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Ledgers Sales or Accounts Receivable: Additional Payment Postings

Brendan Proctor — Wed, 27 May 2020 09:14:18 +0000

Additional Payment Postings

Reference Contents > Ledgers Sales or Accounts Receivable > Additional Payment Postings

This window is opened when you click on the Complex button on the Payment and Receipt for AR and AP window.

It enables you to apply deductions to the bank payment and post those to other G/L Accounts. For example, it may be for bank transfer charges or special discounts.

Any number of these transactions can be added to the list by tabbing out of the last line field.

The payment value in the customer or supplier account will be posted to that account. The bank account will be posted with the amount LESS the sum of these additional payments.

Field	Description
Payments list	Make the entries in the grid. To add an entry to the end, tab out of the last line. To remove a line, blank the account code.
Account code	The account and can be either entered directly, by keyword search or can be dragged from the Accounts Scratchpad.
Currency of account	Ledger Transactions. Currency code. {TRAFILE.TRACURR char 3}
Exchange rate	Ledger Transactions. Currency exchange rate. {TRAFILE.TRARATE number float}
Document reference	Ledger Transactions. Document reference. {TRAFILE.TRADOCR char 15} NOTE: Document Reference values can not be between “XX-000000” and “XX-999999” where XX is either ASS, CA, CH, CR or IN, as these are reserved for the system.
Comment	Ledger Transactions. Comments on transaction. {TRAFILE.TRACOMM char 30}
Account name	General Ledger Accounts. Description. {GLAFILE.GLADESC char 40}
Total extra postings	Shows the total in account currency, exclusive of tax, of all items you have entered on the list. The account will be credited if this value is negative.
Consequent bank posting	The total tax in account currency of all Petty Cash transactions you have entered.

See also: –

Payment and Receipt for AR and AP

Compiled in Program Version 5.10. Help data last modified 13 Nov 2001 13:36:00.00. Class wAcPaycur last modified 18 Feb 2015 01:54:35.

Reference Contents > Ledgers Sales or Accounts Receivable > Additional Payment Postings

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Ledgers Sales or Accounts Receivable: Payment and Receipt for AR and AP

Brendan Proctor — Wed, 27 May 2020 09:14:18 +0000

Payment and Receipt for AR and AP

Reference Contents > Ledgers Sales or Accounts Receivable > Payment and Receipt for AR and AP

This window is used for Payments from Customers, Refunds to Customers, Payments to Suppliers and Refunds from Customers. It handles bank or cash transactions involving customers or suppliers.

You can select a customer or supplier by entering the code directly or by using keyword search or drag and drop from the Scratchpad. There are also up and down buttons.

Choose the List contents from the drop down list. If you seek to use the Selected Period option, you should first click on the — Choose Periods — option which will open the Period Range Selection window in which you select the period range that will apply when re-selecting the Selected Period option.

Field	Description
Customer or Supplier code	The unique customer or supplier identification code.
Company name	Customer or supplier company name.
Currency	Default currency code.
List contents	Select from the list to determine the extent of transactions listed.
Contact details	Contact details including telephone, fax and email. Right-click on this field to obtain print functions for the address and contact. Print Standard Letter opens the Standard Letter Selection window and Print 4×4 Label opens the 4 by 4 Label Position window. TIP: The contact shown here can be other than the customer or supplier’s default address and contact by linking a specific address and contact to the “Accounts Department Address and Contact” document. This can be done in the customer or supplier maintenance on the Address Document Link Maintenance window.
Transaction list	The list of account transactions is described as the Account Review subwindow.

The bottom of the window contains a tab pane with two panes.

List Context Menu	Action
Refresh List	Operate to rebuild the list using the list contents option selected. This is useful when the bank window is left open and a transaction elsewhere effecting the bank account is posted.
Go To Unallocated Credit	Operate to find on the list the first (or next) Credit that is not fully allocated.
Create Memo Set for Selected	Operate to create a Credit Memo that will be applied to all selected transaction list lines. This will open the Credit Control Memo Set window.

The window has 2 tab panes.

Transaction
Totals and Allocation

Transaction

This pane enables you to make the transaction.

