Purchase Order Transactions

Only available in the Startup Kit, Startup Kit VAT and Business Suite versions of Business Accountz

Overview

Accounting Software screenshot purchase order transactions

Accounting Software screenshot purchase order transactions

This component is where you can view/create/edit/delete all Purchase Orders created for your suppliers.

Table Toolbar

The toolbar above the table comprises the following buttons:

  • Accounting Software Button Views Drop Down Selector Select Current View Allows you to change the View that is currently in use by the table
  • Accounting Software Button View Editor Toggle View Editor Panel Shows/hides the View Editor Panel
  • Accounting Software Button New View Create New View Creates a New View based on the currently selected view
  • Accounting Software Search Table Search Shows/hides the table’s Search Panel that allows you to search for key words (or amounts) in the current table
  • Accounting Software button add Create Transaction – create a new empty transaction
  • Accounting Software button copy transaction Copy Transaction – makes a copy of the currently selected transaction(s)
  • Accounting Software button purchase order insert transaction based on Insert Purchase Transaction Based On This Order - Inserts purchase transaction(s) based on the selected order(s)
  • Accounting Software button create template transaction Create Transaction using Template - lets you pick a predefined Template Transaction from the drop-down menu to auto-insert commonly occurring transactions
  • Accounting Software button delete Delete Transaction – hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)
  • Accounting Software button more actions More Actions - Opens a drop down menu of further transaction options (see below)
  • Accounting Software button chart show hide for this view Show/Hide Chart – displays and hides the chart for the currently selected view
  • Accounting Software button print Print – opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions
  • Accounting Software button csv export Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

More Actions

Accounting Software button more actions The More Actions button enables the user to complete the following actions to the selected transaction row(s):

  • Select all rows associated with the same document
  • Edit Document - Launches the document for editing
  • Show associated Customer/Supplier - Launches the Supplier Record for the supplier associated with the transaction
  • Copy selected transaction(s) - Inserts a copy of the selected transaction(s) into the table
  • Insert Purchase Transaction based on this Order - Inserts a Purchase transaction (into the Purchases tab) based on this Purchase Order
  • Create Purchase Order document for selected row(s) - creates a new Purchase Order document for the selected transaction row(s)
  • Delete selected transaction(s) - deletes the selected transaction(s)

Default Columns

The following columns are visible by default:

  • Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions
  • Tax Date – the date of the transaction for tax purposes
  • Supplier – Choose the supplier involved with this transaction
  • Reference – a reference value for the current transaction/entry
  • From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer)
  • To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return)
  • Total Amount – the full total of the transaction
  • VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount)
  • VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated
  • Amount less VAT – the net amount after VAT has been deducted
  • Order Document - This is where you can create/view a purchase order document for this transaction. Double click the Order Document field to view the existing document / create a new document.
  • Description – any descriptive text
  • Paid - marks this sale/purchase transaction as being fully paid
  • Lock - tick this column to lock an individual transaction
  • Transaction ID – each transaction is automatically given a unique ID
  • Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns

The following columns can also be switched on:

  • Cleared (From) – represents the ‘from’ side of the transaction as being cleared or not
  • Cleared (To) – represents the ‘to’ side of the transaction as being cleared or not
  • Currency Amount - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column)
  • Currency Amount Less VAT - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column)
  • Currency Code - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the 3 character currency code of the chosen foreign currency
  • Currency Rate - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column)
  • Currency Unit Price - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column)
  • Currency Unit Price Less VAT - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column)
  • Currency VAT Amount - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column)
  • Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date)
  • Delivery – represents the chosen delivery address for the selected Customer
  • Error Code – if the transaction is in error (has a red background) this column displays a description of the error.
  • Notes - Enter any notes about the selected entry here
  • Paid Date - the date on which this transaction was paid
  • Product - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information - the product item being bought/sold in this transaction
  • Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields)
  • Show Supplier - Double clicking this icon takes you to the supplier’s entry in the Supplier Records Component
  • Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field)
  • Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field)
  • VAT Date - the date used for the relevant VAT return period