This topic instructs you on how to input purchase documents produced externally to Autoline, into your Purchase Ledger.
Note: Documents produced in any Point of Purchase or Generate and Print facility do not require the use of Batch Input, provided those facilities have integration with the accounts modules switched on.
When accounts are set up, you will begin to post documents to them. Documents in the Purchase Ledger may be invoices, credit notes or adjustments.
Broadly speaking, any purchase documents produced outside of the Autoline system can be entered into the Autoline Purchase Ledger using this option.
This option relies heavily on system parameters to control what, how and when you can input documents through this option. This means that at set-up, or as business needs change, you may alter key features of your posting by using the system parameters.
Warning: The changing of system parameters is not a normal part of day-to-day business and should be done only by the system supervisor, or senior accounts personnel.
To input a batch of purchase documents:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Batch input of documents option.
A dialog box is displayed asking if you require VSB postings.
Note: The appearance of this dialog box is controlled by a system parameter.
Do one of the following:
Click the Yes button if there are postings within a batch which you want to be posted to the costing records of a vehicle in the vehicle stockbook files.
Tip: The specification records within a vehicle stockbook record must be set with a source code of S and the cost status must be either blank or C before you can gain access to these vehicle stockbook records.
Click the No button if you do not require a vehicle stockbook posting in any of the batches being entered in this session.
The Batch Input of documents form is displayed.
From this point the Batch Input function goes through three key elements in order to allow you to complete a batch:
