MacFormat 1994 November/macformat-018.iso/Demos/M.Y.O.B. Accounting Demo/M.Y.O.B. Demo/M.Y.O.B. Demo.rsrc/STR#_10027.txt

Text File | 1994-08-31 | 11.2 KB | 489 lines

Purchase Orders

Àá
VendorÀá


You must select a vendor for this purchase.  Vendors are those card file entries

you labeled 'Vendor.'  See Selecting From a Search List in Chapter 1.



If there are pending purchase orders on file for this vendor, a dialog appears.

You may choose to process a pending purchase order or to create a new one.



Àá
Note:Àá
  If this is a cash purchase and you do not track the purchases activity for

this vendor, create a new vendor card called something like 'Cash', or

'MasterCard.'  If this is a credit purchase, you’re better off adding this vendor

to your card file, so you can track the payable balance.



Àá
Ship ToÀá


This is where you want the vendor to ship your order.  The default is your

company address entered in Company Information.  You may accept the default

address or change it and press Tab.



There's a Card File icon next to the ship to address.  Click it to choose an address

from a card other than the selected customer's card.  Choose any card, regardless of

card type.



This feature is a big help if you drop-ship products.  Use this feature to enter your

customer's address.



Àá
Purchase Order NumberÀá


The Purchase Order Number identifies this transaction within the Purchases &

Payables journal.  M.Y.O.B. sorts journal transactions by journal (purchase

order) number within date.  You may enter up to 8 characters, using any

combination of numbers and letters.  M.Y.O.B. provides a default 8-digit purchase

order number.  M.Y.O.B. allows duplicate purchase order numbers, however it is

not recommended.



Àá
Note:Àá
 M.Y.O.B. automatically increments numeric purchase numbers.  M.Y.O.B.

does not increment non-numeric purchase order numbers.  If you must use a

non-numeric format, M.Y.O.B. keeps incrementing and providing the next

numeric purchase order number as the default.  It is up to you to override it for

every purchase .



Àá
DateÀá


All transactions within the Purchases & Payables journal are sorted by

transaction date.  You may not enter a date prior to the conversion date or in a

prior fiscal year.  If you enter a future date, MYOB accepts it, but only after

warning you that the date is probably in error.



Àá
Vendor Invoice NumberÀá


This is optional.  If your vendor included an invoice number with your order and

you wish to note it on the purchase order, enter it here.



Àá
TermsÀá


The purchase order displays the credit terms, if any, for this vendor.  To change

them, click the arrow next to the vendor’s name.



Àá
Ship ViaÀá


This is an optional field.  Enter how you wish to receive these items.  The Ship Via

field can be printed on the purchase order.





Àá
Item PurchaseÀá




Àá
Received Quantity and Backorder QuantityÀá


There are two quantity fields in M.Y.O.B.  When you click Record, M.Y.O.B.

records the purchase for items with a Received  Quantity and creates a pending

purchase order for any quantities in the Backorder field.



Àá
    QuantityÀá


    Enter the purchase quantity.  Enter up to three decimal places.

    Zero is a valid quantity.  Use zero quantity for special items like freight

    (see Items List in Chapter 6).



    Note:  The quantity is in buying units.  Say, for example, you said (when

    entering the item information) there are 6 inventory items per buying

    unit.  When you enter 1 as the quantity, 6 items are added to

    inventory.



    Note:  Use Tab to move to the Item Number field.  Pressing Return moves

    you to the next line.  When the Received Quantity field is empty, pressing

    Return jumps you to the Comment field.



Àá
    Item NumberÀá


    Enter the Item Number of the item you’re buying and press Tab.  The item

    description is displayed and you’re brought to the Price field.



    Note:  Only items checked 'I Buy this Item'  in the Items List window can

    be bought (see Items List in Chapter 6.)



    Note:  Item numbers beginning with a  (\) are not printed on the order.

    Use backslash item numbers to identify special items such as freight or

    handling charges or comments like, 'Ship A.S.A.P.'  See

    Items List in Chapter 6 for a complete discussion of special items.



Àá
    DescriptionÀá


    The Description defaults to the name given to the item in the Item

    Information window.  You may change it.  But remember, if you change it,

    the item information is not changed.  To change the item's name permanently,

    you must edit it via Items List in the Inventory command center.

    To enter more than one line of description see Chapter 5 of your User's Guide.



Àá
    PriceÀá


    M.Y.O.B. defaults to the last purchase price of the item.  You may change

    it if you wish.  Enter a whole number followed by up to three decimal

    places.  M.Y.O.B. multiplies the price by the quantity, subtracts the

    discount and then rounds the final amount to the nearest penny.



Àá
    DiscountÀá


    The discount is the percentage entered as the volume discount in the

    vendor’s card.  You may change it.  Discounts can range from -100% to

    100%.  Enter 2.5% as '2.5,' not '.025.'



    Note:  This is a discount for volume purchase.  It is not the discount for

    early payment.



Àá
    TotalÀá


    Total Amount is the quantity multiplied by the price, minus the discount.

    Change it and M.Y.O.B. recalculates the discount.





