CSTA
Financials Food Distribution Software
Purchasing
Tutorial
This tutorial will
guide you through all the process of Purchasing, Receiving, AP Credit Memo and
Voucher.
Create a New Purchase Order
1.
Go to the main menu and click Purchasing/Purchase
Order. Press the
New Button in the Lower left hand side of the screen. This will clear all
contents from the form and position the cursor over the customer search button.
If you have an unsaved Purchase Order when you click new, the system will
prompt you to save the data before continue
2.
The “Date” field will show today’s date by default. However, you can
change that information by clicking in the date/time picker selection button.
The Due Date Field will show the appropriate date according to the Payment
terms. The “Ship Date” Field will also show the current date but you should
enter an estimate of this order receiving date.
3.
Search for a vendor either by pressing the Yellow Folder Button or
entering the vendor Id in the text box and pressing enter.
4.
When you bring the vendor information to the screen all the Bill
To/Remit to fields are filled with the customer
information. In addition to that, the Ship Via and Payment Terms are added
based in the Vendor’s Information, you can change that by opening the drop down
list.
5.
The order by field is shows the User logged in and the Warehouse Field
the Default Warehouse for this Company. You can change that by opening the
dropdown list and clicking on the right choice.
6.
If you want to edit the vendor information or you need to add a new
vendor to the company, click the “Red Notebook” button to open the vendor setup
form (See Customer Setup)
7.
Enter any reference number (if available) in
the “Confirmation#” field. In addition to that, you can enter the vendor’s
invoice number this Purchase Order represents in the “Vendor Invoice#” field.
8.
To add Items Directly to the Purchase Order, enter the Item Id or
Product UPC below the “Enter Item Id” label, press Enter and the cursor will go
to the Qty Field. Enter the desired Qty in there and press enter. The Purchase
Order will query the database for that Item. If the Item is found, it is added
to the grid below. If the Item is not found the search screen will open.
9.
The search screen can be opened either by pressing the “Add Items”
button on the Purchase Order or by not finding the Item ID/UPC in the direct
entry box. This form will allow you to search for an Item based on the Item’s
category, description, ID, UPC and Prefer Vendor. Once you find the Item or
Items you are searching for you can check the ones you want to bring to the
Purchase Order, Press the Select Button and close the search form. Whenever you
open the Sales screen from a Purchase Order, the selected vendor is copied in
the Search window vendor field. This allows you to bring only the items this
vendor provides to you.
10.
The items are added to the grid at the last Cost. After the Item is
added the user can change the Qty, Invoice Cost, and Bill back columns
11.
If this Item is a Batch Controlled Item, you will be prompted to select
from the list of batches for this Item and that information will show in the
grid. If you decide to use a different batch just press the batch button in the
desired line to open the Batch Selection screen again. If you decide to create
a new batch for this line Item, just enter the batch number in the appropriate
column, click the Exp Date Button and select the appropriate date. The new
Batch is created when the purchase order generated from this receiving is
posted
12.
Click the “UOM” button to change the Unit of Measure of the selected
line Item. After you select the desired UOM from the list, the cost for that
line item will be updated accordingly.
13.
When you select an Item, the Bin Information comes based on the
“Warehouse” for the Purchase. If the user wants to change the Bin where the
items are taken from, he/she needs to click the “Bin” button to open a list of
available warehouses and Bins within those warehouses.
14.
Catch weight Items are added according to their average Weight. You
cannot change the Weight information in this form. That it is done in the
Receiving.
15.
If the Item you have added to the Purchase Order has a vendor code
assigned to the current vendor that will show in the “Vendor Id” column. (See
Setup Item Vendor Codes)
16.
Before Saving, Updating or posting the user can enter a discount
percentage that will be applied to the subtotal of the Purchase Order. In
addition to this, the user can add a miscellaneous charge percentage or a
Freight amount. All of those figures will affect the Purchase Order total and
will be copied to the Receiving once it is created.
17.
