Amend Dates
The Transactions menu contains two Amend Dates options: Amend Customer Dates and Amend Supplier Dates.
These options enable you to change the Due Dates, Anticipated Receipt and Payment Dates and the Chase Status of outstanding Sales Ledger or Purchase Ledger transactions. The processes are the same for Customers and Suppliers.
Amend Dates Search Window
Clicking the Display icon on the search window will populate the Amend Dates window with transactions that match any criteria that you enter in the fields on the window.
You can enter search criteria to select transactions by Account Code or Name; Transaction entry date; Due Date and the date that payment is Anticipated.
You can also search for all transactions that have been allocated to a specific Credit Controller, or entered by a particular User, by entering a User Id.
Clicking the search icon alongside any field will display a list of codes or values from which you can select an item to populate the field.
When you have entered the criteria that is to be matched, click the Display icon to activate the search and populate the Amend Dates list window.
Searches can be saved using the Save Search feature and retrieved for use by clicking the Select Search icon.
Clicking the Clear icon will clear the fields on the search window.
The Search window can be re-opened from the Amend Dates window by clicking the Search icon.
Amend Dates List Window
Selecting Amend Dates, entering search criteria and clicking the icon will display the transactions that match the search criteria in the Amend Dates list window.
The select one and select all button will change the process status from NO to YES and vice versa. The process status can also be changed with a double click. Only the lines that are set to YES will be processed.
Click to display the Amend Dates Process Options window which will enable you to change the Due Dates and the Anticipated Receipt or Payment Dates and set or clear the status.
The list can be sorted by any of the columns by clicking on the column header:
All outstanding transactions that match the search criteria are displayed with their dates and values.
Accounts which are 'On Stop' or over their Credit Limit are displayed with an * (asterisk) character adjacent to the Account Code.
Transactions which are Part Processed are displayed with P alongside the outstanding value.
For transactions that have been partially allocated, the system always shows the value that is still outstanding.
Transactions shown with a ‘?’ by the outstanding value have been marked as ‘Do Not Chase’.
Further information for the currently selected transaction is displayed at the bottom of the list.
Updating the dates and chase status of a transaction
Locate the transactions that you wish to update and change the process status from NO to YES.
Selecting lines in the list and clicking the select button will switch the process status of the lines from NO to YES and vice versa. The select all button will switch the process status for all lines in the list. The process status can also be changed with a double click. Only the lines that are set to YES will be processed.
When you have selected the lines you wish to update, click OK to run the update process.
The Amend Dates Process Options window will be displayed.
Amend Dates Process Options
Displayed when you select OK on the Amend Dates window, the Process Options window enables you to change the Due Dates, Anticipated Receipt and Payment Dates and the Chase Status of the selected transactions.
Due Date:
Selecting Do not amend date will ensure the current due date on each transaction is maintained.
Selecting Set to fixed date will set the due date on each transaction to the date you enter in the field provided. If you enter a date earlier than the current due date of the transaction, the system will set the date to the system date.
Selecting Advance by will prompt you to enter the number of Days, Weeks or Months by which the date should be advanced. The current due date of the transaction will be adjusted by the value you enter.
Anticipated Date:
The same options are available for adjusting the Anticipated Receipt Date. You can leave it unchanged; set it to a fixed date or advance it by a number of days, weeks or months.
Chase Status:
You have the following options, one of which should be selected from the drop-down list:
Do not amend Chase Status - the status of the transactions will be left unchanged.
Set Do not Chase status - the selected transactions will be flagged as Do Not Chase so that they are not included in debt collection letters. Setting the Do not Chase status also sets the Query flag for the transaction. The Query flag can be removed (so that the transaction is only flagged as 'Do not chase') from the Chase Debtors window, the Aged Debtors transaction enquiry from the Customer record or via Bulk Receipts (dispute flag).
Clear Do not Chase status - the Do Not Chase flag will be cleared for the selected transactions.
OK When you have made your selection, click the OK icon to update the transactions. The Process Options window will close and you will be returned to the Amend Dates window.