Purchase/Expense Order Footer Tabs

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This section of the Purchase/Expense Order form contains buttons, tabs and information relating to the dollar totals of the purchase/expense order.

 

The following tabs within a Purchase Order form access the following relevant information for that purchase order:        

 

po v expenses

PO tab will bring up the Comment and stock grids where users record their relevant comments to the purchase order record, and record stock to be supplied by the vendor. When opening any purchase order, this is the active tab.

expenses v po

Expenses tab (on purchase orders only) will show any expenses applied to this purchase order at the rate for the stock line selected (except for those on Cancel status.. See Link Expenses to Purchase Order for more detailed information. You can also navigate to the Expense Order by right clicking on the line.

 

Info

Note: For non finished expense orders, the line, Description and Value columns will be empty and the font will be grey. These are only assigned when the expense order is set to finish.

 

The following features are located as buttons within a purchase or expense order form.

 

cancelicon

If editing, Cancel will ignore all changes made and leave the order in view mode. If adding, Cancel will attempt to abort adding this order and pop a warning to screen asking if cancelling is correct. The next order added will be allocated the same unique order number if it is still available. Because other users may be adding purchase or expense orders at the same time this order was created, the sequence of order numbers may be interrupted by a Cancel. In this instance, it is an automated feature of Jim2 to create an empty purchase or expense order with the status of Cancel.

saveicon

All edits represent a change to the information in the purchase or expense order form. By selecting Save, all changes made in that session of editing the order will be saved and the order will remain in the Nav Tree.

saveandclose

By selecting Save & Close, all changes made in that session of editing the order will be saved, and the order itself will be closed from view and from the Nav Tree.

Editplainicon

By selecting Edit, make changes on the purchase or expense order form.

 

closeicon

By selecting Close ,the current purchase or expense order form will close and be removed from the Nav Tree.

 

Createsimilar

This feature allows creating of purchase orders with duplicate information on certain fields from the order that is currently on screen.

 

Expense order footer

Jim2 Expense Order Footer

 

Purchase order footer

Jim2 Purchase Order Footer

 

Info

The fields are different between expense orders and purchase orders. Purchase orders has an extra Freight field.

 

If licensed for eBusiness vendor stock feeds, the eSend button will be visible in the footer to allow sending the order electronically to the vendor.

 

esend

 

The fields on the right-hand side of the purchase order footer are described below. There are two columns within this area: the left column displays the tax component of the related field on the right:

 

Column

Field

Explanation

Tax $

Sub Total $

Tax component of the stock in the left column.

Freight $

Tax component of the freight (purchase order only). The dollar value of the tax component of the freight can be adjusted by right clicking and choosing to either increase or decrease by one cent at a time.

Acc Fee $

Tax component of the account fee value.

Total $

Total tax component of the purchase order.

Amount

Sub Total $

Shows the stock total minus the tax component.

Freight $

This field is editable to allow entry of a figure for freight on the purchase order. If an amount is entered here, upon finishing the order the COGS of each stock line will increase based on what has been selected in the Freight to Cost By field in the Purchase Order header – value, weight or quantity.

 

disbursefreight

Acc Fee $

This field is intended to be used when a vendor offers a discount if the account is paid on time, or early. If terms are met, this amount will show in the Account Fee Discount column in the creditors form and will be posted to the correct general ledger expense account – Purchase (Account Fee). If terms are not met, this amount will form part of the overall total and will not appear in the Account Fee Discount column.

 

If the vendor always charges a standard account fee, this is better handled by creating a stock code and pointing it to where to expense it in the general ledger.

Total $

Total of the purchase order.

         

Info

As freight and account fees are subject to GST, the field next to Freight $ and Account Fee $ is the tax type defaulted from the Tax on Freight and Account Fee fields in the Purchase Options tab, accessed via Tools > Options > Purchase. There are additional tabs and buttons in the purchase order footer that are explained in detail in the Purchase/Expense Footer Tabs section.

 

The tabs that are common to many objects are explained below.

 

Tab

Explanation

Documentsicon

This tab displays any documents attached to this purchase/expense, eg. a signed delivery note.

watchoutsicon

This tab will display all watchouts related to this purchase/expense, and allows addition of new watchouts.

notesicon

This tab will display all notes related to the purchase/expense, including the contact that the note is related to. New notes can be added here.

taskicon

This tab will display all tasks (appointments, phone calls, to do's, etc.), related to this purchase/expense, as well as allowing adding new tasks.

 

Tasks can only be utilised if Scheduling is licensed. If not, the following warning will appear:

 

schedulelicenceerror
promoicon

If this purchase/expense is part of promotional pricing, this tab will show which promotions are related. Unticking Active Only, will show all promotions, including those that are finished.

 

cfpromo

 

Narrow the information down by choosing either to Display Promotion or Promotion with all Stock.

 

promotypes

Not all fields are showing in these images

 

The number on the right side of the icon denotes the number of active promotions applicable to this purchase/expense.

 

promono

 

Field

Explanation

Promotion#

The promotion code number.

Description

The description as it appears on the promotion.

Notes

Displays the notes entered on the promotion.

Type

The Jim2 object type, ie. specific pricing.

Recipient

Lists cardfiles, price levels, etc. that relate to the promotion. If there are many cardfiles, it will show (multiple).

 

multiplerecipients

Our Ref

Our reference as appears on the promotion, if used.

Promo Break

Shows whether Promo Break is used or not.

Curr.

Shows the home currency.

Active

Ticked means that the promotion is currently active, unticked means the promotion has finished.

Date Start

Start date of the promotion.

Date End

End date of the promotion.

Vendor

Vendor supplying the stock.

The fields below show only when Display Promotion with all Stock is selected.

Branch

Branch (if branches are enabled).

Stock Code

Stock code related to the promotional pricing.

Qty +

The promotion quantity plus.

Price Ex.

Ex GST price for that stock code.

 

Further information

Purchases Security

Debtors Purchase Orders

Expenses at a Glance

Purchases at a Glance

Expenses Tab on POs

How Does Cost of Goods work

How PO Status Affects the GL

Purchases/Expenses Status

Purchase/Expense Order Header

Purchase/Expense Comment Grid

Purchase Order Approval Process

Purchase Order Stock Grid

Purchase Order Reports

Purchase Order List

Purchase/Expense Preview Pane

Purchase List Header

Expense Order Stock Grid

Opening Balance Purchase Order

Add a Negative Expense Order

Add a Purchase Order

Add a Document to an Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Backorder Purchase Order

Add Comments to a Purchase/Expense Order

Add Freight to a Purchase Order

Add Stock to a Purchase Order

Add Vendor Discount

Auto Create a Purchase Order

Create a PO from a Similar PO

Create a PO Template

Create a Purchase Order List

Enter Serial Numbers

Fix Incorrect Pricing after PO Finished

Handle Employee Reimbursements

Handle a Credit for Freight Charged

Link a Job to a Purchase Order

Link Expenses to a Purchase Order

Print a Purchase/Expense Order

Progress Payments on Purchase Orders

Purchase Consignment Stock

Receive Consignment Stock

Receive Stock

Record One Invoice Number on Multiple POs

Record Overseas Purchases, GST, Import Costs

Return to Vendor

Round up Supplier Invoices

Scan Stock into a Purchase Order

Staff Purchases

Unprint Purchase/Expense

Vendor Price Breaks

View or Edit a Purchase/Expense