Here is a list of helpful tips and tricks for Purchase Orders, Purchase Invoices, and Bills in Paradigm.
Vendors
– Define multiple ship from addresses (sites) in the ‘Sites’ tab. Marking a site as default will make that site selected by default when the vendor is entered onto a PO or PI. This allows for the shipping and billing addresses to be different. See more detail here.
– Define the ‘Expense’ account in the vendor’s detail as the default account that expenses are reported against for this vendor. This account is used when writing checks and creating bills.
– Use the ‘History’ tab to see prior purchases from this vendor. Be sure to use the date ranges and filters at the top of the history tab to your advantage.
Purchase Orders
– Mark Purchase Orders as ‘Released to Vendor’ when you send them to a vendor to easily tell if a PO has been ordered.
– Use the ‘Scan’ button to add items that have barcodes onto a PO by scanning them.
– Use the ‘Ship From’ dropdown to select the vendor site from which to ship the product.
Purchase Invoices
– To create a purchase invoice for more than one open PO, create the purchase invoice and select the vendor ID. This will trigger a list of open POs to appear, and the ones to be added to the purchase invoice can be selected.
– To create a bill for a non-inventory item, add a new purchase invoice, select the vendor, and change the ‘Voucher Type’ beside the vendor ID to ‘Bill’. This automatically changes the first line of the voucher to be the vendor’s default expense ID.
– To more easily enter the received quantity, simply double-click the pieces or quantity received to copy the amount ordered.
– To enter the exact total for a line, double-click the total. Paradigm then calculates the unit price for you.
– Void a voucher at any time to effectively delete it.
– Use the ‘Scan’ button at the top to scan items to mark them as received. Be sure to enter the correct received quantity as you go!
– To distribute the cost of freight across the cost of each item, enter the total freight in the ‘Freight’ field at the bottom and click the wizard directly to the right of the field.
– The standard cost of an inventory item can be updated to the cost on the voucher line by clicking the folder to the left of the line and using the “Set Standard Cost” button. (Paradigm version 9.323 and up)
– Be sure to enter the vendor’s invoice number in the ‘Vendor Inv No:’ field in the voucher header. This field checks against all other purchases made by the selected vendor to make sure it hasn’t been entered before, helping to avoid double-payments.
– Use the ‘Receive’ button to bring items in as available to sell after receiving the product without a final bill for it yet. The costs will still be editable but the stock will be added as available to sell. Learn more about receiving
here.
