BCM Activity

Action	Select the action from the drop-down box. e.g. Creditors Journal Credit
Date	Enter the transaction date for the journal.
Creditor	Select a Creditor for the Short Search – just type in part of the code or name and hit enter on the keyboard and select the Debtor. e.g. STO001
Customer Link
Currency
Amount Inc VAT	Enter the amount including VAT the system will automatically work out the Tax Amount and the Amount Excluding VAT.
VAT Account
Description	Add the Description – e.g. GRV - Telkom
Additional Comment	Add in additional comments if required.
Outstanding Balance
Reference	Enter a Reference e.g. Telkom
Supplier Inv. No.	Enter Supplier Invoice Number. e.g. INV1234 (if applicable)
Exchange Rate
Importation VAT
VAT Type	Select the VAT Type on the drop-down Box e.g. GRV VAT

Click on Next Arrow

If you are categorizing and allocating entries to Regions and Division, select the respective option from the drop down

If not allocating transaction to Divisions/Regions then you can leave this Blank

The Contra Transaction box allows for contra journals to be created and processed at the same time

Contra Journals are typically used in the case of intercompany accounts or where you have a supplier that happens to also be a Debtor on the system and you simply offset the accounts against one another.

Cost Centres

Region
Project
Job Allocation
Division
Track It
Job Service Item

Contra Transaction

Contra Transaction Tick	Once this tick is on it will allow you to see the greyed-out section
Contra Debtor
Contra Creditor

Branch

Branch

Click Next

If the system is set to allow changing the contra GL account, you can enter the required GL account and select or click the drop-down arrow and search for the required account.

Split Account

If the transaction has to be split to various Contra accounts, you can click on the Split Lines Tick box. Ten click the Add in the centre of the screen and add the respective Contra GL Accounts with the respective amounts.

Tick this box only if the entry is being split.

Alternatively, click Next.

This screen allows the user to Allocate the entry to a specific transaction(s)

Tick the relevant transaction and then click the Save Allocation Button

This saves the User from having to do the Allocations separately once the journal is processed.

Click Next

Search
Allocate All
Unallocate All
Save Allocation

When ready, click the Process button.

This will then process the journal and post the relevant entries

A Pop-up message will occur with the Journal number if successfully processed, alternatively the message will display any error found.

Creditors Journal Transactions Menu

Creditors Journal Xero Processing

Creditors journal can be processed to Xero for Invoices and credit Notes.

This will create a Bill in Xero with a line item.

Setting up for Xero processing.

Setup a custom item for Xero item line for Bill
Setup GL Links for Creditors and Debtors journals

Setup a custom item for Xero

Set the custom item in System Defaults

This setting will be used in the GRV importation split lines.

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GL Links setup

Setup the Supplier Invoice and credit note

The tick next to the Xero/Bill item is to set to active if you want the Journal to be posted to Xero. If the tick is OFF then the Journal will NOT be sent to Xero.

Set the Credit note side

Creditors Payment Menu

Creditors Payment Search

Video manual 2020 - Click Here

Creditors Module > Activity > Creditors Payment

Search
Add
Edit
Cancel
Request Authorization
Authorize
Bulk Authorize
Process
Bulk Process
Update Batches

Printing Options

Print Creditor Payment
Print Grid
Print Remittance
Bulk Remittance Email
Bulk Print

Documents Tab

Remove Paging Tick
Show All Tick
Sort

View Attachments

Allows you to view all attachments.

Creditors Payment Menu

Add Creditor Payment

Click on Creditors Module> Activity> Creditor Payment Search

Click Add button to create a new Creditor Payment

Authorize
Process
Attachment
Memo Note
View Document
Creditor History
Add New Documents
View Attachments

Printing Options Dropdown

Print Payment Doc
Print Documents
Print Remittance

Print Payment Doc

All Creditors

Date
Branch
Aging
Plus Days
Currency
Division
Region
Status
Acct. Manager
Payment Date
Sort By Code
Include Authorised Purchase Orders
Include Prepared GRVs
Description
Reference

Selected Creditor

Creditor
Branch
Include Authorized Purchase Orders Tick
Include Prepared GRVs Tick
Remittance Date
Payment Date
Description
Reference

Click Next

Doc. No.
Description
Creditor Code
Bank Accounts
Reference
Creditor Name
Doc. Status
Notes
Clear Cash Book Amounts
Update
Update All Values

Payment Verify Lines

Supplier Payments batch includes a verify data to ensure that all lines are valid and checks for any changes

1	Removes invoice lines that are already fully allocated
2	Updates payment balances due on supplier invoices
3	Updates allocation comments which are blank on the payment batch

Force New Cashbook

The system allows one to create multiple cash book payments for the same day but separate them as individual cashbooks.

If you put the tick on for “force new cash book” then this will not add to existing cash book but create new cash books.

This will not work on bulk process batches.

This will sort out issues where you want to create multiple payment cash books for the same day.

Add New Document(s)

Creditors Payment Menu

Bulk Add Creditor Payments

This function allows one to add multiple suppliers for payments

Select options for suppliers and then tick suppliers for payments

Creditors payments created

Creditors Cashbooks Menu

Creditors Cashbook Search

Video training manual 2016 - Click Here

Creditors cashbook is used to control payments to creditors.

Search
Add
Edit
Cancel
Verify Cash Book
Authorize
Process Cash Book
Post Status

Print/Import Drop Down

Print
Upload Cashbook
Import Cash Book
Export Cash Book

Basic Search

Cash Book Name
Date
Cash Book Status
GL Bank Accounts
Cash Book Type

Custom Search

Category

Creditors Cashbooks Menu

Add Creditors Cashbook

Click Add to create a new cashbook

Attachments
Create Reminder
Allocate
Insert Template
Save As Template
Print
Export Cash Book

Cash Book Details

Cash Book Number
Cash Book Date
Cash Book Name
Reference
Branch
Copy Reference
Copy Previous Line Description
Increment Reference
Bank Accounts
Cash Book Type
Short Description
Long Description

Cash Book Line

Add
Add Split
Edit
Delete
Convert To Split

Cash Book Adding Line

Creditors payments can be captured separately in the creditor's cashbook

this is ideal for Creditors Clerks who deal with creditors only

Attachments
Search
Allocate All
Unallocated Amnt
Save Allocations

Cash Book Type
Line Date	Transaction date
Reference	Add reference
Creditor	Select Creditor being paid
Entry Type	Entry Type will be Payment (Money going out of the selected bank account)
Amount	The Amount being paid
VAT Account
VAT Type
Description	Enter Description for this transaction
Additional Comment
Debtor Link
Branch

In the next window you can select the divisions , GL Group, Projects and Add the discount function if applicable

When you tick the discount box – you will be required to add the transaction action

You can select from the drop down list

Then click Next to go to the Allocations Window or Alternatively Save and close

Cost Centres:
Region
Division
Job Allocation
Job Type
GL Group
Project
Job Service Item
Settlement Discount:
Discount
Transaction Action
Document Currency
Settlement Amount
Currency:
Bank Exchange Rate
Exchange Rate
Document Currency
Bank Currency
Local Currency
Document Amount

Category

Add Split

Create Reminder
Attachments
Import Split Lines
Print

Bank Account
Cash Book Date
Reference
Description
Branch
Copy Reference Tick
Copy Description Tick

Adding New Line in Cash Book Split

After Clicking Add

Fill in the information on the first 2 pages same as in Cash Book Adding Line on the 3rd page in Cash Book Split you can Seach and Allocate.

A list of available transactions against this client will be listed

Select one that you want to allocate this captured payment to and add the amount

You can manually type in the amount

When you have entered the amount remember to save Allocations before closing this window

The Message below will come up after saving

The cashbook can be authorized and processed

Export Bank File

Clicking on the View Files button

Creditors Cashbooks Menu

Bank Payment Schedule Export

Bulk supplier payment Export bank file

Supported banks

ANZ Bank
ANZ Direct
ASB Bank
BNZ Bank
BNZ Direct

Bank export files have specific algorithms which check for any changes to bank accounts and amounts. This is to ensure that files are not tampered with, so be careful on opening the file to make any changes. This will create the file invalid.

Reference fields

Setup reference fields for suppliers for bank references

A	Supplier code used
B	Suppler name
C	Supplier account number
D	Beneficiary reference

Some banks have limits on beneficiary reference, please check how many characters are allowed

ANZ Bank and ANZ Direct reference fields

After the bank file has been imported these are the fields that will show.

A	Supplier Name ((Limited to 12 characters)
B	Hardcoded to say Payment
C	Supplier Code
D	Beneficiary reference (Limited to 12 characters)
E	Hardcoded to say Payment
F	Our Account Number (supplier account number)

Bank export file is a txt file

1 to 9 are positions in the bank file

Stock Order Menu

Stock Order Search

Creditors Module > Activity > Stock Order Search

Double click on the Stock Order you are wanting to continue working on.

Stock Order Features

Stock Order feature does require a few setups to be in place for optimum use:

Default supplier setup on each item	This is so that the system knows which supplier to create the Purchase order against
Minimum, Maximum, Preferred, Reorder levels on each item	To Create a new stock order: Click Add to create a new Stock Order batch. There are 2 option to add items to the order batch in bulk:
Using Brand / Make setup	This is the Brand and Make the item is linked to: Using this option, selecting a particular Brand, will result in all item linked to the selected Brand being automatically added to the batch without you having to select each item individually.
Using Item Group setup	This option looks at the Group code the Item is linked to and pulls through all items linked to the selected Group(s). Click on the Brand Drop down to see the list of Brands To use the group code option, tick the box “Use Groups” Double click on the required item Group code in the left (available) box to move the group to the selection box on the right. Once the require Brand/ group code(s) have been selected, click on Next This will open a window with all items linked to Group code, listed in the grid

Enter a description that will be used on the Purchase order(s)

Click Save on the top Right

This will activate the Update button

You now need to determine which calculation you wish to apply in order to update the required order quantities for each item.

The order quantities applied to each respective item can be determined from a number of options:

Click the Update Qty drop down to see the list of options:

1. Max Value

Populates the order quantities to equal the Maximum qty as per item setup

2. Preferred Value

Populate the order quantities to equal the Preferred Quantity as per item setup

3. Min Order Qty (MOQ)

Will populate the Order Quantities to equal Minimum order quantity as per item setup.

