Cash Purchase

From AutoCount Resource Center

Cash Purchase

This is to create, edit or print cash purchase.

Cash Purchase if freshly added (did not transfer from other document), OR transferred from Purchase Order or Request Quotation, will affect inventory movement (increase stock level).

Cash Purchase if transferred from Goods Received Note will NOT affect inventory movement, because the stock level was increased when that Goods Received Note is saved.

Cash Purchase will be posted to A/P Invoice Entry (look at the outstanding amount to indicate if it is fully paid), A/P Payment and G/L Cash Book Entry (for the amount paid), and its related G/L accounts immediately upon Save.

To Create New Cash Purchase

Go to Purchase > Cash Purchase

Click on Create A New Cash Purchase


Creditor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a creditor number. You may create a common cash supplier account for all cash suppliers.

To/Address: the info will be displayed according to selected creditor code.

Branch: specify the branch of this creditor (if any)

C/P No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Supplier D/O No.: will be captured from Goods Received Note.

Supplier Invoice No.: key in supplier Invoice number.

Date: system date is automatically captured, you may click to change.

Credit Terms: the default credit terms of this creditor will be displayed.

Purchase Agent: assign a purchase agent (if any). The default Purchase Agent can be assigned in Creditor Maintenance.

Ship Via: assign the shipping method (maintained at Shipping Method Maintenance)

Shipping Info: key in the info of shipping or transportation.

Cash (F3): click on this button if we are paying cash. This Cash Purchase will be posted to: A/P Invoice Entry (fully knock-off, the outstanding amount will be zero), both A/P Payment and G/L Cash Book Entry (for the amount paid), and its related G/L accounts (Purchase account and Cash account) immediately upon Save.


Credit Card (F7): click on this button if we are paying by credit card.This Cash Purchase will be posted to: A/P Invoice Entry (fully knock-off, the outstanding amount will be zero), both A/P Payment and G/L Cash Book Entry (for the amount paid), and its related G/L accounts (Purchase account and Bank account) immediately upon Save.


Multi Payment (F8): click on this button if we are paying by multi payment modes.This Cash Purchase will be posted to: A/P Invoice Entry (knock-off accordingly, could have outstanding amount), both A/P Payment and G/L Cash Book Entry (for the amount paid), and its related G/L accounts (Purchase account, Cash/Bank account and creditor account) immediately upon Save.


Credit Purchase (F5): click on this button if we are not paying at the moment. (will pay at other time/day)

Open Cash Drawer (F2): press F2 if the cashier needs to open the cash drawer without transaction.

Functional Buttons:


CFB1.png to be save in K.I.V folder to be use later.

CFB2.png to be save as template. (Refer Common Function in Transaction)

CFB3.png to be save as recurrence. (Refer Recurrence)

CFB4.png to add / insert a detail row. (Insert)

CFB5.png to insert a detail row before the highlighted row. (Ctrl + Insert)

CFB6.png to delete highlighted row. (Ctrl + Delete)

CFB7.pngCFB8.png to move the detail row up/down. (Alt + Shift + Up/Down)

CFB9.png to undo (Ctrl + Z)

CFB10.png to select all detail rows (Ctrl + Alt + A), so that it can be deleted or modified in one shot (using Range Set)

CFB11.png range set (F12)... a range setting windows will be prompted. This is usually used to apply changes to several/all selected detail rows.

CP6.png to set original document date.

CFB18.png to set the GST date of the document.

CFB12.png to add a subtotal row, showing the subtotal amount.

CFB13.png to add a discount row, and for you to define the group discount by define the percentage % or Value.

CFB14.png to find item package item.

INV4.png to change the unit price for the item.

CFB15.png to prompt the item search screen (F9). Type a keyword, select search criteria, click on Search. From the search result, check the check-boxes to select items to be included into the document, then click on OK.

CFB16.png click on this button will display (at bottom section) instant information related to the highlighted item, such as Price History, Stock Balance ...

CP8.png to copy a cash purchase which previously already save.

CP9.png to copy existing cash purchase to a new cash purchase.

CP10.png to transfer request quotation to cash purchase.

CP11.png to transfer purchase order to cash purchase.

CP13.png to transfer goods received note to cash purchase.

CP14.png to transfer purchase consignment to cash purchase.

Edit tab:


Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Copy as Spreadsheet: To copy the item details and paste into spreadsheet.

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo Master: To undo (reverse one step) the header section.

Apply Address: To apply different debtor/ creditor address which you have maintain in the address maintenance.

Can Transfer: If this is unchecked, this document will not be allowed to transfer to others document.

Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used

Post To GL?: If this is unchecked, AR invoice will not be posted automatically (related to G/L). You can go to others --> post to G/L to post it manually later.

Post to Stock?: If this is unchecked, the stock will be not be affected when issuing the document.

Calculate Discount on Unit Price: To calculate the discount based on unit price.

Rounding Method: There are 2 options for rounding, whole document rounding (ver3) and line by line rounding (ver 2).

Data Entry by Past Purchase Records: This is used to create a new document by referring to what were purchased in the past from a particular supplier. See also Data Entry By Past Records .

Refresh Account No: This is to refresh the account no to the default account.

Open Cash Drawer: press F2 if the cashier needs to open the cash drawer without transaction.

Cash Purchase Option: To show the action after the cash purchase is save.

Show Tax Summary: To show the summary of the tax.

Details Column

Item Code: click on '+' sign to add a new row and select an item; you may key in the first few number/letters of the item code/description and select from the lookup screen.

Description: this is called detail description... will capture the item description automatically (amendable)

Further Description: click to view/edit Further Description of this item. (the default content can be maintained at Stock Item Maintenance)

UOM: the default unit of measurement will be captured;

Qty: key in the quantity.

Unit Price: the selling price will be captured (either Standard Selling Price or according to the setting in Tools > Options > Invoicing > Auto Price)

Discount: this is called column discount; you may key in the discount for any particular detail row. The discount could be a value (e.g. 5, 5.5, 10... ), a percentage (e.g. 5%, 5.5%, 10%), or a multi-level discount (e.g. 5+5.5, 5+5%, 5%+5%, 10%+5, 5%+5%+10, .... )

C/N Amt: to key in C/N amount when there was (at later time) a C/N to reduce cost price (not affecting stock quantity), so that the costing is accurately updated

SubTotal: this is the line total (net)

GST Code: to show the GST code.

GST Rate: to show the rate of GST.

GST: to show the amount of GST.

Total (ex): to show the subtotal before tax.

Total (inc): to show the subtotal after tax.

Subtotal (ex): to show the net total amount before tax.

Proceed new C/P: when this is checked, a fresh screen will be ready for new document upon Save; if unchecked will exit the transaction screen upon Save.

Click on Preview,



Print Cash Purchase Listing




Click on the shortcut label of Cash Purchase or go to Purchase > Cash Purchase, click on Others menu...


Manage Template: Refer Common Function in Transaction.

Manage Recurrence: Refer Recurrence.

Load Data Option: to specify the number of recent days when loading data instead of to load all data, so that the loading speed can be further improved. Refer Common Function in Transaction.

Post To G/L: to manually post the entries to G/L

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