Using the Purchases Screen

This screen is displayed by clicking Purchases in the Easy Books sidebar. The screen provides an easy-to-read list of all purchases you have made from all suppliers. From this screen, you can:

  • Enter new purchases (these are purchases that you will pay for at a later date).

    Note: You may find it easier to use the Suppliers screen to enter purchases. If you use the Purchases screen, make sure that you have previously set up your suppliers in the Suppliers screen.

  • Enter payments you have made for purchases.

    Note: It is normal to use the Suppliers screen to enter payments. You should use the Purchases screen only to enter full payment of purchases.

  • Enter credits from suppliers.

What else can I do?

In addition to the above, you can:

  • Enter and view credits, as well as purchases.
  • Mark purchases as "PAID".
  • Set up recurring purchases.

What happens when a purchase, payment or credit is entered?
  • Purchases: A purchase increases your expenses and the amount you owe the supplier, but does not affect the balance of the account from which money will be taken until a payment is made. Since your expenses increase, this also affects items such as the Profit and Loss report.

    Note: For purchases or other expenses that are paid immediately, it is normal to enter the payment details in the Accounts screen.

    Tip: You can view all purchases that relate to a specific supplier using the Suppliers screen. You can view all purchases for all suppliers in the Purchases screen.

  • Payments (to suppliers): In the context of suppliers, a payment is an amount of money paid to the supplier. When you enter a payment, you specify the account (normally a bank, petty cash or credit card account) from which the payment will be taken. This allows you to check the payments against the statements your bank sends you (a feature of double-entry bookkeeping).

    A payment decreases the amount you owe and decreases the balance of the account from which the money is taken, which in turn affect items such as the Balance Sheet, Trial Balance, Supplier Aged Debt and any adjustments for the cash-based VAT scheme. A payment does not further affect your expenses and therefore other related items such as the Profit and Loss report.

  • Credits (from suppliers): A credit decreases the amount you owe the supplier and your expenses. It has the reverse effect to a purchase.

Why are transactions greyed out?

A greyed-out transaction indicates one or more of the following:

  • The transaction appears on a statement. For these, you are not able to change information such as the transaction type or amount. If you need to correct an amount you previously entered, you can edit the transaction from the Statement screen.

  • The transaction is dated before the date of the last Profit and Loss consolidation or VAT return.

Opening a transaction gives the reason why it is greyed out at the bottom of the transaction form.


Right-Click Options

View and Edit

Choose this option to view or edit the selected transaction.

Send Invoice (purchase)

Enables you to produce a PDF of the supplier's sales invoice, which you can print, email or save as required.

Send Credit Note (purchase credit)

Produces a PDF of the supplier's credit note, which you can print, email or save as required. This option is available only if the first account is a supplier and the second is an expense or asset account.

Duplicate

Creates a new transaction by duplicating the existing transaction. This provides a fast method to create a new transaction if it is similar to an existing one.

Add tick (purchase or purchase credit)

Marks the purchase or credit as "PAID". A tick will appear against the transaction to indicate that it has been paid. You may want to use this option for a purchase if you have not used Make Payment.

Note: This option does not decrease the amount you owe the supplier. It is provided merely as a visual aid.

Remove tick (purchase or purchase credit)

This option is available only if the purchase or credit was previously marked as "PAID" using Add tick. The option removes the tick and the "PAID" mark on the purchase.

Make Payment (unpaid purchase)

Enables you to enter the details of a payment you have made to the supplier for the purchase. A tick will appear against the purchase to indicate that you have paid the supplier.

Go to Payment (paid purchase)

This option is available if you previously used Make Payment on the purchase. The option enables you to access the payment transaction you entered for the purchase.

Delete

Select this option to delete the existing transaction. You cannot delete transactions that are greyed out. Opening a greyed-out transaction provides details of why it is greyed out.


Further Information

For details of how to carry out tasks in the Purchases screen, please refer to: