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Entering a Purchase Transaction

Clicking add above the list of purchase transactions, or double-clicking an existing transaction, displays a Purchase form. You can use the form to view, modify or enter the details of a purchase.

This help topic describes the options in the form. If you require other introductory information, please refer to:

 

Options in this form

 

Date

Specify the date of the transaction. You can click today to set the date to the current date.

 

Repeat

This is displayed if Make Recurring has been selected from the action menu. Specify the interval between recurring transactions.

 

Supplier/Account 1

Choose the supplier. It is normal to set up new suppliers in the Suppliers screen.

 

Transaction Type

Choose Purchase or Payment/Credit.

Note: You should choose Payment/Credit if you have been given a credit note from your supplier. When you receive the refund from your supplier, remember to enter this as a payment transaction.

 

Description/Invoice Number 

Specify a description, such as the purchase invoice number.

 

Account 2

You should normally choose the following:

  • For a purchase - an expense account

  • For a credit - an expense account (usually the same as the existing purchase). 

    Note: The text "Transction Type" is shown in red for a credit once you have entered the value of the transaction.

 

Amount/Ex-VAT

This is the value of the transaction. If you are specifying a sale or credit and the business is registered for VAT (as specified in the Business Settings screen), you can choose whether the value is inclusive or exclusive of VAT by selecting Show Excl-VAT or Show Incl-VAT from the action menu.

 

VAT Rate

Specify the VAT rate. The field below displays the VAT content.

This is available only if the business is registered for VAT, as specified in the Business Settings screen.

 

Detail

Optionally, you can enter details of the transaction. The details will appear as a line item on any PDF you generate.

 

NEW SPLIT

Adds a new line item (for example, to create separate line items on any PDF you generate from the transaction).

 

Options in the Menu

 

Duplicate

Creates a new transaction by duplicating the existing transaction. This provides a fast method to create a new transaction if it is similar to an existing one.

 

Make Recurring

Allows you to set up a recurring transaction. Use Repeat to specify the period between transactions (such as every month). Each transaction generated will be a clone of the first (except the date).

 

Show Excl-VAT or Show Incl-VAT 

Sets whether the price is inclusive or exclusive of VAT.

The default setting is determined by Amount entry, which you can access using Preferences in the EasyBooks menu.

This is available only if the business is registered for VAT, as specified in the Business Settings screen.

 

Add tick (Purchase or purchase credit)

Marks the purchase or credit as "PAID". A tick will appear against the transaction to indicate that it has been paid. You may want to use this option for a purchase if you have not used Make Payment.

Note: This option does not decrease the amount you owe the supplier. It is provided merely as a visual aid.

 

Remove tick (purchase or purchase credit)

This option is available only if the purchase or credit was previously marked as "PAID" using Add tick. The option removes the tick and the "PAID" mark on the purchase.

 

Make Payment (unpaid purchase)

Enables you to enter the details of a payment you have made to the supplier for the purchase. A tick will appear against the purchase to indicate that you have paid the supplier.

 

Go to Payment (Paid Purchase)

This option is available if you previously used Make Payment on the purchase. The option enables you to access the payment transaction you entered for the purchase.

 

Payment/Credit or Sale

You can use this option to change the transaction type to be a payment/credit (if it is currently a sale) or a sale (if it is currently a payment/credit).

 

Add Split 

Adds a new line item (for example, to create separate line items on any PDF you generate from the transaction).