Datafile Software Credit Control Manager (S/L Only) This new utility provides a single option that allows you to chase debts easily. It selects the accounts which are overdue, allows you to send statements for increasing severity of debt, mark... Read More

Datafile Software Document Parameters - Document Design Manager In addition to the design features accessible from the document mask there are various parameter screens, thirteen in all for the Sales Statements (17 for Purchase), which can be... Read More

When printing the VAT Summary report within the Sales/Purchase Ledger the report excludes any VAT codes flagged as ‘Out of Scope’ of UK VAT reporting.  A new option, available immediately on update, allows for these VAT Codes to be... Read More

Datafile Software Extra Account Items on Aged Analysis Reports The Aged Analysis reports allow for the inclusion of one item from the accounts file to be printed on the report—this was usually set to be the telephone number. Release 6.5... Read More

Datafile 2019 or above Diamond and Premier Only In a currency enabled Sales / Purchase Ledger the Aged Analysis of Debtors / Creditors report allows an option to ‘Report Which Currencies’.  By default, the report prints in the base... Read More

Datafile Software Transaction / Detail Enquiries This option gives you the ability to configure the display of the transaction enquiries available for each customer or supplier record. On selection of this option, you are able to set the... Read More

Datafile Software Set Account Group on Stop The Sales and Purchase Ledger allow the facility to reference accounts as being part of a group. This group identification can be used for reporting selection criteria and for the new Group Enquiry... Read More

Datafile Software Aged Analysis - Debtor Memo and Transaction Notes to Excel Release 6.2 introduced the facility to include the debtor memo when printing the Aged Analysis report but didn’t include this text when outputting the memo to... Read More

Datafile Software Include Debtor Memo on Statement The Credit Control Manager allows for the recording of a ‘Debtor Memo’ – a note allowing you to record any specific issues with the outstanding value on the account. As with the... Read More

Datafile Software Scanning Invoice Documents As discussed in the Introduction the Purchase Ledger Scanning Accessory has been incorporated into the Purchase Ledger as standard and also been made available at the Compact and Professional product... Read More

Datafile Software Statement/Remittance Design - Document Design Manager For the sales ledger, select the Sales Statements option on the list of documents displayed. For the purchase ledger, select Purchase Statements from the list and follow... Read More

Datafile Software Transaction Control Numbers This option lets you manually reset certain transaction pointer numbers in the control files. 1. Highest Transaction after last period end The ‘Highest Transaction after Last Period End’... Read More

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... Read More

When performing a enquiry using the ‘Sales Account Ledger Enquiry’ option you are given options to view the transactions – via the transactions, retained or outstanding buttons – or the documents via the ‘Invoices’... Read More

VAT on Imported Goods When goods are purchased from a country outside the EU then import VAT may be applied. Typically, a separate invoice is supplied from the courier showing the amount of import duty and VAT due. Subject to the normal rules... Read More

Datafile Software Add Debtor / Creditor Control Memo from Ledger Enquiry The Creditor Control Manager within the Sales Ledger allows for the recording of a ‘Debtor’ memo against an account record and, once created, this memo can be... Read More

Datafile Software User Instructions This chapter describes how to use the Datafile Software Sales and Purchase Ledger applications. We assume you have learned how to sign on to your Datafile Software system, and to use the main menu system... Read More

When reviewing Customers, Suppliers and Contacts it can be useful to quickly see what the last activity recorded was and to see when the next activity is due. This new feature allows you to define copy items from an activity to the linked customer,... Read More

Post-Dated Purchase Invoices The Datafile Purchase Ledger allows posting to the current purchase ledger period and one future period. If you receive a purchase invoice for an earlier period that has now been closed, you can post that transaction... Read More

Group VAT Registration The Cashbook VAT Form 100 reports its entries based on Nominal Ledger transactions. In a multi company environment where companies share the same VAT registration number, these need to be consolidated to submit the VAT... Read More

