See also:
Batch Input of Documents
When you have completed the Batch Input Of Sales Documents form click the Create button and the system will display the Create New Document form. On this form the account details of the individual documents are specified, these details are called the header.
To create a new document:
Enter an account code into the appropriate field of the header. If the account code is not known then you can search for it by clicking the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to activate a search facility. To re-edit the account code, select the field and over type with a different account code.
Warning: If the account entered is on 'STOP' a warning message will be issued to inform you of this fact. It will allow you to continue by clicking the OK button.
When the account code is entered the remaining fields are either input by you or defaulted in by the system. Amend any of these fields as necessary. The system also provides a control field within the header area, which indicates the number of the current batch. This field is updated automatically by the Autoline.
Note: If there are Default Postings present for the selected account you will be prompted and asked if you want to use the default postings Yes or No.
The form also displays the following buttons:
Save |
Click this button when the header and all required transactions detail has been completed and you wish to enter the next document in the batch. |
Cancel |
Click this button if you wish to cancel data entered for the current document. |
Help |
Click this button if you wish to load the Help File for this particular topic. |
Summary |
Click this button to gain access to the summary of transactions on the specific document being entered. |
Transactions |
Click this button to enter the required transactions for this document. |
Tip: The transaction button does not become enabled until you have entered a valid Account Code.
Upon entering the search facility a Customer accounts form will be opened with buttons to perform Short name or Word Search searches.
Short name search
Click the Short name button. A list of all accounts will be presented in Short Name order showing the Short Name, Account Code, Name and part of the Address fields.
Tip: You can limit the search to a specific letter or letters by entering your search criteria into the field to the left of the Short name button. This search is case sensitive and will search on the Short Name field.
Having found and selected the required account in the Customer accounts form click the OK button.
To abort the search without selecting an account click the Cancel button.
Word search
The following data is present in the word search index for Sales Ledger accounts
Once a word or words have been entered into the field to the left of Short Name button then click the Word Search button. A list of matching records will be displayed showing the Short Name, Account Code, Name and part of the Address fields.
Select a matching record in the search results and click the OK button.
To abort the search without selecting an account click the Cancel button.
Note: The Word search option allows the input of up to three separate words, each one up to eight characters long, which can be entered to identify the customer concerned. Words can only be searched on a 'stem' basis, and not on a 'contains' basis. That is to say that, if searching for a company or companies called Alpha Cars with an address in London, you can enter, say, ALPHA as the first word and LOND as the second word, and expect the system to retrieve any matching records. What cannot be entered is PHA and/or DON as these are not the stems of the words ALPHA and LONDON. Words can be entered in any order, and the search is not case sensitive, so to find Alpha Cars in London it would be acceptable to enter LON followed by ALP. A word must be a minimum of three characters.
The remaining fields are filled by you or by defaults. They are:
Document type
To allocate a Document type:
Click the Drop down button 
to select a Document type.
The document type may be Invoice, Credit Note or Adjustment. Select the appropriate option.
A default can be set in the system parameters if you wish. The monetary values entered for any document type are positive, except in the case of an Adjustment which you are entering as a Credit Note. In this case, the document controls and analysis must be entered as negative values.
Document number
This number will be your own document number for Invoices, Credit Notes or Adjustments.
Customer reference and Miscellaneous reference
These are the references for the transaction, and might be a customer order number or a job number. A consistent rule on the filling of the reference fields should be adopted.
Note: There is a system parameter which controls whether a Customer Reference is compulsory.
Settlement terms
To allocate Settlement terms:
Click the Drop down button to select a Settlement term code.
Select the appropriate option.
The Settlement terms field indicates whether there are any special settlement terms in force for this document. The settlement terms default in from the Sales Ledger Account Header. However you may overwrite the default with any valid terms code which is to apply to this document.
Branch
To allocate a Branch:
Click the Drop down button to select a Branch code.
Select the appropriate code.
Branch codes normally equate to Nominal Ledger cost centres.
Note: The Branch Code field is hidden on the form unless the Branch Analysis flag is switched on. This flag is held in the Nominal Ledger system parameters on the System Flags tab.
Document Date
The Document Date is the date of the
document. You can either manually type in a date or Click the Ellipsis button
to access a
Calendar to choose a date.
Posting Date
The Posting Date is the
date under which the document will be posted to the accounts in the Nominal Ledger.
This date is also used to define which VAT period the transaction falls within. This
field will take the document date as a default but may be overwritten if your access/
priority level is high enough. You can either manually type in a date or Click the
Ellipsis button to access a Calendar to choose a date.
The Due Date
The Due Date is the
date on which the document falls due for payment. The field is controlled by the credit
terms of the account but may be overwritten if your access/priority level is high
enough. You can either manually type in a date or Click the Ellipsis button
to access a
Calendar to choose a date.
The Document Controls
You must enter a VAT total if applicable and a total for the document, after which Autoline will calculate the goods total.
Note: If you have checked the 'Gross Input' box on the Batch Control Details then you will only be required to enter a Document Total.
The detailed postings will be checked against these amounts for the individual document. The document will not be accepted unless the transactions agree with these totals.
Standard Postings
Enter a Standard Postings Type Label or Click the Ellipsis button
to select. These
standard postings will default into the Transactions grid when you click the
Transactions button.
Note: These Standard Postings Types can be set up in the 'Standard Postings' option found in the Sales Ledger Miscellaneous options menu.
