Customers (Sales Ledger) Opening Screen
All information is entered, or 'posted' through screens. Each screen outlines the information required and provides a list of possible actions. Once an Account is created, Credit Notes and Invoices may be posted to the Ledger by selecting the appropriate option icon as shown below.
Invoices, which have been raised manually, are entered in batches and need not be in order. The layout of the screens for entering invoices and credit notes is identical.
Invoices may also be raised through the invoicing module available in Accountant Plus and Financial Controller versions.
The ledger modules have very similar function options that include:
Before invoices can be entered the details of the customers must be set up using the Customer Record option. This option is also used to amend existing customer records.
If a customer account reference is entered which is not on the customer master file the system will warn the user with the message New Account. However this will be self evident as no existing details will appear.
The customer details are entered on the Details and Defaults tabs. The Sales, Graphs and Activity tabs give details of the business done with the customer. Memo allows for notes.
The Details tab
A/C (Account Reference)
This is the Key field which must be a unique reference. A useful format is the first three letters of the customer name followed by three numbers. This code can be up to 8 characters.
The Customerís name (which will appear on stationery such as statements and letters).
Five address lines to which invoices and statements are to be sent. (This should be typed in normal sentence case.)
Enter the name of a contact, for example, your customer's purchase ledger supervisor. This name can be included on reports and labels if required. The field allows up to 30 characters.
Enter the customer's telephone number. This number can be printed on reports and is also used in conjunction with the phone dialler.
Record a fax or telex number here. It is a 30 character field.
Enter the VAT registration code preceded by the country code of the account (maximum of 30 characters). This is included on the invoice layout as a statutory requirement for invoices and credit notes relating to customers in EC member states.
Enter the address for deliveries if this is different from the Statement/Invoice address. These details will be loaded automatically into the order details of invoicing and SOP.
This box will display the current amount of money owed by this customer. The figure is updated automatically every time a relevant transaction is entered. Note that the O/B button can be used to enter an Opening Balance for this customer if appropriate.
Account on Hold
Select this check box to place an account on hold. As long as a cross appears in this check box a warning that this customer is on hold will be displayed every time a transaction is entered for this account. Transactions will still be able to be processed.
To assist in entering data a number of buttons are available:
Where more than one account has been selected on the main customer screen the following buttons can be used to tab through the selected accounts.