Ledgers Purchase or Accounts Payable Topic Contents

Reference Contents

Most topics are related directly to functional windows, menus or toolbars. Click on the topic to view details.

• – Accounts Payable Menu
• Debit Note to Suppliers
• Overdue Date Limit
• Overdue Supplier Accounts
• Remittance Advice Note Text Confirmation
• Supplier Immediate Payment Transaction Details
• Supplier Invoices or Credits Posting
• Supplier Payment Cheque Details
• Supplier Payment Remittance Advice Selection
• Supplier Statement and Report Options

Reference Contents

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Overdue Date Limit

Reference Contents > Ledgers Purchase or Accounts Payable > Overdue Date Limit

Simply enter a date and/or choose a radio button and confirm with an OK. The overdue list will be built up to and including transactions of the entered date.

See also: –

Overdue Supplier Accounts

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Reference Contents > Ledgers Purchase or Accounts Payable > Overdue Date Limit

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Debit Note to Suppliers

Reference Contents > Ledgers Purchase or Accounts Payable > Debit Note to Suppliers

This Debit Note function is a convenient method of returning goods to a supplier and crediting their A/P account accordingly. When processed it records stock movements on all part items as General Issues (type E movement). It posts A/P and G/L transactions in a similar manner to a credit when posted in the A/P (see below). The account transactions and inventory movements are given a DN-000000 reference, starting at 000001 and automatically advancing. Note that there is no control under File — System Manager — Company Details — Document Numbers tab pane, as there is for other documents.

A Debit Note is not recorded in its entirety in the same way as say an Invoice to a customer is. The inventory movements and ledger transactions are of course saved to the datafile but other than that no details of the Debit Note remain after the window is closed or the Clear button is clicked.

It is not to be confused with normal return of goods received under a PO using the Process — Goods Receiving and History — Return Goods to Supplier function, to which the supplier may then issue a credit note which you would be then recorded in Ledgers — Accounts Payable — Invoices and Credits.

To process the window, select a Supplier, then drag parts onto the list from the ScratchPad. The window handles kits and multi-user/tracked parts. Modify quantity and price as needed and then Process. After processing the document will print automatically. However, after that a Reprint function is available and no maintenance is allowed until you click on Clear. This is to ensure you have a 2nd and later chance of a clean printed copy as it is not possible to re-print after you close the window or Clear.

Button	Action
Change Address	Click to set and alternative address and contract from the default.The Address Selection window is brought forward.
Clear	Click to clear the window to start a new debit note process.
Process	Click to process the debit note and print the document. You will be able to reprint the document afterwards only if you do not close the window or click on the Clear button.
Reprint	Click to reprint the document, right-click to select an alternative report destination.

Transaction process	Purchase Invoice	Type 030
Credit	Net + Tax amount	to A/P supplier a/c
Credit	Net amount only	to G/L selected posting account(s) added up
Credit	Tax amount only	to G/L tax control a/c(s)
Debit	Net + Tax amount	to G/L creditors control a/c

CUSTOM CAPABILITY: You can create customised Debit Notes by duplicating the standard rAcApDebitNote report class. In your Custom Reports settings it has the type DBN.

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Reference Contents > Ledgers Purchase or Accounts Payable > Debit Note to Suppliers

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Overdue Supplier Accounts

Reference Contents > Ledgers Purchase or Accounts Payable > Overdue Supplier Accounts

This function enables you to produce a list of supplier accounts that have outstanding balances which include entries where payment is overdue on a particular date. You are first required to enter the date and select other options on which payments will be overdue (See the Overdue Date Limit topic).

After confirmation of the date, a list will be produced showing both the overdue amounts and the current account balances. You can print this list using the two Print buttons. You can also use the list to set payment amounts and post these payments in one posting process.

First, you must enter payment amounts either by clicking on the Set All for Full Payment button or by individually entering the payment amount. You can only pay up to the Can pay amount (see Memo below). During the individual process you may enter a document reference and comments as well as a local currency bank or cash account from which payment is being made. If the current line has a document reference and comments texts, these will be reproduced on all lines, with the bank account, when the Set All for Full Payment button function is used. You may then go in and edit each individually. Use the list horizontal scroll bar, or zoom the window, if needed to view the bank account code, document ref. and comments data.

WARNING: Payments can not be made from foreign currency bank or cash accounts. These must be processed individually.

Once satisfied with the contents of the list, you may process all payments and print a report of the payments in one operation. Click on the Post Payments button. Transaction type and details are identical to Payments to Suppliers.

WARNING: Payment to suppliers made from the Overdue List are set in the suppliers account as being cleared and allocated.

