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  • Enter a bill, quote or order


 

 

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Not available in AccountRight Basics

Just bought something, or received a bill for electricity or another expense? To help you keep track of when it's due, record it in AccountRight.

And don't worry, if you make a mistake (like entering the wrong amount or double-entering it), you can edit or delete it later (so long as your security settings allow it).

For a quicker way to create a bill, add your supplier invoices to the AccountRight In Tray. Using AccountRight Basics? Enter your expenses using Spend Money transactions.

To enter a purchase

To enter a purchase

  1. Go to the Purchases command centre and click Enter Purchases.
  2. Select the supplier, or add a card for them. Note that you can't change the card once you've recorded the purchase, so make sure you select the correct card.
    New purchase with supplier selection list
  3. Are the credit terms right? Click the Terms arrow to change the supplier's default credit terms for this purchase only.
  4. If you're entering prices that include tax or GST, select the Tax Inclusive (Australia) or GST Inclusive (New Zealand) option. The selection you make will be remembered for your next purchase. Don't change this setting after you start entering amounts.

  5. The Purchase No. field shows the next available number. If you click in the Purchase No. field, Auto # appears to confirm that the number has been automatically selected for you. You can type a different number into the field if you want. Subsequent purchase numbers will then increment from the new number. If your purchase number includes letters, the letters won't automatically appear in subsequent purchase numbers (you'll need to enter these each time).

    You might want to use the preferences below to have more control over your purchase numbers.

    • to prevent duplicate purchase numbers being used (Setup > Preferences > Purchase> Warn for Duplicate...Numbers on Recorded Purchases).
    • to keep the same purchase number when converting a quote or order to an invoice (Setup > Preferences > Purchases> Retain Original PO Number when Changing a Purchase between Quotes, Orders or Bills).
  6. Select whether you're recording a quoteorder or Receive Items (Not Basics), or bill from the Purchase Type list in the top-left corner. The Receive Items option only appears for the Item purchase layout. If you record a quote or order, you can change the purchase type later when the status of the purchase changes.
  7. Enter details of what you're buying, as well as headings, subtotals and blank lines. The fields that are available depend on the purchase type and layout you've selected.
    Need to remove a line? Right-click it and choose Delete Line.

    Item purchase fields

    Item purchase fields

    Item purchase with multiples lines and subtotals

    FieldDescription
    Order/Quantity/BillEnter the quantity to be delivered. The field name depends on whether you’re recording a quote, order or bill.

    Received

    This field is read-only. It displays the quantity of items received against an order. 

    If you're using the Receive Items layout, a To Date and Receive columns appear instead.

    Item NumberEnter an item from your item list.
    BackorderEnter the quantity of the item to be placed on backorder. An order for this amount will be created automatically when you click Record.
    DescriptionA description of the item appears automatically. You can change this if you want. If you want to check spelling in this field, click Spell.
    Location[AccountRight Premier 2019.2 and later only] If you store this item in more than one location, select the location where the item will be received. For more information, see Multiple inventory locations.
    PriceThe price of the item appears automatically. You can change this if you want.
    Disc%[Optional] If you've been given a discount, type it as a percentage. If you've been given a dollar discount, enter the updated price in the Total column, and the discount percentage will be calculated for you.
    TotalThe total price of the items is calculated automatically. If you change the total, the Disc% field is updated to show the discount applicable.
    Job[Optional] Select a job number here to assign a line item to a specific job. This line item can be reimbursed later.
    Tax/GSTThe default tax (Australia) or GST (New Zealand) code for an item appears here. If you want to change it, enter the required tax/GST code.
    Service, Professional, and Miscellaneous purchase fields

    Service, Professional, and Miscellaneous purchase fields

    Example service layout purchase

    FieldDescription
    DescriptionEnter a description of the goods or services being purchased. If you want to check spelling in this field, click Spell.
    Acct No. or Account NameEnter the account to which to allocate the purchase. This should be an expense or cost of sales account. You should not select your accounts payable account for supplier purchases.
    There's a preference which controls if the account name or number is displayed (Setup > Preferences > Windows tab > Select and Display Account Name, Not Account Number).
    AmountEnter the amount you've been billed for.
    Job[Optional] Select a job number here to assign a line item to a specific job. This line item can be reimbursed later.
    Tax/GSTSelect a tax code (Australia) or GST code (New Zealand) for the purchase.
  8. Enter any charges for Freight, and if required, select the right Tax/GST code. If you can't enter Freight, make sure you've specified a linked account for freight.

