This system maintenance option allows you to edit the account types used on every Purchase Ledger account to determine certain operational considerations.
Warning: Extreme caution should be exercised when changing the existing parameters or adding new account types, and because of this, the option is only available to priority 9 users (so it may not even appear on your menu).
To access account types:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the System maintenance option.
The PL SYSTEM MAINTENANCE menu is displayed.
Select the Accounts type option.
The Account types form is displayed.
The Account types form is displayed when the Account types option is selected from the PL SYSTEM MAINTENANCE menu.
For each valid account type the following parameters can be determined.
Description: The description of the account type.
Ctrl A/c type B/P/A: This parameter determines whether accounts of this type should control to a Profit and loss account only, a Balance sheet account only, or Any type of account (P&L or B/S).
Specific NL A/c type: This parameter determines whether accounts of this type should control to a Bank account only, a Sales Ledger control account only, or Any type of account (within the limitations imposed by the previous parameter).
Post as paid Y/N: This parameter determines whether a transaction is posted to the Purchase Ledger transaction file (PL.trans) as an open item or as a paid item. When set to N it denotes that an open item should be posted. When set to a Y it denotes that a paid item should be posted.
Cash posting allowed: This parameter determines whether cash posting is allowed on this type of account. N denotes no cash posting, I denotes cash posting is allowed with individual allocation transactions, and C denotes cash posting is allowed with consolidated allocation transactions.
Post documents Y/N: This parameter determines whether batch input of documents is allowed on this type of account. When set to N it denotes no batch input and when set to a Y it denotes that batch input is allowed.
VAT analysis Y/N: This parameter determines whether VAT analysis should be posted, and the VAT statistics updated in respect of accounts with this account type. Once again, when set to N, it denotes that no VAT analysis should be posted. When set to a Y, it denotes that VAT analysis should be posted.
Update ledger Y/N: This parameter determines whether a transaction is posted to the Purchase Ledger transaction file (PL.trans) in addition to the Nominal Ledger. When the parameter is set to N, it denotes that transactions should not be posted to the PL.trans file. When the parameter is set to a Y, it denotes that transactions should be posted to the PL.trans file.
Sundry cheque: This field determines whether an account can be used for sundry cheques or not.
Add. Clear paid days: This field can be likened to a "safety net" in that it prevents transactions being cleared from the transaction/payment file in error, when using the Clear Paid Documents option. Hence by entering a value in this field, the transactions for the relevant account type remain in the files for this amount of time, PLUS the amount of time as dictated by Clear Paid Document parameters/the value entered when actually using the Clear paid documents option. This feature is particularly useful for vehicle deposits because they can often be cleared off in error, and this makes them unable to be refunded by the user, hence prompting a support call. Hence even if the user thought they had cleared off all documents by accident, this field comes into play and saves them. Beware that it is not a good idea to enter a value such as 9999 because it would result in no transac tions ever being cleared off!
Add. Clear arch days: This field is identical to the above, but acts on the archive files rather than the current files.
