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Purchases, receptions and returns

Purchases button in the Point of sale

The Purchase button in the Point of sale can behave in two ways when you left-click on it depending on your preferred configuration:

Before GEM-CAR version 13.0.3, right-clicking on the Purchases button had two behaviors depending on whether or not there was an estimate showing onscreen and if purchase orders were related to it. When there was no estimate or no purchase order related to an estimate onscreen, it displayed the Receive parts with invoices window and, when there was an estimate and purchase orders related to it onscreen, it gave you the following two options:

  • Display reception window that displayed the Receive parts with invoices window; and
  • Display the purchase window in reception mode that displayed the Reception on purchase order window.

Starting with GEM-CAR 13.0.3, right-clicking on the Purchases button gives you the following three new options:

  • Suppliers search that displays the Supplier management window;
  • Invoice Entry that displays the Invoice entry window; and
  • Recording payments that displays the Payment inscription window.

These three new shortcuts are always available when right-clicking on the Purchases button whether or not option 65 is enabled or disabled in GEM-CAR settings.

Keywords: #quote # proposal #estimate

Purchases

Purchases window

You can make new purchase orders or edit them in the Purchases window. You have access to this window from the GEM-CAR Main menu via Purchasing/Receiving > Purchase order.

If option 65 is enabled in GEM-CAR settings, you can also left-click on the Purchases button in the Point of Sale to access it. If an estimate is displayed onscreen, you can select products before clicking on the Purchases button and GEM-CAR will open a new purchase order with related fields already populated.

pos-purchases-button

Keywords: #quote # proposal #estimate

Create or modify purchase orders

Follow the steps below to make or modify purchase orders from the Purchases window.

  1. Access the Purchases window.
  2. If you are creating a new purchase order, go to the next step. If you want to modify an existing purchase order, retrieve it using the Order # field.
  3. Select an advisor using the Advisor field.
  4. Select a supplier using the Supplier field.
  5. Enter the product code for the purchase using the field corresponding to the Item column.
  6. Enter the quantities in the fields corresponding to the Ord. column.
  7. Since GEM-CAR version 13.0.3, if there are multiple identical items on the purchase list, you can click on the Merge button to group them together.
  8. Click on the diskette button to save.

If you created a purchase order from an estimate, the newly purchased products will show in blue in the Point of sale and the Purchases button will turn to green.

Keywords: #quote # proposal #estimate

Reception

Reception on purchase order window

You can receive products from purchase orders and add them to the inventory. To do so, you can access the Search purchase and reception orders window from the GEM-CAR Main menu via Purchasing/Receiving > Quick reception and double-click on a purchase order on the list to open it in the Reception on purchase order window.

Also, if a purchase order is open in the Purchases window, it can be turned into a reception in the Reception on purchase order window by clicking on the F10 Receive button. You have access to this window from the GEM-CAR Main menu via Purchasing/Receiving > Purchase order.

If an estimate is showing onscreen and option 65 is enabled in GEM-CAR settings, you can also conveniently access the Reception on purchase order window by right-clicking on the Purchases button and selecting Display the purchase window in reception mode. If you click on products on the list beforehand, the related purchase order will be turned into a reception.

Keywords: #quote # proposal #estimate

Receiving purchase orders

Follow the steps below to receive purchased orders and add the products to the inventory.

  1. Access the Reception on purchase order window.
  2. If a purchase order is already retrieved, go to the next step. Otherwise, retrieve the order using the Order # field.
  3. Enter the date the purchase was received in the Reception date field or click on the To button to enter the date of today.
  4. Enter the supplier’s invoice number in the Reference # field.
  5. Click on receive all or enter the received quantities in the fields corresponding to the Rec’d column.
  6. Since GEM-CAR version 13.0.3, if there are multiple identical items on the purchase list, you can click on the Merge button to group them together.
  7. Click on the F9 Transfer button and confirm that you wish to transfer the amounts to the payables and use the reference number as the invoice number.

If you received the products from an estimate, back to the Point of sale, the received products will show in green.

Keywords: #quote # proposal #estimate

Purchases, receptions and returns independent from estimates or invoices to customers

The purchase and reception module has been developed specifically for repair shops that receive large inventory quantities. It has also been conceived to be convenient in situations where advisors purchasing and receiving are frequently different. Consequently, the best way to purchase, receive and return orders is to use the Purchase window as described in the above subsections. If you want to make purchases independently from any estimate or invoice related to customers, you can follow the exact same procedure but using your shop as the customer and the estimate number as the order number. Some GEM-CAR users also prefer to create a work step for internal orders for these operations.

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