Phreesoft Support Forum

Hi Dave,

Scenario:

1. We want to enter a purchase order and receipt in the same transaction and have it posted as a "received or closed purchase order).

2. Have the ability to indicate that the purchase order is the AP open invoice and show up on the AP aging or just leave it as an unmatched closed po until a vendor invoice is received.

3. Have the PO show in the closed PO register for the period and / or unmatched po to ap invoice reports.

OR Preferrably:

A. Enter an AP invoice with GL distribution for a service and payable posting and have it show on the ap aging.

What we experienced.
1.We entered a purchase/recieve transaction thinking this was the screen to do so and we could not find the transaction on any registers.

2.We were able to find the transaction in the vendor | history but when we clicked on it.... it showed as a PAID transaction...

Please advise on the procedure to accomplish similar results. We just can't seem to find the flow.

We are using the latest release.

Sincerely,

Dmac411

If you are trying to enter a Point of Purchase (payables version of Point Of Sale), You can enter the transaction directly into the Purchase/Receive screen. The Account Payables account should be an Accounts Payable type account as defined in your chart of accounts. For each line item, enter the account that the line item is charged against (usually an Expense type account). For example, you want to enter your credit card statement.

1. Go to Tools -> Purchase/Receive and Select the credit card company from the vendor popup, i.e. American Express. The address and other vendor related information will fill in automatically from the contact information stored in the db.

2. For each line item in the credit card, enter quantity 1, leave the sku blank (unless you want to track the expense), a description, the unit price and the account to charge against. Repeat for each line of the credit card statement. Multiple lines can be combined if they are charged against the same account (like office supplies, postage, etc).

3. If you want to write a check, press the Calculator icon, (the Save icon to just post the receipt) to post the receipt and proceed to the Vendor Payments screen. Everything should be pre-filled, including the checkbox to make the payment. Verify the check number is correct and press the PDF icon. Select the check form from the popup and click the PDF icon. Print the check and you're done.

A few notes. If you don't have an invoice the the items received, check the Waiting for Invoice box and save the transaction. You can fill backorders and sales and re-post the purchase when the invoice arrives. All of the posted sales transactions will be re-posted with the new amounts after the invoice is finalized (if the pricing is changed).

In these cases, you don't need to enter a PO. PO's don't show on the financials since they don't represent actual inventory. It isn't until you receive the inventory when the books get affected. Hope this helps.

Dave