Open the purchase order you want to deliver.
Click on the button or from the menu select File|Deliver Order Mode.
If it is a partial delivery, type the quantities to deliver under the Deliver
column, otherwise go to step 5.
Once all quantities are entered, click on the button and go to step 7.
If you are delivering the entire order click on the button.
Tick the Deliver Entire Order box.
If the entire order is to be delivered you do not need to select the quantities in the Deliver
column.
If
you need to amend the purchase order but you are already in delivery mode, press the
button to leave delivery mode.
Delivering Goods With Box Conversions
If one or more stock items have a Box Conversion factor that is set to a value other than 1 or zero, then CAPITAL will multiply the quantity placed under the Deliver column by the box conversion factor and place the result into stock.
For example, if the Box Conversion factor of a product is 12, then when you place 1 under the Deliver column, 1 x 12 = 12 units will be placed in stock control. This feature is useful when you will be purchasing in one unit of measure but selling in a different unit of measure.
For more information on working with different units of measure consult the topic: Dimension Based Pricing.
Delivering Goods In Different Dimensions
CAPITAL allows you to buy and sell goods in units of measure that differ from the standard or base unit of measure. For example, you may purchase by the pack, metre, cubic metre, tonne, and so on. If you select a non-standard unit of measure, then when you go to deliver those goods, the quantity you place under the Deliver column refers to the same unit of measure. For example, if you purchase in tonnes as your order quantity, then enter the tonnes received under the Deliver column as well.
The meaning of each column is explained as follows:
Deliver
This is the quantity to receive in the standard unit of measure.
If
you have ordered the goods in tonnes, packs, cubic metres or other lengths, it should be noted that the
expected input quantity remains the standard unit of measure. For example, if the standard unit of measure
is a 'metre' and there are 30 metres to a 'pack' and you have ordered 3 packs and have received 3 packs,
then the input quantity would be 90. This is 3 packs = 30 metres x 3 = 90 metres.
Previous
This is the quantity previously received, in standard units of measure.
Qty
This is the quantity of the original order in standard units of measure.
Box
This is the quantity of the original order in standard units of measure.
This
column is not viewable by default. You must add it to your transaction by selecting from the Purchase
Order menu Customise|Column Options|Complete Column List. Then tick Box Dimension Quantity from the list.
Cost
The cost price as per the unit of purchase.
Unit Cost
The cost price as per the standard unit of measure.
This
column is not viewable by default. You must add it to your transaction by selecting from the Purchase
Order menu Customise|Column Options|Complete Column List. Then tick Unit Cost Price from the list.
For more information on working with different units of measure consult the topic: Dimension Based Pricing.
Receiving Goods
Transaction No
The supplier transaction number that will be assigned to the supplier transaction created by this operation. This number is for internal reference and does not normally need to be changed. Do not enter the supplier's order number here.
Deliver Entire Order
Tick 
to deliver the entire order. If you are making a partial delivery leave this field unticked.
Report
Tick
to print a stock delivery report. A purchase delivery forms needs to be set-up via INSTALLATION
Workshop. Sample delivery forms are in the CAPITAL \FORMS directory and can be created using the Visual
Builder Forms Wizard.
For more information on printing a delivery report see the topic: Purchase Delivery Forms.
Labels
Tick
to print a stock delivery labels. Stock marked in Stock Control as not requiring a stock label will be
skipped over during printing. (The label form may be changed, however, to alter this behaviour.) A purchase
delivery forms needs to be set-up via INSTALLATION
Workshop. Sample delivery forms are in the CAPITAL \FORMS directory and can be created using the Visual
Builder Labels Wizard.
For more information on printing delivery labels see the topic: Purchase Delivery Forms.
Purchase Received
This is the date that the goods actually arrived in stock. Your stock files will be updated to reflect the latest receive dates once the order is delivered.
Invoice Date
The date that appears on your supplier invoice.
Date Due
The date the transaction will be due for payment. (For a 30 day account the transaction would normally fall due the first day of the next month.) The date due will only affect your supplier account if the account is being aged by due date.
Exchange Rate
You may enter the exchange rate here. Applicable if the account is specified as an overseas supplier. Note that the costing used by the standard purchase order system is relatively simple. (A special stock costing utility is provided for those requiring more elaborate cost calculations on incoming goods.)
Amount
This is the amount owing for the stock you have purchased and is automatically calculated for you. Provided that the stock prices you have entered are correct, this will match the invoice total, less miscellaneous charges. It can only be adjusted if the general ledger is not activated.
Other Costs/Charges
Miscellaneous charges such as freight can be entered here manually. This is a short-cut if you have not previously entered this information on the purchase order. This amount is entered in the original currency of the purchase order.
GST Charges $AUD
If tax is being calculated automatically this field will show the total tax component of the order's delivery value. The amount cannot then be edited.
If tax is being calculated manually because tax processing is turned off (not applicable) for the order, then you will be able to enter the tax component of the order in Australian dollars here. This amount is inclusive of the total order's value.
IMPORTANT:
If you do enter a value into this field, CAPITAL will subtract this amount from each order line item placed
into stock, in proportion to the value of the tax or GST entered.
In other words, if the line item value is $11 and the GST entered into this field is $1, then:
$11 - $1 = $10
will be the final cost of the item placed into stock.
For
foreign currency transactions when the GST is calculated automatically, the GST is shown in the currency
of the original transaction.
Change the Tax No field on the transaction's account details screen to
switch from automatic to manual tax calculations. If you enter a message in this field, such as "INCLUSIVE"
then automatic tax calculations are turned off and you can manually enter the tax you wish to allocate
to the goods being delivered. If you leave the field blank or enter the words "NO" or "Nil"
then the tax will be calculated automatically.
Transaction Type
The transaction type of the supplier invoice that will be added to the system.
See Supplier Transaction Reference for more information on transaction types.
Reference
The supplier reference. This will usually be the supplier invoice number. CAPITAL automatically records the purchase order number.
Details
Optional second reference field.
Place in Location
Only applicable if multi-location stock control is active. Specifies the location where stock will be placed. If stock does not exist at the specified location, new stock records will be created as necessary.
A
blank location is itself a valid location. All stock, regardless of its original location, will be delivered
to the location specified by the Place in Location field.
After editing or accepting the options on this screen, press the Next> button. CAPITAL will take you to the expense dissection input screen where you should allocate any outstanding expenses as appropriate. This area is mandatory if the general ledger is active, but otherwise optional.
Once this information has been entered or confirmed, CAPITAL will adjust the appropriate accounts and stock records and return you to the purchase order. Observe that the quantities in the Deliver column will now be added to the Previous column.
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