Overview
This article explains how to create an outright purchase. Outright purchases are purchases where the goods are provided to the customer and the customer is either invoiced immediately or at the end of their next billing period.
Before a purchase can be made, products need to be set up in the Products module and made available for sale.
If your account has Multiple Pending Invoices enabled, then your system behaviour may be different in regards to pending invoices and cardlines. Please see this article for more information.
Create an Outright Purchase
Add a new purchase as described in Make a Purchase. From the Point of Sale screen press on the Outright Purchase tab.
From this screen you can add any number of products to the cart before finalising the purchase.
Add a Product to the Cart
To add a product to the cart, either use the quick search to fill in the product details, of fill them in manually as described bellow.
Press Add to Cart to add the product to the cart.
Quick Product Search
This search can be used to quickly fill in the product details. Select a product to have the rest of the fields in the product section filled in.
| Field | Description |
|---|---|
| Product Type | List products by the selected fields, this will only show products that have values for those fields:
|
| Search for Product | Select a product using this list. |
Product
Select the product using the following fields. The remaining fields in this section will be filled in automatically after selecting a product.
| Field | Description |
|---|---|
| Product Category | Select a product category to list products from that category in the Product field. |
| Product Sub Category* | Select a sub category, if available, to filter the products listed in the Product field |
| Product | Select one of the listed products. |
* Optional Field.
The remaining fields will have been filled with the correct data for the selected product, but can be further customised before adding the product to cart.
| Field | Description |
|---|---|
| Use Product Ledger Code | If checked, the product will use the default ledger code for this type of product. If unchecked, then you can select a customer ledger code in Custom Ledger Code. |
| Custom Ledger Code | Select a ledger code for this product purchase. |
| Vanity Purchase From* | Select a date to show as the Purchase From date on invoices. |
| Vanity Purchase To* | Select a date to show as the Purchase To date on invoices. |
| Shipping Provider* | Name of the shipping provider responsible for the products delivery. |
| Consignment Note* | An additional note that will be displayed on the consignment notice. |
| Shipped Date* | The date the product was shipped. |
* Optional Field.
These fields relate to the quantity of items to purchase and the prices for the product.
As you change these values, other fields in this section will recalculate to account for your changes.
Modifying the Qty. Required field will reset the Unit Price fields to the default for this product.
| Field | Description |
|---|---|
| Qty. Required | Enter the quantity of product to purchase. |
| Unit Price (Ex. tax) | The price of a single unit excluding tax. |
| Unit Price (Inc. tax) | The price of a single unit including tax. |
| Unit Tax Type | Choose the tax type to apply to this products purchase. |
| Total Price (Ex. tax) | Total price for the quantity of products excluding tax. |
| Total Price (Inc. tax) | Total price for the quantity of products including tax. |
| Purchase Note* | A custom note to be associated with this products purchase. |
| Purchase Note is Visible to Customers | If checked, the Purchase Note will be visible on invoices. |
* Optional Field.
Press Add to Cart to add the products to the cart.
You can continue using this section to add more products to the cart.
As you add products to the cart they will appear in the Cart Details and Service Details sections as described below.
Cart and Service Details
These two sections list all the products that have been added to the cart. Some products must be associated with a service, they will appear under the Service Details header.
Serial Numbers
Some products require serial numbers to be selected for them, press Serial Numbers under the action column to select serial numbers for them as described here.
Delete from Cart
Press Delete in the action column to remove a product from the cart. Services will be removed when their associated product is deleted.
To change the quantity of a product you will have to delete it, and them add it again with the desired quantity.
Link Service
Press Link Service to bring up the service linking window.
Service Search
Fill in the following fields and press Search to update the list in Available Services.
| Field | Description |
|---|---|
| Service Identifier | The Service Id. of the service. |
| Service Address | The address the service subscription is associated with. |
Select a service from Available Services and examine the details displayed below.
When you are ready press Link Service.
Complete Purchase
When you have finished adding products to the cart, scroll down to the Complete Purchase section.
Fill in the following options:
| Field | Description |
|---|---|
| Invoicing Method | Select one of the following:
|
| Payment Method | Select one of the following:
|
Press Proceed to Confirmation to proceed to the next screen.
Purchase Confirmation
This screen is used to review the cart and purchase settings.
You can customise the purchase further with the following fields.
| Field | Description |
|---|---|
| Purchase Order Number* | This field is for you to enter a purchase order number from an external system, if you have one. |
| Display the purchase order number in the Purchases section of the invoice? | If checked, the purchase order number will be shown in the invoice. |
| Invoice Issue Date† | Override the invoices issue date. To backdate the invoice, for example. |
| Invoice Due Date† | Override the invoices due date. |
| Invoice Template | Choose the invoice template for the purchase. (Requires Set Invoice Layout in Create Immediate Invoice power) |
| Approve Invoice Immediately?† | Invoice will be approved with the approval date set to the current date and time. |
| Effective Date†‡ | Override the approval date and time. To backdate the approval, for example. |
| Create this invoice just after the most recent transaction in the ledger?† | Sets the invoice creation time just after the most recent transaction. |
| Override Product Purchase Date | Choose a transaction date for the product. |
* Optional Field.
† Only present when Invoicing Method is set to: Create Invoice on the previous screen.
‡ Only available when Approve Invoice Immediately is checked and Create this invoice just after... is unchecked.
Press Back to return to the previous screen.
Press Confirm the Purchase to complete the outright purchase.
If Payment Method is set to Receive Payment Now then after completing the purchase you will be taken to the manual payments screen to record the payment.