Cash Purchases: Managing Purchase Products

Contents

• Introduction
• Configuring The Petty Cash Overhead Product Group
• Creating Petty Cash Overhead Products

Introduction

There are two types of products that are available to select within a cash purchase.:

• For Inventory Management subscribers, by default, any supplied item that is configured for inventory is available to select within a cash purchases. This is to provide the option of declaring purchases of stock outside of the standard supplier order method in emergency situations, thus increasing stock on hand when purchasing products in this way. 
• For Revenue Management subscribers, you can declare cash purchases against petty cash 'overhead products' which are essentially products that are configured to account for typical cash purchase reasons (e.g. Stationery, repairs, window cleaners etc.). These products needs to be configured within Centegra Plus, as outlined within this rest of this article. 

When it comes to configuring overhead products available in cash purchases, there are two elements: 

• Configuring The Petty Cash Overhead Product Group
• Creating Petty Cash Overhead Products

Configuring The Petty Cash Overhead Product Group

Typically, all petty cash overhead products are contained within one group, so you only need to do this step once within your company. If you already have a group configured for petty cash overhead products and are just looking to create more products within that group, you can skip to the Creating Petty Cash Overhead Products section. 

There are two steps to confiding the petty cash overhead product group:

• Step 1 - Create An Overhead Account 
• Step 2 - Create The Overhead Purchasing Product Group

Step 1 - Create An Overhead Account

If a new product group is required, first create an overhead purchasing account:

• Head to Company Settings > Accounts Setup > Chart Of Accounts.
• Select [NEW ACCOUNT CHART]

In the New Chart Account page: 

• Code: Enter a unique code for the account. 
• Name: Enter a name for the account. (Recommendation: Enter "Petty Cash Products".)
• Type: Select Overhead Accounts. 
• Group: Select System. 

Select [SAVE].

Step 2 - Create The Overhead Purchasing Product Group

The the next step is to create the group itself: 

• Head to Product Management > Product Groups > Product Groups. 
• Select [NEW PRODUCT GROUP]

In the New Product Group page: 

• Name: Enter a name for the group. (Recommendation: Enter "Petty Cash Products".)
• Master Group: Select the master group that the group should be assigned to. 
• Purchase Account: Select this as the account created in the previous step. 

Select [SAVE]. 

The product group is now ready for cash purchase overhead products as per the Next Section.

Creating Petty Cash Overhead Products

To add new petty cash overhead products within the existing petty cash products group: 

• Head to Product Management > Products. 
• Select [CREATE CENTEGRA PLUS PRODUCT].

In the new product page: 

• Product Name: Enter the name of the product into both the long and short name fields. (Recommendation: Prefix with "Petty Cash" or similar.)
• Product Code: Enter a code for this product. (If no code is required, copy the PLU into this field.)
• Stock Master Group: Select the master group that the overhead product group lives within.
• Stock Group: Select the overhead product group.  
• Stock Type: If prompted to select a stock type, select Other.

Once entered, select either:

• [CREATE & ADD ANOTHER PRODUCT] to create and then add more products.
• [CREATE & EXIT] to create and exit the product.