Fuel Scale Charge Posting If your company is registered for VAT, you can reclaim the VAT element of any expenditure on fuel provided by your company for use with company cars. This usage includes both private and business mileage. In return, HM... Read More

Datafile Software Turnover History Report The Sales and Purchase Account records all contain a rolling history of turnover for (usually) 12 periods. This new report allow output of this detail to an Excel spreadsheet together with average values... Read More

Datafile Software Extra Features in Purchase Invoice Transaction Lookup Purchase Ledger invoice entry has a transaction lookup option that allows for linking of a transaction to another database and to copy information from / to that database.... Read More

Partial VAT Exemption Scheme (VAT Notice 706) A business is partially exempt if it makes, or intends to make, both taxable and exempt supplies and incurs tax on costs that relate to both.  If your business is partially exempt, then you may... Read More

Datafile Software Print Statement Date in "Full” Date Format This option adds the ability, within the Sales and Purchase ledger statement design, to print the date in full – i.e. 6th July 2006 rather than 06/07/2006. Parameter Screen 10 ... Read More

Datafile Software Credit Control Manager / Additional Options Three further new features have been added to the popular Credit Control Manager utility.Firstly an extra account display item has been added, secondly a facility to update two... Read More

Datafile Software Aged Analysis of Debtors / Creditors The Aged Analysis report analyses the outstanding transactions, and groups them into your defined ageing periods, which can be helpful in debtor chasing and payment generation. This report... Read More

Datafile Software Enter Invoices There are two stages to entering invoice transaction details: the header, which holds details such as the customer / supplier account code, date and reference, and the invoice detail line entries that make up the... Read More

Purchase Ledger only Diamond and Premier only Purchase Ledger transaction entry allows the facility to either mark all invoices posted as unauthorised or to allow confirmation of transaction status during document production. This new... Read More

Datafile Software Account Authority Levels This new feature allows you to restrict access to accounts by setting an authority level on the account record.Where an authority level is set the account cannot be accessed by users with insufficient... Read More

The Maintain Accounts option allows you to design the main accounts maintenance screen for the ledger plus up to six extra maintenance screens. To define the main accounts screen select any of the first six options on this menu, the actions are... Read More

Datafile Software Credit Control Manager / Next Action Facility When using the Credit Control Manager and chasing debts operators often use the comment to record details such as ‘Call Friday’ etc. to flag when to contact the customer... Read More

Datafile Software Additional Options on Supplier Payment Report This new feature allows you to print sub-totals on the supplier payment report and to include extra items from the accounts file. In addition if set to sub-total on a new &lsquo... Read More

Datafile Software Unallocated Receipts / Payments This report shows the value of unallocated receipts or payments held against each account code and customer name, together with their current outstanding balances. Even if you do not use... Read More

The Discount and Supplier Matrix files use a prime index built up from the account code/group and the stock code/group as its unique key.  The Matrix file also includes separate items for the account code, account name, stock code and stock... Read More

Datafile Software Include Debtor Memo on Aged Analysis Report The Credit Control Manager allows for the recording of a ‘Debtor Memo’ – a note allowing you to record any specific issues with the outstanding value on the account.... Read More

Datafile Software Credit Control Manager / Accounts On-Stop List The Credit Control Manager facility lists all accounts that have an overdue balance and flags up any accounts that have been marked as ‘on-stop’. If an account doesn... Read More

Datafile Software Credit Control Manager - Selection Criteria for Accounts This release extends the selection options for accounts shown in the Credit Control pick list to include full selection criteria in addition to the existing account range... Read More

Datafile Software Fax Printing - Document Design Manager Selected fax software, such as Tobit David and Zetafax, allow programs to pass information to them with regards to fax and contact details. This option allows you to enter those commands... Read More

Datafile Software Account Listing This report is defined to show account codes and customer names, together with other descriptive information – such as telephone number. Read More

