Purchase Setup

Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Purchase set up options.

Under this setup you can define and set your preferences and requirements related to your Purchase documents and reports.

Here you will have five relevant sections where all the preferences and requirements pertaining to your Purchase related documents and reports can be set and defined.

We will start with Basic Purchase setup first;

Vendor Label

This will define how would you like to address your Vendor – “Vendor, Supplier etc.”. Select the relevant label of your choice from the dropdown list, which best suit to your industry. Your selected “label” will be printed on the relevant documents to be generated related to Purchase.

Logistic Details

Keeping this option “On”

, will allow you to enter and store the delivery/shipping details at the time of generating Purchase documents.

Document Classification

Keeping this option “ON”

will allow you to classify your Purchase documents on several user defined criteria like Area, Product etc. based on which you can generate/filter various MIS reports.

Agent wise Billing

Keeping this option “ON”

will allow you to keep track of Purchases per Agent and calculate his commission and other entitlement. If this option is ON, the system will ask for related Agent name while generating any Purchase related document.

Tax in Rates

In some Industries purchase rates quoted are inclusive of Taxes and in others rates are exclusive i.e. tax is to be charged separately. Within same industry sometimes the system defer from customer to customer and even form document to document. If you have a uniform system of quoting rates you can select either “Inclusive” or “Exclusive” as applicable, otherwise select “Document Based” and the system will ask for the relevant information at the time of generating a Purchase document.

Stock posting on

If you are maintaining inventory of items, select from the drop down the relevant criteria to increase inventory i.e. either on Receipt of goods or when you receive Purchase Invoice.

Round off

AlignBooks gives flexibility to round off your Purchase documents on any level you want. For example, if your base currency is INR, you can round off your Invoices to the nearest Rupee or in multiple of Rs. 10 and so on. Select from the dropdown, your preferred round off level.

Posting Ledger Based on

Select from the drop down the relevant criteria to maintain your Purchase ledgers in your books of accounts. You can have as many ledgers as you want which can be based upon item or tax rate structure.

Input Billing Charges On Dispatch

If you want maintain the Billing details like Rate, Billing Setup etc. in Goods Receipt Note same as considered in case of Purchase Invoice then Keep this option “ON”.

We have completed creation of Basic Purchase setup. If you want, you can hide this option by clicking on

Now we will explore Purchase Custom Fields.

Purchase Custom Fields

AlignBooks have structured sales documents taking into consideration requirements for varied industries. You can still have up to five extra fields defined per your requirements to cater for your special priorities.

Let us understand how you can configure the Extra Fields for your Purchase documents.

Suppose in your Purchase documents you need one extra field to store “Way Bill Number”

Required: Click on

against Field 1.

Allow Blank : Select “Off” if this is a compulsory field i.e. unless you enter “Way Bill Number”, the System will not allow completing the Purchase Document. If it is not a compulsory Field i.e. in some documents you may enter “Way Bill Number” and in others you may leave this blank, keep allow blank as “On”.

Caption: Here type a Caption for this field for your identification - like “Way Bill No.”

Type: Select from the Drop Down menu specific field type. The type could be a “String, Numeric, Currency or a Date. Since, Way bill no. is an Alpha numeric value, you should select field type as “String” If you select the field type as “Numeric” you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.

"You can repeat the process to add all the remaining fields to meet your requirement".

We have completed creation of Purchase custom Fields. If you want, you can hide this option by clicking on

Now we will explore Vendor Custom Fields.

Vendor Custom Fields

AlignBooks have structured customer master taking into consideration for varied vendor identification requirements. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Vendor Master.

Suppose in your Vendor Master you need one extra field to store Vendor's “Land Mark”

Required: Click on

against Field 1.

Allow Blank: Select “Off” if this is a compulsory field i.e. unless you enter “Land Mark”, the System will not allow completing the Vendor Master. If it is not a compulsory Field i.e. for some vendors you may enter “Land Mark” and in others you may leave this blank, keep allow blank as “On”.

Caption: Here type a Caption for this field for your identification - like “Land Mark”

Type: Select from the Drop Down menu specific field type. The type could be a “String, Numeric, Currency or a Date. Since, Land Mark is an Alpha numeric value, you should select field type as “String”. If you select the field type as “Numeric” you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.

"You can repeat the process to add all the remaining fields to meet your requirement".

We have completed creation of Vendor custom Fields. If you want, you can hide this option by clicking on

Now we will explore Billing Setup – Item Level.

Billing Setup - Item Level

At times, your vendors charge some extra cost on a particular item sold to you. You may also face scenarios where at one time they might want to include charge in a lump sum whilst in another instance they might want to link it to quantity. Similarly, sometimes they may allow some discount on a particular item.

While entering Purchase invoice, calculating these item wise extra amounts and presenting in them in the purchase Bills keeping accounting requirements in mind becomes a difficult and challenging task.

AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements.

Caption : Give a caption to such additional charge / Discount – Example “Making charges”.

Tax Behavior: If this charge is taxable Select “Before Tax” otherwise select “After Tax”.

Calculation Type: If you are charged a lump sum amount select “Fixed Amount and if want to get it auto calculated on Quantity, Amount of Running Total of the Bill, select “Calculation”.

Calculate on : Select the relevant option based on how the charge will be calculated in case when calculation type is set to "Calculation". It can be Either calculated on the "Base value" or "Running Total" Or "Quantity".

Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting. you can leave the field blank if you want to post this charges / deduction in purchase ledger.

Add /Deduct : If it is a charge by the Vendor select “Addition”. If it is a rebate or discount to you select “Deduction”. You can also keep this as “Floating” in which case the system will secure this information at document level.

Slab based on : Select the relevant option based on the charge if required to be calculated on slab basis. User can define slab in price list as applicable.

"You can repeat the process to add all the remaining fields to meet your requirement".

We have completed creation of . If you want, you can hide this option by clicking on

Now we will explore Billing Setup – Document Level.

Billing Setup – Document Level

At times, your vendor incurs some extra cost on a particular Sale made to you and might want to get it reimbursed from you by including it in Invoice. For instance – Delivery Charges. You may also face scenarios where at one time they might want to include charge in a lump sum whilst in another instance they might want to link it to quantity or total Purchase value.

Similarly, sometimes they may allow some discount on a particular purchase.

While entering Purchase invoice, remembering and calculating these extra amounts and presenting in them in the invoice keeping accounting requirements in mind becomes a difficult and challenging task.

AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements.

Caption : Give a caption to such additional charge / Discount – Example “Delivery charges”.

Tax Behavior: If this charge is taxable Select “Before Tax” otherwise select “After Tax”.

Calculation Type: If you will charge a lump sum amount select “Fixed Amount”. Alternatively, you can get it calculated by selecting “Calculation”.

Add /Deduct: If it is a charge by the Vendor select “Addition”. If it is a rebate or discount to you select “Deduction”. You can also keep this as “Floating” in which case the system will secure this information at document level.

This option differs from the item level set-up where we set up a charge/discount “item wise” whereas here we set up a charge in total at document level or addition to the various line items. Therefore, in your Purchase documents, you can have 6 extra user defined +- out of which 3 can be calculated item wise and rest 3 can be either item wise or document wise.

"You can repeat the process to add all the remaining fields to meet your requirement".

We have completed creation of as well we have also completed Purchase Setup.

Click on

to save the information entered in Purchase setup.

If you want to look for Inventory Setup. Click on Tab of the panel.

Click on

to exit from the company set up menu. Your company set-up a one-time exercise is done. However, you can change/modify the information any time, if so required.

We hope you enjoyed this tutorial. Please give us a shout for help. Happy Aligning!