Throughout the Autoline Purchase Ledger on-line 'help' system, we have made references to the systems parameters. The system parameters are user-modifiable features which do not, in themselves, deal with individual accounts or transactions. Rather, they instruct the system in very general, global ways on how to handle transaction, account and report data. As such, they are a means by which the system can be adapted to suit your particular business needs and in-house control procedures without altering the software. Moreover, such changes are flexible and reversible in most cases.
Warning: It is strongly recommended that only the designated system supervisor should make alterations to the system parameters. Changes to the system parameters can have far-reaching consequences in the Purchase Ledger. If in any doubt about the implications of such a change, contact Support personnel.
The information in this topic is open to change as the software develops.
To access the system parameters:
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 System parameters option.
The PL system parameters form is displayed.
The parameters held, may differ from company to company in a multi-company situation. The system displays the company number of the current company on each tab of the PL system parameters form in order to ensure that the parameters displayed are modified for the intended company.
TABS:
There are nine tabs on the system parameters form:
The tabs of the system parameters form are described in the following sections of this topic. Within each section, every parameter is described in detail:
Certain system parameters have a general significance in the Purchase Ledger and should be set up before starting to work with it. These parameters are described here:
Images:
Account code verification image: This mask is a verification mask against which the system checks new account numbers as they are input.
This mask can be composed from the following characters:
A##### for the following alphanumeric character range:
0-9, A-Z, a-z
X for any character
# for a numeric character only
What this means, is that for every position in the account number, the system checks the character against the corresponding character in the mask. If a character in the new account number lies outside the permitted range, the number will not be accepted. For example, if the mask takes the form ######, account numbers must consist of six characters, all of which must be numeric. Hence, A#####, means that the code must be alphanumeric and consist of one alpha and five numerics. The image verification mask is not something that is changed frequently, hence it can only be performed in set-up mode.
Note: The possible number, position and value, of characters entered, are all controlled by the verification mask.
Area code verification image: This mask is a verification mask against which the system checks area codes as they are input.
This mask can be composed from the following characters:
A for the following alphanumeric character range:
0-9, A-Z, a-z
X/B for any character
# for a numeric character only
What this means, is that, for every position in the area code, the system checks the character against the corresponding character in the mask. If a character in the new area code lies outside the permitted range, the number is not accepted. For example, if the mask takes the form A###, area codes must consist of four characters, the first of which may be alpha, and the remaining three must be numeric.
Note: The possible number, position and value, of characters entered, are all controlled by the verification mask.
Maintenance:
Allow automatic creation of PL accounts: This check-box instructs the system to allow the automatic creation of accounts if ticked, and not to do so if unset. It takes effect in the Batch input of documents option, and the Invoice Register option.
Update A/C links: Updates the link between CRM and the Purchase Ledger when an account is created or amended. This is a check-box that is ticked for Yes and blank for No.
No CRM Link types: The string of account types entered in here will not be forced to have a CRM record link, e.g. Account type I = Internal accounts, entered into this string will mean that you do not require CRM links for any of your Internal accounts when creating or amending the accounts. Note that it is possible to leave a space in the string of characters e.g. AI V, meaning that the "blank" account type does not require a CRM link. There is also the opportunity to input the character "0" (as per the hover text over the field). This is NOT a valid account type, but is used to warn the user that ALL account types DO require a CRM link if "0" is entered on its own in this field. If the field has nothing entered in it at all, it means that account types do NOT require a link to CRM.
Auto number accounts: A check-box set to determine whether Autoline picks up the next available account number when creating a new account, or whether it is a case of entering your own preferred account (providing it does not exist already!)
Flags and modes:
Master creditors file: This parameter contains the company number of the file system in which the Master Creditors Ledger is maintained. If the concept of master creditors is not being used, this field should be left blank. Master creditors is where all the supplier records are held, then the records are transferred into the relevant Purchase Ledger companies where they are actually used to process transactions. Hence, the master creditors are used as a template, and, usually, no actual transactions are written to them. When a company number is entered in this field, it enables the Master Creditors menu option.
Divisional view: This parameter switches on a feature of Divisional PL. At present it is not being used.
VAT code for internal accounts: Currently this field must be set to I. It is the default code used for Purchase Ledger accounts used for internal transactions.
Scanned DOCTYPE: If document scanning is being utilized as part of the invoice register process, this parameter must be set to SP. If scanning is not being used, it should be set to BLANK.
