Total
Legal Accounting 3
SECTION 5 - CREDITOR MENU
The Creditor sub-system is designed to maintain
current supplier information is respect of the value of purchase and
outstanding amounts payable, together with purchase orders. Account transaction
details are maintained in an open-item format. In this format, transactions are
kept until fully matched by a balancing contra-entry, usually a payment.
Transactions are kept for at least 2 years or until
they are fully matched, which ever comes last. Balances are also maintained for
each of 12 last-year periods, 12 this-year periods and 3 next-year periods. In
this way, comparisons for purchases, etc. can be made between this year and
next year. The 3 next-year periods allow you to keep processing without forcing
an end-of-year, for at least 3 months after the end of the current financial
year.
When goods are received from customers, a service
purchased or a job performed, a purchase will be prepared on the computer.
T.L.A. automatically post the relevant information to the appropriate Creditor
account and the purchase statistics, account status and, in the case of
purchase of goods, the relevant Inventory accounts. These files are updated
without further intervention of the operator.
Payments and adjustments can be aged to any balance.
It is recommended that the take-on of the Creditor
sub-system be commenced at the start of a financial month, not partway through
a month. This will facilitate audit control and balancing.
The CREDITOR
MENU is accessed as item 5 or <F5> from the MAIN
MENU. On selecting this menu the following menu will be displayed:
To return to the MAIN MENU, press <ESC>.
Fields
available on the CREDITOR MASTER file.
Name Comments
CREDITOR CODE This is the Creditor’s code. This is the code by
which the Creditor will be referenced throughout T.L.A. It is an alphanumeric
string from 1 to 15 characters long, without any leading or imbedded spaces.
Please refer to APPENDIX
A for a discussion of the ASCII collating sequence.
NAME The name of the Creditor. It may be up to 50
characters long. This field must not be left blank.
PERIOD BALANCES These are the account balances for each by period
for this Creditor. They are the amounts still outstanding in each period.
PURCHASE TOTALS T.L.A. maintains a total of purchases for each
accounting period. These are not normally displayed on the screen but may be
viewed in reports. A quick way of viewing these totals for a single Creditor is
to print the Creditor’s details in CREDITOR
ENQUIRIES.
ADDRESS This is a group of 4 fields (including post-code) that
allow you to insert the Creditor’s address. Use the third line for suburb or
county. T.L.A. will print these fields on reports.
CONTACT Insert the main contact’s name here. This field is printed
on the AGED ANALYSIS report as a
quick reference.
PHONE NUMBERS Here you may enter the work, home, Fax and Mobile phone numbers
of the contact person. This is useful, quick reference information. This
information is not included on any standard external reports.
EMAIL This allows you to insert the Creditor’s email
address.
GROUP This allows you to insert the Creditor into a
Creditor Group. Many Creditor reports may be sorted and totalled by Creditor
Group. See also SECTION
7.2.5 - CREDITOR GROUP MAINTENANCE.
OTHER KEY This allows you to insert the Creditor into a user-definable
group. Many Creditor reports may be sorted and totalled by this field. The
field will allow any code to be entered. The name of this field may be changed
in SYSTEM DEFAULTS (see SECTION 7.2).
LAST PAYMENT ON / FOR These are quick reference fields. They are displayed during ENQUIRIES. T.L.A. automatically
maintains them when transactions are entered. You cannot change these fields
manually.
PAYMENT WITHHELD If you set this field to Y, the BATCH PAYMENTS (see SECTION 5.3.4.2) program will ignore any transactions
for this Creditor. If you only use SINGLE
PAYMENTS (see SECTION
5.3.4.1), this field is purely documentary.
PAYMENT PRIORITY This can be used as a documentary field but certain reports
allow you to mask for a specific priority, eg you may wish to report on only
high priority Creditors. This field must be a number between 1 and 3, inclusive, where 1 is the highest priority and 3 is the lowest.
OVERALL DISCOUNT This field allows T.L.A. Purchasing to automatically insert
a discount.
GST TYPE This matches the GST TYPE when entering a Purchase. Here you
can enter the default value for each Creditor. I.e. if a Creditor normally
gives you invoices that include GST on each line, you can enter a 2 here and
the purchase will default to this, also. (See also Purchasing).
ABN This field allows you to enter the Supplier’s
ABN.
PRINT INVOICES This field is normally N. If you have a supplier
that does not give you invoices (eg a commission agent) you will need to
generate an invoice on their behalf. This is compulsory if they are charging
GST but pay also be useful even if they do not. If you enter a Y here, a RECIPIENT GENERATED INVOICE will be generated each time
you enter a purchase. If you enter A, you will be asked at the
end of each Purchase.
CREDIT DAYS & DOLLAR These two fields are used in PURCHASING to warn you of impending bad debts.
MODIFIED ON/AT/BY This displays the last time this Creditor record was
modified (eg description). It is stamped with the date, time and the usercode of person who did the modification.
NOTE This
is a field that allows you to attach a comment to the account. For instance,
you might use this to store details of a dispute.