Field	Description
Bank account	The account should be a bank or cash type account and can be either entered directly, by keyword search or can be dragged from the Accounts Scratchpad. You can enter another type of account by holding down the shift key when leaving the field.
Account reference	General Ledger Accounts. User reference. {GLAFILE.GLAUSER char 10}
Description	General Ledger Accounts. Description. {GLAFILE.GLADESC char 40}
Value	The value of the transaction in the currency of the transaction, typically the default currency for the account.
Currency code	Ledger Transactions. Currency code. {TRAFILE.TRACURR char 3} WARNING: Mixed currencies on accounts which do not have the local currency as their default currency is NOT recommended. Future reviews and statements can only be normalised to the default foreign currency values with reference to the current exchange rate rather than that which applied at the time of the transaction. If multi-currency transactions are expected the default currency for the account should be the local currency. You can force the currency to the default currency of the customer using the optAcNoMixedCur system option. This will disable the edit of the currency for customers with foreign default currencies. NOTE: From Version 3.1017 a change in calculating the running account foreign currency balances has been applied that makes it possible to mix currencies in an A/P or A/R account. Prior to that change any alien (neither local or account) currency values needed to be calculated into the account currency value for the running account balance using the current exchange rate of the alien currency transactions. Since the change the value of the alien currency value is converted backwards from the local currency balance. This ensures that such alien currency entries do not get out of step, in account currency terms, from the local currency balance. This also better maintains the Unallocated Credit total. This is particularly useful in the following example: Say you operate in Saudi Arabia where the local currency is SAR. You invariable sell your products to the oil industry pricing everything in USD and receiving payments into a USD bank. However, you buy much of your high value components in the UK in GBP or Europe in EUR. You therefore quite reasonably want to maintains supplier accounts in EUR or GBP because the invoices you receive are in those currencies. But you pay these suppliers from your USD bank and so you want that reflected on the account when viewing it. The new balance calculating method can handle this scenario.
Exchange rate	Ledger Transactions. Currency exchange rate. {TRAFILE.TRARATE number float} TIP: When Pay Selected is checked for a foreign currency, double-clicking here will activate the field so you can change the exchange rate.
Value in local currency	The value of the transaction in the local system currency.
Document reference	Ledger Transactions. Document reference. {TRAFILE.TRADOCR char 15} NOTE: Document Reference values can not be between “XX-000000” and “XX-999999” where XX is either ASS, CA, CH, CR or IN, as these are reserved for the system.
Date	Ledger Transactions. Date of transaction. {TRAFILE.TRADATE date date1980}
Posting period	Select an alternative for posting in a future G/L period if needed.
Comment	Ledger Transactions. Comments on transaction. {TRAFILE.TRACOMM char 30}

Button	Action
Pay Selected	Check this option to automatically pay the selected debit lines. A mix of debits and non-allocated credits can be selected. All will be paid and allocated together when posted. Suppliers can be assigned a cheque and have a remittance advice/cheque printed. You can apply the optAcApMemoStop system option. If set to 1 or 2 this will prevent any debit being included in the pay selected range if it has associated with it a Credit Memo that is not Approved or Cleared.
Complex	To extend the transaction to include cross currencies, bank charges and other adjustments. It opens the Additional Payment Postings window.
Post Transaction	Click to post the transaction.

Button

Action

Pay Selected

Check this option to automatically pay the selected debit lines. A mix of debits and non-allocated credits can be selected. All will be paid and allocated together when posted. Suppliers can be assigned a cheque and have a remittance advice/cheque printed.

You can apply the optAcApMemoStop system option. If set to 1 or 2 this will prevent any debit being included in the pay selected range if it has associated with it a Credit Memo that is not Approved or Cleared.

Complex

To extend the transaction to include cross currencies, bank charges and other adjustments. It opens the Additional Payment Postings window.

Post Transaction

Click to post the transaction.

Payment from Customer

Transaction process	Customer payment	Type 020
Credit	Payment amount	to A/R customer a/c
Debit	Payment amount	to G/L bank or cash a/c
Credit	Payment amount	to G/L debtors control a/c

Refund to Customer

Transaction process	Customer refund	Type 014
Debit	Payment amount	to A/R customer a/c
Credit	Payment amount	to G/L bank or cash a/c
Debit	Payment amount	to G/L debtors control a/c

Payment to Supplier

Transaction process	Creditor payment	Type 040
Credit	Payment amount	to A/P supplier a/c
Credit	Payment amount	to G/L bank or cash a/c
Debit	Payment amount	to G/L creditors control a/c

Refund from Supplier

Transaction process	Creditor refund	Type 041
Debit	Payment amount	to A/P supplier a/c
Debit	Payment amount	to G/L bank or cash a/c
Credit	Payment amount	to G/L creditors control a/c

Sales Order Pre-Payments

You can record a pre-payment to a specific Sales Order by entering the Sales Order number into the Document Reference in the form of “SO-000000”, where 000000 is the full Sales Order number including prefixed zeros. If you do this, the printed Sales Order document will reflect the prepayment and when dispatch takes place the invoice transaction will be automatically cleared by the amount as appropriate. Certain rules apply, The Sales Order must be for the right customer and in the same currency as the pre-payment. However, no value check is made to see if over-prepayment is being made.

NOTE: Once you have posted a prepayment in this way, you cannot delete the Sales Order. You should first Refund against the Sales Order to reverse the Sales Order prepayment.

If a partial dispatch of the Sales Order takes place, the prepayment remaining on the Sales Order will be reduced by the Invoice value.

If you have made a prepayment the Sales Order Header maintenance window will show the amount.

Totals and Allocation

Shows totals for the account and enables you to allocate a credit to debits.

Field	Description
Current debit balance	The total balance (or turnover) on the account in the currency shown. A local value will also be shown if the account is for a foreign currency.
Select lines debit	The sum of the selected lines value in currency. A local value will also be shown if the account is for a foreign currency.
Selected lines due	The sum of the selected lines amounts due in currency. A local value will also be shown if the account is for a foreign currency.
Unallocated credit	The total unallocated credit that is available for clearing debits on the account in currency. A local value will also be shown if the account is for a foreign currency.
Quick payment due	The amount of quick payment discount.
Quick payment date	The date quick payment discount is applicable to.

