Items that are bought for Workshop but are not directly sold to your customers can be loaded into the system as an Expense Order. This includes items like Gloves, Bolts, Nuts, Washers, etc.

This is entered inside the Purchase Order under the supplier you bought the items from.

If you want help creating new Purchase Orders, please refer to this article.

After you Select the Supplier and create a new purchase order, Click on the '+' button under 'Order Postings' and click on 'Expense Order' as below.

Options:

With Xero

1. If you're connected to Xero, you will be prompted to select the 'Expense Account' that you want this purchase to go to.

Check with your accountant if you are unsure which account to use

For example, if you bought Printer Ink for your Office, you can select Code '453' Office Expense

Once selected you can enter the details in the Workshop Order Detail -

(See below for more information on this)

Without Xero

If your system is not connected to Xero, you will go straight to the Workshop Order Detail box for General Expense as below.

Workshop Order Detail

Here, you will Rename the Description (1) to the item that you purchased from your supplier and Order quantity (2) as well as Unit Cost/Total Cost (3).

This will add a new line inside your Purchase Order as below.

You can use 'Save & Add Another' to keep adding more items to the Purchase Order. You can also add a 'Job Order' or 'Stock Order' into the same Purchase Order if they were ordered and billed by your supplier in the same order

Receiving the item

Once you receive the items, you can use the 'Receive Order Posting' Button to receive the items.

Here you can adjust the 'Received Qty' if you received less quantity than you ordered.

Once this is done you can Click the Receive button to receive the items.

Save & Finalise

Once the item is received, you can use the 'Save & Finalise' button under 'Save & Exit' to Finalise the order and send the information to Xero (only if your webSAM is connected to Xero).

Now in the 'Supplier Ref' enter your Supplier Invoice Number provided by your Supplier and Click on 'Invoice' if you want to Push this information to your Xero or click on 'Finalise order without posting to Xero' if you don't want to post this Order to Xero.