Receiving and Invoicing Purchase Orders in Sage 100

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Receiving and Invoicing Purchase Orders

 


Batch Entry

Receipt of Goods Entry – Header

  • If an invoice is received with the goods, you can enter the invoice number.
  • If the invoice is not processed with the goods, the purchases clearing account is credited and later debited when the invoice is processed.
  • To enter an invoice after the receipt of goods, use Receipt of Invoice Entry.
  • There is no general ledger posting for miscellaneous items until the receipt of invoice posting.
  • If the invoice is not received and processed with the goods, the order retains a Back Order status until the invoice is processed.

Receipt of Goods Entry – Address

Receipt of Goods Entry – Lines

  • When you first access the Lines tab, a dialog box will ask if you want to receive the order complete.
  • You can access the Received and Back Order fields but not the Ordered field.
  • When using landed costs, a Landed Cost check box displays for each line item.
  • When receiving lot or serial number items, you must distribute the total quantity received to one or more lot/serial numbers.
  • You must select a taxable tax class if sales tax is allocated to the cost of the item.


Receipt of Goods Entry – Total (no Invoice)

Receipt of Goods Entry – Total (with Invoice # entered)

  • The Landed Cost button is only available if it has been allowed in options.
  • Amounts to allocate are entered by type.
  • Amounts will be only distributed to items with the Landed Cost box checked.
  • Landed Cost can ONLY be entered on Receipt of Goods, NOT on Receipt of Invoice.
  • Landed Cost can ONLY be entered at Receipt of Goods.
  • Sales tax is calculated only if the Allow Tax and Freight Entry During Receipt/ Return of Goods Without an Invoice check box is selected in Purchase Order Options.
  • Sales tax is calculated for the tax codes assigned to the tax schedule selected on the Header tab.
  • Only the non-recoverable percentage defined for each tax class is allocated.
  • Sales tax is calculated on freight only if freight is set up as taxable.

Recording Invoices separately from Receipt of Goods

Invoices may be recorded separately from the Receipt of Good. If this is done, both documents must be entered if you want to affect inventory counts. Receipt of Invoice does not affect Inventory quantities. The Receipt of Invoice window looks and works similarly to the Receipt of Goods window.

  • You cannot receive goods in this task
  • You do not need to receive the goods to enter a receipt of an invoice.
  • If the invoice amount is different from the receipt of goods amount for an item, the difference posts to the purchase order variance adjustment account in Product Line Maintenance.

Adjusting Receipt / Invoice Variances

  • You can review any variation between quantities received and invoiced or changes to sales tax when you print the Receipt/Invoice Variance Register and the variance amounts post or adjust in General Ledger.
  • You can correct variation in unit cost using the Adjustment feature in Inventory Management Transaction Entry.
  • When using the Average, LIFO/FIFO, or Lot/Serial valuation method, you must enter two adjustment lines, the first line entering a negative receipt and the second a positive quantity against the same cost tier, lot or serial# with the correct cost.

Printing and Updating

 

Are you interested in learning about Receiving and Invoicing Purchase Orders  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Clearing Reports in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Purchase Clearing Reports in Sage 100

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Purchase Clearing Reports in Sage 100

It is Important to reconcile the purchases clearing account BEFORE closing the period.

Purchases Clearing Account

Each product line in Inventory Management is assigned a purchases clearing account. The purchases clearing account is a liability holding account. It is credited when goods are received into inventory whether the goods are received in Purchase Order or Inventory Management.

  • This account contains the value of inventory received but not invoiced.
  • When the invoice for goods is updated, the purchases clearing account is debited and the accounts payable account is credited, thus, clearing out the purchases clearing account.

Purchases Clearing Report

Use the Purchases Clearing Report on the Period End menu to simplify month-end reconciliation of the purchases clearing account balance with open amounts on purchase orders.

  • The report can be sorted by purchase order number, product line, vendor number, and item code.
  • You can optionally select to include all or only specific item types, which include Inventory Items, Miscellaneous Items, and Special items.
  • Additionally, you can define a selection criteria based on such fields as the purchase order number, vendor number, order date, item code, product line, and inventory account number.

Purchases Clearing in Open PO Format

Use the Purchase Clearing in Open PO Format report on the Period End menu to print the total purchases clearing amount, including any special and miscellaneous item amounts. If printed for all orders, the total purchases clearing amount should match the Purchases Clearing account balance.

  • The report can be sorted by purchase order number, vendor number, required/ expired date, and vendor purchase name.
  • Additionally, you can select to include or exclude orders on hold, print comments, and define a selection criteria.
  • An asterisk (*) prints next to each line item included in the purchases clearing amount.