Note the Minimum quantity and the Minimum order Quantity are different

Minimum quantity is the minimum holding quantity.

Minimum order quantity is the minimum quantity that can be ordered from the supplier.

4. Order to Max + Purchase from on hand

Populates the order quantities to be Item Maximum Qty less Qty on Hand less qty on open Purchase orders

5. Order to Max from on hand

The difference between the maximum quantity and the on hand quantity

6. Order to Preferred from on hand

The difference between the Preferred item Quantity and the on hand quantity

7. Order to Reorder from on hand

8. The difference between the Reorder quantity and the quantity on hand

You can then review the quantities to be ordered

Should you wish to override any of the quantities, click the select box

Then click on the order quantity field

Enter the amended quantity

Once you are satisfied with the quantities to be ordered from supplier, click the Process button to create the Purchase order(s)

Minimum Order Quantity (MOQ) rules

In stock order there is an option for Minimum order quantity MOQ

Works with Update docs columns for MOQ values

If Order quantity is greater than MOQ then ignore updating column.

If Order quantity is less than MOQ, take MOQ quantity as order quantity

Stock Order Menu

Add Stock Order

The stock order function enables the automatic creation of one or multiple supplier purchase orders. This means you don't have to generate purchase orders for each supplier or add items individually.

This feature does require a few setups to be in place for optimum use:

Default supplier setup on each item	This is so that the system knows which supplier to create the Purchase order against
Min / Max quantity levels on each item	Used on some of the options to determine order quantities.

To Create a new stock order, go to Creditors Module > Activity > Stock Order Search

Search	Allows you to search for an existing Stock Order.
Add	Allows you to create a new Stock Order.
Edit	Allows you to edit an existing Stock Order.
Cancel	Allows you to cancel/Delete an existing Stock Order
Process	Allows you process a Stock Order once you are happy with it.
Print	Allows you to Print Out the Stock order into an excel format.

Click Add to create a new Stock Order batch.

Type	Select the type of Item you are wanting to process a Stock order for, normally this would stay as Stock.
Brand	Select the brand from the drop-down menu to refine your selection for your Order
Make	Select the Make from the drop-down menu to refine your selection for your Order.
Model	Select the Model from the drop-down menu to refine your selection for your Order.
Supplier From / Supplier To	Select a Suppliers/ you wish to create an Order for.
Item From / Item To	If you leave the stock item fields blank, all stock items will be displayed. If you choose specific stock items, the Stock Order will include only those items.
Exclude Promotions	If you tick this box, it will exclude items that are currently on Promotion.
Priority Level	Priority levels are setup at the Item Setup stage, if you use Priority Levels you can refine your Order here by filtering for the desired items.
Stock Category	Stock Categories are setup at the Item Setup stage, if you use Categories, you can refine your Order here by filtering for the desired Stock Category.
Warehouse	If you have multiple warehouses, you can select all warehouses the system will fetch stock items from all warehouses. If you want to filter by a specific warehouse, select the warehouse from the drop-down menu.
Min / Max	Select Min/Max if you want to filter your inventory items by stock level, leave it on none if you do not wish to filter by min/max.
Doc Type	Select the document type from the drop-down menu.
Doc Number	Add the document number to filter for items that are associated with that specific document.
Items per Job	If you are ordering stock for specific jobs, by ticking this box it will separate the order by job.
Year From / Year To	Select the year From and Year To Dates from the drop-down menu
Period From / Period To	Select the period From and the Period To from the drop-down menu
Use Groups	If you would like to create a Stock order using groups tick the box, this will open two columns which you can shift stock items from what is available to the second column that will filter for your order.
Group Selection	If you have groups set up, you can select a group from the drop-down menu to refine your stock order.

There are 2 option to add items to the order batch in bulk:

Using Brand / Make setup

Using Item Group setup

This is the Brand and Make the item is linked to.

Using this option, selecting a particular Brand, will result in all items linked to the selected Brand being automatically added to the batch without you having to select each item individually.

This option looks at the Group code the Item is linked to and pulls through all items linked to the selected Group(s).

Click on the Brand Drop down to see the list of Brands.

To use the group code option, tick the box “Use Groups”.

Double click on the required item Group code in the left

(available) box to move the group to the selection box on the right.

When using Groups to filter your stock items for your order:

Tick the "Use Groups" Box, and then Click on the Select Groups button as shown below

Double click on one of the groups under the Available list, this will add it to the Selected List

Once the require Brand/ group code(s) have been selected, click Save and Close, and then click Next at the bottom of the screen

This will open a window with all items linked to Group code you have chosen. You will see how many items this group has pulled through to your Stock Order to the right just about the grid.

Enter a description (Yellow Block) that will be used on this Purchase order

Columns Explained - Click Here

By clicking 'Save' will activate the Stock Order and the button at the top of the screen. At this point, the Stock Order functions as a 'Snapshot' of the stock data from the main system. You can make changes to the order without affecting the main system, unless the changes are made in the 'Edit item' tab. Changes made to the main system will not be reflected in your Stock Order because it is a 'Snapshot'. Therefore, any necessary changes should be made to the individual lines of the order.

Save	Click save to save changes made to the Stock Order
Process	Click Process when you are happy with your Stock Order and you want to finalise the Order which will create a purchase order for each supplier.
Updates	These are the 3 steps you need to complete to populate the grid columns containing all your stock items in your Stock Order
Clear / Remove	This will either remove a Stock Item from the Stock Order or you can clear the quantities in the order
Stock Order Import /Export	This allows you to export your stock Order list, allowing you the opportunity to update it in Excel if you prefer, once you are happy with your spreadsheet you can import it back in.
Forecast Report	Here you will find a few reports you can print.
Print	Click print to print the Stock order you have created
Create RFQ	You can request a Quote from here as well for a specific stock item by highlighting the line and clicking this button

Updating the Stock Order Columns

When you look at the stock items and scroll to the right you will see many fields that need to be filled in before you can process this Stock Order. To do so you need to complete the 3 steps under the "Update" Dropdown tab.

Check that you have cleared all filters from the search criteria and click search to make sure that all items are showing in the Stock Order Grid when follow the next 3 steps.

These are the 3 steps you need to complete to populate the Stock item grids columns.

Update Doc Columns

Select the tick boxes of what you would like to update in you Stock order

Include Purchase Orders Created	When creating a Stock Order, it's essential to know the quantities of each item already on Purchase Orders to avoid duplication. This is particularly crucial when multiple individuals are handling purchase orders.
Include Purchase Orders Approval	Since Stock Orders display only the snapshot of stock quantities at the time of their creation, it's useful to know which orders have been approved since then to avoid duplications. This is important as Stock Orders can remain open for days, or even weeks.
Sales Orders	When creating a Stock Order, it's important to know the quantities of each item allocated to open sales orders. This helps ensure you order enough stock to fulfill all open sales orders and maintain sufficient inventory for future orders.
Current Sales Included in Last Month	This is useful for forecasting future sales orders and determining an average quantity to order.
Range	You can analyze data from the past 3 or 6 months and choose to include the current month if it affects the figures. There is also an option to select Custom Dates.
Date From / To	If you select a Custom Date, you can then select you From and To dates to pull the data from.
Average	You can choose to pull an average figure of sales over the time period selected.
On Hand Qty Other Warehouses	You can select to pull the overall quantity you have on hand and in multiple warehouses as this order is only based on the selected warehouse.
Update Onhand Value	When the Stock order was created, it would have pulled quantity figures at that specific time. If this Stock order has been open for a week or multiple weeks that figure may have changed and by selecting this, you will get an updated quantity onhand.

Once you have selected your criteria you a click "Continue" which will then run the query for all these columns in your Stock Order with your sales trends allowing you to make an informed decision when placing an order.

Grid Buttons Explained - Click Here

Update WIP

WIP looks at all Work in progress, and what stock is still to go out or allocated.

Jobs Started	Inventory allocated to a job may still appear as in stock; however, it is no longer available. The stock levels will be updated once the job is invoiced. This will only be applicable if you use jobs.
Jobs Not Started	Same with Jobs not started, Inventory allocated to a job may still appear as in stock; however, it is no longer available. The stock levels will be updated once the job is invoiced. This will only be applicable if you use jobs.
BOMS	A Bill of Materials (BOM) will accumulate items until they are invoiced. It does not remove the stock from inventory but merely allocates it to the BOM. When managing inventory, it's important to understand this process to get an accurate view of current available stock. By ticking this box you will know the true quantity of stock on hand. This will only be applicable if you use BOMS.
Sales Orders	This is where stock is allocated but not yet dispatched, which can make it appear as current stock. However, this can be misleading as the stock is still pending shipment. This will only be applicable if you use Sales Orders.

Update Forecast Values

Current Date	Typically, you would use today's date. However, if today is too early in the month, it may skew the figures when forecasting over several months.
Current Forecast	Here you can select to forecast for 1, 2, 3, 4, 5, or 6 months. This will give us an idea on what we should order based on the past however many months we have chosen.
Growth % Month Ahead	A growth percentage forecast looks at the upcoming month and estimates the expected increase percentage based on the current forecast. For example, if we sold 10 units in the past 5 months and expect a 50% increase, we should sell 3 units per month for the next 5 month and therefore would need 15 items in stock.
Forecast Period	The Forecast Period examines the period following the Growth Forecast mentioned above. In the example where we looked at 5 months, this forecast period allows us to extend the analysis to an additional 3 or 6 months.
Growth % Forecast Ahead	This forecast will examine the additional 3 or 6 months of growth percentage following our initial prediction of a 50% increase over the first 5 months. For example, we predict a further 10% increase in the 3-6 months following the initial 5-month 50% increase.

You now need to determine which calculation you wish to apply in order to update the required order quantities for each item.

