INVENTORY

 

PURCHASE Form

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The purchases form is a transaction form used to issue a purchase invoice. This form collects information from other files, the supplier and item file, and beside generating the purchases invoice it has the following jobs:

It adds the purchased quantities to the stock items

It creates a journal voucher of type PI to reflect the amount figures of the purchase invoice to the supplier account, the purchases account, the VAT on purchases account if it exists, and the charges on purchases account if exist.

It defines the cost prices (FOB price, Landed Cost, Average Cost) of the items according to the unit prices and the extra charges if found.

The purchase invoice form consists of four pages:

1 - The purchase page that contains the main components of the purchases invoice

2 - The payment mode page where the way how the purchase invoice will be paid is specified.  Also the accounts that are used by the PI voucher are found in this page.

3 - The charges pages where the extra charges on the purchases invoice are entered.  This page consists of several charge fields that will be discussed later.  This page is mostly used when the purchases invoice is an imported purchases invoice.

4 - The charges account page, where the accounts for each charge field are found

0. It is the reference of the purchases invoice. It is a sequential number generated automatically.

1. Date of the purchase invoice.  By default this fields is filled up by the computer system date.

2. The folio reference of the PI journal voucher generated by this purchases invoice (refer to the journal voucher form).

3. The Journal Voucher reference of the PI journal voucher generated by this purchases invoice (refer to the journal voucher form).

4. Maturity date is equal to the date of the purchases invoice added to the number of days specified in the payment terms field of the supplier.

5. Supplier code or Account number of the supplier. To get help on the supplier code refer to the main page, the help section.

6. Supplier name appears when supplier code is selected.

7. The currency by which the purchases invoice should be issued, usually it the same currency of the supplier invoice.

8. Remark or comments on the purchases invoice.

9. Invoice No is the reference or number of the supplier invoice being processed.

10. Description it is a read only field that shows the name or the description of the item being purchased.

11. Code of the item being purchased. To get help on the Item code, refer to the main page, the help section (the item should be created first in the item form if it is a new item).

12. Description or the name of the item.  It is a read only field displayed when the item code is selected.

13. Quantity being purchased. If the quantity existing added to the quantity purchased is greater than the maximum quantity set in the item form the user will be alerted.

14. Purchase Unit price of the item. (FOB price if the purchase invoice is an imported one).

15. It is a discount percentage on this item line only.

16. It is the total of this item line. It is equal to the Quantity(13) * Unit price (14) - Discount percentage (15).

17. It is the last FOB price of this item if it has been purchased before.  It is displayed to give the user the opportunity to compare the unit price in this purchase invoice with the previous FOB price.

18.This field is related if the firm has a VAT number.  It is true if the item is        taxable item, false if it is a non-taxable item.

19. Total of taxable items.

20. Total of non-taxable items.

21. Gross total = Taxable + Non-taxable. 

22. Discount amount on the gross total amount of the purchases invoice.

23. The total VAT amount after deducting the discount amount from the taxable total.

24. Net total = gross total - discount amount + VAT.

25. It is not checked if the purchases invoice is not under VAT. When unchecked the VAT amount (23) is 0.

26. Charges percent on this purchase invoice (the percentage of total charges amount (27) over the total of purchases invoice).

27. It is the total amount of charges on the purchase invoice displayed in 3 currencies, the currency of the purchase invoice, currency base 1 and currency base 2.

0. Payment mode.  It specifies how this purchases invoice is settled or paid. When cash or check is selected the field (8) should be selected, the currency of cash or check field (10), and the amount field (11). If check is selected fields (12) check number, (13) check date, (14) bank name, and bank branch (15).

1. The account number of VAT used in the PI journal voucher.

2. Name of account in (1).

3. The account number of the non-taxable purchases used in the PI journal voucher.

4.  Name of account in (3).

5. Currency of the non-taxable purchases account used in the PI journal voucher.

6. The account number of the taxable purchases used in the PI journal voucher.

7. Name of account in (6).

If the purchases invoice is an imported one, the following charges may be used in very simple way, each one by its currency as it is.

0. Freight currency

1. Freight amount

2. Commissions currency

3. Commissions amount

4. Insurance on freight currency

5. Insurance on freight amount

6. Account Payable is the credit account of the PI journal voucher charges part (debit accounts are the charges account).  It is the supplier that deals with the charges.  This account is used if the same supplier deals with all the charges.

