Purchase Ledger User Manual- Version 1.02 PURCHASE LEDGER. Page - 1

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1 PURCHASE LEDGER Page - 1

2 Document Version History Version Description Author Date st 1.00 Final (Java Version 4.24) Des Cullen 1 Sept Expand on End Of Month Procedures Grainne Sweeney 22nd Nov Multi Currency Des Cullen 24th Nov 2006 Page - 2

3 Table of Contents Introduction... 5 Multi Currency... 5 Exchange Rates... 5 Agreed Rates... 6 File Menu... 7 New... 7 Invoice... 8 Nominal Analysis Window... 9 Cost Centers Invoice Detail Lines Other Invoice Header Details Saving The Invoice Complete Batch Credit Note Saving the Credit Note Complete Batch Payment P & L On Exchange Making The Allocation Finishing The Batch Of Payments Supplier Credit Terms Tab Credit Days Currency Agreed Rate VAT Remittances Payment Method Bank Sort Code Bank Account Code Default Nominal Code Contacts Tab Accounts Tab Notes Tab Supplier Group Journal Entering Journal details Totals Panel New (Nominal Detail) New (Supplier Detail) New (Customer Detail) Editing and Deleting Update Open Supplier Editing Name and Address Credit Terms Tab Contacts Tab Account Tab Transactions Tab Page - 3

4 Allocate Allocating cash against an outstanding payment on the account: Right Click Options For Invoices Create Query Edit Query Set Query Inactive Create View/ Query View Invoices Delete Invoice Allocation View/Print Allocation Allocation Edit Allocation Reverse Allocation Claims Tab View Menu Control Parameters Transaction Enquiry Supplier Aging Vat Summary Reports Menu Nominal List Allocations Ledger Listing Turnover Procedures Menu Remittance Remittance Advices and EFT Preparation EFT Suppliers Ad Hoc Remittances Full Remittance Advice Run Step 1 Select Cut Off Step 2 Review Suggested Payments Step 3 Allocate Cheque Numbers Step 4 Generate Bank File Step 5 Print / Remittance Advice Lists Step 6 Automatic Payments Period End Steps Required at Purchase Ledger End Of Month Complete Batches Pass Invoices Tables Menu Currencies VAT Appendix 1 Profit and Loss On Exchange Paying Foreign Accounts in Foreign Currency Paying Foreign Accounts with Home Currency Page - 4

5 Introduction Welcome to the JPoint Purchase Ledger which will allow you to record details of transactions with your creditors. The ledger is tightly integrated with the Nominal Ledger and a good understanding of how the Nominal Ledger works is presumed. Multi Currency. The software optionally handles suppliers in multiple currencies. There are two main scenarios that apply as to how you deal with this; 1. Operate In Single Currency Mode. In this scenario you operate with some of your suppliers defined as foreign currency suppliers but without foreign currency bank accounts. You pay your foreign currency suppliers by buying foreign currency drafts and entering their cost as a payment in your home currency. 2. Operate in Multi Currency Mode. In this scenario you will have bank accounts in foreign currencies and you have the added option to pay suppliers out of your home currency bank accounts or the foreign currency bank accounts. You will reconcile your foreign currency bank account in the foreign currency. It is worth noting that even if you do use the multi currency option the Nominal Ledger is still maintained in the home currency and the only place that foreign currency amounts are visible is in the Foreign Currency suppliers accounts and Foreign Currency Bank Reconciliations. Exchange Rates Currency exchange rates are defined in the Nominal Ledger under the Tables menu option. The standard way of defining an exchange rate from one currency to another is to say 1 unit of the home currency buys you X of the foreign currency. So the exchange rate from EUR to GBP as I write this is This is how rates are defined on financial markets. When we process an invoice from a sterling supplier we will invert this (1 / ) to because you are specifying a sterling amount but what we need to be aware of is what it will cost us to pay that invoice. So a sterling invoice of GBP will convert to EUR when you entered it. If you keep your exchange rates up to date the system will record the exchange rate on all foreign transactions by looking up the currency rates from EUR (home currency) to the currency of the supplier based on the date of the invoice. The exchange rate will be stored on every transaction for a foreign currency supplier. When you come to pay the invoice the system will compare the current exchange rate with the exchange rate that pertained at the time of the invoice and will record a Gain or Loss on Exchange on the suppliers ledger. This is merely to keep the home currency Page - 5

6 value of your suppliers account in sync with the Foreign Exchange value of the account. Agreed Rates Suppliers with agreed rates are by default paying in the home currency. What you are agreeing with your supplier is that you will pay him in Euro at a rate that is agreed between you so this does not make sense if the supplier is being paid in foreign currency. Page - 6

