfolder,choosePurchase
History.
YoucanalsoopenthePurchaseHistoryformifyouclickthe
Historybuttonwhenusingatransactionentryform,suchas
PurchaseOrderEntryorReceiptEntry.


2. Enterthefollowinginformation:
From/To Year and Period. Selectthetimeperiodforposted

receipts,invoices,creditnotes,anddebitnotesthatyouwantto
includeinthedisplay.
Select By. Choosewhethertodisplayinformationbyvendor

numberorbyitemnumber.
Multicurrency Currency. Ifyouusemulticurrencyaccounting,choosewhether
Receipts, Invoices,
Returns, & Credits
ledgers
todisplayamountsinthefunctionalcurrencyorinthevendors
currency.
Vendor/Item Number. Typethevendororitemnumberfor

whichtodisplayhistory,orselectitfromtheFinder.
Go button 3. ClicktheGobuttontodisplaythetransactions.

View item details 4. Toviewthetransactiondetailsforanitemorvendorentry,
doubleclickthelineforwhichyouwantmoreinformation,or
clicktheDetailsbutton.ThisopensthePurchaseHistoryDetail
form.
User Guide 577

To print the Purchase History report:
1. ChoosePurchaseHistoryfromtheAnalyticalreportsfolder,or
clickPrintontheFilemenuinthePurchaseHistoryform.
2. FollowtheinstructionsinChapter7ofthisguideforprinting
thePurchaseHistoryreport.
Viewing Purchase Statistics

IfyouselecttheAccumulateStatisticsoptionintheOptionsform,
PurchaseOrderskeepsstatisticsfromthetransactionsthatyoupost
untilyouusetheClearHistoryformtoclearthem.
UsingthePurchaseStatisticsform,youcanviewthestatisticsbythe
yearandperiodtypeyouspecifyforstatisticsintheOptionsform.
NotethatnoninventoryitemsdonotupdatetheNetQuantity
PurchasedortheNetPurchaseAmount,althoughtheyupdatethe
otherstatisticsfields.
Forjobrelateddocuments,nonmaterialcategoriesaretreatedthe
samewayasnoninventoryitems.Forjobrelatedtransactionsthat
useamaterialcategory,allthestatisticsfieldsareupdated,thesame
asfornonstockitems.
To view purchase statistics:
1. FromtheP/OStatisticsandInquiriesfolder,choosePurchase
Statistics.
2. TypetheyearorselectitfromtheFindernexttotheYearfield,
thenusethePeriodfieldsNext/Previousbuttonstoselectthe
reportingperiod.
Multicurrency 3. Ifyouusemulticurrencyaccounting,selectthecodeforthe
ledgers
currencyinwhichtodisplayamounts.(Amountsareshownin
thefunctionalcurrencyandthevendorcurrencyyouselect.)

Youcanviewstatisticsforpurchases,invoices,andcredit/debit
notes.
ForinformationaboutallthefieldsinthePurchaseStatisticsform,
pressF1orseeStep8:AddStatisticsinChapter3oftheGetting
Startedmanual.
To print the Purchase Statistics report:
1. ChoosePurchaseStatisticsfromtheAnalyticalreportsfolder,or
choosePrintfromtheFilemenuinthePurchaseStatisticsform.
2. FollowtheinstructionsinChapter7ofthisguideforprinting
thePurchaseStatisticsreport.
Adding, Editing, and Deleting Purchase Statistics

IfyouselecttheAllowEditOfStatisticsoptionforPurchase
StatisticsintheOptionsform,youcanaddoreditpurchasestatistics
forcurrentandpreviousyearsduringsetup,usingthePurchase
Statisticsform.
Warning
Editingordeletingstatisticsaftersetupcancausegapsor
Receipts, Invoices,
Returns, & Credits
inconsistenciestoappearinyourreports.Werecommend
thatyouleavetheAllowEditOfStatisticsoptionoffinthe
Optionsform,turningitononlywhensettinguprecordsor
whenyouhaveanotherreasontoeditthedata.
Further Forstepbystepinstructionsonadding,editing,ordeleting
information
purchasestatisticsforcurrentorpreviousyears,seestep7inthe
Forbackgroundinformationonadditionalcosts,seeEntering
AdditionalCostsinChapter2.
User Guide 579

Importing and Exporting Transactions

PurchaseOrdersletsyouimportandexportreceipts,anditletsyou
exportinvoices,returns,creditnotes,anddebitnotes.
Formoreinformationaboutimportingandexportingtransactions,
seeAppendixB,ImportingandExporting,inthisguide.Referalso
totheSystemManagerUserGuide.
Importing Receipts
UsetheImportcommandontheFilemenuintheReceiptEntry
formtotransferreceiptscreatedinnonSageAccpacapplications(or
inanotherPurchaseOrdersdatabaseatadifferentlocation)to
PurchaseOrders.
PurchaseOrderspostsimportedreceiptsastheyareimported,but
doesnotdeletetheoriginalfileoftransactions.Toavoidimporting
thesametransactionstwice,youshoulddeletethefileonceyouhave
importedthetransactions.
Notealsothefollowingpoints:
Youcanimportreceiptswithorwithoutreferencingpurchase
ordernumbers,includingreceiptsthatreferencemultiple
purchaseorders.
Youcanimportadditionalcostsonlyfortheprimaryvendor.
Youmustmakesurethatthereceiptsyouareimportinguse
uniquedocumentnumbers.Youcannotimportatransactionthat
usesthesamenumberasadocumentyouhavealreadyposted,
butnotcleared,inPurchaseOrders.
Multicurrency Youcannotimportmulticurrencytransactionsintoasingle
ledgers
currencyledger.Editimportfilestoremovemulticurrencyfields
beforeimporting.

Guidelines for ConstructtheimportfileaccordingtotheguidelinesinAppendixB,

importing
ImportingandExporting.Ifthefiledoesnotcontainvaliddata,
PurchaseOrderswillnotimportit.
Notethatthefileyouareimportingmustexistinthelocationthat
youspecify.Ifyouareonanetwork,youmusthaveaccessrightsto
theimportfileandthedirectory.
After importing Checkdataintegrity.
RunDayEndProcessingtocreatejournalentriesfromthe
importeddata.
Printthepostingjournalforthetypeoftransactionimported
anduseittochecktheposteddetailsandthegeneralledger
distributionsgeneratedfromPurchaseOrderstransactions.
Unlessyouneedtouseitagain,deletethefilefromwhichyou
importedthetransactions.
Exporting Receipts, Invoices, Returns, Credit Notes, and Debit

Notes
UsetheExportcommandontheFilemenuintheReceiptEntry,
Receipts, Invoices,
Returns, & Credits
InvoiceEntry,ReturnEntry,andCredit/DebitNoteEntryformsto
transfertransactionscreatedinPurchaseOrderstononSageAccpac
applications.
Beforeexporting,decidewhichfieldstoincludeintheexportfile.
Youmustselectfieldsforeachtypeofrecordusedfortheselected
transactiontype.Youshouldalsofindoutthepathfortheexportfile
youwanttouseorcreate.
WhenyouchooseExport,PurchaseOrdersexportsallthe
transactionsoftheselectedtypecurrentlyinthesystem.Ifyoudo
notwanttoexporteverything,usetheSetCriteriaoptiontospecify
thedocumentstoexport.
User Guide 581

Formoreinformation,seeAppendixB,ImportingandExporting,
inthisguide,andthechapterImportingandExportingData,in

Chapter 6
Periodic Processing
DayEndProcessing ............................................................ 61
DayEndProcessinginaStandAlonePurchaseOrdersSystem ................. 63
PeriodicReports ............................................................... 64
ClearingHistory ............................................................... 65
CreatingGeneralLedgerBatches ............................................... 611
PostingAccountsPayableInvoiceBatches ....................................... 613
DeletingInactiveRecords(inaStandAlonePurchaseOrdersSystem) .............. 614

Processing
Periodic
User Guide 6i

Chapter 6
Periodic Processing
ThischaptercontainsinstructionsforusingPurchaseOrdersto
performthedailyandperiodictasksyoudoaspartofprocessing
yourtransactionsandkeepingyourpurchaseordersystemupdated.
Thefollowingtopicsarediscussed:
DayEndProcessing.
Periodicreports.
Clearinghistory.
Creatinggeneralledgerbatches.
Deletinginactiverecords(inastandalonePurchaseOrders
system).
Day End Processing

WhenyoupostPurchaseOrderstransactionsthataffectitem
quantities,theprogramimmediatelyupdatesitemrecordsand
quantitiesonpurchaseorderinInventoryControl(ifyouareusing
it),and,dependingonyoursettings,maycostinventoryandcreate
AccountsPayableandGeneralLedgertransactions.
YoumustrunDayEndProcessing,however,tocompletelyupdate
Processing
Periodic
yourPurchaseOrders,InventoryControl,andAccountsPayable
data.
If you use IfyouusePurchaseOrderswithInventoryControl,youchooseDay

Inventory Control
EndProcessingfromtheInventoryControlfolder.Forinstructions
User Guide 61

Day End Processing
onrunningDayEndProcessinginInventoryControl,seeChapter6,
DayEndandPeriodicProcessing,intheInventoryControlUser
Guide.
If you do not use Ifyouusepurchaseordersasastandalonesystem,youchooseDay

Inventory Control
EndProcessingfromtheP/OPeriodicProcessingfolder.DayEnd
Processingforastandalonesystemwillbedescribedlaterinthis
chapter.
DayEndProcessingalwaysperformsthefollowingtasks:
Activatesandpostsfuturepurchaseordersthathavereached
theiractivationdates.
Deletesrequisitionswithexpirationdatesonorbeforethe
sessiondatefordayendprocessing.
UpdatesstatisticsandhistoryinbothInventoryControland
PurchaseOrders,ifyouselectedtheoptionstokeepthisdatain
bothprograms.
Deletescompletedtransactiondetailsifyoudonotkeep
transactionhistory.
UpdatestheNextDayEndNumberfieldinthePurchaseOrders
Optionsform.
Ifyoudonotcostitemsduringtransactionposting,DayEnd
Processingalso:
Calculatesunitcostsforeachitemonareceiptorreturn(oron
aninvoice,creditnote,ordebitnotewherecostschange),using
theitemscostingmethodifyouuseInventoryControl.
UpdatescostinginformationifyouuseInventoryControl.
CreatesabatchofAccountsPayableinvoices,creditnotes,and
debitnotesfrompostedPurchaseOrderstransactions.
Createspostingjournalsforthereceipts,returns,invoices,credit
notes,anddebitnotespostedinPurchaseOrderssincethelast
timeyouranDayEndProcessing.

Day End Processing
Createsgeneralledgertransactionsfrompostedreceiptsreturns,
invoices,creditnotes,anddebitnotes.(AccountsPayablecreates
generalledgertransactionsfrominvoices,creditnotes,anddebit
noteswhenitpostsbatches.)
ThefollowingsectiondescribeshowtorunDayEndProcessingfora
standalonesystem.
Day End Processing in a Stand-Alone Purchase Orders System

YouusetheDayEndProcessingfeaturetoupdateyouraudittrail
anditemstatisticsandtocreategeneralledgerinventory/expense
transactions.
Warning!
Thetimeittakestocompletedayendprocessingvaries
accordingtoyourcomputerandthenumberoftransactions
you
enteredsincethelasttimeyouranDayEndProcessing.We
recommendthatyourunDayEndProcessingwhenyoudonotneed
touseyourcomputerforothertasks.Youmightfinditbesttorunit
overnight.
To run Day End Processing:
1. FromthePeriodicProcessingfolder,chooseDayEnd
Processing.

Processing
2. ClickProcess.
Periodic
Thefollowingmessageappearsafterdayendprocessingis
complete:
User Guide 63

Periodic Reports

3. ClickClosetoclosethemessagebox.
After running Day BeforeyoupostanytransactionsafterrunningDayEndProcessing,

End Processing
dothefollowing:
Printthepostingjournals.
PrinttheG/LTransactionsreport.
Printanyotherreports,suchasPurchaseStatisticsorPurchase
Historythatyouneedforupdatingyourrecords.
Periodic Reports
ThissectiondescribesthePurchaseOrdersreportsyoushouldprint
periodicallytoreportPurchaseOrdersinformation.
SeeChapter7,Reports,fordescriptionsofthereportsandforthe
stepstoprintthem.
ThePurchaseOrdersreportsyoushouldprintregularlyinclude:
Transaction List. Reportsthedetailsofpostedrequisitions,

purchaseorders,receipts,returns,invoices,creditnotes,and
debitnotes.
Purchase Order Action.Reportsthestatusofoutstanding

purchaseorders(purchaseordersthathavenotbeenfully
receivedorcanceled).
Aged Purchase Orders.Reportsoutstandingpurchaseorders

agedbytheirpurchaseorderdates.