 

Are you interested in learning about Purchase Clearing Reports  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Clearing Reports in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Purchase Orders Reports in Sage 100

Learn about Purchase Orders Reports in Sage 100 with Sage 100 training classes from Accounting Business Solutions by JCS!

Purchase Orders Reports in Sage 100

Cash Requirements Report

The Cash Requirements Report provides a summary of open purchase orders and total cash requirements for any three consecutive future periods. This report is helpful for analyzing future cash needs and effectively planning cash flow. Options for printing this report include:

  • User defined periods
  • Summary or detail format
  • Selection to include open invoices from Accounts Payable
  • Selections for determining discounts

 

Purchase Order Recap

The Purchase Order Recap report provides a complete review of all purchase orders processed through the system.

  • All purchase orders whether open, completed, or deleted are included on the report.
    • Deleted purchase orders are identified as Cancelled in the Status column.
  • The purchase order recap information is purged during period-end processing if the Purge PO Recap at Period End check box is selected in Purchase Order Options and there is no receipt history for that purchase order. If this check box is cleared, the recap information is retained indefinitely.
    • You can manually purge this information by selecting the Purge Completed or Cancelled PO Recap task in Period End Processing.

Purchase Order Receipt History Report

The Purchase Order Receipt History Report provides a history of all receipts, invoices, and returns applied against purchase orders.

  • This report is not available if No is selected at the Retain Receipt History field in Purchase Order Options.
  • Options for this report include detail or summary format and the ability to print received lines only.
  • Additionally, you can select to define a selection criteria based on the vendor purchase name, job number (if integrated with Job Cost), and work order number (if integrated with Work Order).
    • You can manually purge receipt history using the Purge Purchase Order Receipt History task on the Purchase Order Utilities menu or you can retain it indefinitely.

Purchase History Report

The Purchase History Report provides period-to-date, year-to-date, and prior-year purchase information for each vendor and item.

  • This report is available only if the Retain Purchase History check box is selected in Purchase Order Options.
    • This report is helpful when analyzing the volume of business you conduct with specific vendors.

General Ledger Posting Recap

The General Ledger Posting Recap report provides a detailed listing of all postings to General Ledger from Purchase Order.

  • You can enter a selection of posting dates to print. The report total shows the grand total of all posting activity through the specified ending date.
  • Printing the report at the end of each period provides a convenient summary of receivables transactions used to post to a manual general ledger.

 

Are you interested in learning about Purchase Orders Reports  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Orders Reports in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Purchase Orders Inquiries in Sage 100

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Purchase Orders Inquiries in Sage 100

Vendor Inquiry

The Vendor Inquiry task provides read-only access to the same information found in Vendor Maintenance and Vendor Inquiry in Accounts Payable.

Item Inquiry

The Item Inquiry task provides read-only access to the same information found in Item Maintenance and Item Inquiry in Inventory Management. If Inventory Management is installed for the company, this task is available regardless of whether or not you are integrating Purchase Order with Inventory Management.

Receipt History Inquiry

The Receipt History Inquiry task provides summary and detailed receipt history. Search options include vendor name, number, or receipt number. The Zoom button on the Lines tab allows you to access Inventory Inquiry for the selected item. (Receipt History Tracking must be turned on in Options to use)

Purchase Order Inquiry

The Purchase Order Inquiry task provides read-only access to the same information found in Purchase Order Entry, regardless of the status of the purchase order.

 

Are you interested in learning about Purchase Orders Inquiries  in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Orders in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Return of Goods Entry in Sage 100

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Return of Goods Entry in Sage 100

  • Can enter returns against a specific PO, but it’s not required.
  • Can enter an Invoice Number to create a debit memo, but it’s not required.
  • Authorization Numbers are not required.
  • A yes/no prompt to return all items will appear when going to the Lines tab.
  • Lot/Serial #’s will need to be distributed.
  • You must have a quantity at the Ordered and Received fields to enter an amount at the Returned field.
  • Return of goods reopens the purchase order and the returned quantity is placed on back order..

Printing Return Orders

Updating Returns

Material Requisitions

Used to track and print internal requisitions.

  • Similar entry to standard purchase orders, but vendor and purchase address have been replaced by Requested By and Department fields.
  • Qty. Ordered has been replaced by qty. Requested.
  • Totals tab is read only with no freight or sales tax fields.


Material Requisitions Issue Entry

  • Used to fulfill requisitions.
    • Issues can be either direct, for issued against specific Material Rec. PO numbers.