Button	Action
Print Remittance	Select an assigned payment in the list and click to print a Remittance Advice Note. This button is available for all A/P operations and in A/R operations only when a payment is selected in the list.
Apply Quick Payment	For an invoice subject to a Quick Payment Discount that has not yet been applied, click here to apply it.
Allocate a Credit	Select a single credit line and a number of debit lines to allocate, then click this button to apply the allocation. For interactive partial allocations hold the SHIFT key down when clicking. Holding the SHIFT key down with cause the Interactive Allocations window. In this window you can distribute the allocations in a non-standard manner. You can apply the optAcApMemoStop system option. If set to 1 or 2 this will prevent any debit being included in the allocation if it has associated with it a Credit Memo that is not Approved or Cleared. A value of 1 offers a warning which can be overridden, a value of 2 will prevent any allocation until the memo is set to an approved status.
Deallocate Selected	Select an allocated debit or credit and click to deallocate. Credits can be allocated and cleared, deallocated and cleared, and deallocated and uncleared. When credits are included in a Pay Selected payment they are considered by the allocation to be negative debits and will appear as such in the Transaction Allocation Review window. Deallocating a credit will have one of the following consequences: If it is a conventional credit allocated to one or more debits, the allocation set will be removed and the credit(s) set to Cleared with zero due. If there is no allocation and it is set Cleared (in this state it does not individually appear on a statement), the Cleared flag will be set false and the Due amount will be set to the credit value (in this state it show on a statement). If there is no allocation and it is NOT set Cleared, the above process will above state will be reversed. Deallocating a debit will always remove the debit allocation record, set the due amount to the value of the credit and set the Cleared flag false.

Quick Payment Discounts (A/R only)

When you select an invoice line that is subject to a quick payment discount the value and date will display beside an enabled Apply Quick Payment button. This is only applicable if the discount has not already been applied.

When an Invoice is created the account transactions processed ignore any Quick Payment Discount amount that is on offer to the customer. In theory, you are offering a credit of the quick-payment discount amount if the customer pays on time. Therefore, when you are paid you must decide whether this credit is due. If it is, select the invoice line and click on the button. This will lead to the invoice and other G/L transactions being adjusted as well as the invoice record. If you decide not to award the discount, no adjustments will be made.

WARNING: Once you apply a quick payment discount, you can not reverse the process.

Currency transactions

When you receive payments from customers (or make payments to suppliers) for invoices posted in foreign currencies, the payment transaction may be at a different exchange rate. I.E. The value of the invoice(s) and payment may be the same in the foreign currency but not when converted to your local currency. The difference, if any, represents a Currency Trading profit or loss and needs to be accounted for.

The program automatically spots this when you allocate a credit and you will be warned. If you confirm this a special currency adjustment transaction will be made with corresponding transactions to the debtor control and currency trading G/L accounts. The customer invoice transactions will have their local currency values changed to reflect the new rate.

Transaction process	Currency Adjustment	Type 003
Debit	Gain amount	adjustment to local currency value of to A/P supplier or A/R customer a/c
Debit	Gain amount	to G/L currency trading a/c
Credit	Gain amount	to G/L creditors control a/c

See also: –

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wAcPayrec last modified 10 Oct 2017 11:47:54.

Reference Contents > Ledgers Sales or Accounts Receivable > Payment and Receipt for AR and AP

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Ledgers Sales or Accounts Receivable: Payment and Receipt for AR and AP Interactive Allocations

Brendan Proctor — Wed, 27 May 2020 09:14:18 +0000

Payment and Receipt for AR and AP Interactive Allocations

Reference Contents > Ledgers Sales or Accounts Receivable > Payment and Receipt for AR and AP Interactive Allocations

This window is opened when you are posting an allocation on an AR or AP ledger and you have held the SHIFT key down when clicking on the Allocate a Credit button on the Payment and Receipt for AR and AP window.

Normally, when you select a credit and multiple debits the allocations are distributed in the list order in full up to the available credit being allocated. In some circumstances you may be seeking to only partially allocate some of the debits. For example, you have two invoices for 1000 of which the first has an item for 250 for which you are withholding payment and you have made a payment (credit) for 1750. The normal allocation would clear the first invoice and allocate 750 to the second. If this window is used you can reverse this so that the first invoice is allocated 750 and the second 1000.

Field	Description
Grid list	List of proposed debit allocations. You may reduce the value to provide for partial allocations. The amount reduced will be transferred to other transactions down the list where increased allocation is possible. So work from the top down.
Transaction date	Ledger Transactions. Date of transaction. {TRAFILE.TRADATE date date1980 Idx}
Currency	Ledgers Transaction Allocations. Currency symbol. {TRLFILE.TRLCUR char 3}
Due amount in currency	Ledger Transactions. Amount in currency due to be cleared (0.00 = fully allocated) (was TRAPAID). {TRAFILE.TRADUEF number 2dp}
Allocation in currency	Ledgers Transaction Allocations. Value of debit allocation in foreign currency. {TRLFILE.TRLVALUF number 2dp}
Due amount in local currency	Ledger Transactions. Amount in local currency due to be cleared (0.00 = fully allocated). {TRAFILE.TRADUE number 2dp}
Allocation in local currency	Ledgers Transaction Allocations. Value of debit allocation in local currency. {TRLFILE.TRLVALU number 2dp}
Allocation comment	Ledgers Transaction Allocations. Comments regarding allocation. {TRLFILE.TRLCOMM char 30}
Debit document reference	Ledger Transactions. Document reference. {TRAFILE.TRADOCR char 15 Idx}
Debit comment	Ledger Transactions. Comments on transaction. {TRAFILE.TRACOMM char 30}
Total allocations in credit currency	The total entered allocation in the currency of the credit.
Available amount to allocate	The available credit to allocate in the credit currency.
Total allocations in local currency	The total listed local currency allocations (only when foreign currencies are involved).
Currency adjustment	Currency adjustment that will result if any (only when foreign currencies are involved).