Clearing History
Purchase History.Reportstheitemspurchasedandthevendors
whosuppliedthem.(Youcanprintthisreportonlyifyou
selectedtheAccumulatePurchaseHistoryoptionintheOptions
form.)
Purchase Statistics.Reportsaccumulatedstatisticsforthe
currentperiodandforpriorperiodsfrompurchaseorders,
receipts,invoices,creditnotes,anddebitnotesthathavenot
beencleared.(Youcanprintthisreportonlyifyouselectedthe
AccumulateStatisticsoptionintheOptionsform.)
Item Transaction History (standaloneonly).Listsalltransactions

postedfortheitemsandtheaccountsetsyouselectwithinthe
periodyouspecify.Thereportshowsthenetchangetothe
inventory/expenseaccountfortheaccountsetandperiod.
Clearing History
UsetheClearHistoryformtoselectivelyclear(delete)datayouno
longerwanttokeepinyourPurchaseOrderssystem.Youcanclear
thefollowingtypesofdatausingthisform:
Transactionhistory(alltheinformationanddetailsfrom
completedrequisitions,purchaseorders,receipts,returns,
invoices,creditnotes,anddebitnotes).
Purchasinghistory(itemandvendorpurchasesbyperiod).
Purchasestatistics(totalsandhighandlowamountsbyperiod).
Printedpostingjournals(generalledgerjournalentriescreated
fromPurchaseOrderstransactions).
Processing
Periodic
PayablesClearingAuditinformation(selectedaccountsetsfrom
thePayablesClearingAuditlistuptoaparticularyearand
period).
User Guide 65

Clearing History
IfyouuseProjectandJobCosting,CommittedCostsAudit
information(selectedrangesofcontracts,projects,andcategories
fromtheCommittedCostsAuditlist).
IfyouusePurchaseOrdersasastandalonesystem,item
transactionhistory(allinformationfromtheItemTransaction
Historyreport).
Youcanclearoneormoretypesofdataatthesametime.
Further Forinformationaboutthetransactionhistoryandstatisticsyoucan
information
keepinPurchaseOrders,seeAccumulatingPurchasingHistory
andStatisticsforReportinginChapter2intheGettingStarted
manual.
Before you start CheckdataintegrityandbackupyourSageAccpacdata.
Postalloutstandingtransactionsthatcouldaffectrecordsyou
wanttoclear.
RunDayEndProcessingtoupdatethecompanysPurchase
Ordersdata.
Determinethedatethroughwhichtocleartransactionhistory.
Determinethefiscalyearandperiodthroughwhichtoclear
purchasinghistoryandstatistics,anddecidewhethertoclear
purchasinghistoryforarangeofvendorsoritems.
Determinethedayendnumberthroughwhichtoclearprinted
postingjournals,andthetypesofjournalstoclear.
Determinethefiscalyear,period,andrangeofaccountsets
throughwhichtoclearPayablesClearingAuditdata.
IfyouuseProjectandJobCosting,determinethedatethrough
whichtoclearcommittedcostsinformationfromtheauditlist.
IfyouusePurchaseOrdersasastandalonesystem,determine
thedatethroughwhichtoclearitemtransactionhistory.
Printreportsofthedatayouwanttoclear.Forexample:

Clearing History
Before clearing Beforeclearingtransactionhistory,printthetransactionlists

transaction history
forthetransactionhistoryyouplantoclear.Also,makesure
thatyouhaveprintedcopiesofanycompletedrequisitions,
purchaseorders,receivingslips,andreturnsyourequire.
Forinstructionsonprintingtransactionlists,see
TransactionListinChapter7,Reports,inthisguide.
Forinstructionsonprintingrequisitions,purchaseorders,
receivingslips,andreturns,seeRequisitions,Purchase
Orders,ReceivingSlips,andReturnsrespectively,in
Chapter7,Reports,inthisguide.
Before clearing Beforeclearingpurchasinghistory,printthePurchase

purchasing history
Historyreportfortheperiodyouplantoclear.
ForinstructionsonprintingthePurchaseHistoryreport,see
PurchaseHistoryinChapter7,Reports,inthisguide.
Before clearing Beforeclearingstatistics,printthePurchaseStatisticsreport

statistics
forthestatisticsyouplantoclear.
ForinstructionsonprintingthePurchaseStatisticsreport,
seePurchaseStatisticsinChapter7,Reports,inthis
guide.
Before clearing Beforeclearingpostingjournals,makesurethatyouhave

printed posting
printedeachjournalyouwanttocleartoaprinterorfile.If
journals
youusetheCreateG/LBatchicontocreatethegeneral
ledgerbatch,printtheG/LTransactionsreportforthe
journals.NotethatyoumustprinttheG/LTransactions
reportbeforeyouusetheCreateG/LBatchicon.
Processing
ForinstructionsonprintingpostingjournalsandtheG/L
Periodic
Transactionsreport,seethePostingJournalsandG/L
Transactionssections,respectively,inChapter7,Reports,
inthisguide.
User Guide 67

Clearing History
Before removing Beforeremovingpayablesclearingauditinformation,print

payables clearing
thePayablesClearingAuditListfortheperiodyouplanto
audit information
clear.
ForinstructionsonprintingthePayablesClearingAudit
List,seePayablesClearingAuditListinChapter7,
Before clearing Beforeclearingitemtransactionhistoryinastandalone

item transaction
system,printtheItemTransactionHistoryreportforthe
history
periodyouplantoclear.
ForinstructionsonprintingtheItemTransactionHistory
report,seeItemTransactionHistoryinChapter7,
To clear history:
1. FromthePeriodicProcessingfolder,chooseClearHistory.
WhenyouselectalltheoptionsintheClearHistoryform,it
lookslikethefollowing:
With Inventory
Control
If you use Project

and Job Costing,
you can also clear
the Committed
Costs Audit list.

Clearing History
Without Inventory
Control
If you are not

using Inventory
Control, you can
also clear Item
Transaction History
for the items
maintained by
Purchase Orders.

Transaction History 2. Tocleartransactionhistory,selectTransactionHistory,andthen
specifythedateuptowhichyouwanttocleardata.
Transactionsareclearednotonlyforthedateyouspecify,butalso
forallearlierdates.
Purchasing History 3. Toclearpurchasinghistory,selectthePurchasingHistory

option,then:
a. Selecttheyearandperiodthroughwhichtocleardata.
b. Selectwhethertoclearbyvendornumberoritemnumber.
c. Entertherangeofvendornumbersoritemnumberstoclear.
Historyisclearednotonlyfortheperiodyouspecify,butalsofor
thepreviousperiodsinthespecifiedyearandforallperiodsin
previousyears.
Purchase Statistics 4. Toclearstatistics,selectthePurchaseStatisticsoption,then

selecttheyearandperiodthroughwhichtoclearthedata.
Processing
Periodic
Statisticsareclearednotonlyfortheperiodyouspecify,butalso
forthepreviousperiodsinthespecifiedyearandforallperiods
inpreviousyears.
Printed Posting 5. Toclearprintedpostingjournals,selectthePrintedPosting

Journals
Journalsoption,then:
User Guide 69

Clearing History
a. Selectthedayendnumberthroughtoclearprintedposting
journals.(Thefielddisplaysthemostrecentdayend
number.)
b. Selectthetypesofpostingjournalsyouwanttoclear
Receipts,Invoices,CreditNotes(anddebitnotes)orReturns.
c. ClearHistoryclearsjournaldataforthedayendnumber
youspecifiedandforearlierdayendnumbers.After
clearingthejournals,youcannolongerprintthem.
Committed Costs 6. ToremoveinformationfromtheCommittedCostsAuditlist(if

Audit list
youuseProjectandJobCosting),choosetheCommittedCosts
Auditlistoption,andthenspecifytherangesofcontracts,
projects,andcategoriesfromwhichyouwanttocleardata.
Payables Clearing 7. ToremoveinformationfromthePayablesClearingAuditlist,

Audit list
selectthePayablesClearingAuditoption,selecttheyearand
periodthroughwhichtocleardata,andspecifytherangeof
accountsetsforwhichyouwanttocleardata.
Item Transaction 8. Toclearitemtransactionhistory,selecttheItemTransaction

History
Historyoption,andthenselecttheyearandperiodthrough
whichtocleardata.
YouclearitemtransactionhistoryonlyinastandalonePurchase
Orderssystem.
Itemtransactionhistoryisclearednotonlyfortheperiodyou
specify,butalsoforthepreviousperiodsinthespecifiedyear
andforallperiodsinpreviousyears.
9. Toclearthespecifiedinformation,clickProcess.
10. Repeattheprecedingsteps2through8forotherrangesof
recordsfromwhichyouwishtoclearhistory.
11. ToclosetheClearHistoryform,clickClose.


UsetheCreateBatchicontoproduceabatchofgeneralledger
transactions(orappendtoanexistinggeneralledgerbatch)fromthe
receipt,invoice,return,creditnote,anddebitnotetransactionsyou
postedinPurchaseOrders.
Note:
Thisiconalsoletsyoupostinvoicesgeneratedfrom
PurchaseOrderstransactionsintheAccountsPayable
module.
Thismeansthatyoucanopenthisformevenifyou
creategeneralledgerbatchesduringpostingordayend
processing.However,theprogramwillnotcreateaG/L
batchiftherearenooutstandingG/Ltransactions.
SeethenextsectionforinformationonpostingAccounts
PayablesinvoicesinA/P.
If you do not use Sage Accpac General Ledger,orifyourSage

AccpacGeneralLedgersystemisatanotherbusinesslocation,
PurchaseOrdersappendsitsgeneralledgertransactionstoafile
calledpogltran.csv,whichcanbeimportedbyaSageAccpacGeneral
Ledgeratanothersiteortransferredtoanothergeneralledgerthat
youuse.ThefileisinaCommaSeparatedValues(CSV)format,and
iscreatedinthesamedirectoryasyourcompanydatabase.
NotethatallgeneralledgertransactionsareplacedinthesameCSV
file,andthateachtimePurchaseOrderscreatestransactionsitasks
whethertoaddtothefileorreplaceit.
Processing
Periodic
Always append YoushouldalwaysappendtotheCSVfile.Ifyouoverwriteit,you

willdestroyalltransactionsthatarealreadyinthefile.
Before you start SelecttheOnRequestUsingCreateBatchIconontheIntegration

taboftheG/LIntegrationform.
User Guide 611

Youcanalsochoosewhethertocreateanewbatcheachtimeyou
usetheCreateBatchformandwhethertoautomaticallypostG/L
batchesintheGeneralLedgermodule.
RunDayEndProcessingtoupdatethecompanysPurchase
Ordersdata.
PrinttheG/LTransactionsreport,andthenfileitwithyouraudit
trailreports.(YoumustprintthereportbeforeusingCreate
Batch.SeeChapter7,Reports,forinformationaboutprinting
theG/LTransactionsreport.)
To create the general ledger batch:
1. FromthePeriodicProcessingfolder,chooseCreateBatch.

2. Typethedayendnumberassignedtothelastdayendrunfor
whichyouwanttocreatethegeneralledgerbatch,oracceptthe
displayednumber.
Whenyoucreatethegeneralledgerbatch,thelastdayend
numberprocessedisenteredintheG/LTransactionsGenerated
ThroughDayEndNumberfieldontheIntegrationtabofthe
Optionsform.
3. IfyoudonotwanttopostinvoicescreatedbyP/Ointhe
AccountsPayablemoduleatthistime,removethecheckmark
fromthePostA/PBatchoption.
SeethenextsectionforinformationonpostingA/Pbatches.
4. TocreatetheGeneralLedgerbatch,clickProcess.
Thefollowingmessageappearswhenprocessingfinishes.

Posting Accounts Payable Invoice Batches

5. ClickClosetoclosethemessagebox.
After using IfyoudonotuseSageAccpacGeneralLedgerorifyourSage

AccpacGeneralLedgerispartofadifferentdatabasefrom
PurchaseOrders,importthepogltran.csvfileintoyourgeneral
ledger,andthendeletethefilefromPurchaseOrders.
PostthebatchinSageAccpacGeneralLedger,ifyoudont
automaticallypostG/Lbatches.
Posting Accounts Payable Invoice Batches

PurchaseOrdersprovidesyouwithseveraloptionsforposting
invoicesgeneratedbytheP/OmoduleinAccountsPayable:
AutomaticallyduringP/Otransactionpostingordayend
processing.
YouchoosetheoptiontoautomaticallypostA/Pbatchesonthe
ProcessingtaboftheP/OOptionsform.Theexacttiming
dependsonwhetheryoucostinventoryitemsduringpostingor
duringdayendprocessing.
Manually,whenyouchoose,using:

Processing
TheCreateBatchforminPurchaseOrders.
Periodic
Or
ThePostBatchesformintheAccountsPayablemodule.
SeetheprevioussectiononcreatingG/Lbatchesforinstructionson
usingtheCreateBatchformtopostA/Pbatches.
User Guide 613

Deleting Inactive Records (in a Stand-Alone Purchase Orders System)
Deleting Inactive Records (in a Stand-Alone Purchase

Orders System)
IfyouusePurchaseOrdersasastandaloneprogram,youcanuse
theDeleteInactiveRecordsforminPurchaseOrderstoremove
obsoleteitemandaccountsetrecords.Theformremovesrecords
onlyiftheycurrentlyhaveaninactivestatusandweresettoinactive
withintherangeofdatesyouspecify.
Before you start Printreports.
Updaterecords.
AssignInactivestatustoallrecordsyouwanttodelete.
Deleting item Beforeyoucandeleteanitemrecord,youmustrundayend

records
processingifyouhavepostedanytransactionsfortheitemsincethe
lastdayendprocessing.
UsetheItemsformtomakeitemsinactive,asdescribedinthe
sectionAdding,Editing,andDeletingItemsinChapter3,
MaintainingSetupInformation,inthisguide.
PrinttheItemsreporttoidentifyinactiveitemrecords.Selectthe
InactiveItemsoptionfromthelistbesidethePrintfield.Alsoselect
theProfileoption.FormoreinformationonprintingtheItems
report,seeChapter7,Reports,inthisguide.
Deleting account Todeleteanaccountset,firstassignitsitemrecordstoanother

sets
accountset.
UsetheAccountSetsformtomakeaccountsetsinactive.For
informationabouthowtomakeaccountsetsinactive,seethesection
Adding,Editing,andDeletingAccountSetsinChapter3,
MaintainingSetupInformation,inthisguide.
PrinttheAccountSetsreporttoidentifyinactiveaccountsets.Ifan
accountsetisinactive,thedateitwasmadeinactiveappearsonthis
reportintheInactiveOnfield.Formoreinformationonprintingthe
AccountSetsreport,seeChapter7,Reports,inthisguide.

Deleting Inactive Records (in a Stand-Alone Purchase Orders System)
To delete inactive records:
1. FromthePeriodicProcessingfolder,chooseDeleteInactive
Records.