When all the information is in place, Press the
Save Button to complete the Purchase Order and assign a Purchase Order number.
This action is not going to affect any account balances or Inventory levels in
the company.
Print Reports
1- Press the "Print"
Button to get the Purchase Order Reports. When you do that, a Message Box Opens
will ask if you want to print the Purchase Order showing, the regular price for
the ordered items along with the prices for two of the company’s price lists
(Purchases Preferences). That report Is for internal
use only and it helps to determine how profitable this Purchase Order is. On
the other hand, if the user clicks “No” in the confirmation message box, a
regular PO Report will open with just the information contained in the current
Price Structure
1- If you want to edit the Price
List Information for the items of this purchase order, click the “Price
Structure” Button. This will open a form that contains all the items in the
current Purchase Order. Following the general Item Information, there is a
column per every price list in the system. If the current Item has been already
added to that price list, you can see that price in the appropriate column. If
the Item is not currently in that price list, the pricing will be $0.00. On the
Other hand, the user can modify those prices right on the Grid and hit save to
update the Price List Information. This action can also be done in the
receiving form
Convert Purchase Order
1-
Click the Convert button if you are sure about creating a receiving
record based in this purchase order. The system will ask you if you want to
delete the Purchase Order after it has been converted. If you click Yes, a new receiving record is created based and this
Purchase Order is deleted. If you click No, a new receiving record is created
and this Purchase Order is not deleted. Either way, the newly created Receiving
Document will have a document number similar to the Purchase Order that
originated it “dash” the number of times this Purchase Order has been converted
(PO# 1030, REC# 1030-1).
2-
You can create an unlimited number of receiving documents based in the
same Purchase Order. This allows you to have a
Clone Purchase Order
1- Click the "Clone PO"
button to create a carbon copy of this purchase order. This can be a very
useful feature if the user repeats this purchase order on a regular basis. This
feature differs from converting a Purchase Order and over again, because the
cloning will create a Purchase Order with a different Document Number from its
originator.
Open Receiving
1. Go to
the main menu and click Purchasing/Receiving. Enter the Receiving Number in the
Order Document Text Box and Press Enter. That Action will bring the information
for that Receiving to the Screen. If you enter the receiving document# wrong
the system will open the search window. In addition to that, you can open the
search window by clicking in the button to the right of the order document text
box. The Search window will allow you to search for a specific Receiving
Document based on Salesperson, Date, Order Document and Vendor. Once you find
the right receiving just select it and it information will be brought to the
receiving form. If you cannot find the right receiving, maybe it is because the
Purchase Order has never been converted. In that case, you should open the
right Purchase Order and hit the Convert button.
2. Once you find the right
receiving, the Bill to/Ship To information cannot be changed in this form. That
is part of the information that you decide in the Purchase Order. In addition
to that, you cannot add or delete any new Items to a receiving, you can decide
here if the item was received or not but you cannot change the fact that it was
originally ordered
3. The “Date”, “Due Date”, and
“Req. Date” fields will show the dates entered in the Purchase Order. However,
you can change that information by clicking in the date/time picker selection
button. The Due Date Field will show the appropriate date according to the
Payment terms and it will change automatically if the payment terms are
changed.
4. The Ship Via, Order by and
Payment Terms fields also come from the Purchase Order, but they can be
modified in here, the Warehouse field cannot be modified in the receiving form,
the only thing you can change in here is the receiving Bin.
5. Enter any reference number (if
available) in the “Confirmation#” field. In addition to that, you can enter the
vendor’s invoice number this Receiving represents in the “Vendor Invoice#”
field.
6. If you are receiving the
entire order, hit the “Receive All” Button. This action will fill the “Rec.”
column according to the “Ord” one. In addition to
that the “Rec. Date” column will show the transaction date.
7. If you want to enter the
Received quantities item by item you can, enter the Item in the ”Search Item
Id” field press enter the cursor will be placed in the grid position of that
Item. If you are receiving most of the Items that were ordered, it is
recommended to hit the select all button, and search for the items where
discrepancies occur to modify the REC Qty, Cost or Bill Back columns.