The order quantities applied to each respective item can be determined from a number of options:

Click the Update Qty drop down to see the list of options:

Max Value	Populates the order quantities to equal the Maximum qty as per item setup
Preferred Value	Populate the order quantities to equal the Preferred Quantity as per item setup
Min Order Qty (MOQ)	Will populate the Order Quantities to equal Minimum order quantity as per item setup. Note the Minimum quantity and the Minimum order Quantity are different Minimum quantity is the minimum holding quantity. Minimum order quantity is the minimum quantity that can be ordered from the supplier.
Order To Max + Purchase From On Hand	Populates the order quantities to be Item Maximum Qty less Qty on Hand less qty on open Purchase orders
Order To Max From On Hand	The difference between the maximum quantity and the on hand quantity
Order To Preferred From On Hand	The difference between the Preferred item Quantity and the on hand quantity
Order To Reorder From On Hand
Order to Job From On Hand
Order To BOM (Bill of Material) From On Hand
The difference between the Reorder quantity and the quantity on hand	In this example, we are going to be using the Reorder from on hand option This will calculate the difference between the Reorder level on the item setup and the current on hand quantity. And update the order quantity on this batch with this difference.

The Difference between the Reorder quantity and the Quantity on hand

You can then review the quantities to be ordered
Should you wish to override any of the quantities, click the select box
Then click on the order quantity field
Enter the amended quantity
Once you are satisfied with the quantities to be ordered from supplier, click the Process button to create the Purchase order(s)

Minimum Order Quantity (MOQ) rules

In stock order there is an option for Minimum order quantity MOQ
Works with Update docs columns for MOQ values
If Order quantity is greater than MOQ then ignore updating column.
If Order quantity is less than MOQ, take MOQ quantity as order quantity

1.	Click the Select All Button
2.	Select: Order to Reorder from on hand
3.	Click the Update button
4.	You will notice the order quantities on the grid have been populated with the respective quantities

You can then review the quantities to be ordered

Should you wish to override any of the quantities, click the select box

Then click on the order quantity field

Enter the amended quantity

Once you are satisfied with the quantities to be ordered from supplier, click the Process button to create the Purchase order(s)

Select Create PO

Click Ok

To view the Purchase order:

Go to Activity > Purchase Orders

You should now see the purchase orders listed and can process these using the normal purchase order authorisation and order procedures.

Note: you may find several purchase orders, this is because a purchase order is created for each of the default supplies (if the items have different default suppliers linked)

You can still edit the supplier and any other details before finalizing the Purchase order.

Stock Order Menu

Stock Order Functions Explained

Buttons Explained

Items

Work out your quantities to order and send them to Purchase Orders

Search Button

The search button will filter for any of the criteria competed in the green square below. Eg: if you add an Item Code and click Search it will filter your Stock items by Item Code. You can choose more than one filter to refine your search.

Add Item To List Button

You may find that an item is not on the Stock Order list, you can search for this item and add it to the order

Select or search for an item in the drop-down menu and click "Save"

Edit Item Button

You can highlight a row and click the Edit Item button which will take you to the item to make any changes you require to the main system. Changes will not show in your Stock Order as this is like a snapshot of the data at the time if "Save" being clicked. You will need to double click on the line item and make changes to your Stock Order lines.

Inventory Overview Button

The inventory overview window allows a quick access to view information on an item.

It is accessed in most windows where stock items are present

Edit Comment Button

Here you can edit comments made for each item

Grid Buttons Explained

Remove Paging

Put this tick on to displays all Stock Order items on a single page If the Order list exceeds the default 100 lines. If this box is not ticked and you have more than 100 items, you will need to click through the pages with the arrows

Select All / Unselect All

The Stock Order Lines can be all selected and unselected by clicking on the Select All or Unselect All button. Or you can tick the boxes individually.

Update PO Number

All purchase orders will appear as new when a Stock Order is created. If a purchase order already exists for a supplier and you want to add an item to that order, tick the select the checkbox for the item and click the 'Update Existing Number' button. This will change the status of the PO from 'New' to 'Existing and add the Existing PO number to the PO NO Column.

Update Supplier

When a Stock Order is created, the Default Supplier will automatically populate in the order. If you need to change the supplier for a stock item, highlight the relevant line, click the 'Update Supplier' button, select the desired supplier from the drop-down menu, and click 'Save'

Warehouse and Minimum and Maximum Quantities

If you are working with multiple Warehouses and are wanting to order for a different warehouse, highlight the line you want to change, click the "Warehouse" button, select your warehouse form the list and click "Save".

While in the Warehouse, you can view the minimum and maximum quantities for a specific item. At this stage, you can update your minimum and maximum quantities, as well as your preferred and reorder quantities to assist with future ordering and forecasting.

Once these quantities are set, you can configure the system to send you daily email updates when stock quantities reaching the minimum level. These notifications will inform you when to reorder and how much to reorder based on your specified quantities.

Update Existing PO

If you already have an existing PO Number associated with a stock item in your Stock Order and you want to change it, you can click the "Update Existing PO" button and select a different Purchase Order from the list.

Stock Order Menu

Stock Order columns explained

Stock Order Columns

Select	Tick the box of the items you would like to select, you can select more than one item at a time.
Status	The Status colour will change as it moves through the ordering process eg: Grey means you have no current order for this item.
Check
Supplier	This will be the supplier you will be ordering from, if you have multiple suppliers, you can change the supplier here by ticking the Select box and then clicking the "Update Supplier" button to change the supplier.
Order Qty	This will show the quantity of each inventory item you are ordering
PO	All purchase orders will show as new when a Stock order is created. If there is already a purchase order created for a supplier, and you just want to add this item to the existing purchase order by ticking the select box for this line and clicking the "Update Existing PO" Button. This will change the PO from New to Existing.
PO No.	Once you have updated the PO to show existing, you can select a Purchase Order from the list you want to add an item to and when you click "Save" the PO number will show in this column.
Warehouse	If you are working with multiple Warehouses, you can select the Warehouse you are ordering for here.
Item Code	This will show your item Code
Supplier Item code	This will show the Suppliers Item Code
Job Number	If you were ordering an item for a specific Job, you can add the Job number here
Stock Request	If you have a Stock Request number, you can add it here.
Supplier Cost	If you have Stock Costs in your setup it will show here
Min / Max	If you have set up you Min and Max stock Quantities at Setup for each stock Item, that will show here.
Preferred	If you have set up you Preferred stock Quantities at Setup for each stock Item, that will show here.
Reorder	If you have set up you Reorder stock Quantities at Setup for each stock Item, that will show here.
Onhand	If you have set up you Onhand stock Quantities at Setup for each stock Item, that will show here.

Purchase Orders Menu

Purchase Order Overview

Overall process

The Purchase Order process can run in multiple options from simple steps to multiple steps dependent on how the company wants to run the system:

Below are the various options:

Option 1	GRV process	The quickest and easiest route to get stock into the system and update the supplier. Skips all the steps. Has two basic steps: Create GRV (Preparation) Process (Complete) (Stock is updated)
Option 2	PO to GRV	Create a Purchase Order (Preparation) Authorise Order When ordering, select option to go directly to GRV Skips Outstanding Stock and Receiving (Receive Stock) and Delivery note Find GRV as preparation Attach Supplier Invoice Process GRV (Stock is updated)
Option 3	PO with authorise to GRV	Create a Purchase Order (Preparation) Request authorisation When authorised by manager, email sent to say authorised Find Purchase Order and click on Order. When ordering, option to go directly to GRV. (Skips Outstanding Stock and Receiving (Receive Stock) and Delivery note) GRV is marked as preparation (GRV section) Attach Supplier Invoice Process GRV (Stock is updated)
Option 4	PO to Receive stock (All) to GRV	Create a Purchase Order (Preparation) Request authorisation When authorised by manager, email sent to say authorised Find Purchase Order and click on Order. Moves Purchase Order to Receive Stock (waiting for stock to be received) Go to Outstanding Stock and Receiving (Receive Stock) section Receive all stock Process to GRV Find GRV as preparation Attach Supplier Invoice Process GRV (Stock is updated)
Option 5	PO to Receive stock (Part) to GRV	Create a Purchase Order (Preparation) Request authorisation When authorised by manager, email sent to say authorised Find Purchase Order and click on Order. Moves Purchase Order to Outstanding Stock and Receiving (Receive Stock) (waiting for stock to be received) Go to Outstanding Stock and Receiving (Receive Stock) section Receive part stock Process to GRV Find GRV as preparation Attach Supplier Invoice Process GRV (Stock is updated) Purchase Order is marked as Part Purchase Order and sits in Receive stock awaiting to receive rest of stock Receive rest of Stock Process to GRV Find GRV as preparation Attach Supplier Invoice Process GRV (Stock is updated) Purchase Order will be closed
Option 6	PO to Receive stock (All) to GRV Foreign Supplier - Multicurrency Multicurrency Supplier CANNOT go via Delivery note and must go GRV route. This is because freight and shipping costs are added to the supplier invoice to change the cost of items to landed cost.	Create a Purchase Order (Preparation) Request authorisation When authorised by manager, email sent to say authorised Find Purchase Order and click on Order. Moves Purchase Order to Receive Stock (waiting for stock to be received) Go to Outstanding Stock and Receiving (Receive Stock) section Receive all stock Process to GRV Find GRV as preparation Go to Importation cost button Add in three basic custom / shipping costs Customs VAT / GST (Tax) Costs without VAT / GST Costs with VAT / GST Stock is updated with additional costs Process GRV (Stock is updated) Freight company invoice is processed with GRV
Option 7	PO to Receive stock (All) to Delivery Note to GRV If going the Delivery note route, Purchase Order should have correct costs. If not, then the average or latest cost will be changed on the item.	Create a Purchase Order (Preparation) Request authorisation When authorised by manager, email sent to say authorised Find Purchase Order and click on Order. Moves Purchase Order to Outstanding Stock and Receiving (Receive Stock) (waiting for stock to be received) Go to Receive Stock section Receive all stock Process to Delivery Note (Stock is updated at this point) Go to Delivery Note section Match Supplier invoice to Delivery Note (Purchase Order prices) Change price if necessary Process Delivery note Delivery note processed will create and process a GRV Process is done
Option 8	PO to Receive stock (Part) to Delivery Note to GRV If going the Delivery note route, Purchase Order should have correct costs. If not, then the average or latest cost will be changed on the item.	Create a Purchase Order (Preparation) Request authorisation When authorised by manager, email sent to say authorised Find Purchase Order and click on Order. Moves Purchase Order to Outstanding Stock and Receiving (Receive Stock) (waiting for stock to be received) Go to Receive Stock section Receive part of stock Process to Delivery Note (Part Stock is updated at this point) Go to Delivery Note section Match Supplier invoice to Delivery Note (Purchase Order prices) Change price if necessary Process Delivery note Delivery note processed will create and process a GRV First part Process is done Repeat 6 to 14 again until Purchase Order fully complete

Find where the Purchase Order is in the process:

Best place to look is in Creditors Module > Analysis > Creditors Document History

Note: If you find the document here, one CANNOT EDIT the document, one must go to the Activity section and find the document.

