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Setup Purchasig


Purchase Preferences are settings particular to the purchasing side of your business. From here you can change such things as default purchasing accounts, invoice aging methods, aging periods and the nature of the charges you will use for the Real Cost calculation.


1- Setup Periods. Having accounts payable aging periods allows Apt For Access to track the age of past invoices. You can set up four distinct periods. Usually these are from 0 to 30 days, 31 to 60 days, 61 to 90 days, and over 91 days. Invoices or bills you have received will each fall into one of the periods. This way, you can decide to only pay bills after 60 days, or when they are in the first aging period, or whenever you like. You can age your invoices either by the invoice date, or by the date on which they are due.

2- Enter GL Posting Account Defaults. AP Account - All Accounts Payable transactions post to this account. The AP Account cannot be overridden by the item or vendor Setups.

3- Discount Account - Any discounts from your vendor that you decided to take advantage of post to this account. The Discount Account cannot be overridden by the item or vendor Setups.

4- Non-Stock Inventory Account - Purchases of items not set up in inventory post to this account.

5- Miscellaneous Charges - Any other charges not classified as falling into one of the other accounts post to this one. The Miscellaneous Charges Account cannot be overridden at the item or vendor level.

6- Freight Expenses - Cost of Shipping transactions post to this account. The Freight Expenses Account cannot be overridden by the item or vendor Setups.

7- Select Aging options. BSC Food Distribution can age invoices either by the Invoice Date or by the Due Date. The due date is calculated from the terms of sale. The invoice date is the date the purchase order/receiving was posted.

8- Price Groups to Show. Select two different Customer/Price Groups from the dropdown lists. There is a Purchaser Order report that will use this information to show the PO Cost the Regular Sales Price and the Price for these two price lists. (See Purchaser Order) That PO Report will be use by management to see how profitable are two most notable categories compared with the current cost of the goods.

9- General Charges. You can allocate a total of 10 different charges for an Item in the receiving when you are calculating the Real Cost. The first five charges are entered manually. You should give them a short and meaningful description.

10- Receiving Related Charges. The last five charges allow you to enter any description or select a receiving related charge like: Miscellaneous Charges, Freight or a Receiving Credit like Bill Back Advertising and Discount. (See Real Cost Calculation)

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