How do I record purchases?

There are different ways to record purchases in Sage 50 Accounts depending on your business needs. You may just need a simple bank payment, a full stock and order processing system, or a mixture of both. Let's explore the options to find the right one for you. Understanding the options available will help you to avoid time consuming changes later.

Option 1 - When you pay immediately

If you don't want to create supplier or product records, you can record your purchases by simply posting a bank, cash or visa payment. These reduce the amount in your bank account, record the purchase against your chosen nominal code and, if you're VAT registered, update your VAT nominal codes.

To enter a bank payment:

1. Click Bank accounts then on the toolbar click Bank payment.
2. Enter your purchase details then click Save and click Close.

TIP: If you have documents related to supplier invoices or credits , you can add them as attachments for easy, quick reference. Find out how > 

Option 2 - Batch invoices and payments

If you deal with suppliers who invoice you, but you don't need to record orders or stock information, it's easy to record this type of purchase with batch supplier invoices and payments.

A batch supplier invoice records the outstanding purchase on your supplier record. This remains outstanding until either you pay the supplier or you receive a credit against the invoice. To find out how to post batch transactions, select the options below:

To enter a batch invoice >

To enter a batch credit >

To match a batch credit against a batch invoice >

To record a supplier payment against an outstanding invoice >

Option 3 - Purchase orders

 NOTE: The Purchase Orders module is only available in Sage 50 Accounts Professional.  Don't have Sage 50 Accounts Professional?

You can use the Purchase orders module to create and print purchase orders for your suppliers. When you receive the goods you can update the orders to adjust your stock levels and supplier accounts.

Set up your order defaults

If you're going to create orders regularly, then some settings like the delivery address may apply to most of your orders. To save you time, you can set up defaults that automatically apply to all new orders. You can still edit or amend these details on an order by order basis.

To set up defaults for your orders:

• On the menu bar click Settings, click Invoice and Order Defaults, set up your defaults as required then click OK.

To create a purchase order

• Click Purchase orders, click New, complete the details as required then click Save. Read more >

TIP: Looking to record a discount from your supplier? Read more >