Datafile Software Account Statements (Sales Ledger) - Database Profiles Data Item Type Alternative Notes Last Statement date D E Date when a statement was last printed for this account, only applicable if statement set to update the date.... Read More

Datafile Software Cheque Design (Purchase Ledger) (Excluding Compact) - Document Design Manager To design a cheque layout for the purchase ledger select ‘Purchase Statements’ from the Document Design menu and then select Cheque... Read More

Datafile Software Improvements to Account Maintenance and Transaction Entry This release brings a new interface to the account maintenance and transaction entry within the Sales and Purchase Ledger. The first change is to the menu options... Read More

Datafile Software Account Optional 3 - Database Profiles Data Item Type Alternative Notes Allocation letter X (1) Holds last letter used to mark transactions making up a particular allocation. It is advanced by one letter after each allocation... Read More

Datafile Software Account Currency Turnover - Database Profiles Data Item Type Alternative Notes Curr T/O for year L K These values mirror in the foreign currency the base currency values Curr T/O for period L K Curr T/O per 1–13 L K Curr T/O... Read More

Datafile Software E-Mail Settings - Document Design Manager The E-Mail Settings option allows you to configure default message details if the document is printed to E-Mail. (This option is not available for all documents – for example cheques... Read More

Datafile Software Sales / Purchase Transactions The Sales and Purchase ledgers allow the posting of invoices, credits and payments. Entering transactions direct into the ledger does not print invoice and credit documents. Typically you would... Read More

Datafile Software Account Invoicing (Sales Ledger) - Database Profiles Data Item Type Alternative Notes Inv Cost: First Y(6) N, Y(5–8) First record number of an invoice costing record for this account. Inv Cost: Last Y(6) N, Y(5–8) Last... Read More

Datafile Software Account and Transaction Pick Lists One of the most popular features introduced in Release 6.2 were the Order Processing pick list options that allowed you to list Sales or Purchase orders based on selection criteria and process... Read More

Datafile Software ADD – Adding a New Account Selecting the ADD option allows you to create a new customer or supplier. On the screen the prompt for the account code will be active, type in the reference of the new account which you wish to add... Read More

Datafile Software Allocations by Account - Sales Ledger When you post payments and credit notes to open-item accounts, you will usually allocate them at the same time. against the invoices being paid as described in detail during the payment... Read More

Datafile Software Application Manager Select the Application Manager (Diamond and Premier only) menu option gives a further sub-set of actions. The options available on this menu are discussed in their own sections later on where appropriate... Read More

Datafile Software Account Turnover - Database Profiles Data Item Type Alternative Note T/over for year L K Updated as each transaction posted T/over for period L K Updated as each transaction posted T/over period (1-13) L K Only updated at... Read More

Datafile Software Document Watermark - Document Design Manager You have the option to add a bitmap behind the entire document to act as a watermark. (If converting an earlier document that had a bitmap background then this is set as the... Read More

Datafile Software Auto-Increment Account Codes This new feature allows the account code to default to the next available in the sequence when using an exclusively numeric format. When adding account records the system will default the next code... Read More

Datafile Software Disputed Transactions - Record Reason for Dispute When flagging transactions as disputed the option is available to press the <F7-Option> key and enter a series of notes as to the reason this transaction is being disputed,... Read More

Datafile Software Account Optional 4 - Database Profiles Data Item Type Alternative Notes Last F10 Doc Y (6) If saving large numbers of documents against an account then this item can hold the last reference which will speed up enquiries.... Read More

Datafile Software Print Preview and Test Print - Document Design Manager You can preview the document to the screen or the printer from the File pull-down menu. Selecting the Print Preview option shows the document on screen. You can use the... Read More

Datafile Software Account Optional 2 - Database Profiles Data Item Type Alternative Notes Del-Add xref to A/c X(10) Y Delivery address not blank: — this account record is merely a delivery address for account specified here.Orders may be... Read More

