Sales Ledger - Version 1.00 SALES LEDGER. Page-1

Transcription

1 SALES LEDGER Page-1

2 Document Version History Version 1.00 Description Draft Author Des Cullen Page-2

3 Table of Contents Introduction... 7 File Menu... 8 New... 8 Invoice... 8 Creating a New Customer... 9 Account Details Invoice Details Customer Site Policy Calendar Price List Discount Invoice Dates Invoice Detail Lines Rental Lines Hire Period Unit/ Total Panels Sale Lines Disposal Lines Editing and Deleting detail lines from the invoice Complete The Invoice Credit Note Recurring Invoices Overview Creating a new Recurring Invoice Keywords Payment Overview Entering Payment Details Selecting Payment Method And Cash Account Account Details Account Groups Allocations Payment / Allocation View Transaction Implications for Payments to multiple accounts;...28 Single Accounts Finish Lodgement Overview Till Floats Till Differences Transactions Tab Adjustments Tab Create a New Adjustment Making the Lodgement Customer Journal Entry Entry Details Panel Totals Panel New (Nominal Detail) New (Supplier Detail) New (Customer Detail) Page-3

4 Update Open Customer Account Type Account Status To Suspend an Account To Write Off An Account as a Bad Debt To a recover a Bad Debt account Credit Terms Tab Location Statement Type Order Number Required Vat Exemption Credit Days Credit Limit Credit Status Last Payment Details Tab Calender Policy Price List Discount Sales Rep Customer Category Fuel / Delivery Charges Invoice Consolidation Customer ID Credit Controller Contacts Tab New Contacts Editing Contacts Delete Contacts Pop Up Notes Tab Accounts Tab Aged Debt Analysis Panel Transactions Panel Selecting the Range of Transactions to View Notes Tab Turnover Analysis Tab Account Group Tab Right Click Options For Invoices Document View Invoices Print Invoices Invoices Query Create Query Edit Query Set Query Inactive Create View/ Query Modify Order Number View Details Right Click Options For Credits Allocation View/Print Allocation Page-4

5 0 Allocation Edit Allocation Reverse Allocation View Details Allocate Allocating cash against an outstanding payment on the account:...62 Search for Query Lodgement History View Menu Control Parameters Aged Debt Aged Debt Analysis Window Turnover Right click options Show Customer Breakdown Plant Breakdown Show Product Breakdown Transaction Enquiry Vat Summary Cash Invoice Exceptions Transaction Analysis Summary Tab Invoices Tab Credit Notes Tab Reports Menu Statement Run Customer Selection Panel Filters Panel Print Statement and Document Run Audit Trail Allocations Control Account Turnover Period Cash Collection Totals Paid Invoices Non List Price Report Procedures Menu Calculate Invoices Period End Write-Off Small Balances Complete Invoice Processing Complete Credit Notes Recurring Invoices Tables Menu Currencies Creating and Editing a Currency Deleting a currency Vat Creating, Editing and Deleting VAT Transaction Types Creating a New Transaction Type Editing and Deleting a Transaction Type Customer Lists Page-5

6 Creating a New Customer List Editing and Deleting a Customer List Credit Note Reasons Creating a New Credit Note Reason Editing and Deleting Reasons Suspend Reasons Creating a New Suspend Reason Editing and Deleting Reasons Price Lists Editing and Deleting Price Lists To create a new item on a price list Plant Items Product Items To create a new Price List Creating a price list from scratch Creating a new price list based on an existing list Adding Items Editing and Deleting Items Discount Structures Creating a New Discount Structure Creating a discount structure from scratch Create a discount structure based on an existing structure Product New Product Analysis Tab Product Types Tab Pricing Information Tab General Tab Suppliers Tab Bin Locations Tab Serials Tab Parts Tab Accessories Tab Editing and Deleting Line Details Stock Value Tab Open Product Page-6

7 Introduction Welcome to the JPoint Software Sale Ledger. At this point, we assume that you have read the operators overview guide. You will be familiar with the common elements within the system and be familiar with the search functions. The sales ledger menu is organized as are the other modules. The transactions are available under the File menu and so on. The File menu is divided into New and Open. New transactions: Invoices, Credit Notes and Payments etc can be created. The customer enquiry is available under the Open menu. We have brought together all actions required over the life-cycle of a customer in the customer enquiry tool. Regular procedures are grouped under the Procedures menu. A number of enquiries are available under the View menu while the Reports menu has a number of standard reports. Take a moment to review the structure of the menu to familiarize yourself with where all the options are. Where possible we have designed the system to provide access to the same tool a number of different times. In the sales ledger, there are two elements of note. The invoice and credit note options operate the same way. Also you can allocate credits while you are entering the payment or from within the customer enquiry. The allocation process has been enhanced to accommodate the occasions where a cheque is received from a member of an account group. When the payment needs to be allocated over a number of accounts, the allocation process brings the combined aging together and can also merge the transactions from all group accounts. The customer enquiry provides access to a number of options: reverse or edit the allocation. This provides great flexibility when an allocation needs to be corrected. The transaction enquiry tool provides a variety of options to enquire on sales ledger transactions. This tool can be accessed from within the customer enquiry to find a specific transaction on the account. The system allows for ledger editing. If this option is turned on, and the operator has the authority then options to edit or delete ledger transactions are provided within the customer enquiry. Transactions can be edited if they are in the current month, are not allocated and if the transaction is a payment it must not be lodged to the bank. When editing the system provides that any of the values can be changed including the customer. When the customer is changed the transaction is switched from the original customer account to the new one. Page-7

8 File Menu New Invoice Select File, New Invoice in Sales Ledger Menu. If this is a Hire Invoice enter the Contract Number and Manual Reference. The Sales Person will default to the logged in user. You may select another sales person from the drop down combo. The depot will also default to the current logged in depot as defined by your profile. You may select a different depot. Select the Customer by entering the customer code or enter part of the customer name to search. You can also press the search button to bring up the search screen. See the General Manual for using Search screens. Creating a New Customer To create a new customer click the New Icon All customer accounts have a three character prefix followed by a four digit number that uniquely defines them within that prefix. You may enter the prefix and press the Generate button to allocate the next number in the sequence. Page-8

9 The system will allocate an account code to the customer. You may change this if you wish. Enter the name and address Press Save to save the new customer. The system will display the contact details dialog will allow you to create customer contacts. You should press the New button to create at least an Account Contact for this customer. Page-9

10 Account Details If you press the Details button you will be prompted firstly to enter contact details and then the system will take you to the full account file maintenance so that you may set up other details about the customers account as outlined under file, open, customer in this manual. At this stage you should have selected the customer for whom you are generating the invoice. Invoice Details Customer Site If you are generating a Hire Invoice then you may want to specify the site that the equipment is being hired to. You may select an already existing site from the drop down combo or else press the New button to create a new site. Enter the site name. Select a charge out calendar for this site. Note the distance to the site for delivery purposes. Policy Select the charge out policy from the drop down combo. Calendar Select the Hire Calendar from the drop down combo. The calendar determines how time is calculated on a Hire Invoice. You will be prompted with the calendar that has been set up for the customer that you have selected. Selecting a different calendar here will change it only for the purpose of this invoice. Page-10

11 Price List If the items on this invoice are based on a special price list which has been agreed with the customer then select the price list from the names in the drop down combo. If A new price list has been agreed with the customer then you must first enter the price list details under tables, price lists. Discount Select the agreed discount structure. Again if a new discount structure has been agreed then you must enter the discount structure details under tables, discount structure. Invoice Dates The From and To dates are used if you are creating a Hire Invoice. The Date is the date of the Invoice itself; Invoice Detail Lines You are now ready to enter the detail lines on the Sales Invoice. Rental Lines Press the New button and select Rental to get the Rental Detail Editor Page-11 Select the Asset register. Enter any part of the plant description to search for a plant item or just enter the full plant code if you know it already.

