Nancyvarkey at 03:51, 7 September 2017

2017-09-07T03:51:29Z

Nancyvarkey: Created page with "'''Title of the Script : Purchases in FrontAccounting''' '''Author: Sheetal Prabhu''' '''Keywords: Suppliers, Purchase Order Entry, Goods Receivable Note, Suppliers invoice'..."

2016-09-09T08:34:37Z

Created page with "'''Title of the Script : Purchases in FrontAccounting''' '''Author: Sheetal Prabhu''' '''Keywords: Suppliers, Purchase Order Entry, Goods Receivable Note, Suppliers invoice'..."

New page

'''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.

'''OR'''

* 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.

OR

* An activity of acquiring goods or services to accomplish the goals of an organisation.

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

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

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

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 GRN'''
* '''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'''

* 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;"| 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.'''

So, 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;"| Narration
| style="border:1pt solid #000000;padding:0.097cm;"| Let us now understand why we need to make a '''Purchase Order'''.

|-
| style="border:1pt solid #000000;padding:0.097cm;"| '''Slide Number 9'''

What is''' Purchase Order '''Entry ?
| style="border:1pt solid #000000;padding:0.097cm;"|
* It is used to register all '''Purchase Orders '''in the system.
* They are not being booked to '''Accounts.'''

|-
| 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 '''Purchases '''tab.
| style="border:1pt solid #000000;padding:0.097cm;"| Let us make a '''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;"| 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 '''S001.'''

|-
| 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 this date will change according to the entry made for purchase.07/12/2016.

|-
| 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 to the '''Tax 5%'''field>>
| style="border:0.75pt solid #000000;padding:0.106cm;"| Here we can see that the '''Amount Total''' against the '''Purchase Order''' is included with a tax of 5%.

|-
| 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;"| Scroll down.

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:

* '''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;"| 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 '''>>'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Below that, we can see some more options:

* '''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;"| 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 '''telephone 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 '''>>'''
| style="border:0.75pt solid #000000;padding:0.106cm;"| Below that, we can see some more options:

* '''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;"| 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, their is a 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''' Rs.

|-
| 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 we have successfully made the '''Payment'''.

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

* '''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-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'''
* To make a '''Purchase Order Entry'''
* Direct '''GRN''' i.e. '''Goods Receivable Note'''
* And create a '''Suppliers Invoice '''
| style="border:1pt solid #000000;padding:0.097cm;"| In this tutorial, we have learnt to,

* Add '''Suppliers'''
* To make a '''Purchase Order Entry'''
* Direct '''GRN '''i.e. '''Goods Receivable Note'''
* And '''Suppliers 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.

|}

FrontAccounting/C2/Purchases-in-FA/English - Revision history

Nancyvarkey at 03:51, 7 September 2017

Nancyvarkey at 10:09, 9 September 2016

Nancyvarkey: Created page with "'''Title of the Script : Purchases in FrontAccounting''' '''Author: Sheetal Prabhu''' '''Keywords: Suppliers, Purchase Order Entry, Goods Receivable Note, Suppliers invoice'..."

@@ Line 152: / Line 152: @@
 * A person or business that supplies goods or services.
-| style="border:1pt solid #000000;padding:0.097cm;"| '''Supplier'''
+| style="border:1pt solid #000000;padding:0.097cm;"| '''Supplier''' is a person or business that supplies goods or services.
-−
-* A person or business that supplies goods or services.
 |-
@@ Line 486: / Line 484: @@
 * '''Enter '''
 * '''Back'''
-| style="border:0.75pt solid #000000;padding:0.106cm;"| Also, we can see some options.
+| style="border:0.75pt solid #000000;padding:0.106cm;"| Also, we can see some more options.
 |-