Purchasing Model

Purchasing Model
Group 3
SETTING PURCHASE
AND VENDOR
PREFERENCES
1. select edit preferences
2. click items and inventory
3. click the company preferences tab
4. check the inventory & purchase order are active box.
5. check the warn about duplicate purchase order numbers
6. Check the quantity check box
7. Check warn if not enough inventory to sell
8. Click enable
9. In the unit of measure dialog box, choose between single
u/m per item and multiple u/m per item.
10. Click Finish
Accounting for Purchase
Make a $ 500 purchases of items for inventory.
Inventory 500
Accounts Payable 500
When you pay the bill, these accounts are affected.
Accounts Payable 500

Cash 500
SET BILLS
PREFERENCES
1.Click the Bill icon, and click the Company
preferences tab.
2.Type a value in the Bills are due field.
3.Check Warn about duplicate bill number
from same vendor.
4.Check Automatically use discounts and
credits box.
5.Click OK.
Working with
Vendor Center
1.Click the Vendor Center icon on the navigation bar
or homepage.
2.Click the Vendors tab.
3.Select the information you want to view in the Show
drop down lists.
4.Press Esc to close the original form.
Using Purchase
Documents
Using Purchase Documents 5
2 3
- Open a new purchase order by selecting Vendors, Create Purchase
Orders.
Time Saver - Clicking the Purchase Orders icon on the Home page also
opens Create Purchase Orders Window.
- Click the Vendor fields drop-down arrow to select a vendor from the
existing vendor list. The vendor's name and address appear in the vendor area
in the purchase order.
- If the goods are to be shipped to a location other than your company, enter
the shipping location.
- If the address has changed for this vendor, nter the corrected information in
the Vendor area of the form. When you close the purchase order, you are 4
given an opportunity to make this change permanent.
- Verify the date and purchase order number, revise if necessary.

Order Items on a Purchase Order
- Enter the name of the item you plan to order in
1 2 3 4
the Item column. A description and price will fill
in if this information has been saved previously.
- Enter the number of items you want to order in
the Qty. column.
- Verify the per item price that displays in the
Rate column, or enetr a price if no price displays.
Leave the Rate field blank if you are uncertain.
- If this order is for specific customer, enter the
name in the Customer column.
- Type an optional message that will appear on
this purchase order in the Vendor Message field. Calculated automatically
5 8
6 7
- Check To Be Printed to add this form to

your print queue for printing later.
- Check To Be E-mailed to email this form
to the vendor.
- Save the purchase order.
Entering Vendor Bills
- From the Home page, Click on the Enter
Bills icon. 2 4
- Select your vendor name from he drop-down

list or click <Add New> at the top of the list
to create a new vendor listing.
- If you have an open purchase order or that
vendor, click Yes to list the open purchase
orders. (If not click No and continue to step
5.) 5
- In the open open Purchase Orders dialog that

displays, place a check mark next to the
purchase order.
- Click Ok. QuickBooks fills the items being
purchased on the vendro bill from the open
purchase order.
7 8
- Enter or adjust the Date, Ref. No., and Amount