7 File Menu New For those of you who enter Purchase Invoices in pre-totaled, controlled batches the system will keep a running total of invoice information to allow you to verify your control totals. Invoice Select File, New, Invoice from the Purchase Ledger Menu. Select the Add button to enter a new purchase invoice to the current batch. Page - 7

8 Select Supplier by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. The system now displays the supplier name and address and defaults the invoice date to the current date and the due date to the current date plus the number of days specified in the supplier terms. Note that the due date will be blank if no credit terms have been defined. Enter the amount of the invoice and press enter. This is the amount that will appear in 'remaining' in the bottom right hand corner of the window as being the amount of the invoice that you need to allocate to Nominal Ledger Accounts. The Nominal Analysis window is now displayed allowing you to begin the allocation of the invoice total. The invoice may be analyzed across one or more nominal ledger accounts but it cannot be saved until it is fully allocated. Info Nominal Analysis Window If the supplier has a Default Nominal Ledger code associated with it then the system will automatically allocate all of the value of the invoice to this nominal ledger code. This can greatly speed up entry of Purchase Invoices. Select the account to allocate against (debit). Enter the account code or select the search button to activate the search window. The 'Amount' panel will automatically be populated with the amount remaining to be allocated. You do not have to allocate the full amount. Enter the amount of the invoice which you wish to allocate, this will be automatically deducted from 'remaining'. Indicate whether or not this price is inclusive of VAT by ticking or un-ticking the 'VAT Inclusive' option. Select the rate of VAT using the drop down combo. Page - 8

9 Below this option the Line Summary panel will display the breakdown of the price into Goods, VAT and the total price. Cost Centers The cost centers panel will only be activated if the account that you are allocating against is a Trading Account since Balance sheet accounts do not have cost centres. You now need to allocate the line total against cost centres since the detail line may refer to credit items which refer to more than one cost centre. You will have to allocate the total against at least one cost centre. Press the New button to start the allocation against cost centres. Select the required Cost Centre from the drop-down combo. The amount of the transaction net of VAT will automatically be displayed in the amount panel. If you wish to allocate only some of this amount enter in the amount you wish to allocate. Click the OK button to accept the cost centre allocation. The system will now display the cost centre allocation entered so far. You will not be able to complete the allocation until the total amount has been allocated against cost centres. You may edit or delete the details in the cost centre by highlighting the detail line and pressing the Edit or Delete buttons. Note you will be asked to confirm if you are sure you want to delete this cost centre. Page - 9

10 Click OK. You will now return to the main invoice details window. The payment details entered in the nominal analysis window are now displayed in the details panel of the main window. The amount in 'Remaining' will now display the amount of the invoice minus the amount of the details line. This shows the amount of the invoice that you still have to allocate before you can accept the invoice. Note that the design of the Purchase Invoice data entry is weighted towards the most common scenario which is the case where all of the invoice can be analyzed against one nominal ledger account code. Continue entering the details on the purchase invoice until the invoice amount is fully allocated. Invoice Detail Lines In order to enter new invoice detail lines, select new from the right hand side of the details panel. A nominal analysis window, as before, appears on screen. Enter the details as before and click OK to enter them in the main display window. Before you save the Invoice you may edit or delete any of the details by highlighting the detail line and pressing the edit or delete button. The Nominal Analysis form will now be displayed containing any details that you have already entered. Other Invoice Header Details Now that you have completed the detail lines on the invoice you should turn your attention to the remainder of the header details before you save the invoice. Select the date of the invoice and the due date using the date picker. Page - 10

11 You can enter the Suppliers Reference and your own Reference in the Supplier Reference and Our Reference text boxes. Note that the system will insist that you at least enter Our Reference before you save the invoice. If one of the reference options is left blank and you click OK to complete the allocation, a dialog will appear drawing your attention to this detail and asking whether you wish to proceed without filling it in. Click Yes or No. Saving The Invoice. Enter all of the detail lines from the invoice until the amount remaining is zero. The system will not allow you to save the Invoice. Press the OK button to save the invoice. The invoice will be saved and a summary line will be added to the Purchase Invoice Batch. If this is the first invoice in the batch the system will also allocate a PI batch number to the batch. (See Sources in the Nominal Ledger). Complete Batch The details of the invoices entered are listed in the main purchase invoice data entry window. The panel along the bottom of the window displays the relevant source, batch number, number of invoices in that batch and the total amount of the invoices in that batch. In order to add an additional invoices to the batch select Add and proceed as before. Page - 11

12 When you have entered all the relevant details for the batch created click Complete Batch. A dialog will appear asking you to confirm whether you wish to close the batch and mark it as complete. Select OK or cancel. Page - 12

13 Credit Note Credit Note data entry is almost identical to Invoice Data Entry. Refer to Purchase Invoice Data Entry for more detail. Select File, New, Credit Note from the Purchase Ledger Menu. Select the Add button to enter a new purchase credit note. Enter the details of the credit note in the window that appears on screen in exactly the same manner as for invoices. Saving the Credit Note. Page - 13

