Add/Modify Accounts

This topic explains how to set up accounts on the Purchase Ledger. This task is done with the bulk of existing accounts at installation, and then on an occasional basis as new supplier records are required.

The topic also deals with the general use of the Add/modify accounts option, and the powerful search facilities it deploys.

Tip: It is suggested you use the Account defaults option on the PL SYSTEM MAINTENANCE menu to create a set of default values for new accounts. This can only be done by users whose access level allows them to use the SYSTEM MAINTENANCE menu. The defaults can be amended at any time. Use of this facility increases speed and accuracy when creating account.

On entry to the option you are presented with the Creditor Accounts form in which you can create, amend and delete supplier accounts. This form has the default values from your account defaults record already entered for you.

It is suggested that, before you create an account for a supplier, you carry out a search of existing accounts to ensure that the required account is not already on file. This can be done by clicking the Account field Ellipsis button on the Creditors Accounts form.

Search Facility

Through the Search Facility it is possible to perform a search of existing supplier accounts by Short Name or Word search.

Short name search:

To activate the short name search:

1. Click the Account field Ellipsis button .

   A Supplier accounts form is opened with buttons to do a Short name or a Word search.

2. Click the Short name button.

   A list of short name accounts is shown in alphabetical order.

   Tip: You can limit the short name search to a specific letter or letters by entering the first CAPITAL letter(s) of the account for which you are searching in the field to the left of the Short name button.

3. Select the required account from the Supplier accounts form and click the OK button.

Word search:

To activate the word search:

1. Click the Account field Ellipsis button

   A Supplier accounts form is opened with buttons to do a Short name or a Word search.

2. Enter the word or words on which you want to search.

   The word search facility cannot be used without any input into the field to the left of the Short name button. Up to three words can be input into this field each one up to eight characters long.

   What cannot be entered is PHA and DON as these are not the stems of the words ALPHA and LONDON. Words can be entered in any order and the search is not case sensitive. To find Alpha Cars in London it would be acceptable to enter LON followed by ALP. A word must be a minimum of three characters, and the following data fields have been considered when creating the word search index for Purchase Ledger accounts:

   1. Supplier's Name
   2. Address Lines 1 to 5
   3. Post Code
   4. Short Name
   5. Phone Number

3. When the words are entered, click the Word Search button.

   The system displays a list of matching records showing the short name, account number, name and address (as much as will fit into the form).

4. Select a matching record from the search results and click the OK button.

   Tip: Alternatively, to end the search without selecting an account click the Cancel button.

When you have carried out your search and decided what you want to do, you must use one of the following Action group buttons available to you on the Creditor Accounts form.

BUTTONS: