Recording items purchased
If items were purchased, click on the
Items tab, for this display:
Items
XE "item:in a vendor bill" will be imported from any purchase orders selected, or may be taken from
the list, as described in the Chapter 6. Items always involve one or more accounts, which are not visible here.
Description
comes with the item, but may be changed here. This information is internal, for your information
(and perhaps for the government.)
Qty
has a default of one.
Cost
(per unit) comes as a default with the item, and may be changed. Zero cost is permissible.
Amount
will be calculated. If it is changed, the unit cost will change to match.
Customer:job
associates this item with a job, for invoicing. If the item is set up as a pass-through, the re-sale
price and sales income account are different from the purchase parameters.
Invoice
(the little square icon) is used if a customer:job is named:
Invoice icon in full color: to be invoiced to this customer:job
Invoice icon in faded gray: has been invoiced to the customer:job. (See Note)
X
over an invoice icon: never to be invoiced.
NOTE
The bill and the invoice are not linked. The bill will be found when an invoice is generated to this customer,
and the item may be billed through. This sets the invoice icon (here) to the gray “has been invoiced” indication.
If the invoice is later deleted, the icon here will remain gray, and the expense will not again be presented for
automatic invoicing.
Class
field is used if your company accounting plan includes classes on expenses.
List
of purchase orders may be viewed, by clicking
Select PO. The purchase order
for the current item
may be viewed by clicking Show PO.
Clear Qtys
will reset all quantities to zero, and toggles to
Receive All.
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