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  • Changing the purchase type


 

 

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Not available in AccountRight Basics

If you've recorded a quote or order, you can change (or convert) the purchase type when the status changes. For example, if you've accepted the quote from your supplier, you can change the status to an order or bill.

Purchase typeCan be changed to...
Quote

order or bill

Orderbill
BillA bill cannot be changed.

Quotes and orders must be changed to a bill to show as payable.

 

To change a quote to an order or a bill

To change a quote to an order or a bill

  1. Go to the Purchases command centre and click Purchases Register. The Purchases Register window appears.
  2. Click the Quotes tab.
  3. Find the required quote and select it.
  4. If you want to change the quote to:
    • an order, click Change to Order. The Purchases window appears.
    • a bill, click Change to Bill. The Purchases window appears.
  5. If you want to, you can update the information in the Purchases window, such as the transaction date.

    Want to retain the purchase order number? To retain the original PO number when you change the purchase type, select the Retain Original PO Number when Changing a Purchase... option (Setup > Preferences > Purchases tab).

  6. Click Record. The bill or order is recorded.

The original quote will remain in the Purchases Register window unless you have indicated in your preferences that you want quotes to be deleted once they are recorded as orders or bills.

If a quote doesn't become an order or bill:

  • if you don't want to keep the quote you can delete it (open the quote then go to Edit > Delete Quote)
  • if you want to keep the quote you can add a note to the Memo field (open the quote, add a note to the Memo field then click OK).
To change an order to a bill

To change an order to a bill

You can change an order to a bill in the Purchases window or from the Purchases Register window.

  1. Go to the Purchases command centre and click Purchases Register. The Purchases Register window appears.

  2. Click the Orders tab.

  3. Find the required order and select it.

  4. Click Change to Bill. The Purchases window appears, displaying the bill.

  5. If you want to, you can update the information in this window, such as the transaction date.

    Want to retain the purchase order number? To retain the original PO number when you change the purchase type, select the Retain Original PO Number when Changing a Purchase... option (Setup > Preferences > Purchases tab).

  6. Click Record. A new bill is created and the original order is removed.

To change several orders to bills

To change several orders to bills

You can change several orders to bills in the To Do List window.

  1. Click To Do List from any command centre. The To Do List window appears.

  2. Click the Purchase Orders tab to display a list of all your orders.

  3. If you want to view details about a specific order, click the zoom arrow ( ) to the right of the supplier’s name.

  4. Select the orders you want to convert to purchases by clicking in the select column ( ).

  5. Click Record as Actual.

    Want to retain the purchase order number? To retain the original PO number when you change the purchase type, select the Retain Original PO Number when Changing a Purchase... option (Setup > Preferences > Purchases tab).

  6. In the window that appears, enter a date for the selected transactions. This is the date that the transactions will be recorded in your accounts.

  7. Click OK.