Use document transfer: This is a check - box that simply allows the use of document transfer or not in the Purchase Ledger. (Ticked for 'Yes', blank for 'No').
Interim Status: This non-mandatory parameter acts as a safeguard to avoid accidentally paying specific documents that have not been deliberately set for payment. It sets the status to "I" (as displayed in Edit Document Status in the REMITTANCES AND CHEQUES menu, and in the Display Accounts facility. It applies to both Batch Input documents (set to I immediately after processing day-books) and Invoice Register documents (set to I after passing registered documents - they are set to R when initially registered.) Should be set to I if used
Display parameters:
Account turnover VAT inclusive: This check-box instructs the system to include the VAT in the turnover total if ticked for Yes, and to exclude it if unset for No. The turnover figures referred to are: the Account-to-date, the Period-to-date, and the Year-to-date figures. They are updated when day-books are printed.
Age 'On Account' payments against oldest: This check-box instructs the system to age on-account payments against the oldest item if ticked for 'Yes', and not to do so if unset for 'No'. It only takes effect in the Financial Tab of the Display option.
ATD figure to be last year's YTD: This check-box instructs the system to transfer the Year-to-date figures of the previous year to the Account-to-date column at year end if ticked for 'Yes' and not do so if unset for 'No'. If it is unset, the Account-to-date column always holds the turnover since the account was opened.
Priority allowed to edit text in display: This field contains the access/priority level needed to edit text in the Display accounts option. Values from 0 to 9 in the field mean that the facility is available at, and above, the given priority. If the field is left blank, it means that the facility is not available under any priority.
Display terms: This check-box controls whether the default age terms held against the parameter Age analysis terms are used to determine the age analysis shown on the Financial Tab of every account (check-box ticked), or whether the terms code for the specific account are used (parameter unset).
Display transaction path: This parameter determines the sequence in which transactions are displayed when viewing the items on a Purchase Ledger account, using the Display accounts option. This field is populated with the key path that you want to use to sequence the transactions displayed.
Priority allowed to edit remittance account: This field contains the access/priority level needed to edit or delete the remittance Account field held within the Purchase Ledger account header. Values from 0 to 9 mean that the facility is available at, and above, that given priority. If the field is left blank, it means that the field is not accessible under any priority.
Print PL account format: Pre-determined format as set up by Support personnel
Archive parameters:
Creditors' history required: This check-box instructs the system to hold a creditors' history if ticked for Yes and not to do so if unset for No. It is used by the Purchase Ledger End current period run. If it is not ticked, no account history is held.
Clear paid documents date: This parameter specifies the default for the date on which documents are to be cleared in the Clear paid documents option on the PL MISCELLANEOUS OPTIONS menu.
It may contain the following values:
D: Document date
P: Posting date
C: Cash date
Setting the parameter to C ensures that the most recently paid documents are retained for longer, allowing retrospective Age analyses to be printed.
Archive transactions: This check-box instructs the system to transfer the transactions to an archive file in the Clear paid documents option if ticked, and not to do so if unset.
Misc. Formats:
Document Transfer Format: The format stationery that is used for the Document transfer option in the Purchase Ledger. This is not something that should be altered frequently.
Age Analysis:
Age creditors analysis: This field displays a code that identifies the current format of the layout for the age analysis. Where more than one such format is available, you may choose one here. Stationery formats are set to your requirements by Support personnel.
Age Analysis Terms: This field contains the code from the Terms of business file in the Nominal Ledger, which is used as a default in the Credit terms field in the age analysis.
Number of Periods: This field contains the number of periods for which the age analysis is performed.
Outstanding items:
By account format: The format as set up by Support personnel. There should be no need to amend this field.
By branch format: The format (for outstanding items by branch) as set up by Support personnel. There should be no need to amend this field.
This group of parameters governs the Batch input of documents option.
The following two parameters establish the batch controls on the Batch input of documents option:
Check batch value on input: If ticked, this check-box displays the controls for financial totals on the Batch Input of documents option. If unset, the controls are not available.
Check batch count on input: If ticked, this check-box displays the controls for the number of actual documents on the Batch input of documents option. If unset, the controls are not available.
The following four parameters set the access/priority level at which the controls on certain facilities within the Batch input of documents option can be over-ridden:
Batch control override priority: This parameter sets the access/priority level at which the batch controls can be over-ridden. The values are: 0 to 9, or blank.
Amend due-date priority: This parameter sets the access/priority level at which the due-date can be amended. The values are: 0 to 9, or blank.
Amend NL posting date priority: This parameter sets the access/priority level at which the Nominal Ledger posting date can be amended. The values are: 0 to 9, or blank.
Amend narrative priority: This parameter sets the access/priority level at which the account narrative can be amended. The values are: 0 to 9, or blank. When this facility is not available, the document reference is used as the narrative.
A value of 0 to 9 in any of the above fields means that the facility is available at, and above, this priority. When the field is set to N, it means that the facility is not available under any priority.
Default currency conversion method: This parameter controls the default method used for currency conversion.
The permitted values are:
R: Rate Table to be used
X: eXchange Rate supplied by you
C: Converted Amount supplied by you for each analysis line of the document
Automatic VAT apportion amount: This field contains the amount of VAT that is allowable as a rounding error to be automatically apportioned in the Batch input of documents option. This value represents a cash figure, such as 0.02.
Allow VAT on currency documents: If ticked, this check-box allows the entry of VAT controls on the Batch input of documents option. If unset, it does not do so and therefore does not accept any analysis that gives rise to a VAT value.
Cost centre analysis on documents: If ticked for 'Yes', this check-box allows the entry of any cost centre for analysis. If unset for 'No', it allows only the use of the default cost centre described below.
Default cost centre: This parameter field holds the default cost centre code in the Batch input of documents option. Clicking the
button aids searching.
Daybook NL posting consolidation: If ticked, this check-box permits consolidated posting to the Nominal Ledger. If unset, there is no consolidated posting. More precise control of consolidated posting is provided by the Nominal Ledger expense codes. (See the Nominal Ledger on-line 'help' for details).
Show invoice detail: This check-box should always be ticked. If unset, all daybook information is of a limited, audit nature. Contact Support personnel for advice if the parameter needs changing.
Date variance (days): This parameter controls how many days in advance of the current system date the operator is allowed to post using Batch input of documents, Invoice registration or Cash posting and allocation. This parameter is designed to prevent operators from inputting dates which, whilst legal, are incorrect. It works in conjunction with Global Date Validation, and can be set for number of days forward and backwards, (setting the field to 9999 disables this completely, so you can set the date to anything that is a valid date in the NL.dates file). There is also a priority function that enables users with sufficient priority to over-ride the date variance - they are warned that the date is outside the parameters, but are still allowed to progress further.
Please be aware that the above three parameters also have an impact on the Date entered when creating an Invoice Header in the Purchase Control Verification form when the Purchase Ledger Invoice Register is NOT used.
Date variance (days) - Forwards: This is the number of days allowed after today's date.
Date variance (days) - Backwards: This is the number of days allowed before today's date.
Date variance override priority: This is the purchase control operator priority, to be able to over-ride the date if outside the range date.
Input Prompt Sequence: This field indicates to the system whether to prompt for a new Purchase Ledger account on the next document, or to keep the same account and prompt for the next document type and number.
The permitted values are:
A: account
D: document type
Default document type: This parameter holds the default document type in the Batch input of documents option.
The permitted values are:
I: Invoice
C: Credit note
A: Adjustment
Default document date: This parameter holds the default document dates in the Batch input of documents option.
The permitted values are:
T: today
E: end-of-period
B: blank
If this field is set to B for blank, the system does not supply a default value but gives a warning that the field must be filled.
Reset dates on each Document: If this check-box is ticked for 'Yes', the document date is re-set to the default indicated above on subsequent documents. Otherwise, the last date entered is retained.
Document numbers: This field determines the document number control. If set to M for Manual, the field becomes a user-defined sequence. If set to S for Separate, the document sequence is computer-generated, but a separate range of numbers is allocated to invoices as opposed to credit notes. If C for Combined is selected, the document numbers are computer-generated, but the sequence is incremented by one, irrespective of invoice or credit note.
Allow Vehicle postings: If this check-box is ticked, the batch input of documents input screens are adjusted to allow the input of Vehicle Stock Book (VSB) codes. It is only used if the separate VSB module has been installed.
Register on Batch Input: If the check-box is set, this sets Batch Input documents to a status of T providing that the document has been sent to a signatory. (The Signatory button becomes available within Batch Input in this mode).
Import VAT values: Classed as a non-core function
Allow future postings: If this box is set to a value of between 0 and 9, it means that the user can enter future postings when batching on documents. If set to N, it means that they are unable to enter future postings, regardless of their Priority.
Simplify Invoices: If this check-box is ticked, the first amount charged to a particular Nominal Ledger account code (when posting a document with multiple transactions) is deducted from the total of the batched document, leaving the remaining amount to disburse. For example, a single document of £200 with £50 charged to 0080 8000 is then automatically re-adjusted on the form to £150, when going to enter the next transaction for the document. This amount of money is then allocated to the relevant charge code. Bear in mind that, if the Simplify Invoices flag is enabled and the Create New Transaction form displayed, the full amount as entered in the header is automatically populated in the amount field to make the batch input easier and quicker.
Batch feed directory: Classed as a non-core function for use with imported documents
The following parameters govern the Cash posting and allocation option.
Priority to use write-off facility: This field contains the access/priority level needed to use the write-off facility in the Cash posting and allocation option. Values from 0 to 9 in the field mean that the facility is available at, and above, the given priority. When the field is left blank, it means that the facility is not available under any priority.
Default currency conversion method: This parameter field contains the default currency conversion method in the Cash posting and allocation option.
The permitted values are:
R: Rate table to be used
X: eXchange rate supplied by the operator
C: Converted amount supplied by the operator for the total value of the payment
Priority to amend NL posting date: This field contains the access/priority level needed to amend the Nominal Ledger posting date in the Cash posting and allocation option. Values from 0 to 9 in the field mean that the facility is available at and above the given priority. When the field is set to N, it means that the facility is not available under any priority.
Default NL bank account: This field contains the default bank account for posting to the Nominal Ledger. It is usually a bank account in the currency of business. Clicking the
Transaction date to display: The permitted values are:
T: tax-point date
D: due-date
This date is displayed on the Allocations Tab of the Cash Paid form. The other dates are displayed with a View document option.
Transaction display sequence: This field determines the sequence of display. T for Taxpoint, D for due-date, or N for Document number.
Priority to override max. discount: This field contains the access/priority level needed to exceed the maximum permitted discount in the Cash posting and allocation option. Values from 0 to 9 in the field mean that the facility is available at and above the given priority. When the field is set to N, it means that the facility is not available under any priority.
Extra settlement discount days: This field contains the number of days' extension to be given before the system declares the settlement discount to be invalid. A value between 0 and 255 may be entered here.
BATCH Daybook posting Consolidation: This field contains the choices governing consolidated posting of batched cash to the Nominal Ledger.
The permitted values are:
N: no consolidation
B: bank account only consolidated
C: control accounts only consolidated
A: all accounts consolidated as far as possible
Priority carry forward cash: This field contains the permitted priority level to allow cash to be carried forward to another account. The permitted values are: 0 to 9. If the field is set to N, this facility is not available under any priority.
Default NL posting date: This field contains the default posting date for the Nominal Ledger, and is selected by using the
box. The entries available for selection are based on what records are held in NL.ctype file.
The permitted values are:
T: today
E: end-of-period
Default payment method: This field contains the default payment method for the Cash posting and allocation option.
Automatic allocation: If this check-box is ticked, it enables the facility to perform automatic allocation of cash. If unset, this facility is not available.
Print audit trail: If ticked, this check-box makes available an instant audit trail of cash postings. This option should only be used when a local printer is available to the operator; otherwise, a main printer could be unnecessarily tied up.
Update mode: This parameter determines whether cash is updated in I for Immediate or B for Batch mode.
Cash Posting tab start position: This governs where the focus of the cursor rests when first loading the cash posting option. 1 makes it rest on post date, 2 is on the PL account field.
Allow future postings: Allows you to post to future periods, - priorities being 0-9 or N for 'Never'
Remittance posting: Allows remittances to be printed at the time of cash posting. It can be set to Optional, Mandatory, or Never.
Additional analysis lines: Allows you to post to a number of extra lines (for instance: Nominal Account codes) when cash posting. This field sets the number of lines allowed. Seven, is the maximum number permitted.
