Processing Options

Use Custom Profile?

An option that determines whether you want to specify a special set of options for the customer. You must select this option if you want to enter certain details directly in boxes on the Options form. If the option is cleared, you must select an existing profile record in the Customer Profile list to determine the content of some of the boxes. Customer profiles are maintained using the Cust. Profile command on the Maintenance submenu.

Customer Profile

A reference that identifies the customer profile you want to assign to the customer record. You can select from a list. Customer profiles are maintained using the Cust. Profile command on the Maintenance submenu. You cannot select a profile if the Use Custom Profile? option is selected.

Currency

A reference that identifies the currency in which balances are maintained for the customer. This is also the default currency when transactions are entered for the customer. You can select the currency from a list. Currencies are defined using the Exchange Rates form in the System application. This only applies if you have the multi-currency application installed and activated.

An icon will appear on the form status bar to indicate a foreign currency customer record. When you move the mouse pointer over the icon, the name of the operating currency for the account is shown as a ScreenTip.

Bank Account

A reference that identifies the default bank account used for sales receipt and refund postings. You can select the account from a list. Bank accounts are defined using the Bank Accounts form in the Nominal application. The selection you make here will override the company default bank account identified in the Bank Account list box on the Sales Options form.

Default 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 for customer records associated with the profile. The code you select will be the default displayed when you enter sales invoice or credit note transactions. VAT codes are defined using the VAT Processing form in the System Manager.

Control Account

A reference that identifies the default debtors control account used for the double-entry posting of sales transactions. You can select the account from a list. Control accounts are defined using the Accounts form in the Nominal application.

Multiple Bank A/C

An option that determines whether a different bank account can be selected when a sales receipt 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 application.

Open Item

An option that determines whether the detail of outstanding transactions is retained for previous periods. If the option is cleared, outstanding transactions are accumulated into a period total when the End of Period command is used. If the option is selected, the detail of outstanding transactions is retained until it is completed (allocated), regardless of whether the End of Period command is used. If you choose to switch an open item record to balance forward accounting and transactions exist, a warning prompt appears asking you to confirm that you want to make the change.

Enter Names

An option that determines whether you can enter payer names for sales receipt postings. If the option is cleared, the payer name defaults to that of the customer account and cannot be altered.

Print Statement

An option that determines whether a statement is produced for customer records associated with the profile when the Statements command on the Reports menu is used. If the option is cleared, customer records associated with the profile will be excluded from statement printing.

Second Reference Receipt and Refund

References that identify the default receipt and refund names used to complete the Reference 2 box on the General tab when sales receipt and refund transactions are posted to customer records associated with the profile. You can select from a list. Receipt and refund names are defined using the Receipts Names and Refund Names commands on the Utilities submenu respectively. The selection you make can be overridden when a sales receipt or refund transaction is entered.

Keep Transactions..Periods

The number of periods, from 1 to 99, that you want to retain completed sales 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 overrides the company default entered in the Keep Transactions box on the Sales Ledger - Utilities - Set Options form.

Keep Doc Images..Periods

The number of periods, from 1 to 99, that you want to retain images of sales invoice and credit note documents created using the SOP or Invoicing applications. Documents 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 overrides the company default entered in theKeep Invoice Image box on the Sales Ledger - Utilities - Set Options form.

Keep Credit History..Periods

The number of periods, from 1 to 99, that you want to retain uncompleted diary actions that have been added in the Credit Management Centre. Diary actions 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 overrides the company default entered in the Keep Credit History box on the Sales Ledger - Utilities - Set Options form.

Document Design

A reference that identifies a set of SOP document designs that applies to customer records associated with the profile. This only applies if you have the SOP application installed and activated. Alternative document sets can be created for different requirements. For example, if you trade with customers within the EU, you may want to use different document designs to those used for customers outside the EU. To create the design you must use the last two characters of the report name which could be anything you choose. For example, sqininak.frx and sqininak.frt. Use the report layout within System to select your new design. These two characters are then used in the Profile.

These document codes are not available: DA, DD, DS, SA, SC, SS and ST.