Button	Action
Process Allocation	Click on this button to process the allocation and close the window.
Cancel	Click on this button close the window with no posting.

See also: –

Payment and Receipt for AR and AP

Compiled in Program Version 5.10. Help data last modified 26 May 2004 11:44:00.00. Class wAcPayrecAlloc last modified 18 Feb 2015 01:54:35.

Reference Contents > Ledgers Sales or Accounts Receivable > Payment and Receipt for AR and AP Interactive Allocations

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Ledgers Sales or Accounts Receivable: Credit Control Memo Review

Brendan Proctor — Wed, 27 May 2020 09:14:18 +0000

Credit Control Memo Review

Reference Contents > Ledgers Sales or Accounts Receivable > Credit Control Memo Review

This will provide a list of all active memos for the ledger, depending on the ledger menu you have operated.

Using the list header buttons you can view the current list of memos in a number of different sort orders. You can select a number of memos and print them, change their active and status (if you have privileges for the Approvals tab pane) and add in in-active memos, using the buttons provided. You can modify the next action date.

Field	Description
List	Lists initially all active memos for the ledger.
Memo text	Credit Control Memos. Credit control comment. {TRCFILE.TRCCOMM char 1000}
Next action date	Credit Control Memos. Next action date. {TRCFILE.TRCNEXT date date1980}

Button	Action
Revert	To revert any changes to the previously saved version.
Save	To save the changes you have made to the data file.

The window has 2 tab panes.

Review
Approvals

Review

This tab pane offers a number of review type functions.

Button	Action
Print Selected	To print a report of the selected memos in the list.
Add Inactive Memos	Click to add the ledger’s inactive memos to the listing.

Approvals

This tab pane offers a number of approval type functions for changing Active and Status settings.

Button	Action
Change Active	Click to change the active flag of the selected memos in the listing.
Change Status	Click to change the status of the selected memos in the listing. Permanent Bar will become Waiting Approval, Waiting Approval will become Approved and Approved will become Permanent Bar.

See also: –

Credit Control Memo Set

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wAcTrcReview last modified 23 Sep 2017 10:50:47.

Reference Contents > Ledgers Sales or Accounts Receivable > Credit Control Memo Review

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Ledgers Sales or Accounts Receivable: Transaction Allocation Review

Brendan Proctor — Wed, 27 May 2020 08:14:18 +0000

Transaction Allocation Review

Reference Contents > Ledgers Sales or Accounts Receivable > Transaction Allocation Review

How Allocations Work

When you place a credit on a customer or supplier account, being typically a payment from a customer or to a supplier, you need to identify which debit or debits that payment was for. The process of linking one or more debits to a credit is known as allocation.

The allocation process can be manual or automatic. The manual process is generally done by selecting the credit line in the transaction list together with any number of debit lines with amounts due. You then use the Allocate a Credit button.

Each debit and credit is assigned a unique allocation serial number. The system will then create an allocation file record for each debit. In these records are the debit allocation serial number and the associated credit’s serial number. These serial numbers are also stored in originating transaction records. With the resulting cross-reference table produced, the system can thereafter identify exactly which invoices have been paid by which payment.

Review Allocations

To view an account’s transaction allocations in detail double-click on the allocation icon column in the accounts review or other list.

Field	Description
List of credits	List of all credit allocations in the listed account.
List of debits	List of all debit allocations in the listed account.
List of allocations	List of allocations for the credit or debit selected in one of the lists above. You can edit the comment in the list. TIP: To edit cells in the list, select the line and click in the cell and hover the mouse over the cell. I.E. click once and pause with no mouse movement. The cell will then expand into an editable box in which you can enter different data. On leaving the box with any action like a tab or click elsewhere, the data is verified and the list returns to normal with the new data shown in the cell.
Unallocated in currency	The unallocated amount in transaction currency for the credit selected in the upper list.
Unallocated local	The unallocated amount in local currency for the credit selected in the upper list.

Button	Action
Print Allocation	To print a report of the account allocations.

See also: –

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wAcTrlReview last modified 23 Sep 2017 10:50:47.

