This option uses the report generator to match documents with the same supplier reference number and equal but opposite amounts, and set them both to status X for settled. This is designed to cater for the situation where an invoice has been registered or batch input, and is subsequently found not to be the company's liability, but no credit note is forthcoming for whatever reason. In this circumstance, the invoice should be entered a second time with the exact same details, but as a credit note or negative value. Bear in mind that the report does not clear the transactions from the Purchase Ledger- it is more a case of making the user aware that these documents are not their liability. They will only clear when they are actually cash posted off, after removing the X status flag. Beware also that this option could potentially be dangerous if used "in error" because it uses a Report Generator update report to amend the status of the documents, which may then require a support call to be logged to remove documents from X status.
To clear balancing documents:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Miscellaneous options option.
The PL MISCELLANEOUS OPTIONS menu is displayed.
Select the Clear balancing documents option.
The Clear balancing documents form is displayed.
The Clear balancing documents (PL) form is displayed when the Clear balancing documents option is selected form the PL MISCELLANEOUS OPTIONS menu.
This program, driven by report generator code K17 (utilizing the update feature of the Report Generator), sorts the Purchase Ledger transaction file into account code order, and within account code, into supplier reference sequence.
If two consecutive records are found to have the same supplier's reference, equal but opposite invoice amounts, with no part payment or write-off posted, and a status other than X, the Status of both documents is set to X which clears them down. A printed list is supplied of the documents that have been treated in this way.
BUTTONS:
OK: Click button to commence the program and begin printing immediately.
Cancel: Returns you to the PL MISCELLANEOUS OPTIONS menu.
Help: Displays help on the current application using the default browser.
Schedule: To schedule a report, enter the relevant selection criteria, then click the Schedule button. This then brings up the Timed Operations form, and from there you can add the report to run at a time and frequency that is convenient. For more information, refer to Batch Printing.
Add to batch: The Add to batch button allows you to run several [often related] reports in a group at once, [for example, to save time you may run the batch while away from your terminal].
To run a batched report:
Select the report you want to run, and fill in the relevant selection criteria, if any are required. If the report is available to be batched on, there is a button labelled Add to batch, which must be clicked to bring up a child window prompting you to enter a Report Group. There is no search facility here but if you type in an entry that does not already exist, it is created there and then, and if the entry does already exist, it is added to the report group. There is also a drop-down menu
that allows you to set the priority required to execute the report.
When a report has been added to a group, the running of the batch can take place. This actually takes place by selecting the Report Generator menu option, and then selecting the Batched Reports option. Consequently you can select the report group required (Batch Identifier) via the drop-down menu