8. If you are editing a Batch
Controlled Item, you can keep the information entered In the Purchase Order or
you can select from the list of batches for this Item and that information will
show in the grid. If you decide to create a new batch for this line Item, just
enter the batch number in the appropriate column, click the Exp Date Button and
select the appropriate date. The new Batch is created when the Receiving is
posted
9. Click the “UOM” button to
change the Unit of Measure of the selected line Item. After you select the desired
UOM from the list, the cost for that line item will be updated accordingly.
10. When you select an Item, the
Bin Information comes based on the “Warehouse” for the Purchase. If the user
wants to change the Bin where the items are taken from, he/she needs to click
the “Bin” button to open a list of available warehouses and Bins within those
warehouses.
11. For Catch Weight Items you
need to click on the weight button to open the weight distribution screen. In
that screen you can enter the total directly and hit save. This action will
auto calculate an approximate weight for all the items of this line Item. In
addition to that the user can enter the individual weight for all the items in
that line and hit save. Either way the total weight for all received Items is
recorded in the Receiving Weight column or the Weight Distribution column will
show a detailed description of the weights for every Catch Weight Item
received.
12. Before Updating or posting the
user can enter a discount percentage that will be applied to the subtotal of
the Receiving. In addition to this, the user can add a miscellaneous charge
percentage or a Freight amount. All of those figures will affect the Receiving
total.
13. When all the information is in
place, Press the Update Button if you want to save all the changes without
having to post the receiving.
Print Reports
1.
Press the Print Button to get the Receiving Report. That report shows
Qty Ordered Versus Quantity Received Side by Side. The report also shows who received the Items
and where they were stored.
Price Structure
2.
If you want to edit the Price List Information for the items of this
Receiving, click the “Price Structure” Button. This will open a form that
contains all the items in the current Receiving. Following the general Item
Information, there is a column per every price list in the system. If the
current Item has been already added to that price list, you can see that price
in the appropriate column. If the Item is not currently in that price list, the
pricing will be $0.00. On the Other hand, the user can modify those prices
right on the Grid and hit save to update the Price List Information. This
action can also be done in the Purchase Order form.
Update Costs
3.
Press the update cost button if you want to update the cost and prices
of the items in this receiving. This is not going to increase their inventory
on hand and no record of this action will be stored In
the general ledger. If you take this action before posting this receiving, the
cost and prices won’t be affected again at the time of posting. This action
will cascade into the cost markup price list.
Charge Distribution
1- Click the Charge Distribution
Button to enter some charges that you want to allocate into the Real Cost of
the Receiving Items. When the Charge distribution screen opens, the user can
enter up to 10 different charges/credits into it. This information comes
straight from the Purchasing Preferences screen. As the user
enter charges the Total in the bottom is updated. The Bill Back,
Advertisement and Discount fields will represent credits towards the Total
2- If the User clicks the “Load”
button in the Charge Distribution screen, it will bring the Discount,
Miscellaneous Charges, Freight, Bill Back and Advertising from the Receiving
form in order to make the Real Cost calculation. That will be possible if those
fields were added in the Purchasing preferences as valid charge types.
3- Press the Ok button to close
the Charge Distribution form. This action will take the total calculated in
that form and will prorate it among all items in the Receiving to obtain the
Real Cost Figure.
Post Receiving
3-
Click the post button if you are sure about posting the Receiving. The
system will ask you for confirmation. If you click yes, the system will check
for possible flaws in the Receiving. After the Receiving is posted you get a
confirmation message. You cannot make any changes to a posted Receiving. This
action will increase the inventory levels for the respective Items, it will
affect the cost and Prices if the “Do not Update Cost and Prices” option is not
selected, and it will change the Cost Markup Price Lists. In addition to that,
posting a receiving will increase the Accounts Payable balance for the selected
vendor. The user can apply payments to this Receiving using the Pay One Vendor
and Pay Many Vendors form.
