1. Using of Golden Inventory system

Add a new Purchase Order to the inventory database

To create new purchase order click "New POrder" on the main form or button "New" on the Purchase Orders list form.
Fields:

Number
In the field Number you must enter the POrder number or use the default. This field is a alphanumeric field. You can enter letters and numbers. The system will automatically increment the number each time you create a new POrder or you will enter them manually. Each POrder has unique number and the system will not allow to enter two identical numbers.
Vendor
You must select a vendor name from drop down list. You can add new vendor using row "Add new".
Billl to and Ship to
Program will fill these fields automatically from the Vendor and Company info. And you can edit the address on which you usually receive products.
Date
You must select a date from the calendar which will appear after click on the field "Date".
Salesperson and Payment Term
Text will appear in this fields from Vendors Form "Payment Term" and "Salesperson". If you don't accept this text simply type a new content .
Reference
You can enter here any additional information concerning given purchase order.
POrder Items
Click the button "Product". This will display a list of existing products. Click the button "New" to add a new product or service. Enter a unique Product Code, Invoice and POrder Description, Cost, List and Sale Price on the Product Form. Update the check boxes to reflect if taxes are normally applied to sales of this product. If you wish to use this product as non-stock or non-depleting also check the boxes. Finally, click the OK button on the Product Form and "Select" button( or double-click on the product row) on the Product List Form. The POrder Form will be displayed with new item on the POrder Items box. On the POrder Items box, edit the Quantity, Unit Price and the description if necessary. You can also change the Taxable status for the item on this invoice. Click the Save button. Note that the line item now appears in the grid and discount, sales taxes, totals and balance due have automatically been calculated. Click the "New Item" button to add additional items to the POrder. Note that you can now select product from Products List or click the "New" button to define an additional product. You can simply type Product Code in the POrder Item and press Enter. If this product code exists, GoInSy automatically will fill fields "Description", "Unit Price" and "Tax". If this product code doesn't exist, you must enter description, unit price, quantity, tax and after clicking "Save" button system add this product in the Product List. Besides, you can use any bar code reader that is translated and entered directly into the keyboard buffer as regular text. You can find any product in the big order using button "Find". You can delete an unnecessary item if establish on it the pointer and click the button "Delete".
Discount rate and Discount
If your vendor uses discount, you can enter discount rate or discount amount in this field. The System automatically compute discount through significance of the discount rate (percent). If discount rate is equal zero, you can manually enter significance of the discount.
Shipping
Enter shipping charges in this field.
Tax
The system allows to use two kinds of the taxes. The taxes can calculate automatically as significance tax rate(percent) from the sum of the POrder (with shipping or without). Only taxable products are used in calculation. If the account of the tax doesn't submit to automation, it can be entered manually. Update the check boxes "Calc.Tax" if taxes are automatically settled up through tax rate. If you expect the tax with allowance shipping establish the check box "Tax Shipping". You can place options of account of the second tax with the help of forms "POrder Options" which is called by clicking of the "Option" button.
Comment
The Comment field allows you to enter any Purchase Order comments.
Expected Date
Here you can enter date of expected delivery of the products. You must select a date from the calendar which appear after click on this field.
Reference
Here you can do a note about the condition of this Purchase Order. The POrder may be printed, sent by E-mail or POrder creation may be not completed yet .The content of this field is not printed.
Group PO
The fields "Type" and "Group" are used for classification of the POrders. You can sort and apply a filter by "Group" in the POrders list and reports. The content of this field is not printed.
Location
You may indicate location for delivery goods.
Currency
The Golden Inventory is multi-currencies system. You can select any currency for new Purchase Order using drop down list Currency. If you want add a new currency use left menu Lists-Currencies. You have to enter a current exchange rate in appropriate field.
Status
You can select status of your POrder : "Approved" for existing receiving,"Waiting" for planned transaction and "Canceled".
Buttons:

Vendor
Calls the Vendors List form for choice of the vendor.
New Item
Click the "New Item" button to add additional items to the POrder.
Products
Calls the Product List form for selecting products.
Find
You may find any product amongst already entered items.
Delete
You can delete an unnecessary item if you establish the pointer on it and click the button "Delete".
Insert
You can insert a row between existing rows. You can use hot keys for fast launch of the functions: F2- New Item, F4- Products, change field "Tax" and increase Quantity,F7- Find.
Received
Here you can look through the list of all receivers under this POrder. Total sum of receivers is visible to the right of this button.
Paid Amount
You can look through the list of all payments under this POrder after clicking on this button. Immediately from this list of payments you can enter new payment or edit already made payments under this POrder. Total sum of payments is visible to the right of this button.
Options
When you click the button " POrder Options " , you can change any caption of the POrder and set up a mode of the calculate taxes . This Options form allows to adjust the screen form in any kind, appropriate for you. The options are saved in the current template.
Template
It is an Editor for orders template. You can create any orders template using mouse and toolbar buttons. You should click on the toolbar buttons "Line","Frame","Image", "Text" or "Data" and paint with mouse this elements. You can use right mouse button and menu items. You should save template in .dtm file after edit. You may create several template for each document (for example packing list for order). Before printing you should choose necessary template from drop down list .
Print
Use this button to print the purchase order.
E-mail
You can send the POrder by E- mail using this button. The POrder will be created as html file and will be sent to your vendor as attachment of the letter .
Save XML
It is very useful function for data exchange with your main office or vendors. You save your order in XML file. Then you send this file to your main office via email or floppy disk or flash device. Main Inventory System load this file and create invoice with necessary products for you and save this invoice in new XML file. When you receive the products you load XML invoice and your inventory system automatically will create receiving receipt. You exclude the manual entering from your work.
Load XML Sales order
You can receive a Sales Order from your vendor in the Golden Inventory XML files You can easy transform it into Purchase Order using this button.
Save
Any modifications made in the POrder will be saved only in case if you click this button.
Close
This button closes the POrder form. If you want to save all modifications made in the form before closing the form, necessarily click "Save" button. If you want to leave without saving, safely click on this button.
Form Menu
You can execute any command not only by clicking on an appropriate button but also by choicing Item of the Form Menu.