14 Enter all of the detail lines from the invoice until the amount remaining is zero. The system will not allow you to save the Credit Note otherwise. Press the OK button to save the Credit Note. The credit notes entered are now listed in the main credit note data entry window. Complete Batch When you have entered all the necessary details of the batch created then select Complete Batch as for invoices. Page - 14

15 Payment Select File, New, Payment from the Purchase Ledger Menu. Info If you intend to pay some suppliers by EFT then you should ensure that your system is properly configured for EFT. See the section Using EFT in this manual. Select bank account from the drop-down Bank Account Combo. This combo contains the list of nominal ledger accounts that are identified as being bank accounts. The account selected will be credited with the amount of the Payment. Select Supplier by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. The system now displays the suppliers name and address for visual confirmation. The payment date defaults to todays date and the Payment Method defaults to whatever has been set up on the suppliers account. Foreign Currency Suppliers. If you select a supplier that is defined as being a foreign currency supplier and the bank account is in a different currency then you will be asked if you want to change to the suppliers currency. If you click yes then the system selects the first bank account that is in the suppliers currency. Paying In The Home Currency. If you want to pay the supplier in home currency then you should now select a home currency bank account from the Bank Account Combo. When you do this the system enables both entry boxes for the payment amount; Page - 15

16 You should now enter the foreign currency amount in the left box and the cost of this in home currency in the right box. (You may have had to go to the bank to buy a draft so you should enter the full cost of the draft.) The system will then calculate the exchange rate behind the scenes and will generate any profit or loss on exchange as necessary. Agreed Rates. Note that if the supplier is defined as having an agreed rate then you will not be given the option to select a foreign bank account since by definition he is being paid in home currency at the agreed rate. Enter the total amount of the payment made to the supplier. This amount will then appear in 'remaining' to the bottom right hand corner of the window. P & L On Exchange Where the supplier is a foreign currency supplier the system will calculate the profit and loss on exchange if an allocation is made during the payment process. Note that profit and loss on exchange transactions are only created when a payment is allocated since it is only then that it can be calculated since you need to know the exchange rate of the payment and the invoice. Please refer to the Appendix for more detail on Profit and Loss on Exchange. You may enter the actual date of the payment or use the date picker to select the date. Enter the Payment Reference. This will in some cases be the cheque number and will be the main reference that appears in the purchase ledger account enquiry for this transaction. Enter the supplier reference number. If the payment method type is a cheque this should be the cheque number. Page - 16

17 Select the payment method from the drop down combo. Making The Allocation All outstanding Credits (Invoices, Credit Journals etc) for the account are displayed in the transaction list and you may allocate the payment against an individual transaction or a number of transactions. In order to make an allocation against a payment, right click the transaction and select auto allocation. Info Alternatively if you wish to only allocate against part of the outstanding amount then double click on the allocation cell and key in the relevant amount manually. At all times the system will display the amount remaining at the bottom right hand corner of the screen. Continue allocating until the payment has been totally allocated. Any unallocated amounts will be recorded in unallocated payments for the supplier. Press the Next Payment button to proceed to the next payment. If you attempt to proceed to the next payment without filling in all the necessary details of the first payment then a dialog will appear on screen drawing your attention to the necessary details. As you continue to make other payments, those already entered under this batch appear in panel to the left of the main window. Finishing The Batch Of Payments Press the Finish button to accept and finish the batch. A dialog will then appear on screen asking you to confirm whether you wish to finish now and process all payments. Page - 17 EFT may only be selected for accounts that have their full Bank Details set up in Supplier Payments file maintenance. All EFT payments are added to the list of payments to be made via Remittance Advice.

18 Select Yes or No. If you elect to press the Cancel button then all details entered by you will be discarded. If you choose to Finish the batch and process all payments, a remittance distribution panel will be displayed on screen granting you further options to or print. Page - 18

19 Supplier Select File, New, Supplier from the Purchase Ledger Menu. Enter the new supplier's Code. Note supplier codes must contain 6 characters. Fill in the suppliers Name and Address and click the OK button. This is the quickest way to set up an account but bear in mind that there are details about credit terms and contacts which also needs to be set up in order for the account to operate to its full potential. Page - 19

20 If you press the Details button the code, name and address that you have entered will be saved on the system and the account will then be opened up in full edit mode so that you can enter all of the other details about the supplier. Credit Terms Tab. Credit Days Enter the number of days credit that you get from the supplier. Currency Use the drop-down combo to select the Currency in which you normally do business with this supplier. If the currency you require is not an available option then you must first record it it by selecting Tables, Currencies from the Purchase Ledger Menu. Info Agreed Rate If you do business with the supplier in a currency other than the home currency and you agreed an exchange rate with the supplier then enter the agreed rate in this section. If you have an agreed rate then all invoices and credit note will be converted at this rate. If this applies then the user will see a dialog similar to the following whenever they select the supplier for Invoice or Credit Note data entry. VAT Select the suppliers preferred Vat Code from the drop-down combo and enter the suppliers Vat Number in the text box provided. Remittances If you wish this supplier to be included in normal Remittance advice run then click this tick box. Page - 20 The concept of an agreed rate only applies to a supplier who is not a home currency supplier. The system will therefore prevent you from defining an agreed rate if the supplier is a home currency supplier and also will not allow you to convert a supplier to a foreign currency if am agreed rate is defined.

