Supply Codes

Supply codes are used as part of the analysis of purchase invoice and credit note transactions. You can also use supply codes to define analysis reports; the Purchase Analysis form provides a Set Options command via the Actions menu for defining analysis reports. If you have the Nominal module integrated to the Purchase module, supply code records define the link between invoice details lines and nominal accounts. The supply code forms part of the nominal transaction analysis that takes place when the nominal ledger is updated. You can use supply codes to represent product groups or individual items bought or services received. A VAT code assigned to each supply code provides a default for the item line of the purchase invoice or credit note transaction. When you enter invoices or credit notes using the Invoice or Credit commands on the Action menu of the Supplier form, you can select one or more supply codes from the Analysis list on the Analyse Supplier Invoice form, depending on how you want to break down the transaction detail.

Prerequisites

The following identifies prerequisite records that must exist before you can complete the corresponding boxes on the Supply Codes form.

Box	Prerequisite
Nominal Code	If the Purchase Ledger to Nominal option is selected on the Options tab of the Company Profiles form, at least one nominal purchases account must be created using the Nominal - Maintenance - Accounts command.
VAT Code	At least one VAT code must be created using the System - Maintenance - VAT Processing command.

Box

Prerequisite

Nominal Code

If the Purchase Ledger to Nominal option is selected on the Options tab of the Company Profiles form, at least one nominal purchases account must be created using the Nominal - Maintenance - Accounts command.

VAT Code

At least one VAT code must be created using the System - Maintenance - VAT Processing command.

Each supply code record is identified by a unique code of up to eight characters. We suggest you define your supply codes before you create any purchase transactions. Once you have defined at least one supply code, all invoice and credit note transactions entered using the Processing command in the Purchase module must have at least one detail line analysed to a supply code. Click here for an example.

Your company purchases items classified under various group headings, including stationery, equipment, furniture, consumables and so on. You want to analyse the value of purchases for each of these headings using different nominal purchase accounts. Most of your purchases are subject to VAT at the standard rate. You create supply code records for each group. In the Nominal Code list on the Supply Codes form, you identify the nominal purchases account for the product group. In the VAT Code list, you select the code for standard rate VAT. You can now select the appropriate supply code from the Analysis list when you enter purchase invoices and credit notes. The correct nominal accounts are automatically updated when the nominal ledger is updated. An analysis of purchases by supply code can be obtained using the Purchase >> Analysis command.

To Define Supply codes

Copying Supply Codes

You can generate Supply Codes from the linked Nominal Ledger's expense accounts. The company id for the linked Nominal Ledger is specified in Purchase Options.

Supply Code Entries

Box	Description
Supply Code	A unique reference for the supply code. You can use up to eight characters.
Description	You can add a corresponding description of up to 30 characters.
Nominal Code	A reference that identifies the nominal ledger profit and loss account to which the value of net purchases in purchase invoice or credit note transactions will be posted for the detail line associated with this supply code. The code you select will be the default displayed. You can select from a list. Nominal account records are defined using the Processing command in the Nominal module.
VAT Code	A reference that identifies the default VAT code. You can select the VAT code from a list. VAT code records determine the rate and classification of VAT in purchase invoice and credit note transactions for the detail line associated with this supply code. The code you select will be the default displayed. You can select from a list. VAT codes are defined using the VAT Processing command in the System module.
Qty Analysis	An option that determines whether quantities can be added when posting invoices or credit notes. The quantities are included on Purchase Analysis reports, Purchase History reports, and other views in the Purchase Ledger.

Box

Description

Supply Code

A unique reference for the supply code. You can use up to eight characters.

Description

You can add a corresponding description of up to 30 characters.

Nominal Code

A reference that identifies the nominal ledger profit and loss account to which the value of net purchases in purchase invoice or credit note transactions will be posted for the detail line associated with this supply code. The code you select will be the default displayed. You can select from a list. Nominal account records are defined using the Processing command in the Nominal module.

VAT Code

A reference that identifies the default VAT code. You can select the VAT code from a list. VAT code records determine the rate and classification of VAT in purchase invoice and credit note transactions for the detail line associated with this supply code. The code you select will be the default displayed. You can select from a list. VAT codes are defined using the VAT Processing command in the System module.

Qty Analysis

An option that determines whether quantities can be added when posting invoices or credit notes. The quantities are included on Purchase Analysis reports, Purchase History reports, and other views in the Purchase Ledger.

Supply Codes

Prerequisites

To Define Supply codes

Copying Supply Codes

To Copy Supply Codes

Supply Code Entries