2. Selecttherecordstodelete,asfollows:
Delete These Records.Selectthetypesofinactiverecordsthat

youwanttodelete.
From and To.Entertherangeofcodesornumberstodeletefor

eachrecordtypeyouselect,orusetheFindertoselectthe
ranges.
Inactive Dates.Enterarangeofdatestoindicatewhenarecord
musthavebeenmadeinactivetodeleteit.PurchaseOrders
selectsrecordsthathaveastatusofInactiveandacorresponding
inactivedatewithintherangeofdatesyouspecify.
Bydefault,theTodateisthecurrentsessiondate.
Ifyoudonotwanttodeletealltherecordsforthesamerangeof
inactivedates,processeachsetofrecordsseparately.
3. ClickProcesstodeletetheinactiverecords.
4. Repeatsteps2and3todeleteotherrangesofrecords.
Processing
Periodic
5. Whenfinished,clickClose.
After using Printnewcopiesofthereportsofthetypesofrecordsyoudeletedto

updateyourfileswithcurrentinformation.Forinformationabout
printingreports,seeChapter7,Reports,inthisguide.
User Guide 615

Chapter 7
Reports
StandardReportFeatures ....................................................... 71
AccountSets(forStandAlonePurchaseOrders) .................................. 73
AdditionalCosts ............................................................... 73
AgedPurchaseOrders .......................................................... 74
CommittedCostsAuditList ..................................................... 76
EmailMessages ............................................................... 77
G/LIntegration ................................................................ 77
G/LTransactions ............................................................... 78
ItemTransactionHistory(forStandAlonePurchaseOrders) ...................... 710
Items(forStandAlonePurchaseOrders) ........................................ 711
MailingLabels ................................................................ 712
OptionalFields................................................................ 714
Options ...................................................................... 715
PayablesClearingAuditList ................................................... 716
PostingJournals ............................................................... 717
PurchaseHistory .............................................................. 719
PurchaseOrderAction......................................................... 720
PurchaseOrders .............................................................. 722
PurchaseStatistics ............................................................. 724
ReceivingSlips ................................................................ 725
Requisitions .................................................................. 726
Returns....................................................................... 727
ShippableBackorders .......................................................... 729
ShipViaCodes ............................................................... 729
Templates .................................................................... 730
TransactionList ............................................................... 730
VendorDetails(forStandAlonePurchaseOrders) ............................... 732
WeightUnitsofMeasure(forStandAlonePurchaseOrders) ...................... 733

Reports
User Guide 7i

Chapter 7
Reports
Thischaptercontainsdescriptionsofthereportsyoucanprintfrom
SageAccpacPurchaseOrders.Italsoincludesinstructionsonwhen
andhowtoprintthereports.
Standard Report Features

AllPurchaseOrdersreportsinclude:
Report contents Thedateandtimethereportwasprinted(thesystemdate,not

thedateyouenteredwhenyoustartedSageAccpac).
Thereporttitle.
Thecompanyname,asenteredinthecompanyprofile.
Thepagenumber.
Theselectioncriteriaforthereport,ifapplicable.
Forsomereports,thechapterdescribesoptionsyoucanselect,report
featuresorcontents,otherreportsyoucanprintfromthesame
reportdialogbox,andinformationthatappearsonreportsina
multicurrencyPurchaseOrderssystem.
Reports available ThefollowingreportsareavailableonlyifyouusetheP/Oprogram

in a stand-alone
asastandalonesystem(withoutInventoryControl):
system
AccountSetsreport.
Itemsreport.
VendorDetailsreport.
WeightUnitsofMeasure.
Reports
User Guide 71

Standard Report Features
ItemTransactionHistoryreport.
Project and Job IfyouuseProjectandJobCosting,theprogramalsoprovidesa

Costing
CommittedCostsAuditreport.
Report sizes and AllPurchaseOrdersreportsfitonan8inchby11inchorA4laser

printer
printedpage.Mostreportsareprintedinlandscape(wide)
requirements
orientation,butsomeuseportrait(long)orientation.
Specifying the Youcanprintreportstoaprinterorfile,previewthemonthe

print destination
screen,emailthem,orschedulethemforprintingonanetwork
(usingCrystalInfo).Tospecifytheprintdestination,choosePrint
DestinationfromtheFilemenuinthecompanydesktop:
Select a print
destination.
Use these fields to

print the report on
the paper size and
with the orientation
designed by the
program.

Security Thenumberofreporticonsyouseeonthecompanydesktop
permissions and
dependsonthesecuritypermissionsthatyouhavebeengranted.
report availability
ForinformationaboutthesecuritypermissionsinPurchaseOrders,
seeAppendixCofthisguide.
Further Forinformationaboutsettinguporselectingprinters,seethe
information
chapteronprintingintheSystemManagerUserGuide.For
informationaboutchangingtheformatsforrequisitions,purchase
orders,receivingslips,returns,andmailinglabelstosuityour
requirements,seethedocumentCustomizingPrintedFormswith
CrystalReports(fromtheMicrosoftWindowsStartmenu,choose
Programs,thenSageAccpac,thenOnlineDocumentation).

Account Sets (for Stand-Alone Purchase Orders)
Account Sets (for Stand-Alone Purchase Orders)

TheAccountSetsreportlistsdescriptionsandnumbersofthe
generalledgeraccountsinyourPurchaseOrdersaccountsets.
When to print Printthereportwhenyouadd,change,ordeleteaccountsets.
How to print ChooseAccountSetsfromtheSetupReportsfolder,orchooseFile,

PrintfromtheAccountSetsform.Thenselectarangeofaccountsets
andchoosePrint.
Contents Thereportlists,foreachaccountset,theaccountnumbersforthe
PayablesClearingandInventory/Expenseaccounts.Thereportalso
liststhedateonwhicheachaccountsetwaslastedited(Last
Maintained).
Ifanaccountsetisinactive,thedateitbecameinactiveappearsin
theInactiveOncolumn.Youcannotassigninactiveaccountsetsto
itemsorposttransactionsforitemsusinganinactiveset.
Additional Costs
Thisreportliststheinformationenteredtodefineeachofthe
additionalcostcodesusedinyourPurchaseOrderssystem.
(Additionalcostsareextracharges,suchasforshippingand
handling,thatareenteredseparatelyfromthecostsoftheitemsyou
purchase,thenproratedtoitemcosts,ifyouwish.)
When to print Printthereportwhenyouchangeinformationfortheadditionalcost

codesyouhavedefined.
How to print ChooseAdditionalCostsfromtheSetupReportsfolder,orchoose

File,PrintfromtheAdditionalCostsform.Thenselectreportoptions
andchoosePrint.
Features Thereportlistscostsbytheiradditionalcostcodesorbyvendor
number.Ifbyvendornumber,additionalcostsenteredwithout
vendornumbersappearfirst.
Reports
User Guide 73

Aged Purchase Orders
Thereportlistseachcostsdefaultamountandprorationand
reprorationmethods.
Whenyoueditanadditionalcostormakeitinactive,thedates
arelistedintheLastMaintained/InactiveOncolumn.
Themulticurrencyreportshowsthecurrencyforthecost.

Thisreportprovidesalistofincompletepurchaseordersandtheir
relativeagesinthesystem.Usethereporttoquicklyspotpurchase
ordersthathavebeenoutstandingforalongtime.
Youcanlistallorarangeofpurchaseordersbypurchaseorder
number,vendornumber,orcurrency(inmulticurrencysystems).
Youspecifythenumberofdaysineachofthreeagingperiods.There
isalsoacurrentperiodandafifthperiodthatincludespurchase
ordersthathavebeenoutstandingformorethanthenumberofdays
inthelastperiodyouspecified.(Yousetdefaultreportperiodsinthe
Optionsform.)
Multicurrency Inmulticurrencysystems,youcanlistpurchaseordersonthereport
reports
bytheircurrencies,andyoucanprintamountsineitherthe
functionalcurrencyorthevendorscurrencies.
When to print Printthereportperiodicallytoidentifypurchaseordersthathave

notbeencompleted.
How to print ChooseAgedPurchaseOrdersfromtheAnalyticalReportsfolder,

selectoptionsforthereport,andthenchoosePrint.

Age purchase orders with this date or

earlier dates (later dates are current). Include
purchase
List in order of purchase order numbers orders with
(or list by vendor or currency). this date
or earlier.
Print these purchase orders for these
vendors and currencies (multicurrency
ledger only). Include
vendors
Count back this many days from the phone
aged-as-of date to set aging periods. numbers
and room
Print amounts in functional currency to write
(multicurrency ledgers only). remarks.

Choosing the Aged As Of Date.Thedatefromwhichtoagepurchaseorders.All
dates for the
purchaseordersolderthantheAgedAsOfdatefallintooneofthe
report
agingperiods.Purchaseorderswithdatesmorerecentthanthe
AgedAsOfdate(andearlierthantheCutoffDate)appearinthe
Currentcolumn.
Aged As Of Cutoff
Date Date
over 90 61 to 90 31 to 60 1 to 30
days days days days Current purchase orders
Purchase order dates before the Aged As Of date
The report lists purchase orders with these dates

Cutoff Date. Thedateofthemostrecentpurchaseorderthatyou
wanttolist.Thereportomitspurchaseorderswithdocumentdates
thatarelater(morerecent)thanthisdate.Toomitcurrentpurchase
orders,enterthesamedateintheAgedAsOfandCutoffDatefields.
Features TheAgedAsOfdatedeterminestheagingperiodtowhicheach
purchaseorderbelongs.
Subtotalforthecurrentperiodandeachagingperiod,andthe
grandtotalofallagedpurchaseorders.
Amountofpurchaseordersforeachperiod,expressedasa
percentageofthegrandtotal(singlecurrencyledgersonly).
Showswherethebulkofagedpurchaseordersoccurs.
Multicurrencycanbeinthesource(vendor)currency.
Reports
User Guide 75

Committed Costs Audit List
Reportsubtotalsandgrandtotalforeachcurrency.
Committed Costs Audit List

ThisreportisavailableifyouuseProjectandJobCosting.
TheCommittedCostsAuditListreportsjobrelated purchaseorders,
receipts,andinvoices thatwereusedtoupdatecommittedcostsin
ProjectandJobCosting.
When to print Printthereportwhenyouwanttoreconcilecommittedcosts

outstandingonpurchaseorderstocommittedquantitiesreportedfor
contracts,projects,andcategories.
ThereportisupdatedduringDayEndProcessingand,ifyoukeep
history,liststransactionsthatoccurredduringandsincethelastyear
andfiscalperiodforwhichyoukeephistory.
How to print 1. ChooseCommittedCostsAuditfromtheAnalyticalReports

folder.
2. Specifytherangeofcontracts,projects,categories,vendor
numbers,andtransactiondatesfortransactionsthatyouwantto
includeonthereport.
3. ClickPrint.
Features Thereportgroupsjobrelatedpurchaseordersandreceiptsforeach
contract,project,andcategoryinthespecifiedrange.
Foreachtransaction,thereportshows:
Thetransactiontypeanddate.
Thedocumentnumber.
Thevendornameandnumber.
Committedquantitiesandcosts.

E-mail Messages
Theportionofthelistedcommitmentsthatcompriseoverhead
andlabor.
Thereportalsoincludescontract,project,category,andreporttotals.
E-mail Messages
Thisreportliststhepurchaseordersandreturnsemailmessages
thatyoucreatedusingtheEmailMessagesformintheP/OSetup
folder.
E-mailing purchase
orders and returns Note: Foreachvendorthatyouwanttoemail,youmustset
theDeliveryMethodtoEmailortoContactsEmailonthe
When to print PrinttheEmailMessagesreportwhenyouchangeoraddemail

messages.
How to print ChooseEmailMessagesfromtheSetupReportsfolder,orchoose

File,PrintfromtheEmailMessagesform,andchoosePrint.
G/L Integration
TheG/LIntegrationreportliststheselectedoptionsandother
informationyouenteredintheG/LIntegrationformtospecifyhow
yourPurchaseOrderssystemsendstransactionstoGeneralLedger.
When to print Printthereportbeforeandafterchangingoptions.
How to print DoubleclicktheG/LIntegrationiconintheP/OSetupReports

folder,orchooseFile,PrintfromtheG/LIntegrationform.
Features Thereportdisplays:
Generalledgerintegrationoptions.
Reports
User Guide 77

G/L Transactions
Accountnumbersforthedefaultinventoryexpenseaccount,
defaultcostexpenseaccount,noninventoryclearingaccount,
andexpensedadditionalcostpayablesclearingaccount.
Informationthatwillbetransferredfromsourcetransaction
fieldstodescription,reference,andcommentfieldsingeneral
ledgertransactions.
G/L Transactions
TheG/LTransactionsreportisalistofthegeneralledgerjournal
entriescreatedfromalltransactionspostedinPurchaseOrderssince
thelasttimeyoucreatedthegeneralledgerbatch.Youcanprint
detailedorsummaryversionsofthereport.
Select On Request Toprintthisreport,youmustselectOnRequestUsingCreateBatch

Using Create Batch
IconfortheCreateG/LTransactionsoptionintheG/LIntegration
Icon
form.Ifyoucreatetransactionsduringdayendprocessing,you
cannotprinttheG/LTransactionsreport.
Multicurrency Inmulticurrencysystems,youcanprintamountseitherinthe
ledgers
functionalcurrencyorinthesource(vendor)currenciesinwhich
youpostedthetransactionsinPurchaseOrders.
When to print PrintthereportbeforeyouusetheCreateBatchformtoproduce

generalledgertransactions.Whenyoucreatethegeneralledger
batch,theprogramerasesthedatafortheG/LTransactionsreport.
Run Day End RemembertorunDayEndProcessingbeforeyouprintthereport,if

Processing
youwanttoincludethelatesttransactionsinthereport.
How to print ChooseG/LTransactionsfromtheAnalyticalReportsfolder.Select

thefollowingreportoptions,andthenchoosePrint.
Through Posting Sequence.Choosethepostingsequencetolistall

transactionscreatedbetweenthetimeyoulastcreatedtheG/Lbatch
andthespecifiedpostingsequence.
Report Format.Choosewhethertoprintadetailorsummaryreport.