Updating Material Requisitions

 

Are you interested in learning about Return of Goods Entry in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including Purchase Orders in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Tracking Purchase Orders in Sage 100

Learn about tracking Purchase Orders in Sage 100 with Sage 100 training classes from Accounting Business Solutions by JCS!

 

Tracking Purchase Orders in Sage 100

Open Purchase Order Report

The Open Purchase Order Report provides information for all or a selected group of open purchase orders. A variety of setup options for this report make it a helpful tool for tracking and analyzing. These options include:

  • Choice of sorting by order number, vendor number, required date, and vendor name
  • Option to include orders with a particular status
  • Ability to include all order types, just one order type, or a combination of order types
  • You can print the report in either a detailed or summary format

Open Orders by Item Report

The Open Orders by Item Report lists open orders by item number or description. This is helpful when analyzing or tracking what items are on order with vendors. The options on this report include:

  • Ability to include all order types, just one order type, or a combination of order types
  • Ability to base the selection criteria on item number, product line, and warehouse
  • You can print the report in either a detailed or a summary format

Open Orders by Job Report

The Open Orders By Job Report is available only if you are integrating Purchase Order with Job Cost. It provides a report of open purchase orders by job number to facilitate the tracking of outstanding orders for each job. A variety of setup options for this report make it a helpful tool for tracking and analyzing. These options include:

  • Option to include orders with a particular status
  • Ability to include all order types, just one order type, or a combination of order types
  • You can print the report in either a detailed or a summary format

Open Orders by Work Order Report

The Open Orders By Work Order Report is available only if you are integrating Purchase Order with Work Order. It provides a report of open purchase orders by work order number to facilitate the tracking of outstanding orders for each work order. The setup options for this report include:

  • Option to include orders with a particular status
  • Ability to include all order types, just one order type, or a combination of order types
  • You can print the report in either a detailed or a summary format

Expected Delivery Report

The Expected Delivery Report is sorted by the delivery date. The delivery date is the date you indicated each item on the purchase order is required. This report can assist you in ensuring your vendors are meeting your requests for items in a timely manner and alerting your warehouse of possible deliveries. The setup options for this report include:

  • Ability to sort by delivery date, item number, or warehouse/item number
  • Ability to base the selection criteria on item number, delivery date, product line, and warehouse

Expected Delivery Recap Report

The Expected Delivery Recap Report summarizes the expected deliveries for outstanding purchase orders for any three consecutive user-defined periods.

  • Total quantities to receive for each item are displayed for each of the periods.
  • If Inventory Management is integrated with Purchase Order, this report provides the on-hand quantity, the committed quantity, the available quantity, and the quantities on the purchase order for each item.

 

Are you interested in learning about tracking Purchase Orders in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to track Purchase Orders in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Entering Purchase Orders in Sage 100

Learn how to enter Purchase Orders in Sage 100 with Sage 100 training classes from Accounting Business Solutions by JCS!

 

Entering Purchase Orders

 

Automatically Generate Purchase Orders

You can automatically generate purchase orders based on reorder information in Inventory Management or on entered sales orders

 

  • Primary Vendors must have been assigned to Items

  • Use Auto Reorder Selection on the Main menu to generate purchase orders for items whose on-hand quantities are at or below the reorder point defined in Inventory.
  • After Creation they can be maintained in PO Entry.
  • Vendor price structures defined in PO Setup will notbe taken into account.

  • Use Auto Generate Orders Selection on the Main menu to generate purchase orders for a selected group of sales orders.
  • You can combine all requests for an item into a single line on the order if you are summarizing; however, the report displays each request for the item.
  • You choose during the selection process, how purchase quantities are to be calculated.
  • You will be prompted for the next PO number.
  • After Creation they can be maintained in PO Entry.

Reports for Determining What to Order

  • Inventory Stock Status Report: Use the Inventory Stock Status Report to view current stock levels, pending purchase orders, and pending back orders for all or a selected range of items. In addition, the quantity available for sale is provided as of the current date. It includes the reorder point and the average cost.
  • Inventory Reorder Report: Use the Inventory Reorder Report to view a recommended reorder quantity for each item based on the settings in Inventory Maintenance. The report also provides the current on-hand, purchase order, sales order, and back order quantities for each item.
  • Inventory Turnover Report: Use the Inventory Turnover Report to evaluate inventory item turnover. This report is helpful in determining stock levels and reordering settings for items. Information is displayed by item, warehouse, and inventory totals.
  • SO Back Order Report: The Back Order Report details all back orders on file by item or by customer. Information for each back order listed includes the order number and date, the ship date, and the customer number and name.
  • SO Daily Drop Ship Report: The Daily Drop Ship Report on the Sales Order Main menu itemizes all inventory items, miscellaneous charges, or special items to drop ship directly to the customer by the vendor. If Purchase Order is installed, you can create purchase orders based on sales orders containing drop ship items.
    • Only line items designated on the sales order to drop ship are displayed.
    • After printing the report, you have the option of clearing the daily drop ship information.

