Thanks Pete,I was thinking about doing it as an AP transaction, but the Old Method I used was to generate a PO for the supplier, then when the goods arrived with the invoice I would enter the supplier invoice and match it against the PO - I have found this handy for tracking items where the invoiced price is different to the PO price.
Case in point (I'm copying this transaction into LedgerSMB from my old accounts package): I ordered a laptop from a supplier at £1021.78. Not having dealt with this supplier before, when I sent in the order I also sent in a cheque for the total amount. However, in between me placing the order and it being fulfilled, the price of the laptop had come down. I was now paying £972.78 for it instead. So when I entered the supplier invoice into the system I became aware that I was entitled to a refund. Having received a cheque from the supplier I was able to match it to that particular PO/Payment/AR association. This gives me a very clear audit trail that shows at a glance why there was an overpayment in the first place, and why I received a cheque back from the supplier. I'm not sure that LedgerSMB will give me this. At least, not as neatly.
Also, from a pedantic contractual perspective, when I raise a PO I am making an offer to the supplier. The invoice (or AP transaction) comes when the offer has been accepted. At the point I am making a purchase order, there is no contract and therefore no invoice from the supplier.
Richard Quoting Pete Houston <..hidden..>:
Hello Richard, You can use an AP transaction instead of doing the whole PO/Vendor Invoice approach. The AP transaction can be used for expense accounts (such as the general "Office Supplies") rather than COGS accounts which are used for invoices. So, when purchasing goods or services for resale, use a PO/Vendor Invoice, but for general expenses use an AP transaction (you will still need to set up the supplier as a vendor, however - the only way to avoid this is to use a GL transaction, I believe). HTH, Pete On Tue, Mar 04, 2008 at 10:19:12PM +0000, ..hidden.. wrote:Hi All, Is there any way for me to generate purchase orders for parts not on file? I'm thinking of office stationery and the like. I don't want to have to enter parts details for things like staples, biros, coffee, and the like, but when I use "Order Entry->Purchase Order" to enter something without a part number, it complains that the item is not on file and insists that I add it. What am I missing? Richard ---------------------------------------------------------------- This message was sent using IMP, the Internet Messaging Program.-- Openstrike - improving business through open source http://www.openstrike.co.uk/ or call 07092 020107
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