Ensure the following settings are correct

A	Ensure Document Type is set to ALL
B	Check dates
C	Enter the Purchase Order Number
D	Click on Search

View the results

Check Approval Status

This will tell you the status

Doc Type

This will tell you where the document is

Review Purchase Order after authorised

When a Purchase Order is authorised, all fields are disabled.

However if one needs to change the purchase order, click on Review button to change status back to Preparation.

Purchase Order will have to be authorised again.

Revert Purchase Order from Receive stock back to Purchase Order

A Purchase Order that is in Receive Stock section can be moved back to Purchase Order section.

By clicking on Revert Purchase Order, it will move the Purchase Order back to preparation.

Note: A Purchase Order that has received stock CANNOT be Reverted back to preparation

Purchase Order Flow Summary

The following steps are taken to ensure that all purchases from the company goes through the Creditors Module.

1	Create the purchase order
2	Ensure all the supplier details are correct
3	Select the correct item, Stock item or Ledger custom item
4	Attach the original supplier quote
5	Send for approval
6	The manager receives an email to approve a specific purchase order
7	Manager to go into Webatar App (or main system) and finds the necessary purchase order for approval
8	The manager checks the supplier quote and how the purchase order is captured
9	The manager approves the purchase order
10	At this stage an email will be sent back to the originator who sent the purchase order for approval, that the purchase order has been approved
11	The capturer then pushes the purchase order to receive stock and sends the approved purchase order to the supplier
12	Upon Receipt of the goods or invoice, the goods or invoices checked that the quantities and confirms.
13	The clerk will then Confirm all or part and pushes the purchase invoice to a goods receive voucher (GRV)
14	An email will be sent to the accounts Department, where they will be notified that the goods received voucher (GRV) document is ready to be processed to the system.
15	The purchase invoice from the supplier attached and is checked for the final time and then processed into the system.

Video training manual 2016 - Click Here

Purchase Orders Menu

Purchase Order Search

Creditors Module> Activity> Purchase Order

Search	Allows you to search for an existing Purchase Order, Inventory Item, Creditor or Debtor based on system fields and which module you are in.
Add	Allows you to create a new Purchase Order, Inventory item, Creditor or Debtor depending on the Module you are in.
Edit	Allows you to edit the purchase order
Clone	Allows you to Clone an existing Inventory Item, Creditor or Debtor depending on the module you are in
Reminder	You can set a reminder to follow up on a PO or to send the PO off for Authorisation etc.
Approval	Click the Approval button to send the PO for approval
Authorise	Click the Authorise button to authorise a PO
Order	Once the PO is Authorised the order can be placed by clicking the Order button
Import	If you have a really long order that you have in the excel format, you can upload this order to create the PO rather than entering them one by one.
Cancel	Click Cancel to Cancel a PO
Copy To Template	If you have templates set up for your PO you can copy one PO over to another template.
Print/Export	You can export your PO to excel, or you can choose to print a copy.

Basic Search

PO Number	Use your PO number if you know it to search for a specific Purchase Order
Description	If you know the description of your Purchase Order you can use that to search
Date Type	Select the date you want to search by (Document Date, ETA date or Due Date)
Date From / Date To	You can search for Purchase Orders in a specific date range
Supplier	You can search for Purchase Orders for a specific supplier
Reference	If you know the reference for the Purchase Order you can search using that
Status	You can search for a PO in a specific status, select your status choice form the drop-down menu (All, Created, Approved, Authorised or Recurring Transactions)

Custom Search

Category	Search for a PO in a specific category if you have categories set up.
Actual Delivery Date	Search for a PO that has already been delivered and processed by using the actual delivery date.

Print/Export

Print button

If you want to print a list of your Purchase Orders, you can select to have breaks on all totals, you can choose to consolidate all totals and you select to have Quantity only shown on your report.

Purchase Orders Menu

Purchase Order Reminder Function

Create Reminder

Purchase order item> Create reminder tick box

Should you wish to create a reminder for the Receiving clerk (or Yourself) you can tick the

“Create Reminder” tick box and select the person you wish send the reminder to.

Purchase Orders Menu

Purchase Order Processing

Select Creditors Module

Activity> Purchase Orders

Should you wish to edit and existing purchase order, click the Search button.

Highlight the required Purchase order on the grid by clicking once and click edit button or double click on the Purchase order line.

Make the required changes and click save and close.

Click Add to capture a new Purchase Order

1	Enter the Supplier Name or Account Code and Select the Supplier by clicking on it from the drop down options.
2	Enter a description related to the purchase Order
3	Enter a reference pertaining to the Order
4	Check that the dates are correct

ETA is the expected date the goods are due to arrive.

Due Date: This is the due date for this purchase order to be paid.

The due dates are auto populated based on the account terms on the Creditors Setup.

Click Save

Click Add in the centre of the screen to add the item lines to be purchased.

Enter the item code or part of the Item description to search for the required item. A list of Items will be displayed. Click on the required item.

Enter the required quantity.

Check that the price is correct.

Ensure that your warehouse for which this order is being place is correct. In the event of Ordering nonstock items such as Office Stationery, the warehouse is not applicable.

Select GRV VAT (if VAT is applicable)

Should you wish to create a reminder for the Receiving clerk (or Yourself) you can tick the

“Create Reminder” tick box and select the person you wish send the reminder to.

Click Save New to add another item.

Click Save and Close if you only ordering the one item.

Once you click the save button, the below screen will appear. This screen records the “default Supplier” for the item as well as the suppliers latest price.

Click Save and Close

Should you wish the default supplier on the item setup to be updated, tick the set default box.

You will only see this, the first time that you process a purchase order for this item from this particular supplier.

ATTACHING THE SUPPLIER QUOTE TO THE PURCHASE ORDER

Click on the Attachment Button

Click the Upload Button

Click the Upload button, Select File and browse for the quote from the Supplier that you would have saved on your PC.

Retain the file name if you prefer or change the name as required.

You can also click the Drag & Drop button which will allow you to simply drag the document from the source destination, eg. Your email, or folder the document was saved in.

Click Close

You can print the Purchase Order to check all details are correct.

You will notice that there is no Document number (PO Number). This is because the Purchase order needs to be authorised before you can send to the Supplier.

The stationery layout can be customized to the client’s preference upon request.

Refer to Purchase Order Approval Manual for the authorization Procedure>>>>

Purchase Orders Menu

Purchase Order MOQ

Added in the new field for MOQ which fetches it from the item and the supplier

Put the value in, this value is NOT editable but for information for the user

Rules

When clicking on save and close or save and New

And the MOQ is higher than the quantity

Bring up an alert to inform the user that the Order quantity is lower than the MOQ quantity

Continue	Normal saving
Cancel	Take the person back to the screen to change quantity

Please DO NOT use Alert if the MOQ is blank or Zero

MOQ must have a valid number

Purchase Orders Menu

Reverting Purchase Orders

Under System Configuration>General >User Setup

Find the name of the User you want to give Purchase Supervisor to

Go to User Details 2 Tab and look at the list on your right with tick boxes

Find Purchase Supervisor and add a tick on the tick box.

Only when this setup is done then the user will be able to revert purchase orders.

Open Creditors module >Activity> Receive Stock> Search

Select the Purchase Order you want to revert

Click on Process tab and Select the Revert to Purchase Order Button

The Window Opens up select your username from the drop down arrow

And enter your password (This Is the same password you use to log into webaccounting)

And Click on OK.

Purchase Orders Menu

Approval Levels Setup

Systems Configuration> Security> Approval Levels

The administrator will setup approval levels for the user

this will give authorization to the selected users to authorize purchase orders created.

this is a control management function and done under systems configuration.

Purchase Orders Menu

Purchase Order Job Allocations

Add the Job number to the header of the Purchase order so that when you enter a line on the purchase order it will assign the job number

Purchase Orders Menu

PO Receiving Stock- Barcode Scan

In this scan we are going to scan the item which will find it and mark up the receive quantity.

If the item is a serialized item, then we need to go to serialized items to scan.

We need a way to move the cursor between barcode and serial number by using a barcode marker.

A barcode marker will allow the user to scan a barcode that will move the cursor between the barcode and the serial number fields.

It is easier that once we finish scanning all the serial numbers, when we want to move on to the next item, scan the barcode marker and then you carry on scanning the new items.

Barcode markers setup

Purchase Orders Menu

Purchase Order Authorisation

The authorization of the PO is essentially a supervisor/ manager reviewing the purchase order and authorizing the purchase from the supplier.

This authorization in most cases have historically been done manually, where the documents are printed, supporting documents attached and handed to the manager for authorization.

This procedure caters for this manual process of printing hard copies of documents to be automated and electronic.

Once all items have been captured on the Purchase order and all details checked for correctness, click the Approve Button.

Click Close.

Should you not wish to send the PO for authorization at this point, you can close the screen.

When ready to Approve, search for the captured PO as follows:

On the Purchase Order Menu, enter the Supplier name or Code, check the date range and click Search.

Click on the required order once to highlight it, click the Approve Button.

This then sends an email to the Manager informing him/ her that there is a PO awaiting authorization.

The PO status will now change from Created to Approval indicating that the PO has been sent for Authorization.

AUTHORISATION PROCESS

The Manager will then log onto the system or via the Webatar APP search the required PO and perform the necessary checks.

Go to Creditors Module > Activity

Select Purchase Orders Menu Item

Enter the Supplier code or name.

Enter the respective date range that the Purchase Order was captured.

