AutoCount Cash Purchase
Simplify cash invoicing with instant recording, accurate tracking, and real-time financial visibility.
What is Cash Purchase?
A Cash Purchase in AutoCount is a transaction document used to record purchases from suppliers where payment is made immediately at the time of purchase.
Typically, this is in contrast to a credit purchase, where you receive an invoice to pay later. It is a combined document that serves as both an invoice and a payment receipt.
“This function helps in streamlining the process for over-the-counter purchases, petty cash expenses, or any transaction where goods or services are paid for upfront.”
When Do You Use It?
You would use a Cash Purchase in scenarios such as:
Buying office stationery from a local shop and paying by cash.
Purchasing inventory from a supplier using a company credit card.
Paying for urgent repairs or services with an immediate bank transfer.
Any transaction with a “cash supplier” (a supplier you don’t have a credit account with).
Key Functions of Cash Purchase in AutoCount
Combined Transaction
It records both the purchase (inventory/expense) and the payment in a single step, saving time compared to creating a purchase invoice and a separate payment voucher.
Multiple Payment Modes
If paid via Cash or Credit Card, the document is fully knocked off. If Multi Payment is used, the document may be partially knocked off and still carry an outstanding balance.
Integrated Stock Control
When a Cash Purchase is saved for stock items, the system increases stock quantity and updates item costing according to the item’s costing method and system settings.
Automated Accounting
Upon saving, AutoCount posts the transaction to A/P Invoice Entry, A/P Payment, G/L Cash Book Entry, and the relevant G/L accounts automatically.
Supplier Tracking
You can assign the transaction to a specific supplier (e.g., a “Cash Supplier” account) to maintain a record of all purchases, even if you’re not using credit terms.
Document Workflow
You can create a Cash Purchase from scratch or transfer data from other documents like a Purchase Order (PO) or Goods Received Note (GRN).
How to Use the Cash Purchase Function in AutoCount?
Transaction Creation
A user creates a new Cash Purchase document in the system to initiate the buying process.
Data Entry
The user selects the supplier, enters the items purchased, and specifies the exact quantities and costs.
Payment Selection
The user clicks the appropriate payment button (e.g., Cash (F3)) and enters the total amount paid.
System Processing
Upon saving, the system automates the following:
- Inventory: Stock levels for the items are increased.
- Accounts Payable (A/P): A fully paid (knocked off) invoice is recorded.
- Cash Book: The payment is logged in the cash book.
- General Ledger (G/L): Relevant accounts (Stock, Purchase, Cash, Bank) update instantly.
Output
The transaction is immediately reflected in inventory reports, supplier histories, and financial statements.
Benefits of Using Cash Purchase in AutoCount
Time Efficiency
Eliminates the need to create a purchase invoice and a separate payment later.
Accuracy
Reduces data entry errors because you only enter the transaction once, and the system handles the double-entry accounting automatically.
Real-Time Data
Inventory levels and cash balances are updated immediately, giving you an accurate picture of your business at all times.
Complete Audit Trail
All cash purchases are recorded in the system, making it easy to track expenses, review supplier history, and prepare for audits.
Simplified Reconciliation
Because the payment is recorded at the same time as the purchase, reconciling your cash book and bank statements becomes much simpler.
Example Workflow for Cash Purchase in AutoCount
| Step | Details & Actions |
|---|---|
| 1 | Initiate: The user navigates to Purchase > Cash Purchase and clicks Create New. |
| 2 | Input: Select "ABC Stationery" as the Creditor and enter the Supplier Invoice No. |
| 3 | Details: Add "Printer Paper" (Qty: 5) and "Ballpoint Pens" (Qty: 10) to the grid. |
| 4 | Payment: Press F3 (Cash) and confirm the total amount of RM 150. |
| 5 | Save & Result: Click Save. Stock increases and funds are deducted from Petty Cash. |
Frequently Asked Questions
What is an AutoCount Cash Purchase?
It is a transaction document used to record purchases from suppliers where payment is made immediately at the time of purchase. It serves as a combined document for both an invoice and a payment receipt.
When should I use a Cash Purchase instead of a Purchase Invoice?
Use a Cash Purchase for over-the-counter purchases, petty cash expenses, or any transaction where goods or services are paid for upfront. A credit purchase (Purchase Invoice) is used when you receive an invoice to pay at a later date
Can I record a Cash Purchase if I pay using a credit card or bank transfer?
Yes, a Cash Purchase is used for buying office stationery with cash, purchasing inventory with a company credit card, or paying for urgent repairs via immediate bank transfer.
How does a Cash Purchase affect my stock levels?
When the document is saved for stock items, the system automatically increases stock quantity and updates item costing according to your system settings.
What accounting entries are created automatically upon saving?
AutoCount automatically posts the transaction to A/P Invoice Entry, A/P Payment, G/L Cash Book Entry, and relevant G/L accounts like Stock and Purchases.
Streamline Your Purchases Today
Stop wasting time on double-entry accounting. Record your inventory and payments in one single step with AutoCount Cash Purchase to ensure your financial reports and stock levels are always up to date.