What is the Purchases module for?
Purchases is the buying side of your books. A bill is the supplier's invoice to you. It records what you bought, how much you owe, and when it is due. The bill list is a sub-ledger that tracks who you owe. It does not print to your accounts until you add a creditor entry.
How do I enter a supplier bill?
- Press New bill on the Bills tab.
- Choose the Supplier and enter their bill number in Supplier ref.
- Set the Date to the date on the supplier's bill.
- Add lines for each item with quantity and price.
- Press Save to create the bill.
- Go to Debtor and Creditor and add a Creditor entry for the same supplier, date, and amount.
How do I pay a supplier?
- Press Record payment on the Supplier Payments tab.
- Choose the Supplier and select the bills to pay.
- Set the Date to the day the money left your account.
- Adjust amounts to match your actual payment.
- Press Save to settle the bills.
- Go to Cash In and Out and add a Cash Out on the same date, with a category that points at Creditors (2000). Do not use Purchase / Stock, or the cost is counted twice.
How do I handle foreign currency bills?
- Open the bill from the Bills tab. A foreign bill shows its currency code beside the total.
- Press Record payment in the bill detail. It only appears on a foreign bill that still has a balance.
- Check the Amount, which is in the supplier's currency, not RM.
- Set the Rate to the rate on the day you paid. The panel shows the RM you will pay and any gain or loss from the rate moving.
- Press Record payment on the day you actually pay, because there is no date box and the rows are dated today.
How do I raise a debit note?
- Press New debit note on the Debit Notes tab.
- Choose the Supplier and set the Date.
- Write the Reason in plain words.
- Pick the bill under Apply to bill.
- Enter lines for the credited items and press Save.
- If you already added a creditor entry for the full bill, correct it on Debtor and Creditor, because the debit note itself posts nothing.
How do I check what I owe?
- Use the status badge on the Bills tab to find overdue items.
- Search by bill number, supplier ref, or amount.
- Open Reports and read the Control reconciliation to check for unaccrued bills.
What this does to your books
Saving a bill posts nothing. The entry is made when you add a Creditor entry on Debtor and Creditor: Debit Purchases (5000), Credit Creditors, Accruals & Other Liabilities (2000). Saving a supplier payment on an RM bill settles the document only; the cash entry is made when you record a Cash Out in Cash In and Out: Debit Creditors (2000), Credit Cash & Bank (1000). The exception is paying a foreign currency bill from its detail, which posts by itself, dated today: Debit Creditors (2000) at the booked amount, Credit Cash & Bank (1000), plus Realised FX Gain (4910) or Realised FX Loss (7020) if the rate moved. A debit note posts nothing.