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This text refers to program version 7.1  

Create Purchase Invoices from BuyBack

When you make a sale that qualifies for BuyBack, you should register the sale with the original Supplier of the Item(s). The Supplier will then give you a reference number (the "BuyBack Reference") authorising the BuyBack discount and then issue you with the relevant paperwork to implement the discount. If the Supplier is Apple, they will issue a Credit Note crediting the full original cost and a Debit Note or new Invoice for the discounted cost amount.

When you receive the BuyBack Reference, you should enter it in each relevant BuyBack record. When you receive the Debit and Credit Notes, you should use the 'Distribute BuyBack Invoices' Operation menu function to distribute the amounts to the same BuyBack records. You should then mark the BuyBack records as OK, and then use this function to create Purchase Invoices for the Credit and Debit Notes.

This function will first search for all approved BuyBack records with the same Reference. It will then create two records in the Purchase Invoice register: one for the Credit Note and one for the Debit Note or new Invoice. In both Invoice records, there will be a separate row for each BuyBack Account used in the BuyBack records. The Credit Note will post the sum of the Actual Credit Amounts in the BuyBack records to the relevant BuyBack Accounts, while the Debit Note will post the sum of the Actual Debit Amounts. The Supplier Credit Note No. from the BuyBack records will be copied to the Supp. Inv. No. field in the Credit Note, while the Supplier Debit Note No. will be copied to the Supp. Inv. No. field in the Debit Note. Finally, the Purchase Invoice Number of the new Invoices will be copied to the BuyBack records, which will also be marked as Invoiced.

Selecting the function brings up the following dialogue box:

Period
Paste Special    Reporting Periods setting, System module
The new Purchase Invoices will be constructed from the BuyBack records whose Transaction Dates fall in the period specified here.

BuyBack Reference
Specify the BuyBack Reference for which new records in the Purchase Invoice register are to be created.

The function will first search for all approved BuyBack records with the Reference specified here. The value of the new Credit Note will be the sum of the Actual Credit Amounts in those records, while the value of the Debit Note will be the sum of the Actual Debit Amounts. Unapproved BuyBack records (i.e. records that have not been marked as OK) and BuyBack records from outside the period specified above will not be included in the calculation.

You must specify a BuyBack Reference: the function will have no effect if you leave this field empty.

Debit Note Invoice Pay. Term
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Specify the Payment Term that is to be used in the Debit Note (new Invoice).

You must specify an Invoice Payment Term: the function will have no effect if you leave this field empty.

Credit Note Pay. Term
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Specify the Payment Term that is to be used in the Credit Note: take care to choose a Payment Term whose Type is "Credit Note".

You must specify a valid Credit Note Payment Term: the function will have no effect if you leave this field empty or if you specify a non-existent Payment Term or one whose Type is not "Credit Note".

Purchase Invoice Date
Paste Special    Choose date
Specify the date to be used as the Purchase Invoice Date in the new Credit Note and Debit Note or new Invoice. If you leave this field blank, the date of the last Purchase Invoice you entered will be used.
Click [Run] to run the function. When it has finished, you will be returned to the 'Maintenance' list window.

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Maintenance functions in the Purchase Ledger:

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