View source for FrontAccounting/C2/Purchases-in-FA/English

'''Title of the Script : Purchases in FrontAccounting'''

'''Author: Sheetal Prabhu'''

'''Keywords: Suppliers, Purchase Order Entry, Goods Receivable Note, Suppliers invoice'''



{| style="border-spacing:0;"
| style="background-color:#cc99cc;border:1pt solid #000000;padding:0.097cm;"| <center>'''Visual Cue'''</center>
| style="background-color:#cc99cc;border:1pt solid #000000;padding:0.097cm;"| <center>'''Narration'''</center>

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 1'''

'''Title Slide'''
| style="border:1pt solid #000000;padding:0.097cm;"| Hello everyone,

Welcome to this tutorial on''' Purchases in FrontAccounting'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 2'''

'''Learning Objectives '''

* Add '''Suppliers''' 
* '''Purchase Order Entry'''
* '''Goods Receivable Note'''
* '''Suppliers invoice '''
| style="border:1pt solid #000000;padding:0.097cm;"| In this tutorial, we will learn to,

* Add '''Suppliers''' 
* Make a '''Purchase Order Entry'''
* '''Goods Receivable Note '''and
* To create '''Suppliers invoice'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 3'''

'''System Requirements'''

* '''Ubuntu Linux''' OS version 14.04
* '''FrontAccounting''' version 2.3.25
| style="border:1pt solid #000000;padding:0.097cm;"| To record this tutorial, I am using

* '''Ubuntu Linux''' OS version 14.04
* '''FrontAccounting''' version 2.3.25

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 4'''

'''Pre -requisites'''


If not, for relevant FrontAccounting tutorials please visit '''http://spoken-tutorial.org'''
| style="border:1pt solid #000000;padding:0.097cm;"| To practise this tutorial you should have knowledge of 

* Accounting and
* '''Frontaccounting '''interface

If not, for relevant '''FrontAccounting '''tutorials, please visit our website.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Narration
| style="border:1pt solid #000000;padding:0.097cm;"| Let us understand the meaning of '''Purchase'''. 

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 5'''

'''What is Purchase?'''

* A product or service that has been bought by an individual or business. 
* An activity of acquiring goods or services to accomplish the goals of an organisation.
| style="border:1pt solid #000000;padding:0.097cm;"| '''Purchase '''refers to

* A product or service that has been bought by an individual or business. 
* An activity of acquiring goods or services to accomplish the goals of an organisation.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Open '''Frontaccounting''' interface.
| style="border:1pt solid #000000;padding:0.097cm;"| Let us start by opening the''' Frontaccounting''' interface.

|-
| style="border:1pt solid #000000;padding:0.097cm;"|Point and click on the '''Purchases''' tab 
| style="border:1pt solid #000000;padding:0.097cm;"|Click on the '''Purchases''' tab.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Point to the page and various panels. 
| style="border:1pt solid #000000;padding:0.097cm;"| We can see various panels here.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Highlight with a red colour box 

'''Transactions''' panel.

Point to the options under '''Transactions '''panel.
| style="border:1pt solid #000000;padding:0.097cm;"| The '''Transactions''' panel is used for making transactions related to '''Purchases.'''


To make a transaction we have to use the options:

* '''Purchase Order Entry'''
* '''Direct GRN'''
* '''Supplier Invoices'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Highlight with a red colour box '''Inquiries''' '''and''' '''Reports''' Panel. 


Point to the options under '''Inquiries and Reports.'''
| style="border:1pt solid #000000;padding:0.097cm;"| '''Inquiries and Reports''' panel is used for making reports and inquiries of the transactions which we make.


For this, we have to use the following options:

* '''Purchase Orders Inquiry'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Highlight with a red colour box '''Maintenance''' panel.
| style="border:1pt solid #000000;padding:0.097cm;"| '''Maintenance '''panel is used to set the purchase details.


