Creating Transactions for Posting

See also:

Batch Input of Documents

On filling the Create New Documents form, when you click the Transactions button, you will be presented with the Create New Transaction form.

To create transactions for posting:

1. Fill the following fields in: Account Code, Suffix, Narrative, VAT code, and Amount.

2. Once all the information is correct click the Save button.

3. Alternatively click the Cancel button to return to the Create New Documents form.

4. Click the Create button and repeat steps 1,2 and 3 until you have finished creating all the transactions you wish to post. If you need to Amend, Display or Delete any lines, select the relevant posting line and then click either the Amend, Display or Delete buttons.

5. Click the OK button. You are presented with a form showing the details of the document. An error message will be issued if the controls and the document totals do not balance. If this occurs, you may alter the document by amending the header, the VAT analysis or the transactions, or you may abort the document.

6. Providing that the document totals balance you are offered the button options to Save or Cancel the document. Click the Save button to save the document. Click the Cancel button to abort the document. If the document count has not been reached, you will be presented with the header form for a new document. You should now be in a position to post the transactions

Account	Enter the Account Code if you know it. If you don't, click the Ellipsis button to activate a search facility which allows you to search for Cost Centre and Expense codes separately in order to make a valid account code. The names of the cost centre and expense code selected will be displayed after entry in order to verify that they are the account code you intend to post to in the Nominal Ledger.
Suffix	You may then 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.
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. If your priority level does not permit the entry of a narrative, the Customer Reference from the previous form is used. 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. For a foreign currency account, when you have chosen the conversion method as Entered amount you must also enter a value in your base currency for the transaction. For the other conversion methods Autoline supplies a value in your base currency.

Posting and ending a Batch

To post the transactions:

1. Providing that the document totals balance and the document count has been reached click the Save button.

2. Click the Post button.

3. You will now be asked 'Do You Want To Print The Daybook'. Select No or Yes and click the OK button.

When you click the Post button at the end of the last document you will be presented with the batch controls form. This displays the batch number and the batch controls which you entered when starting the batch.

If the batch controls, as distinct from the individual document controls, do not balance, Autoline will give warning messages.

Tip: The set-up of the system offers an important facility here, controlled through the system parameters. Users with a certain priority/access level can post batches on which the controls do not balance. Discuss the best way to employ this facility on your system with Support personnel. See also the Special privilege option.

Using Default Postings

Many of your customers will have standard orders and make standard purchases. It is wasteful to have to re-enter such sales on to the system every time they occur.

Default postings are postings where optionally the Nominal Ledger codes, the comments, VAT fields, and the amounts are pre-set for recurring sales transactions with a given customer.

If you select the Use default postings option, the system will automatically fill the transactions form with postings which have been pre-set in the Default postings option of the Miscellaneous menu. These postings can then be edited on the form, so that any necessary changes can be made .

To set up default postings, simply enter the Miscellaneous menu, choose the Default postings option and fill the fields as if for a normal posting to the account. These information fields are then available for use upon entering the Sales Ledger Account code in the create document form. The system can only hold one set of defaults per account.

Special Privilege

At completion of the batch, the batch controls entered may need to be overwritten because of some error. If your access/priority level is not high enough to do so, the system supervisor may temporarily increase the access level at the particular terminal.

This option can only be used if the number of the batch input terminal is known.