Purchase with immediate payment

Dear ALL,

Additional clarification for the question: "Purchase with Stock Items and immediate payment," without using the "Cash Purchase - AP304000" screen.

Best Regards,

NNT

I believe you can use Cash Purchases (AP304000) to record a purchase that was immediately paid.

Hope this helps.

Shebaz Shaikh

Hello,

A Prepayment type may be used to purchase [anything]. The Prepayment may be linked to a PO. Prepayment Debits the Prepaid Asset listed on GL Accounts tab of the Vendor Profile and credits the Cash Account entered on the Prepayment document.  For your case, do you have a Prepaid Inventory asset account?

Laura

Hi ​@Laura02 

We have purchase orders that are paid immediately. These purchase orders are for goods in stock (Finished Good).

If you use Prepayment, you cannot select goods in stock (Finished Good)

And we want this purchase transaction not to generate an "Accounts Payable" account

Best Regards,

NNT

Hello,

Are you are paying before the goods are received? When does ownership of the goods transfer to your company? I have seen Inventory Asset “Goods in Transit” used as the prepaid account on a vendor.

When the goods are received, and the Vendor’s final invoice is entered as a Bill, the Prepayment will automatically connect itself to the Applications tab of the Bill and the AP user will apply it. When the Bill is released with the Prepayment applied, Acumatica credits the Prepayment account on the vendor (“Prepaid inventory” or Inventory in Transit”) and debits the Inventory Asset account.

If you want to strictly debit Inventory and Credit Cash, allow posting to the Inventory asset control account in the chart of accounts, and then use the Inventory asset account as the Prepay on the Vendor.

Laura

Hi ​@Laura02 

Are you are paying before the goods are received? => No, We aren’t.

When does ownership of the goods transfer to your company? => We purchase the goods and receive them at the vendor’s warehouse or the vendor ships them to our warehouse. We pay cash immediately at the time we receive the goods. There is absolutely no prepayment to the vendor.

The actual accounts are as follows:

+ Option 1: Vendor ships goods to our warehouse.

Debit Inventory

      Credit Cash

+ Option 2: We receive goods at the Vendor's warehouse.

Debit Goods in Transit

      Credit Cash

Debit Inventory

      Credit Goods in Transit

If the Cash Purchases (AP304000) screen allowed the entry of Stock Items (Finished Good), it could meet our requirements.

Best Regards,

NNT

Hello,

I don’t understand how debiting Inventory via Cash Purchases could produce a correct GL entry. If Cash Purchases debits Inventory and credits Cash, how will Inventory be received into the Acumatica Inventory Module for selling?

Receiving Inventory into the Inventory module (via PO Receipt or direct entry to Inventory → Transactions → Receipts) typically debits Inventory asset account. If Cash Purchases also Debits Inventory Asset account, you will create a duplicate debit entry to Inventory.

Aside from paying the vendor, what steps/screens/accounts do you use to receive your inventory into Acumatica?

To avoid posting directly to AP Trade, you could replace the Vendor’s AP Account with a different liability account, then proceed with normal steps to receive inventory and pay the vendor with cash, closing the PO with normal workflow (receipt, bill, payment entry to vendor).

Laura

Hi ​@nhatnghetinh were you able to find a solution? Thank you!

As far as I know, there’s no option for this on the purchasing side. 

On the Sales Order side you can have certain order types that do the Order/Shipment/Invoice/Payment all in a single transaction using the Cash Sale / Counter Sale Order Type, but there’s no equivalent that I’ve seen on the purchasing side.