21 Payment Method Select the required Payment Method from the drop-down combo. Payment methods maybe either Cheque, Manual or Electronic Funds Transfer (EFT). Note that if you select EFT as the payment method then you must also specify the bank sorting code and bank account code. Bank Sort Code Enter the Sorting Code for your supplier's Bank. This is normally a six digit code. Bank Account Code Enter your suppliers Bank Code. Default Nominal Code If you are using the purchase ledger to enter invoices and you always allocate invoices from this supplier to the same Nominal Ledger account code then you should put this nominal ledger account code in here. The purchase invoice data entry will automatically create a detail line for this Nominal Ledger account for the full value of the invoice. You can then edit it if you wish. Even if most of the purchases for this supplier are allocated against one nominal ledger account this can save you a lot of time. Contacts Tab. Info The Contacts Tab contains the list of contacts for your supplier. For each Contact you can specify the Name, Phone Number and Address. The buttons to the right hand side of the list allow you to Add New Contacts, Edit existing Contacts or Delete Contacts. The accounts, notes and supplier group tabs are located in the bottom half of the main window. Accounts Tab The accounts tab will display the transaction details for the supplier when this supplier account is viewed in future. At this point it requires no specific attention. Notes Tab Enter any notes that you wish to link to this account in the Notes Tab. The notes entered here are of an internal nature and are not for public consumption but note that information stored here may be covered by the Data Protection Act. Refer to Page - 21 if you are using the Remittance advice sub system you should specify at least one contact whose contact type is Accounts since the remittance sub system requires the address to which the remittance advice will be sent.

22 (if you are an Irish User). Supplier Group This tab allows you to establish the new supplier as part of a supplier group. Add the other group members by selecting the New button to the right of the tab. You can delete any group members, before saving, by selecting the delete icon. When you have entered all the necessary details about your new supplier, select the save icon to the top left hand corner of the main window. Once you have saved the details of the new supplier, the further options to print preview and the details will be activated. Page - 22

23 Journal Use journals when you want to make adjustments between any combination of customer, supplier and nominal accounts. Please refer to your accountant before making adjustments in this way. Entering Journal details Select File, New, Journal in the Nominal Ledger Menu. Select the source from the drop down Combo. The Source is a general classification for transactions. There are a number of predefined sources but you may create your own in the Nominal Ledger, see File, Open, Sources. The number will be automatically allocated to the Journal entry when you select the update button at the end of the transaction. Select the Period and date that the Purchases Ledger transaction will go into. The current operating date and time period will be displayed by default, this can be altered using the date picker accessed by selecting the down arrow. Totals Panel The totals panel on the top right will show you a running total of the debits and credits in the journal and will also display the net difference. Page - 23

24 New (Nominal Detail) Press New to the right of the Nominal Details panel. You will then get a pop-up menu from which you select Nominal Detail. Select the nominal ledger account code that the journal entry is to be posted to. Note that using this kind on Nominal Search will only return you leaf nodes since you are only allowed to post against this type of account. Select the cost center (only available if the selected Nominal Account is a trading account.) Enter a positive transaction amount. Select whether it is a debit or a credit. Enter the reference that will be associated with the Nominal Ledger transaction. Enter the description and date. Press OK to accept the transaction and add to the list of Journal Details. The entry will now be displayed in the Journal Details panel in the main window. New (Supplier Detail) Press New to the right of the Nominal Details panel. You will then get a pop-up menu from which you select Supplier Detail. Page - 24

25 Select the Supplier Account or press the search icon to search for the supplier. Enter the amount of the journal detail. Enter the reference that will be associated with the Nominal Ledger transaction. Specify the date of the transaction. Enter a detail note that will be attached to the transaction. Press OK to accept the transaction and add to the list of Journal Details. The entry will now be displayed in the Journal Details panel in the main window. New (Customer Detail) Press New to the right of the Nominal Details panel. You will then get a pop-up menu from which you select Customer Detail. Select the Depot and Customer account code. The customer's name and address will be displayed in the text boxes below the customer account code. Enter the positive amount of the transaction. Select whether the amount is a debit or a credit (a debit will increase your customers balance, a credit will reduce it). Enter the transaction reference. Select the transaction date. Enter a detail note that will be attached to the transaction. Press OK to accept the transaction and add to the list of Journal Details. Editing and Deleting In order to edit an existing detail click the edit button. The details appear on screen, edit as necessary and select OK. Page - 25

