Purchases
Invoices received from vendors for purchases made on account are entered into the purchases form, which serves as a purchase journal. Periodically purchases are posted. Posting purchases updates the accounts payable subsidiary ledger for each purchase on account and also updates the general ledger with a summary data. The summary data is posted directly to the general ledger. Omnis Mus displays a posting report at the completion of processing. The posting report confirms that the balances of the accounts payable subsidiary ledger and the general ledger control account are in agreement after posting. The posting report also displays the summary journal entry data that was posted to the general ledger.
All items are explained below the figure.
Purchases Form in Record View
New Purchase Button
Click this button to begin entry of a new purchase.
If the button is not visible, then Click DataSet; select All Purchases; Click View; select
Record. The button will be visible.
Data Control (titled purchases)
The data control allows you to move from one purchase to another. The four buttons
on the data control, from left to right, are used to move to the first entry in your
database, to the previous entry, to the next entry, or to the last entry.
Vendor Data
Vendor name and address are displayed in a textbox.
Data Fields
- Number
Number is an integer field that numbers purchases. Number is set by Omnis Mus and cannot be edited. - Vendor
Vendor is the vendor's 5-digitvendor number. - Due Date
Date that payment for the purchase is due. - Invoice
Vendor's invoice number. - Amount
Amount the vendor has charged for items in the invoice. - Freight
The amount the vendor has charged for shipment. - Total
Total amount due to the vendor - sum of Amount and Freight. - Posted
Posted means a purchase has been posted. A purchase can and will be posted only once. You cannot edit the Posted field.
Menu Choices
DataSet
DataSet is used to specify the set of displayed entries.
All Purchases
The DataSet includes all purchases.
Purchases that are not Posted
The DataSet includes only purchases that have not been posted.
View
View sets the appearance of a journal. There are two views.
Record View
Record view displays individual purchases. You use the data control to move from one purchase to another. You must be in record view to add new purchases. The figure above illustrates record view.
Datasheet View
Datasheet view display all of the purchases in a DataSet in a grid format. This provides a convenient way to scan all of your purchases' descriptive data. Double-click a row in the grid to move directly to the selected purchase in Record view.
Options
Options collects processing functions.
Edit Purchase
Edit Purchase allows you edit individual fields in an purchase.
Post Purchases
Post Purchases initiates the posting of purchases to the accounts payable ledger.
Print or Paste
Print or Paste is used to copy data from Omnis Mus either to the Printer directly or to the Window's Clipboard for pasting into other applications.
Reverse Purchase
Reverse Purchase is used to reverse out a purchase that has been posted. This 'one-click' option facilitates effortless error correction.
Totals for DataSet
Totals for DataSet provides total amounts for the purchases in the current DataSet.
Void Purchase
Void Purchase enables you to void a purchase that has not been posted. The voided purchase will not affect any totals and will not post.
Help
Help displays the common Help menu and the Accounting Glossary.
Entering a Purchase
Click the New Purchase button to begin entry of a new purchase. The following
sequence will occur:
1. The Date form will display to accept a due date.
2. A textbox will display to accept the vendor's invoice number.
3. The Select Vendor listbox will display.
You select a vendor by selecting it in the listbox, then clicking the OK.
4. Key Form will display for you to enter the Amount.
5. Key Form will display for you to enter the Freight amount.
The following shows the purchases form after entering a purchase from Vendor
23045, due
date June 30, with amount of $2,000 and Freight of $125.
Click the 'Accept Purchase' button. The purchase form will display the purchase you have just entered in Record view.