Datafile Software Account Reports - Application User Facilities Here you define how the sales/purchase reports, based on the accounts file, are to print. For most reports the parameters you must give include the print style (type of printing),... Read More

Within Discount Matrix maintenance and Order / Invoice entry procedures <F4-Select> is available on the price number and price inputs to view the set prices on the Stock record for the selected item.  This facility uses standard text for the... Read More

Datafile Software Ledger Enquiry Manager The Ledger Enquiry Manager (Diamond and Premier only) allows you configure the display screens for the Sales and Purchase Ledger Enquiry. Enquiries Allowed for this Company Although there are no... Read More

Datafile Software Spot Rate Revaluation Where a spot rate revaluation is required the following steps would normally be taken. Alter the spot rates via the Currency Maintenance options. Run a spot rate revaluation without updating the file, so... Read More

Datafile Software Allocations (Purchase Ledger) The purchase ledger allocation options allow you to allocate transactions, generate payments for individual accounts, change status flags, generate and post ledger payments automatically as shown... Read More

Datafile Software Account Costs (Sales Ledger) - Database Profiles Data Item Type Alternative Notes Cost for year L K, M Updated as each transaction posted Cost for period L K, M Updated as each transaction posted Cost period (1-13) L K, M Only... Read More

Datafile Software Document Design Manager The Document Design Manager is available on the main ‘Installation’ menu for Compact and Professional users, for Diamond and Premier users it is available on the ‘Application Manager... Read More

Datafile Software Reporting Defaults When running a report within the sales or purchase ledger the "as at” date remembers the date used last time and offers this as the default on the next report – the "as at” date being used as a memo for... Read More

Datafile Software Nominal Asset Account Validation When entering purchase invoices and credits you will sometimes require the option to analyse against an asset account when purchasing assets rather than the usual expenditure accounts. The... Read More

Datafile Software Allocations (Sales Ledger) The sales allocation options allow you to allocate transactions, change status flags, and handle bad debts, as shown below. (On Compactsystems only the ‘Allocate’ option is available and... Read More

Datafile Software Printer Settings - Document Design Manager This option allows you to set a default printer and tray for the sales / purchase document. Clicking the drop-down list shows the printers available from the pc for you to select,... Read More

Datafile Software ENQ - Enquire Account Details This option displays an accounts ‘current’ transactions. On selection of the option you are asked for the account code, enter or use <F4-Select> to search, and then the transactions... Read More

This new feature allows for the creation of a discount matrix to prevent sale of an item or group of items to a set customer or group of customers.  This may be required where a product is not for sale in particular territories or is restricted... Read More

Datafile Software Cheque Printing (Purchase Ledger) - Application User Facilities This option allows you into the document design procedures for the cheque layout. The option can be more directly accessed via the Document Design Manager and the... Read More

Diamond and Premier only Purchase Ledger Invoice entry has the facility to perform duplicate entry checks against the supplier invoice reference to warn against multiple entry.  This warning is optional and checks the ‘current’... Read More

Datafile Software Enquire Account Details The Enquiry Accounts procedure on the menu is the same option as available within the Customer and Supplier maintenance options. It is duplicated here for convenience purposes. For details on this... Read More

Datafile Software DELETE - Delete Inactive Accounts You use this option to delete an account from the ledger. However, you can only delete an account if there are no transactions associated with it, its balance is zero, and there are no... Read More

Datafile Software Generate Payments - Purchase Ledger You use this option to generate supplier payments from those transactions marked as ‘P to Pay’. First you must give the appropriate payment date to use as the date of the payment... Read More

Datafile Software Trans Mandatory - Database Profiles Data Item Type Alternative Notes Transaction type Y(1) X(1) Holds the type of the transaction record.: 1 Invoice transaction 2 Payment transaction 3 Credit note transaction 4 Invoice... Read More

Datafile Software Application Screen Layouts This option allows access to the ‘Maintain Accounts’ section of the Application User Facilities.Refer to this section above for further details. Read More