Reference Contents > Ledgers Sales or Accounts Receivable > Transaction Allocation Review

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Ledgers Sales or Accounts Receivable Topic Contents

Brendan Proctor — Wed, 27 May 2020 09:14:17 +0000

Ledgers Sales or Accounts Receivable Topic Contents

Reference Contents

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

Reference Contents

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Ledgers Sales or Accounts Receivable: – Accounts Receivable Menu

Brendan Proctor — Wed, 27 May 2020 09:14:17 +0000

– Accounts Receivable Menu

Reference Contents > Ledgers Sales or Accounts Receivable > – Accounts Receivable Menu

Accounts Receivable (Sales) ledger is the area in which you record transactions with customers. Any transactions undertaken with customers are automatically recorded in the appropriate General Ledger accounts.

Line	Function	Keys
New Invoice (Not Dispatch)	To create an Invoice to a customer for items that have not been directly dispatched from inventory. Such items would not be associated with a specific part number. See the Invoice and Credit Note Change and Create topic.	Ctrl+N
New Credit Note (Not Return)	To create a Credit Note for a customer that is not associated with a specific inventory part. This can include such items as tax-only credits. See the Invoice and Credit Note Change and Create topic.
Change Invoice or CN	To amend Invoices that have been created elsewhere on the system. Invoices that have been created from the inventory system have restrictions that apply. See the Invoice and Credit Note Change and Create topic.
Receipts from Customers	To record receipts from customers. An open entry system applies and therefore you will be able to assign customer payments to specific Invoices on their account. See the Payment and Receipt for AR and AP topic.	Ctrl+R
Refunds to Customers	To record refunds you have made to customers against their account. See the Payment and Receipt for AR and AP topic.
Daybook Analysis	To review a list of all transactions carried out in the Accounts Receivable ledger for the current transaction day. See the Daybook Transaction Listing topic.
Control Analysis	Provides an analysis of transactions carried out in the Accounts Receivable ledger and compares this with the General Ledger control account. A variety of reports are available to support this analysis. See the A/R and A/P Ledger Control Analysis topic.
Review Customer Account	Provides listings of customer account transaction history and aged analysis. See the Account Review topic.
Review Overdue Payments	Provides a list of customer payments that are overdue to you as of today. From this list you will be able to print account statements and reviews. See the Overdue Sales Invoice List topic.	Ctrl+O
Review Memos	To review credit control memos. See the Credit Control Memo Review topic.
Print Invoices and CNs	To print a single Invoice or Credit Note, or a group of all un-printed Invoices and Credit Notes. See the Invoice or Credit Note Selection topic. CUSTOM CAPABILITY: For a method of printing multiple documents without page breaks between them see *Print Picking Lists* on the Process — Dispatch menu.	Ctrl+P
Print Statements and Reports	To print customer statements and reviews using a variety of selection criteria. See the Customer Statement and Report Options topic.	Ctrl+S

Compiled in Program Version 5.10. Help data last modified 24 Apr 2012 06:34:00.00. Class mAcSales last modified 18 Apr 2012 12:39:38.

Reference Contents > Ledgers Sales or Accounts Receivable > – Accounts Receivable Menu

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Ledgers Sales or Accounts Receivable: Invoice and Credit Note Change and Create

Brendan Proctor — Wed, 27 May 2020 09:14:17 +0000

Invoice and Credit Note Change and Create

Reference Contents > Ledgers Sales or Accounts Receivable > Invoice and Credit Note Change and Create

The window contains three tab panes. The same window is used to create a new non-dispatch invoice or credit note or to amend an existing document.

WARNING: You can only amend documents that have been created in the current Accounts Receivable accounting period.

The parameters available for a non-dispatch Invoice are normally provided on the Sales Order or Job when an invoice is created at the time of a SO dispatch or Job Invoicing. You can enter a customer reference, additional reference, a payment due date, amend the default payment terms for the customer, set a foreign currency and select an alternative invoice and/or delivery address. When you are happy with the parameters, use the Save button.

WARNING: All items are created as sales history records and therefore it is assumed they are dispatched to the customer.

Field	Description
Invoice number	Invoices. Invoice number. {INVFILE.INVNO char 6} This is either an Invoice, Credit Note, CBD Invoice or blank when Not Invoiced.
Customer code	Customers. Unique customer identification code. {CUSFILE.CUSCODE char 6}
Customer name	Customers. Customer company name. {CUSFILE.CUSCNAM char 40}

Button	Action
Select Document	To select another document for changing. You will be asked to select an invoice in the Invoice or Credit Note Selection window.
Revert to Saved	To revert any changes to the previously saved version.
Save as Shown	To save the changes you have made to the data file.

When an Invoice

Transaction process	Sales Invoice	Type 010 or 011
Debit	Net-Disc+Tax amount	to A/R customer a/c
Credit	Net amount only	to G/L sales a/c
Credit	Tax amount only	to G/L tax control a/c(s)
Credit	Discount amount only	to G/L discount control a/c
Debit	Net-Disc+Tax amount	to G/L debtors control a/c

If your Ledgers Manager has checked the Do not use checkbox beside the Discount control account then the transaction postings for the Invoice will not separate out the discount amount.