To add the '''Supplier’s '''details we need to use the option, '''Suppliers.'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Narration
| style="border:1pt solid #000000;padding:0.097cm;"| Let us see the procedure for '''Purchases''' in '''Frontaccounting.'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 6'''

* '''Add Suppliers'''
* '''Purchase Order Entry'''
* '''Note from a Supplier'''
* '''Suppliers invoice'''

| style="border:1pt solid #000000;padding:0.097cm;"| The steps to be followed for a '''Purchase Entry '''are:

* '''Add Suppliers'''
* '''Make Purchase Order Entry'''
* '''Receivable note from a Supplier'''
* '''Suppliers invoice'''

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Narration
| style="border:1pt solid #000000;padding:0.097cm;"| But first let us understand the meaning of '''Supplier'''.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 7'''

'''Who is Supplier?'''
* A person or business that supplies goods or services.

| style="border:1pt solid #000000;padding:0.097cm;"| '''Supplier''' is a person or business that supplies goods or services.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 8'''

Need to set''' Suppliers '''?
* To make a Purchase Order Entry
* To manage Suppliers data 

| style="border:1pt solid #000000;padding:0.097cm;"| We need to set the '''Suppliers -'''
* To make a '''Purchase Order Entry''' and
* To manage '''Suppliers''' data 

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Return back to the Frontaccounting interface.
| style="border:1pt solid #000000;padding:0.097cm;"| Switch back to the''' Frontaccounting''' interface.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Click on the '''Suppliers''' tab.
| style="border:1pt solid #000000;padding:0.097cm;"| Click on the '''Suppliers''' option.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Highlight with red box

* '''Supplier Name'''
* '''Suppliers Short Name'''
* '''GST No'''
* '''Website'''

in the corresponding field.
| style="border:1pt solid #000000;padding:0.097cm;"| Here, we are prompted to fill in all the necessary information pertaining to the '''Supplier.'''




|-
| style="border:1pt solid #000000;padding:0.097cm;"| Pause the tutorial,

* '''Supplier Name'''
* '''Suppliers Short Name'''
* '''GST No'''
* '''Website'''

Resume the tutorial
| style="border:1pt solid #000000;padding:0.097cm;"| 

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Highlight with the red box
| style="border:1pt solid #000000;padding:0.097cm;"| I have filled the required details here.


Pls fill the details likewise.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Click>> '''Add New Suppliers Details '''>>


Point to the message '''A New Supplier has been added.''' 
| style="border:1pt solid #000000;padding:0.097cm;"| Scroll down.  

To save these changes, click on '''Add New Supplier Details''' button.


We can see the confirmation message, for the saved entry at the top.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Narration


Click>> '''Update Supplier '''>>
| style="border:1pt solid #000000;padding:0.097cm;"| We need to apply these changes for the new '''Purchase Order Entry.'''


Scroll down and click on the '''Update Supplier''' button.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Point to the message bar

'''Supplier has been updated'''
| style="border:1pt solid #000000;padding:0.097cm;"| The success message shows that we have updated the customer. 

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Click to the '''Back''' option

| style="border:1pt solid #000000;padding:0.097cm;"| <<PAUSE>>

Scroll down.


And click on the '''Back''' option to return back to the '''Frontaccounting''' interface.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| Click on the '''Purchases '''tab.
| style="border:1pt solid #000000;padding:0.097cm;"| Let us make a '''Purchase Order Entry.'''

It is used to register all '''Purchase Orders''' in the system.

|-
| style="border-top:1pt solid #000000;border-bottom:0.75pt solid #000000;border-left:1pt solid #000000;border-right:1pt solid #000000;padding:0.097cm;"| Narration
| style="border-top:1pt solid #000000;border-bottom:0.75pt solid #000000;border-left:1pt solid #000000;border-right:1pt solid #000000;padding:0.097cm;"| To do so, click on the '''Purchase Order Entry''' option. 

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point >> '''Supplier''' textbox>>

Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| We can see the details with the '''Supplier''' name and other related information.


