{"id":21376,"date":"2021-08-19T16:22:02","date_gmt":"2021-08-19T15:22:02","guid":{"rendered":"https:\/\/bigredcloud.com\/?post_type=docs&#038;p=21376"},"modified":"2022-11-14T13:06:45","modified_gmt":"2022-11-14T13:06:45","password":"","slug":"purchase-transaction-entry","status":"publish","type":"docs","link":"https:\/\/bigredcloud.com\/en\/documents\/purchase-transaction-entry\/","title":{"rendered":"Purchase Transaction Entry"},"content":{"rendered":"<p><iframe loading=\"lazy\" class=\"lazy-loaded\" title=\"vimeo132418689\" src=\"https:\/\/player.vimeo.com\/video\/132418689?autoplay=0&amp;autopause=0\" width=\"600\" height=\"360\" allowfullscreen=\"allowfullscreen\" data-lazy-type=\"iframe\" data-src=\"https:\/\/player.vimeo.com\/video\/132418689?autoplay=0&amp;autopause=0\"><\/iframe><\/p>\n<p>At the Purchases Book browse screen click on the\u00a0Add\u00a0button.<\/p>\n<p>A screen entitled \u2018Add a Purchase Book Entry\u2019\u00a0plus the month \/ year selected in the browse screen is displayed:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21377\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/purch_bk_add.jpg\" alt=\"\" width=\"569\" height=\"391\" srcset=\"https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/purch_bk_add.jpg 569w, https:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/purch_bk_add-300x206.jpg 300w\" sizes=\"auto, (max-width: 569px) 100vw, 569px\" \/><\/p>\n<h3><strong>Notes On Purchases Book Entries.<\/strong><\/h3>\n<p><strong>Date.<\/strong><\/p>\n<p>Enter transaction date. \u00a0As described earlier, the program attaches more importance to the month of entry than it does to the date of the transaction. \u00a0However, the date you enter here can be important because in the Purchase Ledger (unlike here in the Purchases Book) invoices are listed in transaction date sequence.<\/p>\n<p><strong>Reference.<\/strong><\/p>\n<p>The number shown in this box (maximum 6 digits) is your reference and not the number printed on the Supplier\u2019s invoice. \u00a0As you go about adding a series of invoices the program will automatically \u2018offer\u2019 you the next number, made up of the last reference number used plus one.<\/p>\n<p>If the reference number shown is\u00a0not\u00a0the one you wish to attach to this entry then you should change it by overwriting with a maximum of 6 digits.<\/p>\n<p><strong>Account.<\/strong><\/p>\n<p>You must enter a Supplier\u2019s Account Code. \u00a0Click on the down-arrow in the Account field to see a list of Suppliers or add a new one.<\/p>\n<p><strong>Name.<\/strong><\/p>\n<p>Once you enter a Supplier\u2019s Account Code the Supplier\u2019s name will automatically display in this box.<\/p>\n<p><strong>Detail.<\/strong><\/p>\n<p>This box, which you may skip if you do not wish to use it, allows you to further describe the transaction you are entering. \u00a0Type in whatever you choose (maximum 40 characters) or click on the down-arrow to select an Abbreviation from the drop-down list.<\/p>\n<p><strong>Total.<\/strong><\/p>\n<p>Enter the\u00a0VAT inclusive\u00a0total of the invoice, <em>i.e.<\/em> the gross total. \u00a0If you are entering a Credit Note, key a minus sign in front of the total and in all subsequent amount boxes.<\/p>\n<p><strong>Total VAT.<\/strong><\/p>\n<p>Enter the total amount of VAT shown on the invoice, regardless of whether it comprises one or more % rates. \u00a0If there is no VAT on the invoice enter a zero. \u00a0If the invoice shows only a gross (VAT inclusive) total or the VAT is all at a single rate you may, if you wish to avoid having to calculate the VAT content, skip this box and allow the program to do it for you when in the\u00a0For Resale\u00a0or\u00a0Not For Resale\u00a0boxes below.<\/p>\n<p>If you are entering an invoice from another country you should first read the notes entitled\u00a0Recording Purchases from Other Countries\u00a0at the end of this section.<\/p>\n<p><strong>VAT Type.<\/strong><\/p>\n<p>If the invoice you are entering was issued\u00a0within\u00a0the same state and is subject to VAT in the normal way then you can leave the VAT Type as Domestic.