Click Search

You can further filter your search by clicking on the Expand Button

And entering any of the other criteria that you may have on hand, e.g. Division, Region

All Purchase orders within the selected criteria will be displayed in the grid.

Click the Attachments shortcut to view ant attachments.

The icon will be red if any attachment are uploaded

If not, this icon will be grey.

Should you need to check and verify any details of the order, double click on the required PO to open the lines.

Once you have reviewed the PO and performed the necessary checks and ready to Authorize,

Highlight the required purchase order and click the Authorize Button

You will notice the status has changed to “Authorized”.

An email is then sent to the capturer that the PO has been authorized and he/she may proceed to forward the PO to the Supplier.

SUBMITTING PO

Search for the PO as per the standard steps:

Creditors Module> Activity> Purchase Orders

Enter the Search criteria

Click Search

Check that the status is set at Authorized.

If Authorized, Click the Order Button

Click Yes

Click Continue

The purchase order will Print to Screen.

Select Email to send the PO to the Supplier

Note: Should you not have segregation of duty, i.e.. A clerk capturer the Order and a manager then Authorizes Orders, the below steps can then all be done by the same person (if authorized to do so) capturers Authorize, and Order steps as outlined above can all be done at the time of capturing the PO by the Authorized person.

Click the Email Button

Verify the email address is correct.

Enter your message.

Click Send

This will send an Email with PDF attachment of the PO to your Supplier.

You can CC yourself and any other colleagues if necessary.

Click the Users tab and double click on the required names in the Left Column to select.

Click Send

Purchase Orders Menu

Purchase Order Shipping Tab

The shipping Tab is related to the delivery of goods

To ship goods go to:

Creditors/ Suppliers Module> Activity> Purchase Order> Shipping Tab

Ship To	Select where you want to ship the parcel to on the drop down menu selection
Branch	Select Branch on the drop down
Customer	Select a customer you want to ship parcels to on the drop down
Customer Name	Customer name will be automatically populated
Contact Person	Select the contact person on the drop down
Print Delivery Note	This button allows you to print a delivery note
Delivery Type	select the destination address where the goods should be delivered
Collect	This a new button added which allows automatic collection for customers who want to collect the goods instead of having them delivered
Shipping	This is where you add all shipment information and instructions

Purchase Orders Menu

Adding Purchase Order

Creditors>Activity>Purchase Orders

Select a Supplier: Short Search – just type in part of the code or name and hit enter on the keyboard and select the Creditor.

Drop down Search - Clicking on the arrow allows you to find the Creditor via the drop-down menu

Click on Insert button.

Basic Tab

Description - e.g. PO – Hard drive

Reference - Type in the Reference for your Purchase order

Date - Is the current date of the document

Due Date - Allows you to select the due date of the supplier

Save/ close - Click on the save Button to save your information

Close if you wish to close your Purchase order window without saving

Notice that: as you click save, the other buttons that were greyed out they are now accessible

Currency View - The Drop-Down menu gives you a list of Multi currency views you can select the currency type you want to view

Currency - This is the default currency of the Purchase order.

Note - Accknowledge allows users to maintain Creditors accounts in foreign and local currencies, as well as send invoices and statements in foreign currencies. In addition, the application also maintains the foreign rate of exchange used at the time of the transaction.

Address Tab – Shows the Default address of the Supplier

Contact Person – Shows the Default contact person for that supplier

Extras Tab

Job - Select in the drop-down menu a job number if this purchase order is linked to a JOB

Completion Date - Type in or select on the calendar the completion date

Long Description – Add a detailed description

Process GRV to Job - Tick this box if you want to process GRV to JOB

Print Custom fields - Tick This Box if you want custom fields to appear in Print

Notes – Add notes in here relevant to your Purchase order and Save

Custom Fields Tab

Request By - The System User requesting stock

Costing Centres - Will be the centre requesting stock

Special Notes - Add special notes

Use the arrows down or up to see more details

Job - Is the Job Number this stock will typically be required for and click on Save

Purchase Orders Menu

Purchase Order Serial Number Import

Once you receive your order, you many have multiple serial numbers to import into the Purchase Order before pushing it through to GRV,

Creditors Module > Activity > O/S Stock Orders & Receiving

Click on the "Functions" drop-down menu
Click on "Serial Import/Export"

A window will appear allowing you to export a template that can be used for the import.

Click on "Template" this will download an excel file

Enter the serial numbers here, with each item listed on a separate line as shown below.
Save the file to your computer.

Go back to the "Serial Number Import/Export" Screen
Click "Select File"

Find the file you have saved.
"Double Click" the file or click "Open"

You should get a Successful Import

Click "Verify"

You should again get a successful for verification

Click "Import"

You should then get a Successful for Import.

Click "Close"

You can go check to make sure by clicking the "Show Lines" button

You will see the "Received Qty" values update.

To view the serial number, double click on the Serialised item line.
Click on "Serial Numbers"

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Purchase Orders Menu

Serial Number Import (Purchase Order)

Once you receive your order, you many have multiple serial numbers to import into the Purchase Order before pushing it through to GRV,

Purchase Order Serial Number Import

Creditors Module > Activity > O/S Stock Orders & Receiving

Click on the "Functions" drop-down menu
Click on "Serial Import/Export"

A window will appear allowing you to export a template that can be used for the import.

Click on "Template" this will download an excel file

Enter the serial numbers here, with each item listed on a separate line as shown below.
Save the file to your computer.

Go back to the "Serial Number Import/Export" Screen
Click "Select File"

Find the file you have saved.
"Double Click" the file or click "Open"

You should get a Successful Import

Click "Verify"

You should again get a successful for verification

Click "Import"

You should then get a Successful for Import.

Click "Close"

You can go check to make sure by clicking the "Show Lines" button

You will see the "Received Qty" values update.

To view the serial number, double click on the Serialised item line.
Click on "Serial Numbers"

$image.png$

Receive Stock Menu

Receive Stock Search

Creditors Module > Activity> Receive Stock

The Receive Stock process is the procedure to properly inspect all incoming ordered goods in the system.

Once your Purchase Order has been Ordered, the next step is to receive the items and that process is done in the receive stock menu item

The system allows one to receive all ordered items at once or partially receive items

Receive All

Select the Receive Stock Menu Item

The search criteria allows to search by Entering the name of the Supplier or Supplier account code and Press enter (You need only enter the first few letters of the name)

Click on the required Supplier from the drop-down list

Check the date range that the purchase order was done

Click Search.

If you know the Purchase Order Number, you can enter the number and click search as well

Double Click on the required Purchase Order Line

The receive stock window will open up

If you are sure that you physically received all the correct items and quantities, you can click on the “Receive All” button.

This saves you time from having to receive each item individually. (in the case where you have ordered several items).

Alternatively, click the Receive Stock button

Enter the quantity of the respective item received

Enter the Actual quantity received of the item.

Click Save and close.

Or Save and Next (if there are more than one item)

The window below shows you at the bottom how much quantity of this Purchase order items was received you can then close the window

Click Close

Receive stock to GRV

Once the items have been received, they can now be moved to either a delivery note route or GRV route

Click the Process button and select complete function in the drop down

On the document type drop down select - GRV

Enter the Supplier Invoice Number

Click continue

The order now moves to Goods received (GRV).

Receive Stock to Delivery Note

Once the items have been received they can now be moved to either a delivery note route or GRV route

Click the Process button and select complete function in the drop down

On the document type drop down select - Delivery Note

Enter the Delivery Number

Click continue

The order now moves to Delivery

Receive Stock Menu

Receive Stock

Creditors Module > Activity> Receive Stock

The Receive Stock process is the procedure to properly inspect all incoming ordered goods in the system.

Once your Purchase Order has been Ordered, the next step is to receive the items and that process is done in the receive stock menu item.

Huge ERP allows to receive all ordered items at once or

Partially receive items.

Select the Receive Stock Menu Item

The search criteria allows to search by Entering the name of the Supplier or Supplier account code and Press enter (You need only enter the first few letters of the name)

Click on the required Supplier from the drop-down list

Check the date range that the purchase order was done

Click Search.

If you know the Purchase Order Number, you can enter the number and click search as well

Double Click on the required Purchase Order Line

The receive stock window will open up

If you are sure that you physically received all the correct items and quantities, you can click on the “Receive All” button.

This saves you time from having to receive each item individually. (in the case where you have ordered several items).

Alternatively, click the Receive Stock button

Enter the quantity of the respective item received

Enter the Actual quantity received of the item.

Click Save and close.

Or Save and Next (if there are more than one item)

The window below shows you at the bottom how much quantity of this Purchase order items was received you can then close the window.

Click Close

Complete Receive Stock process to GRV

Once the items have been received, the transaction can now be moved to either a delivery note route or GRV route

Select the required PO (Receive stock) from the grid and click the Complete Button

Click the Process button and select complete function in the drop down

On the document type drop down select - GRV

Enter the Supplier Invoice Number

Click continue

The entry now moves to Goods received (GRV).

Note: At this point even though the stock has been physically received, the system will not show the stock available until the GRV is Processed.

If you receive the stock via a Delivery note or wish the stock to be available immediately, even though the GRV is not processed, then you need to select the “Delivery Note” option from the document type drop down on the above screen.

To complete the procurement cycle, you need to process the Goods Received Voucher (GRV) process.

Refer to GRV processing Manual>>>>

Receive Stock Menu

Email send on receive stock

This will only work with Stock Receive lines that are linked to a Job.

Any item that is flagged for sending an email to a customer based on the job number

Setup of items flagged for Receive stock emailing

Inventory Module >Configuration > Extra Details

Enable the stock item to allow an email to be sent to the customer of the job line.

Double click on the item to open and under the Extra Details tab, tick the "Send Receive Stock Email" box
Click "Save"

On complete of receive stock, an email will be sent to the customer notifying them that stock has been received.

Only the items with job numbers will be sent.

The customer will receive one email with information on the items received that were flagged for Receive stock email.

Email template

The email template is found in CRM, Configuration setup called Email templates

The type if Receive stock job email

New type for Receive Stock Job line email

Setup default email template for system

Email will go to two people

Default contact person of Job
Job Manager

Delivery Note Processing Menu

Delivery Note Processing Search

Creditors Module> Activity> Delivery Note Processing

Delivery notes are working documents, integral to the business process of receiving goods.