Purchase Orders Types

  • Standard Order
  • Master Order
  • Repeating Order
  • Drop Ship
  • Material Requisition

Purchase Orders Entry – Default Values

You can save default values for just the current purchase order entry session or for future sessions as well. Values saved for future session are stored by user logon or workstation.

Purchase Orders Entry – Header

 

  • Can add on the fly vendors.
  • Can elect to track Use Tax for purchases, but tax amounts cannot be added to the Item cost.
  • Order Status

– New: This is the default status assigned to a purchase order when entered. The status is automatically updated to the status of Open when it is printed.

– Change: This status is used to make modifications to existing purchase orders or back orders for which a change order is required by the vendor. You can print change orders when printing purchase orders.

– Open: This status is normally entered during the process of converting from another accounting system for orders not received or invoiced; however, you can assign the status of Open at anytime, whether the order is printed or not.

– Completed: After a purchase order is fully received and invoiced (if the Post A/P Invoice check box is selected in Purchase Order Options), a status of Completed is assigned to it automatically and the purchase order is then unavailable for change. Completed purchase orders are purged during period-end processing depending on settings in Purchase Order Options.

– Back Order: If lines are added or the ordered quantity is changed while receiving the order, the status of Back Order is assigned to the order.

 

Purchase Orders Entry – Address

Purchase Orders Entry – Lines

  • Virtually unlimited number of lines
  • Qty. on PO field in Inventory is updated after Inventory items are accepted.
  • Misc. items and comment codes are selected by using a forward slash (/) prefix.
  • Special Items are enter by using an asterisk (*) prefix.
  • Additional line options and fields
  • Item Inquiries (quantity, vendor price, reorder data, item status, alternates, memos
  • Job Integration


Purchase Orders Entry – Totals

  • Tax Detail button
  • Prepaid Freight is used for Allocation to item cost, but does not affect PO totals.

 

  • Vendor button
  • Quick Print

Drop Ship Orders

  • Drop Ship orders do not affect inventory.
  • When closed using Receipt of Invoice Entry, invoice is used for delivery confirmation.
  • When PO Receipt of Invoice is processed, special item cost is debited and A/P is credited.
  • When SO Invoice is processed, A/R is debited and special item sales is credited.
  • Tie to Sales Order Number

Repeating Orders

  • Use as template for routine standard orders.
  • Qty. on PO field in Inventory is not updated when original Repeating Order is created.
  • Copy to Use.
  • Cumulative quantities are tracked.
  • Original order quantity is defaulted for new order based on Repeating Order.
  • Expiration

Master Orders

  • Contract Order.
  • Qty. on PO field in Inventory is not updated when original Master Order is created.
  • Copy to Use.
  • Cumulative quantities ordered and received are tracked on the Master Order.
  • Quantity remaining is defaulted for new order based on Master Orders.
  • Expiration


Printing Purchase Orders

 

 

Are you interested in learning how to enter Purchase Orders in Sage 100? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to customize options in Purchase Order in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Period-end processing in Sage 100cloud Purchase Order

Period-end processing in Sage 100cloud Purchase Order

 

This time of year, period-end processing in Sage 100 is a useful feature to know. Learn how to use period-end processing in Sage 100 with the Sage 100 Purchase Order training class from Accounting Business Solutions by JCS today!

 

Utilities & Period-End Processing

  • Period-End Report Selection
  • Period-End Processing
      • The following actions are performed when the period is closed:
        • Prompts the user to print the monthly reports
        • Clears period-to-date quantity and purchase history for miscellaneous charge codes
        • Removes completed purchase orders and master and repeating orders with expiration dates before the period-ending date.
        • Increments the current period in Purchase Order Options.
        • If the Purge Purchase Order Recap at Period End check box is selected in Purchase Order Options, all completed and cancelled purchase orders are removed from the recap.
        • If you selected Until Period End at the Retain Receipt History field in Purchase Order Options, receipt history is purged automatically for completed purchase orders

Purge Tasks

There are six purge tasks available on the Utilities menu, which can be used anytime during the accounting cycle. With the exception of the Purge Purchase Order Receipt History task, you can define a date to use when purging history.

