Purchase Transactions

Introduction

This is where all purchase and payment transactions are added, edited or deleted (hidden). These will typically include expenses (such as stationery and office rent) and purchases of capital items such as a new computer or office furniture.

Table Toolbar

Above the table are the following buttons:

• Select Current View Allows you to change the View that is currently in use by the table
• Toggle View Editor Panel Shows/hides the View Editor Panel
• Create New View Creates a New View based on the currently selected view
• Search Shows/hides the table’s Search Panel that allows you to search for key words (or amounts) in the current table
• Create Transaction – create a new empty transaction
• Copy Transaction – makes a copy of the currently selected transaction(s)
• Create Transaction using Template - lets you pick a predefined Template Transaction from the drop-down menu to auto-insert commonly occurring transactions
• Delete Transaction – hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)
• Show/Hide Chart – displays and hides the chart for the currently selected view
• Print – opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions
• Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns

By default this table displays the following columns:

• Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions
• Tax Date – the date of the transaction for tax purposes
• Supplier – Choose the supplier involved with this transaction
• Reference – a reference value for the current transaction/entry
• From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer)
• To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return)
• Total Amount – the full total of the transaction
• VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated
• VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount)
• Amount less VAT – the net amount after VAT has been deducted
• Sales Amount - Shows all sales transactions for this customer which have the ‘Paid’ field unchecked in the Sales Tab
• Description – any descriptive text
• VAT Date - the date used for the relevant VAT return period
• Paid - marks this sale/purchase transaction as being fully paid
• Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns

Below is a list of columns that are hidden by default but are available to be added:

• Cleared (From) – represents the ‘from’ side of the transaction as being cleared or not
• Cleared (To) – represents the ‘to’ side of the transaction as being cleared or not
• Currency Amount - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column)
• Currency Amount Less VAT - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column)
• Currency Code - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the 3 character currency code of the chosen foreign currency
• Currency Rate - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column)
• Currency Unit Price - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column)
• Currency Unit Price Less VAT - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column)
• Currency VAT Amount - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column)
• Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date)
• Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well
• Delivery – represents the chosen delivery address for the selected Customer
• Error Code – if the transaction is in error (has a red background) this column displays a description of the error.
• Import ID - If the transaction has been imported, this details the source document and time/date of import
• Lock - tick this column to lock an individual transaction
• Notes - a place to record any additional notes about this transaction
• Paid Date - the date on which this transaction was paid
• Product - This component is only available in the Business Suite version of Business Accountz. Please visit accountz.com for more information - the product item being bought/sold in this transaction
• Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields)
• Show Supplier - Double clicking this icon takes you to the supplier’s entry in the Supplier Records Component
• Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field)
• Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field)