This is because we had already updated the details in '''Suppliers '''earlier.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Highlight the option of '''Supplier’s reference''' with red box.


Type the '''Suppliers reference S001.'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| It is mandatory to give '''Supplier’s reference'''.


So, I will type the '''Supplier’s reference''' as '''F001.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click >> '''Item Description''' dropdown menu>>


Point to the '''Item Code 45'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| In the '''Item Description''' dropdown menu, select '''Item''' as '''Cement'''.


Recall, that we have created the '''Item code '''as 45 for '''Cement''' in the '''Items and Inventory '''tutorial.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| I will make use of the same''' Item Cement''' for '''Purchase Order Entry''' also.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click'''>> Quantity '''field''' >> 150'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| In the''' Quantity '''field, I will type 150 as the quantity.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to >>'''Required Delivery Date'''>> 
| style="border:0.75pt solid #000000;padding:0.106cm;"| By default the '''Required Delivery Date '''will always be the next date after the '''Order Date.'''


In my case, it is August 5th of 2016.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click>>'''Price before Tax'''>> '''1500'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Now, here in the '''Price before Tax '''field, I will type the '''Price '''as 1500.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click>> '''Add item''' button>>
| style="border:0.75pt solid #000000;padding:0.106cm;"| To save the entry, click on the '''Add Item''' button.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point >> '''Sub-Total''' and '''Amount''' '''Total''' '''Balance''' >>
| style="border:0.75pt solid #000000;padding:0.106cm;"| We can see the '''Amount Total '''is inclusive of the tax - which comes to 2,36,250.

(Two Lakhs Thirty Six Thousand two Hundred and fifty).

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Place Order''' button 


Point to the message '''“Purchase Order has been entered.”'''
| style="border:0.75pt solid #000000;padding:0.106cm;"|Click on the '''Place Order''' button to save these changes.


The success message shows that the '''Purchase Order '''has been placed.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Highlight the''' options '''with the red box '''>>'''

* '''View This Order'''
* '''Print This Order'''
* '''Email This Order'''
* '''Receive Items on this Purchase Order'''
* '''Enter Another Purchase Order'''
* '''Select An Outstanding Purchase Order'''

| style="border:0.75pt solid #000000;padding:0.106cm;"| Also, we can see the following options.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| Now, we need to receive the '''items''' for the '''Purchase Order'''.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Received Items on this Purchase Order '''option.
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the option '''Received Items on this Purchase Order.'''


We can see the details of the received '''items''' for our '''Purchase Order'''.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Process Received Items''' button.
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the''' Process Receive Items''' button.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to the message

'''Purchase Order Delivery has been processed.'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| The pop-up message tells that the '''Purchase Order Items''' has been processed. 

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Highlight the''' options '''with the red box-
* '''View this Delivery'''
* '''View the GL Journal Entries for this Delivery'''
* '''Entry purchase invoice for this receival'''
* '''Select different purchase order for receiving items against'''
* '''Back'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Below that, we can see some more options.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| After this, we need to receive a''' Purchase invoice'''.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Entry purchase invoice for this receival'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| So, click on the''' Entry purchase invoice for this receival.'''


Here, we can see the details to enter '''Supplier invoice.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to the '''Amount''' field besides '''Quick Entry'''


Type the '''amount''' for the''' Supplier invoice'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Amount''' field besides '''Quick Entry.'''


I will type 500 here.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Go''' button


Point to the '''GL Items for this Invoice.'''

| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Go''' button.


We can see the details for the '''invoice '''with the '''expenses.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Enter Invoice''' button.
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the''' Enter Invoice '''button.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to the message 

'''You must enter a supplier’s invoice reference.'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| We can see an error message appears saying:


'''You must enter a supplier’s invoice reference.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to the '''Supplier’s Ref.''' field.

Type the Supplier’s reference '''F001'''. 
| style="border:0.75pt solid #000000;padding:0.106cm;"| We need to enter the '''Supplier’s Reference'''. 

I will type as '''F001.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Enter Invoice''' button.