Advance Search Tab Allows the user to search by selecting from the following:

Supplier	search by selecting the supplier
PO Number	search by entering the PO number
Date	search by selecting the From and the date To,
Custom Search Tab	search by selecting from the category
Standard Tab	has two buttons
Amend	allows the user to view or make some changes on the delivery note
Process	to processes the selected delivery Note.
Print Tab	to print the selected Delivery Note

Delivery Note Processing Menu

Edit Delivery Note

Attachments
Create Reminder
View Purchase Order
Inventory Overview
Set lines to supplier cost
Split Del Note

Standard Tab

Supplier	shows the selected supplier
Date Delivered	to select the date the item was delivered
Delivery Note No.
Job No.
Short Description	delivery note description
Reference	delivery note reference
GRV Date
Supplier Invoice No.	to enter supplier invoice unique document number
Currency

Details Tab

Job Number
Long Description	detailed description of the delivery note
Process GRV To Job
Division	to select the division from the drop down arrow
Region	to select he region from the drop down arrow
GRV Group	to select the GRV group from the drop down arrow

Shipping Tab

Ship To	select the customer you shipping to
Branch	select the branch you wish to use
Customer	select the customer
Customer Name	this will automatically show customer name when customer is selected
Contact Person	Select the contact person
Tracking No.
Address Type

Docs Tab

Add
Open
Print
Remove

Delivery Note Processing Menu

Delivery Note Process

Creditors Module>Activity> Delivery Note processing

Delivery note process is where a company can receive stock into the system with a delivery note and without a supplier invoice.

When completing the receive stock quantities, select the Delivery note option on complete

Click Ok.

The Purchase Order will now move to the 'delivery note' menu item.

For quick search use the basic search field tab and search using - Use the delivery note number, or Purchase Order Number, Or Reference

Enter the details and click search

After the receive stock has been completed, the document will change status to Delivery note, where one can match the Delivery note to the actual supplier invoice.

Should there be any changes to the delivery note price to the supplier price, one can amend and change the price of the items.

Only price changes can be made, quantities cannot be changed.

Amending the price of an item, changing the price from a unit cost of 10.00 to a unit cost of 15.00, that means an increase in price change of 5.00. This change will update the ledger account called Cost Price Variance.

The Delivery note can be processed.

Two things will happen.

GRV will be created, processed and the delivery note general ledger account is balanced

General Ledger postings for Delivery Note

There are two stages to the General Ledger postings for Delivery note to Supplier Invoice (GRV)

When stock is received without the supplier invoice, one can receive the stock into the system.

The cost price of the stock will be based on the Purchase Order value.

VAT / GST is not taken into account until the supplier invoice is captured.

The creditors delivery note value is the potential value owed to a supplier based on goods received without an invoice.

See ledger accounts updated.

Account	Debit	Credit
Creditors Delivery Note		50.00
Stock control account	50

When the invoice is received, check the invoice against the value of the purchase order. If there is a difference capture the value difference in the delivery note confirmation screen.

Process the delivery note to a supplier Invoice (GRV).

After you have processed the delivery note, the amount will appear on your Creditors age analysis.

The cost price variance account will only update IF the value between the purchase order and the supplier invoice are different.

See ledger accounts updated.

Account	Debit	Credit
Creditors Control Account		57.50
Creditors Delivery Note	50.00
VAT / GST Control	7.50
Cost Price Variance

Creditors Delivery note account should always equal to zero IF you have received all the invoices from the suppliers.

A balance can happen at month end or year end, if one has not received the matching supplier invoice.

There can be a timing difference between the date receipted of goods to the date of processing the supplier invoice.

Reports

To add the new reports for Delivery note, go to System Configuration Module>Security>Report Security

Click on the Permissions button to add the permissions to the user role to add the reports.

The two reports are:

Delivery note Age Analysis	this report shows the outstanding amounts in an age analysis format of delivery notes received but not posted to Creditors Control Account. This report should also balance to your Delivery Note Creditors Ledger account on your Trial Balance
Purchase Order to GRV unit price variance	This shows a report on all stock items that have had a price variance alternated between the Purchase Order unit cost. Receipt of the stock at that unit cost price and the change price of the Delivery note GRV.

Reports

1	Delivery note Age Analysis
2	Purchase Order to GRV unit price variance

Goods Received Notes (GRV) Menu

Goods Received Note (GRV) Search

Video training manual 2016 - Click Here

Creditors > Activity> Goods Received Note

Record of goods received at the point of receipt. This record is used to confirm all goods that have been received

Clone GRV

Clone Function

Select the GRV you want to clone and click on Clone Button

Import

Import XML into GRV

Creditors > Activity > Goods Received Note

Import into GRVs from XML Help

The function of this window is to import data from a predefined XML file into GRV documents.

The following action are carried out during the importation process

1	The XML file is read and GRVs are created and processed.
2	Create a reciprocating invoice converted it to a PDF file and attached it to the GRV.
3	Create a Creditors Cash Book for all the successfully processed GRVs.

At various stages during the above action an email will be sent to the selected recipient reporting on the errors or failures of the process.

When initially opening the import window only the Select File button is active. Click on this button and navigate to the location of the XML file that is to be imported. Once the file has been located and select click on the Upload button. A confirmation message will be displayed if the file was successfully uploaded. Click OK to continue.

The input items are required and cannot be skipped.

Select a user from the drop down / quick search box to email the error / failure report to.

Select the Bank Account that will be used when creating the Creditors Cash Book.

Enter a name for the Creditors Cash Book.

Cash Book Reference.

Cash Book Date.

Once all the above have been selected / entered then click on the Import button.

Farmland Invoices Import

Goods Received Notes (GRV) Menu

Edit Goods Received Note

This is where GRV is created

Basic Tab

Supplier Name	will show the name of the supplier once it has been selected and saved.
Supplier	to select the supplier
Date Received	to enter the date on the suppliers invoice
Short Description	to add brief description of the invoice
Reference	to enter the reference of the invoice
Order Number	to enter the order number of the invoice
Supplier Invoice No	to enter supplier’s invoice number
Debtor Status	enter creditor’s status
Address Tab	shows a creditors address details
Save button	saves above details and the rest of the functions will be visible
More Details button	allows a user to add some details relating to the invoice
Process button	to process the invoice
Close button	closes goods received note screen
Document Currency Tab	shows goods received note lines currency details
System Currency Tab	shows goods received note lines system currency details
Clear Discount button	removes the discount
Insert	to create GRV lines
Edit	view or allow some changes to be done on the invoice lines
Delete button	to delete selected GRV lines
Print button	to print the GRV
Import S/N Tab	is used to import serial number items
Extra Tab	allows the user to view how the GRV was prepared from purchase order
Reminder Tab	to set up a reminder of anything, works like an alarm

Goods Received Notes (GRV) Menu

Goods Received Voucher (GRV) Process

Go to Creditors Module> Activity

Select Goods Received Note (GRV) menu item

Enter the Supplier Name and select the required Date Range

Click Search

You can Double Click the Line or Click the Edit button in which case the GRV will open and you can then verify any details.

Typically, there would be no need to make any changes at this stage.

The Supplier invoice should now be attached to the GRV:

Click on the Attachments Icon

As shown in prior manuals, you can upload the document from a folder on your PC or you can Drag &Drop the document.

Enter a Name and description for the document.

The document will be uploaded.

You can click once on the attachment line in the grid and then click View button to view the document attached.

Click Close Button

Once you are satisfied that the entry is correct and all supporting documents attached, you can now process the GRV

To do this, highlight the transaction on the grid and click the Process button

Click Yes on the Pop up message

The GRV will then Print to screen.

You can then print if needed. This is not necessary as all documents are stored on the system and can be retrieved at any time.

The Goods Received Voucher (GRV) is now processed, which updates the Stock control account, Stock Quantities and the Supplier Account.

In the event that a Purchase order relates to non-stock items, then the respective General Ledger Accounts as setup on the Custom Items setup will replace the stock control account.

Alternatively, the administrator could set the system to prompt for Posting:

This feature allows the user to select the GL account to be posted to for transactions.

Eg: in the case of a custom item, let’s say Telephone expense:

When you process the GRV, the below screen can be triggered which allows you to select the required contra GL account

1	Tick the Box to edit the respective line
2	Select the required GL Account
3	Click Saves Changes to Grid
4	Click Save
5	Click Continue

Processing GRV from Delivery Note

With the receive stock process we mentioned that stock could be received via the Delivery note option.

If this option is selected at receive stock, then the entry will be found under the delivery note Processing Menu item and not the Goods Received Note Menu

Search for the required PO ( Delivery note entry)

Ø Double click or click the edit button to open the transaction

Ø Enter the Supplier Invoice number

Ø Click Save and Process

This then processes the Delivery note and the GRV

Goods Received Notes (GRV) Menu

GRV Attachments

Select Goods Received Note (GRV) menu item

Enter the Supplier Name and select the required Date Range

Click Search

You can Double Click the Line or Click on Amend, in which case the GRV will open and you can then verify any details.

Typically, there would be not need to make any changes at this stage.

The Supplier invoice should now be attached to the GRV:

Double click the line (on the above screen)

Click on the Attachments Tab

Click Upload Attachment

Enter a description for the document

Click on Browse to search for the files saved on your PC

Once found and selected, click the Upload Button

The document will be uploaded.

You can click on “View Attachment” Button to view the document

Click Close Button

Goods Received Notes (GRV) Menu

Prompt For Post

Creditors > Activity >Goods Received Note > Process

When the prompt for posting screen comes up and you want to change the ledger account that it posts to, tick on the box next to the transaction.

Once the ledger account is changed click on the save changes to grid button to change the account.

To change the next account you will need to tick the second line. Do the same as the above.

Now that the changes has occurred you can click on save button and Continue button.

After clicking on continue the GRV will be processed.

This is a view of the related transactions after processing the GRV.

This part shows the accounts involved in a transaction.

