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The Payables for Inventory Map covers the process for purchasing, receiving, and returning an inventoried product to and from a vendor. Please see the Payables Map article for information on recognizing expense and paying vendors.
Create and Receive a Purchase Order
Purchase Orders can be emailed directly from Accounting Seed. When a Purchase Order is received an inventory movement increases the quantity available, and an accounting entry is made in the general ledger to debit inventory and credit the Vouchers Payable GL account set in Accounting Settings. The amount of the entry is based on the standard cost set on the product master multiplied by the quantity received.
Create a Payable
A Payable can be created directly from a Purchase Order and is typically done when the vendor invoice is received and receipt of goods has been confirmed via the Purchase Order inventory movement. When posting a Payable with an inventoried product, three entry lines are recorded to the general ledger.
A debit is recorded to the Vouchers Payable GL account set in Accounting Settings. This also relieves the temporary liability recorded when the Purchase Order inventory movement was created. This is recorded as the standard cost set on the product master record multiplied by the number of units being paid for.
A credit is recorded to the Accounts Payable Control GL account set in Accounting Settings to record the liability to the vendor. This is also recorded as the price paid as shown on the purchase order.
A Cost Variance is recorded as a third entry line to account for the difference between the price paid on the purchase order and the standard cost recorded on the product master record. This inventory cost variance entry will be a debit if the price paid is above standard cost and will be a credit if it is below the standard cost. The GL account used is the Inventory Variance GL account in Accounting Settings.
Return a Product to a Vendor
Vendor returns with inventoried products work the same as non-inventoried product returns and are shown in the Payables Map. The only difference in processing a vendor return when a product is inventoried is an additional step to record the removal from stock via an Outbound inventory movement.
The Outbound inventory movement is an accounting type movement and will record a debit to expense or another GL account of your choosing and a credit to inventory.