12 A list of plant items matching the search criteria will be displayed; Double click on the line with the required item to select it. The Rental Detail editor will now be populated with the rates which apply to the selected item. Hire Period The system should display the current date and time as the From date. You may change this if required. When you enter the to date and time the system will calculate the hire period and will display the duration. Note that the charge period will automatically change to Weekly if the number of days goes above a week. Unit/ Total Panels The bottom panels of the Rental Detail Editor allow you to apply discounts, change the VAT rate and adjust the selling price of the item. As you adjust the details the total detail line price including and excluding VAT are recalculated and displayed on the screen. Press OK to and the detail line will be saved and added to the Sales Invoice. Page-12

13 Sale Lines Press the New button and select Sale to get the Sales Detail Editor Enter the product code or any part of the description of the item to search for it. The system will retrieve the product description and will display the pricing details. Specify the quantity sold Use the Unit and Total panels to specify the selling price inclusive or exclusive of VAT, as for rental lines. Press the OK button to add the detail line to the invoice. Disposal Lines Press the New button and select Disposal to enter a disposal line. Press the OK button to add the detail line to the invoice. Page-13 Enter the plant code or any part of the description to search for the item. Specify the quantity. Use the Unit and Total panels to specify the selling price inclusive or exclusive of VAT, as for rental lines.

14 Editing and Deleting detail lines from the invoice As you are adding lines to the invoice the details are being added to the invoice detail table; You may at any time select a line and press the Edit or Detail buttons to the right. Complete The Invoice Press the Next button Select the invoice status, using the drop down combo in the date panel. You may enter an external note which will be saved with the invoice in the external note panel below. Press the Finished button to complete the invoice. Page-14

15 The invoice is now saved and you are offered the option to print; The invoice form is now cleared and you may enter another invoice. Credit Note Select File, New Credit Note from Sales Ledger Menu. This should look very familiar if you have seen the invoice data entry process since it behaves in exactly the same way. Refer to the section on Invoices for more details. Page-15

16 Recurring Invoices Overview Recurring Invoices are invoice which are set up for a fixed amount and sent out on a monthly or number of months basis to a specific customer. Select File, New, Recurring Invoice from the Sales Ledger Menu. A list of any recurring invoices within the system appears on screen. If any invoice is past its due date for calculation this will be highlighted in the Overdue column To view additional details of a recurring invoice, highlight the row and double click. Creating a new Recurring Invoice Click the new button to the right of the list of recurring invoices. Select the Customer by entering the customer code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. Page-16

17 Provide a description of the invoice in the space provided at the top right corner of the window. This will appear in the list of recurring invoices and will allow you to identify it. Specify the interval period, in months, between payments in the space provided and the next date on which the payment must be made. The next date of payment will automatically update itself once the invoice has been established within the system. Next click the new button to the bottom right of the Recurring Invoice Editor Panel, to create the details of the actual invoice. Select the item to be invoiced by entering the item code or enter part or part there of to search. You can also press the search button to bring up the search screen. Select the appropriate item and click OK. Page-17

18 You will be prompted with the standard price that has been set up for the product that you selected. Next select the rate of VAT below using the drop down combo. The system will automatically calculate the VAT on the specified unit price and calculate the total price. Keywords You may change the description that will appear of the detail line of the invoice and you can also enter special keywords which will cause dates to be printed on the invoice. If you use <DOCDATE> the system will replace this with the Invoice Date. If you use <DOCENDDATE> the system will replace this with the end date for the period being calculated. You may also use the 'add' functionality to add or subtract days from the date in question. <DOCDATE add=1> will print the Invoice Date plus one day. <DOCDATE add=-3> will print the Invoice Date less 3 days. This functionality is useful for generating invoices where the chargeable period is different from when you want to generate the invoice. Click OK. The new invoice now appears in the specified customer's list of recurring invoices. Select OK again to return to the main window. In order to edit an existing invoice click the edit button to the bottom right of the Recurring Invoice Editor Panel. This summons the details of the invoice on screen, edit the necessary details of the invoice and select OK. To delete an established recurring invoice, select the delete option. To process the recurring invoices select the calculate button at the bottom of the panel. A dialog will appear asking how many copies of each do you want printed. Key in the required amount. Select OK. Another dialog should appear when the procedure is completed, stating how many invoices were successfully processed. Page-18

19 Payment Overview The customer payments process maintains a list of the payments entered on the lefthand side. The intention here is to allow the operator to enter a batch of cheques and to see which cheques have been entered by keeping the list visible. The remainder of the form is divided into two sections: the top section manages the information relating directly to the payment. The lower section shows both the aging and the ledger transactions. The lower sections will behave differently depending on whether the payment is being recorded against a simple account or an account group. When the payment is against an account group the aging expands to allow a row for each member of the group and a row for the group total. The transactions visible in the transactions table are controlled by the active cell in the aging table. In a simple aging table, clicking on a cell will present the transactions that are in that period. In the account group situation, the transactions displayed depend on the line and column selected. Clicking on any line will show the transactions for that customer for that period in the table below. Clicking on the total line will merge the transactions from all accounts for that period into the table. By clicking on the total column and the total line will merge all the outstanding transactions for each of the accounts into the table below. Clicking the Allocate button will expand the transactions table to the full height. When this happens the Allocate button is replaced with a Payment button. Clicking on the Payment button will reduce the transactions table and reshow the payment and aging information. The transactions table can be sorted by clicking on the column headings. This allows you to sort the transactions in the same order as the customer s remittance. Auto Allocation We can auto-allocate in the aging table. When you click on a cell in the aging table, the corresponding transactions are loaded into the transaction table. You can right click on the aging table and get a pop-up menu which allows you to allocate the credits against the debits in the selected period. There is an additional menu option to allow you to reverse the allocation if you require. We can auto-allocate in the transaction table also. By highlighting a transaction or group of transactions and right-clicking on the mouse you get a small pop-up menu with two options: Auto Allocate and Reverse. The auto-allocate option will put the value in the outstanding column into the allocation column. If the transaction is a debit then it will not set the allocation cell to more than the amount remaining. If the highlighted transaction is a credit then it will take the full amount and increment the amount remaining. Page-19

20 Select File, New Payment from the Sales Ledger Menu. Select the Depot that the account belongs to. Select the Customer Account by direct entry of the account code or by entering any part of the customer name, address or customer contact phone number to initiate a search. Entering Payment Details Enter the payment amount in the text box. In this case we have entered Enter a reference for the payment in the Reference Text Box. This reference will appear on the customers statement and on the ledger detail. The Selecting Payment Method And Cash Account. The method of payment is selected by using the drop-down combo in the text combo box and highlighting and clicking either Cash/ Cheque or Smart Card. Enter the Cash Account into which the payment will be recorded by using the drop-down combo and highlighting and clicking the Cash Account required. The system will default to the cash account that is set up in your profile. Account Details The way that the account details are displayed is different depending on whether the account selected is part of a group or is a single account; Page-20

