Saturday, 24 August 2019

Registering a Purchase

After Downloading, Installing and Launching the Software and Log in with the Admin Password of 12345 you will reach the Keyboard, On the Keyboard clicking the PURCHASE button will open the PURCHASE REGISTER, This form serves as the Purchase Register, where Purchase Orders can be made or Purchase Invoice registered.

To register a Purchase, A Vendor / Supplier account should be created and the Purchasing materials added - To register a Vendor / Supplier click on the VENDORS button on the bottom of the form.

The CONTACTS form will open, click on the ADD button to add a new Vendor / Supplier or select a Vendor / Supplier name and click on the Edit button to edit an already registered Vendor / Supplier, The Contact form can also be used as a Contact Management Software by non accountants and others of your business, home and office.

To register Materials, click on the MATERIALS button on the bottom of the form -- the MATERIALS form will open.

Click on the ADD button to add new Material or select a Material and click on the Edit button to edit an already registered Material, In the MATERIAL REGISTER form Combo fields like Category, location etc, will require item to be added before the items can be selected in the Combo fields. Just click on the button with the field names on the left of these fields to add a new item to the combo fields [...more information on Registering Materials and Generating Barcodes]

Returning to the PURCHASE REGISTER, Select Vendor / Supplier in the Vendor ID field and continue with entering data in all the other fields such as

  • Date – Date of Purchase
  • No. – Purchase Order Number
  • Vendor Ref. – Vendors / Suppliers Quotation ref. etc.
  • Bill nO. – Purchase Bill Number, if Purchase bill is entered
  • bD – Purchase Bill Date, if Purchase bill is entered.
  • Note. – Notes if any
  • Tr. – Type of Purchase Transaction, Cash, Credit etc.

After entering data in all the above fields, press tab or enter to come down to the Subform, where the Material details are to be entered. Select the Material Code from the Combo field and all other details of the materials will be auto filled, enter the Purchase quantity and tab on to the next field to select the next material code. Select and enter all materials required with their respective ordering quantity.

The details in the Discount % (D%) and Cost field can be edited and changed to meet requirements directly without going into the Materials form.

After entering all the Materials and their required quantities click on REFRESH button, and then click on the Branch or Local button in the Purchase Order section on the Ribbon (A collection of buttons on the top portion of the Program) to preview and print Branch or Local Purchase Order.

If you have entered a Purchase Bill and do not need a Purchase Order, click on the PURCHASE LOG button on the right side of the PURCHASE REGISTER form to preview and print a Purchase Log.

The PURCHASE REGISTER form and the Ribbon contains some other reports, the details of which are as below

Location – PURCHASE REGISTER form:

  • DAY PURCHASE (report) – Returns the total daily purchase for the day

Location – RIBBON:

  • SERACH (form) – Returns all purchased material details for Search.
  • PURCHASE (form) – Returns all the Purchase made todate for Search.
  • DELIVERY (form) – Returns the delivery status of the materials ordered.
  • VENDOR (form) – Returns the monthly purchase from each vendor / supplier month wise for each year.

It is important to note that all materials purchased through the PURCHASE REGISTER will be added to stock only when the materials are marked as delivered, by default all materials are marked as delivered, To make it undelivered click on Ribbon > Delivery > Change and untick the checkbox in the Delivered Column.

To edit an already entered Purchase, Select the Purchase Order in the black coloured combo box on the top right of the PURCHASE REGISTER form and click on Edit, this will open the selected Purchase Order or Purchase bill for editing.

After a Purchase Order or Purchase Bill is finalized the Purchase can be posted and locked to block further editing by ticking the Post Check box. The Posting can be undone by following the path KEYBOARD > ADMIN > Sign Purchase Orders, The Unsigning process can be done only by a User with access to the Admin Tab on the Keyboard.