Due.
- The terms and discount will default from the original
vendor settings, or you can override the terms when
6
entering a new vendor bill.
- If you are assigning a purchase order to the bill, the
items tab includes the details from your purchase
order. Otherwise, click on the Expenses tab and enter
the account you want to assign the expense to.
- Click one of the save options.
9
Attaching Documents to Transactions
- New for QuickBooks, 2016 you can attch documents to
transactions.
- If this your first time using this feature, Click Company,
Document Management and select Learn About
Document Management.
- Click Sign Me Up to enable the document attachment
feature (Internet connection required).
- If you already have an Intuit Workspace Account, Click
Sign-In.
Reporting on Open
Purchase Order
1. Click the Vendor Center icon on the Icon bar or Home
Page.
2. Click the Transactions tab.
3. Click the Purchase Orders option.
4. Choose from All Purchase Orders or Open Purchase
Orders in the Date drop-down list to view all orders or all
open orders
5. Double-click any order on the purchase orders list to view
the actual order.
6. Press Esc to close a purchase order you are viewing.
7. Choose Reports, Purchase to view a menu of reports
relating to your purchases.
8. Select Open Purchase Orders or Open Purchase Orders
by Job.
9. Change the date at the top of the report to see items on
order as of a specific date or for particular time period.
Receiving Good
1. Select Vendors, Receive Items.
TIMESAVER clicking the Receive Inventory icon on the Home page, and then
choosing Receive Inventory Without Bill (opens the Create Items Receipts) or
Receive Inventory With Bill (opens the Enter Bills Form).
2. Click the down arrow or begin entering name in the Vendor area of
the Creates Item Receipts window to select a vendor.
3. If an open purchase order exists for this vendor, you are prompted to
receive items against a purchase order. Click Yes to see open orders.
4. Check the order or orders that apply to the goods you received.
5. Click OK.
6. Check the Bill Received box if a bill was received with the shipment.
The form name changes to an Enter Bills Form
7. Verify the date on the bill.
8. If you havent transferred information from
purchase order, enter information about items
received and price.
9. Verify the quantity of items received.
10. Verify the total amounta due on the bill
11. Click Show PO if you need to view the
purchase order
12. Select a save option.
Receiving a Partial Order
1. Select Vendors, Receive Items.
2. Enter the vendor name in the space provided.
3. In the window that displays, click Yes to view open
purchase orders.
4. Check the purchase order that applies to the goods you
received.
5. Click OK.
6. Check Bill Received if a bill for the partial order was
received with the shipment.
7. Verify the date n which the item was received.
8. Make any necessary adjustments to the quantities to
reflect the actual items received.
9. Save the Create Items Receipts.
Viewing Aging and Unpaid Bills Reports
1. Select Reports, Vendors and Payables, A/P Aging Detail.
2. Scroll through the reports to see which bills are due,
when they are due, and how much you owe.
3. Select Reports, Vendors And Payables, Unpaid Bills
Detail.
4. Scroll trough the report to view amounts due to each
vendor.
5. Press Esc to close each of the report windows.
PAYING BILLS
1. VENDORS PAY BILLS
2. DUE DATE or click SHOW ALL BILLS.
3. CHECK THE BILLS
4. VERFIY THE PAYMENT THEN CHANGE THE AMOUNT INTO
AMT. TO PAY ( IF NECESSARY)
5. INDICATE THE DATE ON THE DATE FIELD
6. VERIFY THE BANK ACCOUNT
7. CLICK PAY SELECTED BILLS
TAKING DISCOUNTS
1. CHOOSE VENDOR, PAY BILLS OR CLICK THE PAY BILLS
2. SHOW ALL BILLS
3. CHECK THE BILLS
4. CLICK BILL W/ DISCOUNT DATE.
5. DISCOUNT AND CREDIT INFORMATION
6. CLICK SET DISCOUNT
7. DISCOUNT HAS BEEN CALCULATED
8. CHOOSE THE ACCOUNT TO RECORD THE DISCOUNT
9. CLICK DONE
USING THE CHECK REGISTER
1. CLICK CTRL+A
2. DOUBLE CLICK YOUR CHECKING ACCOUNT
3. SCROLL TO VIEW TRANSACTION
4. DOUBLE CLICK ANY TRANSACTION EXCEPT DATE OR
NUMBER
5. CLICK A TRANSACTION THEN CLICK QUICK REPORT TO
SHOW ALL TRANSACTIONS.
6. CLICK THE SORT BY
7. ENTER A TRANSACTION BY FILLING THE FIELD THEN
CLICK THE RECORD BUTTON.
8. CLICK GO TO OPTION
9. TO VOID A TRANSACTION, RIGHT CLICK A
TRANSACTION THEN SELECT VOID.
10. PRESS ESC TO CLOSE THE WINDOW
EDITING BILL PAYMENTS
1. PRESS CTRL+A
2. DOULE CLICK THE CHECKING ACCOUNT
3. FIND THE CHECK
4. DOUBLE CLICK THE CHECK DESCRIPTION
5. CHANGE THE AMOUNT PAID
6. CLICK RECALCULATE
7. SAVE THE TRANSACTION
8. CLICK YES TO ACCEPT THE CHANGES
DELETING BILL PAYMENTS
1. PRESS CTRL+A
2. DOUBLE CLICK THE CHECKING ACCOUNT
3. FIND THE CHECK
4. DOUBLE CLICK THE CHECK DESCRIPTION
5. CHANGE THE AMOUNT PAID TO 0
6. SAVE THE TRANSACTION
7. CLICK YES WHEN RECORDING TRANSACTION
DISPLAYS.

Purchasing Model

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Purchasing Model

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Purchasing Model

Make a $ 500 purchases of items for inventory.

When you pay the bill, these accounts are affected.

Accounts Payable 500

- Verify the date and purchase order number, revise if necessary.

- Check To Be Printed to add this form to

- Select your vendor name from he drop-down

- In the open open Purchase Orders dialog that

- Enter or adjust the Date, Ref. No., and Amount

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