Transaction List Tab	shows a list of transactions involved
View Accounts Tab	to view the t-accounts
Print Grid button	to print the transactions
Print T Account button	to print the T accounts

Goods Received Notes (GRV) Menu

Outsourcing Work

This manual describes how one can receive a product and send this product out to an external supplier. This supplier changes the product and charges you an admin fee for the work done, however you receive a different product back into stock with the additional value.

The first thing one must do is work out what products are been created.

Example

Raw material Aluminum sheet- Cost R1000-00 per sheet

Qty

L-shape bracket 1 R200-00

U-shape bracket 1 R500-00

T-shape bracket 1 R300-00

Cutting cost by Supplier R500-00

End products coming back into stock – Total cost of this must be R1500-00

The system will also work out the additional price per product.

Qty

L-shape bracket 1 R400-00

U-shape bracket 1 R600-00

T-shape bracket 1 R500-00

Here is the process you will follow.

1	Bring in raw material stock
2	Create a outsource supplier
3	Do a stock return for the value of the stock item to this outsource supplier
4	Do a GRV with importation spilt of the new items against this outsource supplier

Brining in current stock via a GRV

Create an outsource supplier – normally the name of the supplier with outsource in front.

Sending out the sheets to the supplier

When capturing the stock to go out to the outsource supplier, make sure it is at the average cost price of the item.

Make sure that you select Non-VAT, as you have already claimed the VAT on the actual GRV of raw materials stock.

Stock return to Outsource supplier

This way you can track how much stock the supplier has that you have sent him.

You will notice in your outsource supplier age analysis that it is in credit

GRV incoming of new stock

Some points to remember

The stock items must be the cost value of the cost price of the Aluminium.

Value out equals value in.

Next step is to add the value of the cutting of the other supplier onto the GRV. We will do this by doing the importation split.

On the GRV, click on More details button

Then click on the Importation Split

Then click on the Insert Line button to add the invoice from the supplier who charged for the cutting of the sheet.

This is where you will insert the supplier invoice with the VAT.

Click on close to update the GRV lines and then SAVE and CLOSE button

The GRV lines will be updated with the new additional unit cost of the cutting which then gets added to the item cost.

If you are not happy with the additional cost per item you can manually allocate the additional costs to the items.

Go to More details button and then click on Manual Importation Split button, this allows one to put your own cost price in per item.

In this one action, the new finished goods are updated, the added value to the items are updated and the supplier invoice is captured into the system.

The Outsource Creditor will balance to zero,

IF the value does not balance you can journal out the value to a Cost of sales account to balance the creditor account.

Creditor who did the cutting

Outsource GRV Ledger accounts

As you can see the stock has increased by the new value

Outsource Creditor

Goods Received Notes (GRV) Menu

GRV with Importation Split

Creditors/Suppliers > Activity> GRV

Typically, one would only use the importation split function when purchasing from a foreign supplier in the respective foreign currency.

Let’s use the below sample data:

Foreign Supplier	IS Foreign Supplier
Item Purchased	Brother LC23 Value Pack at cost price of $30
Quantity Purchased	2
Shipping Details
Cartage Company	DHL Couriers
Non-Vatable cartage/Shipping charges	R 200
Custom VAT: (100% of which is VAT)	R 3000
Standard Vatable cartage/shipping charges	R 1800
Capture the GRV as you would normally do
Select the Foreign supplier
Enter the Date
Enter the Description
Enter the Reference
Enter the exchange Rate applicable	in this case 14

This is the exchange rate at which the item was secured. Also know as Spot rate in most cases.

Ener the Supplier Invoice Number. This is the Invoice number from the supplier of the item.

Your screen will now look as follow:

Proceed to enter the item(s) purchased

Click the Add button in the centre of the screen

Select the item

Enter the quantity

Enter the Purchase price (in the foreign currency, in this case $30)

Change the VAT type to: Non-VAT

Click Save and Close

Repeat these item entries for each different item you purchased.

Your screen should then look as follows:

Once all the items have been captured, you can proceed to capture the Shipping invoice:

On the above screen, click the Importation Split Button

Then click the Add Button

On this screen you are going to enter the details on the Shipping or Cartage company Invoice

Select the shipping Company in the Creditor field

Enter the invoice number (invoice number of the shipping company)

Enter a Reference

Enter the Order number

Enter the Description: The description could be the line-item description on the shipping invoice, if you are capturing each line individually.

OR you could capture all the Non-Vatable Line Items as a single line and the al the Vatable Lines items as another line

And finally, the Custom VAT line item as the 3rd Line

Once the transaction is processed

Vat report will reflect these entries as shown below

Report List> VAT> VAT Report Original

GRV VAT Portion

NON-VAT Portion

Import Tax Portion

View Image Button

Goods Received Notes (GRV) Menu

GRV posting detail per line on GL

When Processing Goods received notes (GRVs) the document header description is used by default as the transaction description on the general ledger.

Should you prefer the line item description to be used as the GL transaction description, then you will need to activate the:

Detail per line on GL tick box

Click the Extras Tab

tick the Detail per line on GL box

This will then show the line description on the GL accounts.

Goods Received Notes (GRV) Menu

New GRV Importation Split Manual Scansku

GRV with Importation Split from Purchase Order for ScanSku

Once you receive stock from a supplier and added all the serial numbers as required, you now need to GRV the stock in.

Go to the Goods Received Note tab under activity: Double click on the PO you are bringing in. To add the costs of freight to your landing costs you need to add the freight amount at the bottom of the Footer section, as per the screen below, or you can add this as a separate Creditors Shipping line item when you do the importation split.

Once all the items have been captured, you can proceed to capture the Shipping invoice:

Click Importation Split Button found at the Top right of the Goods Received Note (GRV)

Then click the Add Button

On this screen you are going to enter the details on the Shipping or Cartage company Invoice

Select the shipping Company in the Creditor field

Enter the invoice number (invoice number of the shipping company)

Enter a Reference

Enter the Order number

Enter the Description: The description could be the line-item description on the shipping invoice, if you are capturing each line individually.

OR you could capture all the Non-Vatable Line Items as a single line and the al the Vatable Lines items as another line

Once you have added your lines you can look back at the GRV Note and you will see the additional cost added to the landing cost of each stock item.

Before processing the GRV we would recommend updating the Exchange rate to reflect what it was the day payment was made to the supplier, this will save you having to do another entry later to offset the difference.

Goods Received Notes (GRV) Menu

GRV with Importation Split from Purchase Order (Generic)

GRV with Importation Split from Purchase Order

Once you receive stock from a supplier and added all the serial numbers as required, you now need to GRV the stock in.

Once all the items have been captured, you can proceed to capture the Shipping invoice:

Click Importation Split Button found at the Top right of the Goods Received Note (GRV)

Then click the Add Button

On this screen you are going to enter the details on the Shipping or Cartage company Invoice

Select the shipping Company in the Creditor field

Enter the invoice number (invoice number of the shipping company)

Enter a Reference

Enter the Order number

Enter the Description: The description could be the line-item description on the shipping invoice, if you are capturing each line individually.

OR you could capture all the Non-Vatable Line Items as a single line and the al the Vatable Lines items as another line

Once you have added your lines you can look back at the GRV Note and you will see the additional cost added to the landing cost of each stock item.

At this stage you should be able to process your invoice as long as the amount on the supplier invoice and the system are the same.

Goods Received Notes (GRV) Menu

GRV lines import

There are multiple options to import data into the GRV

Import SN (Serial Number)

Excel file import - Import SN.xlsx

File layout as below, file to have header

Item Code	Required
Item Description
Warehouse Code	Required
Serial number	Required
Sub Serial number
Best Before Date	Date format 2025/05/15
Production Code
Weight

Goods Received Notes (GRV) Menu

Serial Number Import (GRV)

Using the GRV import for serial numbers is appropriate when you do not have a purchase order and want to skip that step, going straight to creating the GRV.

Creditors Module > Activity > Goods Received Note (GRV)

Search for your GRV
Double Click on your GRV to open

Open the GRV by double‑clicking it
Click on "Functions"
Click on Serial Import/Export

A window will appear allowing you to export a template that can be used for the import.

Click on "Template" this will download an excel file

Enter the serial numbers here, with each item listed on a separate line as shown below.
Save the file to your computer.

Go back to the "Serial Number Import/Export" Screen
Click "Select File"

Find the file you have saved.
"Double Click" the file or click "Open"

You should get a Successful Import

Click "Verify"

You should again get a successful for verification

Click "Import"

You should then get a Successful for Import.

Click "Close"

• Double‑click to open the line item.
• Click the “Serial Nos” button.

This will show you all your serial numbers per item

Stock Return Notes Menu

Stock Return Note Search

Creditors >Activity >Stock Return Note

This record is used to confirm all goods that have been received and being returned

Advanced Search Tab
Supplier invoice Number	search by selecting the supplier invoice number
Date	search by selecting the date From and the date To
Custom Fields Tab	searches according to the category selection
Standard Tab
Add button	to create a new Stock Return
Edit button	allows the user to view or make some changes on an existing Stock Return
Delete button	to delete the Stock Return
Process button	to process the selected Stock Return
Import	Import GRV
Print button	to print the Stock Return

Import GRV to Stock Return

Return goods back to the supplier or reverse GRV

Click on Import Doc

the window opens that allows you to search for a posted GRV that you need to return

Search by the supplier or GRV Number

Select the GRV from the list and click on Import button

New Window appears so that one is required to enter GRV Tax and reference

Click On select

The Stock return note can now be processed.

Stock Return Notes Menu

Add Stock Return Note

Stock return notes are usually done in the event that stock purchased and received from a supplier are incorrect or faulty and need to be returned to the supplier for credit.

There are 2 ways one can create a stock return note:

1	Capture manually
2	Import from GRV Document

Capture Manually

Creditors Module>Activity Menu>Stock Return Notes

Click the Add button

Select the Creditor

Enter the description

Enter a Reference: this could be the original Supplier invoice number

Enter the respective date

Click Save

You can create standard reason typically for stock being returned and select the respective reason from the Drop down

Click Add to enter the item details being returned

The capture process here is the same as one would capture a Purchase order

Enter the Quantity of the items you are returning.

Enter the Cost Price per item.

