See also: Cash Book Menu.
The Document search program lets you select transactions from different accounts for cash payment/allocation. You can select documents from a range of account codes directly from look-up. This means you don't have to enter the Account before searching related documents then having to repeat the process for another account.
When inputting quick cash, and viewing a list of documents against accounts, you can filter these documents based on document date, document number, reference, and so on. And you can filter to select transactions from different accounts in the same payment. You can search, or filter, transactions per Account and from a range of accounts. You can also search by Amount range if a payment is received without any reference. These filters can can narrow down your search.
To search for a range of documents across several accounts:
From the Nominal Ledger Main menu, click Cash Book Menu > Cash book > OK to any message.
The Controls tab of the Cash Book form is displayed.
Enter a Cashier control account (suspense account).
Messages may be displayed.
Click OK to any message.
Enter a Suffix then enter anything you want in the Narrative and Reference fields.
The Posting date is displayed automatically.
Click the Next 
toolbar button.
The Postings Tab of the Cash Book form is displayed and enabled. The SL Cash sidebar icon is selected by default.
Note: Both the SL- and the PL Cash sidebar icons behave in the same way.
The user would normally either type in the Account- and Document number, if known, or use the ellipses ![[...]](Ellipsis.gif){kind=small}
to search for, and select, the correct ones. However, with no account in the Account field, you can still click the Document ellipsis.
All outstanding items in either Sales Ledger or Purchase Ledger are searched by the system. The documents are displayed immediately in the grid of the Document search form if there are fewer than 1000. The Account column displays the Account code for that transaction.
Tip: When you hover over the code (with a mouse), the contents of the NAME field in SL/PL accounts are displayed.
All outstanding transactions are sorted by Account/Document Number/Document Date.
Warning: If you do not filter, you could get over 1000 documents! In that case, the Allocation Filter form is displayed automatically before the documents appear in the Document search grid. It lets you find documents for a range of accounts.
(When you display documents for a range of accounts, you can also find documents within a range of values. You might want to do this if you have received a payment with no reference.)
Tip: If you select a grid line, clicking View displays the Transaction Detail form for either Sales Ledger or Purchase Ledger, with detail of that grid line.
When you are happy with your search results, you can mark as many documents across multiple accounts as you want. Clicking OK then adds these documents to the Postings group box on the Postings tab.
Repeating the process adds more documents to the grid in the Postings group box.
When you display documents for a range of accounts, you can then find documents in a range of values (amounts) if a payment was received without any reference. This narrows down your search.
To filter the displayed results via a range of document values:
When you have displayed documents for a range of accounts via the Allocation Filter form, click Search.
The Transaction Selection form is displayed.
Complete the fields on the form.
There is a From amount and a To amount range for you to enter. (You don't have to specify the exact amount.)
Note: If these values are 0 (zero), there is no filter on the amount.
Click OK. (Clicking Cancel abandons the selection, and Reset clears the fields on the Transaction Selection form.)
If you clicked OK, all documents where the CURRVAL is between your specified values, are displayed in red in the Document search grid.
Note: The results are not displayed separately, but beside the other documents.
This form is displayed when you click the Document ellipsis on the Postings tab of the Cash Book form. It enables you to search on all outstanding items in Sales Ledger or Purchase Ledger. All outstanding transactions are displayed sorted by Account/Document Number/Document Date.
Account: Account code for the transaction.
Tip: Hovering over the code (with a mouse) displays the contents of the NAME field, from SL/PL accounts.
- Document
- Date
- Customer Reference
- Reference
- Original Value
- Outstanding
- Curr.
- S
- Paid
- Remaining Totals
- Selected Totals
Document search grid buttons:
Settle: Allocates the full, outstanding value and sets the status to X. (Right clicking on the transaction also affects the Status.)
Reset: Re-sets the grid lines.
Reinstate: Reinstatement lets you restore (to what it was) a document that has been settled or part paid. If the document has had several part-payment allocations made to it, Autoline displays the Select Payments to Reinstate form so you can select the Part-Payment allocation that you wish to re-instate. Select the appropriate item then click OK. You are returned to the Document search form. The current status of the item originally selected, is now R.
Select All: Selects all transactions in the grid.
Deselect All: De-selects all transactions in the grid.
Filter: Displays the Allocation Filter form.
Warning: Setting filters clears all unposted allocations.
A message is displayed asking whether you want to continue in that event. Either click Cancel to return to the Document search grid, or OK to continue.
Search: Displays the Transaction Selection form.
View: Displays the Transaction Detail form for either Sales- or Purchase Ledger, with detail of the grid line you selected. Allows you to view the document details. Reference, dates, current status, and other information, can be seen for checking purposes.
Find next: Is unavailable till you select a grid line. Scrolls down to the next grid line.
Find previous: Is unavailable till you select a grid line. Scrolls up to the next grid line.
Help: Displays the help page you are reading.
OK: Mark as many documents across multiple accounts as you want. Clicking OK then adds these documents to the Postings group box on the Postings tab.
Cancel: Abandons your search and returns you to the Postings tab.
Display paid invoices: Ticking this check box may display a 'Clear Allocations' message:
This will reset all unposted allocations. Are you sure you want to continue? Y/N
Clicking No returns you to the Document search form. Clicking Yes continues.
This form is displayed on the Document search grid when your search results are displayed and you click Reinstate. It lets you select, from a list, payments for re-instatement. This fills the cell with an R in the S column of the Document search grid.
'Select Payments to Reinstate' grid:
Buttons:
OK: Processes the grid lines you selected on this form for re-instatement.
Cancel: Returns you to the Document Search form.