G/L Transactions
Sort By.Listdetailreportsbyaccountnumberoryearandperiod.
Report Currency.Choosetoprintamountsinfunctionalorsource
(vendor)currency(multicurrencyledgers).
Features TheDetailreportincludes,foreachtransaction:
Thepostingsequencenumber,whichisthenumberoftheday
endprocessingrunwhenthetransactionwascreated.
TheBatchEntrycolumnisblankbecausePurchaseOrdersdoes
notusebatches.
Thesourcecodethatidentifiesthesourceprogram(Purchase
Orders)andthetypeoftransactioninyourgeneralledger.
PurchaseOrderssourcecodesare:
POADadjustments
POCOconsolidatedtransactions
POCRcreditnotes
PODBdebitnotes
POINinvoices
PORAadjustmentstoreceipts
PORCreceipts
PORJadjustmentstoreturns
PORTreturns
TheReferenceandDescriptioncolumnscontainthedatathat
youspecifiedfortheG/Ldescription,reference,andcomment
fieldsintheG/LIntegrationform.Thesampledatausesthe
documentnumberandtheheaderdescriptionforthetransaction
descriptionandreference.
Totalsbyaccountnumber.Youcanalsosortthereportandsee
totalsbyfiscalyearandperiod.
Thedebitandcredittotalsofthetransactionsonthereport.
TheSummaryG/LTransactionsreportlistsasinglelineforeach
generalledgeraccountnumber,withthetotaldebitandcredit
amountfortheaccount.
Reports
User Guide 79

Item Transaction History (for Stand-Alone Purchase Orders)
Item Transaction History (for Stand-Alone Purchase

Orders)
IfyoudonotuseSageAccpacInventoryControl,youcanprintthe
ItemTransactionHistoryreportfromPurchaseOrders.
TheItemTransactionHistoryreportlistsalltransactionspostedfor
theitemsassignedtotheaccountsetsandperiodthatyouselectfor
thereport.Thereportalsoshowsthenetchangetothe
Inventory/Expenseaccountfortheaccountsetandperiod.
Itemtransactionhistoryisaccumulatedandreportedaccordingto
thefiscalyearyoudefinedinCommonServices.Transactionsare
accumulatedforthisreportonlyifyouusetheKeepTransaction
HistoryoptionintheOptionsform.
TransactionsclearedbytheClearHistoryformwillnotbeincluded
inthereport.
When to print Printthereportwhenyouwanttoreviewtransactionhistoryby

item,orlisttransactionsfromallpostingjournals.
How to print ChooseItemTransactionHistoryfromtheAnalyticalReportsfolder.
Makeyourselectionsinthefollowingfields:
As At Year/Period.Selecttheendingperiodfortherangeof
transactionsyouwanttoprint.PurchaseOrderslistsalltransactions
occurringbeforeandduringthespecifiedperiod,excludingthose
youclearedusingtheClearHistoryform.
By.Specifythemethodforsortingtransactions.Chooseeither
AccountSetCodeorItemNumber.
From Account Set [ ],To Account Set [ ].Selectarangeof

accountsetstoincludeinthereport.
From Item Number [ ],To Item Number [ ].Ifyouchosetosort

byitemnumber,selectarangeofitemnumberstoincludeinthe
report.

Items (for Stand-Alone Purchase Orders)
Features Thereportincludes:
Thedate,fiscalyear,andfiscalperiodofeachtransaction.
Thedocumentnumberenteredwiththetransaction.
Dayendnumbers,assignedsequentiallyeachtimeDayEnd
Processingisrun,andentrynumbersindicatingtheorderin
whicheachtransactionwasprocessedbyDayEndProcessing.
Multicurrency Ifyouusemulticurrencyledgers,thesourcecurrencyand
ledgers
exchangerateforeachtransaction.
Theamountofthetransactioninsourcecurrency.Amountsthat
credittheInventory/Expenseaccount(suchasreturns)are
displayedinparentheses.
Debitorcreditamountsforeachtransactiontobepostedtothe
accountsetsInventory/Expenseaccount.Inmulticurrency
ledgers,theseamountsareinfunctionalcurrency.
Foreachaccountset,thenetchangepostedtothe
Inventory/Expenseaccountfromalltransactionspostedforthe
item.
Items (for Stand-Alone Purchase Orders)

UsetheItemsreporttoprinttheinformationenteredforeachitemin
theItemsform.
When to print PrinttheItemsReportwhenyouneedaquickreferencelistofitem

information.Youshouldalsoprintanewcopyforyourfilesafter
adding,deleting,orchangingitemrecords.
How to print ChoosetheItemsiconfromtheSetupReportsfolder,orchoosePrint

fromtheFilemenuoftheItemsform.
Makeyourselectioninthefollowingfields:
Reports
User Guide 711

Mailing Labels
From Account Set [ ] To [ ]. Typetherangeofaccountsetsfor

thereport,orselectarangeusingtheFinder.
From Item Number [ ] To Item Number [ ]. Specifytherangeof

itemnumberstoincludeinthereport.
Print. Specifythetypeofitemstoincludeonthereport.Youcan
chooseallitems,onlyactiveitems,oronlyinactiveitems.
Include. Foreachitemincludedinthereport,printallora
combinationoftheinformationenteredintheitemrecord(Profile,
UnitsOfMeasure,AdditionalItemInformation,Vendors,Taxes).
Features TheItemsreportcanincludethefollowinginformation:
Profile.ListstheinformationenteredontheItemstabofthe
Itemsform.
Units Of Measure.Listsalldefinedunitsofmeasure,asentered
ontheUnitstaboftheItemsform,andthecorresponding
conversionfactorsforeachunit.
Taxes.Liststheauthoritiesandothertaxinformationenteredon
theTaxestaboftheItemsform.
Vendors.ListsitemvendorinformationfromtheVendorDetails
form,includingvendortype,vendornumber,vendorname,and
vendoritemnumber.
Additional Item Information.ListstextenteredintheComment

fieldontheItemstaboftheItemsform.
Mailing Labels
Youcanprintmailinglabelsforpurchaseordersorreturnsthatyou
aresendingtovendors.
Selectallorarangeoflabelsforpurchaseordersorreturns.Youcan
limitprintingtolabelsthathavenotbeenprinted,choosetoprint
onlythenumberoflabelsspecifiedintheTotalstabofthePurchase

Mailing Labels
OrderEntryorReturnEntryform,orprintalllabelsintherangeyou
selected.
When to print Printlabelswhensendingpurchaseorderstovendorsorreturning

goods.
How to print ChooseMailingLabelsfromtheFormsfolder,specifythelabelsto

print,andthenchoosePrint.
Choose the file containing the label format

you want to use.
Choose whether to print labels for purchase

orders or returns, then specify the range.
Choose whether to print labels you printed

before and whether to print labels for
returns for which you selected the Require
Mailing Labels option when you printed
return forms.

Toprintatestcopyofthelabelstocheckthealignmentofthelabels
onthepaperorformsinyourprinter,choosetheAlignbutton
(whenyouhavesettheprintingdestinationtoPrinter).Youcan
repeatthisstepasoftenasyouneedto.
Contents PurchaseOrderscomeswithalabelformatthatprintslabelswhich
are13/4inchby4inch(POLABEL.RPT),asshownintheexampleon
thenextpage.
Creating label Youcanchangetheformatformailinglabelstosuityourneedsor

formats
createyourownlabelsusingtheCrystalReportsreportdesigner.
RefertotheonlinedocumentCustomizingPrintedFormswith
Programs,thenSageAccpac,thenOnlineDocumentation)
Selecting the data TouseMicrosoftWindowsWordPadorWritetodisplayfieldsyou

to print on labels
canincludeinlabelformats,clickFORMS.WRIinyour\PROGRAM
FILES\SageAccpac\DOCS\PO54AENGdirectory.Youcanalso
openthefileinyourwordprocessingprogram.
Reports
User Guide 713

Optional Fields
Gould Manufacturing Ltd. Vend. #1500 Hart Lighting Vend. #1540

3741 Main Street 3719 Colorado
Richmond, VA, 23519 Tulsa, OK,
Exide Industrial Chairs Vend. #1350 Exide Industrial Chairs Vend. #1350
486 Central Blvd. 486 Central Blvd.
Houston, TX, 67182 Houston, TX, 67182
Marshall Davidson Ltd Vend. #2150 Hart Lighting Vend. #1540
19322 123rd Street 3719 Colorado
Cleveland, OH, 31977 Tulsa, OK,
Grant Office Supplies Vend. #1580
743 Wark Street
Sacramento, CA, 93721

Optional Fields
TheOptionalFieldsreportliststheoptionalfieldsdefinedforyour
PurchaseOrderssystemontheOptionalFieldssetupform.
When to print Printthereportwhenyouadd,delete,ormodifytheoptionalfields

assignedtoPurchaseOrdersforms.
How to print ChoosetheOptionalFieldsiconfromtheSetupReportsfolder.If

youwishtoincludeoptionalfieldsettingssavedwitheachrecord,
selecttheShowSettingsoption.
ClickPrinttoprintthereporttoyourusualprintdestination.
Features Thereportincludesthefollowinginformationforeachtypeof
optionalfield:
Theoptionalfieldcode,description,anddefaultentry.
Whetherthecodeissetforautomaticinsertioninthetypeof
recordforwhichitisdefined.
IfyouselectedtheShowSettingsoption,whetheroptionalfields
canbepassedtoAccountsPayableandtheaccountstowhich
optionalfieldentriescanbepassedtoGeneralLedger.
IfyouuseProjectandJobCosting,whethertheoptionalfield
entriescanbepassedtoProjectandJobCosting.

Options
Options
Thisreportliststheinformationyouenteredandoptionsyou
selectedintheOptionsformwhenyousetupyourPurchaseOrders
system,orwhenyouchangedtheinformation.
When to print Printandfilethereportwhenyouchangecompanyoptionsforthe

purchaseordersystem.
How to print ChooseOptionsfromtheSetupReportsfolder,orchooseFile,Print

fromtheOptionsform,thenchoosePrint.
Contents Thereportlists:
Thecompanyaddressandthepurchaseordercontactperson
andtelephonenumber.
Multicurrency Thefunctional(home)currencyinamulticurrencysystem,and
ledgers
thedefaultexchangeratetype
Processingoptions:
Whetheryouallownoninventoryitemsonpurchaseorder
transactions.
Whetheryoukeeptransactionhistory(detailsofposted
transactions).
WhetheryouallowfractionalquantitiesinastandaloneP/O
system(thatis,onewithouttheInventoryControlmodule).
Thedefaulttemplatecodeyouuseforenteringnew
transactions.
Thedefaultitemcostyouusewhendisplayingitemcostsin
transactions(ifyouuseinventorycontrol).
HowandwhenyoupostinvoicetransactionsinAccounts
Payable.
ThedefaultweightunitofmeasureinastandaloneP/O
system.
Reports
User Guide 715

Payables Clearing Audit List
WhenyoucostitemsinastandaloneP/Osystem.
Whetherandhowyouaccumulatepurchasestatistics.
Whetherandhowyoukeeppurchasehistory.
Thenumberofdaysinthedefaultagingperiodsyouuseforthe
AgedPurchaseOrdersreport.
Thelength,prefix,andnextnumbertousewhentheprogram
automaticallyassignsdocumentnumberstopurchaseorders,
requisitions,receipts,andreturns.
Thenextdayendnumber.
Payables Clearing Audit List

ThePayablesClearingAuditlistreportsthedebitandcreditentries
tothePayablesClearingaccountforreceipts,invoices,returns,credit
notes,anddebitnotes.UsethelisttoreconcilethePayablesClearing
account.
When to print WhenyouwanttoreconcileyourPayablesClearingaccount.The

reportisupdatedduringDayEndProcessing.
How to print ChoosePayablesClearingAuditfromtheAnalyticalReportsfolder.

Choosetheaccountsets,fiscalyears,andperiodsforthereportand,
ifyouhaveamulticurrencyledger,whethertoprintamountsin
sourcecurrencyorinsourceandfunctionalcurrency.
Features Thereportshowstheaccountsets,fiscalyears,andperiodsyou
chooseand,ifyouhaveamulticurrencyledger,printsamountsin
thecurrencyyouchoose.
Multicurrency Inamulticurrencyledger,thereportshowswhetheryouchose
ledgers
thefunctionalcurrencyoracombinationofthefunctionaland
sourcecurrencies.
Whenyouchoosetoprintthereportinsourceandfunctional
currency,aCurrencyheadingappears.Thecurrenciesarelisted

Posting Journals
undereachaccountsetandthevendorsaregroupedbythe
currencytheyuse.
Thereportliststhedetailsofeachtransaction,includingthe
vendornumberandname.
Thereportshowstheamountdebitedorcreditedtotheaccount
foreachreceipt,invoice,return,debitnote,andcreditnote
transaction.
Thereportshowsthetotaldebitsandcreditsbyperiodandthe
totalforeachaccountset(AVG.intheexample)duringthetime
specifiedforthereport.
Multicurrency Ifyouhaveamulticurrencysystemandincludesource
ledgers
currenciesforthereport,therearealsototalsforeachcurrency.
Posting Journals
TheReceipts,Returns,Invoices,andCredit/DebitNotesPosting
JournalsarepartofyourPurchaseOrdersaudittrail.
Thejournalscontainthedetailedrecordofthegeneralledger
transactionsarisingfromthereceipts,invoices,returns,creditnotes,
anddebitnotesthatyoupostedinPurchaseOrders.Youcanalso
includeAccountsPayableauditinformationwithinvoice
information(alongwiththeGeneralLedgerentriesresultingfrom
invoiceposting)tohelpyoumatchpostingsinPurchaseOrdersto
AccountsPayabletransactions.
Multicurrency Inmulticurrencysystems,postingjournalslistthevendorscurrency
journals
codeforeachtransaction,alongwiththeexchangerate,ratetype,
andratedate.Thejournalsincludeamountsinboththevendors
currencyandthefunctionalcurrency.
When to print Printpostingjournalsregularly(dailyorweekly)afterrunningDay

EndProcessing.
Reports
User Guide 717

Posting Journals
How to print ChoosePostingJournalsfromtheAnalyticalReportsfolder,select

thetypeofjournaltoprint,andthenchoosePrint.
Select the range of

Select the type of day-end numbers
transaction for for which to report
which to print a transactions.
posting journal.
Specify whether to
include additional
costs (on receipt
Select the method journals) and other
by which to group information, and
transactions on the reprint journals you
report. printed before.

