Box
Description
Statement if Zero Balance
An option that determines whether statements are printed for customers if the account balance is zero. Statements are printed using the Statements command on the Reports submenu.
Statement if Credit Balance
An option that determines whether statements are printed for customers if the account balance is in credit. Statements are printed using the Statements command on the Reports submenu.
Foreign Currency Statements
An option that determines whether statements are printed for foreign customers in their operating currency. If the option is cleared, all statements are printed in the company's home currency. Statements are printed using the Statements command on the Reports submenu.
Use Cost Centre as Analysis
An option that determines whether the cost centre used for transfers of sales to the nominal ledger is derived from the Cost Centre box on the Analysis form associated with the Customer form. This only applies if the Cost Centres in Nominal option is selected on the Company Profiles form associated with the nominal ledger company.
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.
Open Period Accounting is an optional feature that allows you to control whether your Nominal Ledger accounting periods are open or closed for new postings. Accounting periods can be kept open as long as necessary but are normally closed once management accounts have been presented for the financial year. If Open Period Accounting is used, each transaction that is posted in the application has a Nominal Ledger transaction date, which determines the accounting period that is posted to and the period name that is displayed at the time of posting. The period that is posted to can be the current Nominal Ledger period, a previous Nominal Ledger period, or a future Nominal Ledger period as long as the period is open. You also do not need to change the application's system date because the Nominal Ledger transaction date determines which period is updated.
Open Period Accounting works with both the Real Time Update method and the batch transfer method of updating the Nominal Ledger.
An option on the Company Profiles form controls whether Open Period Accounting is used.
Remove Zero Balance A/C's
An option that determines whether accounts are automatically removed when the Sales 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
No advanced transactions outstanding
Not model accounts
All documents posted in the Sales Order Processing or Invoicing applications must be either fully invoiced or credited.
Important - deleted documents in Sales Order Processing: If the customer record has any documents in the Sales Order Processing application that have been marked for deletion, these must first be removed from the database using the Sales Order Processing - Utilities - Reorganise command. If deleted documents are still on the database the customer record will not be removed even if the other criteria above are satisfied.
Show Cost on Analysis
An option that determines whether you want the cost of goods entered for sales invoices or credit notes included in the sales analysis reports to provide a gross margin figure. Sales analysis reports are produced using the Analysis command on the Reports submenu. This only applies to invoices and credit notes entered using the commands on the Action menu associated with the Customer form.
Allow Cash with Invoice
An option that determines whether a receipt transaction can be posted and allocated automatically to invoices entered using the Invoice command on the Action menu associated with the Customer form.
An option that determines whether you can allocate a new transaction to a future period. If the option is selected, an Advance option appears on the transaction entry forms 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 run the period end using the Sales - Utilities - End of Period command.
This option is cleared by the Sales - Utilities - End of Period command so that transactions posted at the start of the new current period are not posted as advanced transactions.
Show Extended Desc on Analysis
An option that determines whether you want the sales analysis and history files to store the extended description associated with stock items included on sales invoices and credit notes.
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 or Cashbook application.
Mandatory Reason Code
An option that determines whether a reason code must be selected when marking a transaction in dispute. Transactions can be marked as disputed while using the Allocate 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.
An option that determines the default setting of the Include Dormant Customers option on the Search form displayed when you use the Search for records matching criteria toolbar button. Refer to the Processing (Sales) topic for information about the Dormant option on the Terms form associated with customer records.
A group of options and settings that control the way in which debtors letters are produced. You can determine the period of time to elapse between each of three levels of debtors letter. This period can be based on either a number of accounting periods or a number of days overdue.
If you select Days Overdue, enter the days applicable to each level of letter in the 1, 2 and 3 boxes.
When a debtors letter is printed the relevant customer record is updated with the number of the letter and the date it was printed. The first letter is numbered 1, the second 2 and so on. When a receipt is posted to the account this indicator will automatically be set back to zero unless the Ask to Reset option is selected. If this is selected a message is displayed when a receipt is posted asking you whether the indicator should be reset to zero or left as it is, as required.
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 can be overridden by the number entered in the Keep Transactions box on the Options form associated with the Sales Ledger - Processing form.
Keep Invoice Image..Periods
The number of periods, from 1 to 99, that you want to retain images of sales 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 Sales Ledger - Processing form.
The number of periods, from 1 to 99, that you want to retain images of sales 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 Credit History box on the Options form associated with the Sales Ledger - Processing form.
Letters are only produced for outstanding values equal to or greater than the value you enter in this box. This is overridden by the value specified in the same box on the Terms form associated with the Customer form.
Accounting Period
An option that determines the length of the sales accounting period. You can select one of the following from a list: Monthly, 7 Days, 14 Days, 28 Days or 30 Days. This setting is used to age outstanding balances by accounting period on sales reports and enquiries.
Keep Debtors History
The number of periods debtors history records are to be kept. All aged debtor history records older than the number specified here are removed at the next period end.
Periods for Debtor Days
The number of periods used in the calculation of the average daily sales which is then used to determine the average debtor days (time taken to settle accounts).
An option that determines which company's nominal ledger is used for sales transfers. This only applies if the Sales Ledger to Nominal box is ticked on the Company Profiles form in the System Manager. Only those companies to which you are entitled to gain access are included in the list.
Both the Sales Ledger company and the Nominal Ledger company must have the same settings in these boxes on the Company Profiles form:
- Home currency
- Real Time Update of Nominal
- Open Period Accounting.
Link
both the Sales Ledger and Purchase Ledger to the same nominal
ledger (for example, you can link both the Sales Ledger and Purchase
Ledger for company 'A' to the Nominal Ledger in company 'B'.
A reference that identifies the nominal ledger account to which the value of the receipts and refunds will be posted. You can select from a list. Nominal account records are defined using the Bank Accounts command in the Nominal application. If you have the Cashbook application activated, bank accounts are defined using the Processing command in the Cashbook application.
The default credit limit to be applied to all new customers. This value is automatically entered in the Credit Limit field of the Trading Terms form on the Processing form in the Sales Ledger when new customers are created. The credit limit can be amended on an individual basis Trading Terms form as required.