Group Account Credit Limit Checking Sales Ledger Only

This new feature allows, where accounts are part of a group but invoiced individually, the credit limit to be set on the group head office account and to be shared by all accounts within the group.

Applying to the Sales Ledger, Invoicer and Sales Order Processing as the invoice is raised the system will compare the value of this transaction plus the account balances on all accounts with the group against the head office group credit limit. If this value is exceeded the operator will be warned / prevented from raising the invoice as appropriate.

Where Sales Order Processing is configured to include outstanding order values when checking credit limits then sales orders will be placed on hold where the value of this order plus the outstanding order value and account balances on all accounts within the group exceed the head office group credit limit.

If the Sales Ledger configured for Currency Accounts then the credit limit is usually in the currency of the account. For Group Credit Checking the group limit is held in the base currency, typically GBP/STG, of the system as different members of the group may have difference currencies.

Within the Customer maintenance a new option is available to record the group credit limit. You only record the group limit on the head office account. Where group credit checking is enabled then, if the account is part of a group, the account credit limit is ignored.

Accounts are identified as part of a group via the Group Account reference – all members of the group, including the head office of the group, should record the h/o account.

Changes are required to the Sales Accounts database for group credit limit checking. To add these items select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales Ledger application and elect to update the Live Files and then select the Sales Ledger Accounts file.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

 

Item Name Type Description

 

H/O-CR-LIMIT K / L Holds the group account credit limit

BASE-O/S-ORD K / L For currency configured sales ledgers this item holds the value of o/s orders in the base currency

 

In addition to creating the items above the Group account data item (GRP-ADD-XREF) needs to be a secondary index.

 

Once the required items have been recorded press the <ESC> key and select the UPDATEbutton to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

 

Set Database Profiles

 

The new group credit and o/s order value items need to be referenced within the Database Profiles. To update these settings select Installationfrom the main menu followed by Application Manager and Set Database Profiles. Choose the Sales Ledger application before selecting the Account Optional 4 parameter screen.

 

On the left of the screen is the prompt to define the data item number for the Group Credit Limit and Base O/S Orders values. Reference the data item number of the equivalent item created above, <F4-Select> is available if required.

 

Application Screen Layouts

 

The Group Credit Limit data item will need to be added to a customer maintenance screen. To update the main Customer screen, Installer users can right-click on the Customers option on the main Sales Ledger menu and choose to update the Add New Accounts screen.

 

Alternatively, select Installationfrom the main menu followed by Application Manager and Application User Facilities. Select the Sales Ledger application followed by Maintain Customer Records and Add New Accounts.

 

 

Screen Design is in the usual manner - To insert text labels such as ‘Grp Credit Limit’ use the mouse to position the cursor where required and then type the required text. To insert the data items position the cursor where required and press the <F4-Select> key and choose the data item required. Set whether items are view-only, mandatory or require uppercase input as required.

 

If not already on screen you should also include the GRP-ADD-XREF item so that the Group Head Office account can be recorded.

 

System Profiles

A new parameter screen has been added to the Sales System Profiles to enable the Group Credit Limit option. To update select Installation from the main menu followed by Application Manager and then System Profiles. Select the Sales Ledger application, the new parameter is on the first screen of parameters.

Check All Accounts in Group– set to use the group credit limit in preference to the account credit limit when the account is part of a group.