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The Purchases section is optimistically where you will spend most of your time and attention when receiving products and services into your business. The process of getting inventory from your vendor and the paper trail that follows will be located in the Purchases section. Any good accounting program should have the functionality to invoice and quote your vendors quickly and easily and Bizuno is no exception. It is important that you familiarize yourself with the steps and the procedures located in Purchase Manager under the Vendor tab.
The Purchase Manager is just a list of Purchases, Purchases Orders and Quotes in order from the most recent on. Think of the Purchase Manager as a stack of activity in chronological order. We can print, edit, delete from the Manager screen. By double clicking we can examine invoices, purchase orders and quotes in more detail from the Manager. We can also create a quote for a vendor, build a purchase order, generate an invoice and create a credit memo. We will cover these topics and how to perform each of these functions in the sections located in this chapter.
Managing your Vendors within Purchases
Managing your vendors from the Purchases section is relatively simple. All vendor information is stored within the Vendor Manager database. When a Purchase is generated vendor information is retrieved by entering search criteria in the Search field located near the top of the page. Once the information is chosen the fields will auto-fill with the desired data.
A new form can be opened from the Purchases Manager by clicking the New Record icon. A blank form will expand and allow you to pull an existing vendor record or create a new one. The search bar allows you to find vendors using a keyword, billing zip code, city or other vendor information. Existing vendors may have multiple shipping addresses already saved in their record. Any of these shipping addresses can be selected from the drop down menu in the Ship To field. A new shipping address can be entered and saved by selecting the Add/Update check box for the shipping address.
Add items to the order by typing keywords or part numbers in the SKU field. This field acts as a search function through the inventory of your business. This field will search words in the description and part number. The description, quantity and price field can all be changed by clicking or double clicking the field. Changing quantities or part numbers will automatically trigger a refresh for the price field and new calculation for the line total and subtotal. You can find more details on any part by clicking the Cog icon to the left of any part on the order list. There is also a package icon that will display the price table for that part.
A new record can be saved as a new purchase, purchase order or quote. These records can be retrieved by searching in the Purchases Manager and double clicking to open. Another way to edit or fill the order is to select that vendor when filling a new form. Once a vendor has been selected from the search bar, a pop-up window appears with a summary page of that vendor’s record. A few drop down menus are available to take certain actions. The first drop down allows you to fill an existing purchase order or quote. The remaining drop down options allow you to open that record.