This option registers documents in the Purchase Ledger, and sets their status to R for Registered. Until explicitly passed in the Pass registered documents option, they will not be available for payment. The concept of document status is explained more fully in the topic Remittances & Cheques.
Tip: Prior to entering any documents, the Authorized signatories option must first be completed.
To enter registered documents:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Invoice register option
The PL INVOICE REGISTER menu is displayed.
Select the Enter registered documents option.
The Enter Registered Documents form is displayed.
The Enter Registered Documents form is displayed the PL INVOICE REGISTER menu. This entire option is heavily parameterized, which means that at set-up or as business needs change, you may alter key features of your posting by using the system parameters.
Note: This is not a normal part of day-to-day business and should be done only by the system supervisor, or senior accounts personnel. (See System Parameters.)
If batch controls are set up in the system parameters, this form allows you to enter control figures for each batch of documents in advance of entering the batch. The system checks the batch against these control figures.
The controls provided are:
Total: To use the financial controls, enter the total value of the batch. The batch totals are checked against these figures.
Documents: Enter a number of documents at the appropriate position. The system will warn you if more or fewer documents than this number are entered.
Conversion: In addition, the Enter Registered Documents - Create New Document form displays a currency conversion for the batch.
Note: This prompt is only used in multi-currency systems.
There are three methods available. They include:
R: Rates Table: This method uses the exchange rates pre-set in the Nominal Ledger.
X: Exchange Rate per document: This allows you to apply an individual rate to each document of the batch.
C: Converted Amount per value: This allows you to enter a value for each financial item on the transaction separately, without the benefit of automatic calculation.
Tip: If you want, you can select a default for this field. (See System Parameters.)
Journal type: The system supports the concept of journal types for different methods of document input, or different types of document. If journal types are being used, you can use the drop-down menu facility
to determine which journal type is correct for the batch about to be entered, for example, Standard, Accrual etc.
The actual completion of the Create New Document form is very similar to Batch Input, in that the supplier account must be entered, the document type,the document number, supplier and miscellaneous references, posting dates, value of the transaction and VAT amount (where applicable). However, when the first page of the form is complete, it does differ, and hence will be discussed in more detail.
Assuming all of the details have been completed on the form, the following buttons are available for use:
BUTTONS:
Signatories: This button accesses an optional facility, where you can attach the document you are registering, and send it to another user in the company (for example, a line manager for authorizing the invoice). Refer to the Signatories on-line help for further detail.
Postings: This button must be clicked to progress further in the registering documents process. Refer to the Postings on-line help for further details.
Clear: Clears the work performed so far.
Suggested NL code: This is optional, in that it simply suggests a Nominal Ledger code against which the document is to be charged when it comes to passing the document.
Posting accounts: These fields should default to Unallocated Purchase Invoices (usually 0000 9332 using a standard chart of accounts), but can be altered using the search facility. It is usually recommended that the default is accepted however. It is also recommended to accept the Expense radio button at the foot of the form.
Value: Enter the value of the whole of the document, or parts of the document (for example, the whole document is £200, but you may want to split the document into £150 and £50).
Create: This button is very important because it actually populates the postings grid with the lines. If splitting the document, the New Line button must be clicked. The OK (to accept) and Cancel (to reject work completed thus far) buttons are available here.
Save: This returns you to the Create New document form, when the postings grid is complete, and then you can, if satisfied with the document and its totals, click the Save Doc button or Cancel batch (if you want to reject the work]. Finally the Post batch button is enabled, a document number assigned to the transaction (if not already entered by the user), and when complete, you can exit and print daybooks if you so desire, after the signatory list has been printed (if used).