Purchase Ledger Transactions Intro
Transactions are the activity of the system and their entry is similar for all modules.
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.
Entering a transaction
A Sales Ledger invoice is used to illustrate transaction entry, other transactions are entered in a similar way.
Select the transaction Invoices. The Header window will be displayed over the Detail line entry window. The detail line entry window contains a grid in which the detail lines will be displayed when entered, together with totals for the transaction.
Enter the transaction header information and select the options that are to apply to this transaction.
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.
Press the Tab key to move from the Description field to the Detail line entry window.
Enter the first detail line of the invoice. When the detail line is complete, tabbing from the last field on the window will copy the line to the totals grid and clear the detail line entry line ready for you to enter the next line.
When you have entered all the detail lines, click the OK button. The invoice will be saved and posted or placed in the batch queue according to the transaction options you have selected.
The transaction can be abandoned at any time by clicking the Cancel button.
Transactions with VAT
For transactions that involve VAT:
The correct VAT will be calculated based on the value entered and the VAT rate selected.
If you change the Net, the VAT will be recalculated.
If you change the VAT value, the Gross will be re-calculated to be the sum of the Net and VAT.
However, once you have tabbed past the Detail field on a transaction, the VAT re-calculation when the Net is changed will not occur automatically.
This is correct and permits you to edit the Net and VAT values if this is necessary to make the system generated values match the transaction you are trying to enter.
This functionality is required because other systems may round VAT in a different way and means you will be able to enter transactions that match your source documents.
If you have tabbed past the Detail field, you will have to clear the detail line and re-enter it to re-instate the automatic VAT recalculation.
Print/ Post All
Use with care!
The Print/Post All button will process all Transactions that satisfy the selection criteria that you have entered, but you will not have the opportunity to review, select or change anything.