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Quantum VS Help: Purchasing |
This section describes how to use Quantum VS to handle your business purchasing.
The main purchasing document types are:
Purchase Order: A document used to order stock from a supplier. See Working With Purchase Orders.
Goods Received Note: A document used to record the receipt of goods into stock. See Working With Goods Received Notes.
Supplier Return Note: A document used to process the return of goods to a supplier, or the value of the goods. See Working With Supplier Returns.
The following document types are used in Purchase Invoice Registration and Matching:
Purchase Invoice: A document used to register an invoice received from a supplier and match invoice totals against goods received (Stock and Direct Invoices), nominal codes (Expenses and Haulage Invoices, and Debit Notes) or goods returned (Credit Notes).
Passed Purchase Invoice: A Purchase Invoice registration record which has been created/opened and is now complete/fully matched.
Debit Note: A document used to request a refund from a supplier to recoup a buying deficit, created when registering a buying loss during Purchase Invoice Registration.
The first stage involves creating a Purchase Order to order stock from a supplier. The procedure - similar to creating a Sales Order, Quote or Sales Contract - is as follows:
Create a new Purchase Order. See Creating A New Purchase Order.
Note: Purchase Orders may also be bulk-generated. See Generating Purchase Orders In Bulk.
Enter header details, which involves specifying the supplier, date required and more. See Entering Purchase Order Header Details.
Enter line details, which involves specifying the products you wish to order. See Adding Product Lines To Purchase Orders.
Note: At this point you may cancel order lines - or the whole Purchase Order; Park the Purchase Order; manipulate product buying terms and discounts offered by the supplier; add Timber, Sheet Material and Pack products to the Purchase Order; add Text, Manual And Special lines to the Purchase Order; change the Lines View Mode - perhaps to view quantities of invoiced and undelivered goods; and more.
Enter/edit Documentation details (i.e. text information/instructions) on the sales document as required in the Document tab. See Entering Documentation Details.
Complete and print the Purchase Order. This involves printing/transmitting the document and begins the Tracking procedure (i.e. working with Goods Received Notes and Supplier Return Notes as goods are despatched from/to the supplier). See Completing And Printing Purchase Orders.
Note: After Completion you may optionally add Progress Notes and update the date fields for the Purchase Order or individual lines as part of reviewing Supplier delivery/shipping targets.
Note: You may set up ancillary costing to apply ancillary costs (costs additional to a product's buying cost) when placing orders. These costs can potentially be edited by the user. For further details see Ancillary Costing Maintenance.
The above instructions refer to standard Stock-type Purchase Orders. Other types of Purchase Order you may work with are:
Pre-Allocated Purchase Orders - a 'skeleton' order created when you are ordering (for example) over the telephone and the supplier needs you to give them a Purchase Order number. These can later be retrieved and Completed as a standard 'stock' Purchase Order.
Suggested Purchase Orders - orders generated automatically by the Suggested Orders Report based on existing stock and reorder levels, or via a .csv file. These can later be retrieved and converted into a standard 'stock' Purchase Order.
Direct Purchase Orders - orders created (usually automatically) following a Direct Sale.
See Pre-Allocated, Suggested and Direct Purchase Orders.
See Working With Purchase Orders.
The next stage comes when you receive goods from a supplier. You will need to create a Goods Received Note (GRN) and record the receipt of goods into stock - a procedure known as 'booking in'.
Product line details are now recalled from the Purchase Order. You may now check received quantities and details of each line.
Note: 'Booking in' stock may be carried out using a 'keyboard wedge' bar code scanner connected between the user's keyboard and Quantum VS, or may be carried out by a remote 'scanner user' via an RF bar code scanner running the Quantum VS Warehouse System application. See Bar Code Scanning Maintenance.
If the quantities and details of the received goods are correct for all lines: you may simply Confirm and print the Goods Received Note.
You may, however, be required to perform some of the following procedures before you can Confirm the GRN:
Record variance - by clicking the Received hyperlink - if the received quantity differs from the expected quantity.
Edit the product's Cost Price, Standard Cost or Description - by clicking the Received hyperlink.
Manually enter the Batch Number/Serial Number/Bin Location details for the received goods by clicking the Unconfirmed hyperlink.
Print labels for goods being received into stock.
You may optionally add Progress Notes and update the date fields for the whole Goods Received Note or individual lines as part of reviewing Supplier delivery/shipping targets. The procedure is the same as described for Purchase Orders.
Enter haulage details - if the Haulage Details option displays on the Toolbar - about the haulage company and how much they are charging you for delivery, which may be used later in Purchase Invoice Registration.
Once you have dealt with the above as necessary you can Confirm the Goods Received Note. Confirming the Goods Received Note formally confirms the receipt of goods into stock, 'prints' the GRN and concludes the 'booking in' procedure. If any goods were not delivered, or were damaged or incorrect, you have the option of cancelling the delivery of, or raising additional GRNs for, the missing/damaged/incorrect items.
On Confirmation of the Goods Received Note a Stock record - or Product Inventory record, if the goods are flagged for 'batch traceability' - is created or updated and the received goods will now be available to be sold.
See Working With Goods Received Notes.
If there is a problem with any goods ordered from suppliers - for example, they are damaged, incorrect, were oversupplied or never actually received - you may wish to (a) return the goods to the supplier in return for money back, or (b) request back the value of the goods without returning them. This is done using a Supplier Return Note (SRN).
This procedure involves creating a Supplier Return Note for the required supplier, entering header details, then entering details of the products you wish to return (or return the value of).
Note: When a product flagged for 'batch traceability' is entered as a Supplier Return Note line, the system automatically selects the Batch Number, Serial Number and/or Bin Location of the product to be sold. You may optionally view or edit this batch allocation. See Editing Supplier Return Note Batch Allocations.
You may then add/edit documentation details if you wish, before Completing the SRN and issuing it, along with the goods, to the supplier.
When the supplier has confirmed receipt of the Supplier Return Note - and any returned goods - you will need to Confirm the lines on the SRN, which confirms that the supplier has received the stated quantity of each product.
Once the supplier has received the Supplier Return Note - and goods, if returned - they are likely to issue you with a Credit Note. The supplier return procedure is over when the supplier has received all of the items and you have matched these against the received Credit Note using Purchase Invoice Registration. When this happens, the SRN will change from Confirmed to Paid status.
See Working With Supplier Returns.
When you are invoiced by suppliers you may use Purchase Invoice Registration and Matching to register the invoice, match totals and deal with any buying differences.
This involves creating a new Purchase Invoice registration record, entering header details and then entering invoice totals.
Next comes the 'matching' procedure, which varies depending on the type of invoice you are registering:
For Stock and Direct invoices, you will need to match the goods on the invoice against the actual goods you received, as recorded on the Goods Received Note.
For Credit Note-type invoices you will need to match the items on the Credit Note against the goods you returned (or returned the value of), as recorded on the Supplier Return Note.
For Haulage-type invoices you will need to match invoice totals with the haulage charges entered when the goods were received.
For Expenses or Debit Note-type invoices you will need to match invoice totals with your own Nominal Codes.
There are procedures to deal with any buying differences. You may wish to issue a Debit Note to recoup any buying deficit from the supplier.
Once all lines have been allocated/matched, Purchase Invoice registration is complete. You may recall Passed Purchase Invoices from the Finder but they are not amendable.
See Purchase Invoice Registration And Matching.