Recording a Cash Purchase

Acumatica uses Cash Purchases to pay for goods or services immediately at the time of purchase, rather than using credit terms or other deferred payment methods. 

Process

Navigation:  Payables > Transactions > Cash Purchases

1. Use the icon on the toolbar to Add a New Record.      

2. Select Transaction Type. In the Type field, choose Cash Purchase from the dropdown list.

3. The Reference Nbr. Field will display <NEW>.  Acumatica will automatically generate the actual reference number when the transaction is saved.

4. Verify the Application Date.  The default application date is set to the current date.  This can be changed if necessary.

5. Select a Vendor.  The system uses the vendor profile to populate default values (e.g., location, payment method, cash account). Any of these defaults can be adjusted for this transaction if needed.

6. Verify the Payment Method and Cash Account are correct.

7. Enter a description (optional but recommended).

8. In the Detail Section, click the “+” (Add Row) icon to add a line.    

9. If applicable, enter the Inventory ID. If not, enter a brief Transaction Description for the purchase.  

10. Input the Ext. Cost.  This will update the Payment Amount in the header section of the transaction.

11. Enter the Account for this purchase.  This will likely be an expense account.

12. Click Save to complete the transaction.

13. Select Print/Process.      

14. Select the Payment Method and Cash Account.  

15. Verify the Next Check Number is accurate.

16. Select the checkbox next to the payment(s) to be processed.

17. Select Process.  Once complete, a Check Form with Remittance window will pop up displaying the check.

Once complete, a Check Form with Remittance window will pop up displaying the check. 

18. Review the check for accuracy. Click the Printer icon to open the printer screen. **NOTE: Keep this window open until you have verified the checks printed correctly.  If needed, the checks could be printed again from here.  Once the window has been closed, Acumatica will automatically open the next step – Release Payments. 

19. The checks listed are the ones that just printed. There are 3 Action options available at this point:  Release, Reprint and Reprint with New Number. Select the correct Action.

    1. RELEASE – This action will release the checks, posting them to the GL.  
       **NOTE: THERE WILL BE NO OPTION TO REPRINT A CHECK ONCE IT HAS BEEN RELEASED.

    2. REPRINT – If the checks did not print correctly, use this action to be able to reprint them.  When this action is used, Acumatica moves the checks back a step and the user would navigate to Payables > Processes > Process Payments/Print Checks to find them and follow the normal process again.  **NOTE: the payment could also be deleted at this point if it is not needed or incorrect.

    3. REPRINT WITH NEW NUMBER – This process is the same as “Reprint” except it will allow them to change the check number for the reprint of checks.

20.  

    Select Process to execute the action.