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Purchasing is the process of making sure that a steady stream of required materials is on the way to a
company when and where you need them. SAP Business One helps run the purchasing process, starting
with the purchase order and continuing with the rest of the purchasing documents. SAP Business One
automatically captures information at each step so we always know whats on hand in inventory as well as
the up-to-the minute financial state of your business.
Definition Of Terms
Purchase quotation is an offer or proposal containing a price commitment for specific goods or
services that you would provide to a vendor.
Purchase order (PO) is the document you provide to the vendor specifying the items or services
you want to purchase, including agreed-to quantities and prices.
A/P reserve invoice is similar to a PO but it includes a request for payment. It is used when the
vendor requires prepayment before delivering an item or service.
Goods receipt PO is the document that denotes the delivery of goods from a vendor to a
company. It is used to update the inventory quantities and values.
Goods return document is used to reverse a goods receipt PO after it has been posted. It is used
whenever part or all of the goods received are returned to the vendor.
Landed costs document is used when additional costs are involved in the purchase of items,
usually from abroad, such as tariffs, brokers fees, and so on.
A/P invoice (or A/P voucher) is the document into which accounts payable enters the vendors
invoice information and sets up the payment.
A/P credit memo (or A/P debit) is used to reverse the A/P invoicepartially or in its
entiretyafter it has been posted. It credits the company for the goods returned to the vendor.
Getting Started
Vendors Master Data contains current vendors
Payment method is set
Item master data contains goods and/or services previously purchased
Step 1: Purchase order
Create a PO by selecting existing or entering new vendor and item data
Specify Delivery Date in document header
If vendor requires prepayment for goods or services, use an A/P reserve invoice
instead of a PO
Step 2: Goods Receipt PO
You receive items or services from vendor
Document receipt of items or services using the goods receipt PO
If you need to return goods after creating the goods receipt PO but before the A/P invoice has been
posted, use the goods return document
If you must account for additional import-related purchasing costs, use the landed costs purchasing
document based on a goods receipt PO
Step 3: A/P Invoice
You receive an invoice from vendor
Enter invoice information into an A/P invoice, which allows payment to be issued
once an invoice is posted
If you return goods after an A/P invoice is posted, use an A/P credit memo
Purchasing
Purchasing
Accounting impact
Inventory impact
document
Purchase order
A/P reserve
invoice
Goods receipt PO
Goods return
Landed costs
A/P invoice
No posting of value-based
changes
FReport In CompSys1
About SAP Business One
(Purchasing A/P)