Why do I have to enter a description when creating a Purchase?

Hi Graeme - if you Toggle on Stock/Product lists you can set standard Descriptions that you can select from a dropdown above each description box

Hello Paul - thank you very much for your suggestion - I am not sure that it helps though? Might be because I am complicated!

1) Currently I can enter Amazon as a supplier, which then automatically populates 'item' field and VAT fields. But I have to make a manual entry in the 'description' field. (which is what is unnecessary for me).

2) If I toggle on stock/product lists, after entering Amazon as the supplier, I am then asked to choose an item from a drop down list. So I set up Amazon as a product code with cost code and VAT settings

3) The Cost Code and VAT settings for the Item then appear to override those of the Supplier. Amazon has reverse VAT treatment, but I cant find an option for that against an Item, so VAT is not treated correctly?

best wishes Graeme

Hi Graeme - in 2 you don't seem to have entered a Description, which is what I was getting at, put the standard description you want for Amazon in the Amazon product code and, when you select it, the description box will automatically be completed in the bill line.

Stock items will, correctly, override all the line fields, but won't touch the VAT treatment (which is bill global), so that should remain as what you set in the Amazon supplier. So all you need to do is fill in the appropriate Account code and VAT rate (0%), and even quantity and cost (if standard) in the product code and all should work OK?

Hello Paul. Thank you once again.

I has added Amazon as a description, it was the VAT issue that baffled me. So long as the supplier VAT default overides the product VAT then it will work.

To add more complication (sorry!) - I have some suppliers who will invoice for items at 20% VAT and also 0% VAT on the same invoice (For example Parcelforce ; Streamline). Do you think that will work?

Good morning Graeme - the fact that many people need multi-line items on invoices and bills, with differing VAT rates, is why it's so useful to use products as their VAT rates override the customer/supplier default rate. What you can't have though are differing VAT treatments on each line.

So as an example, you'd have a product ParcelforceOSEU in which you set details "outside EU deliveries" the appropriate account code and 0% VAT rate and another product ParcelforceEU in which you set details such as "UK-EU deliveries", the account and a 20% VAT rate.

The alternative to all this of course is to copy the last bill and change the details or, for monthly bills, to set up a recurring draft.

Morning Paul.

I do appreciate your help with this.

My conclusion is that I will simply type in a description. Its too complex to use stock as a way to eliminate a little tedium. Thanks again!

Yes, tend to agree - where I find it useful is where I have to write the same paragraph in my invoices to clients about accounts, tax return prep etc

There is no accounting or legal requirement to make an entry?