4-
If the Computer checks option was selected, the
system will remember you to put the appropriate check in the printer. Then a
preview of the check will show in the screen. You can print the check or close
the preview. Another confirmation will show asking you if the check was printed
correctly. If that is the case, the Receiving Transaction is posted. On the
other hand if the check did not print correctly it won’t post the Receiving and
It will ask you for the next valid check number. The system does that to
prevent Jammed checks from being used and to cover
somebody forgetting to put the check in the printer.
Create a New AP Credit Memo
14. Go to
the main menu and click Purchasing/CreditMemo. Press the New Button in the Lower
left hand side of the screen. This will clear all contents from the form and
position the cursor over the customer search button. If you have an unsaved AP
Credit Memo when you click new, the system will prompt you to save the data
before continue
15. The “Date” field will show
today’s date by default. However, you can change that information by clicking
in the date/time picker selection button
16. Search for a vendor either by
pressing the Yellow Folder Button or entering the vendor Id in the text box and
pressing enter.
17. When you bring the vendor
information to the screen all the Bill To/Remit to fields are filled with the
customer information
18. If you want to edit the vendor
information or you need to add a new vendor to the company, click the “Red
Notebook” button to open the vendor setup form (See Customer Setup)
19. Enter any reference number (if
available) in the “Order Document” field. In addition to that, you can enter
the vendor’s invoice number you are applying this credit to by entering that in
the “Vendor Invoice#” field.
20. To add Accounts Directly to
the AP Credit Memo, enter the Account Number below the “GL Account” label,
press Enter and the system will query the database for that account. If the
account is found, it is added to the grid below. If the Item is not found the
GL Accounts search screen will open.
21. The GL Accounts search screen
can also be opened either by pressing the “GL Acc” button on the AP Credit
Memo. This form will allow you to search for an Item based on the Account
Number, Description or Type. Once you find the Account you are searching for
you can press the select button to bring it to the AP Credit Memo.
22. After the user has added an
account to the Grid, he/she can modify the Description Columns with the
Appropriate Information. This can be a brief explanation as to why that account
is being debited.
23. The user also has to enter the
amount that he/she wants to credit for each of the accounts added to the grid.
Those amounts will be totaled at the bottom of the form and that’s what will be
debited to the customer’s AP account.
24. Before Saving, Updating or
posting the user can enter a discount percentage that will be applied to the
subtotal of the AP Credit Memo. In addition to this, the user can add a
miscellaneous charge percentage or a shipping amount. All of those figures will
affect the AP Credit Memo total and will post to the appropriate accounts that
were setup in the “Setup AP Preferences” Form
25. When all the information is in
place, Press the Save Button to complete the AP Credit Memo and assign an AP
Credit Memo number. This action is not going to affect any Inventory levels in
the company. The Accounts Payable and all of the other accounts involved won’t
be affected until the AP Credit Memo is posted.
Print Reports
1.
AP Credit Memo Report. Press this button to print a report that includes
the Vendor Information, the accounts involved and the total that will be
debited to the vendor’s AP Account. You can use this report as a receipt that
you can send to your customers.
Post AP Credit Memo
1.
Click the post button if you are sure about posting the AP Credit Memo.
The system will ask you for confirmation. If you click yes, the system will
check for possible flaws in the AP Credit Memo like Accounts with no
description or amount zero. After the AP Credit Memo is posted you get a
confirmation message. You cannot make any changes to a posted AP Credit Memo.
This action won’t affect any inventory information. It will decrease the
Accounts Payable balance for the selected vendor. The user will need to apply
this AP Credit Memo to the appropriate Receiving, or Voucher in the Pay One
Vendor form.
Create a New Voucher
1.
Go to the main menu and click Purchasing/Voucher. Press the New Button in the
Lower left hand side of the screen. This will clear all contents from the form
and position the cursor over the customer search button. If you have an unsaved
Voucher when you click new, the system will prompt you to save the data before
continue
2.