    Calculated tax/GST

    Click the zoom arrow next to the  Tax / GST  field to view or change the tax (Australia) or GST (New Zealand) amounts assigned to the purchase. Be aware that changes to a transaction's calculated tax/GST won't be reflected in BASlink or GST Return calculations.

  9. Enter an amount in the Paid Today field to record the amount you've paid at the time of the purchase. If you are creating an order, record the amount you gave you as a deposit. 

  10. Enter any additional purchases information:

    FieldDescription
    CommentA comment you want the supplier to see on the purchase form
    Ship ViaThe method the purchase will be shipped to you
    You can set up a default list of comments and shipping methods, that can be selected when recording purchases. See Sales and purchases information.
    Promised DateThe date you expect delivery
    Journal MemoA description of the purchase that will appear in the journal entry for it
    Bill DeliverySelect whether you want to print or email the form later, or if you don't want to print or email it, select Already Printed or Sent
  11. Click Record (or Save Quote for quotes) to just save the purchase, or click Print to also print a form. If you want to email the purchase or save it as a PDF (not available for Miscellaneous purchases), click Send To.

Do you regularly record similar purchases? Save time by saving the purchase as a recurring transaction.

  Entering bills FAQs


What is the Supplier Inv No. field used for?

What is the Supplier Inv No. field used for?

If the supplier gave you an invoice for this transaction, you can enter that quote, order or invoice number in the Supplier Inv No. field. You can search for purchases by the supplier's invoice number. You can also add the field to your purchases reports.

Can I display tax/GST on each line of a purchase?

Can I display tax/GST on each line of a purchase?

Yes. You can personalise the purchase form to add the Line Tax field. Then when you email or print the purchase order it will display tax/GST on each line.

Here's how:

  1. Go to the Setup menu and choose Customise Forms.
  2. Select the form to be customised then click Customise.
  3. Right-click on the form where the transaction lines are displayed and choose Show/Hide Columns.
  4. In the Available Columns list, click Line Tax then click Show.
  5. Click OK.
  6. Click Print Preview to see what the form will look like.
  7. Make any necessary changes.
  8. When you're happy with the changes, save the form.
How do I record a note about the purchase?

How do I record a note about the purchase for my records?

You can enter a brief description in the Journal Memo field. You can search for purchases using the text you enter in this field. If you don't want this information to appear on printed/emailed purchases, ensure that the Memo field is not included on the form.

How do I edit the list of comments and shipping methods?

How do I edit the list of comments and shipping methods?

To add, edit or delete the list of comments and shipping methods, go to the Lists menu > Sales and Purchases Information window.

Why is the item number blank when I print purchases?

Why is the item number blank when I print purchases?

The default field on the purchase form is Supplier Item Number, this is entered in the item information under buying details. If you don't use this field then the item number will print blank.

You can personalise the purchase form to remove Supplier Item Number and add My Item Number. Then when you email or print the purchase it will display the Item Number entered under the Profile tab of your item.

Here's how:

  1. Go to the Setup menu and choose Customise Forms.
  2. Select the form to be customised then click Customise.
  3. Right-click on the form where the transaction lines are displayed and choose Show/Hide Columns.
  4. In the Available Columns list, click My Item NO. then click Show.
  5. In the Available Columns list, click Item NO then click Hide.
  6. Click OK.
  7. (Optional) If you want to change the column order, click and drag the column headings.
  8. Click Print Preview to see what the form will look like.
  9. Make any necessary changes.
  10. When you're happy with the changes, save the form.

See this in action

Animation showing how to hide and show columns in forms

Why does the freight amount disappear after I enter it?

Why does the freight amount disappear after I enter it?

If you enter an amount in the Freight field and the amount disappears after you tab out of the field, this indicates that you need to specify a linked account for freight.

How do I turn automatic spell checking off or on?

How do I turn automatic spell checking off or on?

  1. Go to the Setup menu and choose Preferences. The Preferences window appears.
  2. Click the Windows tab.
  3. If you want to automatically check spelling select the Automatically Check Spelling in Text Fields Before Recording Transactions option.
    To turn off automatic checking, deselect this option.

For more information on the spelling checking feature, see Check spelling