26 To delete an established detail select the delete option. The entry will now be displayed in the Journal Details panel in the main window. Update As you progress through the batch the totals are displayed in the Totals panel on the top right of the screen. The Update button at the bottom of the main journal entry window will become activated when the difference in the Totals panel equals zero and the debits and credits balance out. In order for you to be able to credit an account there must be a corresponding debit elsewhere in the system. Select the Update button to post the journal entries to the relevant accounts. Page - 26

27 Open Supplier Select File, Open, Supplier from the Purchase Ledger Menu. This section of the Purchase Ledger provides the capability to edit all details about the suppliers account and also to carry out enquiries on supplier transactions. Select Supplier by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. The system now displays the supplier's name, address and associated details of their account. Editing Name and Address Click anywhere in either the Name or Address text boxes in order to edit the Name and Address. Note that you cannot change the supplier account Code for the account. Credit Terms Tab The Credit terms tab is the same as that outlined under file, new, supplier. Click anywhere in the credit terms tab in order to edit any of the details. Contacts Tab The contacts tab is the same as that outlined when creating a new supplier under file, new, supplier. You can add new contacts and edit or delete existing ones by selecting the relevant icons from the right of the panel. Page - 27

28 Account Tab Select the Account tab to display the Aged Debt Analysis for the supplier. The Aged Debt Analysis shows the analysis of the Purchase Ledger transactions on the Account over six time periods and also shows the Total balance due to the supplier along with any amounts of unallocated cash. Click on any of the periods to see the transaction for that period in the Transactions tab below. It is important to note that these time periods are non cumulative. The period 60 days refers to the period between 30 and 60 days. Note that if you want to see all of the outstanding Transactions on the Account then click the Total column. Transactions Tab The transactions tab is located in the lower half of the Account tab. The Transactions tab contains the list of outstanding Transactions for the supplier along with all the transactions in the current period regardless of whether they are outstanding or not. Note that you may click on any of the column headings in the transactions table to sort the details by that column. Clicking once sorts in descending order and clicking a second time sorts in ascending order. You may filter the view to specific periods in the aging by clicking on the appropriate period in the Account tab. To see all of these Transactions again click in the Total field of the Aged Debt Analysis. Allocate In order to allocate cash against any outstanding payment you must first check if there is a valid amount in the UnAllocated cell in the Aged-Debt analysis window. If the number here is zero there is no cash available in this account for allocation. If there is a quantity of cash that has as of yet been unallocated you can then allocate up to and including the amount indicated against outstanding payments on the account. Allocating cash against an outstanding payment on the account: Select the UnAllocated cell in the Aged Debt analysis window to summon the list of credit notes and cash available for allocation from this account. Click the allocate button to allocate cash on the account. The transactions panel will now go into allocation mode and an additional column will appear in the panel for allocation. Highlight the credit note you wish to allocate against an outstanding payment. Click the relevant cell in the allocations column and key in the amount of the credit note you wish to allocate and press enter. This amount should now appear in the 'Remaining' box at the bottom right of the screen which indicates the Page - 28

29 amount to be allocated. Next, click on an aged debt cell to select the range of transactions that you wish to deal with in the transactions panel. Highlight a payment. Click in the allocation column and enter the amount that you wish to allocate against this payment. You can enter either the full amount to be payed or part there of. The value of cash ' remaining' is then reduced by the amount you have entered. You can continue to allocate cash against outstanding payments in this manner so long as you have a positive amount in 'remaining'. Before you have pressed the OK button it is possible to reverse an allocation. This option will be available to you when you right click the payment to be rectified. When the amount remaining is zero you may finish the allocation by clicking the OK button. The account transactions are then loaded back into the display. When the value of remaining reaches zero you may add more credits as before so long as there is still unallocated cash in the account. Right Click Options For Invoices If you highlight an invoice and right click you have the following options; Create Query If there are no existing queries on a transaction then the only option under the Query menu will be Create Query. Select. An edit note window will appear on screen. Select New. Type in the text associated with the query in question and select OK. Each Note will be tagged and displayed with the name of the operator who created the note along with the date that it was created on. A small stop icon should now appear in the far left column of the transactions panel indicating that there is an active query in relation to this particular invoice. Page - 29

