This guide provides an overview of the Purchases module. It is intended for general users.
Purchase records are used to track actual purchases that impact your accounting system. (In contrast, a purchase order is merely an anticipated cost; it does not impact your accounting system.)
Purchase records give you access to extended information about a specific purchase, including vendor information; the related POs and jobs, if any; and portals to related disbursements, adjustments, and refunds. aACE collects purchase records in the Purchases module. To access the Purchases module, navigate from Main Menu > Accts Payable > Purchases. Click the Go-To link for an existing purchase or click New to enter details for a new record.
1. Vendor
Notes the address of the office for the payment, as well as details about vendor record numbers, dates, terms, and any related purchase order.
2. Description and Additional Info
You can use the Description and Additional Info fields to add immediate notes about the purchase. You can describe the purpose of the purchase in the Description field. In the Additional Info field, you can specify any other details about the purchase that may be relevant or important.
3. Payment Comments
You can add payment-related comments or activities to the Payment Comments section by clicking the Add icon (
).
4. Purchase Items
Any items you have added to the purchase will appear in the Purchase Items section. When you create a purchase from a PO, aACE auto-populates the LICs from the PO.
5. Additional Portals
aACE provides additional portals related to the purchase. You can view related disbursement records in the Disbursement tab. Adjustments made to the purchase are linked in the Adjustments tab. Receipts for the purchase are found in the Receipts tab.
6. Totals
The Totals section details the purchase's payment calculations. aACE presents the purchase's total, including tax and shipping details if applicable. Clicking the Add icon (
) opens the the Apply Payment dialog to apply a payment. You can view how aACE is calculating the Payment Due amount by clicking the Calculations Tooltip icon (
).