FAQ: Creating Cash Purchases

Can I edit a cash purchase after I save it?

Yes, you can edit a cash purchase as long as it is not finalized or locked. If the purchase is still in Draft status, you can change vendor, lines, dates, and all other fields. Once you click Confirm, the purchase is complete and locked for accounting purposes. To make changes after confirmation, contact your administrator or accountant to unlock it (or create a new purchase and cancel the old one if it is an error).

What happens if I enter the wrong vendor?

If you notice the wrong vendor before saving, simply click the Vendor field again and select the correct one. All vendor-dependent fields (currency, payment account) will update automatically. If you already saved, you can edit the purchase and change the vendor, as long as the purchase is still in draft.

Can I add items to a cash purchase after I confirm it?

No, confirmed purchases are locked. You cannot add or remove lines after confirmation. If you need to add more items, either edit the draft before confirming, or create a new cash purchase for the additional items.

Do I have to pay the cash purchase immediately?

Yes, by definition a cash purchase is paid at the time of purchase. When you confirm a cash purchase, Usystems marks it as fully paid and records the cash outflow. There is no "unpaid" status for a cash purchase.

What is the difference between a cash purchase and a bill?

• Cash purchase: you pay immediately (at the time of delivery). The purchase is recorded as paid in full.
• Bill: you pay later (30, 60, or 90 days). The purchase is recorded as a liability until you issue a payment.

Choose Cash Purchase if you are paying now. Choose Bill if you will pay later.

What if I buy items for cash but the vendor gives me an invoice dated later?

Use the date you actually paid (the delivery date or cash transaction date) for the cash purchase. The vendor's invoice date does not matter for a cash purchase—what matters is when you paid and received the items.

Can I change the payment account after I save the purchase?

Not if the purchase is confirmed. The payment account is locked once confirmed. If you need to change it, ask your administrator to unlock the purchase (or create a new one). In the future, make sure to select the correct vendor and payment account before confirming.

What if the total amount due is wrong?

Check the following:

• Unit prices: Make sure each line has the correct unit price.
• Quantities: Verify that quantities match the invoice.
• Landed costs: If you added freight or other charges, they are included in the total.
• Currency/Exchange rate: If paying in a foreign currency, the exchange rate affects the total in your local currency.

If the total is still wrong, edit the lines and recalculate, or contact your accountant.

Can I record a partial payment on a cash purchase?

No, a cash purchase is either fully paid or it is not a cash purchase—it is a bill. If you are paying part now and part later, create a Bill instead and record the partial payment separately.

How do I cancel a cash purchase?

To cancel a cash purchase, ask your administrator. Depending on your permissions and the purchase status, they can delete it (if still in draft) or void it (if already confirmed). Keep a record of why it was cancelled for audit purposes.

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