Set Options

Invoices to be Approved

An option that determines whether you can specify, on each supplier account, that invoices posted to the account are held subject to approval. Held invoices are included in outstanding balances, but payments cannot be posted against them until they are cleared. If the option is cleared, invoices are deemed to be approved unless put on hold manually.

Remove zero balance accounts

An option that determines whether accounts are automatically removed when the Purchase Ledger - Utilities - End of Period command is used. Only accounts that satisfy these criteria will be removed:

• The current balance must be zero

• The order balance must be zero

• It must not have advanced transactions outstanding, which are not included in the current balance

• It must not be a model account

• All documents posted in the Purchase Invoice Register and Purchase Order Processing must be either fully invoiced or credited.

Allow advance postings

An option that determines whether you can indicate that a transaction belongs to a future period. If the option is selected, an Advance option appears on the transaction entry form and, if selected, the transaction is excluded from the current period's account balance. Transactions posted in advance are automatically included in the current balance after you carry out the period end using the Purchase - Utilities - End of Period command.

This option is cleared by the Purchase - Utilities - End of Period command so that transactions posted at the start of the new current period are not posted as advanced transactions.

Multiple bank accounts

An option that determines whether a different bank account can be selected when a purchase payment or refund transaction is entered. If the option is cleared, postings can only be made to the default bank account. This option only applies if you have more than one bank account defined in the Nominal or Cashbook module.

Foreign banks on Sugg. Paym

An option that determines whether the Suggested Payments report will allow you to select foreign currency bank accounts to include on the report. For example, if you have suppliers that are paid from a US Dollar bank account, you can include their transactions for payment on this report.

Important: This option does not affect the Authorise Cheques and Authorise BACS commands. Those commands work with Euro bank accounts and Sterling bank accounts only.

You do not need to select this option to include Euro bank accounts or Sterling bank accounts on the Suggested Payments report. These bank accounts are included automatically.

Use PIR Tran. Date for N/L

This applies if the Purchase Invoice Register and the Nominal Ledger Open Period Accounting features are activated, and the Purchase Ledger is linked to the Nominal Ledger.

This option determines that the Post command in the Purchase Invoice Register uses the transaction date rather than the NL Posting Date to update the current or an earlier Nominal Ledger period. If a transaction is in a period which is either closed or blocked, the NL Posting Date will be used instead. Show ...

If this option is not selected the NL Posting Date is used to update the Nominal Ledger for transactions in either the current or earlier Nominal Ledger period.

If a transaction falls in a future Nominal Ledger period, the transaction will always be transferred using its transaction's date, whether or not this option is selected. If the period is closed or blocked, the transaction will not be transferred until after the relevant Nominal Ledger period is opened.  

PIR must use authorisation

An option that determines whether invoices entered into the Purchase Invoice Register are held awaiting authorisation before they are posted to the Purchase Ledger.

Mandatory Reason Code

An option that determines whether a reason code must be selected when putting a transaction on hold. Transactions can be held in dispute, or for other reasons, using the Hold/Rel command and if this option is selected, you must select a reason code. The codes and corresponding descriptions are defined using the Reasons command on the Maintenance menu.

Include Dormant Suppliers

An option that determines the default setting of the Include Dormant Suppliers option on the Search form displayed when you use the Search for records matching criteria toolbar button. Refer to the Processing (Purchase) topic for information about the Dormant option on the Terms form associated with supplier records.

Warn if Posting Non-Current

An option that determines whether a warning is displayed when a transaction is posted outside of the current period in the Nominal Ledger. This applies if the Open Period Accounting feature is used. Tick the option if you want your operatives to be warned when they post a transaction to a period other than the current period.

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VAT Tolerance Check

VAT is calculated automatically using the rate on the VAT code used in an invoice or credit note posting. However the VAT value can be overwritten.

Select this option if you want Opera to warn if an overwritten VAT value is less than -0.05 or more than 0.05 of the value calculated by Opera.

These options are available:

• Check only if the transaction includes settlement discount

• Always check

• Never check.

Next Cheque Number

The next cheque number to be printed when you use the Print Cheques command. This is the first cheque number to be printed from which subsequent cheques are numbered in sequence.

