NEW PURCHASES / EXPENSES
The 'Enter NEW Purchase/s' button on the top right of the main 'SUPPLIERS /
PURCHASES' page allows you to enter purchases and costs: The 'Purchase/Cost'
page allows you to quickly
enter a purchase from ANY supplier regardless of which supplier
was being viewed in the main 'SUPPLIERS /
Click the 'Enter NEW Purchase/s' button now - the 'Purchase / Cost' page is
On the Purchase/Cost
page you select the supplier from a pop-up menu and the supplier's details
automatically entered for you. This is useful for entering multiple purchases
from multiple suppliers quickly.
Select the supplier from the supplier pop-up menu (with the downward
pointing arrow). If you need to add a new supplier at this point you can do
so by clicking the 'New >' button, when finished you'll be taken back to
the purchase entry.
The purchase Category is then automatically filled with the default
category entered when you setup the supplier's details initially. If this category
doesn't fit this particular purchase then select a different one from the pop-up
category menu. It's important to categorise your purchases as you go so that
you can get a breakdown on where your money's going in the Overview's 'Cost
Analysis' section, this is also important for your end of year tax return.
It would take you ages to do this retrospectively!
The categories are completely customizable and you can enter up to 34 categories
in total click on the ‘Modify >’ button to add new ones. Categories
can also be altered by clicking the circular arrow button to the left of the ‘Category’ field
on the main suppliers page.
IMPORTANT: It is worth giving a lot of thought to your purchase categories before
entering lots of purchases especially if you want them in a particular order
since changing the order in the list would also involve manually swapping the
names on any existing purchases set to those category numbers.
Each purchase is numbered sequentially for your own records. Purchase
ID’s are modifiable and are automatically set to the next highest available
number. instantAdmin will tell you if the number is already being used by an
Enter the invoice/receipt number (if you have one) for this
Enter a brief description of the purchase, this will
help when finding/selecting purchases from the list view.
Date of Purchase:
This defaults to today's date so modify if necessary. You
can change the date by clicking on the small calendar icon to the right of
the date and select from the calendar or alternatively just type the date in
When changing the month or year on the calendar make sure you follow
this by clicking on a day even if the correct day is highlighted otherwise
the date in the date field won’t change.
If you haven't paid for it yet then select the number of days
credit you've been given from the pop-up menu.
NET / VAT / TOTAL:
Enter the amount paid
here. If you have not been charged any VAT on the purchase then you only
enter the 'TOTAL' figure.
It is important that you enter all three figures if there has been any VAT
charged as this might prove useful when viewing the breakdowns in the 'Overview'
If this purchase has already been paid for in full then click the 'Paid in
Full' button (see 'Entering Payments...' on the next page).
Suppliers Payment Details:
Click on the Tab to view.
The supplier's details
are listed underneath the purchase to make life easier when making a payment.
next to 'Web Site' will
take you straight to the suppliers web site (assuming you've already entered
their web site details in the main section), you can modify these details here
and the changes will be reflected on the main supplier pages and vice versa.
This button cancels the single purchase currently being viewed.
You can enter any notes relating
to this particular purchase by clicking the 'Purchase Notes' Tab underneath
the purchase details. This is useful for logging any conversations you have
with this supplier.
Tip: You can enter the current date or time into any text box throughout instantAdmin
using the 'Insert' menu in the main menu bar at the top of the screen.
NEXT New Purchase:
To confirm this purchase and enter a new purchase from any
supplier click 'NEXT New Purchase'.
FINISH New Purchases:
To finish entering purchases click the 'FINISH New Purchases'
button, you are then taken to the list view where all purchases just entered
are listed. Click 'Back' to return to the main Suppliers / Purchases page.