Accounting Ch 06-Purchases And Vendors

This section will cover setting up vendors and where applicable, the items you purchase from them for your company's inventory.

Purchasing Cycle

The general purchasing cycle in Control consists of the following documents:
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Purchasing Cycle Documents

and the following steps:
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Purchasing Steps

Each of these steps is covered in detail in the following sections.

Setting Up Vendors

To add new Vendor, choose Vendors > New > New Vendor. The Vendor New Company screen will appear, and you can fill in all of their information. Please note, for Vendors, you can save a Vendor company record with only the company name; this enables you to quickly add Vendors without having to fill in their contact information immediately. You can always come back later to fill in phone numbers, addresses, and other information.
When filling in Vendor company information, note that there are multiple tabs, similar to entering a new Customer in Control. The Company tab holds the address, phone and fax numbers, and web address fields. The Contacts tab holds the contact information, such as the person's name, position in the company, and email address fields. There are additional tabs in the Contacts screen for notes and User Defined Fields. The Activities tab will show all activity associated with the vendor.
Next we have the Vendor tab; you will need to make sure that Vendor is checked at the top of the screen for this tab to appear. This is where you will enter the payment terms, default shipping method (if applicable), and any Parts you would purchase from this Vendor (more on this tab in the next section). Please refer to the Cyrious Control Users Pricing Manual to setup parts for your company.
Finally, there is a User Defined Fields tab. The UDF's are company specific; your company's UDF's will very likely be different from other companies. The UDF's are setup by choosing Setup > User Defined Field Setup.

Parts and Inventory

To setup parts ordered from a vendor, open the Vendor record you want to work with and click on the Vendor tab. You will see a section called Parts; this is where you can add parts purchased from this vendor. Click the Add button, and a window will popup with the parts that have been setup by your company (please see Chapter 4 in the Control Pricing Manual for help with setting up parts for your company). When you have finished adding the parts you will be purchasing from this vendor, click OK. A new section will appear on the right side of the screen where you can fill in more information about the selected part, such as Part No or SKU, Bar Code, Cost, and Package Size. The Vendor Part Name will auto-fill from the part you have selected in the Parts list.
At the bottom right of the screen, below the additional part information, there are two buttons, View Part and Make Preferred Vendor. If you click View Part, it will open the item in Part Setup. You can then view the information associated with the part, or make changes if necessary. If you click Make Preferred Vendor, this will become the preferred vendor for the selected part, and will appear in the Vendor tab in the Part Setup for that item.

Reports About Parts and Inventory


Inventory Tracking Report

This will show a listing of parts and inventory.
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Part Inventory Adjustment Report

  • Heading - Company information, such as logo, address, phone, etc.
  • Report Name - Name of the report currently being viewed
  • Date Printed - When the report was printed
  • Part - Name of the part
  • Units - How the part is counted, i.e., each
  • Value Based on Unit Cost of X - Value assigned to each unit of the part
  • On-Hand - Number of units of the part you have on-hand
  • Reserved - Number of units reserved for orders
  • Available - Number of total units available, On-Hand and Reserved
  • On Order - Number of units on order (if applicable)
  • Expected - Number of units expected
  • Actual On-Hand - Number of units on-hand
  • Actual On Order - Number of units on order
  • Grand Totals - Totals for all of the following fields; On-Hand, Reserved, Available, On-Order, and Expected

See Also