Default postings

This topic covers the creation and maintenance of Default postings which are used in the Sales Ledger Batch Input of Documents facility. Using this option it is possible to set up default Nominal Ledger codes to be used when posting to a particular Sales Ledger account. The key to the record is the Sales Ledger account code which can be determined in the normal way with the assistance of Short Names and Word searches. Once an account has been specified, the batch input postings form can be displayed and you are able to enter default fields for a posting on a document for the Sales Ledger account specified.

In this way, if the invoices for a particular customer always go to the same codes, and/or for similar amounts, then these can be entered in a template to prevent re-keying them over and over again. These default postings will then be offered as an option when using the batch input routine for that particular account.

When you enter the option from the menu you are presented with the Default postings form upon which you can create and maintain the postings for specific Sales Ledger accounts.

Creating default postings

To create default postings for a particular Sales Ledger account you must first enter the account code for which you wish to create default postings. Click the Ellipsis button to perform a Short Name or Word search for the appropriate account.

Once you have entered the Account code the OK button becomes disabled, but the Create button becomes enabled. It is this button that you use to create the postings for each specific Sales Ledger account.

Click the create button and you will be presented with the Create Default Posting form upon which the following fields need to be completed.

Account:	Enter the Nominal Account code to which you wish this posting to be made. Click the Ellipsis button to perform a search for the appropriate Account code.
Suffix:	Enter a suffix for the transaction. The suffix is a user-defined code which is linked to the transaction in the Nominal Ledger. See the Nominal Ledger on-line help topics for the use of suffixes to control Nominal Ledger postings. Click the Ellipsis button to perform a suffix search if appropriate.
Narrative:	You can enter up to twenty characters of narrative with the transaction, which will be transferred to the Nominal Ledger along with the posting. A priority level controls permission to enter narrative. This is held in the system parameters. Note: If consolidated postings to the Nominal Ledger are in use, narratives will not be transferred to the Nominal Ledger on those postings to accounts that do not have an over-ride open item flag set.
VAT Code:	The VAT code field defaults a value from the Sales Ledger account header record. Here, you can enter a VAT code from the VAT Code table held in the Nominal Ledger. The field supports a drop down menu facility. Click the Drop down button to select the appropriate VAT code if you wish to change the defaulted value. Autoline uses the rate entered to calculate VAT for that line of the transaction.
Amount:	Enter a transaction amount or if you want to enter this at posting time you can leave this field at zero.

Once you have completed the required fields click the Save button which will return you to the Default Postings form and place the created transaction into the grid on that form.

Click the Cancel button to abort the creation of a posting and return to the Default Postings form.

On the Default Postings form click the OK button to save the created default postings.

Amend

To amend the default postings attached to a specific Sales Ledger account you first have to load the record.

This is done by clicking the Ellipsis button to select the appropriate Sales Ledger account, or by entering the account code directly into the Account field and hitting the return key. This will load the Sales Ledger account code along with its attached default postings. The default postings will be displayed in the grid on the form.

Click a default posting in the grid and the Amend, Display and Delete buttons become enabled.

Click the Amend button and all the editable fields will become enabled. Make your amendments as necessary and click the Save button. You will be returned to the Default Postings form in order that you may amend further postings if you wish.

On the Default Postings form click the OK button to save the amended default postings.

Delete

To delete the default postings attached to a specific Sales Ledger account you first have to load the record.

This is done by clicking the Ellipsis button to select the appropriate Sales Ledger account, or by entering the account code directly into the Account field and hitting the return key. This will load the Sales Ledger account code along with its attached default postings. The default postings will be displayed in the grid on the form.

Click a default posting in the grid and the Amend, Display and Delete buttons become enabled.

Click the Delete button and all the fields will become displayed as disabled. Click the Delete button again to delete the default posting and return to the Default Postings form.

On the Default Postings form click the OK button to save the changes to the default postings.

Other Buttons

On the Default Postings form the other buttons that appear can be used in the following manner.