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The Purchases command centre is where you record the things you buy, and track the money you owe. First, save yourself time by setting up some details before recording your first purchases.

Details entered? Great! If you know who your suppliers are, start by adding a supplier card to record contact and bank account details (you can also pay electronically), and enter the credit terms offered. You can even import details from a file or other software. Then add a professional touch by personalising your purchase order stationery.

Do you buy and sell stock? Before setting up your items, decide on how much detail you need to track. Not all businesses need a full inventory tracking system, but the choice is yours! And see the range of add-ons available to you, as there may be a time-saving solution designed just for your industry.

Card information window with supplier details

Record a purchase

Quotes, orders and bills can be recorded to track what you've bought and when a payment is due.

If you've got an electronic copy of a bill, add it to your In Tray. AccountRight will identify key information in the file (like the supplier, date and amount) and auto-fill what it can. All you need to do is check the details, fill in the gaps and add any extra touches. A copy of the bill is saved online for easy reference. 

If you don't have an electronic copy (or can't take a photo of it), then add it manually. Keep in mind that if you're ordering lots of different items or services, you can  add more lines and headers  to show more detail to your suppliers.

Make a payment

You've recorded a bill and made use of the credit terms offered - now the payment is due. If you pay by credit card or cheque, record a payment to mark the bill as paid. If you use bank feeds, save time by getting AccountRight to do this for you. Just wait for the payment to appear in your feed and then match it to your bill. A payment is automatically recorded and your bill is marked as paid. 

Lots of bills to pay? Then pay them electronically. Just record the bills you want to pay and then upload a file to your bank. It's easy to do and saves you a lot of time. And when you're done,   send a remittance advice  to let your suppliers know you've paid.

Overpaid a bill?  Record the amount you actually paid and a  supplier debit  is created for the overpaid amount. When it's settled, record the  refund  or apply  it to another open bill. 

Pay bills window with payment applied to open bill

Business insights window with graphs and charts

Review your purchases

Make good use of the credit terms offered to you by monitoring the ageing dates of your purchases. This is a great way to spot cashflow problems before they affect your business.

Business Insights and the To Do List are great tools that help you analyse what you've been buying, what you owe and when you owe it. This information, along with purchases reports and budgets can help you spot trends and track your business's progress

Are you in the Australian building and construction industry? Remember that you might need to  report the total payments made to each contractor for building and construction services each year.

Didn't go to plan?

There will be times when you need to return goods to suppliers, change the details of a purchase or delete something entered incorrectly.  

Received a refund or a credit?   Start by  recording a supplier debit  and then  settle it  by reducing the amount you owe or by recording a refund.

Made a mistake? Y ou can change or delete a transaction  or, for the security minded, reverse it. Reversing a transaction keeps the original and creates a new one so you have a complete history of everything you've entered. Your accountant usually likes this option!

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