Nominal Ledger Analysis: Below, is a sample of the completed Nominal Ledger analysis area:
Description NL Code Discount Discount 0001 1000 Write-Off Write-Off 00011002 Analysis 1 Spec. Dis. 0001 1010 Analysis 2 Trade-In 0001 1020 The NL codes are the cost-centre and expense codes to be used when posting values to the Nominal Ledger. These fields cannot be left blank, nor can the descriptions given on the first two be altered. The codes set here for discount and write-off cannot be altered in the cash-posting function. A
Additional analysis for items such as special discounts can be activated by entering a description against Analysis 1, 2, or both. The NL codes for these additional analyses can be altered while in the Cash Paid form displayed when you click the Analyse button. A
The following parameters govern the selection of documents for payment and the Remittances and Cheques run:
Date to use in selection run: This parameter sets the prompt date for selecting documents. The selection can be made by entering a date which compares to the Invoice date (denoted by an I)and D for Due-date. The on-screen prompts change depending on the choice made here.
Selection run (standard): This parameter sets the default priority to which documents other than settlement discount ones are set (unless changed at run-time). The permitted values are: 1 to 9.
Selection run (discount): This parameter sets the default priority to which documents with settlement discount are set (unless changed at run-time). The permitted values are 1 to 9, where 9 is highest and 1 is lowest.
Transaction date to display: This parameter sets the date (either Due- or Taxpoint- depending on the parameter entry) for the allocations displayed in the Edit transactions screen which can be used for final adjustments to payments. The field is displayed for information purposes only. The permitted values are T for Taxpoint (document) date and D for due-date.
Default days between print runs: This field displays a default for the number of days from the Remittance run to the next Remittance run. This value is used in determining which settlement discount items will be paid, in conjunction with the parameter Pay selected documents below.
Default NL bank account: This field displays the default Nominal Ledger bank account to be used on the Remittance run for the base currency on the system. The Remittance runs can only be performed for one currency at a time, and the other defaults come from the currency table in the Nominal Ledger. An
Stationery format for remittances: This field holds the code of the stationery format to be used when printing Remittances.
Stationery format for cheques: This field holds the code of the stationery format to be used when printing the cheques printed after the remittances.
Pay selected documents: This field allows all selected documents in the full Remittances and Cheques run to be treated like those in the settlement discount run when set to D. In other words, even if selected, documents are only paid if they fall due for payment before the next run. If this field is set to A for All, all selected documents are paid.
Sundry cheque format: This field holds the cheque format to be used within the sundry cheque run.
Priority to edit reference: This enables you to amend the payee's name within the sundry cheque run, depending on your priority (0-9). If set to N, it never allows you to amend it.
Priority to abort run: This field governs, by priority level, whether or not the cheques and remittance runs can be aborted. The permitted values are: 0 to 9. If the field is set to N, the option to Cancel is not available.
Priority to skip payment list: This field governs, by priority level, whether or not the payment list can be skipped. The permitted values are: 0-9. If the field is set to N, the payment list becomes mandatory.
Analysis codes: The following fields display the account codes for apportioning discount and write-off amounts in the Nominal Ledger.
Description Nl code Discount 0000 0000 Write-Off 0000 0000 The Nominal Ledger codes set here can be altered in the final screen of the Remittances and Cheques run. Clicking the
This group of parameters governs the options of the Invoice Register.
Check document value: If ticked, this check-box displays the controls for financial totals in the option when registered documents are being entered. If unset, the controls are not available.
Check document count: If ticked, this check-box displays the controls for financial totals in the option when registered documents are being entered. If unset, the controls are not available.
The following four parameters set the access/priority level at which the controls on certain facilities within the Invoice Register can be over-ridden:
Batch control override priority: This parameter sets the access/priority level at which the batch controls can be over-ridden. The values are: 0 to 9, or N to disallow.
Amend due-date priority: This parameter sets the access/priority level at which the due-date can be amended. The values are: 0 to 9, or N to disallow.
Amend NL posting date priority: This parameter sets the access/priority level at which the Nominal Ledger posting can be amended. The values are: 0 to 9, or N to disallow.
Amend narrative priority: This parameter sets the access/priority level at which the account narrative can be amended. The values are: 0 to 9, or blank. When this facility is not available, the document reference is used as the narrative.
A value of 0 to 9 in any of the above fields means that the facility is available at, and above, this priority. If the field is left blank, it means that the facility is not available under any priority.
Default currency conversion: This parameter controls the default method used for currency conversion.
The permitted values include the following:
R: Rate Table to be used
X: eXchange Rate supplied by the operator
C: Converted Amount supplied by the operator for each analysis line of the document
Automatic VAT apportion amount: This field contains the amount of VAT that is allowable as a rounding error to be automatically apportioned in the Enter registered documents option. This value represents a cash figure, such as 0.02.