7. Account name of the account number (6)

8. Clearing expenses currency

9. Clearing expenses amount

10. Other charges currency

11. Other charges amount

12. customs charges currency

13. customs charges amount

14. checked when the charges will be considered as a percentage.  When it is checked the percentage field (15) is enabled and contains the required percentage

16. transportation currency

17. transportation amount

18. Currency of the charges supplier account in(6)

This page contains the account numbers of the charges in page 3 of purchases invoice.  Each charge is characterized by a charge (debit) account, and the supplier charge (credit) account.  The supplier charge account could be the same for all the charges, in this case the account number field (6) of page 3 is used.

NB: all the accounts found in page 2 , 3, and 4 are filled automatically by default from the setup file in the Utilities program on every new purchases invoice, but they can be changed.

NB: If the user of this package does not have a VAT number and the purchase invoice has a VAT amount, this VAT amount can be entered as a charges (percentage charges (14) ,(15) of page 3 of the purchases invoice)

Return PURCHASE Form

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The return purchase invoice does exactly the opposite of the purchases invoices in terms of stock quantities and accounting results. The return purchase invoice form is a transaction form used to issue a return purchase invoice.

It extracts the returned purchased quantities from the stock items.

It creates a journal voucher of type PR to reflect the amount figures of the return purchase invoice to the supplier account, the purchases account, the VAT on purchases account if exists, and the charges on purchases account if exist.

It defines the cost prices (FOB price, Landed Cost, Average Cost) of the items according to the unit prices and the extra charges if found.

As The purchase invoice form the return purchases invoice form consists of four pages:

1 - The return purchase page that contains the main components of the return purchases invoice.

2 - The payment mode page where the way how the return purchase invoice is returned.  Also the accounts that are used by the PR voucher are found in this page. (refer to the purchases form)

3 - The charges pages where the extra charges on the return purchases invoice are entered. (refer to the purchases form)

4 - The charges account page, where the accounts for each charge field are found.  (refer to the purchases form)

NB: The return purchase can be executed by 2 ways:

1 - The return is based upon an existing purchase invoice in the system    
(direct return purchase is not checked (25)

Follow one of these set of steps:
- Select the supplier
- Press the purchase button (24). 

A window containing only the purchases invoices of this supplier appears
- Select the desired purchase invoice
- Select the items from the purchase invoice to be returned by deleting the items that are not going to be returned (ctrl + delete)
- Specify the quantities of items to be returned

or

- Select the supplier
- When selecting the item as in any transaction form, a window appears showing all the lines of previous purchases invoices of this item from the selected supplier.
- Specify the quantities of items to be returned

2 - The return is not based upon an existing purchases invoice in the system    (direct return purchase is  checked)

Same procedure of the purchase invoice with opposite results.

Return Purchase Invoice Form Figure:

0. It is the reference of the return purchase invoice.  It is a sequential  number generated automatically.

1. Date of the return purchase invoice.  By default this field is filled up by the computer system date. 

2. The folio reference of the PR journal voucher generated by this return purchase invoice (refer to the journal voucher form) 

3. The Journal Voucher reference of the PR journal voucher generated by this return purchase invoice (refer to the journal voucher form) 

4. Maturity date is equal to the date of the return purchase invoice added to the number of days specified in the payment terms field of the supplier. 

5. Supplier code or Account number of the supplier. To get help on the supplier code refer to the main page, the help section. 

6. Supplier name appears when supplier code is selected. 

7. The currency by which the return purchase invoice should be issued, usually it the same currency of the supplier invoice. 

8. Remark or comments on the return purchases invoice. 

9. Invoice No is the reference or number of the supplier return invoice being processed. 

10. Description it is a read only field that shows the name or the description of the item being returned. 

11. Code of the item being returned. To get help on the Item code refer to the main page, the help section (the item should be created first in the item form if it is a new item). 

12. Description or the name of the item.  It is a read only field displayed when the item code is selected. 

13. Quantity being returned. If direct return purchase is checked (25), then the quantity returned should be less than the existing quantity. If direct return purchase is not checked then the returned quantity should be less or equal to the quantity purchased by the selected purchase invoice. 

14. Purchase Unit price of the item.  

15. It is a discount percentage on this item line only. 

16. It is the total of this item line. It is equal to the Quantity(13) * Unit price (14) - Discount percentage (15).

17. Total of taxable items.

18. Total of non-taxable items. 

19. Gross total = Taxable +  Non-taxable.   

20. Discount amount on the gross total amount of the return purchase  invoice

21. The total VAT amount after deducting the discount amount from the taxable total

22. It is not checked if the return purchase invoice is not under VAT.  When unchecked the VAT amount (23) is 0

 23. Net total = gross total - discount amount + VAT

 24.Purchase button to list the purchases of the selected supplier

 25. Direct return purchase

 26. Return charges in currency of return

 27. Return charges in currency base 1 of the return purchase invoice

 28. Return charges in currency base 2 of the return purchase invoice

SALES Form

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The Sales form is a transaction form used to issue a sales invoice. This form collects information from other files, the client and item file, and beside generating the sales invoice it has the following rules:

It extracts the sold quantities from the sold items

It creates a journal voucher of type SI to reflect the amount figures of the invoice to the client account, the sales account and the VAT account if it exists

The sales invoice form consists of two pages:

1 - The sale page that contains the main components of the sales invoice

2 - The payment mode page where how the invoice will be paid is specified.  Also the accounts that are used by the SI voucher are found in this page.