Select the VAT Type from the drop down box which will be Stock Return VAT

Click on save and new button to add another item

Or Save an Close if no other items are being returned

Click on Process button

The document will be generated and you can print if needs to be send with the Stock being returned.

The Stock return note can also be emailed directly to the Creditor from the system.

Import from GRV Document

Go to Creditors > Activity> Stock Return Note

Search for the required Goods Received Voucher (GRV)

Select and Click the Import Button

Edit and details on the document header

Double click the item line if any edit is required. Eg. Changing the quantity being returned

Delete any item not be returned ( in the event the Imported GRV had more than 1 item line)

Process the Stock return note and Print/ email in the same manner as with manually capturing (see above)

Creditors Allocations Menu

Creditors Allocations

Allocating a receipt to a specific invoice

General Tab

Creditor Code	to select a creditor
Currency	currency used by the creditor comes up when the creditor is selected
Date From and Date To	select the date from and the date to which the invoices will be running from
Status	select the allocation status from the drop down arrow
Grid View	select the grid view from the drop down arrow
Credit Lines Tab	shows the payments lines according to the selection made on General tab
Associated Debit Lines Tab	shows the invoice associated with the payment
Debit Lines Tab	shows the invoice lines according to the selection made on General tab
Associated Credit Lines Tab	the payment associated with the invoice
Notes Tab	allows a user to make notes on allocations
Contact	Select the contact from the drop down arrow
Date from	enter the date from which the allocation will run from
Sort By	select from the drop down arrow
Show Complete	select from the drop down arrow
Date To	enter the date to
Insert button	to insert a reminder
Amend	to make changes on the reminder
Delete button	delete the reminder
View button	view the reminder
Send button	send the reminder to a selected contact person

Allocations

Allocations is where you tie up the payment to an invoice.

Go to debtors/Creditors> Activity> Allocations

Select the debtor or Creditor to allocate and then click on Search

The data goes back 6 Months , Should you want to go further back change your date from.

The Status settings is set to partial and Un-Allocated, This Means the allocations screen will only show transactions which have not been allocated or are partially allocated

If the transaction is fully allocated it will not show on this setting.

Select the debit line (1) to allocate to the credit line (2)

And click Allocate at the top (3)

In the case where a transaction was wrongly allocated

Change the status to Allocated and search

Select the transaction and click (just above the line) a button called Line Allocate

A window will open, and you will be able to tick on the tick box to select the transaction you wish to un – allocate

Creditors Allocation Decimal Journal Menu

Creditors Allocation Decimal Journal

Creditors> Activity> Allocations Decimal Journal

This part shows if the Creditors allocation decimal journals processed have been successful or not.

On Basic Tab the status allows a user to search with the selection made from the drop-down arrow.

Standard Tab

Create button	to create debtors allocation decimal journal
Print button	to print decimal fix report

Creditor Interactions Menu

Creditor Interaction Search

Creditors> Activity >Creditor Interactions

This allows the user to interact with the creditors by email or SMS.

Basic Tab	Search button searches according to user’s preference
Creditor	search by selecting creditor
Interaction Type	search by selecting interaction type from the drop down arrow
Date From	select the date from and the Date To, and search
Order By	select the order from the drop down arrow
Detailed Tab	searches the interaction details according to the Follow Up Date selection
Custom Fields	search by selecting the category from the drop down arrow.

Buttons

Add	to insert creditor’s interaction
Edit	to view or make changes on an existing type of interaction

Creditor Interactions Menu

Add Creditor Interaction

This part allows a user to insert the interactions.

Details Tab

Creditors	select creditor for interaction
Message Type	select the message type from the drop down arrow
Date	select the date
Follow Update	enter follow up date
Contact	select the contact person from the drop down arrow added from the creditor’s setup interactions
Cell number	enter the cell number but normally comes up as soon as the contact is selected if it has been added
Email Address	email address as well comes up as the contact is selected but can be edited
Subject	to enter the subject of the interaction
Notes	to add some notes
Reminder For	for a reminder, select from the drop down arrow
Create Reminder button	to create the reminder

Custom Fields Tab

It allows a user to select the category from the drop down arrow and save the selection

Creditors Template List Menu

Creditors Template List Search

Creditors Module>Activity>template List

A List of templates can be created in the system to use for cashbooks

This list can be created form a Cashbook

Creditors Interest charge Menu

Supplier interest charge

Creditors Interest charge Menu

Creditors Interest setup

Before using Creditors Interest ensure all setups are completed first

GL Links Setup

Setting up the GL Links in System Configuration

Links Tab

Setup a Supplier Interest Link

Group Tab

Setup the Supplier Group

Group Link Tab

Link with the group together

Company Profile GL Links

Link the Company profile with the interest charge

Creditors Interest charge Menu

Creditors setup for interest

Setup the various Creditors for interest

Search for the Creditor that you want to setup

Edit the Creditor and go to Acct Details tab, click on Interest button

Activate Interest	Click on Activate Interest on this Creditor to run interest on
Minimum Amount	Specify a minimum amount that interest should start charging on
Period	Specify a period great than Current in order for interest to be calculated
Interest Rate	Enter a value for the interest rate

Creditors Interest charge Menu

Creditors interest Journal

Run the Creditors interest transaction journal

This will run an interest run for all creditors that are activated with creditors interest tick on.

One can run a pre-interest run to work out which journals you want to process.

Found in the Creditors Module> Activity

Add Creditors interest journal

Click on Add to prepare the creditors interest journal

Buttons explained

Buttons	Details
Pre-process Report	Run a report in the grid to see what journals will be processed
Process	Process the selected interest journals
Print	Print the report on Pre-processed or processed journals
Select All	Select all the journals to be processed in the grid
Unselect All	De-Select all the journals not be processed in the grid

Interest Journal	Details
Creditors From and To	Filter by Creditors from and to Blank, means all
Billing Group	Filter by Billing group of aging
Description	Enter a description here to appear on all journal descriptions
Ageing Date	This date is used to work out the ageing values to be posted Important date for transaction calculations
Reference	Enter a reference to appear on all journals
Currency	Filter by currency
Transaction Date	The date that the creditors journals will be posted on
Notes	Add notes for all journals

Creditors Interest Print

Creditors Interest History search

Search for processed creditors Interest journals

Request For Quote (RFQ)

Request For Quote Search

Creditors Module>Activity>Request For Quote (RFQ)

Click Add

Item Lines Tab

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Suppliers Tab

Add Supplier

Click Add

Email Message Tab

Supplier Processes

Powder Coating

Here we have an example on how to deal with enhanced value to a product.

One example is Powder coating, we buy an item from a supplier and then send it out for powder coating which increases the value of the stock item. It generally comes back as a new item.

The process will have the following benefits:

Control which items are sent for Powder Coating
Know who has the items
Shows the value powder coating

The first thing we need to do is create an internal Creditor account for powder coating.

If you have multiple suppliers who handle enhanced value to a product, then it is best to create an internal creditor account for each. This way one knows which supplier has the stock that was sent for powder coating.

Make this creditor a Non VAT / GST supplier

Setup the linked supplier to update cost

Go to the item to setup a supplier cost link.

This means that when the stock that is purchased from the actual supplier, updates the internal supplier with the cost.

When sending the stock to the Powder coating supplier for this item, it will bring the correct cost in, which will always be updated.

Sending the stock to the powder coating supplier

Create a Stock Return Document of the stock that will be sent to the supplier.

Ensure that your cost of the item is the same value that you purchased it at

Process and print a Stock Return delivery note.

Delivery note will not show value to Powder coating supplier, but shows items sent to them.

Delivery note to send with stock

The supplier will show a negative value, which tells us that the Powder coating company has our stock.

Stock movement reflects inwards and outwards to powder coating

Receiving stock from Powder Coating

When receiving the stock back from the Powder coater.

Select the new item with the same cost as what you sent it out on.

By doing this the internal Powder coating supplier will equal zero.

This can be run from the PO or GRV documents

Enter the Powder coating actual company in the importation split.

If the supplier charges VAT / GST, select the correct Tax type

This will add the additional cost to the item, thus increasing the value of the stock item.

After processing the following will happen

Powder coating internal company is balanced out
New stock comes in with increased value
Supplier who did powder coating is due for the value

New stock comes in at correct pricing

The supplier is owed the correct amount for powder coating

BCM Activity

Creditors Dashboard Menu

Creditors Dashboard

Dashboard Tab

Info Tab

Purchase Orders Tab

Receive Stock Tab

Delivery Note Tab

GRV Tab

Stock Return Note Tab

Creditors Journal Transactions Menu

Creditors Journal Transaction Search

Print

Import

Print Clone

Add Creditor Journal Transaction

Cost Centres

Contra Transaction

Branch

Split Account

Creditors Journal Xero Processing

GL Links setup

Creditors Payment Menu

Creditors Payment Search

Printing Options

Documents Tab

View Attachments

Add Creditor Payment

Printing Options Dropdown

All Creditors

Selected Creditor

Payment Verify Lines

Force New Cashbook

Add New Document(s)

Bulk Add Creditor Payments

Creditors Cashbooks Menu

Creditors Cashbook Search

Print/Import Drop Down

Basic Search

Custom Search

Add Creditors Cashbook

Cash Book Details

Cash Book Line

Cash Book Adding Line

Adding New Line in Cash Book Split

Export Bank File

Bank Payment Schedule Export

Reference fields

ANZ Bank and ANZ Direct reference fields

Stock Order Menu

Stock Order Search

Stock Order Features

Add Stock Order

Updating the Stock Order Columns

Updates Dropdown

Update Doc Columns

Update WIP

Update Forecast Values

Stock Order Functions Explained

Buttons Explained

Items

Grid Buttons Explained

Remove Paging

Select All / Unselect All

Update PO Number

Update Supplier

Warehouse and Minimum and Maximum Quantities

Update Existing PO

Stock Order columns explained

Stock Order Columns

Purchase Orders Menu

Purchase Order Overview

Overall process

Find where the Purchase Order is in the process:

Review Purchase Order after authorised

Revert Purchase Order from Receive stock back to Purchase Order

Purchase Order Flow Summary

Purchase Order Search

Basic Search

Custom Search