The process of entering an Invoice or Credit Note is virtually identical.

To simplify the recording of transactions, transaction entry windows throughout Access Accounts have the same basic structure.

Depending on whether the Working Periods feature is enabled and on your Security Profile permissions, it may be possible for you to continue to post financial changes, for month end procedures, even after the posting period has been advanced; in this situation the Period becomes a drop-down and you can select the appropriate period.

Each transaction consists of a Header to hold the information that applies to the whole transaction; one or more Detail lines holding the detail for the transaction and a set of transaction options to control the way in which the transaction is entered and processed.

Entry of an Account Code and pressing tab will display the first five lines of the Account address in a scrolling window. More account information can be displayed in this window by scrolling. Entry of the first few characters of an Account Code, and pressing tab, will display a window listing all Customers/Suppliers starting with those characters. From this list you can select the one that you want. Pressing tab without entering anything, or clicking on the search button will display the Customer/Supplier list window. You can enter a transaction for Customer that is 'On Stop'; you will be prompted to confirm the action.

Using Sub Ledgers enables you to summarise postings to the Nominal ledger. You do not have to use them, but if you select a Sub Ledger for any detail line on a transaction, all detail lines on that transaction will use that Sub ledger.

If the Account used is flagged as GB VAT or Non EU State, then the GB VAT Codes will be available.

This is shown instead of GB VAT if the Currency features are being used and the account selected is flagged as EU State. The default currency for this account is shown and the default Exchange Rate will be displayed. The EU State lookup opens the EC Info window (similar to the VAT window opened from the Customer or Supplier record window) where you can access the EU State Country defaults.

This button, alongside the currency, will display the Currency Rates window. If the Customer or Supplier can use any currency, the list will show all Exchange Rates otherwise the list will show just the Exchange Rates for the currency of the Customer or Supplier. The Currency Rates window allows you to locate and select the currency rate to be used in a transaction. The window will list the currency rates that have been entered in Rates Maintenance. The contents of the list will depend on the tax status of the Customer or Supplier account.

Displays a window which shows the standard Terms for the selected account.

On the Terms window is the option to mark the Invoice/Credit Notes as being Disputed. When flagged as being Disputed then when you save the Invoice/Credit Note, and when a Purchase Query Type has been saved, a Query Details dialog prompts you for the Query Type. The Query Type allows you to flag, and therefore group outstanding transactions for later analysis. You are able to amend the Notes which will leave an update date/time stamp. You can also close the dialog without selecting a Query Type, or you can cancel/remove the Disputed status on the Terms window.

This is only shown when enabled in System > Options > Purchase Ledger Options - Due Dates tab. This allows you to enter a Deposit amount, a Start Date, and the number of Payments.

You should enter the number that has been used on the Invoice. When creating Invoices or Credit Notes through the Purchase Ledger this number can be created for you automatically. See Automatic Transaction References in Purchase Ledger Options

This field is only visible when enabled in System > Option > Purchase Ledger Options > Transactions > Automatic Transaction references. For purchase transactions, this field enables you to record an internal reference as well as the invoice number provided by the Supplier.

This will be displayed if you have selected to send the transaction to the batch queue. See Batch Reference.

The system date is initially displayed, but you should enter the Tax Point Date from the Invoice. A message will warn you if the Date is more than 3 months old, or if it is in advance of your computer’s clock date. This message is to prevent you from making keyboard errors only.

Displays the current ledger period unless you have multi-period posting privileges in which case it will display the period that matches the transaction date if you are permitted to post to that period.

These fields will be displayed if you have selected the transaction option to Enter Due Date and Payment/Receipt Date. Both dates will be populated when you select the Customer or Supplier. The dates will be calculated from the transaction date and the due days and anticipated days entered in the Terms window on the Customer or Supplier record.

This field is displayed if you are using the Advanced Nominal Ledger to create your own Chart of Accounts. If you make a selection using the selection list then the corresponding Category fields on the Details window are automatically populated.

This is an optional field, but it can be helpful when tracking transactions; it appears as a memo to the whole Invoice/Credit Note on Sales Statements, Remittance Advice Notes, and Audit Lists.

When you tab from the Description field in the header window, the Detail line entry window is opened for the entry of the detail lines. You can return to the Header entry window by clicking on the Header icon in the toolbar of the Detail line entry window. When you have entered all the Detail lines click the OK button to save the transaction.

Any WFF associated with the transaction will automatically display as a popup window for initial entry. Existing WFF can then be edited by clicking on the Workflow Form button. If no WFF is associated with the transaction, the window will not display.

WFF can be attached to: