vendor credit memos.

Vendor credit memos

After recording purchases we will now learn how to record purchases returns.

We will select “vendor credit memos” from the task menu.

We will select “vendor credit memos” from the above picture.

After selecting on it the following window will appear:

Mainly this window is used to record the purchases returns.

We will firstly select the vendor ID. Then we will input the date on which we are going to make this purchases return order.

After selecting vendor the following changes will appear in the same window:

In this window we will select the invoice number of which we are going to make purchases return.

After selecting the invoice the following changes will appear:

In this window simply we have to write in the “returned” column the quantity of goods which we are going to return. For example we are going to return 2 items then following changes will appear:

The amounts  of the units will appear.

 Now save the information.

Payments of purchase order.

If we had prepared purchase orders then next step is about how to prepare our payments. So for it we will select PAYMENTS from the task menu. As shown in below picture:

After clicking on “payments” this will appear:

In this we had to select that we are paying our payments by cash or cash in bank as shown in below picture:

After selecting anyone the following window will appear if we click on ok:

In this window we will firstly select the vendor to which we are going to make payments.

As in the above picture I am going to select “Samsung”. After selecting the vendor the following changes will appear which is shown in the below picture:

We had to enter the check number, date, cash account in the above window. After it we had to click on the “check box” under pay column.

If we click it then it will show the amount after subtracting discount amount if we had paid within the discount period.

If we pay after the discount period then our date should be changed.

For example if we are receiving the discount then if we will click on check box the following g changes will appear in the above window as shown in the below picture:

Over here the amount paid which is written is after subtracting discount which means that we had received discount.

And we also had to select the discount account which is given at the end of the window and if discount account is not made then we will make it.

If we are not receiving any discount then the discount column would be blank and amount paid would be full which we had to pay.

After clicking on save it will simply save the payment amount and if we had received discount and not entered the discount account and had clicked on save then the following window of showing error will appear:

This is showing that we had not entered the discount account or we had entered invalid discount account.

So now we will make discount account if we had not made it before.

Otherwise if we had entered correct data of payments and clicked on “save” then following window will appear:

If this window has appeared it means that we had entered data for payments successfully. 

how to save/prepare purchase orders.

How to prepare purchase orders

First of all for preparing purchase order is necessary that vendors and chart of accounts etc are already made.

So for preparing purchase orders we will select “PURCHASE ORDERS” from the task menu as shown in the below picture:

After selecting purchase orders the following window will appear:

In this window we will firstly select the vendor from the vendor id if vendors are already made. If the vendors are not made we will then make vendors from maintain menu after selecting vendors as it is explained in earlier posts.

·         Assume that vendors are made, we will select the vendor in the vendor id bar

·         We can change the date according to our requirement.

·         We will insert P.O no very carefully because due to it we will be able to know that we had issued purchase order and it is used to differentiate from other purchase orders.

·         In the quantity column we will write the total number of units required.

·         In the received column it will show the number of units that we had received. We cant write number of unit received in this window.

·         We will select the item or write the item in the item column.

·         In description we will simply write the description of goods for which we are issuing purchase order.

·         g.l account will be whatever our account payable account number.

After inserting this information we will then insert the information in the window shown below after saving this.

This window is appeared after clicking on “purchases/receive inventory” in the task menu.

In this window also we will firstly select the vendor.

Then we will write the date and over here the invoice no is that which we had received from where we had purchased raw material.

After selecting the vendor the following changes will appear in the current window:

In the window we will select purchase order which we had made in the previous window as shown in the below picture:

 
in this picture I had only made 1 purchase order that is 0002 and I will select it, after clicking on it the following changes will appear:

The details which we had entered in the previous window has appeared and now over here we can write the number of units received.

For example we want 100 units and received 50 units then following changes will appear:

Over here in the amount column the amount which is shown will be of that goods which we had received.

This was all the necessary information required to make purchase order.