All Purchases
All Purchases is a screen that brings together, in a single list, the four document types related to your purchases: Vendor Bills (Credit Purchases), Purchases with Reception, Expense Reports, and Account Payments. It is not a new document type: each row still belongs to its own screen; this view simply saves you from opening four separate screens to review everything you've recorded in purchases.
What it is and what it's for
When you need to review or search for purchase information regardless of the screen where each document was recorded, "All Purchases" shows everything together, sorted by date, with filters common to all four types. The documents it brings together are:
- Credit Purchase (Vendor Bill): the debt you record with a vendor.
- Purchase with Reception: the receipt of goods or services with its own reception.
- Expense Report: minor expenses or travel costs, reimbursable to an employee or paid right away.
- Account Payment: money leaving your accounts that posts directly against a ledger account, without going through a bill.
From here you can also create new documents of any of these four types, print their reports, and delete them, all without leaving this screen.
How to use it
- Open All Purchases from the main menu.
- Optionally filter by date from/to, subsidiary, location, vendor, item, document number, reference, or NCF, then click Refresh to reload the list.
- To create a new document, use the New button and pick the type (Credit Purchase, Purchase with Reception, Expense Report, or Account Payment); the matching screen opens in a new tab.
- To edit an existing document, click its row link; it takes you to that document type's own screen. If the document is voided, you'll see the label "Void" instead of a link, and you won't be able to edit it from here.
- To delete, check one or more rows (or use "select all" for the rows currently visible on the page) and click the delete button; each document is deleted individually, respecting its own type's permissions.
- To print, use the Reports menu and pick the document type you need.
- Customize which columns you see and in what order using the column selector next to the list; your configuration is saved so you can reuse it next time.
Key fields
| Field | What it's used for |
|---|---|
| Document Type | Indicates which of the four types that row is (Credit Purchase, Purchase with Reception, Expense Report, or Account Payment). |
| Document No. | Document number; links to its corresponding detail screen. |
| Date | Document date, also used to sort the list (most recent first). |
| Vendor | Vendor associated with the document. For Expense Reports it comes from the expense's own vendor field; for the other types, from the vendor recorded on the header. |
| Location | Location where the document was recorded. |
| Subsidiary | Only visible if your company has subsidiaries enabled. |
| NCF | Fiscal Receipt Number of the document, only visible if your company uses fiscal documents. |
| Reference | Free-text reference entered on the document. |
| Currency / Amount | Currency and total amount of the document. |
| Exchange Rate | Exchange rate used on the document (hidden by default). |
| Notes | Internal notes on the document (hidden by default). |
| Creation Date | Date and time the document was created in the system (hidden by default). |
Availability and permissions
- This screen only appears in the menu if the Purchases module is active for your company.
- To open "All Purchases" you need view permission on all three document types at once: Vendor Bills, Expense Reports, and Account Payments. If you're missing permission on just one of them, you won't be able to open this consolidated screen, even though you may still use the individual screens for the types you do have access to.
- Keep in mind that "Account Payment" is managed under a Banking permission, and "Expense Report" under an Accounting permission; even though everything appears under the "Purchases" label, permissions for those two types aren't managed as Accounts Payable permissions.
- The Subsidiary and NCF columns only show up if your company has subsidiaries or fiscal documents enabled, respectively.
Tips and common mistakes
"I don't see 'All Purchases' in the menu." Check that the Purchases module is active for your company and that you have view permission at the same time on Vendor Bills, Expense Reports, and Account Payments; missing any one of the three hides the menu entry.
Voided documents are not hidden from this list: they show a "Void" label instead of an edit link, so you still get a complete history.
This screen doesn't replace each document type's own screen: it's a shortcut to review them together. Creating, editing, or printing a document always takes you to that type's specific screen, which opens in a new tab.
If you always check the same columns, save your column configuration once so you don't have to redo it every time you come back to this screen.