21 Account Groups If the account that you have entered is part of an account group then you will see the summary of the aged debt for all accounts in the group; You may click on any cell in the table to view (and then allocate) the payment against the outstanding transactions that make up the amount in that cell. If you click on the total cell for any of the accounts you will see all of the outstanding transactions for that account. Clicking on the total line will give you the data for all accounts. Allocations Note that the amount remaining to allocate is always displayed at the bottom right hand corner of the screen. You may directly enter the amount to allocate by clicking on the cell in the allocation column and entering the amount. You will not be able to enter an amount greater than the amount outstanding on the transaction. You may also highlight a transaction and right click to allocate the full amount of the transaction. This also applies to multiple transactions when you multi select rows on the table. You may also reverse allocations in the same way by right clicking and selecting the Reverse Allocation option. Page-21

22 Payment / Allocation View. If you look at the allocation window above you will see that the button (after Next Payment) on the bottom of the screen says 'Payment'. Pressing this button will take you out of Allocation view and into Payment view; The same button now changes to 'Allocate' which will allow you to return to the allocations screen. Press the Next Payment button to advance to the next customers payment. Note that the previous payments made are recorded on the list on the left hand side of the screen. Transaction Implications for Payments to multiple accounts; The capabilities within the sales ledger for making payments against grouped accounts are very powerful but transactions are created 'behind the scenes' that warrant some explanation; If I enter a payment from to an account that is part of a group of accounts it is obviously important that the payment is regarded as having come from that particular account but during the allocation process the payment may be allocated against other accounts in the same group. This is obviously an account transfer and must be recorded as such. This is what the software does automatically for you. An example: You enter a payment of 2, from account CA 0005 (Casemount Holdings) which is part of a group. This accounts does nor have any outstanding transactions so you allocate the payment against an outstanding invoice on another account (CA 0004 Casemount Properties) which is part of the same group. The effect on the account into which the payment is made is as follows; Page-22

23 You can see the payment coming in but also there is a Debit Adjustment which posts the amount out of the account. The account which ultimately received the benefit of the payment looks as follows; You can see that the invoice (94315) has had 2, allocated against it and you can also see the other side of the account transfer referred to above in the form of a Credit Adjustment for 2, In this way you can see that you have the flexibility to allocate payments across accounts within the same group and let the software do the account transfers in behind the scenes. Single Accounts. The main difference with single accounts is that all of the 'action' happens on one screen; You see the account aging in the upper panel and the transactions in the lower panel. The software behaves the same way in that the allocations list gets populated depending on what cell you click in the aging. Page-23

24 Finish Press the Finish button to finish the payment batch and update all of the details. Note that until you have pressed the Finish button the details are not updated on the system. It is therefore in your interests to keep the batches as small as possible. Lodgement Overview All payments are channeled to the bank through the cash management process. Cash account balances are initially increased by the receipts process and this lodgment process will reduce the cash and increase the bank. The lodgment process is used in the back office to co-ordinate bank lodgements. In addition, the lodgements process is used by counter operators to reconcile the till. These cash accounts essentially operate as virtual tills. Remember that the profile for a user defines what cash account he is associated with and therefore where all cash receipts for that user will be recorded. You may have more than one person at a counter all of whom may be associated with the same cash account. Till Floats When reconciling a till, we need to take care of the float. Floats fall into two categories: fixed and non-fixed. A fixed float is a situation where the exact amount of the float is the same from one day the next. Non-fixed floats will differ from one day to the next. A float being put into the till is a positive adjustment and the float being removed from the till is a negative adjustment. When the float is fixed, the adjustments cancel one another out. When starting a till for the day, the float is entered. At this point the value at the bottom of this window should match the total in the till. In fact as the day progresses, it should be possible to spot check and know that the cash in the till matches the total. When reconciling the till, the float must firstly be removed. When this negative adjustment is entered, the figure in the total box should match the amount of the lodgment. Till Differences Regularly, the actual cash counted will not match the figure on the total box. This could be resolved by analyzing the transactions to establish if an incorrect amount was entered. However, when there is a genuine over or short an adjustment will need to be entered. At implementation, an account will be setup to handle these till differences. An adjustment will have to be entered to match the actual lodgment with the total figure on the screen. The system will default to the cash account in your profile. You may select a different account by using the drop-down combo and highlighting and clicking the Cash Account required. You may also filter transactions by the method of payment. Page-24

25 The bottom of the screen displays the summary for the cash account; The sum of transactions, adjustments and customer adjustments should total to the amount that you intend to lodge. Select File, New, Lodgement from the Sales Ledger Menu. Select the Cash Account and Payment Method by using the drop down combos. Transactions Tab. Page-25

26 This tab shows all of the unposted transactions for the selected cash account. You may exclude transactions from the Lodgment by clicking the exclude box for required detail lines in the table. This will adjust the summary totals at the bottom of the screen. Adjustments Tab. This table displays any unposted adjustments to the cash account. The most obvious if these might be the entry of float details. Again they may be excluded from the Lodgment if necessary. Create a New Adjustment Press the New button when the Adjustment tab is active. Enter the Nominal account code which will take the other side of the transaction (One side will be the cash account that you selected at the top of the screen). You may press the search button to find the nominal. The nominal account description will appear in the text box below the code. Enter the description of the Adjustment. Enter the amount. Remember that positive amounts are coming into the till and negative amounts are coming out of the till. When you have entered the above details select OK. The details entered will now be listed in the adjustments tab. Page-26

27 Making the Lodgement. When you are happy that the balance on the bottom right hand corner of the screen is the amount that you will be lodging you may proceed as follows; Select the bank account that the Lodgement will be deposited to. When you select a bank account the Lodge button becomes active. Making a lodgement will create a batch in the Nominal Ledger which will move the amounts lodged from the cash account to the bank account. The system prepares the lodgement report an gives you the option to Preview, Print, or Create CSV. Select whichever option is appropriate and then click Finish Page-27

28 Customer Select File, New, Customer from the Sales Ledger Menu. To create a new customer click the New Icon All customer accounts have a three character prefix followed by a four digit number that uniquely defines them within that prefix. You may enter the prefix and press the Generate button to allocate the next number in the sequence. The system will allocate an account code to the customer. You may change this if you wish. Enter the name and address Press Save to save the new customer. The system will display the contact details dialog will allow you to create customer contacts. You should press the New button to create at least an Account Contact for this customer, see file, new, invoices, creating a new customer. Use the File, Open Customer option to edit non default details about the customer. Note: See File, Open, Customer for more details on customer accounts. Page-28

29 Journal Entry. Select File, New, Journal from the Sales Ledger menu. Use journals when you want to make adjustments between any combination of customer, supplier and nominal accounts. Please refer to your accountant before making adjustments in this way. Entry Details Panel Select the source from the Source Combo. The Source is a general classification for nominal transactions. There are a number of predefined sources but you may create your own in the Nominal Ledger. Select the Period and date that the Nominal Ledger transaction will be recorded in. Totals Panel The totals panel on the top right will show you a running total of the debits and credits in the journal and will also show you the net difference. Debits are recorded as positives and credits as negatives so the sum of any batch must be zero for the batch to balance. If your difference is negative then you have entered more credits than debits. Page-29

