Add/ Modify Accounts

This help topic explains how to set up accounts on the Sales Ledger. This task will be done with the bulk of existing accounts at installation, and then on an occasional basis as new customer 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 Sales Ledger 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 will increase speed and accuracy when creating account.

On entry to the option you will be presented with the Debtor Accounts form upon which you can Create, Amend and Delete Customer accounts. This form will have the default values, from your Account defaults record, already entered for you.

It is suggested that before you create an account for a Customer 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 Ellipsis button adjacent to the Account field on the Debtors Accounts form.

Search Facility

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

Short name search

To activate the Short name search simply click the Ellipsis button adjacent to the Account field and a Customer accounts form will be opened with buttons to do a Short name or a Word search.

Click the Short name button. A list of Short name accounts will be shown in the Customer accounts form 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 you are searching for in the field to the left of the Short name button.

Having found and selected the required account in the Customer accounts form click the OK button.

Word search

To activate the Word search simply click the Ellipsis button adjacent to the Account field and a Customer accounts form will be opened with buttons to do a Short name or a Word 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 Sales Ledger accounts:

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

Once the words have been entered click the Word Search button. The system will display a list of matching records showing the Short name, Account number, Name and address (as much as will fit into the form). Select a matching record from the Search results and click the OK button. 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 will need to use one of the following Action group buttons available to you on the Debtor Accounts form.

OTHER BUTTONS