Features Thereportshowsthefollowinginformation:
Additionalcostamountproratedtoeachitemdetail.
Detailsofeachtransactionoftheselectedtype,withthegeneral
ledgerdistributionsfortheprimaryvendor,andanyadditional
costsforthereceipt.(Youcanlisttransactionsbydayend
number,transactiondate,vendornumber,ortransaction
number.)
Notethatreturnpostingjournalsandcreditnoteposting
journalsdisplaynumbersasnegativeamounts.(Thisappliesto
quantities,extendedamounts,proratedadditionalcosts,tax
summaryamounts,retainedamounts,andjobexpensed
amounts.)Forexample,ifyoupostareturnoffiveitems,the
returnpostingjournalwilldisplayaquantityof5.Ifyoulater
adjustthereturntotwoitems,theReturnPostingJournalwill
showa+3torecordthechangeinquantity.
Additionalcostvendor,description,amount,tax,andproration
information.(Receiptsjournalonly;youcanomitthissection.)
AccountsPayableauditinformationtohelpyoumatchpostings
inPurchaseOrderstoAccountsPayabletransactions(optionally
availableontheInvoiceandCredit/DebitNotejournalsonly).

Purchase History
Jobdetails(optional)forjobrelatedtransactions.
Optionalfields(optional).
Taxinformationforthedocument.(Youcanomitthissection.)
Multicurrency Totalsforthejournalinbothfunctionalandsource(vendor)
report
currencies.
GeneralLedgerDistributionSummarythatincludesthedebit
andcredittotalsforeachaccountaffectedbythetransactionson
thejournal.Themulticurrencyversionofthesummarylists
totalsinbothfunctionalandsource(vendor)currencies.
Purchase History
Thisreportprovidessummaryordetailedpurchaseinformationby
vendororinventoryitem.Youcanusethereportasapurchases
journal,torecordpurchasesbyvendororitem,andtoindicatethe
strengthsandweaknessesincompanypurchasinghistory.
YoumustchoosetheAccumulatePurchaseHistoryoptioninthe
Optionsformtobeabletoprintthereport.
When to print AfterrunningDayEndProcessing,attheendofanaccountingcycle,

oranytimeyouwanttocheckyourpurchasinghistory.
How to print ChoosePurchaseHistoryfromtheAnalyticalReportsfolder,or

chooseFile,PrintfromthePurchaseHistoryform.Thenspecifythe
followingdataandoptionsforthereportandchoosePrint.
Report Type.Choosewhethertoprintthereportindetailorin
summaryform.
From Year/Period and To Year/Period.Specifytheyearsandperiods

forwhichtoprintthereport.
Sort By.Choosewhethertolistpurchasehistorybyvendororitem
number.
Reports
User Guide 719

Purchase Order Action
From Vendor/Item/Currency and To Vendor/Item/ Currency.Specify

therangesofvendorsanditems(andcurrencies,inmulticurrency
ledgers)toinclude.
Print Amounts In.Inmulticurrencyledgers,choosewhethertoprint

amountsinthevendorscurrenciesorinthefunctionalcurrency.
Features Thereportsintheexamplearesortedbyvendornumber.You
canalsoprintthembyitemnumber.
Thedetailreportincludesallitemdetailspostedforthevendor
intheselectedperiods,andliststheyear,period,transaction
type,date,transactionnumber,location,quantity,cost,andunit
ofmeasure,andthenumberofdaysbetweenthepurchaseorder
andreceiptpostingdatesforeachitemdetail.
Thedetailreportlistsallpurchasesofanitemfromthevendorin
theselectedperiod.IfyouuseProjectandJobCosting,youcan
alsolistjobinformationforjobrelatedtransactions.
Thesummaryreportliststheyearandperiod,totalquantity
receivedofeachitem(instockingunits),totalcost,quantity
returned,andreturn,creditnote,anddebitnotetotals.
Thesummaryreportconsolidatesdetailswiththesameitem
number,year,period,anddateintosingledetails.
Multicurrency Themulticurrencyversionofthereportincludeseachvendors
reports
currencycode.Youcanprintamountsinthefunctionalcurrencyor
inthevendorscurrencies.

Thisreportlistscurrentpurchaseorders.ThePurchaseOrderAction
reportoptionsallowyoutoproduceawidevarietyofreports.
When to print Whenyouneedtoreviewactivepurchaseorderstoseewhathas

beendonewiththem,orneedstobedone.

How to print ChoosePurchaseOrderActionfromtheAnalyticalReportsfolder.

Thenspecifythefollowingoptionsforthereport,andchoosePrint.
Report Type.Choosetoprintindetailorsummary.
Sort By (From, To) and Then By (From, To).Choosewhethertolist

firstbypurchaseordernumberorbyvendornumber,andtherange
ofnumbers.
From Item Number/Expected Arrival and To Item Number/Expected

Arrival.Specifytherangesofitemnumbersandexpectedarrival
datesbywhichtoselectpurchaseorderstoreport.
Purchase Order Source.Choosepurchaseordersource(AllSources,

Entered,Internet).
Purchase Order Type.Chooseallpurchaseorders,orlimitthe

selectiontoordersonholdorordersforwhichtheitemshavenever
beenreceived,beenpartiallyreceived,orbeenneverorpartially
received.
Print Status.Specifywhethertoprintallpurchaseordersinthe
range,posted,orprinted.
Item Status.Specifywhethertoselectpurchaseorderswithdetails
thatarecompletedwithnoreceipts,incomplete,orcompleted.
Print Amounts In.Inmulticurrencyledgers,choosewhethertoprint

amountsinthefunctionalorvendorcurrency.
Features Theitem(detail)statusyouselectedforthereport.(Youcanlist
alldetails,oronlythosedetailsthatareeithercompletedwithno
receipts,completed,orincomplete.)
Multicurrency Thecurrencyinwhichamountsarelisted(multicurrency
report
systemsonly).
Thevendorscurrency(multicurrencysystemsonly).
Theitemdetailsonthepurchaseorder.
Optionalfieldinformation.
Reports
User Guide 721

Purchase Orders
JobinformationforjobrelatedtransactionsifyouuseProject
andJobCosting.
Theamountandpercentagebywhichreceivedquantitiesdiffer
fromthequantitiesenteredwiththepurchaseorder.
Thesummaryreport(asinglecurrencyreportintheexample)
liststhedate,expectedarrivaldate,vendornumberandname,
andthepurchaseorderamountforeachpurchaseorderselected
forthereport.
Purchase Orders
Apurchaseorderisadetailedlistoftheitemsthatyouplanto
purchasefromtheparticularvendoryouselectedforthepurchase
order.
PurchaseOrderscomeswithfourstandardA4or8inchby11inch
purchaseorderlayoutsthatyoucanuseasisorchangetosuit
yourneedsusingtheCrystalReportsreportdesigner.
Youcanprintcopiesofpurchaseordersuntiltheyarecompleted.
OnceP/Osarecompleted,youcannolongerprintthem,andthey
willbedeletedwhenyourunDayEndProcessingifyoudonotkeep
transactionhistory.
When to print Printeachpurchaseorderimmediatelyafterpostingitinthe

PurchaseOrderEntryform,orusethePurchaseOrdersformtoprint
severalpurchaseorderstogetherwhenyouneedcopiestosendto
vendorsorforotherreasons.
How to print ChoosePurchaseOrdersfromtheFormsfolder,orchooseYesfrom

thepostingmessageinthePurchaseOrderEntryformimmediately
afterposting.

Purchase Orders
Choose the file containing the

purchase order format you
You will not see these want to use.
fields when you print
purchase orders after Choose the range of purchase
posting in the Purchase orders to print.
Order Entry form.
Choose to print POs to the
Choose whether to print current print destination or to
new copies of purchase the vendors destination (print
orders that you printed destination (such as e-mail).
before and whether to
include previously printed Choose the types of purchase
details. orders to print.

Toprintatestcopyofthepurchaseordertocheckthealignmentof
theformsinyourprinter,choosetheAlignbutton(whenyouhave
settheprintingdestinationtoPrinter).Youcanrepeatthisstepas
oftenasyouneedto.
Contents PurchaseOrderscomeswithseveralpurchaseordersreports.
Creating formats POPOR01isdesignedforprintingPOsonlaserandinkjetprinters.

for purchase
Itprintsacompletepurchaseorderformonplainpaper.Youcan
orders
useitoroneofthethreeothersampleformats,oradaptapurchase
orderformattofityourrequirements.
ReportfilePOPOR02printsapurchaseorderonapreprintedform.
POPOR04isanondatapipeversionofformPOPOR01(forplain
paper),andPOPOR05isitsmatchforpreprintedforms.
SeeStep9:DesignandTestFormatsforPrintedandEMailed
BusinessForms,inChapter3oftheGettingStartedmanual.For
informationoncustomizingprintedforms,seetheonlinedocument
CustomizingPrintedFormswithCrystalReports(fromthe
MicrosoftWindowsStartmenu,choosePrograms,thenSageAccpac,
thenOnlineDocumentation).
Reports
User Guide 723

Purchase Statistics
Purchase Statistics
ThisreportlistsstatisticsaccumulatedfromPurchaseOrders
transactionssinceyoulastclearedthepurchasestatisticsdataforthe
periodyouspecify.Statisticsarereportedforthetypeofyear(fiscal
orcalendar)andperiodyouspecifiedfortheAccumulateStatistics
optionintheOptionsform.
Thereportcanhelpyouunderstandandanalyzethelevelof
processinginyourPurchaseOrderssystem.Notethatyoumustuse
theKeepPurchaseStatisticsoptionintheOptionsformtoprintthis
report.
When to print Whenyouwanttocheckonthevolumeofpurchaseorders,receipts,

invoices,creditnotes,anddebitnotesyouprocessedduringa
period.YoucanprintthereportafterrunningDayEndProcessing
onlyifyouusetheAccumulateStatisticsoption.
How to print ChoosePurchaseStatisticsfromtheAnalyticalReportsfolder,or

chooseFile,PrintfromthePurchaseStatisticsform,selectoptionsfor
thereport,thenchoosePrint.
From Year/Period and To Year/Period.Specifytherangeofyears

andperiodsforwhichtoprintthereport.
From/To Currency and Print Amounts In.Inmulticurrencyledgers,

selectthecurrenciestoinclude(thereportlistsonlythestatistics
fromtransactionspostedintheselectedcurrencies).Thenchoose
whethertoprintamountsinfunctionalorvendorcurrency.
Consolidate Currencies.Whenprintingfunctionalcurrencyreports
(multicurrencyledgersonly),choosewhethertocombineamounts
foreachperiodbycurrencyorprintaseparatesetofstatisticsfor
eachcurrencyandperiod.
Features Themulticurrencyreportcanshowamountsinsource(vendor)
currencies.
Sourcecurrencycodeanddescription.Theprogramprintsaset
ofstatisticsforeachsourcecurrency(formulticurrencyreports).

Receiving Slips
Thenetpurchaseamountdoesnotincludeadditionalcostsor
taxes.
Receiving Slips
Areceivingslipisadetailedlistoftheitemsyoureceivedfrom
vendorsandanyadditionalcostspostedwiththereceipt.Purchase
Ordersprovidesastandard8inchby11inchorA4receivingslip
layoutthatyoucanuseasisorchangetosuityourneedsusingthe
CrystalReportsreportdesigner.
Youcanprintcopiesofreceivingslipsuntiltheyarecompleted.
Oncetheyarecompleted,youcannolongerprintthem,andthey
willbedeletedwhenyourunDayEndProcessingifyoudonotkeep
transactionhistory.
When to print Printasinglereceivingslipimmediatelyafterpostingitinthe

ReceiptEntryform,orusetheReceivingSlipsdialogboxtoprinta
rangeofreceivingslipswhenyouwanttoprintseveralslips
together.
How to print ChooseReceivingSlipsfromtheFormsfolder,orprintthereceiving

slipfromtheReceiptEntryformimmediatelyafterposting.
(PurchaseOrdersaskswhetheryouwanttoprintthereceivingslip
whenitdisplaysthePostingcompletedmessage.)
You see only this field

and the receipt number Choose the file for the
when printing receiving receiving slip format
slips from the Receipt you want to use.
Entry form.
Choose whether to print Specify the range of
new copies of receiving receipts for which to
slips you printed before. print receiving slips.
Toprintatestcopyofthereceivingsliptocheckthealignmentof
theformsinyourprinter,choosetheAlignbutton(whenyouhave
settheprintingdestinationtoPrinter).Youcanrepeatthisstepas
oftenasyouneedto.
Reports
User Guide 725

Requisitions
Contents PurchaseOrderscomeswithseveralreceivingslips.
PORCP01andPORCP02donotlistthequantitiesreceived,unitsof
measure,orarrivaldatesforthereceiveditems:thereceivingclerk
shouldcheckandenterthisinformation.PORCP02isdesignedfor
preprintedforms.
Ifyouwanttoincludequantities,unitsofmeasure,andthearrival
datesonyourforms,youcanusePORCP03(ifyourpaperisblank)
orPORCP04(ifyouhaveformsalreadyprinted).
TheformalsoincludesaConditionlinewitheachreceiveditem
whereyoucandescribetheconditionofeachitem,oraddother
informationabouteachitem.
Formoreinformation,seeStep9:DesignandTestFormatsfor
PrintedandEMailedBusinessForms,inChapter3oftheGetting
Startedmanual,andthedocumentCustomizingPrintedFormswith
Programs,thenSageAccpac,thenOnlineDocumentation).
Requisitions
Aprintedrequisitionisadetailedlistoftheitemsyouwanttoorder.
Theformcanalsolistthevendorsfromwhomyouplantopurchase
theitems.
PurchaseOrdersprovidesastandard8inchby11inchorA4
requisitionlayoutthatyoucanuseasisorchangetosuityour
needsusingtheCrystalReportsreportdesigner.
Youcanprintcopiesofrequisitionsuntiltheyarecompleted.Once
theyarecompleted,youcannolongerprintthem,andtheywillbe
deletedwhenyourunDayEndProcessingifyoudonotkeep
transactionhistory.
When to print PrintarequisitionimmediatelyafterpostingitintheRequisition

Entryform,orusetheRequisitionsformtoprintseveralrequisitions
together.

