Purchases Fields

Enter the ID code of the vendor (up to 20 alphanumeric characters) for the purchase. If this is a one-time purchase from a vendor you don't want to store on the system, you can leave this box blank. You can look up existing vendors by selecting the Lookup button or entering a ? in the box.

To display a list of existing vendors, type ? in this field, or select the Lookup button. To add a new vendor, type + or double-click the field, which displays the Maintain Vendors window.

See a list of transactions that are related to the one you are currently viewing. For instance, if you were viewing a purchase, clicking this link will open the Related Transactions window and it would show you a list with the purchase order and payments that are associated with this purchase.

This defaults as the vendor's name and address. This cannot be changed here; you must use Maintain Vendors to change the vendor's name/address.

This defaults to the primary address listed for your company. You can make changes here that will only affect this purchase.

You can also select the purchase as a drop shipment (direct shipment from the vendor you ordered the items from to the customer you ordered the items for). If you check the Drop ship box, a field for Customer ID will appear above the Ship to address fields. Here, you can select the customer and then select the contact and address for this customer.

This defaults to the system date if you are in the current accounting period. If you're not working in the current accounting period, then this defaults to the first day of the current accounting period. Enter the invoice date from the invoice.

The invoice date is required.

This is the date that payment for the invoice is due. The date shown is either based on the Terms for the vendor or comes from a purchase order that was used to create this invoice. You can change this date if you need to.

The due date is required.

Enter a vendor invoice number. This should come from the vendor's bill. This field is required.

Select the Drop Ship box if this will be a drop shipment (that is, the items will be shipped directly to the customer from your vendor).

If you do not have an invoice yet but you want to update your inventory with items received from a vendor, you can select the Waiting on Bill check box. This lets you update your inventory records with the items you have received, while you wait for the invoice. When you receive the invoice from the vendor, open this receipt of items and enter the invoice number, making sure you check the prices and such.

This note identifies the current payment status of the purchase invoice: Unpaid, Partially Paid, or Paid in Full. The payment status appears after the invoice is posted (or saved) or a payment is applied to it.

If the status is Partially Paid or Paid in Full, you will also see the date that the last payment was made.

This link appears next to the payment status on the purchase invoice if it has not been paid in full. You can click the Pay Now link to open the Payments screen with the invoice selected to be paid.

This is the number from the invoice sent by the customer that will cover this vendor purchase.

Selecting this shows you the current terms and allows you to change the terms of the purchase. This includes the following:

Discount Amount: the discount you receive if you pay within a certain date

Discount Date: the date up to which the vendor's discount is good

Displayed Terms: the discount, how many days the discount is good for, and the number of days from the date of purchase when payment is due.

If you apply this purchase invoice to a purchase order, the information comes from the purchase order.

You can select the type of method by which the purchase is to be shipped to you. The methods are set up in Inventory Item Defaults.

Enter or select a valid general ledger account to which you want to apply the amount due. This only applies if your company uses the accrual method of accounting. If your company uses the cash-basis method, then you can't enter an A/P account. The default for the field will be the last account entered. If no account has been entered, this field will be blank.

If you apply a purchase order to an invoice, this information comes from the purchase order.

Enter or select the inventory item that you're purchasing, if applicable. To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.

This field displays how many of the item you are still waiting to receive.

Enter the quantity of the items you received, based on the purchase invoice.

Sage 50 displays the item description entered in Maintain Inventory Items.

• If you entered a Description for Purchases for the item, Sage 50 displays this value.
• If you didn't enter a Description for Purchases, then Sage 50 will display the Description for Sales value.
• If you didn't enter a Description for Purchases or a Description for Sales, then the short description appears.

You can change the description for this line item, if necessary. You enter up to 160 characters.

Enter the General Ledger account number to use for this purchase. For example, if this invoice is from the office supply store, you would enter the office supply expense account ID here. If you enter an item number, the G/L account defaults from the inventory account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the vendor's default G/L expense account.

To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

Enter the unit price for the item. The default is the last unit price entered for this item. Sage 50 calculates the number in the Amount field using the Unit Price multiplied by the number you entered in the Quantity field.

Sage 50 calculates this for you by multiplying the Unit Price by the number you entered in the Quantity field.

If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies. To display a list of existing jobs, click the folder button or type ? in this field. Tell me more about selecting job records.

From the Proposals window, you will see only jobs that have a Billing Method of Percent of Proposal or No Progress Billing. Moreover, if you have already billed or partially billed this line item, you will not be able to edit the job information on this line item.

