Zeyto Academy · Core · Module 3
Purchases and suppliers
Buy on credit with Zeyto: suppliers, orders, goods receipts, bills with input VAT, landed cost, payments, returns and payables ageing.
You will be able to
- Set up a supplier record with a valid TRN and use it on purchase documents
- Run a purchase from order to goods receipt to bill to payment and explain the entry at each step
- Compute input VAT on a purchase and declare reverse charge VAT with a voucher
- Add freight and customs to a bill and work out each item's landed unit cost
- Record supplier payments, discounts, advances and returns
- Read the supplier statement, bill-wise outstanding and ageing reports
Suppliers: the people you buy from
- A supplier record feeds every purchase document and payment.
- A UAE TRN has 15 digits; Zeyto checks it and refuses duplicates.
- Credit Days and Credit Limit are reference data; the document's Payment Term sets the due date.
- Suppliers are deactivated, never deleted.
The buying cycle: order, receive, bill, pay
- A PO posts nothing; a GRN posts stock and GRNI; a PI posts the bill and the input VAT; a payment settles it.
- Submitted documents are corrected by Amend or Cancel, never edited in place.
- Later documents are made from earlier ones with Create Against or Convert.
- GRNI holds goods received but not yet billed.
Purchase orders and goods receipts
- A PO is a plan and posts nothing.
- A GRN brings goods into stock at the line Rate and credits GRNI.
- Partial receipts are normal: lower Qty and the order stays open.
- VAT and the supplier balance wait for the purchase invoice.
The purchase invoice and input VAT
- A PI posts cost, input VAT and the amount owed to the supplier.
- Supplier Invoice No and Date are mandatory and support the VAT claim.
- The invoice Date decides the VAT return month.
- Reverse charge VAT is declared with an RCM voucher, not by the invoice.
Freight, customs and landed cost
- Landed cost is the supplier price plus freight, duty, clearing and insurance.
- The Spread by choice changes each item's share, not the total charge.
- Charges billed by others get their own purchase bill.
- Charges arriving after sale are split between stock and cost of sales.
Paying suppliers: vouchers, discounts and advances
- Leave Allocate empty to settle oldest bills first.
- A settlement discount is income; a tax discount also reduces input VAT.
- Advance VAT inside an amount is Amount x 5 / 105 at 5%.
- Applying an advance takes back the VAT claimed on it.
Returning goods and debit notes
- A return reduces stock, payables and input VAT.
- Made against a bill, it lowers that bill's Outstanding.
- The Rate on stock lines must equal the item's stock cost.
- Supplier Credit Ref stores the supplier's credit note number.
Statements, ageing and what you owe
- Party Statement is the supplier's ledger; bill-wise shows open invoices.
- Ageing buckets count days past the due date.
- Bill-wise Outstanding and Aging treat not-yet-due bills differently.
- Check the statement balance when reports disagree.
The buying cycle: order, receive, bill, pay: key table
| Document | Stock | Ledger | VAT |
|---|---|---|---|
| Purchase Order (PO) | No change | Nothing posted | None |
| Goods Receipt (GRN) | Goods go in at the line Rate | Debit Inventory, credit Goods Received Not Invoiced | None recorded yet |
| Purchase Invoice (PI) | Goods go in only if no GRN already received them | Debit Inventory or clear GRNI, debit VAT Input, credit Payables | Input VAT recorded |
| Payment voucher | No change | Debit Trade Payables, credit cash or bank | None |
| Purchase Return | Goods go out | Debit Payables, credit Inventory and VAT Input | Input VAT given back |