Returns
How to print ChooseRequisitionsfromtheFormsfolder,orprinttherequisition

fromtheRequisitionEntryformimmediatelyafterposting.
(PurchaseOrdersaskswhetheryouwanttoprinttherequisition
whenitdisplaysthePostingcompletedmessage.)
You see this field and the Choose the file containing
requisition number when the requisition format that
you print requisitions you want to use.
immediately after posting.
Specify the range of
Choose whether to print requisitions that you want
new copies of requisitions to print.
that you printed before.

Toprintatestcopyoftherequisitiontocheckthealignmentofthe
formsinyourprinter,choosetheAlignbutton(whentheprinting
destinationissettoPrinter).Youcanrepeatthisstepasoftenasyou
needto.
Contents ThesamplerequisitionformsthatcomewithPurchaseOrders
(PORQN01andPORQN02forpreprintedforms)showthetypesof
informationyoucanincludeonrequisitionforms.
Creating formats Youcanusethesereportsasis,oradaptthemtofityour

for printed
requirements.
requisitions
Formoreinformation,seeStep9:DesignandTestFormatsfor
Startedmanual,andtheonlinedocumentCustomizingPrinted
FormswithCrystalReports(fromtheMicrosoftWindowsStart
menu,choosePrograms,thenSageAccpac,thenOnline
Documentation).
Returns
Aprintedreturnisadetailedlistoftheitemsyouarereturningtoa
vendor.PurchaseOrdersprovidesastandard8inchby11inch
returnlayoutthatyoucanuseasisorchangetosuityourneeds
usingtheCrystalReportsreportdesigner.
Reports
User Guide 727

Returns
YoucanprintcopiesofreturnsuntilyouclearthemusingtheClear
Historyform.
When to print PrinteachreturnimmediatelyafterpostingitintheReturnEntry

form,orusetheReturnsformwhenyouwanttoprintseveral
returnstogether.
How to print ChooseReturnsfromtheFormsfolder,orprintthereturnfromthe

ReturnEntryformimmediatelyafterposting.(PurchaseOrdersasks
whetheryouwanttoprintthereturnwhenitdisplaysthePosting
completedmessage.)
You see only these fields Choose the file containing the
and the return number if return format you want to use.
you print after posting in
the Return Entry form. Choose the range of returns.
Choose to print returns to the
Specify whether to print the current print destination or to the
number of labels on the vendors destination (print
Return Totals tab for each destination (such as e-mail).
return (or only one label for
each return). Choose whether to reprint returns
that you printed before.

Toprintatestcopyofareturntocheckthealignmentoftheforms
inyourprinter,choosetheAlignbutton(whenyouhavesetthe
printingdestinationtoPrinter).Youcanrepeatthisstepasoftenas
youneedto.
Contents PurchaseOrderscomeswithtworeturnforms:PORET01forlaser
printersandinkjetprinters,andPORET02forpreprintedforms.
Creating formats Formoreinformation,seeStep9:DesignandTestFormatsfor

for printed returns
Startedmanual,andthedocumentCustomizingPrintedFormswith
Programs,thenSageAccpac,andthenOnlineDocumentation).

Shippable Backorders
Shippable Backorders
TheShippableBackordersreportliststhesalesordersthatyoumay
beabletofillasaresultofreceiptsthatyouhavepostedinPurchase
Orders.
Thereportcontainsmeaningfuldataonlyifyouentersalesorder
numberswithdetaillinesonreceipts.IfyouuseSageAccpacOrder
EntrywithPurchaseOrders,youcanselectordernumbersfrom
OrderEntryandincludethemonthereport.
When to print Printthereportafterpostingreturnstofindoutwhichsalesorders

youmaynowbeabletofill.
How to print ChooseShippableBackordersfromtheAnalyticalReportsfolder,

specifythedataandoptionsforthereport,andthenchoosePrint.
Specify the ranges of

sales order numbers
and item numbers for
which to print the report.
Specify the range of

receipt dates from which
to select data for the
report.

Contents Thereportlistsreceiptdetailsthatwerepostedwithordernumbers,
showingtheitemandamountreceivedateachlocation.
Ship-Via Codes
Shipviacodesareusedwhenenteringpurchaseorders,requisitions,
receipts,andreturnstoidentifytheshippingmethodsorcarriersby
whichyoureceiveandreturngoodsfromandtoyourvendors(for
example,courier,airmail,parcelpost).Thisreportliststheshipvia
codesthataredefinedinPurchaseOrders.
When to print Printthereportwhenyouchangeshipviainformation.

Reports
User Guide 729

Templates
How to print ChooseShipViaCodesfromtheSetupReportsfolder,orchoose

File,PrintfromtheShipViaCodesform,thenspecifytherangeof
shipviacodes,andchoosePrint.
Templates
Youcanspeedupandsimplifytransactionentrybysettingup
templates.Templatesprovidedefaultinformationandsettingswhen
youaddanewrequisition,purchaseorder,receipt,orreturn.
When to print Printthereportwhenyouaddorchangeordertemplates.
How to print ChooseTemplatesfromtheSetupReportsfolder,orchooseFile,

PrintfromtheTemplatesform,thenspecifytherangeoftemplate
codes,andchoosePrint.
Transaction List
TheTransactionListsletyouprintdetailedorsummarylistingsof
allcurrentPurchaseOrderstransactions.Youcansorttransaction
reportsbytransactionnumberorvendornumber,andyoucan
specifyarangeoftransactionnumbers,vendornumbers,and
currencycodes(ifyouhaveamulticurrencysystem)bywhichto
selectthetransactions.
Ifyouareprintingpurchaseordertransactions,youcanselectactive,
future,standing,andblanketpurchaseorders.Youcanalsoselect
purchaseordersforwhichnothinghasbeenreceivedandthatare
partiallyreceived.
IfyouareprintingtheTransactionListforpurchaseordersor
requisitions,youcanselecttransactionswhichareenteredonly,
printed,completed,andonhold.Youcanalsoselectrequisitions
fromwhichpurchaseordershavebeencreatedandfromwhichno
purchaseordershavebeencreated.

Transaction List
When to print Printthesereportsforinformationaboutcurrenttransactionsand,if

youkeeptransactionhistory,aboutpasttransactionsthatyouhave
notyetcleared.
Keep Transaction Ifyoudonotkeeptransactionhistory,PurchaseOrdersdeletes

History option
transactioninformationwhenyourunDayEndProcessing.Ifyou
keeptransactionhistory,youcanchoosewhentodeletethedatafor
thereportsusingtheClearHistoryform.
How to print ChooseTransactionListfromtheAnalyticalReportsfolder,and

then:
Choose Requisitions, Purchase

Orders, Receipts, Returns, Credit
Notes, Debit Notes or Invoices.
Choose detail or summary.
Choose to list transactions by

document number or by vendor
number, and select the ranges
of documents and vendors to
report. In multicurrency ledgers,
choose the currencies by which
to select transactions.
Choose extra information to

include on detail reports.
Choose purchase orders by type

Choose purchase orders and and status and requisitions by status.
requisitions by their source.

Features Thedataselectedforthereport.
Multicurrency Thecurrenciesselectedforthedetailreport(multicurrency
systemsonly).
Totalamountofeachtransaction.Inmulticurrencysystems,the
vendorcurrencyisidentifiedandthetotalisshowninboth
source(vendor)andfunctionalcurrencies.
Thesummaryanddetailreportsincludetheoutstanding
purchaseordertotal,togetherwiththenumbers,dates,and
Reports
User Guide 731

Vendor Details (for Stand-Alone Purchase Orders)
totalsofanyreceipts,invoices,returns,creditnotes,anddebit
notesthatwerepostedwiththepurchaseordernumber.
Thedetailreportcanalsoincludethefollowingoptional
information:
Requisition,purchaseorder,receipt,invoice,return,
credit/debitnoteinformation.
Requisition,purchaseorder,receipt,invoice,return,
credit/debitnotedetails.
Taxinformation.
Addressesandadditionalcostsfortransactions.
Optionalfieldinformation.
JobinformationifyouuseProjectandJobCosting.
Vendor Details (for Stand-Alone Purchase Orders)

TheVendorDetailsreportlistsvendorsfromwhomyoupurchase
itemsandtheitemseachsupplies.Thereportincludesonlythe
vendorsyouhaveassignedtoitemnumbersontheVendorDetails
form.
When to print Printthereportwhenyouneedtoreviewthevendorsfromwhom

youbuyitems,orwhenyouchangethevendorinformationinitem
records.
How to print ChooseVendorDetailsfromtheSetupReportsfolder.
Makeselectionsinthefollowingfields:
Sort By.Specifytheorderinwhichtolistvendordetails.Youcan
sortthembyvendornumberoritemnumber.
From [ ] To [ ].Specifytherangeofvendorstoincludeinthe
report.

Weight Units of Measure (for Stand-Alone Purchase Orders)
Features TheorderinwhichtheinformationappearsontheVendorsreport
dependsonyoursortingselection.Youcanprintthereportin
vendornumberoritemnumberorder.
ThenumberyouassigntoidentifythevendorinAccounts
Payable.
ThenumberyouusetoidentifytheiteminPurchaseOrders.
Anumberyouassigntothevendorinthevendordetailsrecord,
usuallytoidentifyvendorsfromwhomyoumostfrequently
ordertheitem.
Thecodeornumberusedbythevendortoidentifytheitem.
Weight Units of Measure (for Stand-Alone Purchase

Orders)
TheWeightUnitsofMeasurereportliststheunitsofmeasurethat
youhavedefinedforassigningitemweightsinyourPurchase
Orderssystem.
WeightunitsofmeasurearedefinedinstandalonePurchaseOrders
systemsonly.Theyprovideitemrecordswithstandardizedunitsof
measure,andtheyincludeweightconversionfactorssotheprogram
canestimatethetotalweightofpurchaseorders.
Orderweightsaremeasuredinthedefaultweightunitofmeasure,
whichyousetontheProcessingtaboftheP/OOptionsform.
When to print Printthereportwhenyouadd,change,ordeleteweightunitsof

measure,ortoprovidepeoplesettingupitemswithalistofthe
weightUOMsthathavealreadybeenadded.
How to print DoubleclicktheWeightUnitsofMeasureiconintheSetupReports

folder,orchooseFile,PrintfromtheWeightUnitsofMeasureform.
Tobeginprinting,clickthePrintbutton.
Reports
User Guide 733

Weight Units of Measure (for Stand-Alone Purchase Orders)

Features Thereportliststheweightunitsofmeasurealongwiththeir
descriptionsandweightconversionfactors.Italsoidentifiesthe
defaultweightunitofmeasure(usedastheUOMforthetotalorder
weightsinPurchaseOrders).

POUG-A.doc, printed on 10/10/2006, at 5:46:54 PM. Last saved on 8/29/2006 4:06:00 PM.
Messages
Appendix A
Errors, Warnings and Confirmations
UsingOnlineMessageHelp .................................................... A1
User Guide Ai


Messages
Appendix A
Error Messages
TherearethreetypesofmessagesthatappearinSageAccpacERP:
errors,warnings,andconfirmations.
Inmostcases,thedescriptionsforthesemessagesstartwitha
messagecategorysuchasSystemerrororIncorrectprocedureor
Invalidinput,followedbyasentencethatdescribestheproblem
morespecifically.
Error Errormessagesidentifyconditionsthatpreventtheprogramfrom
proceeding.Insomecases,themessageincludessuggestionsfor
action.
Warning Warningmessagesindicatethatyouareabouttoperforma
procedurethatcoulddamageyourdata.
Confirmation Aconfirmationmessageindicatesacompletedprocess.
Formoreinformation,seetheSystemManagerUserGuide,orclick
theonlineHelpbuttoninthemessagetolookupdetails.
Using Online Message Help

To look up an error message online:
1. ClicktheHelpbuttonifyoureceiveanerrormessagewhile
workinginSageAccpacERP.
User Guide A1

Using Online Message Help
2. Lookforatopicwithsimilarwordstotheerrormessage.

3. Clicktheerrormessageyouwanttofindoutmoreabout.This
actionwilllinkyoutomoredetailedinformation:
A2 Sage Accpac Purchase Orders

POUG-B.doc, printed on 10/10/2006, at 5:47:32 PM. Last saved on 10/10/2006 5:26:00 PM.
Appendix B
Importing and Exporting
Importing and
Exporting
ImportingandExportingDataTipsandReminders ............................ B2
ImportingRecords ......................................................... B2
ImportOptions ............................................................ B2
ErrorsduringImporting ................................................... B3
ExportingfromRecordswithMultipleRecordTypes ......................... B4
SettingSelectionCriteriatoExportRecords .................................. B5
SelectingPurchaseOrdersRecordstoImportorExport ........................... B5

User Guide Bi

Appendix B
Importing and Exporting
Importing and
Exporting
ThisappendixdescribesthePurchaseOrderdatayoucaneasily
movebetweenSageAccpacERPdatabasesandotherapplications
andspreadsheets.
UsingtheImportandExportcommands,youcan:
Importandexportsetupinformation(templates,additional
costs,shipviacodes,emailmessages,optionalfields,andfora
standalonesystem,accountsets,items,vendordetails,and
weightunitsofmeasure).
Importandexportrequisitions,purchaseorders,andreceipts
(withadditionalcostsfortheprimaryvendor).
Exportreturns,invoices,creditnotes,anddebitnotes.
ImportandexportPurchaseOrdersstatistics.
View lists of import Toseelistsoffieldsyoucanimportandexportforeachtypeof

and export data
record,readtheimport/exportsectioninthePurchaseOrders5.4A
TechnicalInformationfile(POTECHINFO.WRI),whichisinstalled
withPurchaseOrders.
SeeSelectingPurchaseOrdersRecordstoImportorExportatthe
endofthisappendixforinformationaboutthefile.
Further Forinformationaboutfileformats,importandexporttemplates,and
information
thestepsyoufollowtoimportandexportdata,seeImportingand
ExportingDataintheSystemManagerUserGuide.
Help key PressF1todisplayHelpscreenswhenusingtheImportorExport

commands.
User Guide B1

Importing and Exporting Data Tips and Reminders
Importing Records
Use sample data Toseeexactlyhowtoformatrecordsforimporting,wesuggestthat
first
youfirstexportrecordsfromthesampledatathatcomeswith
PurchaseOrders,specifyingtheformatinwhichyouplantoimport.
Display and print YoucanalsodisplayrecordfieldsbychoosingDisplayExportFields

import file layouts
orDisplayImportFieldsfromtheExportorImportFilemenu.
Back up your data ExperimentwiththePurchaseOrderssampledata,andthenback

upyouraccountingdatabeforeattemptingtoimportrecords.For
instructions,seeCheckingDataIntegrityandMakingBackupsin
Incorrect Donotimportaccountingdatawithoutappropriatemanual
importing may
accountingcontrolandverificationprocedures.
damage data
Import Options
Toselectimportoptions,chooseImportfromtheFilemenuofa
PurchaseOrdersform,selectafiletoimport,thenchooseOK.An
Importdialogboxsimilartothefollowingappears:
The Import dialog

box for
Requisitions
If you use optional

fields, you will see
two additional tables
for header optional
fields and detail
optional fields.
B2 Sage Accpac Purchase Orders