The “Date” field will show today’s date by default. However, you can
change that information by clicking in the date/time picker selection button.
The Due Date Field will show the appropriate date according to the Payment
terms. The “Req. Date” Field will also show the current date and changing this
Reference Field is optional.
3.
Search for a vendor either by pressing the Yellow Folder Button or
entering the vendor Id in the text box and pressing enter.
4.
When you bring the vendor information to the screen all the Bill
To/Remit to fields are filled with the customer
information. In addition to that, the Ship Via and Payment Terms are added
based in the Vendor’s Information, you can change that by opening the drop down
list. Moreover, the order by field is shows the User logged in.
5.
If you want to edit the vendor information or you need to add a new
vendor to the company, click the “Red Notebook” button to open the vendor setup
form (See Customer Setup)
6.
Enter any reference number (if available) in the “Order Document” field.
In addition to that, you can enter the vendor’s invoice number this Voucher
represents in the “Vendor Invoice#” field.
7.
To add Accounts Directly to the Voucher, enter the Account Number below
the “GL Account” label, press Enter and the system will query the database for
that account. If the account is found, it is added to the grid below. If the
Item is not found, the GL Accounts search screen will open.
8.
The GL Accounts search screen can also be opened either by pressing the
“GL Acc” button on the Voucher. This form will allow you to search for an Item
based on the Account Number, Description or Type. Once you find the Account you
are searching for you can press the select button to bring it to the Voucher.
9.
After the user has added an account to the Grid, he/she can modify the
Description Columns with the Appropriate Information. This can be a brief
explanation as to why that account is being debited.
10.
The user also has to enter the amount that he/she wants to debit to each
of the accounts added to the grid. Those amounts will be totaled at the bottom
of the form and that’s what will be credited to the customer’s AP account.
11.
The user can also press the button in each cell of the PO Number’s
column to Search the Database for a receiving. The amounts on this line will be
allocated to that receiving Real Cost Calculation. This case is very common
when a user posts a receiving with zero freight and he/she receives an invoice
from the freight company at a later date. The user should then enter that
Freight Invoice as a Voucher and search the appropriate Receiving document
adding it to the grid.
12.
If a Receiving Document Was selected, you need to press the button in
the “Charge Type” column to select a type of charge from the list. Those charges
come straight from the “Purchasing Preferences” form.
13.
Before Saving, Updating or posting the user can enter a discount
percentage that will be applied to the subtotal of the Voucher. In addition to
this, the user can add a miscellaneous charge percentage or a shipping amount.
All of those figures will affect the Voucher total and will post to the
appropriate accounts that were setup in the “Purchasing Preferences” Form
14.
When all the information is in place, Press the Save Button to complete
the Voucher and assign a Voucher number. This action is not going to affect any
Inventory levels in the company. The Accounts Payable and all of the other
accounts involved won’t be affected until the Voucher is posted.
Post Voucher
1.
Click the post button if you are sure about posting the Voucher. The
system will ask you for confirmation. If you click yes, the system will check
for possible flaws in the Voucher like Accounts with no description or amount
zero. After the Voucher is posted you get a confirmation message. You cannot
make any changes to a posted Voucher. This action won’t affect any inventory
information. It will increase the Accounts Payable balance for the selected
vendor. The user can apply payments to this Voucher using the Pay One Vendor
and Pay Many Vendors form.
2.
If the Computer checks option was selected, the system will remember you
to put the appropriate check in the printer. Then a preview of the check will
show in the screen. You can print the check or close the preview. Another
confirmation will show asking you if the check was printed correctly. If that
is the case, the Voucher Transaction is posted. On the other hand if the check
did not print correctly it won’t post the Voucher and It will ask you for the
next valid check number. The system does that to prevent Jammed
checks from being used and to cover somebody forgetting to put the check in the
printer.
