Lookup during Invoice Entry (P/L only)

This option allows you to lookup to another database during invoice and credit transaction entry. For example, if purchases relate to a particular customer or customer order you may wish to lookup to the customer accounts file or the sales orders file. This would allow subsequent analysis of purchase invoices by customer/order.

The lookup is prompted after confirmation of the total value of the transaction. <F4-Select> is available as required, and once you have selected the order, an item is displayed from the lookup database for you to confirm you have selected the correct record.

You can also ‘copy’ the lookup value – i.e. the customer code or order reference – to the user-2 or user-3 extra detail input items so that the lookup value can be recorded/amended against each analysis line.

Installation

The lookup option is configured via the Application User Facilities for the Purchase Ledger. The option to enable the lookup is available on the second screen of the Purchase Transaction features.

Perform lookup to external file for validating / updating - Set to enable the lookup option. When set a pop-up screen allows configuration of the lookup detail.

Lookup Database - Enter the pathname of the database to be looked up to.

Lookup If Account - This option allows you to restrict the ability to select a lookup record based on a flag set on the supplier account record – for example if entering service charge invoices such as electricity or gas you would be unlikely to analysis them against a specific customer or sales order. Select the data item from the purchase accounts file – if set then the lookup is only prompted if flag set to ‘Y’, if not set then prompts for all transactions.

Lookup Format - Enter the lookup format to be applied – i.e. AAA999, 999999, etc.

Select Items - Select up to five items from the lookup database to be listed when using <F4-Select>. Note this affects the items listed, the items you can select against are the prime and secondary indexes of the database concerned.

Display Item CONF (for Confirmation) - Select the item from the lookup database to be displayed to the operator for them to confirm they have selected the correct lookup record.

Copy Item for DESC (Description)

Copy Item for USER1

Copy Item for USER2

Copy Item for USER3

Select items from the lookup database to be updated to these items on the transaction file. Note unlike other lookups if you wish to record the lookup code itself against the transaction you would need to copy this into one of the items above.

Validate User 1/2/3 -If using this for the example of tying a purchase invoice to a customer / sales order then all details will be assumed to relate to that customer / order. If details primarily relate to the one customer / order but occasionally they can relate to a mixture then setting this option allows you to lookup from the user 1/2/3 fields to the same database.

For this option you would copy the lookup code from the lookup database to (likely) the user 2 or 3 fields leaving the other copy-to-user fields blank. Setting this option will then also allow <F4-Select> from the active user fields (active being those which have a copy item to them).

Mandatory Lookup– set if operator is to be forced to enter a lookup code, both at initial ‘header’ level and on the detail level if the ‘validate’ prompt above set.

Update Back to Lookup– set to allow update of transaction date, reference, account and amount back to the lookup record.

PLT Item to Check– you can restrict the copy back to lookup based on a value on the generated PLT record, you might want to copy back to different fields based on whether it’s an invoice or a credit. The check item can only be a ‘flag’ style item – a Y/N field or a 1-character X/Y type field. Note that if set to ‘Validate User 1/2/3 ’ then the PLT item to check is read from the type 9 ‘analysis’ record, if not set the PLT item to check is read from the type 1/3/4 ‘header’ record. Leave blank to copy back for all transactions.

If PLT item equals– if checking an item to restrict the lookup you can enter the value to be matched for the lookup to take place here.You have two sets of copy back items that can be configured – i.e. the first set is copied back if invoice (Type = 1), the second set if credit (Type = 3). If not applying an item check then leave this blank.

Date

Ref

Acc

Amt

These prompts ask for the data items on the lookup database that are to be updated with the PLT date, reference, account or amount – set the items required to be updated. There are two sets of items to reference if using the PLT item check, if not using the check feature then the first set of items are copied back as configured. Note: the amount copied excludes VAT.