Datafile Software Change Account Code This option allows you to change the codes of existing accounts, and at the time changes the codes on all associated transactions. However, you should note that it does not change account codes in other... Read More

Datafile Software Enquire Account Details - Application User Facilities The format of the enquiry screen is largely fixed but you can pre-define up to five items from the accounts file to display on the enquiry plus configure selected aspects of... Read More

Datafile Software Account Status This report shows account codes and names, current balance, last transaction dates, turnover for the year and other information to help give a snapshot of each accounts position. Read More

Datafile Software Account Optional 1 - Database Profiles Data Item Type Alternative Notes Address line 1 X (30) Up to 64 characters each. Up to 4 lines are used by the program for confirming a customer name and address. The accounts file also... Read More

Datafile Software Validate Invoice Entry against Job Budgets (P/L only) This new feature allows for the invoice transaction entry within the Purchase Ledger to validate the goods value against the ‘free’ budget on the job record for... Read More

Datafile Software Additional Features within the Credit Control Manager Three new options have been added within the Credit Control Manager.Firstly a ZOOM button has been added which allows a more direct link to the Ledger Enquiry for the... Read More

Datafile Software VIEW - View an Account This displays the same screen design as for add and update of an account, except that the account details are only displayed, and none of them can be amended. Read More

Datafile Software Credit Control Manager (S/L Only) - Utilities This utility provides a single option that allows you to chase debts easily. It selects the accounts which are overdue, allows you to send statements for increasing severity of debt... Read More

Datafile Software Additional Lookups on Account Maintenance The Sales and Purchase account maintenance screens allow you to define a lookup to another database.This new feature allows you to define a further nine lookups to that same database... Read More

Datafile Software Trans Cash Tax - Database Profiles Used for cash accounting purposes, where tax is payable only when invoices are paid. All three must be present in your files for this feature to function. Data Item Type Alternative Notes Tax... Read More

Sales and Purchase Ledger Unallocating Transactions in Earlier Periods - Version 20 programs only When allocating Sales and Purchase transactions the system displays the "current” transactions where "current” means transactions entered in this... Read More

Diamond and Premier Only When grouping stock items you may end up analysing over more than one criteria – you may have separate analysis entries for the product type and a second analysis based on product supplier.Within Stock Control you can... Read More

Datafile Software Link to Application Company The Invoicer and Order Processing applications allow you to link that application to the ledgers of another company. This allows different configurations of these applications to meet different... Read More

Datafile Software Sub-Contractor Accessory - Supplier Maintenance You set up sub-contractors in your purchase ledger, just like you would any other supplier.However, there are extra items that determine how this account is treated.... Read More

Datafile Software Inserting New Items - Document Design Manager To insert a new item position the mouse where you wish to insert the item and press the right-button on the mouse (hereafter described as right-click). A menu appears for you to... Read More

Datafile Software Account Statements - Application User Facilities You may design up to six standard account statements. If there are balance forward and open-item accounts in the same file, you must have different statement formats for each... Read More

The Discount Matrix has an facility where instead of a single discount item you can have a series of up to four discount settings that are applied in turn when calculating the value of the order line – you might for example have 10% discount for... Read More

Datafile Software Enter Credit Notes A credit note reduces the current balance outstanding, the turnover for the period, and the turnover for the year for an account, and reduces the overall ledger control total. Entering a credit note... Read More

Datafile Software Cash Accounting and Forward Payments If configured for cash accounting, where VAT is accounted for at the point of payment rather than invoice, then although you could enter forward transactions you could not allocate them.... Read More

Datafile Software Multi-Period Allocations A long-time restriction in allocations has been removed. Previously you have been unable to allocate transactions when the debits (or credits) contained both current and forward transactions giving the... Read More

Datafile Software Enter Payments The ‘Payments’ option allows you to record payments received from customers in the sales ledger, or to record the details of payments you have made to a creditor in the purchase ledger.A payment... Read More

