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Revision as of 14:04, 9 September 2016

Title of the Script : Purchases in FrontAccounting

Author: Sheetal Prabhu

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


Visual Cue
Narration
Slide Number 1

Title Slide

Hello everyone,

Welcome to this tutorial on Purchases in FrontAccounting

Slide Number 2

Learning Objectives

  • Add Suppliers
  • Purchase Order Entry
  • Goods Receivable Note
  • Suppliers invoice


In this tutorial, we will learn to,
  • Add Suppliers
  • Make a Purchase Order Entry
  • Goods Receivable Note and
  • To create Suppliers invoice
Slide Number 3

System Requirements

  • Ubuntu Linux OS version 14.04
  • FrontAccounting version 2.3.25
To record this tutorial, I am using
  • Ubuntu Linux OS version 14.04
  • FrontAccounting version 2.3.25
Slide Number 4

Pre -requisites


If not, for relevant FrontAccounting tutorials please visit http://spoken-tutorial.org

To practise this tutorial you should have knowledge of
  • Accounting and
  • Frontaccounting interface

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

Narration Let us understand the meaning of Purchase.
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.
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.
Narration Let us start by opening the Frontaccounting interface.
Narration


Point and click on the Purchases tab

The Frontaccounting interface opens.


Click on the Purchases tab.

Point to the page and various panels. We can see various panels here.
Highlight with a red colour box

Transactions panel.

Point to the options under Transactions panel.

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
Highlight with a red colour box Inquiries and Reports Panel.


Point to the options under Inquiries and Reports.

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
Highlight with a red colour box Maintenance panel. Maintenance panel is used to set the purchase details.


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

Narration Let us see the procedure for Purchases in Frontaccounting.
Slide Number 6
  • Add Suppliers
  • Purchase Order Entry
  • Note from a Supplier
  • Suppliers invoice
The steps to be followed for a Purchase Entry are:
  • Add Suppliers
  • Make Purchase Order Entry
  • Receivable note from a Supplier GRN
  • Suppliers invoice
Narration But first let us understand the meaning of Supplier.
Slide Number 7

Who is Supplier?

  • A person or business that supplies goods or services.
Supplier
  • A person or business that supplies goods or services.
Slide Number 8

Need to set Suppliers ?

  • To make a Purchase Order Entry
  • To manage Suppliers data
We need to set the Suppliers -
  • To make a Purchase Order Entry and
  • To manage Suppliers data
Return back to the Frontaccounting interface. Switch back to the Frontaccounting interface.
Click on the Suppliers tab. Click on the Suppliers option.
Highlight with red box
  • Supplier Name
  • Suppliers Short Name
  • GST No
  • Website

in the corresponding field.

Here, we are prompted to fill in all the necessary information pertaining to the Supplier.



Pause the tutorial,
  • Supplier Name
  • Suppliers Short Name
  • GST No
  • Website

Resume the tutorial

Highlight with the red box I have filled the required details here.


Pls fill the details likewise.

Click>> Add New Suppliers Details >>


Point to the message A New Supplier has been added.

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


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

Narration


Click>> Update Supplier >>

We need to apply these changes for the new Purchase Order Entry.


So, click on the Update Supplier button.

Point to the message bar

Supplier has been updated

The success message shows that we have updated the customer.
Click to the Back option <<PAUSE>>

Scroll down.


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

Narration Let us now understand why we need to make a Purchase Order.
Slide Number 9

What is Purchase Order Entry ?

  • It is used to register all Purchase Orders in the system.
  • They are not being booked to Accounts.
Return back to the Frontaccounting interface. Switch back to the Frontaccounting interface.
Click on the Purchases tab. Let us make a Purchase Order Entry.
Narration To do so, click on the Purchase Order Entry option.
Point >> Supplier textbox>>

Narration

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.

Highlight the option of Supplier’s reference with red box.


Type the Suppliers reference S001.

It is mandatory to give Supplier’s reference.


So, I will type the Supplier’s reference as S001.

Click >> Item Description dropdown menu>>


Point to the Item Code 45

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.

Narration I will make use of the same Item- Cement for Purchase Order Entry also.
Click>> Quantity field >> 150 In the Quantity field, I will type 150 as the quantity.
Point to >>Required Delivery Date>> 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.

Click>>Price before Tax>> 1500 Now, here in the Price before Tax field, I will type the Price as 1500.
Click>> Add item button>> To save the entry, click on the Add Item button.
Point to the Tax 5%field>> Here we can see that the Amount Total against the Purchase Order is included with a tax of 5%.
Point >> Sub-Total and Amount Total Balance >> 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)

Click on the Place Order button


Point to the message “Purchase Order has been entered.”

Scroll down.


Click on the Place Order button to save these changes.


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

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
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
Narration Now, we need to receive the items for the Purchase Order.
Click on the Received Items on this Purchase Order option. Click on the option Received Items on this Purchase Order.


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

Click on the Process Received Items button. Click on the Process Receive Items button.
Point to the message

Purchase Order Delivery has been processed.

The pop-up message tells that the Purchase Order Items has been processed.
Highlight the options with the red box >> 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
Narration After this, we need to receive a Purchase invoice.
Click on the Entry purchase invoice for this receival So, click on the Entry purchase invoice for this receival.


Here, we can see the details to Enter Supplier invoice.

Point to the Amount field besides Quick Entry


Type the amount for the Supplier invoice

Click on the Amount field besides Quick Entry.


I will type 500 here.

Click on the Go button


Point to the GL Items for this Invoice.

Click on the Go button.


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

Click on the Enter Invoice button. Click on the Enter Invoice button.
Point to the message

You must enter a supplier’s invoice reference.

We can see an error message appears saying:


You must enter a supplier’s invoice reference.

Point to the Supplier’s Ref. field.

Type the Supplier’s reference F001.

We need to enter the Supplier’s Reference.

I will type as F001.

Click on the Enter Invoice button.


Point to the message Supplier invoice has been processed

Click on the Enter Invoice button.


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

Highlight the options with the red box >> 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
Narration Next, we need to pay the Supplier for the invoice being made.
Click Entry supplier payment for this invoice. Click on the Entry supplier payment for this invoice.
Point to Supplier Payment Entry.


Narration

We can see the Supplier Invoice details.


We need to pay the Supplier.

Narration Also, their is a has to be some Bank Balance to pay the Supplier.
Point to the Bank Amount Balance.


Click and type the amount.

So, in the Bank Amount field.


I will type the balance as 1000 Rs.

Click on the Enter Payment button. Click on the Enter Payment button.
Point to the message

“Payment has been successfully entered.”

The confirmation message shows we have successfully made the Payment.
Highlight the options with the red box >> 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
Narration Let us summarize.
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
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
Slide Number 11

Assignment

  • Add a new Supplier for Purchases, using suppliers option.
  • Make a new Purchase Order Entry.
As an Assignment
  • Add a new Supplier for Purchases, using suppliers option.
  • Make a new Purchase Order Entry.
Slide Number 12

Acknowledgement


Acknowledgement

This video summarizes the Spoken Tutorial project.


Please download and watch it.

Slide Number 13


We conduct workshops using Spoken Tutorials and give Certificates.


For more information, please contact us.

Slide Number 14 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.

Contributors and Content Editors

Nancyvarkey

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