Getting started with custom record numbers

If you would prefer to use your own numbers for purchase orders, sales orders (quotes), and invoices follow these instructions to make us of the Reference # fields as an alternative to the OfficeBooks assigned record numbers.

Under the Business Profile section in your settings menu, you have check boxes in each of your document setup tabs.

When these checkboxes are checked, OfficeBooks will generate PDF reports (like Purchase Orders, Quotations, and Invoices) using whatever number you choose to enter in the "Reference #" field on that record.

Given the broad range of user requirements and situations, we've opted to allow the Reference # field to contain anything.  Duplicates are okay, it can be empty, etc.

We plan to add some (optional) automation to support this.  So if you want the Reference # field to auto-increment, or have a standard prefix or suffix - that will (eventually) be possible.

Comments?  Send us an email to let us know!

Update cost on purchase

On the Item Detail screen, the Cost field can be used to store the unit cost of an item for purchase orders (it's the price your supplier charges you).

The "Update cost on purchase" checkbox tells OfficeBooks to update the Cost field if you place a purchase order with new pricing from your supplier.

Receiving

We've tried to make receiving and a purchase order as painless as possible.  When you receive goods against a PO, OfficeBooks assumes you are receiving 100% of the items ordered.   If you are only receiving some of the goods, you simply edit the receiving record to reflect the actual receipt details by changing the received quantities, or deleting lines.


To receive goods against an purchase order:

1. Select the associated purchase order from the Purchasing grid
2. Click the Receive this Purchase button
3. On the Receipt Details screen, use the pencil icon(s) to adjust the received quantities.
4. If applicable, record the freight tracking details
5. Click the Update button to save your work.

Receiving additional shipments against a partially received PO is simply a matter of following the same steps.  The system assumes you are receiving the balance of goods owing against the order.  You can receive goods against an order until the order has been completely fulfilled.

Purchase Orders

To create a purchase order (PO) in OfficeBooks:

1. Click the Purchasing option in the main menu bar
2. Click the New Purchase link
3. Click the "Select Supplier" link to choose a vendor.
4. Click the New Item link
5. Select the item you would like to buy (if the item doesn't exist in your items list yet, you can add it using the top section of the item selection window)
6. Update the quantity and pricing
7. Use the drop-down menu to select the applicable taxes (these are defined in your business settings)
8. Click the check mark to save this line.
9. Repeat steps 4 to 8 for each item you would like to add to the PO.
10. The PO is now at "New" status.  If you have the required spending authority (defined by the business owner under Settings->Manage Users), you can send or release the order immediately.  After you send a PO by email, or release it using the "More" drop-down menu, the PO status becomes "Ordered".
11. If you don't have the required spending authority, the PO will remain at "New" status.  A prompt will be shown on the dashboard to indicate that POs are waiting for approval.  Anybody with the required authority can review and release (or send) the order.

Note:  Users with the Purchasing only package see a different dashboard (basically a list of POs).  Approval authorities should monitor for POs with the "New" status to review and approve them.