30 Edit Query If a query already exists for an account then the Edit Query option is available on the query menu. This summons the existing query attached to the invoice. Click the new button to create an additional query or edit the original in the same way as you did when they were created. Set Query Inactive If you highlight and right click an invoice with an active query attached to it the option should exist to deactivate the query in question. This will have the effect of changing the icon on the transaction from Stop to Query History. Create View/ Query Queries that have been made inactive may be reactivated by this option. View Invoices The system will display the details of the invoice on screen. This will display the full details of the Invoice on the screen and you will be able to see the Nominal breakdown and the Vat breakdown that was created when the invoice was originally generated. Page - 30

31 The only detail available for editing is to override the VAT, in the bottom right corner in the VAT analysis panel. Double Click to edit. Other details are not available for editing at this point. Delete Invoice Select this option to delete the invoice. A dialog will appear requesting you to confirm whether or not you wish to delete the invoice. Select OK or Cancel. Allocation View/Print Allocation Allocation Edit Allocation Reverse Allocation View/Print Allocation Allows you to view the allocation on screen and print. This will display the equivalent of a Remittance Advice Note on the screen which you may print or save in various formats. Page - 31

32 Allocation This allows you to send a copy of a payment allocation to a customer. This option will presume that you are ing to the accounts contact for this supplier. If there is no accounts contact set up the dialog will leave the two addresses blank and you may enter any address that you wish. Edit Allocation The edit allocation menu option allows you to edit an existing allocation. It will retrieve the values previously allocated and show them in the allocation column. The amount remaining will be zero and you will be able to either add or remove details from the allocation by adjusting the allocation column. Reverse Allocation Reverses the effect of a payment allocation so that you can do it again. Foreign Exchange Implications Note that if you reverse an allocation that contains profit and loss on exchange transactions then these transactions will be deleted as part of the reversal process. In doing so you will also create a batch for the Nominal Ledger since there are home currency implications for this process. Similar right click options exist for payments and credit notes. These options operate in exactly the same manner as outlined above. Page - 32

33 Claims Tab Claims can be added by first selecting Claims then clicking on New. Page - 33

34 View Menu Control Select View, Control from the Purchase Ledger Menu. By selecting the Period required from the drop-down Combo the system will display the Transaction Summary for that period. The Transaction Summary displays the total amount of transactions and the total amount for each transaction type within the selected period. To see a detailed breakdown of any line within the purchase Ledger Control account double click on the line in question and the system will display a list of the transactions. Page - 34

35 The standard print icons are also available at the top of the screens so that the control account can be Printed, Print Previewed, ed or Saved as CSV. Click the close button to close the Purchase Ledger Control Account. Page - 35

36 Parameters Select View, Parameters from the Purchase Ledger Menu. Only certain users can access and edit the parameter details. If you are not one of these users a dialog will appear informing you so. In the Dates panel select the Current Period and the Year End required from the dropdown Combo. In the Miscellaneous panel select and enter the Transaction Life, the Allocation Number and finally the Remittance Number. Click Save. Page - 36

37 Transaction Enquiry The Transaction Enquiry Form allows you to specify multiple criteria for selecting transactions in the Purchase Ledger. Select View, Transaction Enquiry from the Purchases Ledger Menu. Select the Customer by entering the customer code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. Fill in the details using the drop-down combos where necessary. Click Load. The corresponding files to the search criteria entered will then be generated and displayed in the box in the right half of the window. Page - 37

38 When the results of the query are displayed on the screen you may double click on invoice and credit note detail lines to display the invoice or credit notes in more detail. Click the Close button to close the Transaction Enquiry. Page - 38

39 Supplier Aging Select View, Supplier Aging from the Purchase Ledger Menu. If you wish to rebuild Supplier Aged Debt click OK. If you do not choose to rebuild the Supplier Aged Debt then the system will display the information from the last time the system was rebuilt. The system will take a moment or two to rebuild the data. The Supplier Aged Debt Analysis generations form will now appear on the screen. Currency Options Select All to print the entire ledger or select a specific currency just to print the aging for that currency. If you select a foreign currency then you have three options; a. Convert to Euro unticked the system will display the aging in the foreign currency. b. Convert to Euro using the Original Rate the system will display the aging converted to the home currency at the original exchange rate. c. Convert to Euro using Todays Rate the system will display the aging converted at the rate defined in the exchange rates in the Nominal Ledger. In the Select Accounts panel fill in the relevant details using the drop-down Combo where necessary. Page - 39

40 Click to Generate You may view the credit or the details by highlighting a line and double clicking. This takes you into supplier file maintenance for the selected supplier. It may take a moment to load the data. Page - 40

41 Page - 41

42 Vat Summary Select View, Vat Summary from the Purchase Ledger Menu. This functionality is available in both the sales and purchase ledgers and provides you with a drill down analysis of the VAT liability based on invoices and credit notes for a particular period. Specify the To and From period and the sales and purchases option using the drop down combo where necessary. Click Run The Vat Analysis for the selected time period is now displayed in the window. Indicating the rate at which VAT was charged on each transaction, the value of the VAT and the total received value of the goods, including VAT. You can highlight a row and double click to obtain a further breakdown of information. For example double click on the purchases row above and the breakdown into invoices and credit notes is displayed. Page - 42