Next PIR Invoice No.

The next number to be assigned to invoices entered on the purchase invoice register.

If you used say '9998' as your first invoice number, the second invoice number would be '9999' and then it would be reset to '0001' for the third invoice. So afterwards your references would not all be in ascending numeric order. So start with a low number with leading zeros, like '0000001' and use references with up 10 digits. References will then keep their numeric order for longer and you will be able to view your PIR invoices in the correct number order. If required you can also use a prefix too, like 'PIR' to make 'PIR0000001'.

Next PIR Credit No.

The next number to be assigned to credit notes entered on the purchase invoice register.

Suggested Payment..Days

The number of days from the system date that determines whether a transaction due for payment is included in the report produced by the Suggested Payments command.

Keep Transactions..Periods

The number of periods, up to 99, that you want to retain completed purchase transactions. Transactions will be retained for the number of periods specified here after which they will be removed by using the End of Period command. The number of periods you specify here can be overridden by the number entered in the Keep Transactions box on the Options form associated with the Supplier form.

Keep Analysis Image..Periods

The number of periods, up to 99, that you want to retain images of purchase invoice and credit note analysis records. The analysis details will be retained for the number of periods specified here after which they will be removed by using the End of Period command. The number of periods you specify here can be overridden by the number entered in the Keep Doc Images box on the Options form associated with the Supplier form.

Keep Creditors History

The number of periods creditors history records are to be kept. All aged creditor history records older than the number of periods specified here are deleted.

BACS Payment Software

An option that determines the BACS payment software used and therefore the format of the file created for BACS transmissions.

For each BACS option, you can select one of the following from a list:

• AIB

• BBMII/Lite

• BOS

• BOS Commercial

• Bank Ireland (Use this option until February 2014 if you bank with the Bank of Ireland. From February 2014 choose the SEPA BOI option instead. That uses the same format as the 'Bank Ireland' option. The bank will convert the payment file into a SEPA format to ensure that the strict validation is used.)

• BankWare

• BankLine (Bankline is a product from NatWest and The Royal Bank of Scotland that will replace their older BACS products including NW Autopay, NW Payaway, NW Payment Manager, Royline, and Royline for Windows)  

• Bankline Ad Hoc (The key benefit from using ad-hoc bulk payments compared to the standard bulk payments is that you do not have to use an existing Bankline bulk list (payment template). You can upload payments from one bank account to multiple beneficiaries without having to first of all set up each payee in Bankline that are already set up in Opera)

• Clydesdale

• Co-op

• HSBC (HSBCnet)

• Lloyds TSB (works with 'LloydsLink' or 'Lloyds Commercial Banking Online (CBO)')

• Metro Bank

• NW Autopay

• NW Payaway

• NW Payment Manager

• Royline

• Royline Win (Royline for Windows)

• SEPA BOI (Bank of Ireland) (Choose this option when you need to start making SEPA
  payments if you bank with the Bank of Ireland and your Euro BACS payments must be made in a SEPA compliant payment file. This uses the same file format as the 'Bank Ireland' option but uses stricter validation. Sort codes and bank account numbers are used rather than BIC and IBAN codes. The bank will convert the file to be SEPA compliant.)

• SEPA CT (Credit Transfers) (Choose this option when you need to start making SEPA
  payments if your Euro BACS payments must be made in a SEPA compliant payment file using BIC and IBAN codes. If your bank is the Bank of Ireland use the 'SEPA BOI' option).

• Santander (This works in MULTIBACS (multiple payments) format with the Santander online banking application called ‘MyBusinessBank’)

• Standard 18

• STDBACS

• Yorkshire.

Apart from the Santander format, all other BACS files created in the Purchase Ledger are in standard domestic or non-bulk format. This means that your bank statement will have a debit entry for every payment into your suppliers' bank accounts.

The Santander BACS format is in Bulk format, which has one debit entry even when many payees' bank accounts are updated. Bulk updates are typically used for the payment of salaries or expenses.

Bank Sort Code

The sort code of the bank account you use for payments made for the BACS system selected from the BACS Payment Software list on this form. These codes must be 6 digits long.