30 New (Nominal Detail). Press New to the right of the Nominal Details panel. You will then get a pop-up menu from which you select Nominal Detail. Select the nominal ledger account code that the journal entry is to be posted to. Select the cost center (only available if the selected Nominal Account is a trading account.) Enter a positive transaction amount. Click whether the amount is debit or credit. Enter the reference that you want to appear on the Nominal Ledger transaction. Enter the description and date. Press OK to accept the transaction and add to the list of Journal Details. New (Supplier Detail). Press New to the right of the Nominal Details panel. You will then get a pop-up menu from which you select Supplier Detail. Select the Supplier Account that the journal entry is to be posted to. Enter the amount of the journal detail. Enter the reference Specify the date of the transaction. Press OK to accept the transaction and add to the list of Journal Details. Page-30

31 New (Customer Detail). Press New to the right of the Nominal Details panel. You will then get a pop-up menu from which you select Customer Detail. Select the Depot and Customer account code that the journal entry is to be posted to. The customer's name and address will be displayed in the text boxes below the customer account code. Enter the positive amount of the transaction. Select whether the amount is a debit or a credit (a debit will increase your customers balance, a credit will reduce it). Enter the transaction reference. Select the transaction date. Press OK to accept the transaction and add to the list of Journal Details. In order to edit an existing detail click the edit button. This summons the details on screen, edit the necessary details and select OK. To delete an established detail select the delete option. Update The Update button at the bottom of the main journal entry window will become activated when the difference in the Totals panel equals zero and the debits and credits balance out. Select the Update button to post the journal entries to the relevant accounts. Page-31

32 Open Customer Select File, Open, Customer from the Sales Ledger Menu. Select the Customers depot from the drop down combo. Select the Customer by entering the account code or enter part of the customer name to search. You can also press the search button to bring up the search screen. Highlight the customer that you wish to select and click OK or just double click on the line to select the customer. Page-32

33 The system now displays the customer details for you to inquire / modify. Account Type Select either Cash or Account. A cash account will require cash payment at the counter where as the latter will be billed directly to their account and the customer will have credit status. It is possible to change the account type, however a dialog will appear requesting your user name and password for authorization. Account Status. Tick the appropriate Account status. A customers account status can be Normal, Suspended or Bad Debt. When altering the account status of a customer a dialog will appear requesting your user name and password for authorization. To Suspend an Account Click the Suspended radio button. You will now see a window to enter the reason why the account was suspended. Key in your user name and password as requested. Page-33

34 Enter the text to be associated with this account suspension. The text that you enter here will be displayed on the screen whenever any counter operator tries to create a contract for the customer in question. If an account has been suspended, an information box will be displayed whenever that account is viewed drawing the operators attention to this detail. To proceed simply click the OK button. If the account is suspended a new suspended tab will appear on the main customer inquiry window in the top right hand corner, adjacent to the credit terms tab. When an operator selects this tab it will display the reason for the suspension of the account that you entered when suspending the account as well as any further additional notes made. It is possible to make further notes and edit this tab by selecting the edit icon to the right of the tab. A suspended account can be reverted back to a normal account by simply ticking the normal option and keying in your user name and number as requested. The suspended tab will then no longer appear on the account. To Write Off An Account as a Bad Debt To suspend an account is a reasonably simple process and does not have any accounting implications but if you decide to write off an account as a bad debt this is a different matter. The system creates a nominal batch to post to bad debts written off and there are VAT implications as well. You should probably let whoever is dealing with the Nominal Ledger know about what you are doing. Page-34

35 Once again your user name and operator number will be requested. Should you wish to write off an account as a Bad Dept, tick Bad Dept, enter your operator number as requested and a window asking you to confirm will appear on your screen. Click 'Yes' to continue with the write off or click 'No' to abort. Similar to a suspended account an information box stating that 'This customer is a Bad Debt' will now appear whenever the customer account in question is viewed. Simply click OK to continue. If this account had also been previously suspended then an additional information box will appear stating so. Once again click OK to proceed. To a recover a Bad Debt account It is possible to recover an account classified as a Bad Debt. Should you wish to recover a Bad Debt account, tick the new desired account status, either normal or suspended. Key in your user name and operator number as requested. A transaction against the bad debt is created and a dialog will then appear requesting a reference number for the payment of the total outstanding amount in the account. Once these details have been entered and accepted the account will revert back to the new account type selected and continue to operate as before the bad debt. The outstanding amount should now equal zero. Page-35

36 Credit Terms Tab Select the Credit Terms tab. Location To define the Location use the drop-down combo as before. Statement Type A customers account may produce statements in either Open Item or Balance Forward format. Open Item statements show all outstanding transactions plus all transactions in the current period whereas Balance Forward statements just show the opening balance at the beginning of the period along with all transactions in the period. The decision as to whether to make an account Open Item or Balance forward is often down to the customer payment habits; if the customer always gives you a 'payment on account' then there is no point in going to the trouble of trying to allocate the payment against individual invoices so he may as well be a Balance Forward account. The level of detail provided by Open Item is obviously a preferable option. Select the type of Statement use the drop-down combo. Order Number Required If the customer has a purchase ordering system they may insist that all invoices should have an order number on them before they will be passed for payment. The best way to establish this is to make the people who create the transactions at the hire counter enter an order number. Tick 'Order Number Required' if you wish to implement this restriction. Page-36

37 Vat Exemption. If a customer is exempt from VAT they will have been allocated a VAT exemption number by the tax authorities. If there is a Vat Exemption, tick the box and enter the Exemption Number. Enter the Vat Code by using the drop-down combo. Credit Days This selects the number of days for which credit will be allowed to lapse. Select 30, 60, 90 or 120 from the drop down combo. Credit Limit Enter the credit limit amount. The system will prevent transactions being generated at the counter if the credit limit has been exceeded. Credit Status Enter the Credit Status by using the drop-down combo. Last Payment The last payment date and amount are recorded on an on-going basis by the system and are displayed here. They cannot be edited. Details Tab Select the Details tab. Page-37

38 Calender Select the calendar to use for hire calculations from the drop down combo. Policy There are various charge out policies defined on the system. New accounts are by default associated with the 'NORMAL' policy. You may select the required policy from the combo. Price List If you wish to associate this customer with a special price list then select the price list from this combo. The system will default to the 'STANDARD' price list. Discount If a special discount structure applies to a customer then select it here otherwise leave it blank. Sales Rep You may associate a customer with a specific sales representative for sales analysis purposes. This functionality is currently not available on your system. Customer Category. Enter the one character customer category that is used as a filter in Aged Debt Analysis. Fuel / Delivery Charges You have the option to define whether or not customers are to be charged for fuel or delivery. Tick if the customer is to be charged for fuel or/and delivery Invoice Consolidation Some versions of the software have the capability to consolidate invoices by Customer, Site or Contract. Your system currently operates on a No Consolidation basis. Customer ID This is a free format field into which you can save some form of customer ID such as Driving License number. Page-38

39 Credit Controller Some of the reports on the system allow you to filter by credit controller. You may associate an operator who is a credit controller with an account so that he/she can quickly access the accounts that have been assigned to them. Select the Credit Controller using the drop-down combo. This combo shows all operators on the system. There is no distinction between normal operators and credit controllers. Contacts Tab Select the Contacts tab. This tab contains a list of all of the contacts that have been associated with a customer. You should at least have one contact of type 'Account'. New Contacts To enter a New Contact click New. Enter the customers Name, ,Phone and Fax numbers. Tick Type Accounts, Plant or Other. Click Save to save the contact details. Page-39