Sales Invoice Form Figure:

0. It is the reference of the sales invoice.  It is a sequential number generated automatically.

1. Date of the invoice.  By default this field is filled up by the computer system date. 

2. The folio reference of the SI journal voucher generated by this sales invoice (refer to the journal voucher form). 

3. The Journal Voucher reference of the SI journal voucher generated by this sales invoice (refer to the journal voucher form). 

4. The currency by which the sales invoice should be issued.  

5. Client code or Account number of the client. To get help on the client code refer to the main page, the help section. 

6. Client name appears when client code is selected. 

7. Maturity date is equal the date of the invoice added to the number of days specified in the payment terms field of the client. (Refer to client form).  

8. Remark or comments on the invoice 

9. Description it is a read only field that shows the name or the description of the item being invoiced. 

10. Barcode of the item.  There is no help on this field it should be entered completely to get the item to the invoice. 

11. Code of the item being invoiced. To get help on the Item code refer to the main page, the help section. 

12. Description or the name of the item.  It is a read only field displayed when the item code is selected. 

13. Quantity being invoiced.  This quantity should be less or equal to the quantity existing of the item found in the item form.  If the quantity existing added to the quantity invoiced is greater than the minimum quantity set in the item form the user will be alerted. 

14. Unit price of the item by default is equal to the selling price set in the item form with the appropriate client category (refer to the client form (selling prices category) and item form selling price page). Also the last selling price of this item for the client of this invoice is displayed at field 26 of this page. If the VAT included is checked in the Utilities program this price includes VAT. 

15. It is a discount percentage on this item line only. 

16. It is the total of this item line. It is equal to the Quantity (13)*selling Unit price (14) - discount percentage (15). 

17. Any remark or comments on this line of sales invoice 

18.Total of taxable items. If the VAT included is checked in the Utilities program this total include VAT. 

19. Total of non-taxable items. 

20. Gross Total = Taxable amounts (18) + Non-taxable amounts (19) 

21. Discount amount on the gross total of the sales invoice (20) 

22. VAT amount on this invoice, which is equal to the percentage of the taxable amount (18) - the discount amount (21). 

23. If this box is not checked then VAT amount in 0 and the invoice is issued without VAT. 

24. The net Total of the Invoice = Gross total (20) - Discount (21) + VAT (22). 

NB: The fields taxable, non-taxable, gross total are calculated automatically and read only fields.  The field Net total is a calculated field but it can be modified.  The difference if exists between the net total and the summation of gross total + VAT amount is reported automatically to the discount field on the sales invoice.  This is used to facilitate getting a Net total with round figures regardless of the VAT and making the appropriate discount. 

25. With price when checked the unit prices are printed on the sales invoice printout, when not, the unit prices are not printed, only the totals (taxable, Non-taxable, Gross Total, VAT, Discount, and Net Total) are printed. 

26. This place appears the last selling price of the current item to the client.

This page is used when the invoice is set to be a credit invoice:

0. Settlement mode of the sales invoice (Credit -Cash - Check)
1. Non-taxable sales account number.
2. Non-taxable sales account name.
3. Currency of the Non-taxable sales account.
4. Taxable sales account number.
5. Non-taxable sales account name.
6. VAT on sales account number.
7. VAT on sales account name. 

This page is valid if the payment mode is cash or check

1.  Account number of cash / check
2.  Account name of cash / check
3.  Currency of Cash or Check account
4.  Amount of Cash or Check account
5.  Check number if payment mode is check
6.  Check date if payment mode is check
7.  Check bank name if payment mode is check
8.  Check bank branch if payment mode is check
9.  Cash Paid in currency base 2 if payment mode is cash
10. Cash Paid in currency base 1 if payment mode is cash
11. Cash Return in currency base 2 if payment mode is cash
12. Cash Return in currency base 1 if payment mode is cash

Return Sales form

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The Return Sales form is a transaction form used to issue a return   sales invoice. This form collects information from other files, the client and item file, and besides generating the return sales invoice it has the following Jobs:

It adds the return sold quantities to the existing stock items

It creates a journal voucher of type SR to reflect the amount figures of the invoice to the client account, the return sales account and the VAT account if it exists 

The return sales invoice form consists of two pages:

1- The return sale page that contains the main components of the return sales invoice

2 - The payment mode page where the way how the return invoice will be settled. Also the accounts that are used by the SR voucher are found in this page. (Refer to the payment mode of the sales invoice form).