<\/p>\n<p>If the invoice was issued\u00a0outside\u00a0the state or is not subject to the VAT in the normal way then you must select the appropriate VAT Type. \u00a0From the drop-down list select the VAT Type applicable.<\/p>\n<p><strong>Other EU.<\/strong><\/p>\n<p>Invoice issued from another EU state (notional VAT will be applied).<\/p>\n<p><strong>Foreign \u2013 Non EU.<\/strong><\/p>\n<p>Invoice was issued elsewhere in the world.<\/p>\n<p><strong>VAT Exempt.<\/strong><\/p>\n<p>Invoice was issued within the state but is VAT Exempt.<\/p>\n<p><strong>Reverse Charge.<\/strong><\/p>\n<p>Invoice received from a subcontractor on which you must account for the VAT.<\/p>\n<p><strong>For Resale\u00a0And\u00a0Not For Resale.<\/strong><\/p>\n<p>Whether the goods or services being purchased are For Resale or Not For Resale is entirely a matter for your own judgment.<\/p>\n<p>Into each of the VAT % boxes enter the\u00a0net\u00a0(VAT exclusive) amount relating to that VAT rate, as shown on the invoice. \u00a0The program will not allow you to proceed until it is satisfied that the total of all these\u00a0net\u00a0amounts equals the difference between the invoice\u2019s gross Total and Total VAT, as already entered above.<\/p>\n<p>If the invoice you are entering contains a VAT element but shows\u00a0only\u00a0a gross (VAT inclusive) amount\u00a0and\u00a0you have opted to skip the Total VAT box (above), then proceed as follows: place the cursor in whichever box represents the VAT % rate which applies to the goods or services bought, then press the\u00a0Page Up (PgUp)\u00a0key. \u00a0The net and VAT are calculated at the selected rates and the values entered.<\/p>\n<p><strong>Analysis Categories.<\/strong><\/p>\n<p>Enter net (VAT exclusive) amounts in one or more of the fields, as relevant. \u00a0The program will not allow you to proceed until the total of the amount(s) entered equals the total net amount of the invoice.<\/p>\n<p>If you are only going to make an entry in one Analysis Category, or when you have only one Analysis Category entry left to make, place the cursor in the appropriate box then press the\u00a0Page Down (PgDn)\u00a0key. \u00a0The Category is updated with the remaining amount to analyse in the accounting software.<\/p>\n<p><strong>User Defined Field(s).<\/strong><\/p>\n<p>If relevant, enter appropriate details into either or both of the User Defined Fields. \u00a0(Figure 2-8 above shows both fields as having been activated with the titles\u00a0Job No\u00a0and Dept No).<\/p>\n<p><strong>Copy Existing Entry.<\/strong><\/p>\n<p>This button allows the information from a different Purchases Book entry to be taken and used in a new entry. \u00a0When the button is pressed, you are asked for both the Reference Number and the Account Code of the invoice to be copied. \u00a0With this information, the Big Red Cloud\u00ae\u00a0fills in the details of the new invoice, which can then be edited if necessary, and saved.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-21378\" src=\"http:\/\/bigredcloud.com\/wp-content\/uploads\/2021\/08\/purch_copy.jpg\" alt=\"\" width=\"189\" height=\"134\" \/><\/p>\n<p>The screen to specify the Purchases Entry to be copied.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>At the Purchases Book browse screen click on the\u00a0Add\u00a0button. A screen entitled \u2018Add a Purchase Book Entry\u2019\u00a0plus the month \/&#8230;<\/p>\n","protected":false},"author":19,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"inline_featured_image":false,"footnotes":""},"doc_category":[209],"doc_tag":[],"class_list":{"0":"post-21376","1":"docs","2":"type-docs","3":"status-publish","5":"doc_category-purchases"},"year_month":"2026-04","word_count":893,"total_views":0,"reactions":{"happy":0,"normal":0,"sad":0},"author_info":{"name":"apathak","author_nicename":"apathak","author_url":"https:\/\/bigredcloud.com\/en\/author\/apathak\/"},"doc_category_info":[{"term_name":"Purchases","term_url":"https:\/\/bigredcloud.com\/en\/docs-category\/purchases\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Purchase Transaction Entry - Big Red Cloud<\/title>\n<meta name=\"description\" content=\"At the Purchases Book browse screen click on the\u00a0Add\u00a0button. 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