How do I handle import tax that is 100% deductible?

OneUp does not offer a 100% deductible VAT rate at this point. We recommend you set up your VAT import tax payment as follows:

• Go to Accounting - More - Chart of Accounts - New Account
• Create a new VAT account (in the according group of other VAT (paid) accounts
• If you are in a bill: use the expense tab, select the new VAT account for the 100% deductible VAT and register the amount, no additional VAT rate to select
• If you are in an expense, select the new VAT account for the 100% deductible VAT and register the amount, no additional VAT rate to select
• If you use a manual accounting transaction, we recommend naming the journal accordingly, so you can identify it later
• Check your VAT report AND your accounting (the difference will be the manual 100% VAT deduction in the VAT (paid) section)

 

How do I create a vendor prepayment?

We recommended you set up an Offset bank account for vendor prepayments. The prepayment should then be registered as a bank transfer (“from bank” = your paying bank and “to bank” = your offset account). In the description field, we would recommend to name the vendor and eventually your PO number as a reference).

When you then get the bill, simply apply the prepayment offset account to apply your bill payment.

 

How do I add shipping, handling or taxes other than VAT to my purchase bill?

To add additional cost (other than the product purchase cost) into your bill, use the Expense tab and directly select an account from your chart of accounts to register those expenses.

Another option is to enter this other cost in the product lines, as a previously set up non tracked product with -1 quantity.

 

Why does my inventory not get updated when I create only a bill for purchased goods?

The receiving note is the leading document when it comes to inventory quantity and value update.

If you convert your purchase order directly into a bill or create a new bill for your purchased goods, those will directly be posted into your Cost of Goods sold and do not create any inventory entries. A receiving note is needed to generate inventory movements.

 

How do I change the receiving address?

To have your supplier deliver to another than your company address, you will need to set up either a vendor or a customer that shows the wanted ship-to address.

Once done, please open your purchase document, scroll down and open the advanced section. In the field *type* select either customer or vendor (depends under which category you set up the needed address) and link the bearer of your ship-to address.

 

Type fields:

• Company: your ship-to address shows as set up in the company settings
• Vendor: you need to select a vendor that shows the wanted ship-to address
• Customer: you need to select a customer that shows the wanted ship-to address

Please note that it is not possible to edit the address in the delivery address field. You must select one of the above to change the ship-to address.

 

How do I set up a vendor price list for quantity leveled purchase prices?

If you buy from your vendors, getting better prices for higher quantity purchase, it is recommended to set up a vendor price list which reflects the pricing, so, you do not have to worry about memorizing.

Set up a price list in Purchasing - - Purchase Price Lists - New Purchase Price List. Name the list, so, you can easily identify it later, select your vendor, set an end date if required and select the currency in case you use multi currency.

Below, you would add the products that have to be part of your purchase price list. The field “vendor code” can be used to set up the product code as your vendor is using it. This product code will then be added to the product description and so, make it easier for your vendor to identify “his” products.

You set a price per quantity level, if needed (from Qty X to Qty Y), if you leave those fields empty, the price you set up is valid for all quantity levels.

The field “pack unit” is used, if you by in packs containing a certain amount of units.

Please note that the purchase price still needs to be set up by unit and cannot be defined by pack unit.

 

How does automatic inventory ordering work?

You create sales orders and need to refill your stock on hand to be able to deliver.

You won’t be able to link a sales order to a purchase order. Nevertheless you can automatically create purchase orders from open sales orders using the automatic inventory ordering in Purchasing - More - Purchase Orders - Automatic Inventory Ordering.

As soon as you click the button, OneUp will show you the products and quantities you will need to fill your orders. All you need to do, is check the list to make sure the vendors are correct and update the quantities to order, if needed.

If all is fine, click DONE to validate and OneUp will create purchase orders automatically for you. Your purchase orders will show in purchasing - purchase orders, ready to be emailed or printed.

The calculation in of the products to order would be:

stock on hand - open sales orders + open purchase orders - minimum stock quantity = purchase order quantity.

 

How do I see what I purchased from a vendor during a certain period?

Go to Purchasing - More - Purchase Orders - [︙] button - export purchase order lines. If you download this file by clicking into the export icon at the bottom left side, you can filter and sort in your spreadsheet.

 

How do I purchase a service?

Services (in Sales - More - Products and Services) cannot be added to a purchase order line, so, we recommend to set up a non tracked product for the service you wish to purchase.

To create a non tracked product, go to Sales - More - Products and Services - New Product or Service. In the field “track inventory” set the marker to “no”. This will disable the inventory tracking.

Non tracked products have the advantage, that you can also use them in the sales process. You will then get sales income as well as see purchase costs generated from this service.

If you any kind of service need to be added into a bill only, you are free to do so in the expense tab in the bill and directly select the account from your chart of accounts to have the expense posted correctly.

 

I've created a purchase order, why is my inventory not updated?

A purchase order is nothing more than the document you create to be sent out to your vendor. The purchase order is the start of your purchase process that would then be:

• you create a purchase order and send it to your vendor (in Purchasing - More - Purchase Orders - [︙] button - New Purchase Order)
• when you receive the merchandise, convert the purchase order into a receiving note (click "receive" next to the purchase order in the list). The receiving note creates inventory entries.
• when you then receive the bill, click "bill" next to the receiving note in the list in inventory - receiving notes.