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.

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

Each transaction consists of a) a Header, which contains information that applies to the whole transaction, b) one or more Detail lines holding the details of the transaction, c) a set of transaction options to control the way in which the transaction is entered and processed, and d) a Totals pane.

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.

If the Currency features are being used and the account selected is flagged as EU State the default currency for this account will be shown and the default Exchange Rate will be displayed. EU State VAT Codes will be available.

The Currency Rates window can be opened from the Currency search button associated with any currency rate field to enable 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.

EU State The list will show only rates for that country.

Non-EU State The list will show all currency rates stored in the system for all countries.

GB VAT (Home) records cannot be allocated a currency rate; they must always trade in the home currency unless flagged as Any Currency.

For Customers and Suppliers flagged as Any Currency, the list will show all exchange rates for all currencies.

This icon will open the EC Info window (similar to the VAT window opened from the Customer or Supplier record window).

The button adjacent to currency displays 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.

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 Sales Query Type has been saved, a Query Details for Invoice dialog prompts you for the Query Type. Untick Disputed cancel/remove the Disputed status.

If posting Invoices or Credit Notes through the Sales Ledger, this field should contain the unique number of the Transaction that you are posting.

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

Enter the Tax Point Date written on the Invoice. The system date will be displayed initially. 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. You must enter the Date that is on the Invoice.

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 optional, but if entered it will appear 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, the Detail line entry window is opened for the entry of the detail lines.

When you tab from the Description field in the header window, the Detail line entry window will be 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: