UPDATE – Amend an Existing Account

This displays the same screen design as that used for adding an account, except that this time you can call up existing accounts and make changes to their record.

You access an account by its account code, simply typing this in at the ACCOUNT CODE prompt and press <Enter>. The customer/supplier details are then displayed for you to amend. If you do not know the account code, you can still find the account using the account name with the <F4–Select> search facility.

On update of an account record you can also use the <END> key, in addition to using the SAVE button to save changes made.

The Utilities and Enquiries Panel

On the right of the screen throughout the customer / supplier maintenance, with the exception of the account enquiry screen, are a Utilities and Enquiry panel. These allow additional options against the customer / supplier account including:

Graph – comparison of turnover and costs for the last accounting calendar year.

Web – link to website for the customer / supplier (when recorded against the account record)

Mail – launches your email client pre-set with the customer / supplier email address (when recorded against the customer record). If more than one address recorded then a pop-up will allow pre-selection of the address to use.

Word – shows existing Microsoft Word documents created against this account and allows the amendment and print of these documents and the creation of new ones. (See below for more details)

Image – shows any image linked to the customer / supplier record.

Links – opens a Windows Explorer folder for the customer / supplier and displays the contents. Within this folder you may have files such as excel spreadsheets, PDF files, etc. If right-click and choose NEW, then various options will be available depending o the software installed on the pc.

Map – links to a map website showing the location of the customer / supplier based on the entered post code.

Zoom – transfers to the ledger enquiry option for the customer / supplier.

Memo – adds / updates the memo recorded against the customer / supplier.

Trans – shows the ‘current’ transactions for the account (transactions outstanding at the start of the period and entered since)

Retained – shows the full saved transaction history for the account

Outstanding – shows just the outstanding transactions on the account

Invoices – shows the saved documents for the account

Aged – shows the aged analysis of the outstanding transactions

Microsoft Word links

The Microsoft Word link accessed either via the ‘Word’ icon on the toolbar or via the ‘Utility’ right-hand panel allows you to create, amend and print documents against the customer or supplier.

The list shows the various documents already created against the account whilst the buttons on the right allow various options.

New Document – opens up blank word document for you to create from fresh a document relating to the customer / supplier. A ‘MERGE’ button added to the Microsoft Word toolbar allows you to select data items from the customer / supplier record for update to the document.

Open Document – active when documents are listed and this opens a pre-existing document.

Create Document – creates a new document for the customer / supplier based on a pre-defined template substituting values from the account into set MERGE data items.

Delete Document – allows you to delete a document

Edit Template – allows you to create new pre-defined templates or amend existing ones. The MERGE button here updates the field from the accounts database into the template, this will be replaced with data from the customer / supplier record when a new document is created via the ‘Create Document’ option based on the template.

Refresh Screen – depending on where you access the WORD option from, other operators could be using the word link for a customer / supplier whilst you are. This option rebuilds the list of existing documents on the left.

Print Document – prints an already existing document

Merge & Print – allows the print of a document from a pre-defined template but doesn’t save a copy of the document. This could be used, for example, for printing envelopes with the customer / supplier address.