See also: Batch Input of Documents
When you have completed the Create New Documents form anc click the Transactions button, you are presented with the Create New Transaction form.
To create transactions for posting:
Fill in the following fields: Account Code, Suffix, Narrative, VAT code, and Amount.
When all the information is correct click, the Save button.
Tip: Alternatively click the Cancel button to return to the Create New Documents form.
Click the Create button and repeat steps 1 and 2 until you have finished creating all the transactions you want to post. If you need to amend, display or delete any lines, select the relevant posting line and then click the Amend, Display or Delete button.
Click the OK button. You are presented with a form showing the details of the document. An error message is issued if the controls and the document totals do not balance. If this occurs, you may alter the document by amending the header, the VAT analysis or the transactions, or you may abort the document.
Providing that the document totals balance, you are offered the button options to save or cancel the document. Click the Save button to save the document. Click the Cancel button to abort the document. If the document count has not been reached, you are presented with the header for a new document. You should now be in a position to post the transactions.
| Account: | Enter the Account code if you know it. If unknown, click the Ellipsis ![[...]](Ellipsis.gif){kind=small} button to activate a search facility which allows you to search for Cost Centre and Expense codes seperately in order to make a valid account code. The names of the cost centre and expense code selected are displayed after entry in order to verify that they are the account code to which you intend to post in the Nominal Ledger. |
| Suffix: | You may then enter a suffix for the transaction. The suffix is a user-defined code which is linked to the transaction in the Nominal Ledger. See the Nominal Ledger on-line help topics for the use of suffixes to control Nominal Ledger postings. |
| Narrative: | You can enter up to twenty characters of narrative with the transaction, which will be transferred to the Nominal Ledger along with the posting. A priority level controls permission to enter narrative. This is held in the system parameters. If your priority level does not permit the entry of a narrative, the customer reference from the previous form is used.
Note: If consolidated postings to the Nominal Ledger are in use, narratives will not be transferred to the Nominal Ledger on those postings to accounts that do not have an over-ride open item flag set. |
| VAT Code: | The VAT code field defaults a value from the Purchase Ledger account header record. Here, you can enter a VAT code from the VAT Code table held in the Nominal Ledger. The field supports a drop-down menu facility. Click the  button to select the appropriate VAT code if you want to change the defaulted value. Autoline uses the rate entered to calculate VAT for that line of the transaction. |
| Amount: | Enter a transaction amount. For a foreign currency account, when you have chosen the conversion method as Entered amount you must also enter a value in your base currency for the transaction. For the other conversion methods Autoline supplies a value in your base currency. |
To post the transactions:
Providing that the document totals balance and the document count has been reached click the Save button.
Click the Post button.
You are now asked Do You Want To Print The Daybook
Select No or Yes, and click the OK button.
When you click the Post button at the end of the last document you are presented with the batch controls form. This displays the batch number and the batch controls that you entered when starting the batch.
If the batch controls, as distinct from the individual document controls, do not balance, Autoline gives warning messages.
Tip: The set-up of the system offers an important facility here, controlled through the system parameters. Users with a certain priority/access level can post batches on which the controls do not balance. Discuss the best way to employ this facility on your system with Support personnel. See also the Special privilege option.
Many of your customers will have standard orders and make standard purchases. It is wasteful to have to re-enter such purchases on to the system every time they occur.
Default postings are postings where optionally the Nominal Ledger codes, the comments, VAT fields, and the amounts are pre-set for recurring purchase transactions with a given customer.
If you select the Use default postings option, the system automatically fills the transactions form with postings which have been pre-set in the Default postings option on the Miscellaneous menu. These postings can then be edited on the form, so that any necessary changes can be made.
To set up default postings, simply enter the PL MISCELLANEOUS OPTIONS menu, select the Default postings option and fill in the fields as if for a normal posting to the account. These information fields are then available for use upon entering the Purchase Ledger account code in the Create New Document form. The system can only hold one set of defaults per account.
At completion of the batch, the batch controls entered may need to be overwritten because of some error. If your access/priority level is not high enough to do so, the system supervisor may temporarily increase the access level at the particular terminal.
The Special privilege option gives the terminal the right to bypass the controls once only and then resets the access level to normal. This option is found in the Management menu which is on the System utilities menu. This System utilities menu is the one found on the Master menu.
This option can only be used if the number of the batch input terminal is known.