Youcanchooseoneofthefollowingthreeoptionswhenimporting
records:
Importing and
Insert. Addsnewrecordswithoutchangingexistingrecords.
Exporting
Update. Updatesexistingrecords,butdoesnotaddnewrecords.
Insert And Update. Addsnewrecordsandupdatesthosecurrently

inthedatabase.
Records that allow MostPurchaseOrdersrecordsallowallthreeoptions,butthe

insert only
followingtypesofrecordscanbeinsertedonly:
Requisitions
Purchaseorders
Receipts
Errors during Importing

Ifimportingstopsduetoerrors,PurchaseOrders:
Createsarestartrecord,whichmarksthepointwhereimporting
stopped.
Identifiestheerrorbytask,date,time,anduser(thepersonor
workstationperformingthetask).
Describesanyactionthatmustbetaken.
Restart Forinformationonrestartinganimportoperationandonworking
records
withrestartrecords,seeChapter8,WorkingwithRestartRecords,
intheSystemManagerAdministratorGuide.
User Guide B3

Exporting from Records with Multiple Record Types

PurchaseOrdersusesmorethanonedatabasetabletostoredatafor
thefollowingtypesofrecords:
Requisitions
Purchaseorders
Receipts
Invoices
Returns
Creditnotes
Debitnotes
Additionalcosts
Items(POstandalonesystem)
Optionalfields
Ifyouareexportinganyoftheserecords,theExportdialogbox
showsalistofthetablesthatyoucanexportfortherecord,onceyou
haveenteredthefollowingpiecesofinformation:
Theexportfiletype(forexample,Excel2000,SingleCSVFile,
andsoon)intheTypefield,and
Thefiletowhichtoexportthedata,intheFilefield.
Forexample,onceyouentertheTypeandFilefieldsforrequisitions,
theRequisitionsExportdialogboxdisplaysatleastthreedatatables:
Requisitions,Requisition_Lines,andRequisition_Comments.

Selecting Purchase Orders Records to Import or Export
The Export form for

Requisitions
Required fields
Importing and
have a red star.
Exporting
Optional fields
tables appear
if you use
Transaction
Analysis and
Optional Field
Creator

Clicktheplussignbesidethetablenametoviewthefieldsyoucan
chooseforexporting.
Fieldsmarkedwithastarinthecheckboxarerequiredfieldsfor
export.Youmustincludeallrequiredfieldsfromeachofthetables
listedtobeabletocompleteanexport.
Setting Selection Criteria to Export Records

YoucanusetheSetCriteriaoptiontospecifyarangeofrecordsto
export.Forinformationonhowtousethispowerfulselectiontool,
seeSettingUpCriteriaforSelectingRecordsinChapter4ofthe
SystemManagerUserGuide.
You cannot select YoucannotusetheSetCriteriaoptiontoselectrecordsforimporting

records to import
fromanimportfile.Youmustimportallrecordscontainedinan
importfileatthesametime.

ThefieldsyoucanimportandexportfromPurchaseOrdersare
listedinthePurchaseOrders5.4ATechnicalInformationfile
(POTECHINFO.WRI)thatwasinstalledwiththeprogram.
User Guide B5

Viewing the To display the Purchase Orders 5.4 Technical Information file:
Purchase Orders
5.4 Technical 1. OntheWindowsStartmenu,fromtheSageAccpacprogram
Information file group,selectOnlineDocumentation,thenchoosePurchase
Orders5.4TechnicalInformation.
2. Toprintthefile,choosePrintfromthetoolbarorfromtheFile
menu.
YoucanalsoviewthisfilebychoosingPOTECHINFO.WRIfromthe
SageAccpac\Docs\PO54AengfolderusingWindowsExplorer.
Notethatthefieldslistedinthefilemaynotbeinexactlythesame
orderasthosepresentedintheImportandExportdialogboxesfor
therecordsyouchoose.
What you can Youcanimporttransactionrecords,includingrequisitionsand

import
purchaseorders,andyoucanimportreceiptswithadditionalcosts
fortheprimaryvendor.(Youcannotimportreturns,invoices,credit
notes,ordebitnotes.)
Youcanalsoimportrecordsforshipviacodes,additionalcostcodes,
templates,emailmessages,andoptionalfields,and,inastandalone
system,accountsets,items,vendorrecords,andweightunitsof
measure.
Ifyouplantoimportafilewithnoninventoryitemnumbersinit,
youmustfirstselecttheAllowNoninventoryItemsoptioninthe
PurchaseOrdersOptionsform.
YoucanimportpurchasestatisticsifyouusetheAccumulate
StatisticsandAllowEditOfStatisticsoptions(selectedinthe
Optionsform).
What you can Youcanexportrequisitions,purchaseorders,receipts,returns,

export
invoices,creditnotes,debitnotes,andpurchasestatistics.Youcan
alsoexportshipviacodes,additionalcostcodes,templates,email
messages,optionalfields,accountsets,items,vendordetails,and
weightunitsofmeasure.

Export-only fields Forpurposesofauditinganddatasecurity,somefieldscanbe

exportedbutnotimported.Fieldsofthistypeareidentifiedwhen
youchooseDisplayExportFieldsfromtheFilemenuontheExport
Importing and
form,andinthePurchaseOrders5.4ATechnicalInformationfileby
Exporting
commentsintheNotescolumn.
Forexample,ifyouexportarecordintoaspreadsheet,editit,and
thenattempttoimportitbackintoSageAccpacPurchaseOrders,the
exportonlyfieldswillnotbeimported.
Selecting key SageAccpacuseskeyfieldstolookuprecords.InDisplayExport/

fields (*)
ImportFieldslistsandinthePurchaseOrders5.4ATechnical
Informationfile,keyfieldsarefollowedbyanasterisk(*).
Mosttypesofrecordshaveasinglekeyfield,butsomerequiremore
thanone.Forexample,ShipViaistheonlykeyfieldforShipVia
records,whileAdditionalCostsandAdditionalCostTaxesareboth
keyfieldsforAdditionalCostsrecords.(InSageAccpac,theFinder
isactiveforeverykeyfield.)
Selecting Fieldsusedonlyinmulticurrencydatabasesareidentifiedinthe
multicurrency
PurchaseOrders5.4ATechnicalInformationfilebycommentsinthe
fields
Notescolumn.Althoughthesefieldsappearintheimportand
exportdialogboxesforsinglecurrencydatabasesandyoucan
includetheminfilesyouimport,singlecurrencydatabaseswillnot
usethemulticurrencyfields.
User Guide B7

POUG-C.doc, printed on 10/10/2006, at 7:02:28 PM. Last saved on 10/10/2006 7:02:00 PM.
Appendix C
Purchase Orders Security
AssigningPurchaseOrdersSecurity ............................................ C1
BasicPermissionandRights .................................................... C2
AdditionalPermissionsandRights.............................................. C3
Orders Security

Purchase
User Guide Ci

Appendix C
Purchase Orders Security
ThisappendixdescribesthePurchaseOrderstasksforwhichyou
canassignsecurity(passwordprotection).
Turn on
Orders Security
TorestrictaccesstoSageAccpacdata,youmustfirstturnon
security
Purchase
securityforthesystemdatabaseusingDatabaseSetup.
Define SageAccpacusessecuritygroupstorestrictuseraccesstodata.First,
security
useSecurityGroupsintheAdministrativeServicesfoldertodefine
groups and
assign to securitygroupsforPurchaseandselectthetasksthatmembersof
users eachsecuritygroupcanperform.ThenuseUserAuthorizationsto
assignindividualuserstothesecuritygroupsyoudefined.
Further Forinformationonactivatingsecurityandsettingupsecurity
information
groups,seetheSystemManagerAdministratorGuide.
Assigning Purchase Orders Security

UsingtheSecurityGroupsforminAdministrativeServices,youcan
assignsecuritytothefollowingPurchaseOrdersformsandtasks:
CommonInquiry Requisitionprinting
RequisitionEntry Purchaseorderprinting
PurchaseOrderEntry Receivingslipprinting
ReceiptEntry Returnprinting
InvoiceEntry Mailinglabelprinting
ReturnEntry Editinvoicedquantity
Credit/DebitNoteEntry Editinvoicedcost
User Guide C1

Basic Permission and Rights
CreatePurchaseOrders Editcreditnotequantity
Importprocessing Editcreditnotecost
Exportprocessing EditblanketPOamount
Historyclearing Setupmaintenance
Transactioninquiry Transactionoptionalfields
Items(onlyinstandalone DayEndProcessing(only
P/Osystems) instandaloneP/Osystems)
CostInquiry(onlyinstand
aloneP/Osystems)
Print Destination
Note: Ifyouwantuserstobeabletochangetheprint
destination,permissiontoChangePrintDestinationmustbe
assignedfromtheAdministrativeServicespermissionslist
intheSecurityGroupsform.
Basic Permission and Rights

Thefollowingtabledescribesthebasicsecuritypermissionand
rightsgrantedwhenyouenablePurchaseOrderssecurityaccess.All
userswithrightstoanyPurchaseOrderstaskswillalsohavethese
rights.
Permission Forms or Records Rights

Common Inquiry Options, Ship-Via Codes, Vendor Contract Costs, View
Templates, E-mail Messages, Optional Fields,
Additional Costs, and G/L Integration. Also, in a stand-
alone system: Account Sets, Items, Vendor Details,
and Weight Units of Measure. (Setup and Setup
Reports)
C2 Sage Accpac Purchase Orders

Additional Permissions and Rights

Toallowusersinasecuritygrouptoeditparticularrecordsor
performparticularprocessingtasks,youmustgrantthegroupaccess
rightsfromthefollowinglist.

Setup Options and G/L Integration View, Edit
Maintenance
Ship-Via Codes, Vendor Contract Costs, E-mail View, Add, Edit,
Orders Security
Messages, Optional Fields, Templates, Additional and Delete
Purchase
Costs, and Account Sets
Items, Vendor Details, and Weight Units of Measure View
(in a stand-alone system)
Item Maintenance Items and Vendor Details (stand-alone version, only) View, Add, Edit,
(Service) and Delete
Cost Inquiry (in View the default vendor cost when entering a View
stand-alone P/O transaction (if user does not have this right, then the
systems) vendor cost displays as zero). Receipts require Show
Receipt Costing Information.
Requisition Entry Requisition Entry View, Add, Edit,
Delete, Post
Purchase History (if Transaction Inquiry is permitted in View, Print
P/O, or with Day End Processing rights)
Vendor records (if permission granted in A/P) View, Add, Edit,
Delete
O/E order numbers (if permission granted in O/E) Select for item
details
Requisition List (from the Transaction List form) View, Print
Requisition Requisitions (both from the Forms folder and Print
Printing Requisition Entry form)
User Guide C3


Purchase Order Purchase Order Entry (default costs appear only if View, Add, Edit,
Entry Cost Inquiry is allowed in I/C) Delete, Post
Purchase History (if Transaction Inquiry is permitted in View

Delete
details
Requisition Entry View
Requisition List, Purchase Order List View, Print
Edit Blanket PO Original Amount field on blanket purchase orders Change
Amount (requires
Purchase orders Add, Post
rights to Purchase
Order Entry) Requisition Entry View, Print
Create POs Create Purchase Orders From Requisitions, Create Automatically
Automatically POs From I/C, Create POs From OE (if you have Create
Transaction Inquiry security rights in Order Entry)
Day End In a stand-alone system only:
Processing
Day End Processing Process
(Service)
The following reports: Posting Journals, G/L View, Print
Transactions, Payables Clearing Audit List, and Item
Transaction History.
Create G/L Batch and Post A/P Batch Post
Purchase History, Purchase Statistics, Purchase View, Print. Edit
History in transaction entry (for requisitions, purchase statistics, if Allow
orders, receipts, invoices, returns, credit/debit notes) Edit Of Statistics
option is
selected.
Purchase Order Purchase Orders (both from the Forms folder and Print
Printing Purchase Order Entry)


Receipt Entry Receipt Entry (default costs appear only if Cost Inquiry View, Add, Edit,
is allowed in I/C, Show Receipt Costing Information is Post
allowed in P/O, and no purchase order is referenced)
Purchase History if Transaction Inquiry is permitted in View
Invoices (if Invoice Entry permission granted in P/O) Add, Post

Delete
Orders Security
Purchase
details
Purchase Order List, Receipt List View, Print
Receiving Slip Receiving Slips (from the Forms folder and the Print
Printing Receipt Entry form)
Return Entry Return Entry (costs appear only if Cost Inquiry is View, Add, Edit,
allowed in I/C and you are entering returns without Post
receipt numbers)
Purchase History(if Transaction Inquiry is permitted in View
Delete
details
Receipt Entry, Purchase Order Entry View
Receipt List, Return List, Purchase Orders List View, Print
Return Printing Returns (from the Forms folder and the Return Entry Print
form)
Invoice Entry Invoice Entry (quantities and costs entered with View, Add, Post
receipt numbers editable only if permitted in P/O)
Delete
details
Receipt Entry, Purchase Order Entry View
Receipt List, Invoice List, Purchase Order List View, Print
User Guide C5


