Transaction Tab

Creditor Code

The creditor this transaction affects. The Creditor Name, Currency and Regime code will be displayed.

Date

The date of the transaction. This defaults to the date of the previous transaction, or initially the System Date. It can be changed but it must be within the date range for the period selected.

Payment Period

The period in which payment is made. This initially defaults to the Invoice period, but can be edited, for example, if payment is made electronically in a different period.

Origination Date

(Blank, default) The date on the document relating to the transaction.

Payment Date

The date on which payment is made. This initially defaults to the Invoice date, but can be edited, for example, if a payment is made by direct debit on a different date.

Reference

A reference for the transaction. The field changes as appropriate for the transaction being entered.

Comment

Enter a comment to be recorded against the transaction.

Narration

Narration for the transaction. If you perform detailed transfers to General Ledger, the narration is carried through to the General Ledger Batch line.

Rate Type

Type of exchange rate.

Branch

The Branch for the transaction - analysis lines for Invoices, Credits and Cash Purchases can be assigned another Branch. (Accredo Saturn Only)

Exchange Rate

The exchange rate.

Department

The Department for the transaction - analysis lines for Invoices, Credits and Cash Purchases can be assigned a different Department. (Accredo Saturn Only)

Auto Allocate

Read-only. Uses the Creditor's default Auto Allocate setting.

Gross

Enter the gross amount of the transaction, including GST.

Payment Method

Select from the available payment methods. Defaults to the Creditor Payment Method if available for One-off payments, Manual otherwise.

Note: Computer Printed Cheque payment method is not available for Cash Purchases.

Payment Ref

For payment methods Manual, Remittance the Payment Ref defaults to the Next Withdrawal No from CB Bank Account if CB is installed, otherwise uses the Default Reference from AP Settings - Payments tab.

For all other payment methods, Payment Ref defaults to the Bank Reference from the Creditor record (if one exists), or the default reference for the payment method set in AP Settings - Payments tab.

The Payment Ref can be edited.

If CB is installed, this will flow through to the CB Reference.

Balances

The current aged account balances are shown for information only. Balances update when the transaction is posted.

Pending Total

The figure that will appear in the Total field on Save.

Bill From

If the Creditor code has Bill To Creditor set (for example, creditor is an individual but billing is to head office), when the transaction is saved, this field shows the original Creditor code entered, and the Creditor code field is re-populated with the Bill To Creditor code. If there is No Bill To Creditor code, the From field still populates with the Creditor code, both fields will show the same code.

CB Banking

Drill down (Shift+F12)

View the source document. You can also double-click a line to open the document.

Bank Through

Selected, Payment will be banked immediately (rather than requiring the Banking Summary). Not available for payment methods Electronic and Computer Printed Cheque.

Bank Account

Select the bank account in CB this payment is being made from. Only available if Bank Through is Selected.

Banking Amount

For Cash Purchases, the Banking Amount is the same as the Gross Amount.

+ Bank Charges

The amount charged by the bank.

Currency

Currency code for the payment.

Rate Type

Type of exchange rate for the creditor.

Exchange Rate

Foreign exchange rate for the payment.

Analysis Grid

You can Customise (Alt+F5) in other fields, including the GL Account Code.

Code

The Expense code to allocate the amount on this line to. Search for an expense code using the Accredo Lookups.

Analysis Name

The name of the Expense code selected above.

GST Code

The default GST code for the Expense code specified (can be edited).

Amount

The GST exclusive amount to be analysed to the Expense code on this line.

GST

The GST is calculated from the GST Code on the Expense Code, unless the Creditor has a GST Override. Analyse GST paid to Customs to GST Code G. Handling customs GST Invoices in this way will ensure the amount shows correctly in the Input Adjustments section of the GST return as required by the Inland Revenue Department. See GST Line Calculations for calculation details.

Hint: To enter adjustments for a few cents GST add an All GST Expense code with GST code G then use this Expense code to enter a dissection line and key the adjustment in the GST field.

You can edit the GST code for a dissection line. If you do this regularly ensure you have the correct GST codes entered in Expense code. To analyse the Invoice as non-taxable, you must change the GST code on each analysis line to E (exempt GST) which will adjust the GST amounts. If Invoices for a Creditor are always non-taxable, set the GST override on the Creditor to E.

Inclusive

The GST inclusive amount being analysed.

Branch

The branch to analyse the amount on the line to. (Accredo Saturn Only)

Dept

The department to analyse the amount on the line to. (Accredo Saturn Only)

Narration

A 30 character field for information relating to the analysis line. This is useful if you have sold items from different Expense codes on a single invoice. For detailed transfers to General Ledger, the narration is carried through to General Ledger Batch lines.

Period

The period in which the invoice will be applied.

Grid Toolbar

Expand Toolbar (Ctrl+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Insert (F4)

Insert a new analysis at the selected line.

Move (Shift+Up) (Shift+Down)

Select an analysis and move it higher or lower on the list.

Delete (F3)

Delete the current analysis.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Balance Analysis (Ctrl+=)

Select an analysis line, click this to add the Balance To Analyse to the line and balance analysis lines to the Gross amount.

Add Assets

Use this after the transaction is Saved to add lines analysed to the FA Asset Clearing code to Fixed Assets. Opens an FA Opening Asset Values form pre-filled from the grid line for each line analysed to the FA Asset Clearing Code. You can add a new asset or an addition to an existing asset. Accredo checks for duplicate assets added for the transaction and gives a warning if duplicates exist.

Add Disbursements

Available if JC is present. Use this after the transaction is saved, to add lines analysed to the expense codes marked as JC Disbursements (see AP Expense Code). Opens the JC Enter Batch form pre-filled from the grid lines for each line analysed to a JC Disbursement Code. The Narration will be carried over to the JC Batch Line Narration and Description. The Expense Code and Analysis Name will be carried over to the JC Batch Line Description.

If a Disbursement Batch has already been created from this Transaction, you will be given a warning.

Totals Panel

Customise

Opens Customise Fields, you can customise the fields visible in the totals panel.

GST Incl.

Shows the GST content of the amount analysed in the grid.

Balance to Analyse

Shows the amount of the Invoice or Credit yet to be analysed to an Analysis code. Each time an amount is entered in the Amount field, the Balance to Analyse will be reduced by the Amount you have entered, plus GST. Often you may want to analyse the remaining balance to an existing line of the analysis grid. With the focus on the required grid line, click to add the Balance To Analyse to the selected grid line.