Edit a Document Status

This option allows you to edit the status of documents in selected accounts.

To edit a document status:

1. From the Autoline Master menu select the Purchase Ledger option and the Company you require.

   The PURCHASE LEDGER menu is displayed.

2. Select the Remittances & cheques option.

   The REMITTANCES AND CHEQUES menu is displayed.

3. Select the Edit document status option.

   The Edit Document Status form is displayed.

Edit Document Status Form

When the Edit document status option is selected from the REMITTANCES AND CHEQUES menu, the Edit Document Status form is displayed. Individual documents are identified under the following column headings:

• Due date

• Type

• Document

• Reference

• Amount

• New

• Outstanding

• Status

To edit the document status:

1. Enter or select an Account number and the Name, Address and Postcode are displayed to ensure that the correct account has been chosen.

   Tip: If you are unsure of the account number, click the button to locate it.

   The form header displays the name of the account, the account number, and the post code. A running total of documents corresponding to the selected account is displayed.

2. Move your mouse pointer to the document you want to amend and right-click.

   You are given a menu from which to choose the status to which you want to change the document.

Menu Options:

The permitted status options include:

• Stop document: Sets document to S status

• Free document: Removes document from S or I status

• Cheque: For sundry cheques

• View document: View original PL document in more detail

• Reset: Resets a document from selected for payment to not selected

• Pay document: (1) through to Pay document (9)

• Set Interim Status: Enables users to set documents to I status. It effectively holds invoice register documents, and does not allow them to be paid until this status is removed.

Not all of the above actions are available because it depends on the status of the document in the first place, for example, if the status is currently S, you must free the document before you can pay it (from priority 1 to 9).

Cheque: Selecting the Cheque menu option enables you to raise an individual cheque for that item in a similar way to the Sundry cheques routine. If this option is selected, you are asked to enter the Payee's name in the Reference field, for the purposes of printing the cheque. This item is then included in the next sundry cheque print run.

View: Selecting the View document menu option enables you to view three pages of detail on the original document.

These show discount information, daybook information, the document date, the due date, the original posting date and the last payment date. The goods amount, VAT amount, total document value, amount paid, allowance value, and outstanding amount are also shown.

BUTTONS:

Exit: Returns you to the REMITTANCES AND CHEQUES menu

Update: Executes any changes that you have made

Help: Displays help on the current application using the default browser

Filter: Enables documents to be found by a mask for reference, by a mask for miscellaneous reference, by document number, by document date and by transaction value in the base currency through a standard search.