On the Purchases for invoicing screen you can get information about your purchases that are not yet invoiced. You can also filter the results based on different criteria. The screen is divided into three main sections: Header (1), Filter (2) and Result (3).
Within the Header (1) you can find a drop down menu that allows you to create a new Purchase Inquiry, Purchase order or a Purchase order reversal.
There’s also a blue magnifier button that’s used to show and hide the Filter section –
When the Filter (2) section is shown, on the left side you will find three buttons – Purchase orders, Purchase order rows and Items. They change the way you see the results below in the Result (3) section.
- If Purchase orders is selected, your result section shows a row for each purchase
- If Purchase orders rows is selected, your result section shows a row for each particular item within a Purchase order. If three different items were purchased within the same purchase order, you will see three different rows in the result section for that same Purchase order.
- If Items is selected, your result section shows a row for each item that has been purchased within any Purchase order and shows the aggregated quantity of the item sales.
The rest of the buttons within the Filter section allow you to filter based on something specific like a Date range, Office, Supplier type, Supplier, Status, Trader, Status. Most of them are drop down menus where you can select your filters. The different options are described in the table below:
| Option | Meaning |
| Date range (From, To) | Allows you to filter your results based on the time the purchase happened |
| Office | Allows you to choose from which office the purchase order was made. If a person is not given permission to work with a particular office, they won’t be able to see that office in the menu |
| Supplier type | Allows you to choose from the supplier types that are already registered in your database |
| Status | Allows you to check the status of the orders you want to see – if they are Confirmed, Active or Cancelled. The rows in the Result section are colored differently based on the Status. Confirmed orders show green (nothing more to be done for this order), pending orders are black (something is yet to happen with that order) and cancelled orders are grey. |
| Trader | Allows you to filter based on the person who made the order |
| Supplier | Allows you to choose from the suppliers that are already registered in your database |
| Type | Allows you to check Purchase orders, Purchase orders reversals or Reversed Purchase orders and then you will see only results of this type. |
After choosing the filters you want, you can use the grey magnifier button – , to apply your filters and get your results. Based on your Filter (2) section, the Result (3) section will be visualized differently.
When the Result filter is set to Purchase orders, the Result (3) section will show you the purchases that happened based on your filter criteria, one purchase on each row. By default, the system will only show you the most used columns:
| Column | Meaning |
| Type | Purchase orders/Purchase inquiry or Purchase order reversal |
| Number | Number of the order or reversal |
| Date | Document date |
| Supplier | The supplier for whom the purchase was made |
| Currency | The currency of the order |
| Amount | The total amount in the order in the respective currency |
plus a few extra buttons:
| Button | Mouse over text | Meaning |
| Rows | Shows you the rows within the order (item ID, name, quantity, stored in) | |
| Account File | Shows you more information for the previous column, in this case the account file with aggregated information for this supplier | |
| Filter by account | Filters by account and will only show you the purchases from this particular account | |
| Create financial document | Gives you the chance to create a financial document for this purchase (if one has not been created already) | |
| More info | Opens more info – the purchase record |
If you want to see more information about your purchases, there are check boxes that allow you to add more columns to the list of results:
| Column | Meaning |
| Company | The company which is registered in the system, there could be a few companies when there is a holding in place |
| Office | The office where the purchase was made |
| Trader | The person who made the purchase order |
| Corresponding number | The number used by client’s accounting system |
| Delivery date | If set when the purchase was made |
| Contract | Name and number of the contract with the supplier |
| Finance | Shows a few columns together (Tax Template, Type of invoice, Payment type) that help you understand the financial part of the order |
| Linked transactions | Shows the history of the purchase like supplier SKU, description, batch, payment, weight etc. Each item in this column is a shortcut that opens the respective document |
| Description | It will show if it was set when the order was created |
| Comment | It will show if it was set when the order was created Note: When we check to show the Description and/or Comment columns, we get an additional button in the Result section – . That button allows for quick edit of these fields |
| Price | Shows the full price for the order and the breakdown of real price of the items and taxes into multiple columns in the Result section (Price, VAT, Amount) |
| Invoiced | If it has a payment document created |
| Paid | With received payment |
| Stored in | The amount of items we have requested for refilling the stock inventory |
| Total in BGN (or the default system currency) | If there are purchases made in EUR and others made in BGN, this will show the total in one currency (the main currency of the system – BGN or other) |
The columns you select are remembered by the system so next time you come to this screen and apply a filter to search for some orders, your favorite columns will be shown.
When the Result filter is set to Purchase Orders rows, the Result (3) section will show you a row for each particular item within the order. By default, the system will only show you these most used columns:
| Column | Meaning |
| Type | Purchase order/Purchase inquiry or Reversal |
| Document number | Number of the order or reversal |
| Date | Document date |
| Supplier | The supplier for whom the order was made |
| ID | The ID of the item |
| Name | Name of the item |
| Brand | Brand of the item |
| Currency | The currency of the order or reversal |
| UM | Measurement unit |
| Quantity | Quantity of the item |
| Discount by supplier | The discount given by the supplier |
| Amount | Amount for that item |
plus the additional buttons for more information about the previous column (), for filtering based on the account () and more info for the order (), which opens the purchase record.
If needed, additional columns could be shown, the list of additional columns is as follows:
| Column | Meaning |
| Company | The company which is registered in the system, there could be a few companies when there is a holding in place |
| Office | The office where the purchase was made |
| Trader | The person who made the purchase order |
| Corresponding number | The number used by client’s accounting system |
| Delivery date | If set when the purchase was made |
| Linked transactions | Shows the history of the purchase like expedition documents, warehouse operations, payment document, etc. Each item in this column is a shortcut that opens the respective document |
| Description | It will show if it was set when the order was created |
| Price | Shows the full price for the order and the breakdown of real price of the items and taxes into multiple columns in the Result section (Price, Tax, Amount) |
| Invoiced | If it has a payment document created |
| Paid | With received payment |
| Stored in | The amount of items we have requested for refilling the stock inventory |
| Total in BGN (or the default system currency) | If there are sales made in EUR and others made in BGN, this will show the total in one currency (the main currency of the system – BGN or other) |
When the Result filter is set to Items, the Result (3) section will show you a row for each item with aggregated information about its sales. The system will show you these columns:
| Column | Meaning |
| ID | ID of the item |
| Name | Name of the item |
| Brand | Brand of the item |
| UM | The measurement unit of the item |
| Quantity | The quantity of the item |
| Amount, BGN | The amount in BGN or the default system currency |
| Stored in | How many items of this type have been stored in |
| Pending for storing | How many items of this type are pending to be sored |
| Available | How many items are available for purchasing and storing |
With this view there are no additional columns that can be shown/hidden with check boxes.