Dear colleagues,
Please suggest, we purchase some goods abroad, which we sell then after they arrive to UK, what category should we choose for these items when making a purchased order? I currently stick with General Purchases, but there is not quantity column here, only costs and VAT columns.
The items we purchase are stockable, we should receive them on our warehouse and ship out to our client then
Hello @Andriy_Alyeksyeyev
but there is not quantity column here, only costs and VAT columns.
Are you entering it as a purchase order or a purchase invoice. There is a Qty field on the purchase order entry screen?
If you have not got the purchase order option available in the Purchase menu you may have it switched off in Account Settings > Advanced Settings > Optional Features
Hello @QFSteve
You`re right, I have no quantity column in the Purchase Invoice,
and our Purchase Order, where the quantity is noticed, has status - Converted.
Now we need to update the final purchase invoice to make the balance payment to the supplier.
After the payment is done this order will be closed. Now we have purchase order and invoice with equal total amounts.
Should we change the Purchase Order or only the Purchase Invoice? The supplier sent some of goods short and his final Invoice is modified with exact quantity. Should we modify our Purchase order the same way and to pay the balance? In this way the invoice will be fully paid and equal to the goods received
Hello @Andriy_Alyeksyeyev
If the purchase order and invoice have equal values is the invoice showing as paid currently?
That sounds right to me. General purchases is the place for any items you buy for resale (or as raw materials that will become the items you sell).
The “purchase order” records what goods you asked the supplier to send, the “purchase” (invoice) records the total amount the supplier charged you and should always match the invoice that the supplier sent. If you received fewer items than you ordered then I would expect the two documents to have different totals.
@ian_roberts thanks for your suggestion,
this sounds logically fine, when the invoice with exact quantities and the order are different,
so as I understand, I need to update the purchase invoice, which now has status “PAID in part” pay it and attach the Invoice from our supplier, which has totally same amount, right?
Yes. The purchase record should match whatever it says on the supplier’s invoice.