Transaction process	Sales Invoice (Alt.)	Type 010 or 011
Debit	Net-Disc+Tax amount	to A/R customer a/c
Credit	Gross-Disc amount	to G/L sales a/c
Credit	Tax amount only	to G/L tax control a/c(s)
Debit	Net-Disc+Tax amount	to G/L debtors control a/c

When an Credit Note

Transaction process	Sales Credits	Type 012 or 013
Credit	Net-Disc+Tax amount	to A/R customer a/c
Debit	Net amount only	to G/L sales a/c
Debit	Tax amount only	to G/L tax control a/c(s)
Debit	Discount amount only	to G/L discount control a/c
Credit	Net-Disc+Tax amount	to G/L debtors control a/c

If your Ledgers Manager has checked the Do not use checkbox beside the Discount control account then the transaction postings for the Invoice will not separate out the discount amount.

Transaction process	Sales Credits (Alt.)	Type 012 or 013
Credit	Net-Disc+Tax amount	to A/R customer a/c
Debit	Net-Disc amount	to G/L sales a/c
Debit	Tax amount only	to G/L tax control a/c(s)
Credit	Net-Disc+Tax amount	to G/L debtors control a/c

CUSTOM CAPABILITY: Option optAcCreditsAutoClear, if Set to 1 or Yes, will prevent the Credit Note transactions in the Accounts Receivable ledger from being automatically cleared. If you set this option, all Credits to the A/R will have to be cleared manually. See Program Options Listing topic.

The window has 3 tab panes.

Document General
Addresses
Line Items

Document General

General details of the document.

Field	Description
Invoice date	Invoices. Date creation date. {INVFILE.INVDATE date date1980}
Printed	Invoices. Invoice printed (True when printed). {INVFILE.INVPRIN boolean}
Sales Order	Invoices. Source document depending on source type (SO number, code or Job number). {INVFILE.INVSONO char 6}
Dispatch Note	Invoices. Dispatch Note number. {INVFILE.INVDESP char 6}
Customer reference	Sales History. Customer order reference. {SAHFILE.SAHCREF char 20}
Additional reference	Sales History. Additional user reference. {SAHFILE.SAHAREF char 6}
Header text	Invoices. SO header text. {INVFILE.INVTRTX char 32000}
Packing or comments	Invoices. Dispatch or Packing instructions from SOHCOMM. {INVFILE.INVPACK char 32000}
Currency	Invoices. Currency symbol code. {INVFILE.INVCUR char 3} WARNING: Mixed currencies on accounts which do not have the local currency as their default currency is NOT recommended. Future reviews and statements can only be normalised to the default foreign currency values with reference to the current exchange rate rather than that which applied at the time of the transaction. If multi-currency transactions are expected the default currency for the account should be the local currency. You can force the currency to the default currency of the customer using the optAcNoMixedCur system option. This will disable the edit of the currency for customers with foreign default currencies.
Exchange rate	Invoices. Currency rate applicable when issued. {INVFILE.INVRATE number float}
Adjusted	Invoices. Currency adjustment applied to ledgers flag. {INVFILE.INVCUAP boolean}
Value pre-tax	Invoices. Invoice pre-tax value. {INVFILE.INVVALU number 2dp}
Tax	Invoices. Invoice pre-tax value. {INVFILE.INVVALU number 2dp}
Amount paid	Invoices. Invoice amount paid. {INVFILE.INVPAY number 2dp}
Paid	Invoices. Invoice paid (True=paid). {INVFILE.INVPAID boolean}
Quick payment %	Invoices. Quick payment discount percent. {INVFILE.INVQPDI number 2dpShortnum}
Quick payment date	Invoices. Quick-payment date after which the discount is not available. {INVFILE.INVQPDT date date1980}
Applied	Invoices. Quick payment discount received on payment flag. {INVFILE.INVQPAP boolean}
Payment due date	Invoices. Payment due date. {INVFILE.INVDUED date date1980}
Incoterm	Invoices. Incoterm code (Blank or IDXTYPE=9). {INVFILE.INVINCO char 4} Incoterms are the internationally agreed method of designating trading transactions which cross national borders. They define the limits of commercial responsibility for the selling party and so clearly define the limits of cost of the delivery of the goods. In the system they are defined in File — System Manager — Index Codes. An Incoterm generally requires a parameter which is usually a place or port name. A Sales Order or Job Incoterm will be copied to any resulting invoices.
Incoterm Place	Invoices. Incoterm parameter (usually a named place or port). {INVFILE.INVINCP char 60}
Payment terms	Invoices. Payment terms. {INVFILE.INVTERM char 1000}

Addresses

Invoice and dispatch addresses.

An individual address is either or both an invoice or dispatch address that is specifically stored against the document and not stored either against the customer record or in the additional address file for the customer.

Field	Description
Invoice address	Contact and address that the invoice is addressed to (either default, alternative or individual). Right-click on this field to obtain print functions for the currently selected address and contact (default for customer, if individual address): Print Standard Letter opens the Standard Letter Selection window and Print 4×4 Label opens the 4 by 4 Label Position window.
Default customer address	This sets the address to the customers default address.
Alternative address	Clicking on this option when it is not already selected (or clicking Change if it is), opens the Address Selection window so that an address and/or contact can be selected.
Individual address	Clicking on this option when it is not already selected (or clicking Change if it is), will set the address field to edit mode so that a unique address can be entered.
Change	To create or select an alternative Invoice Address that would be applied to this document.
Delivery address	Contact and address that it was dispatched to (either default, alternative or individual). The print functions and likewise available from the context menu.
Default customer address	This sets the address to the customers default address.
Alternative address	Clicking on this option when it is not already selected (or clicking Change if it is), opens the Address Selection window so that an address and/or contact can be selected.
Individual address	Clicking on this option when it is not already selected (or clicking Change if it is), will set the address field to edit mode so that a unique address can be entered.
Change	To create or select an alternative Delivery Address that would be applied to this document.

