If you set up Purchase Orders partway through a fiscal year, you may want to add statistical data for the year to date and previous years. You should add statistics that you want to view online or print on reports.
To add statistical information during setup or to edit it later, you must first select the Accumulate Statistics and Allow Edit Of Statistics options on the P/O Options screen.
Keeping Purchase History and Statistics
Depending on the options you select for keeping purchase history and statistics, Purchase Orders automatically updates statistical information with every transaction that you post. The program keeps this data until you clear it using the Clear History screen.
Entering Statistics from Your Previous Purchase Orders System
If you select the Accumulate Statistics option, Purchase Orders creates statistics for each transaction you post.
If you also select the Allow Edit Of Statistics option, you can manually enter statistics from prior periods in your old purchase order system when you are setting up your new Purchase Orders system.
You use the Purchase Statistics screen to add the data to your Purchase Orders system, and to look at the data online or print the data on the Purchase Statistics report. For more information, see P/O Purchase Statistics Screen.
For each period, you can enter:
- Number of purchase orders, receipts, invoices, and credit notes and debit notes.
- Net quantity purchased and net purchase amount.
- Net invoice amount.
- Average invoice, credit note, and debit note amounts.
- Largest and smallest invoice, credit note, and debit note amounts, and the vendors who issued them.
Important! Do not add the same statistics twice. If you post opening and year-to-date transactions to set up your new Purchase Orders system, Purchase Orders will also create statistics for these transactions and periods (if you use the Accumulate Statistics option). If you are also adding statistical data you want to keep in Purchase Orders, be careful not to duplicate statistics that the program has already created for you.
For more information about the historical information you can keep in Purchase Orders, see About Accumulating Statistics.