The daybook is one of the major reports for controlling input in the Purchase Ledger. The daybook is a record of the transaction in the accounts transactions buffer, also known as the invoice buffer.
In this topic we will discuss the layout of daybooks and show how to print them.
All of the transactions held in the accounts transaction or invoice buffer are printed in daybooks. Correctly used, the daybooks can provide a permanent hard copy record of your purchase invoices, adjustments, supplier credit notes and cash posting. They also provide a record of just when, where and by whom, particular documents and cash postings were entered. In addition, they can be used as a check on the input from the Purchase Control system to the Purchase Ledger. You can find a wide variety of uses for the daybooks in your in-house control procedures.
The daybook is a record of the transaction held in the invoice buffer.
Normally the daybook may contain up to four parts. The four parts are listed below:
The Daybook details
The Posting summary
The VAT summary
The Document summary
(The Posting summary prints only if consolidated posting to the Nominal Ledger is turned on in the system parameters. Otherwise there are only three parts.)
Each of these parts comes with a header showing two kinds of information for identification.
The daybook itself is identified by a bold heading, giving the type of daybook and the unique number assigned by the system to every daybook created. This number is also unique to the Nominal Ledger of the current company.
Additionally the header contains the time and date of printing, the user ID under which the daybook was printed, the number of the terminal where it was printed and the Purchase Ledger daybook sequence number.
The daybook sequence number is specific to the Purchase Ledger module.
Note: When filing daybooks, there should be no breaks in the number sequence. You should check that all of the daybooks are present before the Clear processed batches option is run from the Nominal Ledger, or in the End-of-Day run, as up to this point all daybooks can be reprinted from the buffer.
The batch of documents to which the daybook refers is identified in the header in the following ways; by the ID under which it was entered on the system, by the number of the terminal at which it was entered, by the Nominal Ledger period to which it refers, and by the document input batch number.
The document input batch number is a number assigned by the system to each batch of documents as it is entered. The batch number prefix identifies the module from which the data was entered, that is PL for Purchase Ledger and PC for Purchase Control system.
The Daybook provides all of the critical information for each item and each document in the batch. In it, each item is numbered. It gives the document number, the document date and a posting date. It gives the Purchase Ledger account number, the currency of the account and the type of the account. It lists the cost centre and the expense code for each individual posting within the item (in effect the Nominal Ledger account number). The suffix and the narrative are shown, along with the VAT code. Finally the debit and credit values for each posting within the item are shown.
The Posting Summary details the postings from this batch to the Nominal Ledger. It breaks down the posting by Nominal Ledger cost centre and expense code (effectively the Nominal Ledger account number), and presents them in Nominal Ledger account number sequence. For each account it provides the posting date, the total value of the posting, the number of items in the posting, the original item number, the suffix and the sequence.
The posting summary prints only when there are consolidated postings to the Nominal Ledger, and consolidates by account, date and suffix.
The VAT Summary provides a breakdown of the rates of VAT, and the goods and VAT value for each Nominal Ledger account to which postings are made. It also indicates whether the goods and VAT are charged to the current period, the following period, or some subsequent one.
The Document Summary provides totals for each type of document, and the number of lines in each. It also gives the goods amount, the VAT amount and the total amount for each document type.
It may not always be possible or convenient to print the daybooks at the time when batch input, cash posting or the Remittances and Cheques run is performed. Several different options allow you to print daybooks at other times.
The Print daybooks option on the PURCHASE LEDGER menu is a very straightforward one.
To print a daybook:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Print daybooks option.
The Print PL daybooks form is displayed, with the buttons Print, Help and Exit, and a drop-down menu facility.
Note: The Remittances and Cheques daybook is a cash daybook like any other for the purposes of printing and re-printing via the options of the MISCELLANEOUS OPTIONS menu.
From the drop-down menu, select one of the following options:
P: Print all daybooks
B: Batch input daybooks
C: Cash posting daybooks
Do one of the following:
Print: Click the Print button when one of the above options is selected. Printing begins at once.
This option only prints the daybooks for batches entered at the terminal currently being used.
Exit: Returns you back to the PURCHASE LEDGER menu.
Note: It is good procedure to physically check that the Daybooks have printed correctly before exiting the option. However, Daybooks can be reprinted even after the Print option has been exited, using the Reprint PL daybook option on the Miscellaneous menu.
BUTTONS:
When printing is finished, you are given the button options of Re-print and Done.
Re-print: Click this button, if for some reason, the daybooks have not printed correctly. This prints only the daybooks that you had previously chosen to print.
Done: Click this button to return to the PURCHASE LEDGER menu.
Help: Displays help on the current application using the default browser.
The bulk of the options for printing daybooks are found on the PL MISCELLANEOUS OPTIONS menu. They include the following:
