Processing

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Use the Processing command to create and maintain supplier account records and post transactions including invoices, credit notes, payments, refunds and adjustments.

Supplier Records

When you create an account, the record becomes available for processing in the Purchase Ledger. The information associated with supplier accounts is maintained using a set of forms. The main Supplier form appears when you select the Processing command on the Purchase menu. On this form, the General tab provides boxes for input of the supplier name and address, communication and contact details. This tab also displays various balances and dates. Associated forms are displayed using the commands on the Action menu.

Use this command

To maintain details of

Options

Supplier options, such as the default bank account for payment postings, the creditors control account, operating currency, and so on. Default option settings are determined using the Supplier Profiles form or you can create a custom profile.

Terms

Details of the supplier trading terms. Default option settings are determined using the Terms Profiles form or you can create a custom profile.

Analysis

Default purchase analysis codes.

Orders

Default settings associated with purchase order records and delivery instructions. This only applies if you have the Purchase Orders module installed and activated.

EC VAT

The supplier's VAT registration number and EC VAT default settings. This only applies if you have the EC VAT module installed and activated.

Each supplier account also has a notepad which you can view or edit as required using the Memo tab on the Supplier form. You can also maintain supplier contact details using the Contacts command on the Action menu.

Viewing Account Transactions and Analysis

You can view account transactions and aged balances using the View command on the Action menu associated with the Supplier form. You can also drill down to display additional analysis information associated with the currently selected supplier using the Spyglass icon in the Current Balance, Avg Creditor Days and Turnover boxes on the General tab of the Supplier form. You can also view purchase analysis information using the View command on the Purchase menu. You can define your own analysis views using the Views command on the Maintenance menu.

Adding Supplier Notes

You can create notes associated with supplier records. These can be used to record and monitor actions or tasks to be carried out by someone else. Notes can also be generated automatically; for example as a result of putting accounts on stop or transactions on hold, and so on. For more information, see the Notes Help topic.

Set Up Prerequisites

There are prerequisites that need to be set up before a supplier's record can be used. Some prerequisites are optional, but if you want to update all the boxes on the forms associated with the Processing command, you must first create the record(s) on which your selections will be based. For some records, defaults can be defined in other modules.

Box

Prerequisite

Profile Code (Options form)

At least one supplier profile record must be created using the Supplier Profiles form if you want to predetermine the contents of the Options form. If no profile is selected, you can enter the details individually by selecting the Use Custom Profile? option. For prerequisites relating to the boxes on the Options form, refer to the topic Defining Supplier Profiles.

Ledger Account

At least one other supplier account record must be created using the supplier form before you can identify a ledger account.

Profile Code (Terms form)

At least one trading terms profile must be created first using the Terms Profiles form if you want to predetermine the contents of the Terms form. If no profile is selected, you can enter the details individually by selecting the Use Custom Profile? option. For prerequisites relating to the boxes on the Terms form, refer to the topic Defining Purchase Terms Profiles.

Supplier Type

At least one supplier type record must be created using the Types form.

Supply Code

At least one supply code record must be created using the Supply Codes form.

Project/Department

At least one project or department record must be created using the Project or Department commands in the Nominal module. These only apply if you have the Advanced Nominal Ledger feature activated and you have selected the corresponding options on the Company Profiles form in the System module. The names for these analysis dimensions may be different. You can specify the names on the System Preferences form in the System module.

Country (EC VAT form)

At least country record must be created using the Countries form in the EC VAT module. This only applies if you have the EC VAT module installed and activated.

Terms of Delivery (EC VAT form)

If the Include Delivery Terms option is selected under the EC Arrivals SD option on the Options tab of the Company Profiles form in the System module, then at least one delivery terms record must be created using the Delivery Terms form in the EC VAT module. This only applies if you have the EC VAT module installed and activated.

Mode of Transport (EC VAT form)

This is optional, but if you want to record modes of transport for SDs, then at least one mode of transport record must be created using the Transport Modes form in the EC VAT module. This only applies if you have the EC VAT module installed and activated.

Nature of Transaction (EC VAT form)

At least one nature of transaction record must be created using the Transaction Nature form in the EC VAT module. This only applies if you have the EC VAT module installed and activated.

See also the prerequisites associated with the Supplier Profiles and Terms Profiles forms in the Purchase module which also apply if you are defining custom profiles.

General tab

Box

Description

Company Name and Address

This is the address that will be used on all documents associated with the supplier, such as remittance advices.