Line Items

Invoice line item details

Field	Description
Items list	List of all line items (sales history) on file for the document shown above.
Total value	The total value (without tax) for the listed items.
Total tax	The total tax for the listed items.
Total with tax	The total gross for the listed items.
Invoice line number	Sales History. Invoice Line Number (may be different from SO line number). {SAHFILE.SAHINVL number 0dpShortnum}
Part number	Sales History. Part number. {SAHFILE.SAHPTNO char 18 Idx}
Commission agents	Sales History. Commission agents posted commission for this line item (comma separated list of COMIDs). {SAHFILE.SAHCOMA char 100} NOTE: For more details of the commissioning agents system within the program see the Commissioned Sales Agents Maintenance window and the Sales Commissions Review window topics.
Item description	Sales History. Item description if not a Part numbered item. {SAHFILE.SAHDESC char 32000}
Marketing project code	Sales History. Marketing project code from SOLMKTP or JOBMKTP (IDXID = con(‘0’,SAHMKTP)). {SAHFILE.SAHMKTP char 4 Idx} See the Marketing Data Maintenance window help for more details of Marketing Project codes and their use.
Marketing project description	Index and Other Codes. Index code, scrap reason, QA test or Incoterm description. {IDXFILE.IDXDESC char 255}
Show	Lists the available marketing codes set up the File — System Manager — Index Codes. Double-click on a listed code to enter that value.
Sales account	Sales history. G/L sales posting account code. {SAHFILE.SAHACCO char 10 Idx}
Sales UoM	Sales History. Sales Unit of measure. {SAHFILE.SAHSAUM char 6}
Quantity	Sales History. Quantity delivered per sales unit of measure. {SAHFILE.SAHQTY number 3dp}
List price	Sales History. Price per sales unit of measure before discount. {SAHFILE.SAHPSUM number 2dp}
Discount	Sales History. Discount percent given to customer. {SAHFILE.SAHDISC number 2dpShortnum}
Tax regime and class	Sales History. Tax regime code applied. {SAHFILE.SAHTAMC char 6} and Sales History. Sales tax class. {SAHFILE.SAHTAXC char 1}. Sales tax regime appropriate for the customer and the class appropriate to the goods being sold. Select from the dropdown lists. (See the Tax Maintenance window for details of the tax system.) By default the customer’s tax regime is applied or that of the dispatch additional address (if one is applied). The tax class applied by default is that of the part or the default sales non-part class set in the company details.
Tax rate	The current tax net rate for the entered tax regime and class.
Value without tax	The value of the selected item in the Invoice, exclusive of tax.
Tax amount	Sales History. Tax applied on dispatch quantity. {SAHFILE.SAHTAX number 2dp}
Value with tax	The value of the selected item in the Invoice, inclusive of tax.

Button	Action
Add Item	To add a non-part (or non-stock part) line entry to the document.

You can add items using the this button. Enter data as if you were creating a non-part sales order item. The sales account code defaults to the default non-part sales account but can be changed to any sales type G/L account. If you hold the shift key down when passing out of the account code box, the system will accept a non-Sales type G/L account, otherwise only a ‘S’ type account will be permitted.

TIP: You can create Tax-Only Invoice or Credit Note line items using the following technique: Type in the leading significant characters of the Default Sales Tax Account (as entered in Ledgers — Ledgers Manager — Control Settings and the Defaults tab pane), hold the shift key down and press the Tab key. Leave nothing in the List price and Discount boxes, enter a non-zero value in the Tax class box. After tabbing, the cursor will then move to the Tax value position, where you may enter a tax amount. This procedure is only provided for exceptional tax transactions normally confined to export trading special circumstances.

See also: –

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wAcArInvChange last modified 23 Sep 2017 10:50:44.

Reference Contents > Ledgers Sales or Accounts Receivable > Invoice and Credit Note Change and Create

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Ledgers Sales or Accounts Receivable: Overdue Sales Invoice List

Brendan Proctor — Wed, 27 May 2020 09:14:17 +0000

Overdue Sales Invoice List

Reference Contents > Ledgers Sales or Accounts Receivable > Overdue Sales Invoice List

This function lists all Invoices on which overdue payments exist. You are first required to enter the date on which payments will be overdue (See the Overdue Date Limit topic).

Click on the list to select a default customer for use with other Accounts Receivable functions by right-clicking on the selected customer in the box at the bottom left.

Field	Description
Total selected value	Total due value of selected invoices in local currency.
Total value	Total due value of all listed invoices in local currency.
Selected customer	Selected customer code. Right click to drill into A/R functions for this customer. Right-click on this field to obtain print functions for the address and contact. Print Standard Letter opens the Standard Letter Selection window and Print 4×4 Label opens the 4 by 4 Label Position window. TIP: The contact shown here can be other than the customer’s default address and contact by linking a specific address and contact to the “Accounts Department Address and Contact” document. This can be done in the customer maintenance on the Address Document Link Maintenance window.

