The Purchase Ledger Options window is displayed as a series of tab cards.

Automatic supplier code numbers

On ticking the checkbox, a numeric entry field is displayed where you should enter the Next account number and when a new Supplier is created, this number is assigned; if a Supplier record with this code previously exists, the next available number is used, e.g. if you enter Next account number as 1, and Suppliers 1 - 10 already exist, the system assigns 11 to the next Supplier.

If this field is left empty, the next Supplier is assigned code 0.

Account name in capitals

The Records Tab has the option to set the system to force Supplier Names into capital letters, even if they are entered in lower or mixed case. This simply adds consistency in the appearance of the system, and can be useful to maintain standards when multiple users are inputting data.

Automatic Transaction references

Ticking the checkbox reveals a numeric entry field where you should enter the Next reference. Additionally, you have the option to Show Reference instead of Audit on transaction reports. The Internal Reference can be seen on Enquiry windows and can be selected for reports printed from Enquiry windows.

Tick the checkbox to enable Accruals in Purchase Ledger. This enables the adjacent field, where you should enter or lookup the appropriate Nominal Code. Additionally, you can select to Use Schedule which allows you to manually set the dates (e.g. you want to accrue on the 2nd Tuesday of each month); unticked will accrue monthly from the date of invoice.

When you have Access Workspace unlocked, this allows you to perform a manual update of local Supplier bank details from Workspace. Again, only if Workspace is unlocked, this check occurs automatically when you download expenses and so it is recommended that you only select to use this option if you are advised of download validation errors, or if there is a delay in your workflow between downloading the expenses and making payment.

You will need Security permissions to use this function.

Tick the checkbox to prevent entry of a duplicate invoice number for the same supplier.

When enabled in Security Profile Global options, you can apply restrictions on the use of Sort Keys, User Sorts, and Preferred Payment Method. This tab enables you to define different levels of restrictions for individual Sort Keys. The restrictions can be applied individually for Supplier Records and/or Purchase Transactions.

There are four available restriction options:

Here, you can set the approval level (No Payment Approval, One Stage Approval, or Two Stage Approval) required for remittances. When you select an Approval level for Purchase Ledger remittances, you will have to use the Suggested Payments window to approve payments before cheques or BACS payments can be processed.

Here, you can choose whether or not to update the date of the Remittance Payment when creating the BACS Export file. If you choose to update the payment date then the "date on which payments will be credited" date will be updated to the payment date on selecting to update the BACS payments as exported. Otherwise, the payment date will remain unchanged.

Here, you can set a default location for the BACS Export file. Having done so, you can then specify on a user by user basis whether to use this location or the default set on the User Record.

With an ever-increasing number of BACS formats available, you can limit the list offered for selection to those which you actually use. Only the BACS formats selected here will appear in lists elsewhere in Accounts. It is also possible to import updates to the BACS format definitions by clicking Import BACS Formats on the toolbar.

De-select BACS Formats which you will not be using. Further information on the individual BACS Formats can be found in General Information/ Other features/ BACS.

Tick the checkbox to enable the Multiple Due Dates functionality and to open the adjacent fields.

Dates relative to 'Tax Point Date' in Purchase Orders

When ticked, the Due Dates are relative to the Invoice (Tax Point) date; unticked, the Due Dates are relative to the Order Date.

Default to every

You should enter a number, and then choose the period (Days, Weeks, Months, Use Schedule) from the menu. This option determines the period when calculating Multiple Due Dates in a Sales Invoice, e.g. if you choose 1 months and then calculate 5 Multiple Due Dates. The system calculates five instalments, each on the relative Tax Point Date.

For more information, see Sales and Purchase Contra.