This help file outlines how to process cash from the cash register being used for the purchase of stock. You will need a Special Item for Cash Purchases set up in your system. If you do not have this Special Item please contact the Support Team.

Three steps are required for this:

1. A Paidout is processed
   
2. The inventory is receipted into the system in Purchase Orders off Delivery Docket (even if you have the invoice
   
3. The Accrued Payables needs to be reconciled
   

Step 1:Processing a Paidout

The example below shows how the purchase of an item for $50.00 is processed on a Paidout.

• From the Order Entry menu select Paidout
  
• Start a new Paidout
  
• In the Item field select the Special Item called CashPurchase
  
• Change the description to the details of the product/s purchased
  
• Enter the amount paid (incl. GST)
  
• Sell the Paidout and tender as cash
  

Processing the Paidout corrects the cash in the cash register for the banking at the day end and a debit entry is made to the Cash Purchases suppliers Accrued Payables for this purchase.

Step 2: Receipting the Stock via a Purchase Order

Process a PO to the Cash Purchases Supplier for the stock that was purchased. Untick the Invoice box at the bottom left hand corner and then receipt the purchase order in.

Step 3 : Reconciling the Accrued Payables

After the stock is receipted in the debit and credit entries in the Cash Purchases Accrued Payables should be matched up. This is best done from Financials>>Journal Entry.

• start a new batch
  
• Enter a description
  
• Click on Entries
  
• Click Assign Next and enter the same description
  
• Leave the Date set to today's date
  
• In the distribution area tab to the GL field and enter the GL for Accrued Payables
  
• In the Subledger select the Cash Purchases suppliers
  
• Click on the drop down arrow in the Apply to Document field
  
• Tick the Apply box for the PaidOut and then the Purchase Order
  

• Click OK
  
• Close and post the Journal Batch