E-Mail Address

  • Account Contact - This email address is used when you click the Send e-Mail toolbar button. If no email address is defined for the supplier record, you must enter an address on the email form displayed. This is also the email address to which remittance advices will be sent if you have ticked the E-Mail Remittance Advices box on the Terms form.

  • Order Contact - This email address is used when you email a purchase order in the Purchase Order Processing module if you have ticked the E-Mail Purchase Orders box on the Terms form. If no email address is defined, you must enter an address on the email form displayed.

For information about defining an email template for these emails, see the System - Maintenance - E-Mail Profiles Help topic.

Important:  To send emails, you must have MAPI-compliant email software installed on your computer.

Web Site

The URL for the supplier's web site. Provided you have access to the Internet and have a suitable browser installed,you can view the supplier's web site by clicking the View Web Site toolbar button. If no URL is defined for the supplier record, the one defined in the Default Web Site box on the System Preferences form in the System module is used instead.

Current Balance

The balance of the account, which is the total of outstanding transactions. This is updated automatically by the application. You cannot amend the value directly. You can double-click the Spyglass in this box to view account transaction details. Refer to the Purchase Ledger Enquiries topic for further details.

Avg Creditor Days

The average number of days taken to settle invoices for the supplier.

This is calculated by taking into account the turnover including VAT accumulated over the number of periods defined in the Periods for Creditor Days box on the Purchase Options form.

This information is used to establish the average purchases per day. To establish the average creditor days for a given period, the outstanding creditors total for that period is divided by the average daily purchases. You can double-click the Spyglass in this box to display more information associated with the creditor days for the supplier. Summary totals are shown for the value of all invoices including VAT, cash paid and adjustments, an order balance and turnover. Refer to the Purchase Ledger Enquiries topic for further details.

To open the Creditor Analysis form, use Action - View or double click the button on the toolbar. To print the view or in Opera 3 save the information in a Microsoft Excel document, click the button on the toolbar or press CTRL+P to open the Publisher form.

Turnover

The total net value of purchases from the supplier. This is updated automatically by the application when invoices or credit notes are posted to the account. You cannot amend the value directly. Turnover is accumulated from the start of the financial year. It is cleared when you start a new financial year. You can double-click the Spyglass in this box to display a graph showing the turnover for the account on a period-by-period basis. Refer to the Purchase Ledger Enquiries topic for further details.

Credit Limit

The maximum amount of credit to which you are entitled. When you enter transactions for the supplier, a message is displayed when this limit is exceeded. If zero or no credit limit is defined, this is assumed to mean unlimited credit. You cannot amend the value directly on this form. The limit is specified using the Credit Limit box on the Terms form.

A/C Contact

The name of a contact person at the supplier's address for account enquiries. You can maintain additional contact details or change this setting using the Contacts command on the Action menu.

Order Contact

The name of a contact person at the supplier's address for purchase order enquiries. You can maintain additional contact details or change this setting using the Contacts command on the Action menu.

First Created

The date on which the supplier record was first created. This is updated automatically by the application. You cannot amend this date directly.

Last Modified

The date on which the supplier record was last modified. This is updated automatically by the application. You cannot amend this date directly.

Last Invoice

The date on which an invoice transaction was last posted for the supplier. This is updated automatically by the application. You cannot amend this date directly.

Last Payment

The date on which a payment transaction was last posted for the supplier. This is updated automatically by the application. You cannot amend this date directly.

Dormant Suppliers

When a supplier record is marked as dormant, it is excluded from most reports except those that provide an option to include 'dormant' suppliers specifically (such as the list of accounts, contacts report, and so on). You can also prevent dormant suppliers from being shown in searches by clearing the Include Dormant Suppliers option on the Search form displayed when you use the Search for records matching criteria toolbar button. The default setting for this option is controlled by the Include Dormant Suppliers option on the Purchase Ledger - Utilities - Set Options form.

You can mark a supplier as dormant by selecting the Dormant box on the Terms form that is opened from the Action menu on the Purchase Ledger - Processing - Terms form.

Deleting Suppliers

You can delete account records if your user name has the appropriate permissions. User names are maintained from the System Manager - Maintenance - User Profiles form.

If you mark an account for deletion a message is displayed that indicates which records will be removed. The account will then be removed from the system when the Purchase Ledger - Utilities - End of Period command is run.

Example: If you have a supplier that has ceased trading, you don't owe them anything so their account has a zero balance, but you have kept the transactions and supply history records, you can mark the supplier as deleted. It will then be removed when the End of Period command is run.

Action menu

Use the Action menu to: