FrontAccounting/C2/Purchases-in-FA/English-timed
From Script | Spoken-Tutorial
| Time | Narration |
| 00:01 | Hello everyone! Welcome to this tutorial on Purchases in FrontAccounting. |
| 00:07 | In this tutorial, we will learn to: |
| 00:10 | add Suppliers,
make a Purchase Order Entry, Goods Receivable Note and to create Suppliers invoice. |
| 00:21 | To record this tutorial, I am using: |
| 00:24 | Ubuntu Linux OS version 14.04, |
| 00:29 | FrontAccounting version 2.3.25 |
| 00:34 | To practice this tutorial, you should have knowledge of accounting and Frontaccounting interface. |
| 00:42 | If not, for relevant FrontAccounting tutorials, please visit our website. |
| 00:48 | Let us understand the meaning of Purchase. |
| 00:52 | Purchase refers to: |
| 00:54 | a product or service that has been bought by an individual or business, |
| 00:59 | an activity of acquiring goods or services to accomplish the goals of an organisation. |
| 01:07 | Let us start by opening the Frontaccounting interface. |
| 01:12 | Click on the Purchases tab. |
| 01:15 | We can see various panels here. |
| 01:19 | The Transactions panel is used for making transactions related to Purchases. |
| 01:25 | To make a transaction, we have to use the options: |
| 01:29 | Purchase Order Entry, |
| 01:31 | Direct GRN, |
| 01:34 | Supplier Invoices. |
| 01:36 | Inquiries and Reports panel is used for making reports and inquiries of the transactions which we make. |
| 01:44 | For this, we have to use the following options:
Purchase Orders Inquiry. |
| 01:50 | Maintenance panel is used to set the purchase details. |
| 01:54 | To add the Supplier’s details we need to use the option Suppliers. |
| 02:00 | Let us see the procedure for Purchases in Frontaccounting. |
| 02:04 | The steps to be followed for a Purchase Entry are: |
| 02:08 | Add Suppliers, |
| 02:10 | Make Purchase Order Entry, |
| 02:13 | Receivable note from a Supplier, |
| 02:16 | Suppliers invoice. |
| 02:19 | But first let us understand the meaning of Supplier. |
| 02:23 | Supplier is a person or business that supplies goods or services. |
| 02:30 | We need to set the Suppliers -
to make a Purchase Order Entry and to manage Suppliers data. |
| 02:38 | Switch back to the Frontaccounting interface. |
| 02:42 | Click on the Suppliers option. |
| 02:45 | Here, we are prompted to fill in all the necessary information pertaining to the Supplier. |
| 02:52 | I have filled the required details here. |
| 02:55 | Please fill the details likewise. |
| 02:58 | Scroll down. |
| 03:00 | To save these changes, click on Add New Supplier Details button. |
| 03:06 | We can see the confirmation message for the saved entry at the top. |
| 03:12 | We need to apply these changes for the new Purchase Order Entry. |
| 03:17 | Scroll down and click on the Update Supplier button. |
| 03:22 | The success message shows that we have updated the customer. |
| 03:27 | Scroll down and click on the Back option to return back to the Frontaccounting interface. |
| 03:34 | Let us make a Purchase Order Entry. |
| 03:37 | It is used to register all Purchase Orders in the system. |
| 03:42 | To do so, click on the Purchase Order Entry option. |
| 03:47 | We can see the details with the Supplier name and other related information. |
| 03:53 | This is because we had already updated the details in Suppliers earlier. |
| 03:59 | It is mandatory to give Supplier’s reference. |
| 04:03 | So, I will type the Supplier’s reference as F001. |
| 04:09 | In the Item Description dropdown box, select Item as Cement. |
| 04:16 | Recall that we have created the Item code as 45 for Cement in the Items and Inventory tutorial. |
| 04:25 | I will make use of the same Item Cement for Purchase Order Entry also. |
| 04:31 | In the Quantity field, I will type 150 as the quantity. |
| 04:37 | By default, the Required Delivery Date will always be the next date after the Order Date. |
| 04:44 | In my case, it is August 5th of 2016. |
| 04:51 | Now, here in the Price before Tax field, I will type the Price as 1500. |
| 04:59 | To save the entry, click on the Add Item button. |
| 05:04 | 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). |
| 05:15 | Click on the Place Order button to save these changes. |
| 05:20 | The success message shows that the Purchase Order has been placed. |
| 05:25 | Also, we can see the following options. |
| 05:30 | Now, we need to receive the items for the Purchase Order. |
| 05:35 | Click on the option Received Items on this Purchase Order. |
| 05:40 | We can see the details of the received items for our Purchase Order. |
| 05:45 | Click on the Process Receive Items button. |
| 05:49 | The pop-up message tells that the Purchase Order Items has been processed. |
| 05:55 | Below that, we can see some more options. |
| 05:59 | After this, we need to receive a Purchase invoice. |
| 06:03 | So, click on the Entry purchase invoice for this receival. |
| 06:09 | Here, we can see the details to enter Supplier invoice. |
| 06:14 | Click on the Amount field besides Quick Entry. |
| 06:18 | I will type 500 here. |
| 06:21 | Click on the Go button. |
| 06:24 | We can see the details for the invoice with the expenses. |
| 06:29 | Click on the Enter Invoice button. |
| 06:32 | We can see an error message appears saying "You must enter a supplier’s invoice reference". |
| 06:39 | We need to enter the Supplier’s Reference. |
| 06:42 | I will type as F001. |
| 06:46 | Click on the Enter Invoice button. |
| 06:49 | The message above indicates that we have successfully processed the Supplier invoice. |
| 06:55 | Below that, we can see some more options. |
| 06:59 | Next, we need to pay the Supplier for the invoice being made. |
| 07:04 | Click on the Entry supplier payment for this invoice. |
| 07:08 | We can see the Supplier Invoice details. |
| 07:12 | We need to pay the Supplier. |
| 07:14 | Also, there has to be some Bank Balance to pay the Supplier. |
| 07:19 | So, in the Bank Amount field, I will type the balance as 1000. |
| 07:25 | Click on the Enter Payment button. |
| 07:29 | The confirmation message shows that we have successfully made the Payment. |
| 07:34 | Also, we can see some more options. |
| 07:38 | Let us summarize. |
| 07:40 | In this tutorial, we have learnt to:
add Suppliers, Purchase Order Entry, Goods Receivable Note, Supplier's Invoice. |
| 07:51 | As an assignment: |
| 07:52 | Add a new Supplier for Purchases, using suppliers option. |
| 07:58 | Make a new Purchase Order Entry. |
| 08:01 | This video summarizes the Spoken Tutorial project. Please download and watch it. |
| 08:07 | We conduct workshops using Spoken Tutorials and give Certificates. |
| 08:12 | For more information, please contact us. |
| 08:16 | The Spoken Tutorial Project is funded by NMEICT, MHRD Government of India. |
| 08:24 | This tutorial has been contributed by Sheetal Prabhu from IIT Bombay.
Thank you for joining. |