Edit Invoiced Add invoices, change item quantities on invoices to View, Add, Edit
Quantity (requires receipts Quantity, Post
rights to Invoice
Entry)
Edit Invoiced Cost Add invoices, change item costs on invoices to View, Add, Edit
(requires rights to receipts Costs, Post
Invoice Entry)
Receipt Entry View
Credit/Debit Note Credit/Debit Note Entry (quantities and costs editable View, Add, Post
Entry for a return only if permission granted in P/O)
Delete
details
Return Entry, Invoice Entry View
Return List, Invoice List, Credit Note List, Debit Note View, Print
List
Edit Credit Note Add credit notes, change item quantities on credit View, Add, Edit
Quantity (requires notes to returns Quantity, Post
rights to Credit/
Debit Note Entry) Invoice Entry, Return Entry, Analytical Reports View
Edit Credit Note Add credit notes and debit notes, change item costs View, Add, Edit
Cost (requires on credit notes to returns Costs, Post
rights to Credit/
Debit Note Entry)
Mailing Label Forms Mailing Labels Print
Printing
Transaction Purchase Statistics View, Print
Inquiry
Purchase History, Analytical Reports View, Print
Requisition Entry, Purchase Order Entry, Receipt View

Entry, Invoice Entry, Return Entry, Credit/Debit Note
Entry
History Clearing Clear History, Delete Inactive Records (in a stand- Clear
alone system)


Import Processing Import records: Ship-Via Codes, Templates, Import, Edit,
(requires rights to Additional Costs, Vendor Contract Costs, E-Mail Delete
the form to import Messages, Optional Fields, Requisitions, Purchase
into) Orders, Receipts, Purchase Statistics (if Allow Edit Of
Statistics is selected and you have Day End
Processing security rights) Receipts require Show
Receipt Costing Information permission to edit costs.
Export Processing Export records: Requisitions, Purchase Orders, Export
(requires rights to Receipts, Invoices, Returns, Credit/Debit Notes,
the form to export Purchase Statistics, Ship-Via Codes, Templates,
Orders Security
from) Additional Costs, Vendor Contract Costs, E-Mail
Purchase
Messages, and Optional Fields.
Transaction Allows you to edit optional fields in Requisition Entry, Add, Edit, Delete
Optional Fields Purchase Order Entry, Receipt Entry, Invoice Entry,
Return Entry, Credit/Debit Note Entry, and in
Purchase Orders functions that create transactions
automatically.
Show Receipt Allows specific users to view costing information in View, Add, Edit,
Costing Receipt Entry. Only those viewers assigned this Delete
Information. security right can view and edit costing information.
User Guide C7

POUG-D.doc, printed on 10/10/2006, at 5:48:57 PM. Last saved on 10/10/2006 4:55:00 PM.
Appendix D
Technical Information
CreatingMacrosforPurchaseOrders ........................................... D1
UsingVisualBasicMacrosforPurchaseOrders............................... D1
RunningtheMacrosFromtheMacroMenu .................................. D2
AddingIconsfortheMacrostotheSageAccpacDesktop ...................... D3
MultiuserConsiderations ...................................................... D4
GlobalLocking ............................................................ D5
SingleUserProcesses(forStandAlonePurchaseOrders) ..................... D6
MultiuserDataProtection .................................................. D6
Information
Technical
User Guide Di

Appendix D
Technical Information
Thisappendixprovidesinformationformacrodevelopersandfor
administratorsofmultiuserenvironments.
Creating Macros for Purchase Orders

Theeasiestwaytowriteamacroistorecordonefirst,performing
thetasksthatyouwillwantthemacrotoperform.Youcanthenedit
themacro,addingthespecialfeaturesyouneed.
Forinformationonhowtorecordmacrosandwritethecodetoadd
Information
Technical
specialfeatures,seetheUsingMacrosandWritingMacros
chaptersintheSystemManagerUserGuide.
ForinformationaboutfieldsusedinSageAccpacERPviews,choose
U.I.InfofromtheSageAccpacToolsmenu,ontheWindowsStart
menu,orchooseSageAccpacInfo.exefromtheSage
Accpac\Runtimefolder.SageAccpacERPmustberunningtouse
U.I.Info.
TheSageAccpacSystemManagerprovidesfullsupportfor
MicrosoftVisualBasicforApplications,allowingPurchaseOrdersto
integratesmoothlywithMicrosoftsentireOfficesuite.
Youcanrecord,edit,andrunVBAmacrosfromwithinSageAccpac
ERP.YoucanalsorunVBAmacrosforanotherapplicationthat
includesVBA(suchasMicrosoftExcel).
Using Visual Basic Macros for Purchase Orders

PurchaseOrdersshipswiththreesampleVisualBasicmacrosthat
helpyoumanageyourworkflow.
User Guide D1

WorkReq.avb TheWorkReq.avbmacroletsemployeescompleteaformtorequest
approvalforthepurchaseofitemsandtospecifytheestimatedcost
ofthepurchase.
Therequestissentasanattachmenttotheemailaddressspecified
ontherequestforapproval.Arequisitionisautomaticallypostedfor
therequestinPurchaseOrders.
TheWorkReq.avbmacroshouldbeavailabletoemployeeswith
rightstoenterarequisitioninPurchaseOrders.
Workflow.avb TheWorkflow.avbmacroletsemployeessendthedetailsof
requisitionsforapproval.
Theemployeehighlightstherequisitionforwhichapprovalis
requiredandsendsitasanemailattachmenttothemanagers
emailaddress.
TheWorkflow.avbmacroshouldbeavailabletoemployeeswith
rightstoenterarequisitioninPurchaseOrders.
Workmon.avb TheWorkmon.avbmacroletsmanagersapproverequestsfor
purchasesfromemployees.
WhenamanagerreceivesaRequisitionRequestbyemailfroman
employee,themanagercaneitherapproveorrejecttherequest.
Iftherequestisapproved,apurchaseorderiscreatedautomatically
fortheitems,andanemailconfirmationissenttotheemployee.
Iftherequestisrejected,anemailissenttotheemployee.The
managercanprovidethereasonforrejectingtherequest.
TheWorkmon.avbmacroshouldbeavailableonlytoemployees
withauthoritytoapproveorrejectrequestsforpurchases.
Running the Macros From the Macro Menu

1. FromtheMacromenu,chooseRun.
2. TheRunMacrodialogboxwillappear.
D2 Sage Accpac Purchase Orders

3. ChooseVBAMacrofortheFilesOfTypelist.
4. Choosethemacro.
Adding Icons for the Macros to the Sage Accpac ERP Desktop
Youcanaddaniconforeachofthemacrostoyourcompany
desktop,wheretheyareeasilyaccessible.
To add an icon for an .avb macro to the Sage Accpac desktop:
1. ClickthePurchaseOrdersfolder.
2. OntheObjectmenuonthecompanydesktop,clickNew,and
thenclickMacro.
3. Enteranameforthemacro.
4. ClickNext.
Information
Technical
5. FromtheLookInfield,selectthefolderwhereSageAccpac
macrosarestored(forexample,c:\ProgramFiles\Sage
Accpac\Macros).
6. IntheFileNamefield,selectthemacro(Workmon.avb).
7. ClickOpen.
8. ClickFinish.
Themacroappearsonthedesktop.
To add an icon for an Excel macro to the Sage Accpac desktop:
1. ClickthePurchaseOrdersfolder.
2. OntheObjectmenuonthecompanydesktop,clickNew,and
thenclickProgram.
3. Typeanameforthemacro.
4. ClicktheNextbutton.
User Guide D3

Multiuser Considerations
5. Forthecommand,enterthelocationandnameoftheprogram,
suchasc:\ProgramFiles\MicrosoftOffice\Excel.exe.
6. Fortheargument,enterthelocationandnameofthemacrofile
containedwithinquotationmarks(forexample,
c:\ProgramFiles\SageAccpac\Macros\POEmail.xls).
7. Entertheworkingfolder,suchasc:\ProgramFiles\Sage
Accpac\Runtime.
8. ClickFinish.
AnExceliconappearsonyourdesktopforthemacro.Whenyou
doubleclicktheicon,aworksheetopensinExcelwhereyoucan
runthemacro.
BecauseSageAccpacERPhasthecapacitytorunonlocalarea
networks,theremaybetimeswhenmorethanoneuserneedstouse
thesamePurchaseOrdersdatabase.
PurchaseOrdersusestheserecordaccesstypestoprotectdataina
multiuserenvironment:
Global Locking. Whileyourunagloballylockedprocess,noother

processcanberuninPurchaseOrders.
Single-User Processes. Thisrecordaccesstypeexistsonlyinastand

alonePurchaseOrderssystem.Whileyourunoneoftheprocessesin
thisgroup,nootherprocessinthegroupcanbeused.However,
usersmayworkinotherPurchaseOrdersformsnotincludedinthis
group.
Multiuser Data Protection (Passive Concurrency). Youcanrunany

oftheseprocesseswhileothersareusingthem,butPurchaseOrders
protectsdatabypreventingmorethanoneuserfrommaking
changestothesamerecordatthesametime.

AllPurchaseOrdersformsusemultiuserdataprotection,unlessthey
arelistedintheGlobalLockingortheSingleUserProcesses
sections.
Global Locking
ThefollowingprocesseslockoutallotherusersfromPurchase
Ordersuntilprocessingisfinished:
Options.
ClearHistory.
IfotherusersareworkinginPurchaseOrdersorifyouhaveother
PurchaseOrdersformsopenwhileyouattempttoclearhistoryor
savechanges(excepttotheweightunitofmeasureinaPurchase
Ordersstandalonesystem)intheOptionsform,youwillseea
messagesimilartothefollowing:
Information
Technical

OnceallotherPurchaseOrdersformsareclosedandyoubegin
processing,otheruserswillnotbeabletoopenPurchaseOrders
formsuntiltheprocessingiscomplete.
TheoneexceptionistheOptionsform,whichallowsyoutosave
changestothefollowingfieldswhileothersareworkinginPurchase
Orders:
Companytab(allfields).
Processingtab(weightunitofmeasureinPOstandalone
system).
User Guide D5

YoucannotsavechangestoanyotheroptionsintheOptionsform
untilallotherusershaveleftPurchaseOrders(forthiscompany)
andallotherPurchaseOrdersformsareclosed.
Single-User Processes (for Stand-Alone Purchase Orders)

AstandalonePurchaseOrderssystemincludesasingleuserprocess
groupconsistingofthefollowingprocesses:
DayEndProcessing.
CreateG/LBatch.
WhenyouruneitherDayEndProcessingorCreateG/LBatch,no
otheruserswillbeabletoruneitherprocess.Topreventdata
corruption,onlyoneinstanceoftheseprocessescanberunatatime.
Whenyouruneitherofthesesingleuserprocesses,otheruserscan
workinformsnotincludedinthegroup,butiftheyareupdating
recordsusedbytheprocessyouarerunning,theymaybeunableto
savetheirwork.
Multiuser Data Protection

Apartfromtherestrictionslistedintheprevioustwocategories
[globallocksandsingleuserprocesses],allotherprocessesand
functionsinPurchaseOrdersusepassiveconcurrency.
Passiveconcurrencyprotectsdataintegrityinamultiuser
environmentbylettingyousavechangestoarecordonlyifthe
recordhasnotchangedsinceitwasread.
Toallowefficientdataentry,PurchaseOrdersdoesnotlockrecords
inadvance.Rather,itpreventstwoworkstationsfromsaving
changestothesamerecordatthesametime.Iftwousersareediting
thesameentry,forexample,thefirstonetoclicktheSavebutton
succeedsinupdatingthefile.Theseconduserreceivesanerror
messagewhenattemptingtosave,andwillhavetoredotheirwork
inthatentry.

Foramoredetailedexampleofhowpassiveconcurrencyworks,see
HowMultiuserDataProtectionWorks,inChapter2oftheSystem
ManagerAdministratorGuide.
Information
Technical
User Guide D7

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.

Sage Accpac ERP

Sage Accpac International, Inc. Confidential

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing the User Guide

Chapter 2: What You Need to Know Before Using

User Guide iii

Sage Software Confidential

DayEndProcessingofPurchaseOrders ..................................... 238

iv Sage Accpac Purchase Orders

Sage Software Confidential

ProcessingReturns ............................................................ 299

Sage Software Confidential

RunningDayEndProcessing ............................................. 2127

Chapter 3: Maintaining Setup Information

vi Sage Accpac Purchase Orders

Sage Software Confidential

User Guide vii

Sage Software Confidential

DeletingOptionalFields ................................................... 330

Chapter 4: Processing Requisitions and Purchase

viii Sage Accpac Purchase Orders

Sage Software Confidential

ImportingandExportingRequisitionsandPurchaseOrders ....................... 456

Chapter 5: Processing Receipts, Invoices, Returns,

Sage Software Confidential

EnteringorEditingItemDetailsonCreditNotesorDebitNotes ............... 555

Chapter 6: Periodic Processing

x Sage Accpac Purchase Orders

Sage Software Confidential

Sage Software Confidential

Appendix A: Error Messages

Appendix B: Importing and Exporting

Appendix C: Purchase Orders Security

Appendix D: Technical Information

xii Sage Accpac Purchase Orders

Sage Software Confidential

the User Guide

How to Use This Guide

Chapter 2, What You Need to Know Before Using Purchase Orders.

Chapter 3, Maintaining Setup Information. Describesthetasksof

Chapter 4, Processing Requisitions and Purchase Orders. Describes

Chapter 5, Processing Receipts, Invoices, Returns, Credit Notes,

Sage Software Confidential

Chapter 6, Periodic Processing. Describesthetasksthatarepartof

Chapter 7, Reports. DescribesthePurchaseOrdersforms,reports,

Appendix A, Error Messages. Explainshowtogethelpifyou

Appendix B, Importing and Exporting. DescribesthePurchase

Appendix C, Purchase Orders Security. Listsanddescribesthe

Appendix D, Technical Information. Providesinformationformacro

12 Sage Accpac Purchase Orders

Sage Software Confidential

the User Guide

The Getting Started Manual

Sage Software Confidential

Sage Software Confidential

AutomaticallyCreatingPurchaseOrdersfromRequisitions ............... 240

2ii Sage Accpac Purchase Orders

Sage Software Confidential

EditingPaymentTerms .................................................... 297

User Guide 2iii

Sage Software Confidential

AccountingforRetainage ..................................................... 2121