Datafile Software Account Mandatory - Database Profiles Data Item Type Alternative Notes Account code X (10) X, Y Maximum size of 10 characters Account name X (30) X, & Up to 64 characters. You could specify separate data items for title,... Read More

Datafile Software Controls and Audit Manager The Controls and Audit Manager contains all the utility routines used to check the integrity of the database files, and to undertake various housekeeping actions. The tools supplied allow: Audit... Read More

Datafile Software Period End & Year End The period end is an essential process, particularly where the nominal ledger is in use. It closes the current period and moves the ledger forward into the next period. As the period-end can alter so... Read More

Datafile Software Update Saved Aged Analysis on Payment Entry (S/L only) Discussed earlier in conjunction with the Credit Control Manager, the option to update the saved aged analysis values on payment entry can be used even when not using the... Read More

Datafile Software Extra File Scans This option allows you to set the authority level to enable the facility to scan documents against the customer / supplier account within the Ledger Enquiry. Set the authority level as required (0-9 where 0 is... Read More

Datafile Software Additional Transaction Reports The existing Sales and Purchase transaction report options allow facilities to list all transactions, or allow separate reports for each transaction type. New, in Release 6.1, are reporting... Read More

Datafile Software Allow 12 Statement / Remittance Advices The Premier system now allows up to 12 statements or remittance advice notes to be configured (up from 6). Installation The option to design/use up to 12 documents is available... Read More

Datafile Software Customer Profitability (Sales Ledger) If you are making use of the sales ledger costing facilities, then you use this report to give you an analysis of the profitability of each customer. It shows the turnover and costs year-to... Read More

Datafile Software Account Currency - Database Profiles Data Item Type Alternative Notes Currency Code X(3) The three-character currency code Curr Bal-bf L K This, and the following, values mirror in the foreign currency the base currency values... Read More

Datafile Software Trans Optional 2 - Database Profiles Data Item Type Alternative Notes Job Reference X (10) Y Purchase Ledger Only. This item used to hold the job code if ledger linked to job costing. Job Code Analysis X (10) Y Purchase Ledger... Read More

Datafile Software Sales / Purchase Transactions - Application User Facilities This part of the Application User Facilities allows you to select the optional transaction features that you wish to use. Screen 1 - Transaction Features Reference... Read More

Datafile Software Foreign Currency Statement Print In a system configured to use foreign currency the statement print is printed by default in the base currency of the system with a run-time option to print the statement in the currency of the... Read More

Datafile Software Manually Generate Payments - Purchase Ledger This procedure allows you to review accounts, one by one, and select transactions for payment. You choose accounts in the usual way. The procedure follows three steps: Select the... Read More

Datafile Software Reprint Period Invoices Usually only applicable for the Sales Ledger, although there is an equivalent Purchase Ledger facility. UK legislation requires that you keep a printed copy of a VAT-invoice, as of 2004, for seven years... Read More

Datafile Software Moving, Deleting and Amending Items - Document Design Manager You can move an items position by selecting it with the mouse and dragging it to where it’s required.If the ‘Tools’ option ‘Snap to Grid... Read More

Datafile Software System Profiles Screen 2 (excluding Compact) Write Separate Discount Transactions When entering payments or payment adjustments, you can enter the payment amount and any discount taken.The ledger normally stores the amount of... Read More

Datafile Software Sub-Contractor Accessory The purchase ledger sub-contractor accessory provides support for handling sub-contractor invoices and payments through the purchase ledger. If the purchase ledger is linked to job costing then sub... Read More

Datafile Software Year End Reports An option of Year-End Reports can be added to the menu on Diamond and Premier product levels. This offers a similar selection of reports to the Automatic Reports option above that is run at month end. When you... Read More

Datafile Software Include Notes on Unallocated Transaction Reports Release 6.2 introduced the facility to record notes against transactions; Release 6.5 adds the facility to include these notes when outputting the Unallocated Transaction reports... Read More