Point to the message '''Supplier invoice has been processed'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the''' Enter Invoice '''button.


The message above indicates that we have successfully processed the '''Supplier invoice.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Highlight the''' options '''with the red box-
* '''View this Invoice'''
* '''View the GL Journal Entries for this Invoice'''
* '''Entry supplier payment for this invoice'''
* '''Enter Another invoice'''
* '''Add an Attachment'''
* '''Back'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Below that, we can see some more options

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| Next, we need to pay the '''Supplier''' for the '''invoice '''being made.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click '''Entry supplier payment for this invoice.'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Entry supplier payment for this invoice.'''

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to''' Supplier Payment Entry.'''


Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| We can see the '''Supplier Invoice '''details.


We need to pay the '''Supplier'''. 

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Narration
| style="border:0.75pt solid #000000;padding:0.106cm;"| Also, there has to be some '''Bank Balance''' to pay the '''Supplier'''.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to the Bank Amount Balance.


Click and type the '''amount'''.
| style="border:0.75pt solid #000000;padding:0.106cm;"| So, in the '''Bank Amount''' field, I will type the balance as 1000. 

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the '''Enter Payment '''button.
| style="border:0.75pt solid #000000;padding:0.106cm;"| Click on the''' Enter Payment '''button.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Point to the message

'''“Payment has been successfully entered.”'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| The confirmation message shows that we have successfully made the '''Payment'''.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| Highlight the''' options '''with the red box-
* '''Print This Remittance'''
* '''Email This Remittance'''
* '''View the GL Journal Entries for this Payment'''
* '''Enter Another supplier payment'''
* '''Enter Other Payment'''
* '''Enter '''
* '''Back'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Also, we can see some more options.

|-
| style="border-top:0.75pt solid #000000;border-bottom:1pt solid #000000;border-left:1pt solid #000000;border-right:1pt solid #000000;padding:0.097cm;"| Narration
| style="border-top:0.75pt solid #000000;border-bottom:1pt solid #000000;border-left:1pt solid #000000;border-right:1pt solid #000000;padding:0.097cm;"| Let us summarize.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 10'''

In this tutorial, we have learnt to create,

* Add '''Suppliers''' 
* Make a '''Purchase Order Entry'''
* '''Goods Receivable Note'''
* '''Supplier's Invoice '''
| style="border:1pt solid #000000;padding:0.097cm;"| In this tutorial, we have learnt to,

* Add '''Suppliers''' 
* '''Purchase Order Entry'''
* '''Goods Receivable Note'''
* '''Supplier's Invoice'''

|-
| style="border-top:1pt solid #000000;border-bottom:0.75pt solid #000000;border-left:1pt solid #000000;border-right:1pt solid #000000;padding:0.097cm;"| '''Slide Number 11'''

'''Assignment'''

* Add a new '''Supplier''' for '''Purchases''', using '''Suppliers''' option. 
* Make a new '''Purchase Order Entry'''.

| style="border-top:1pt solid #000000;border-bottom:0.75pt solid #000000;border-left:1pt solid #000000;border-right:1pt solid #000000;padding:0.097cm;"| As an '''Assignment'''

* Add a new '''Supplier''' for Purchases, using '''suppliers''' option. 
* Make a new '''Purchase Order Entry'''.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| '''Slide Number 12'''

'''Acknowledgement'''



| style="border:0.75pt solid #000000;padding:0.106cm;"| '''Acknowledgement'''

This video summarizes the Spoken Tutorial project.


Please download and watch it.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| '''Slide Number 13'''



| style="border:0.75pt solid #000000;padding:0.106cm;"| We conduct workshops using Spoken Tutorials and give Certificates.


For more information, please contact us.

|-
| style="border:0.75pt solid #000000;padding:0.106cm;"| '''Slide Number 14'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| The Spoken Tutorial Project is funded by NMEICT, MHRD Government of India.


This tutorial has been contributed by Sheetal Prabhu from IIT Bombay.


Thank you for joining.

|}