Field

Description

Total selected value

Total due value of selected invoices in local currency.

Total value

Total due value of all listed invoices in local currency.

Selected customer

Selected customer code. Right click to drill into A/R functions for this customer.

Right-click on this field to obtain print functions for the address and contact. Print Standard Letter opens the Standard Letter Selection window and Print 4×4 Label opens the 4 by 4 Label Position window.

TIP: The contact shown here can be other than the customer’s default address and contact by linking a specific address and contact to the “Accounts Department Address and Contact” document. This can be done in the customer maintenance on the Address Document Link Maintenance window.

When printing, you can select a number of customers in the list. Only Statements and reviews will be printed for those selected.

Button	Action
Export Mailmerge	To export a data set for the selected invoices and customers which can then be used for mailmerge-type activities. See below for file structure.
Print Reviews	To print a review report on the accounts of customers selected.
Print Statements	To print customer account statements for those customers selected in the list. TIP: Most reports are typically printed as a single print run for a range of documents. This may be inappropriate for some report destinations, which are, by default, HTML, PDF, Email where each document needs to be printed individually. You can generally override these default destinations with the optRepDestIndivid option that allows you to set a selection of destinations for which documents will be printed individually.

Button

Action

Export Mailmerge

To export a data set for the selected invoices and customers which can then be used for mailmerge-type activities. See below for file structure.

Print Reviews

To print a review report on the accounts of customers selected.

Print Statements

To print customer account statements for those customers selected in the list.

TIP: Most reports are typically printed as a single print run for a range of documents. This may be inappropriate for some report destinations, which are, by default, HTML, PDF, Email where each document needs to be printed individually. You can generally override these default destinations with the optRepDestIndivid option that allows you to set a selection of destinations for which documents will be printed individually.

The file produced by the Export Mailmerge feature is a tab-delimited text file with the following columns of data:

Customer code
Customer user reference
Contact last name
Contact salutation
Contact given name
Job title
Department
Company name
Address line 1
Address line 2
Address line 3
Address line 4
Postcode or ZIP
Country name (if not local)
Credit limit in local currency
Current account debit balance in local currency
On-order value in local currency
Stop all dispatches flag
Stop dispatches if over limit flag
Period 1 turnover in local currency
Period 2 turnover in local currency
Period 3 turnover in local currency
Invoice(s) pre-tax value
Invoice(s) tax value
Invoice(s) paid amounts
Net due amount
Currency of invoice values
Earliest invoice due date

List Context Menu	Action
Create Memo Set for Selected	Operate to create a Credit Memo that will be applied to all selected transaction list lines. This will open the Credit Control Memo Set window.

See also: –

Overdue Date Limit

Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wAcArInvover last modified 23 Sep 2017 10:50:44.

Reference Contents > Ledgers Sales or Accounts Receivable > Overdue Sales Invoice List

The post Ledgers Sales or Accounts Receivable: Overdue Sales Invoice List appeared first on Caliach.

Ledgers Sales or Accounts Receivable: Customer Statement and Report Options

Brendan Proctor — Wed, 27 May 2020 09:14:17 +0000

Customer Statement and Report Options

Reference Contents > Ledgers Sales or Accounts Receivable > Customer Statement and Report Options

This function enables you to selectively produce statements, account reviews and summary reports for customer accounts.

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

NOTE: This window contains fields introduced with version 5 that enable additional search (and sometimes sort controls), such as Adhoc extra where. For more help on their use and examples see the Client-Server SQL Introduction help.

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

For Account Reviews there is the additional option of forcing each customer 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. Statements 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:

Currency adjustments made by post-date allocations can not be reversed.
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.
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.

Field	Description
Customer Selection	Enter a restrictive range if needed. See Customers Selection subwindow for details.
Report Type List	Select a report type. Any custom reports entered in the Settings will appear at the bottom of the list.
Use custom	To turn on and off the use of the custom search design.
Only Outstanding Accounts	Check this if you only want accounts that have a current outstanding balance within the selection range entered.
Balance All Cleared	Check this option to consolidate all cleared transactions into one brought-forward balance.
New Page for Each Account	Check this option for each account to start a new page.
Show Contact Details	Check this option to show contact details for the account.
Date	Enter a date that the statement will be based on. Transactions will be ignored after this date. Note that other options still relate to the current status of the account.

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. TIP: Most reports are typically printed as a single print run for a range of documents. This may be inappropriate for some report destinations, which are, by default, HTML, PDF, Email where each document needs to be printed individually. You can generally override these default destinations with the optRepDestIndivid option that allows you to set a selection of destinations for which documents will be printed individually.

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.

Will cause a report to be printed of the subject matter. Right-click to change the report destination.

See also: –

Customer Selection

Compiled in Program Version 5.10. Help data last modified 3 Jan 2015 10:14:00.00. Class wAcArStPrint last modified 17 Oct 2017 04:29:53.

Reference Contents > Ledgers Sales or Accounts Receivable > Customer Statement and Report Options

The post Ledgers Sales or Accounts Receivable: Customer Statement and Report Options appeared first on Caliach.