40 Editing Contacts Identify the Contact to be edited, highlight and then click Edit or double click. The Contact for editing will now appear on the screen. Edit as necessary and click Save to store the data. Delete Contacts Identify the Contact to be deleted. Highlight and click Delete. You will be asked to confirm deletion of this Contact. Click OK to proceed. Pop Up Notes Tab To write a note select the Pop Up Note Tab. Enter your note in the space provided. This detail will not appear elsewhere within the system. Accounts Tab In the Accounts panel the Aged Dept Analysis and the Transactions are shown in two separate panels. Page-40

41 If the cursor is placed on the dotted area between these panels you can scroll down to enlarge the Accounts panel. Aged Debt Analysis Panel The Aged Debt Analysis Panel breaks down the customer's debt according to intervals of time specified in the top row of the table. These time periods are not cumulative. The current column applies to the time interval up to 30 days previously. The 60 days column applies to the days time interval and so forth. If you highlight any cell in the aged debt analysis table the transaction details for that account and specified time interval will appear in the transactions panel below. Transactions Panel The Transactions panel is initially populated with all of the transactions for the account that you have selected and is ordered in ascending date. These are the figures that make up the total column in the Aged Debt Analysis table. You may use the scroll bar to the right of the table to navigate through the transactions. Selecting the Range of Transactions to View The contents of the Transactions panel is closely related to the Aged Debt Analysis in the Accounts Tab just above it. If you click in any cell of the aged debt the Transactions panel will display all of the outstanding transactions in that period only. For example; if you wanted to see all transactions that make up the unallocated cash total then click on Page-41

42 the unallocated cell in the aged debt, the Transactions panel will be populated with all credits that have amounts yet to be allocated. Similarly if you click on the 90 days column the Transactions panel will be populated with all debits that have amounts outstanding in the 90 to 120 days range. In this way you can look at smaller groups of transactions rather than retrieving all transactions for an account and navigating through them. Where account groups are involved you have the added feature of being able to look at transactions across all accounts in the group. The Aged Debt Analysis in the Accounts Tab will have a line for each account in the group. (Click and drag the dotted handle below the aged debt to see the full list of accounts and the account group total). Now when you click on a cell in the total line you will see all of the transactions that correspond to the aging and the table will be expanded to show you the account that each transaction belongs to. For example clicking the Total column for Unallocated will show you the transactions that make up the unallocated cash for all accounts within the group. Notes Tab This tab displays details of any general notes that you may have on file about this customer. This data is not displayed or printed anywhere else on the system. Turnover Analysis Tab This tab provides a break down of transactions for a selected period of time. Select the required period of time from the drop down combo. The Turnover figures for that interval of time will then appear on screen. Page-42

43 Highlight any row, right click and select 'Show Product Breakdown' to obtain additional information about the product. You have the option to print this file, it in PDF format or save it. To exit this window without making any changes click cancel. Account Group Tab The system provides the capability to group accounts together in account groups. If you are doing business with various customers who are all part of the same group of companies you would be advised to add them to an account group so that you can see the total indebtedness of the group at the same time. The details of the master account, under which the group members operate, appear in the top half of the account group window. Page-43

44 To add a new group member to the Account Group click Create New Group and then click the New button. The system now takes you to the customer search screen so that you can search for the accounts to add to the group. Select the Customer by entering the account code or enter part of the customer name to the search bar and select the search icon. You can also press the search button to bring up the search screen. Highlight the required account and click OK or double click. The selected account will then appear as part of the account group in the main window. To Delete a group Member highlight the account and then click Delete. You may change the order of the transactions by clicking on the column heading to sort by that column. Clicking a second time will reverse the sort order. Right Click Options For Invoices If you highlight an invoice and right click you have the following options; Page-44

45 Document View Invoices Print Invoices Invoices View Invoices The system will display the invoice on screen and you then have further options to print and save in various formats. Print Invoices The system will display the standard windows printer dialog to allow you to select the printer to print the invoice to. Page-45

46 Invoices You may an Invoice to your customer. The system will firstly generate a pdf (Adobe Acrobat) version of the invoice in the spooler directory on your local PC and will attach the invoice to the and allow you to enter the subject and body text of the before sending. If there is an accounts contact set up for the account in question which has a valid address then the To: box will be populated with this address otherwise you may type in whatever address you wish. Note that any s sent in this way have no association with any other application that you may use. The s will NOT for example appear in your sent items in Outlook. Page-46

47 Query Create Query If there are no existing queries on a transaction then the only option under the Query menu will be Create Query. Select. An edit note window will appear on screen. Type in the text associated with the query in question and select OK. Each Note will be tagged and displayed with the name of the operator who created the note along with the date that it was created on. A small stop icon should now appear in the far left column of the transactions panel indicating that there is an active query in relation to this particular invoice. Edit Query If a query already exists for an account then the Edit Query option is available on the query menu. This summons the existing query attached to the invoice. Click the new button to create an additional query or edit the original in the same way as you did when they were created. Set Query Inactive If you highlight and right click an invoice with an active query attached to it the option should exist to deactivate the query in question. This will have the effect of changing the icon on the transaction from Stop to Query History. Create View/ Query Queries that have been made inactive may be reactivated by this option. Modify Order Number The option exists to modify the order number of the invoice in question. Click Modify Order Number from the right click menu and key the new order number into the input Page-47

48 window that is summoned. View Details You may view further details about any transaction by selecting this option. A window displaying additional information about the invoice will arrive on screen similar to that outlined below. Right Click Options For Credits If you highlight a credit and right click you have the following options; Allocation View/Print Allocation Allocation Edit Allocation Reverse Allocation View/Print Allocation Allows you to view the allocation on screen and print, similar to invoices. Allocation This allows you to send a copy of a payment allocation to a customer. Edit Allocation The edit allocation menu option allows you to edit an existing allocation. It will Page-48

49 retrieve the values previously allocated and show them in the allocation column. The amount remaining will be zero and you will be able to either add or remove details from the allocation by adjusting the allocation column. Reverse Allocation Reverses the effect of a payment allocation so that you can do it again. View Details You may view further details about any transaction by selecting this option. Allocate In order to allocate cash against any outstanding payment you must first check if there is a valid amount in the UnAllocated cell in the Aged-Debt analysis window. If the number here is zero there is no cash available in this account for allocation. If there is a quantity of cash that has as of yet been unallocated you can then allocate up to and including the amount indicated against outstanding payments on the account. Allocating cash against an outstanding payment on the account: Select the UnAllocated cell in the Aged Debt analysis window to summon the list of credit notes and cash available for allocation from this account. Click the allocate button to allocate cash on the account. The transactions panel will now go into allocation mode and an additional column will appear in the panel for allocation. Highlight the credit note you wish to allocate against an outstanding payment. Click the relevant cell in the allocations column and key in the amount of the credit note you wish to allocate and press enter. This amount should now appear in the 'Remaining' box at the bottom right of the screen which indicates the amount to be allocated. Next, click on an aged debt cell to select the range of transactions that you wish to deal with in the transactions panel. Page-49

50 Highlight a payment. Click in the allocation column and enter the amount that you wish to allocate against this payment. You can enter either the full amount to be payed or part there of. The value of cash ' remaining' is then reduced by the amount you have entered. You can continue to allocate cash against outstanding payments in this manner so long as you have a positive amount in 'remaining'. Before you have pressed the OK button it is possible to reverse an allocation. This option will be available to you when you right click the payment to be rectified. When the amount remaining is zero you may finish the allocation by clicking the OK button. The account transactions are then loaded back into the display. When the value of remaining reaches zero you may add more credits as before so long as there is still unallocated cash in the account. Search for Query In order to search for a query on the account click the Query button to the right of the transactions panel. A dialog will appear on you screen requesting relevant information for the search. Select the information using the drop down combo's or key it in manually. Page-50

