In Sage 200, you can allocate items on your purchase orders to your projects. You do this by entering details of relevant project and project item in the Project Analysis section of the purchase order.
The costs of the purchased items are then posted to your projects when the purchase order is processed. How these costs are posted to the project depends on the type of item you are purchasing.
The costs are posted to the project when the stock item is issued to the project, and not when the invoice is recorded.
This allows you change the allocation of stock items after a purchase order has been processed.
For example, you order an item intended for a project. The item is recorded as received into stock and is allocated to the project. You have a sales order waiting for this item that is more important, so you change the allocation of the item and allocate it to the sales order. When the purchase invoice is recorded no further action is required, as the project analysis is not applied at this stage.
Free text items are not added to stock and therefore cannot be issued. The costs for free text items are posted to the project when the invoice is recorded.
Enter the Project and Project item in the Project Analysis section on the purchase order line.
The Nominal Analysis retains the Stock nominal account specified on the stock item record.
Record the goods as received:
Issue the allocated stock item to the project in the Stock Control module:
A transaction is posted to the nominal ledger.
This debits the Expense nominal account specified for this project item on the Costs and Charges tab for the project. It credits the specified Stock nominal account for the Analysis tab for the stock item.
As a free text item does not get added to stock, you can only record the cost against the project when invoice is recorded. Therefore, Sage 200 automatically adds the relevant project analysis when the invoice is recorded.
Enter the Project and Project item and in the Project analysis section of the order.
The Nominal Analysis retains the Expense nominal account specified for the project item on the project. You can change this, if required.
Record the purchase invoice for the free text item:
The Project Analysis details are retained from the purchase order line. You can change this, if required.
The Nominal Analysis is copied from the Project Analysis.
The following transactions are entered:
Steps in this task
Add standard items to the purchase order
Add goods and services to the purchase order (free text items)
Issue allocated stock (non traceable item)
Reference