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  • Appendix
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    Cost and Purchase File Fields

    Detail screen:

    purchase and cost

    LINKS TO OTHER FILES: The Add and Edit options will allow you to access (using the Find buttons or the F4 key in fields that allow it) maintenance for the following:

    • Supplier code (of the company that owns the customer file)
    • Cost groups (of the company that owns the supplier file)


    When you add cost and purchase invoices, there is a button to automatically transfer supplier order data.

    When clicked, the search window is displayed with all pending (undelivered or partially delivered) orders.

    When selecting an order, the program automatically transfers the units pending delivery (ordered units - delivered units) to the cost and purchase invoice being added. When the packing slip is saved, the program automatically accumulates the units included in the invoice in the Delivered Units field of the order detail. If all products are delivered (ordered units = delivered units), the order is automatically marked as delivered.

    The ratio between delivered units on a supplier order and delivered units on a cost and purchase invoice is kept in deletions and changes: if a cost and purchase invoice from an order is deleted, the delivered units for the order will be deducted; if changed, the previous delivered units will be deducted and the new ones will be accumulated.


    Purchase number. The value of this field is unique to the whole file. A record with an existing code cannot be added in the Add option. These codes can be numbered automatically. Refer to Numbering.

    Invoice date: Press F4 or double-click to display the calendar.

    Tax quarter: By default, additions are entered by invoice date. However, this can be changed.

    Warehouse: If the company has inventory control enabled and the invoice is detailed, then the user is asked about the warehouse where the products enter. This may be any warehouse existing in the company's warehouse file. The default value is warehouse=0, which corresponds to the main warehouse.

    Supplier code: By default, the program uses the following customer data: tax ID, cost group, tax-free (Y/N), tax 2 (Y/N), withholding (Y/N). All these data can be changed in each purchase.

    Product detail. Enable this box to enter purchased products on the purchase invoices. If the company has inventory control enabled, the products will be added to the inventory.

    Manual amount calculation. Enable this box to enter the amounts manually when the rounding on the supplier invoice does not match the program rounding. Although any amount is allowed, it does check that the total is the sum of the tax bases and taxes.

    Paid. This box is displayed only when adding invoices. Enable this box to indicate that the invoice has already been paid. The program will generate the due date as paid. This field is enabled by default if the Paid Purchases field is checked as default in Settings --> Preferences.


    Related topics:

    Cost and Purchases file maintenance.
    Cost and Purchases detail lines.
    Costs and Purchases invoice regular payments.

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