51 Select OK. The transactions tagged with a query related to your search criteria will appear on screen. Page-51

52 Lodgement History Select File, Open, Lodgement History from the Sales Ledger Menu. Select the Depot by using the drop-down combo, highlighting the allocation and then click. Specify the From and To Date Alternatively select the drop down arrow beside the bar, highlight the necessary date from the date picker and click the accept icon. Press the load button to load the details. The Lodgment History from your chosen Depot and over the period of your chosen dates will now appear on the screen. You can view the details of the lodgment by highlighting a line and then double clicking. This takes you into the same view as if you were about to do a lodgment but you do not have the option to edit any of the details. Page-52

53 Page-53

54 View Menu Control Select View, Control from the Sales Ledger Menu. Select Details by using the drop_down combos. Click Generate. The system now displays the Transaction Summary. Page-54

55 Highlight a transaction and double click. The details of the relevant transactions for that period will appear on screen including the date of the transaction, reference code, customer name and associated amount. Parameters Select View, Parameters from the Sales Ledger Menu. Page-55

56 Fill in the Current Date and the Year End by highlighting the icon. Click Save Aged Debt Select View, Aged Debt from the sales Ledger Menu. A dialog will appear stating the previous date and time when the customer aged debt was rebuilt. If you do not rebuild the system it will display the Aged Debt analysis panel as it appeared the previous time it was rebuilt. The current date will automatically be displayed in the 'as at' bar, if you wish to view the current aged debt analysis of customer's click OK and wait for the Aged Debt to load. The system now displays the Aged Debt Analysis panel. If you wish to generate the aged debt analysis as it was at a previous date, key in the relevant date to the 'as at' bar. The 'reverse allocations after this date' box should now be selected reversing any alterations to the accounts after the date specified. Select OK. Wait for the Aged Debt to load. The system now displays the Aged Debt Analysis panel which is now linked to the system as it was at the previous date in time. Aged Debt Analysis Window The Aged Debt analysis Window is now displayed on screen. Fill in the details in the Select Accounts panel in the top half of the Aged Debt Analysis window. You can narrow the search by including only accounts classified as normal, operating as cash accounts for a specified period or various other combinations using the necessary drop down-combo's. You can select the option to exclude zero balances by ticking the adjacent box. Page-56

57 Click Generate. A reporting in progress bar will appear for a moment. Then an analysis of the debt of the relevant companies for the preceding months will be displayed on screen. The last recorded date of payment and current unallocated amount are also displayed. Select a customer by highlighting the row in question and double click to summon their individual customer Enquiry window. This takes you into the same view as before under file, open, customer. Page-57

58 Turnover Select View, Turnover from the Sales Ledger Menu. Select Period from the drop-down combo. The system now displays the Sales Analysis Summary. Right click options Highlight required 'type' and right click. You are presented with two options; Show Customer Breakdown Show Product Breakdown Show Customer Breakdown Select Customer Breakdown. A loading bar will appear for a moment or two whilst the data is loading. Page-58

59 A more detailed analysis of the plant on a customer basis will be generated and displayed on screen. Plant Breakdown You can obtain a further breakdown by highlighting a row, right clicking and selecting plant breakdown. Show Product Breakdown Select Product Breakdown. A loading bar will appear for a moment or two whilst the data is loading. A more detailed analysis of the plant on the basis of plant description will be generated and displayed on screen. Page-59

60 Again you can obtain a further breakdown by highlighting a row, right clicking and selecting plant breakdown. Transaction Enquiry Select View, Transaction Enquiry from the Sale Ledger Menu. Select the Customer by entering the customer code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. Fill in the details using the drop-down combos where necessary. Page-60

61 Click Run. The corresponding files to the search criteria entered will then be generated and displayed in the box in the right half of the window. In order to select any specific transaction highlight the row, right click and select 'view details'. This will display any additional information about the transaction. You do not have the option to edit any of these details at this point. A number of right click options are available for invoices as previously outlined under file, open, customers. To print any transaction, highlight the required transaction and click the print selected icon in the top right corner of the Sales Enquiry window. Page-61

62 Vat Summary Select View, Vat Summary from the Sales Ledger Menu. Specify the To and From period and the sales and purchases option using the drop down combo where necessary. Click Run The Vat Analysis for the selected time period is now displayed in the window. Indicating the rate at which VAT was charged on each transaction, the value of the VAT and the total received value of the goods, including VAT. Page-62

63 Cash Invoice Exceptions The cash invoice exceptions panel generates and displays the invoices where operators have modified invoices at the hire counter to be other than what the system calculated them to be at the time of return. Each invoice is tagged with the time, date and operator as well as additional details of the adjustment to the invoice. Select View, Cash Invoice Exceptions from the Sales Ledger Menu. Select the Customer by entering the customer code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. Fill in the details using the drop-down Combo where necessary. Click Run. Page-63

64 The invoices associated with the search criteria entered are generated and displayed in the Except Enquiry window. Transaction Analysis Select View, Transaction Analysis from the sales ledger menu. Click Generate. The system will take a few minutes to load the relevant information. Page-64

65 Summary Tab The summary tab displays a count of each transaction type, their total value and the amount that has so far been allocated against such transaction types. Invoices Tab The Invoices tab displays a breakdown of the invoices for the specified period. Credit Notes Tab The credit noted tab displays a breakdown of the credit notes for the specified period Page-65

66 Reports Menu Statement Run Select Reports, Statement Run from the Sales Ledger Menu. Customer Selection Panel Select a Depot by using the drop-down combo. Select All customers, a Single customer or a group of customers from the Customer Selection panel. Using the 'From' option you can search a section of the customer database by alphabetical order. Specify the period for which you wish to generate the statement report. Filters Panel In the Filters panel select Account Type by using the drop-down combo. Enter the desired value of the Account Balance in the text box. Tick whether or not you wish to Exclude Zero Balances. Page-66

67 Print After specifying the search criteria there is no option to activate the document on screen, you must print the items directly. Click Print Items. A Reporting in Progress window will be displayed while the system is generating the relevant data. Statement and Document Run Select Reports, Statement and Document Run from the Sales Ledger Menu. The same window will appear on screen as for select reports, statement run. However under this option invoices, credit notes and statements for the specified period will be printed in collated order to allow them to be dispatched together. Fill in the Report Details as for a statement report. Again, there is no option to summon the document on screen, you must print the items directly. Click Print Items. Page-67

68 Audit Trail Select Reports, Audit Trail. Fill in the report details using the drop down combo's where necessary. Select Generate. A Reporting in Progress window will appear on screen while the system is generating the report. A standard print preview of the audit trail appropriate to the search criteria will appear on screen with further options to print, export and save in various formats. Page-68

69 Allocations Select Reports, Allocations from Sales Ledger Menu. Fill in the report details, using the drop down combos where necessary. Click Generate The system will take a moment or two to load the report. It will then generate a standard print preview window before giving you the option to print the Sales Ledger Allocations Report for the specified search parameters. Page-69

70 Control Account Select Reports, Control Account from the Sales Ledger Menu. Fill in the report details by using the drop-down combos. Click Generate. The system now displays the Transaction Summary report. Refer to transaction Enquiry under view menu. Page-70

