Purchasing Non-Inventory Items Including Fixed Assets

Purchasing Expensed Items

1. Click on the 'Purchase Orders' hyperlink on the side navigation bar under the Order Entry heading.
2. Click on the 'New Purchase Order by Supplier' hyperlink on the Purchase Order Management screen.
3. Click on the hyperlink of the supplier to whom you will be issuing the Purchase Order.
4. Enter a Purchase Order number for your new your PO. This number must be unique.
5. Review the payment terms, the currency and, if necessary, the exchange rate of the order.
6. Click on the 'Update Order Header' button to finalize the header information.
   • Once the header information is finalized, the 'Add Line Item' button will appear at the bottom of the page, allowing you to save a series of Line Items for that order.
7. Select your desired product or service from the drop-down list.
8. Enter your desired quantity and select your desired unit-of-measure. (The default unit-of-measure is EA or EACH)
9. Enter a price per unit-of-measure of the item selected.
10. Select the appropriate Tax Code for the purchase.
11. If you want, you can enter a Description or a comment in the fields provided.
12. Select your desired delivery date for the item.
13. Leave the Fixed Asset drop-down list set at 'No Selection'.
14. Click the 'Add Line Item' button to record the line item on your Purchase Order.
    • Repeat steps 8 through 15 until you are satisfied with your order.
15. Click done when you have finished entering all your items. Alternatively, you can navigate to away from the Edit Purchase Order screen by clicking any hyperlink on the side or top navigation bars.

Purchasing Fixed Asset Items

Create a PO

1. Make sure you have already created a Fixed Asset in General Ledger menu, Fixed Asset, New. You would be asked to provide the fixed asset name, control accounts such as GL Asset account, contract asset (for depreciation), Expense account ( for recording depreciation expenses).
2. Click on Orders, Purchase Orders, new P/O to create a new Purchase Order
3. Choose the supplier by typing the name of the supplier to bring up a list
4. Fill out the form the create a PO
5. Review the payment terms, the currency and, if necessary, the exchange rate of the order.
6. Click on the 'Assign Order Number' button to finalize the header information.
   • Once the header information is finalized, the 'Add Line Item' button will appear at the bottom of the page, allowing you to save a series of Line Items for that order.
7. Select your desired product or service from the drop-down list.
8. Enter your desired quantity and select your desired unit-of-measure. (The default unit-of-measure is EA or EACH)
9. Enter a price per unit-of-measure of the item selected.
10. Select the appropriate Tax Code for the purchase.
11. If you want, you can enter a Description or a comment in the fields provided.
12. Select your desired delivery date for the item.
13. From the Fixed Asset drop-down list, select the Fixed Asset to which the item should be assigned.
    • Note: that only one non-inventory item can be assigned to any given Fixed Asset from the list.
    • Repeat steps 8 through 15 until you are satisfied with your order.
14. Click the 'Add Line Item' button to record the line item on your Purchase Order.
15. Click done when you have finished entering all your items.

Receive the Fixed Asset

Once the PO is created, you can receive the new inventory from Logistics, New Receipt. For detail steps, please see here.

Creating the Bill for the Fixed Asset

To pay for the fixed asset that is just received. you would create a new bill for the supplier. Use the link to shipment receipt option to create new bill item for the asset that is just received. Post the bill. Once the bill is posted, the fixed asset is considered received and the system would start tracking the value of the fixed asset.