When documents have been authorized (if applicable), they can be retrieved from the system on the basis of their document numbers and made available for payment. Within this option, documents are also posted to their Nominal Ledger asset and expense accounts, as selected by the user when passing registered documents.
To pass 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 8.35 Menu is displayed.
Select the Pass registered documents option.
A prompt is displayed: Do you want to post to VSB? Y/N.
Do one of the following:
Click Yes if you want to post to VSB.
Click No if you do not want to post to VSB.
If you clicked Yes, you are prompted to select the required VSB company.
If applicable, select the required VSB company and click OK.
The Pass Registered Documents form is displayed.
Enter the Purchase Ledger Account number.
A list of documents is displayed.
Select the correct document, and click Analyse.
Note: Beware that an account that is on stop (or was on stop when registered), will not be available for passing for payment, whether it has been authorized or not. These documents are flagged with a status of s when viewed in PL Display Accounts. Transactions that were created on stop via Batch Input of Documents are flagged with an S.
The Create New Transaction form is displayed.
Do one of the following:
If you chose not to post to VSB, enter the correct Nominal Ledger Account, Suffix, Narrative, and Value, and click Save.
If you chose to post to VSB, enter the Narrative and Value, complete the Vehicle Details, and click Save.
You are returned to the Document Analysis Form.
Note: While an invoice is being verified in Purchase Control, the Purchase Ledger transaction is changed from status R (Registered, awaiting authorization) and set to status V (Verification in progress). When the verification is completed satisfactorily, it is set to status BLANK, which makes it available to a payment proposal or cash posting.
To create additional transactions, click New line.
This re-displays the Create New Transaction form.
For each transaction, complete the form and click Save, as required.
This saves the details.
When the Document Analysis form is correct, click Post.
This makes the document available for payment by setting the status to blank. A posting is automatically made to the Nominal Ledger suspense accounts to reverse the suspense postings made when registering the documents with a Nominal Journal.
When all the registered documents in a batch have been passed, click Exit.
A prompt is displayed: Are you sure you want to exit? Yes/No.
Clicking No returns you to the Document Analysis Form. Alternatively, if you want to proceed, click Yes.
This takes you back to the PL INVOICE REGISTER 8.35 Menu. The document is posted, and the option to print day-books is available. The documents are now fully available for payment.
Note: When the transactions have been passed, the Update IR Pass Daybooks option on the PL MISCELLANEOUS OPTIONS Menu enables you to update the Purchase Ledger transaction file with the day-book number used in Pass Registered Documents. This means that, when accessing the Display Accounts option, a true picture is presented in terms of which day-book was used to pass the registered documents.
This form is displayed when you select the Pass registered documents option on the PL INVOICE REGISTER 8.35 Menu, and click Yes or No to indicate whether or not you want to post to VSB.
Note: The Name, Address, and Post code of the account, as well as document details, are made available for passing registered documents.
Account: Documents are selected on the basis of Purchase Ledger account code. Enter the account code in the Account field.
Tip: If you are unsure of the account code, click the Account field
button, and select the appropriate account code.
Division: Accounting division to which this account belongs
Currency Code: Currency of the account
Name: Supplier name
Address: Supplier address
Postcode: Supplier post code
Documents:
For each document, the following information is displayed in a grid:
GRID:
- Document number
- Document type
- Document date
- Supplier reference
- Asset amount
- Expense amount
- Total value
- Base value
Tip: To view any of the documents in detail, select the relevant line in the list of documents, and click Detail.
PUSH BUTTONS:
Search: Enables you to search for documents
Analyse: Enables you to create a new transaction
Detail: Enables you to view the transaction detail
View: Unavailable
This form is displayed when you click Search... on the Pass Registered Documents Form. The Document Search Form enables you to search for documents based on the following criteria:
PUSH BUTTONS:
Reset: Re-sets the search
Show: Displays all items that match the selected criteria
OK: Loads the selected document onto the Pass Registered Documents Form
The Transaction Detail form is displayed when you click Detail... on the Pass Registered Documents Form. It provides important detail about the document, and helps to ensure that the document you want to pass is the correct one. None of these fields on this form is editable.
A System Reference number is displayed in the form header, and the following three tabs are displayed:
TABS:
The Create New Transaction form is displayed when you click the Analyse... button on the Pass Registered Documents form. The fields displayed or activated on this form depend on whether or not you choose to post to VSB.
Account: Nominal Ledger account number. This field is only activated if you choose not to post to VSB.
Cost centre: Nominal Ledger cost centre (description only)
Expense code: Nominal Ledger expense code (description only)
Suffix: Enter the suffix as enforced, or free-format. This field is only activated if you choose not to post to VSB.
Additional text: Non-editable text, input during the Authorise invoice option (further information typed in by the authoriser)
Narrative: Free-form narrative
Value: is the value of the goods (excluding VAT) that you want to analyse on that transaction. If the invoice you want to register is, for example, for 200 pounds plus VAT but you want to split the invoice into part-asset and part-expense, you need to indicate how much is on each part of the split.
Note: The following fields are only displayed if, when prompted, you chose to post to VSB:
Post using VSB: This check-box is selected by default. Clearing this, selects No to Do you want to post to VSB?.
Vehicle Details:
OPTION BUTTONS:
New: New vehicle stock
Used: Used vehicle stock
Vehicle: Stock book number
Option: Examples are: PDI (Pre-Delivery Inspection), or Accessory on the selected vehicle
Tip: Use the
PUSH BUTTONS:
Save: Saves the transaction
Cancel: Cancels the operation and returns you to the Document Analysis form
The Document Analysis form is displayed when you click Cancel or Save on the Create New Transaction form. It enables you to create, amend, and delete, new lines, and to make documents available for payment.
All the fields on this form are non-editable.
Account: Supplier account number
Name: Supplier name
Document: Document number
Suggested NL code: Suggested Nominal Ledger code
Assets: Asset total value
Expenses: Expense total value
Base Total: Base total value
Currency total: Currency total value
For each transaction, the following details are displayed in a grid:
GRID:
Cost centre: Cost centre description for the selected transaction
Expense code: Expense code description for the selected transaction
PUSH BUTTONS:
Post: Makes the document available for payment by setting the status to blank
Cancel: Cancels the posting
New line: Enables you to start the process of charging the invoice to another account (if the invoice is split over several account codes)
Amend: Enables you to amend the selected line
Delete: Enables you to delete the selected line. Click to display the transaction, and click Close to delete it.
Copy fields: Enables you to: set all suffixes to blank; copy the last suffix to subsequent records; set narratives to blank, or copy the last narrative to subsequent records (that is: blank suffixes; to all suffixes, or to no suffixes). For more details on copying suffixes, refer to Insert NL Journal entries.