You cannot enter a sort code if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form. In this situation you should enter the sort code for your bank accounts on either:

- the Nominal Ledger - Maintenance - Bank Accounts form or
- the Cashbook - Processing form (if you use the Cashbook application).

Account Code

The number of the bank account you use for payments made for the BACS system from the BACS Payment Software list on this form.

You cannot enter an account code if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form. In this situation you should enter the account code for your bank accounts on either:

- the Nominal Ledger - Maintenance - Bank Accounts form or
- the Cashbook - Processing form (if you use the Cashbook application).

BIC

What's SEPA?

You cannot enter a BIC code if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form. In this situation you should enter the BIC code for your bank accounts on either:

- the Nominal Ledger - Maintenance - Bank Accounts form or
- the Cashbook - Processing form (if you use the Cashbook application).

IBAN

You cannot enter an IBAN code if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form. In this situation you should enter the IBAN for your bank accounts on either:

- the Nominal Ledger - Maintenance - Bank Accounts form or
- the Cashbook - Processing form (if you use the Cashbook application).

Name

The name of the bank account you use for BACS payments.

You cannot enter a bank name if the Purchase Ledger is linked to the Nominal Ledger on the System - Maintenance - Company Profiles form. In this situation you should enter the name for your bank accounts on either:

- the Nominal Ledger - Maintenance - Bank Accounts form or
- the Cashbook - Processing form (if you use the Cashbook application).

SEPA Initiating Party ID & Type

The Initiating Party ID is supplied by your bank and must be entered if the 'SEPA CT' option is selected from the BACS Payment Software list. These boxes are disabled if any other option is selected.

This table explains the Initiating Party Type that must be selected for the listed banks. If your bank is not listed please contact it to find out whether you should select 'Organisation ID' or 'Private ID'.

Test Payment File

This option controls whether a payment file created in the Purchase Ledger - Payments - Create BACS File command is treated as a test file.

If this option is selected a new box called Test Indicator is displayed on the Create BACS File form. This is available so that you can enter an optional description of up to thirty letters, numbers or special characters (!" and so on) that is included in a payment file to indicate to the bank that the file is for a test.

This applies only if you use the 'SEPA CT' format.

Accounting Period

An option that determines the length of the purchase accounting period. You can select one of the following from a list: Monthly, 7 Days, >14 Days, 28 Days and 30 Days. This setting is used to age outstanding balances by accounting period on purchase reports and enquiries.

Periods for Creditor Days

The number of periods used in the calculation of the average daily purchases which is then used to determine the average creditor days (time taken to settle accounts).

Lines on Cheques/Remittances

An option used if the Print Cheques/Remittance Advices report is used to print combined remittances/cheques. If a remittance spans more than one page, only the cheque on the last page is used. The cheques on the other pages are spoilt with the word CANCELLED in the payee and value fields. This means that the supplier gets one cheque for the entire remittance, rather than one for each page of the remittance.

Important: This option is used in the Print Cheques/Remittance Advices report to calculate the cheque number for the cheque on the last page of the remittance. The cheque number is then used to update the payment. For the system to calculate the correct cheque number, you must set this value to suit the stationery you are using. If your stationery can accommodate a maximum of 10 detail lines, this setting must be set to 10.

N/L Company ID

An option that determines which company's nominal ledger is used for purchase transfers. You can select from a list. It must be a company with the same home currency. Only those companies to which you are entitled to gain access are included in the list. This only applies if the Purchase Ledger to Nominal option is selected on the Options tab of the Company Profiles form for the companies involved. We recommend that both the sales and purchase Ledgers within a company are linked to the same nominal ledger (for example, you can link both the sales and purchase ledgers for company 'A' to a nominal ledger in company 'B'). A warning appears if you try to link them to different company IDs.

Bank Account

A reference that identifies the nominal ledger account to which the value of the payments and refunds will be posted. You can select from a list. Nominal bank account records are defined using the Bank Accounts command in the Nominal module. If you have the Cashbook module activated, bank accounts are defined using the Processing command in the Cashbook module.