43 Double click on the invoices row and an even further breakdown is available. Select the close button to exit out of each o the relevant windows. Page - 43

44 Reports Menu Nominal List Select Reports, Nominal List from the Purchase Ledger Menu. Specify the date in the purchase ledger period by using the drop down combo. Click Run. The system now displays a standard Print Preview of the Net of Vat Purchases Invoice/Credit Note Total. Page - 44

45 Allocations Select Reports, Allocations from the Purchase Ledger Menu. Specify the Purchase ledger period, by using the drop-down Combo. Click Run. The system now displays a standard Print Preview of the Purchase Ledger Allocations. Page - 45

46 Ledger Listing Select Reports, Ledger Listing from the Purchase Ledger Menu. Select Supplier by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. The system now displays the Suppliers name and address in the report parameters panel. Now fill in the Balance panel data using the drop-down Combo where necessary. Click on Run. Page - 46

47 The system will generate a standard print preview of the Purchase Ledger Details form. Page - 47

48 Turnover Select Reports, Turnover from the Purchases Ledger Menu. Page - 48

49 Procedures Menu Remittance Remittance Advices and EFT Preparation EFT If you intend to use EFT then you must apply to your bank for permission to submit EFT batches to them. They will insist that you use their software to actually transmit the file but you can use our software to generate it. They will probably require you to send a test batch to them and when they approve you they will give you the details that you need to record on your system so that they can identify the batches that you submit to them. The details can be entered via the Tables, EFT Control option in the Purchase Ledger and are as follows; Bank Sort Code This is the sort code of the bank account that the payments will be taken from Bank Account Number The account number Bank User Name The name by which your bank identifies you Authorised ID The unique identifier by which the bank recognizes your EFT submissions. Next Volume Number This should initially be set to 1 and should never be modified Next File Number This should be the same as the Volume number since we do not support multi-file submissions. Suppliers If you wish to use EFT for a supplier you must specify his Payment Method as being EFT and then you must specify the Bank Sort Code and Bank Account Code. You would also be advised to set up an account contact for the supplier with a valid address so that the remittance advice list can be ed to that contact. If there is no accounts contact then the remittance advice may be printed and posted. The tick box for Remittance required determines whether or not the supplier will be included in a normal remittance advice run. Remember that a supplier does not have to be on EFT to be included in a remittance advice run. You may pay by cheque and post a Page - 49

50 remittance. There are two ways in which remittance / EFT submissions can be generated; 1. Ad hoc payments to suppliers who are set up to receive EFT payments. 2. Full remittance advice run. The process for both is similar; you will; a. Select a list of passed invoices to be paid. b. Generate an EFT submission for the bank. c. remittance advice lists to suppliers who have an accounts contact with an address. d. Print Remittance Advices for suppliers who do not have . Page - 50

51 Ad Hoc Remittances During the course of making payments to suppliers you may elect to make payments to customer who are set up for EFT. In this case you can just enter the payment and the system will remember that this is an EFT supplier and will include this payment in the remittance count on the Info Bar at the bottom of the screen. When you have entered a number of payments and you want to make a submission you can either right click on the 'R' box on the Info Bar or else chose Procedures, Remittance, Process Ad Hoc from the Purchase Ledger. This process will allow you to view the list of payments awaiting processing, generate an EFT submission and / print remittance advices. Full Remittance Advice Run. This wizard is designed for use in a more structured environment where a list of suggested payments is presented to management for approval based on a cut-off defined by the user. You may then exclude supplier invoices from the list and proceed to generate the submission and remittances. Only suppliers who are defined as Remittance Required will be included in the Full Remittance Advice run. Any suppliers who have unallocated cash will not be included in the remittance advice run since we run the risk of suggesting payments that will be covered when that unallocated cash is actually allocated. Select Procedures, Remittance, Remittance advice run from the purchases ledger menu. A dialog will appear requesting you to ensure that payments are not being processed during the remittance run. It is important to adhere to this request. An outline of steps for the procedure are listed to the left of the main window. These steps will be ticked off as you proceed through them. These steps are outlined below. Page - 51

52 Step 1 Select Cut Off Specify whether you want to view debts prior to a specific date or from a specific period. In either case the current date or period will be selected by default, if you wish to choose another date do so by using the drop down combo or date picker. Next select whether you wish to search all suppliers for debts appropriate to the search criteria or a single specific supplier. When you have filled out these details, the next button will become active. Select Next to proceed to step 2. Step 2 Review Suggested Payments Criteria For Selection of Invoices for Inclusion. The most obvious one is 'does it fall within the parameters of the filter that you have specified on this screen?'. Are all amounts allocated on the account. We cannot suggest that you pay invoices that are outstanding if you have unallocated cash that you may be allocating against them. Suppliers with unallocated cash will be ignore for remittance purposes. Is the invoice passed. Unpassed invoices are not included in Remittance advice runs. You may filter the payment according to type by selecting an option from the Payment Types Filter. The selected details are also sortable in ascending or descending order by clicking a column heading. Alternate click sort in ascending or descending order by the selected column. Individual invoices may be excluded from the process by ticking the excluded option, Page - 52

53 At this stage you may also elect to Print, Print Preview, or Save as CSV by pressing one of the buttons on the print tool bar. This will generate a report showing you the suggested list of payments with sub totals by supplier. Selecting any of these options will automatically sort the table into default order by supplier code. Step 3 Allocate Cheque Numbers The remittance system will now tell you the total number of cheques that you require and will request the next cheque number from your cheque book. This is based on how many suppliers in the Remittance run are defined as Payment Type Cheque in Supplier File Maintenance. Step 4 Generate Bank File The remittance process will generate a file name consisting of the text EFT followed by the next Volume / File number zero filled to six digits. You may not change the file name and the Next button will not be enabled until you select a location to save the file in. The location that you save the file in should be consistent since you will have to use the banks own software to transmit the file and it will make your life easier if you always store the file in the same place. Page - 53

54 Step 5 Print / Remittance Advice Lists Tip This screen gives you the full details of what payments are about to be made, whether they are EFT of Cheque, how will the remittance advice be delivered to the supplier and if is being used who the remittance will be sent to. Step 6 Automatic Payments. This is the Finish option on the remittance and this creates the payments and allocations corresponding to the supplier remittances on the suppliers accounts. Page - 54 A supplier whose payment type is Cheque will not have his remittance delivered by even if an accounts contact is defined since you will want to attach the Remittance Advice to the Cheque when it is being posted.

55 Period End Select Procedures, Period End from the Purchase Ledger Menu. The system now displays the Current Period. Be sure that the current period is as you would expect. Click on Run to process and you can then decide if you wish to run the End of Period now. Click Yes or No. Clicking Yes will Complete the End of Period. Click OK. Steps Required at Purchase Ledger End Of Month. 1. Print Invoice List. Use Transaction Enquiry (See page 35) 2. Print Credit Note List. Use Transaction Enquiry (See page 35) 3. Print Payments List. Use Transaction Enquiry (See page 35) 4. Print Allocations List. (See page 42) 5. Print Aged Creditors. (See page 37) 6. Print Creditors Ledger. (See page 43) 7. Print VAT Report. (See page 39) 8. Print Control Account. (See page 32) 9. Take a Backup. 10. End Of Period Update. There may be other reports that you might need to print off. Consult with your accounts department. Page - 55

56 The routine checks that should be carried out at End Of Purchase Period are;1. The Aged Creditors Report should equal the Closing Balance as per the Purchase Ledger Control Account for the Purchase ledger period in question. 2. The Proof Lists totals should match the corresponding totals on the Purchase Ledger Control Account for example the payments value on the control account should match the payments proof list, the invoice value on the control account should match the invoice proof listing, the credit notes etc etc. 3. The VAT control sheet should match the sum of the Invoices less the Sum of the Credit Notes. These values you will find on the proof lists mentioned in point Page - 56

57 Pass Invoices Select Procedure, Pass Invoices from the Purchase Ledger Menu. A table of all unpassed invoices is displayed. You may sort the table by the contents of any of the columns by clicking on the column header. To pass an invoice just highlight and invoice and right click. This will give you two options; View: to see the invoice on screen. Pass: to mark the invoice as passed. Invoices that are passed will have a tick to the left hand side of the transaction in supplier enquiry. If you select more than one invoice to pass the view option will be grayed out and you will only have the Pass option. In this way you can pass more than one invoice at a time. Page - 57

58 Tables Menu Currencies Select Tables, Currencies from the Purchases Ledger Menu. You may add a New code, Description and Rate by clicking New and edit any of the details on this form by highlighting an allocation and pressing the Edit button or double clicking on an allocation. To delete a currency, highlight the allocation and click the delete button. You will be asked to verify whether you are sure you wish to delete the currency you have selected. Click OK or Cancel. Page - 58

59 VAT Select Tables, Vat from the Purchase Ledger Menu. You may add a New code, Rate and tick Resale by clicking New and edit any of the details on this form by highlighting an allocation and pressing the Edit button or else double clicking on an allocation. Save any alterations by clicking the save button. Specify whether or not you wish to activate the resale option. To delete a vat allocation, highlight the allocation and click the delete button. You will be asked to verify whether you are sure you wish to delete the VAT you have selected. Click OK or Cancel. Page - 59

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