The Purchase Order document may be manually created by the operator (or electronically created by the Stock Control
system). A Purchase Order is stored in the database under a two-part key comprising the key for the creditor's account for the
supplier, and an order number, which may be incrementally allocated by the software, or manually set by the operator.
Generally supplier details, product selections, prices, discounts etc are established, and then with a single mouse click, an
image of the freshly created Purchase Order is faxed on-line to the supplier via the LILAC Fax Server facility - all the faxing
details being stored with Creditors account data.
Phase II takes place when the goods (or services) are physically received. The original Purchase Order is brought back to the
screen either with reference to the order number details if provided by the supplier, or by the use of LILAC's powerful database
search facilities The quantities to receive are amended if required, and the Receive button is clicked to create a Goods
Received document in the database to reflect the arrival of the goods. This is the stage at which the Stock quantities are
increased if the purchase was into the Inventory ledger, so that the goods are seen to be available for resale or internal
consumption.
Phase III takes place when the Invoice documentation arrives from the supplier with accurate pricing and other financial data
such as freight, tax and duty charges. The Goods Received document is brought back to the screen, and any adjustments
required to the financial aspects of the purchase are made, the invoice number and date are entered and the Invoice button is
clicked. This results in the creation of a Purchase Invoice document in the database to reflect the information provided by the
supplier on his actual invoice document. This is the stage at which all appropriate accounting entries are automatically
created in the LILAC double-entry, multi-ledger database. |
