Prerequisite

To be able to use Akuiteo's Purchases menu, you need to:

  • create an external or internal project to manage cost charging,
  • create products to be purchased, also known as "purchased products",
  • set up a purchase journal to manage objects numbering,
  • check the status codes linked to the project and phases that enable management objects in the Purchases module.

For more information about creating a project, see Creating a project.

A purchased product can be a purchased service (training, support, etc) or a purchased hardware.

Note

Purchased products are usually created during data retrieval. However, you may sometimes need to create new ones.

Entering general information about the purchased product

1 Go to Management > Purchases > Purchased items > . The General tab is displayed.
2 Under the Main section, drag and drop the product logo on the Logo area and specify in the following fields:
  • Entity: the company entity.
  • Grouping: the code that enables you to group together purchased products in order to quickly enter them.
  • Reference.
  • Product's identification.
  • Product's family and sub-family.
  • Income progression-based cost recognition: indicates if the purchased product is part of the revenue.
3 Add a comment about the product.
4 Under the FA account section, fill in the following fields:
  • Cost: the accounts linked to objects associated with suppliers in France, within or outside the EU.
  • Group: the account linked to purchases associated with suppliers from a subsidiary in France, within or outside the EU.
  • Subscription: the accounts linked to purchases within and outside France.
  • Internal: the account linked to internal purchases within and outside France.
  • To be established: the account used to create an "invoice to be established".
  • VAT code: the code displayed by default on an object line in the Purchases module.

Note

If the FF_RETENUE_GAR management rule is enabled, then the Holdback option is displayed. When this option is checked, the purchased product is considered as a Holdback; all invoice lines linked to this product will be therefore marked as Holdback.

5 Fill in all article-related fields:
  • Article code: the supplier's catalog code
  • Catalog ref.: the catalog's reference code
  • The product's last purchase price The products' last purchase price (displayed on the invoices) is saved if the relevant setup is enabled.
6 Under the IT equipment section, fill in the following fields:
  • Product type: enables you to indicate if the product was serialized. This information is displayed with the inventory management.
  • Classification: allows you to classify a stocked product into a 'type of problem'. This information is displayed with the inventory management.
  • Brand: the product's brand.
7 Under the Inventory and Packaging section, fill in the following fields:
  • Type: the type of product. Enables you to know if a product can be supplied in series. This information is displayed with the inventory management.
  • Replenishment time: the replenishment time in days.
  • Unit: the packaging's quantity.
  • Threshold: the minimum inventory. The threshold from which replenishment must be done.
8 Under Revision, fill in the following fields:
  • Index: the help list for set up indexes.
  • Periodicity: determines the default periodicity for all the order's lines associated with the purchased product.
9 Under the Dematerialization invoices section, specify the keywords and separate them with / (example: rent/tenant/lessor).

Keywords allows you to automatically determinate and specify the purchased product on each line of a dematerialized temporary purchase invoice when this keyword is detected in the line label during the Factur-X import on the Purchase Portal.

Note

The case has no repercussion (ex: rent/tenant is equal to RENT/TENANT).

Spaces are not taken into account as long as the keywords are spearated with / (ex: rent/tenant can be written rent / tenant).

A keyword can be a serie of words (ex: DIVERSE SUPPLIES will work if the list label contains DIVERSE SUPPLIES).

It must be the whole word and not a part of the word (ex: the word SERVICE in the singular will not work if the line label contains SERVICES in the plural).

10 Save.

Adding the purchased product's price

1 Click on the Supplier reference tab, then on , on the right side of the screen.
2 Enter a code, a label and a key.
3 Enter the purchased products' quantity depending on the price in the fields related to the Quantity and the Price and save.

Modifying the product

1 From the purchased product record sheet, click on Edit.
2 Select the type of modification to make:
  • Duplicate the purchased product.
  • Print the purchased product.
  • Send by email.
  • Modify grouping and reference: it is not possible to modify the product's reference in standard modification mode. This option therefore allows you to modify the product's grouping code as well as its reference.
  • Modify the family / sub-family: it is not possible to modify a product's family or sub-family in standard modification mode. This option therefore allows you to modify the product's family and sub-family code.
  • Delete the record sheet.
  • Create Sold Product: you must use this option if you plan on reselling your newly-purchased product. This option creates a new "sold item" record sheet in Akuiteo's Sales module. The product's families and sub-families must be the same.
  • Ordr / Rec / Bill Qties: enables the user to search for all the orders, receptions and invoices associated with the purchased product over the indicated period.
  • Expected from Supplier: enables you to search for all non-validated receptions that are still pending as well as validated orders that are yet to be received. From this result table, you can group together — in the same invoice — multiple receptions linked to a supplier. You can use the associated feature called "Group receptions in an invoice".
  • To display the detailed history, go to Edit > Detailed history.