Document-level discounts and discount templates on a cash purchase

What this does

A document-level discount (also called a header discount) is applied to the entire cash purchase after all line items are totaled. This is useful for bulk discounts, loyalty credits, or negotiated reductions. You can apply a discount manually or select a pre-built discount template (if your admin has created one) to speed up the process.

Before you start

• You have the ability to create cash purchases.
• You know whether your organization uses discount templates and which one applies.
• All line items in the purchase have been added and any line-level discounts are in place.

Steps

Applying a manual document-level discount

1. Open or create a cash purchase form. Navigate to Purchases → New Cash Purchase Open in Usystems.
2. Add all items and quantities to the Line Items section.
3. Scroll to the Discount or Document Discount section (location varies by form layout).
4. Choose whether to enter a Percentage (e.g., 5%) or a fixed Amount (e.g., 500 AFN).
5. Enter the discount value in the appropriate field.
6. The system recalculates the total immediately.
7. Continue with payment details and save the purchase.

Using a discount template

1. Open a cash purchase form. Navigate to Purchases → New Cash Purchase Open in Usystems.
2. In the Discount section, look for a Select Template or Discount Template dropdown (if templates are available).
3. Click the dropdown and choose a template (e.g., "Wholesale 10%", "Loyalty Discount").
4. The template's discount is automatically applied to the purchase total.
5. If needed, you can still manually adjust the discount after selecting a template.
6. Complete the purchase and save.

Accounting impact

When you apply a document-level discount:

• The discount reduces the total amount owed to the vendor.
• The Cost of Goods Purchased (or relevant account) is debited for the discounted subtotal.
• The Accounts Payable (or Cash) is credited for the final, discounted total.
• If a separate discount account is configured, the discount amount may post there instead of reducing cost directly.

Tips & common mistakes

• Order matters: Line discounts reduce individual items first, then the document discount is applied to the remaining subtotal. A 10% line discount followed by a 5% document discount is not the same as a single 15% discount.
• Template vs. manual: If a template applies to your purchase type, using it ensures consistency and compliance with company policy.
• Check your total: Always verify the final total after applying a discount. The system recalculates automatically, but reviewing prevents surprises.
• No negative templates: Discount templates should always reduce price. If you need to add a charge, use a negative discount (surcharge) manually rather than relying on a template.