See also: Batch Input of Documents
When you have completed the Batch Input Of Purchase Documents form, click the Create button and the system displays the Create New Document form. On this form the account details of the individual documents are specified. These details are called the header.
To create a new document:
Enter an account code into the appropriate field of the header. If the account code is not known, you can search for it by clicking the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to activate a search facility. To re-edit the account code, select the field and overtype with a different account code.
When the account code is entered, the remaining fields are either input by you or defaulted in by the system. Amend any of these fields as necessary. The system also provides a control field within the header area, which indicates the number of the current batch. This field is updated automatically by Autoline.
Note: If there are Default Postings present for the selected account, you are prompted, and asked if you want to use the default postings (Yes or No).
The form also displays the following buttons:
| Save: | Click this button when the header and all required transaction details are completed, and you want to enter the next document in the batch. |
| Cancel: | Click this button if you want to cancel data entered for the current document. |
| Help: | Displays help on the current application using the default browser. |
| Summary: | Click this button to gain access to the summary of transactions on the specific document being entered. |
| Transactions: | Click this button to enter the required transactions for this document. |
Tip: The Transactions button does not become enabled until you have entered a valid account code.
Upon entering the search facility a Supplier accounts form is opened with buttons to perform Short name or Word Search searches.
Short name search:
Click the Short name button.
A list of all accounts is presented in short name order showing the short name, account code, name and part of the address fields.
Tip: You can limit the search to a specific letter or letters by entering your search criteria into the field to the left of the Short name button. This search is case sensitive and searches on the Short Name field.
Select the required account from the Supplier accounts form, and click the OK button.
Tip: To abort the search without selecting an account click the Cancel button.
Word search:
The following data is present in the word search index for Purchase Ledger accounts:
Enter a word or words in the field to the left of Short name button and click the Word Search button.
A list of matching records is displayed showing the short name, account code, name and part of the address fields.
Select a matching record from the search results, and click the OK button.
Tip: To abort the search without selecting an account click the Cancel button.
Note: The Word search option allows the input of up to three separate words, each one up to eight characters long, which can be entered to identify the supplier concerned. Words can only be searched on a stem basis, and not on a contains basis. That is to say that, if searching for a company or companies called Alpha Cars with an address in London, you can enter, say, ALPHA as the first word and LOND as the second word, and expect the system to retrieve any matching records. What cannot be entered is PHA and/or DON because 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, so to find Alpha Cars in London it is acceptable to enter LON followed by ALP. A word must be a minimum of three characters.
The remaining fields are filled by you or by defaults. They are:
Input document as Gross: In Batch Input of Documents, this flag allows the gross input to be decided at document level, i.e. if ticked the VAT field on the Create New Document form becomes uneditable, and the goods and VAT value are automatically calculated from the total value entered, and the VAT code used as default for the PL account chosen.
Document type: To select a document type, click the drop-down button
. The document type may be Invoice, Credit Note or Adjustment.
A default can be set in the system parameters if required. The monetary values entered for any document type are positive, except in the case of an adjustment that you are entering as a credit note. In this case, the document controls and analysis must be entered as negative values.
Document number: This number is your own document number for Invoices, Credit Notes or Adjustments.
Supplier reference/Miscellaneous reference: These are the references for the transaction, and might be a supplier order number or a job number. A consistent rule on the filling of the reference fields should be adopted.
Note: There is a system parameter which controls whether a supplier reference is compulsory.
Settlement terms: The Settlement terms field indicates whether there are any special settlement terms in force for this document. The settlement terms default in from the Purchase Ledger account header. However, you may overwrite the default with any valid terms code that is to apply to this document. To select settlement terms, click the
Source branch: Branch codes normally equate to Nominal Ledger cost centres. To select a branch, click the
Note: The Source branch field is hidden on the form unless the Branch Analysis flag is switched on. This flag is held in the Nominal Ledger system parameters on the System Flags tab.
Document date: The date of the document. You can either manually type in a date or click the Ellipsis button
Posting date: The posting date is the date under which the document will be posted to the accounts in the Nominal Ledger. This date is also used to define the VAT period within which the transaction falls. This field takes the document date as a default but may be overwritten if your access/priority level is high enough. You can either manually type in a date or click the Ellipsis button
Due date: The due date is the date on which the document falls due for payment. The field is controlled by the credit terms of the account but may be overwritten if your access/priority level is high enough. You can either manually type in a date or click the Ellipsis button
Document controls:
You must enter a VAT total if applicable and a total for the document, after which Autoline calculates the goods total.
Note: If you have ticked the Input document as Gross box on the Create New Document form, you are only required to enter a document total.
The detailed postings are checked against these amounts for the individual document. The document will not be accepted unless the transactions agree with these totals.
Scanned: Using the
Standard postings: Enter a standard postings type label or click the Ellipsis button
Note: These standard postings types can be set up via the Standard Postings option found on the Purchase Ledger MISCELLANEOUS OPTIONS menu.
