Sales Ledger Options

Records tab

Customer Code

Automatic customer code numbers

You can select to use automatic numbering for Customer Account Codes, and if so, to specify the 'starting number' to be used. Ticking the box displays a field where you can specify the Next account number and thereafter consecutive numbers are allocated automatically to new Customers.

Customer/ Prospect Name

Account name in capitals

Will force the Customer Account Name into capital letters. You can select whether or not to capitalise the Customer Name. This simply adds consistency in the appearance of the system, and can be useful to maintain standards when multiple users are inputting data.

Prospect Code

Automatic prospect code numbers

Ticking the box displays a field into which a ‘start’ number can be entered, thereafter it will automatically allocate the Next account number to new Prospects. You can also select whether to use the Same sequence as customers so that when a Prospect becomes a Customer, their number is similar.

Transactions Tab

Use Sales Ledger "Accrual"

Tick to enable the Accruals functionality:

Select the checkbox to Use Sales Ledger 'Accrual';
Use the Find button to locate the appropriate Nominal Code, or enter the code manually;
If required, select the checkbox to Use Schedule. Ticking this option allows you to manually set the dates (e.g. you want to accrue on the 2nd Tuesday of each month), whereas leaving the option unticked will accrue monthly from the date of invoice.

Sort Keys tab

When enabled in Security Profile Global options, you can apply restrictions on the use of Sort Keys and User Sorts. This tab enables you to define different levels of restrictions for individual Sort Keys. The restrictions can be applied to the Customer Record and/or Sales Transactions.

There are four restriction options available for the record Sort Key and each of the User Sort keys 1 to 3 for the Customer Record and for Sales Transactions:

Unrestricted - If selected, then the User may pick a Sort Key from the list, amend the list, insert free text entry into the field, re-order the list or delete any values in the list.
Disable Entry field - If selected, then the User is not allowed to insert free text entries into the field. The User can still select from the list, amend the list, re-order the list or delete any values from the list.
Select From List - If selected, then the User is only allowed to select a value from the list. They are not allowed to add new values to the existing list, insert free text entries, re-order or delete the values in the list.
Disable All Options - If selected, then the User is not allowed to change the values in the record Sort Key field or User Sort Key fields 1 to 3.

Due Dates tab

For more information, see Sales and Purchase Contra topics.

Use multiple Sales Ledger 'Due Dates'

This option enables the Multiple Due Dates functionality:

If required, select the checkbox Dates relative to 'Tax Point Date' in Sales Orders. If you leave this checkbox unchecked, the Due Dates are relative to the Order Date. If you tick the checkboxes, the Due Dates are relative to the Invoice (Tax Point) Date.
If required, select the Default to every option. You can 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 were to choose 1 months, and you were to calculate 5 Multiple Due Dates. The system would work out 5 instalments, each on the relative date chosen above.

Direct Debit tab

Collections

Only Collect Suggested Transactions

This forms a part of the approval process for DD Collections and controls whether only transactions suggested for collection should appear in the Collections List. The default setting is off.

Default minimum number of days that must elapse between initiating an instruction and making the first collection

Enter a number as appropriate, e.g. 14.

Default Direct Debit Type

Select either AUDDIS (Automated Direct Debit Instruction Service) or SEPA (Single Euro Payments Area). See the BACS website for more information.

BACS Formats

Format

Choose the BACS Formats that you use. Other formats can be added by selecting Import BACS Formats from the toolbar.