Total
Legal Accounting 3
SECTION
5.3.1 - PURCHASES
USAGE: To enter the purchase of goods and services,
usually from your supplier’s invoices.
DISCUSSION: When you start the PURCHASE program, the
computer will initially ask for a Creditor code. Insert the code and press <Enter>.
To return to the CREDITOR DATA ENTRY MENU, press <ESC>.
To search for a Creditor, press <F9>. For further details on searches, see SECTION 1.2.
Having chosen a Creditor, the screen will display
the name and address and recent balances, in full at the top of the screen.
You will then be asked a series of questions. These
relate to the ribbon information on the PURCHASE.
The exact list of fields displayed depends on how you have chosen the options
in SYSTEM DEFAULTS. (See SECTION 7.1.2.)
Fields that are not displayed take their values from the defaults set on the
Creditor’s master-file.
The following is a complete list of possible fields:
Name Comments
DATE This defaults to the system date (the date at the
top of the screen). If you change it, T.L.A. will retain the changed date until
you exit to the CREDITOR DATA ENTRY MENU.
If you have changed the date and wish to return to the system date, press <F1>.
THEIR INVOICE # This is a compulsory field. Here you enter the invoice
number from your supplier. It is an alphanumeric field. If there is no invoice
number, you can enter the date or some other reference. If you do not have the
actual invoice but you know what you will be charged, you can still enter the
purchase by entering a generic string here, eg. TO BE ADVISED or TBA. Later you can pickup the
purchase in CREDITOR TRANSACTION ENQUIRES and modify the string.
OUR ORDER # This is a non-compulsory field. If you have purchased the goods via an
order, you can enter the order number here as a reference. This helps to keep
all the information in one place.
CREDITOR’S NAME If you are purchasing from the Creditor SUNDRY, T.L.A. will ask you to enter the actual name of
the Creditor. The Sundry Creditor is treated differently from other Creditors
in that it can be singled out for exclusion in certain reports. The modified
name will be displayed in CREDITOR
ENQUIRIES but will not be saved to the Creditor master-file record.
At each point, you may cancel the PURCHASE
by pressing <ESC>. However, it is possible to
return to a specific field by using <CsrUp> or <F8>.
After answering these fields the screen will repaint
and display as follows. Note that at this point there is no way to go back to
the above questions, except by cancelling the PURCHASE and starting
again.
Here you may enter the complete details of each PURCHASE line.
CODE This is the general Ledger Code. You may enter a
code here or press <F9> to initiate a search.
DETAILS Here you must enter the description of the purchase.
VALUE Enter the value of the line.
At each point you may press <ESC> to abort the line or the whole transaction.
If you have entered at least one line, you may press
<F5> (at the CODE field) to enter the REVIEW
function. This function allows you to view your entries, and if necessary
change or delete a line. To move between lines use <CsrUp>, <CsrDn>, <PageUp>, <PageDn>, <Home> and <End>. If there is a particularly
large number of lines, you can also use <F9> to go to a specific line
number. To modify a line, make sure it is displayed in full in the bottom
window and press <F3>. You can then re-enter any
of the details. To leave the REVIEW function, press <ESC> or <F10>, once.
To end your lines, press <F10>. You will be asked to confirm that you have
finished entering lines and then you will be asked certain trailer information.
Most of these fields may be turned off. A Complete list follows:
PAYMENT DUE DATE T.L.A. will automatically insert a date for you, which you
may override. Note that the day is computed and displayed as you leave this
field. You will be warned if you have chosen a date that falls on a weekend. No
separate calculation is made for public holidays.
At the end of the PURCHASE, you will be presented with a summary and you will be
asked to confirm the update. This is the point of no return. Once you answer Y, T.L.A. will update all the relevant files. Up to this point you can
cancel or modify the details. After you have updated the PURCHASE, you can only remove it by entering a RETURN.
After the PURCHASE you will be returned to
the Creditor code entry screen where you may either enter another PURCHASE or press <ESC> to return to the CREDITOR DATA ENTRY MENU.
Files updated by the Purchase program:
Creditor
master-file: The total of the purchase is
posted to the Creditor’s record.
Creditor
Group file: The totals posted to the
Creditor are mimicked in the Creditor Group file. This allows you to quickly
view the sales for a group without having to generate a report.
Creditor
transaction file: Each Purchase
generates a transaction. This can be viewed in CREDITOR ENQUIRIES and is used to create reports, such as CREDITOR STATEMENTS.
Purchase
image file: Every Purchase creates a print
image on disk. This is then used to print the details of the Purchase. You can
either print the image at the time you create the Purchase or you can use the CREDITOR ENQUIRIES program to print (or
re-print) the details.
General
Ledger master-file: This is updated in two
ways. A) if you post a line directly to General Ledger, the value will be
posted to the relevant account. B) in addition to this several accounts are
automatically posted to, eg Stock on hand and Trade Creditors. These accounts
must be defined in the GENERAL LEDGER
CONTROL ACCOUNTS.
General
Ledger transaction-file: A
transaction is posted for each General Ledger transaction line and for the
totals described above.