Allow VAT on currency documents: If ticked, this check-box allows the entry of VAT controls on the Invoice Register. If unset, it does not do so and therefore does not accept any analysis that gives rise to a VAT value.
Cost centre analysis on documents: If ticked, this check-box allows the entry of any cost centre for analysis. If unset, it allows only the use of the default centre described below:
Circulation list format: This field holds the code of the stationery format to be used when printing the circulation list for each registered document.
Print circulation lists on input: When ticked, this check-box causes the circulation lists to be printed when the Enter registered documents option is left. Note that this may require a change of stationery in the printer. If unset, circulation lists must be printed with the Print circulation list option. This may require a change in stationery.
Default cost centre: This parameter holds the default cost centre code to be used when passing invoices for payment. Clicking the
Priority to edit GIS account: This parameter sets the access/priority level at which the Goods in Suspense can be amended. The values are: 0 to 9, or blank. When this facility is not available, the document reference is used as the narrative.
A value of 0 to 9 in any of the above fields means that the facility is available at, and above, this priority. If the field is left blank, it means that the facility is not available under any priority.
Input prompt sequence: This field indicates to the system whether to prompt for a new Purchase Ledger account on the next document, or to keep the same account and prompt for the next document type and number.
The permitted values are:
A: account
D: document type
Default document type: This parameter holds the default document type in the Invoice Register.
The permitted values are:
I: Invoice
C: Credit note
A: Adjustment
Default document date: This parameter holds the default document date in the Invoice Register.
The permitted values include the following:
T: today
E: end-of-period
B: blank
If this field is set to B for blank, the system does not supply a default value, but gives a warning that the field must be filled.
Due-date generation: This parameter dictates the basis for the calculation of due-date. It can be computed from either D for Document date or G for Goods Received date. If G is entered, a Goods Received field becomes available on the Enter Registered Documents form within the Invoice Register.
Reset date on each document: If this check-box is ticked, the document date is reset to the default indicated above on subsequent documents. Otherwise, the last date entered is retained.
Document numbers: If set to M for Manual, this field allows you to enter a sequence of document numbers manually. If it is set to C for Computed, the system provides a combined series of numbers for all documents. If it is set to S for Separate, the system provides two sequences of numbers, one distinct sequence for credit notes and one for all other documents. It is recommended that, where a computed sequence is required, the combined sequence for all documents be adopted.
Default NL post date in 'pass': This field holds the default date for posting to the Nominal Ledger in the Pass registered documents option. The default may be over-written in the selection screen.
The permitted values include the following:
T: today
E: end-of-period
Allow VSB postings: If this check-box is ticked, the Pass registered documents input screens are adjusted to allow the input of Vehicle Stock Book (VSB) codes. It is only used if the separate VSB module has been installed.
Force Authorization: This means that invoices cannot be passed for payment until they have been Authorized.
Allow future postings: Whether future postings are allowed at all. If not, set to Never. If yes, set between priority 0 and 9.
Expense NL account: This is the Nominal Ledger account code used as a suspense account to hold the goods value of expenses that will eventually be charged to the Profit and Loss account. Clicking the
Assets NL account: This is the Nominal Ledger account code used as a suspense account to hold the goods value of assets that will eventually be capitalized. This should be a balance sheet account in the Nominal Ledger. Clicking the
Purchases accumulation: Country-specific field. Only to be used if all purchases are to be accumulated in one account for the year. Clicking the
Stk variation revaluation: Country-specific field. Only to be used if all purchases are being accumulated in the above account, then the credits from Verification of Invoice in Purchase Control should be routed through this account. Clicking the
The BACS Details tab consists of the following fields, and is used for payments to suppliers using the BACS system, rather than using cheque payment:
BACS company number
BACS account name
BACS sort code
BACS account number
BACS account type
The Sundry Orders tab consists of the following fields:
Sundry orders:
Sundry order used: This check-box is ticked if the Sundry order menu option is enabled, or likewise disabled if there is a blank in the check-box.
Sundry retention: Enter the number of days you want to hold the order lines after the order has been completed and is at X status.
Batch IP at verification: If this check-box is left blank, you will be matching orders to invoices entered into the Purchase Ledger via the invoice register. If the check-box is ticked, the orders that are being matched through order verification drive the batch input of invoice documents.
Requisition used: If this check-box is ticked, a Create requisition option is added to the sundry orders.
