Information regarding individual sales ledger accounts can be located via a Sales Ledger Enquiry on the account required. To access this functionality, click on ‘Enquiry’ within Sales Ledger.
The system displays a series of fields to search the Sales Ledger for the account required:
An account can be searched for by keying a complete or partial account Code, a complete or partial account name, telephone number and postcode can also be used as the search criteria. Select the ‘Search’ option once the criteria have been entered.
To access the Sales Ledger Account, either double click on the line, or single click on the line and select the ‘View Transactions’ option from the bottom of the screen.
The following screen is displayed:-
The ‘Customer Details’ appearing on the top left hand side of the screen display an abbreviated version of the details held on the Transaction Account, including the current debt balance and the credit limit. The status, displaying a tick, indicates that the account is active and available for use – not on stop. This is a link field – clicking in the surrounding box allows access the Account Detail screen, allowing the details of the transaction account to be interrogated.
The ‘Customer Notes’ field can be updated to store information relevant to the sales ledger account as a whole – a separate narrative can be held against individual transactions. Double click in the field and enter notes as applicable. Once completed select ‘Save’ to store the notes made or select ‘Cancel’ to exit without saving. Notes saved will display on the Sales Ledger transaction account.
The ‘Aged Debt Analysis’ section provides immediate access to a graphical representation of aged debt on the account.
The lower section of the screen displays the individual transactions that form the account balance. Transactions can be searched via the four fields that display across the middle of the screen – the Reference Number refers to the system generated invoice number that is automatically allocated when the invoice is raised. The module that the invoice was raised by dictates this number, as separate invoice seed parameters can be set for the Workshop, Parts and Sales Ledger modules. A sub-reference can be entered when a sundry posting is entered onto the system – if the invoice transaction is being driven by a bonus income line on a stock vehicle, the sub reference displayed is the chassis number of the vehicle to which the bonus relates. Also, the account transactions can be searched via the value or the posting date.
Complete as are required and select ‘Search’ to narrow the display of transactions.
Each transaction on the account is displayed as an individual line on the enquiry screen. Each transaction contains information including the Reference, Sub Reference (as discussed above), and the Type of transaction i.e. Invoice or Credit Note. The ‘Run’ column displays the run number of the transaction, automatically allocated by the system when the transaction is posted to the account. The Run number can be used to interrogate the nominal ledger for the postings generated by the account entry via a Nominal Ledger Enquiry (for more information, please refer to the Nominal Ledger Enquiry section of this guide). The Date, Value and Status of the transaction are also displayed, and a tick to indicate if any narrative is entered.
The final columns display the amount paid or discounted and the system generated Run Number of the receipt posting (‘Paid Run’). The last column displays whether or not the payment was received by direct debit.
Please note the run number ‘0’ indicates that items were matched off the ledger using the ‘Allocate Cash’ routine in Sales Ledger Processing.
Additional detail is available on each transaction by using the option buttons that appear across the bottom of the screen. Select the transaction required with a single click. The option buttons can then be used to display the information required.
The ‘Print’ option at the bottom of the screen is used to print the transaction account. Select this option to display a print preview. The transaction account can now be printed.
The ‘Drill’ option is used to view the nominal ledger postings that have been generated by the transaction. The following screen is displayed:
The screen displays the details of who is responsible for the posting, along with the date, system period and company structure detail. The ‘Reference’ number displayed in this section refers to the system generated invoice number used.
The top right hand section of the screen shows the source of the transaction, the Account Code, Run Number and Status of the transaction. The category, type and internal value (pre VAT value) are also shown with a system generated Timestamp which shows when the invoice was generated on the system.
The lower half of the screen shows the nominal ledger postings. These are dictated by the accounting groups (and product groups if a parts invoice) set up within the nominal ledger parameters. The nominal code, date and time of the posting are displayed. The nominal ledger debit and credit entries are also displayed. Where VAT on a sale or a purchase forms part of the postings, a pre-VAT goods value will also appear. Finally, the description of each of the nominal codes is displayed with any narrative entered.
The final section of this screen displays any narrative that has been entered against the sales ledger transaction.
There are three option buttons at the bottom of the screen; the Print’ option is used to print the nominal drill down screen for the transaction. The ‘Cancel’ option is used to close the window. The ‘Invoice’ option is used to view a copy of the physical invoice raised for the transaction. When ‘Invoice’ is selected, a print preview is displayed. Scroll down to the bottom of this screen for the options to be displayed:
The invoice can be emailed to a recipient by clicking on the Email button. Enter the required email address, subject and any message to be sent with the copy invoice. Click ‘Send’ to process the email.
A re-print can be obtained by selecting the ‘Print’ option. The ‘Close’ option is used to close this window to return to the nominal drill screen.
The narrative option is used to view existing narrative against an individual transaction or to add some text to a transaction. Once this option is selected a new window is opened.
Enter any narrative required into the ‘Narrative’ field visible at the top of the screen and select the ‘Save’ option to confirm the changes. Any previous narrative entries stored against the transaction are displayed in the ‘History’ section.
It is possible to set Sales Ledger transactions to a ‘Queried Status’ – setting transactions to this status ensures they populate the Queried Transactions Report. This report is covered in detail in the Sales Ledger Reporting section of this guide.
To set a transaction to ‘Queried’ status, place a tick in the box and enter a narrative which is mandatory if this option is selected.
Select the ‘Save’ option to confirm the changes and return to the sales ledger enquiry screen. Alternatively, the ‘Cancel’ option can be used to return to the sales ledger enquiry screen without any changes being made.
The ‘Invoice’ option provides the same functionality as the invoice button within the nominal drill down screens and provides the opportunity to view, email and re-print the invoice for the transaction selected. The invoice can also be re-printed, viewed or emailed by double clicking on the transaction required.
The ‘Turnover’ option allows the turnover on the particular Sales Ledger account for the past twelve months to be viewed. This information is presented as a bar chart.
The ‘Historic’ option allows a view of archived transactions from the sales ledger account. Transactions are automatically archived at the point that the month end is run, provided that they are at a status of either paid or allocated. Once the month end process has been run, transactions with this status are no longer visible on the Sales Ledger transaction account enquiry and can be viewed via the Historic option.
When this option is selected, historic transactions can be searched for using the same search criteria as live transactions, by completing the search fields at the top of the screen.
Once the archived transaction has been located, the same viewing and drill down options as for live transactions are available.