Enter the items or services you are purchasing

Purchases > Entering purchases > Task 3: Enter the items or services you are purchasing

Task 3: Enter the items or services you are purchasing

The scrolling list in the middle of the Purchases window is where you enter details of what you are buying. In this area, you enter item numbers, descriptions, account numbers (or account names, depending on your selection in the Preferences window) and other information about your transaction.

One row in the scrolling list is one line item of the transaction. You can enter as many line items for a purchase as you want.

The fields that appear in the scrolling list differ according to the type of purchase you are creating.

The following illustration shows the fields for a purchase with an Item layout and a Bill status.



A	Bill	The quantity of items you have been invoiced for.
B	Received	This field is read-only. It displays the quantity of items received. For more information, see Recording items received without a supplier bill.
C	Backorder	The quantity of the item to be placed on backorder. An order for this amount will be created automatically when you click Record.
D	Item Number	Pressing tab here displays the item list from which you can choose the item being purchased.
E	Description	A description of the item appears automatically. You can change this if you want. If you want to check spelling in this field, click Spell. For more information, see Spell-check.
F	Location	[AccountRight Enterprise only] If you store this item in more than one location, select the location where the item will be received. For more information, see ‘Inventory locations’ on page 118.
G	Price	The price of the item appears automatically. You can change this if you want.
H	Disc%	[Optional] The volume discount as a percentage.
I	Total	The total price is calculated automatically. If you change the price, the Disc% field is updated to show the discount applicable.
J	Job	[Optional] Selecting a job number here assigns the line item to a specific job. For more information about jobs, see Specific job-tracking tasks you can accomplish include:.
K	GST	The GST code that is linked to the item (or allocation account for service purchases) appears here automatically. Change or delete it if necessary.

The following illustration describes the fields for a purchase with a Service layout and a Purchase status. This also applies to the Professional and Miscellaneous layouts.



A	Description	A description of the service being purchased. If you want to check spelling in this field, click Spell. For more information, see Spell-check.
B	Acct No. or Account Name	The account to assign to the purchase. Pressing tab here displays the accounts list from which you can choose an account. This should be an expense or cost of sales account. You should not select your payables account for ordinary purchases.
C	Amount	The amount you have been invoiced.
D	Job	[Optional] Selecting a job number here assigns the line item to a specific job. For more information about jobs, see Specific job-tracking tasks you can accomplish include:.
E	GST	The GST code that is linked to the item (or allocation account for service purchases) appears here automatically. Change or delete it if necessary.

note : Add lines, subtotals and headers to purchases

You can add lines, headers and subtotals to purchases to make it easy to separate and subtotal different groups of line items on one bill. See Adding lines, subtotals and headers to purchases.