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Jim2® Business Engine Help File

Navigation: Jim2 Functions > Purchases and Expenses

Purchases/Expenses Status

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The statuses you have set up to apply to purchase orders signal the need to perform an action within your workflow. The responsibility to perform that action is monitored in real time. A change of status by a user signals the need for a new action, then passes responsibility to perform that action along the workflow. Jim2 records time/date/initial data on status changes for productivity reports, and to keep a secure quality record for each purchase order.

 

Quality

Using Jim2 purchase statuses, you can monitor how successfully your procedures or users perform.

 

When a user changes the status of the purchase order, Jim2 will automatically prompt the user for a comment by placing a new line in the Comment grid of the purchase order.

 

Quality

Creating a purchase order list by Status will give you an accurate record of overall purchases in progress. By choosing specific search criteria for the purchase order list, you can monitor vendor, user and stock trends (active and historic).

 

The following statuses are available to map your workflow for purchase orders. You may have added others in the Setup defaults:

 

Status

Explanation

Booked

This is the default status applied to a purchase order when first added. All purchases begin with this status.

Cancel

This status signals that the purchase order has been cancelled.

Finish

This status signals that the purchase order is finished. Once finished, it will create a general ledger transaction to update your GL accounts, stock and creditors.

Ordered

This status signals that the purchase has been ordered. Once you have set the status as ordered, the quantities will show in the Stock On Hand tab of the stock record in the On Order field

Received

This status is used when you have received the stock and need the quantities to move across to the stock record, but at this stage you may not have received the vendor's invoice with the final pricing. This status allows you to sell the stock before the purchase order is finalised. The value of the PO will be placed into the general ledger in POs on Received and Temp Creditors on Received until the purchase order is finished. Once the PO is updated and finished, the previous entry is reversed and the correct entry posted.

 

Info

Within the stock record's Buying tab, the Received field will show the PO status up to the point of marking the PO as Received and/or Finish. At this point it will put the received date in red, and once finished show the Finish date in Black

 

Further information:

Purchases Security

Expenses at a Glance

Purchases at a Glance

Add a Negative Expense Order

Add a Purchase Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Comments to a Purchase Order

Add Purchase Back order

Add Stock to a Purchase Order

Auto Create a Purchase Order

Create a PO from a Similar or Previous PO

Create a Purchase Order List

Debtors Purchase Orders

Employee Reimbursements

 

 

Enter Serial Numbers

Expense Order Stock Grid

Expenses Tab on POs

Fix Incorrect Pricing after PO on Finished Status

How does Cost of Goods work

Link Expenses to a Purchase Order

Manufacturing Purchase Orders

Opening Balance Purchase Order

Print a Purchase/Expense Order

Purchase an Asset Under Finance

Purchase Consignment Stock

Purchase List Header

Purchase Order List

Purchase Order Reports

Purchase Order Stock Grid

 

Purchase/Expense Comment Grid

Purchase/Expense Order Footer

Purchase/Expense Order Header

Purchases/Expenses Tabs

Receive Consignment Stock

Receive Stock

Record One Invoice number on Multiple Purchase Orders

Record Overseas Purchases, GST and Import Costs

Return to Vendor

Round up Supplier Invoices

Unprint Purchase/Expense

View or Edit a Purchase/Expense