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.

If the Transaction has been previously saved and has Allocations, the Transaction Date can not be later than any Allocation Dates.

Origination Date

(blank, default) The date on the document relating to the transaction. The date used to calculate due dates for payment and discounts, and not restricted by the period. If no date is entered, due dates are based on the Date field above.

Invoice Number/Credit Number

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.

Exchange Rate

The exchange rate.

Auto Allocate

• All - Transactions will be allocated against the oldest outstanding balance.
• Whole Balances - If the transaction would clear one or more whole outstanding balances, for example Balance 3, or Balance 3 + Balance 2, or Balance 3 + Balance 2 + Balance 1 etc., then allocation will be automatic, otherwise the user will be prompted for immediate allocation.
• None - Transactions will not be auto allocated.

Gross

Enter the gross amount of the transaction, including GST.

Discount Avail

For Invoices, enter a prompt payment discount if you are entitled to one. The discount will be calculated where you have indicated a percentage and discount terms on the Creditor record. This is not available for Credits or for Cash Invoices.

Net

The net amount is calculated and appears based on the gross amount entered above, less the discount.

Hold

Hold amount for the invoice. (Invoices only) For example, an amount in dispute or awaiting credit.

Due Date & Discount Date

• Invoices, dates are based on the Origination Date or Transaction date above and the Payment Due and Discount fields on the Creditor record. These can be changed if the Hold Amount or Approval Amount are editable.
• Credits, dates default to the Date above. You can change these dates manually.

Branch

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

Department

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

Approve

The amount approved.

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.

Discount Approved

The discount amount approved.

Analysis Grid

Used to enter the analysis breakdown and GST of the invoice or credit. You can analyse an invoice or credit between as many expense dissections as you want. If a default Expense code exists for the creditor (selected in AP Creditors), this code appears on the first grid line, with the total to analyse in the Amount field on the same line. GST will be analysed according to the GST code for the default expense. You can accept these defaults or you can change and add dissections by selecting the codes and entering amounts on one or more lines. You can Customise (Alt+F5) in other fields, including the GL Account Code.

The grid fields are described below.

Code

The Expense code to allocate the amount to. If a default Expense code exists for the creditor (selected in AP Creditors), this code appears on the first grid line. Search for an expense code using the Accredo Lookups.

Analysis Name

The name of the code selected above.

GST Code

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

Amount

The amount to be analysed to the 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 AP 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 you can enter information relating to the analysis line. This is useful if you have purchased several assets on a single Invoice, or to provide detailed descriptions of items on an expense claim. If you perform detailed transfers to GL, the narration is carried through to General Ledger Batch lines.

Period

The period in which the transaction 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.

The asset will be linked to the creditor.

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.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

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 can 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.

Invoices

When an invoice is saved:

• The creditor account balance is increased by the gross amount.
• Month and year to date purchases are increased by the gross amount less GST.
• The analysed amounts are added to the Expense Analysis.
• GST totals are updated.

Credits

When a Credit is saved:

• The creditor account balance is reduced by the gross amount.
• Month and year to date purchases are reduced by the gross amount less GST.
• Analysed amounts are deducted from the Expense Analysis.
• Analysed amounts are deducted from GST totals.