71 Turnover Select Reports, Turnover from the Sales Ledger Menu. Select Period by using the drop-down combo. The system now displays the sales analysis report. Refer to turnover section under View Menu. Page-71

72 Period Cash Collection Totals Select Report, Period Cash Collection Totals from the Sales Ledger Menu. The system will take a moment or two to load the relevant data. A standard print preview of the Period totals report will be displayed on screen. Paid Invoices Select Reports, Paid Invoices from the Sales Ledger Menu. Select relevant dates from the date picker and click accept. Specify either Hire, Disposals or Sales by ticking the relevant option. Click Generate. Page-72

73 The relevant data appears in the lower half of the paid invoices report window and a standard print preview of the Sales Ledger- Paid Invoices appears on screen. Non List Price Report Select Report, Non List Price Report from the Sales Ledger Menu. Select dates by using the Date Picker and click Accept. Specify either Hire or Sales by ticking the relevant option. Click Generate. A standard print preview of the Non List Price Report appears on screen with a further option to print. Page-73

74 Procedures Menu Calculate Invoices This option is not currently available. Period End Select Procedures, Period End from the Sales Ledger menu. A Run End of Period window will appear on screen with the current working period automatically displayed in the current period box, this cannot be changed. Click Run. A dialog will appear asking whether you wish to run the End of Period Process now. Click YES or NO, depending on preference. If you select Yes the system will proceed and run the end of period. When the End of Period is complete a dialog will appear on screen notifying you. Page-74

75 Write-Off Small Balances Select Procedures, Write-Off Small Balances from the Sales Ledger Menu. This option is not currently available. Page-75

76 Complete Invoice Processing In order to improve performance on the system we delay some of the processing so that you can run it when required. This option allows you to do just that and this causes the VAT analysis, sales analysis and nominal ledger batches to be updated. You should always run this option before doing any VAT, sales analysis or nominal reporting. Select Procedures, Complete Invoice Processing from the Sales Ledger Menu. A loading bar will appear on screen while the completes the invoice processing. When the processing is complete a dialog will appear on screen notifying you. Page-76

77 Complete Credit Notes Select Procedures, Complete Credit Notes from the Sales Ledger Menu. Page-77

78 Recurring Invoices See the section File, New, Recurring Invoices in this manual. Page-78

79 Tables Menu Currencies Select Tables, Currencies from the Sales Ledger Menu. Creating and Editing a Currency You may add a New code, Description and Rate by clicking New. Edit any of the details on this form by highlighting an allocation and pressing the Edit button or double clicking on an allocation. Deleting a currency To delete a currency, highlight the allocation and click the delete button. You will be asked to verify whether you are sure you wish to delete the currency you have selected. Click OK or Cancel. Page-79

80 Vat Select Tables, Vat from the Sales Ledger Menu. Creating, Editing and Deleting VAT You may add a New code, Rate and tick Resale by clicking New. Edit any of the details on this form by highlighting an allocation and pressing the Edit button or else double clicking on an allocation. Save any alterations by clicking the save button. Specify whether or not you wish to activate the resale option. To delete a vat allocation, highlight the allocation and click the delete button. You will be asked to verify whether you are sure you wish to delete the VAT you have selected. Click OK or Cancel. Page-80

81 Transaction Types Select Select Tables, Transaction Types from the Sales Ledger. This will display a table of the different types of transactions available on the system. Creating a New Transaction Type You may add a new transaction type complete with code, description and next sequence by clicking New. A prompt will remind you if additional information is required to create a new transaction type. Editing and Deleting a Transaction Type You may edit any of the details on this form by highlighting an allocation and pressing the Edit button or else double click on an allocation. To delete a transaction type, select an allocation and click the delete button. You will not be asked to confirm whether or not you wish to delete a transaction type, this will happen automatically when you select the delete button. Page-81

82 Customer Lists Select Tables, Customer Lists from the Sales Ledger Menu. Creating a New Customer List Click the New button the top right of the window. The line detail 'New List' will appear in the window. Highlight and double click on New List allocation. Type in the name of the list in the space provided at the top of the panel that appears on screen. Page-82

83 To add customers to the list, select New. Select the customer to add to the list by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. You may delete customers from the list by highlighting an allocation and pressing the Delete button. You will be asked to verify whether you are sure you wish to delete the customer you have selected. Click OK or Cancel. Editing and Deleting a Customer List You can edit and delete a customer list as standard, by highlighting the appropriate list and selecting the edit or delete buttons. Credit Note Reasons Select Tables, Credit Note Reasons from the Sales Ledger Menu. A list of viable reasons, within the system, for issuing a credit note will appear on screen. This is the list of options that will exist in the drop down combo when providing a reason for issuing a credit note else where in the system. Page-83

84 Creating a New Credit Note Reason To create an additional reason for issuing a credit note, click New. Enter reason for Credit Note and click the OK button Editing and Deleting Reasons You may edit any of the details on this form by highlighting an allocation and pressing the Edit button or double clicking on an allocation. In order to delete a reason, highlight and select the delete button. The existing number of reasons, on the system, for issuing a credit note appears in the bottom right corner of the panel. Suspend Reasons Select Tables, Suspend Reasons from the Sale Ledger menu. A list of viable reasons, within the system, for the suspension of an account will appear on screen. This is the list of options that will exist in the drop down combo when specifying a reason for the suspension of an account else where in the system. Page-84

85 Creating a New Suspend Reason To create a new option, click New. Enter reason for the suspension and click the OK button. Editing and Deleting Reasons You may edit any of the details on this form by highlighting an allocation and pressing the Edit button or double clicking on an allocation. In order to delete a reason, highlight and select the delete button. The existing number of reasons, on the system, for suspending an account appears in the bottom right corner of the panel. Price Lists Select Tables, Price Lists from the Sale Ledger menu. The existing price lists on the system will be displayed on screen. Page-85

86 Highlight an allocation and double click to view the details of the selected price list. To view the price details of an individual item on a price list, highlight and double click. Editing and Deleting Price Lists To edit the details of an existing item on the price list, highlight and select the edit button or double click and edit the details in the window that arrives on screen. To delete an item from the price list, select an allocation and click the delete button. You will not be asked to confirm whether or not you wish to delete a transaction type, this will happen automatically when you select the delete button. To create a new item on a price list Plant Items A plant item is any hire item which is hired out at rates defined in this system. To add a plant item select the Plant tab in the Pricelist editor window. Click the New button to the right of the tab. Page-86

87 Enter the details of the new item into the window that appears on screen. This allows you to specify the relevant hourly, daily, weekly or monthly charge as well as a minimum charge on the item in question. When you have filled in the necessary details click the OK button. The item will now appear on the price list with previously entered items. Product Items Product items are items which are bought in and then sold on to customers. To add a product to the list click on the product tab in the Pricelist editor window. Click the New button to the right of the tab. Select either Product or Product Type by ticking the relative option. Select product by entering the account code or enter part of the product name to search. You can also press the search button to bring up the search screen. You must select a product that had already been registered with the system. If you wish to enter a new product you must do this by selecting tables, product, new product from the Sales Ledger menu outlined in the Sales Ledger manual., The system will automatically fill in the master price, cost price and rate of VAT according to the default information. These details cannot be edited in this part of the system. Next key in either the desired markup % or margin for the new price list. Once you key in one the other will be automatically calculated as will the value of VAT and total price including VAT. Page-87