Àá
Service PurchaseÀá


Àá
    DescriptionÀá


    Enter whatever you’d like.  For multi-line descriptions, press Return to

    move to the next line.  When you’ve completed the description, press Tab

    to enter an account.



    Note:  To put a blank line between descriptions, type a space and press

    Return.



Àá
    Account NumberÀá


    Before you can enter an amount, you must select an account.  Since this is

    a Purchases & Payables journal entry, it is usually an expense account.



    If you need to enter a new expense account, click the New Account button on the

    detail accounts dialog and M.Y.O.B. zooms to Chart of Accounts.  Enter the

    account information and press Enter or click OK.  The window disappears

    and you’re back at the Account Number field.  Type the new account

    number and press Tab.  The new account is selected, its name appears and

    you jump to the Amount field.



Àá
    AmountÀá


    Enter a dollar amount.  M.Y.O.B. allows you to type the dollar amount

    using numbers, commas, periods and dollar signs.  Improperly formed

    amounts are disallowed and decimal amounts are rounded to the nearest

    penny.



    Since M.Y.O.B. balances positive amounts with a credit to your linked

    payables account, any positive number entered is treated as a debit.

    This is almost always correct, since whenever you add to an expense

    account it is a debit.  If you’re entering a return or sales adjustment, use

    a negative amount.  Negative amounts reduce (credit) the selected account.

    If there is a negative balance due, the linked receivables account is

    debited.



    Note:  A negative balance due creates a debit purchase.  Use Settle Debits

    to process a refund or apply the money to another payable.



    Note:  An account without a dollar amount is kept on the order, but is not

    recorded as part of the journal entry.





Àá
JobÀá


You can assign the amount to a job if you do not inventory the item (see Jobs List

in Chapter 8).  Type the job number and press Tab.  If you are unsure of the job

number, press Command-L to see the job list.  Select a job from the job list or

click New Job to create a new one.



If you do not inventory this item the cost of the purchase is assigned to the job.



Àá
Note:Àá
  If you need to assign a single item to more than one job, enter the item

more than one time.  Say, for example, you’re purchasing 50 widgets and 30 are

for job 12 and 20 are for job 43.  Enter two lines for widget purchases, one for

30 units and the other for 20 units.



Àá
TaxÀá


A checkmark in the Tax column means that you pay tax when you purchase the

item.  The Tax column defaults to a checkmark if you checked 'Taxable When

Bought' in the items list window.



Click the column to enter a checkmark.  Click a checkmark to remove it.



Àá
CommentÀá


Upon entering the complete purchase, press Return at the Quantity field or use

the down arrow to jump to the Comment field.  This field may, at your option,

appear on the printed purchase order.



Àá
Journal MemoÀá


This is a memo for the Purchases & Payables Journal transaction.  When

printing purchases, you may decide whether or not to print memos.



Àá
Promised DateÀá


If you are placing this purchase order in the pending file, enter the date the order

should be delivered.



Àá
Note:Àá
  Although you may enter a Promised Date for an actual purchase, it is

relevant only if you place the purchase order in the pending file.



Àá
Sales Tax PercentÀá


Sales tax is calculated on all taxable items based upon the percentage entered.



Taxable items are those that have checkmarks in the tax column.



Àá
Note:Àá
  M.Y.O.B. defaults to the last sales tax percentage entered.



Àá
Paid TodayÀá


If this is a full or partial cash purchase, enter the amount paid here.  This

amount is recorded in the Cash Disbursements journal.  When you record the

purchase, a dialog appears with the check number, payee and memo.  If the

information is correct, click OK.  If it is incorrect, click Cancel and use Make a

Payment to record the cash payment.



Àá
Balance DueÀá


This is the total of all lines, plus sales tax, minus the payment made.  This

amount is added to the vendor’s payables balance.  If the amount is positive an

open purchase is created.  If it is zero, a closed purchase is created.  If it is

negative, a debit purchase is created.



Àá
Record as an Actual PurchaseÀá


Record the purchase when the goods or services are delivered.  If they are not

being delivered, place the purchase in the pending file.



When you record a purchase, a positive amount increases (debits) a non-

inventoried item’s linked expense account. If the item is inventoried, both the

inventory quantity and the linked inventory account are increased (debited).  The

reverse is true of a negative amount.



If there’s a positive balance due, it’s added to the payable balance for this vendor

and a new open payable is created.  When you pay your bill, use Make a Payment

to settle this payable.



Àá
Note:Àá
  A negative balance due creates a debit purchase.  Use Settle Debits to

deposit a vendor’s refund check or apply the money to another payable.



When you record the purchase, a dialog appears with the check number, payee

and memo.  If the information is correct, click OK.  If it is incorrect, click Cancel

and use Make a Payment to record the cash payment.



Àá
Place in Pending FileÀá


Use the Pending File for purchases to be delivered on a future date (Promised

Date).  If you place a purchase in the pending file, a Purchases & Payables

journal transaction is not generated and your inventory is not increased.



Àá
Note:Àá
  If you enter an amount in Paid Today, it is treated as a deposit.  M.Y.O.B.

only accepts deposits if you have a linked deposit account (see Set Up Payables in

Chapter GS 3).  The amount increases (debits) your linked deposits account and

takes the money out of (credits) your linked checking account.