To use job costing to its greatest potential, you should try to assign transactions to the most detailed level of the job possible (which can include job phases and costs codes). (Sage 50 Premium Accounting and higher)

Enter the number of the item being purchased. You must enter a quantity if you entered a stock-type inventory item.

Enter or select the inventory item that you're purchasing, if applicable. To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.

Sage 50 displays the item description entered in Maintain Inventory Items.

• If you entered a Description for Purchases for the item, Sage 50 displays this value.
• If you didn't enter a Description for Purchases, then Sage 50 will display the Description for Sales value.
• If you didn't enter a Description for Purchases or a Description for Sales, then the short description appears.

You can change the description for this line item, if necessary. You enter up to 160 characters.

Enter the General Ledger account number to use for this purchase. For example, if this invoice is from the office supply store, you would enter the office supply expense account ID here. If you enter an item number, the G/L account defaults from the inventory account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the vendor's default G/L expense account.

To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

Enter the unit price for the item. The default is the last unit price entered for this item. Sage 50 calculates the number in the Amount field using the Unit Price multiplied by the number you entered in the Quantity field.

Sage 50 calculates this for you by multiplying the Unit Price by the number you entered in the Quantity field.

If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies. To display a list of existing jobs, click the folder button or type ? in this field. Tell me more about selecting job records.

From the Proposals window, you will see only jobs that have a Billing Method of Percent of Proposal or No Progress Billing. Moreover, if you have already billed or partially billed this line item, you will not be able to edit the job information on this line item.

To use job costing to its greatest potential, you should try to assign transactions to the most detailed level of the job possible (which can include job phases and costs codes). (Sage 50 Premium Accounting and higher)

This field displays the total purchased on both the Apply to Purchase Order and Apply to Purchases tabs for each job specified. The amount displayed here will be recalculated automatically any time an amount is changed for the total.

To have an amount appear here, you must have purchased amounts for a job that are greater than 0.00 and you must specify a Job ID on the associated line items.

This field displays the Job for the line items for which retainage has been calculated. All jobs, phases, and cost codes with credited amounts on the Apply to Purchase Order and the Apply to Purchases tabs will be summarized in a single line for job.

This field displays the general ledger account to which retainage distributions will be applied for the current transaction. The default value for this field is set up on the Billing & Retainage tab of Job defaults.

You can change the value if you want by either typing in a new account number or by selecting an account from the lookup.

This field will be hidden if the option to hide general ledger accounts in Global Options is selected.

This field displays the retainage percent for the job. It is calculated by the system by dividing the Retain Amount by the Purchased Amount for each line. It will be recalculated automatically any time there is a change in either of the above two amounts.

Enter the amount of retainage for each job as shown on the vendor's invoice.

This indicates the sum of all payments entered in the Payments window that were applied to this invoice. This does not include payments entered in the Amount Paid at Purchase field.

This indicates the sum of amounts for each line item entered on the invoice. You cannot change it.

Use this field to enter a quick payment for the invoice if paid at the time of the purchase. The Reference field, Payment Method field, and Cash Account field will appear allowing you to enter payment information.

For example, you could have written a check at the time of the purchase and want it indicated on the invoice.

This indicates the amount that you currently owe for the purchase. Net amount due is calculated as the invoice total less any applied payments. You cannot edit this field.

This appears only if you entered the amount paid. Enter the check number you used to pay the invoice. If you pay in cash, you can enter CASH01 here. Each time you pay cash, you can add one to the last cash reference number to get a new cash reference number since you can't have duplicate reference numbers.

This field only appears if you entered an amount paid at purchase. The payment methods in the drop-list come from the Pay Methods tab in Vendor Defaults. Click the Payment Method link to add, edit, or delete payment methods.

The payment method is required if you've entered an amount paid at purchase.

Enter or select the General Ledger account ID you want to use when making this payment. This would generally be a cash account.

If you have the Hide General Ledger Accounts global option activated, the Cash Account lookup list only displays names of cash accounts currently set up in the chart of accounts. Select the cash account name to apply to this deposit.

The Vendor Balance field in the Purchase Orders, Purchases, and Vendor Credit Memos windows displays the total of all unpaid invoices currently in the vendor ledger as of the system date. Even if you are in a previous accounting period and your system date is today's date, the current balance reflects all unpaid invoices as of today's date.

If you select the arrow button to the right of the vendor balance, the current Vendor Ledgers report for this vendor will appear.