88 Select OK. The price of this product will now appear on the price list in the product tab in the Pricelist editor window. To edit the details of an existing item on the price list, highlight and select the edit button or double click and edit the details in the window that arrives on screen. To delete an item from the price list, select an allocation and click the delete button. You will not be asked to confirm whether or not you wish to delete a transaction type, this will happen automatically when you select the delete button. To create a new Price List Return to the main window under the tables, price lists. Click the New button to the top right of the window. Specify whether you wish to base your new price list on an existing price list or create it from scratch. Select your preference. In the case of basing it on an existing price list, specify the existing price list by using the drop down combo below the option. Click OK. Creating a price list from scratch Fill in the details of the price list in the window that appears on screen, including a code for the price list and a description of the price list being created. Specify whether you wish the items on the list to be further discountable by selecting or not selecting the available option. Page-88

89 Add items to the new price list, edit and delete in exactly the same manner as outlined for an existing price list. When you are finished creating the new price list, click OK at the bottom of the window. The new price list will now appear in the list of price lists available on the system. Creating a new price list based on an existing list Basing a new price list on an existing price list allows you to take all the details of an existing price list and make the required modifications to create a new price list without having to create all the details from scratch. Select the price list you wish to base the new price list on, using the drop down combo in the new price list dialog. Fill in the details of the price list in the window that appears on screen, as for creating a list from scratch. Specify that you wish to base the new list on an existing list using the drop down combo in the top right corner of the pricelist editor window. The details of the price list, on which you are basing the new one, will appear in the lower half of the window. Adding Items If you wish to add new items to the price list then select New and proceed in exactly the same manner as for adding new items to an existing price list. Page-89

90 Editing and Deleting Items Edit the details of the price list by highlighting an item and using the Edit and Delete buttons as standard. When you are finished creating the new price list, click OK at the bottom of the window. The price list will now appear in the list of price lists available on the system. Discount Structures Select Tables, Discount Structures from the Sales Ledger Menu. The window on screen will display a list of the available discounts registered with the system. Creating a New Discount Structure To create a new available discount, click the New button. Page-90

91 A dialog will appear asking you to specify whether you wish to create a new discount structure from scratch or base it on an existing discount structure. Select your preference and click OK. Creating a discount structure from scratch Enter in the code of the new discount structure in the box at the top left hand corner of the window that appears on screen. Select either the product or plant tab depending on the type of item you wish to discount. Page-91

92 In either case, if you wish to create a new discounted item, select the New button to the right of the tab. Specify the department and group for which the discount is issued. Next enter the actual amount of the discount. Click Save. You can continue to add details to the new discount structure in this manner. Edit the details of the discount structure by highlighting an item and using the Edit and Delete buttons as standard. When you are finished creating the discount structure, click Save at the bottom of the window. The new discount structure now appears in the list of available discounts registered with the system. Create a discount structure based on an existing structure Basing a new discount structure on an existing structure allows you to take all the details of an existing structure and make the required modifications to create a new discount structure without having to create all the details from scratch. Select the structure on which you wish to base the new discount structure, using the drop down combo in the New Discount Structures dialog. Page-92

93 Select OK. The same window appears as when creating a discount structure from scratch. Enter in the code of the new discount structure in the box at the top left hand corner Edit the details of the discount structure by highlighting an item and using the Edit and Delete buttons as standard. When you are finished creating the discount structure, click Save at the bottom of the window. Add new details to the discount structure by selecting the new button as previously outlined. The new discount structure now appears in the list of available discounts registered with the system. Product This option holds all the details of the products registered with the system. This option enables you to enter a new product onto the system or edit the default information linked to an existing product. Such procedures cannot be carried out elsewhere within the system as we have already seen. New Product Select Tables, Product, New Product from the Sales Ledger Menu. Page-93

94 Enter the product code in the top left hand corner of the Product window. Fill in a description of the product in the box below. Specify the VAT, Product Class and Charge Details associated with the product using the drop down combo's. Specify whether you wish to activate the serial tracked option. This will create a requirement for additional recording information elsewhere in the system to facilitate tracking eg. For warranty purposes Select Supplier by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. Analysis Tab Fill in the additional detail required in the Analysis tab. Enter the new product into a group and sub-group using the drop down combo's in the sales classification panel. Specify the type of Sales, Purchase and Stock associated with the New product in the Nominal Analysis panel. Select by entering the relevant code or part there of to search. You can also press the search button to bring up the search screen. When you have entered the necessary details, select OK. Page-94

95 Product Types Tab Another window will appear on screen seeking information about the product for the product types tab. Specify whether or not you wish to activate the redundant option. Fill in the details in the relevant tabs. Pricing Information Tab Enter the pricing information in this tab. There is an interdependency between these figures thus when you specify one the others will be automatically adjusted. The rate of VAT has already been specified at a previous stage and cannot be altered at this point. When you have entered the relevant data, select OK. Page-95

96 General Tab Enter: The The The The The expected cost ie. The quoted cost from the suppliers. unit of goods that the cost price refers to. quantity of the goods established for reorder. opening Stock Level. opening Contract Level. Suppliers Tab This tab displays a list of suppliers of the product. To select a new supplier, click the New button to the right of the tab. Select Supplier by entering the account code or enter part of the supplier name to search. You can also press the search button to bring up the search screen. You must select from existing suppliers. The option to create new supplier details exists elsewhere on the system. Page-96

97 Key in the relevant barcode or click Generate Barcode to create one internally. Key in the supplier Reference number. Select the currency in which the price is quoted using the drop down combo. Enter the quoted unit price, the expected price. Enter the cost of the last order. Select OK. Edit the details of the supplier list by highlighting a supplier and using the Edit and Delete buttons as standard. Bin Locations Tab Page-97

98 Serials Tab The serials tab will only appear here if you have selected the serial tracked option in the main product window. This tab will display the list of serial numbers that have been recorded elsewhere on the system when an operator has activated the serial tracked option for a product. Parts Tab This tab contains a list of the parts available for the specific product. To add a new part to the list select the New button. Select the Part from the drop down combo. Enter the product code. You can also press the search button to bring up the search screen. Click OK. Page-98

99 Accessories Tab The accessories tab lists the available accessories to a product. To add a new accessory to the list, select the new button. Enter the code or activate the search window to select the relevant accessory, this item must have been previously registered with the system in order to select it. If the accessory is also a new product then you must first register it with the system as an individual item. Specify whether or not the accessory is mandatory. If you select this option the accessory item will be tagged as mandatory in the accessories tab. Click OK. When you have entered all the details of the new product, select OK. Edit and delete the list of accessories by highlighting and selecting the edit or delete button as standard. Editing and Deleting Line Details The product details now appear in the product types tab in the main product window. To edit the details of the products listed in the product types tab, select the Edit and Delete buttons as standard. Highlight an individual product and select the price button to summon the pricing information on screen. Page-99

100 Edit the pricing detail as necessary and click OK. The number of existing product types is displayed in the bottom right corner of the product types panel. Stock Value Tab Open Product Select Tables, Product, Open Product from the Sales Ledger Menu. Enter the product code in the box to the top left of the Product window displayed on screen. You can also press the search button to bring up the search screen. Page-100

101 The details of the product are then displayed on screen in the bottom half of the product window, under the Product Types, Stock and Analysis Tabs as previously outlined under tables, new, product. To edit the details of the products listed, select the Edit and Delete buttons as standard. Page-101