Priorities:
Over-ride order limit: Level of priority to over-ride an order limit
Amend processed order: Level of priority to amend a processed (submitted) order. Note that priorities generally range from 0 to 9 for these fields.
Create order: Level of priority to create an order
Create negative order: Level of priority to create a negative order
Zero value line: Level of priority to create a zero value line
Delete order: Level of priority to delete an order
Edit NL order codes: Level of priority to edit the default Nominal Ledger code on the product line while in requisitions and orders maintenance
Over-ride requisition: Level of priority to over-ride the authorisation of a requisition. It enables users to create new orders via requisition. It also overrides the maximum order limit.
Load other users' req.'s: Level of priority to load other users' requisitions
Create products: Level of priority to create products, through Product Maintenance Requisitions and Order Maintenance routines
Update products: Level of priority to update products, through Product Maintenance Requisitions and Order Maintenance routines.
Future postings: Are future postings allowed when using Sundry orders? Priorities range from 0-9 , or N for 'Never allowed'.
Document archives:
Document archive type: This two-digit identifier represents the archive type for the sundry order document archive files found within the Document archive, Document types.
Format stationery definitions:
The following three fields display the current stationery format that each field is using:
Order print
Mail order definition
Fax order definition
Default delivery address:
This field displays the default delivery address of the company to which the order is to be delivered. This is displayed in Requisitions and Order maintenance.
Budgeting:
Budgeting used: This option indicates whether you want to use the MA budgeting facility. If the check-box is ticked, this enables a link to the Management Accounts module. If the check-box is unset, there is no link to the Management Accounts module. Bear in mind that a budget type for sundry orders must exist; otherwise, the PL System Parameters cannot be saved.
Budget over-ride priority: Indicates the level at which the budget may be over-ridden
The following two fields determine which budgets are used to compare sundry orders against:
MA code for curr. year: Displays the Management Account code for the current year, such as CB for Current Budget
MA code for next year: Displays the Management Account code for the next year, such as NB for Next Year Budget:
This controls the use of self-billing invoices and consists of the following fields:
Amend due-date priority:This is from 0-9 or N for 'Never', which allows due-date amendment within Self-Billing invoices.
Amend NL posting date priority:This is from 0-9 or N for 'Never', which allows NL posting date amendment within Self-Billing invoices.
Amend narrative priority:This is from 0-9 or N for 'Never', which allows narrative amendment within Self-Billing invoices.
Default currency conversion: This is R for Rates, or X for input eXchange rate.
Cost centre analysis on documents: This is 'Yes' if the check-box is ticked and 'No' if it is not.
Default cost centre: The cost centre that will be defaulted in when creating invoices. An
Stationery format: The default format stationery used within Self-Billing invoices.
Quantity input image: This is the type of image that is defaulted in for the quantities within invoices. For example, it allows for roundings, so ####.## means that a quantity of 1000.34 could be added.
Position to print line: This governs the first or last line of detail.
Invoice and credit notes: This can be set to M for manual, C for combined, or S for separate sequence of document numbers (invoices and credit notes have a different sequence of numbers).
Default journal type: The default journal type (that is used in the Nominal Ledger document numbers file, that corresponds to self-billing invoices). This is usually SB.
Default document type: This is either Invoice or Credit note within Self-Billing invoices.
Default document date:This is the date that is defaulted in when creating invoices. Today, End-of-period or Blank are the choices available.
Reset dates on each document: Allows a re-set of the dates (if ticked) or not (if unticked).
Allow future postings: Allows future postings (priority 0-9) or N for 'Never' within Self-Billing invoices.
Allow VSB postings: Allow postings to Vehicle Stock Books, Yes or No, depending whether the box is ticked or not
Amend due-date priority: This field is required by HM Customs and Excise to approve the use of self-billing invoices. Hence, this must be an "official" reference.
HM Customs and Excise approval reference: This is the reference number given to the company for the issuing of self-billing invoices. It is necessary to populate this field because the Self-Billing Invoices menu option is not displayed otherwise.
HM Customs and Excise approval date: This is the date approved by HM Customs and Excise. It is necessary to populate this field because the Self-Billing Invoices menu option is not displayed otherwise.
BUTTONS:
Save: Saves the new system parameters
Warning: Unless the Save button is clicked, the changes are not entered permanently on the system. It is necessary to click the Save button, log out and re-enter the System Parameters option before saved changes take effect.
Cancel: Cancels the current edit and none of the changes are stored
Help: Displays 'help' on the current program in your default company browser