NB: The return sales can be executed by 2 ways:

1 - The return is based upon an existing sales invoice in the system
(direct return sales is not checked (25))

Follow one of these set of steps

- Select the client 
- Press the sales button(26).  A window containing only the sales invoices of this client appears.
- Select the desired client invoice
- Select the items from the sales invoice to be returned by deleting the items that are not going to be returned (ctrl + delete).
- Specify the quantities of items to be returned

Or

- Select the client
- When selecting the item as in any transaction form, a window appears showing all the lines of previous sales invoices of this item sold to the selected client.
- Specify the quantities of items to be returned

2 - The return is not based upon an existing sales invoice in the system   
(direct return sales is not checked (25)) 

Same procedure of the sales invoice with opposite results.

Return Sales Invoice Form Figure:
Page 1: Return Sale page

0. It is the reference of the return sales invoice.  It is a sequential number generated automatically.

1. Date of the return invoice.  By default this fields is filled up by the computer system date.

2. The folio reference of the SR journal voucher generated by this return sales invoice (refer to the journal voucher form).

3. The Journal Voucher reference of the SR journal voucher generated by this return sales invoice (refer to the journal voucher form).

4. The currency by which the return sales invoice should be issued.

5. Client code or Account number of the client. To get help on the client code refer to the main page, the help section.

6. Client name appears when client code is selected.

7. Remark or comments on the return invoice

8. Description it is a read only field that shows the name or the description of the item being invoiced.

9. Code of the item being returned. To get help on the Item code refer to the main page, the help section.

10. Description or the name of the item.  It is a read only field displayed when the item code is selected.

11. Quantity being returned.

12. Unit price of the item. By default it is equal to the selling price used in the invoice being returned if the return invoice is made upon a previous invoice.  The price should be less or equal to the selling price used in the invoice being returned. If the VAT included is checked in the Utilities program this price includes VAT.

13. It is a discount percentage on this item line only.

14. It is the total of this item line. It is equal to the Quantity (11)*selling Unit price (12) - discount percentage (13).

15. Any remark or comments on this line of return sales invoice.

16. If the item is taxable a star appears.

17.Total of taxable items. If the VAT included is checked in the Utilities program this total include VAT.

18. Total of non-taxable items.

19. Gross Total = Taxable amounts (17) + Non-taxable amounts (18).

20. Discount amount on the gross total of the return sales invoice(19).

21.If this box is not checked then VAT amount is 0 and the invoice is issued without VAT.

22. VAT amount on this invoice, which is equal to the percentage of the taxable amount (17) - the discount amount (19)

23. The net Total of the Invoice = Gross total (19) - Discount (19) + VAT (22).

24. With price when checked the unit prices are printed on the return sales invoice printout, when the unit prices are not printed, only the totals (taxable, Non-taxable, Gross Total, VAT, Discount, and Net Total) are printed.

25. Direct return sales.

26. Sales button.

ADJUSTMENT Form

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The adjustment form is a transaction form used to fix stock quantities on the system according to the physical quantities without creating any vouchers in the accounting system. 

0. The adjustment reference is a sequential number

1. Adjustment date

2. Currency of the adjustment to be used for the price values of the items

3. Remark or comments on the adjustment

4. Barcode of the item. There is no help on this field it should be entered completely to get the item to the invoice.

5. Code of the item being adjusted. To get help on the Item code refer to the main page, the help section.

6. Description or the name of the item.  It is a read only field displayed when the item code is selected.

7. Adjustment quantity. This quantity is used to make the physical quantity equal to the system existing quantity of the item.  Eg.1 if physical quantity is 10, system quantity is 0 then this adjustment quantity should be 10. Eg.2 if physical quantity is 10, system quantity is 8 then this adjustment quantity should be 2.

Eg.3 if physical quantity is 7, system quantity is 10 then this adjustment quantity should be -3.

8. Unit Cost Price according to which the value of the adjusted quantities should be added or subtracted.  This price should be used in currency of adjustment (2)

9. Total of item line = Adjustment quantity (7) * Unit Cost Price (8)

10. Adjustment total in currency (2)

11. Adjustment total in currency base 1

12. Adjustment total in currency base 2