Note: Always back up your data before performing a purge.

Purge Completed Purchase Orders

  • Removes all orders completed based on the Purchase Order accounting date, the date completed, and the number of days entered at the Number of Days to Retain Completed PO field in Purchase Order Options.
  • You can use this task to provide additional disk space before the regular period end processing.

Purge Expired Master/Repeating Orders

  • Removes master and repeating orders with expiration dates before the accounting date.
  • Automatically occurs during period-end processing.

Purge Completed or Cancelled PO Recap

  • Removes data for orders completed or cancelled on or prior to the accounting date for which there is no receipt history.
  • If the Purge PO Recap at Period End check box is selected in Purchase Order Options, this task is automatically run at period-end.
    • This does not purge open purchase orders.

Purge Obsolete Purchase Orders

  • Removes all obsolete purchase orders whose order date, last receipt, or last invoice are before the date entered, regardless of their status.
  • Purging obsolete purchase orders may cause your Purchases Clearing Report not to match with the purchases clearing account in the General Ledger Trial Balance Report.

Purge Purchase Order Receipt History

  • Removes receipt history for completed purchase orders.

Purge Purchases History

  • Removes history for receipts or postings made on or before a date you select.
  • This task is in addition to the functionality performed during the period-end process.

 

To learn more about period-end processing in Sage 100 Purchase Order, call the Sage 100 experts at Accounting Business Solutions by JCS today at 800-475-1047 or email us at solutions@jcscomputer.com. Our experienced Sage 100 consultants offer Sage 100 training classes, including how to use period-end processing in Sage 100 ERP, Sage 100 Manufacturing, and Sage 100cloud.

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Sage 100 Purchase Order Maintenance

Learn how to maintain Sage 100 Purchase Order with Sage 100 training classes from Accounting Business Solutions by JCS!

One of the most attractive features of Sage 100 is its flexibility, and the Sage 100 Purchase Order module is no exception. Sage 100 Purchase Order Maintenance contains a variety of options which can be customize to fit your particular needs.

 

Ship-To Address Maintenance

Miscellaneous Item Maintenance

  • Create Common Information (CI) non-inventory items
  • Select Miscellaneous as the item type for non-inventory items that have a unit price or unit cost.
  • Select Charge for fixed charges that are applied to an invoice.
  • Select Comment as the item type to enter a standard comment. For example, you can enter a comment for warranty information or care instructions.
  • Standard Codes M & C

 

Vendor Price Maintenance

  • Create Price Structure based on Vendor ID
  • Create Price Structure based on Product Line by Vendor
  • Create Price Item Specific Structure by Vendor ID
  • Same window as from Vendor Maintenance
  • Same window as from Item Maintenance

 

Landed Cost Type Maintenance

  • Methods includes Cost, Weight, Quantity, and Volume.
  • Weight or Volume allocate only to inventory items.
  • The FRGHT cost type is defined by the system and cannot be delete.
  • If the Automatic Update check box is selected, the landed cost amount for this cost type automatically updates based on the freight amount entered for the invoice.

Memo Manager Maintenance

  • Assign security roles to where memo’s can be created/viewed

 

Are you interested in learning how to maintain Sage 100 Purchase Order? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to customize options in Purchase Order in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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Sage 100 Purchase Order Options

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One of the most attractive features of Sage 100 is its flexibility, and the Sage 100 Purchase Order module is no exception. PO in Sage 100 has a variety of customizable options which range from sales tax reporting and aging options to printing and batch processing options. Continue reading to see the various customizable screens in Sage 100 Purchase Order.

 

Purchase Order Options – Main

  • Retain Complete PO’s & Auto Closing PO’s
  • Posting to AP

 

Purchase Order Options – Additional

  • Posting to GL
  • GL Accounts (*Special Items Acct. must match Acct. in SO if installed)

 

Purchase Order Options – Entry

  • Batch Processing
  • Auto Numbering
  • Defaults
  • Other

 

Purchase Order Options – Line Entry

  • Landed Costs or Allocated Freight (only works if freight is known at Receipt of Goods)
  • Defaults
  • Drop Ship Options (auto entry from SO)

Purchase Order Options – Printing

  • Register Options
  • Backorder Fill Reporting

Purchase Order Options – History

 

Are you interested in learning how to customize Sage 100 Purchase Order? Accounting Business Solutions by JCS offers Sage 100 training classes, including how to customize options in Purchase Order in Sage 100.  Call us today at 800-475-1047 or email us at solutions@jcscomputer.com today to get started.

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