If you click on the Print Overdue Transaction Listing button you will get a detailed report of transactions that are overdue. You will be given the option of transactions being sorted by due date or supplier.

Operation Functions

See also: –

Overdue Date Limit Credit Control Memo Set

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Reference Contents > Ledgers Purchase or Accounts Payable > Overdue Supplier Accounts

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Supplier Immediate Payment Transaction Details

Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Immediate Payment Transaction Details

Enter data specific to the bank transaction.

Confirm your entry or cancel to return to the invoice entry window.

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Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Immediate Payment Transaction Details

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Supplier Statement and Report Options

Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Statement and Report Options

This function enables you to selectively produce an account review report, ledger cards or a summary report for supplier accounts.

You can report supplier records only meeting any combination of restrictive ranges in a similar manner to other supplier selection windows. The Only those with balances outstanding checkbox adds a further option, which, if checked, omits suppliers with nil outstanding account balance.

The Balance all cleared option is only applicable to the Accounts Review and Ledger cards type reports. It causes the system to summarise all cleared transactions into one balance-brought-forward transaction on the report.

For Account Reviews and Ledger cards there is the additional option of forcing each supplier onto a new page. You will be offered the option of a review report in the foreign currency or local currency.

An account review is a detailed list of all transactions listed on file against each supplier. Ledger cards are more compact and consolidate transactions with the same document reference, making the results less detailed but more readable. The summary report analyses transactions but only prints a summary line showing aged amounts and balances. Normally an extra line of contact details is also printed, however, to suppress the printing of this line, check the option.

Date and or Period: You can enter a date/period other than the default of today’s date and no period on which aged amounts will be calculated. On reports, transactions dated after this date, or in later periods, are ignored and the ageing is based on the date you enter. By setting the date back, you can get a pseudo statement for a previous date/ end-of-period.

However, great care should be taken with this as the system can only retrospectively view transaction credit allocations for credits after the date/period. Because of this there are a number of circumstances that mean that a report printed on the actual date of concern differs from one printed later and set to an earlier date/period:

1. Currency adjustments made by post-date allocations can not be reversed.
2. The system does not know when the allocation actually took place. It has to assume that a post-date/period credit that has been allocated would not have been allocated as of the date. If the credit was in fact post-dated but allocated before the date, then the retrospective view is inaccurate.
3. The user’s freedom to manipulate date/period after the real date can not be reversed automatically, so any report trying to look backwards can be manipulated.

Having set the date, it will remain the ageing date during the current user session. Windows and reports showing ageing will be affected. This date is a different date to the equivalent in the A/R.

CUSTOM CAPABILITY: All A/P and A/R statements and reviews can have aged amounts inside the record section as well as in the total section. These are available as variables iAgedDue.C1 to iAgedDue.C4 for local currency values and iAgedDue.C5 to iAgedDue.C8 for foreign currency values.

Button	Action
Custom Search	Click to design your own special search.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print	Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Supplier Selection

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Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Statement and Report Options

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Supplier Payment Cheque Details

Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Payment Cheque Details

This window opens when you Post Transaction from the Payments to Suppliers window after you have selected the Pay Selected option.

Button	Action
Post Without Cheque	Click to post the transaction but without assigning a cheque.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

Compiled in Program Version 5.10. Help data last modified 6 May 2012 17:16:00.00. Class wAcPayCheque last modified 4 Oct 2017 06:44:17.

Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Payment Cheque Details

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Supplier Payment Remittance Advice Selection

Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Payment Remittance Advice Selection

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
OK	The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

See also: –

Remittance Advice Note Text Confirmation

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Reference Contents > Ledgers Purchase or Accounts Payable > Supplier Payment Remittance Advice Selection

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Remittance Advice Note Text Confirmation

Reference Contents > Ledgers Purchase or Accounts Payable > Remittance Advice Note Text Confirmation

You can select each credit in the list and modify the default texts which will print on the remittance advice notes or cheque sheets.

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Print	Will cause a report to be printed of the subject matter. You can change the Destination of the report by selecting the ‘Report Destination’ menu command.

CUSTOM CAPABILITY: The Body and Trailing texts are constructed from a number of Stings which can be changed using the String Maintenance window. The Body text is String number s2577 incorporating the cheque number as %1 the currency and credit transaction amount as %2 and %3. The Trailing text uses String numbers s2579, s2580 and s2581. String s2579 incorporates the account currency and balance as %1 and %2.

See also: –

Supplier Payment Remittance Advice Selection Supplier Payment Cheque Details

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Reference Contents > Ledgers Purchase or Accounts Payable > Remittance Advice Note Text Confirmation

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