Datafile Software Recall Standard Text Recall Standard Text allows you to attach a word or phrase to a specific key combination (such as <Shift> + <F1>). For example you might have a series of standard texts to use for the transaction... Read More

Datafile Software Write Off Bad Debts You use this option to clear bad debts from the ledger, and ensure that the invoice and tax amounts are posted to the correct place in the nominal ledger where linked. If the foreign currency application is... Read More

Datafile Software Additional Features on Transaction Look-Up (P/L only) The Release 5.7 Update added an optional look-up database during purchase transaction entry. This look-up could be used where purchases (say) relate to a particular customer... Read More

Datafile Software Additional Notes on Transactions This new features allows for additional commentary to be recorded against a transaction after the transaction has been generated. This allows you to record, for example, additional notes against... Read More

Datafile Software Record Statement Dates on Account (S/L Only) Discussed earlier in conjunction with the Credit Control Manager, the option to flag the account with the date a statement is printed, can be used even when not using the Credit... Read More

Datafile Software VAT Reports This option gives a sub-menu of three reports analysing the transactions against the VAT code. VAT Summary This report lists the total goods amount, tax, and for the purchase ledger, the EC Acquisition tax for each... Read More

Datafile Software Provide for Bad Debts - Sales Ledger This works much like ‘Set Transaction Status Flag’ above, except that only invoices are displayed, and you have only one action to decide for each transaction If the invoice is... Read More

When using Account Groups and Stock Groups on the Discount Matrix the system can be configured using either N-type items or T-items on the Account and Stock files for the group data items.  N-type items allow the entry of a value from 0-9999 but... Read More

Datafile Software Enter Invoiced & Paid This option is particularly useful for entering invoice details when payment was received or made at the same time. Cash sales are often posted through the sales ledger — maybe to cash accounts... Read More

Datafile Software Save Statement Balance to Account / Transactions A new option has been added to the Sales/Purchase Statements to allow the system to record onto the account the statement balance and on to the transactions the outstanding value... Read More

Datafile Software Recalculate Debtor/Creditor Control The system maintains an accumulation of the total balance outstanding for all customer/supplier records and this is displayed in the system status screen. This option recalculates this value. Read More

Datafile Software Trans Sub Contract (Purchase Ledger) - Database Profiles Used in conjunction with the purchase ledger sub-contractors accessory. Data Item Type Alternative Notes Subcon – Disc K L Holds the discount value calculated as... Read More

Datafile Software Change Due Dates This action is used to change the payment due dates on invoice transactions. Where credit terms are being closely monitored, and re-negotiated it can be better to change an incorrect/amended payment due date.... Read More

Datafile Software Audit Pointers and Balances This option checks and resets the relationship between the accounts and transactions file. On selection you are asked whether you want to perform the check for all master records or for individual... Read More

Diamond and Premier 2016 onwards only This facility allows the facility to apply colour highlighting rules to the Credit Control Manager.  You could apply colour highlights to accounts for which the next action date is overdue, for... Read More

Datafile Software Invoice Document Clear Down Options When an account is deleted the system removes the account record but does not remove any saved documents tied to the account record. For Release 6.4 new options have been added to the account... Read More

Datafile Software Allocations by Account - Purchase Ledger When you post payments and credit notes to open-item accounts, you will usually allocate them at the same time against the invoices being paid as described above. However, on occasion... Read More

Datafile Software Additional Options in the Credit Control Manager The last update, Release 5.7, introduced the popular feature of the Credit Control Manager that provided a single option to help with debtor chasing. Following feedback from users... Read More

Datafile Software Authority Levels for Marking Accounts on Stop / Suspended This new facility allows for the setting of authority levels required to both mark an account as on stop/suspended and a separate authority level to release the account... Read More

Datafile Software Trans Optional 1 - Database Profiles Data Item Type Alternative Notes Nominal code X (10) Y Only used in type 6–9 analysis records, plus types2 and 5 payments Nominal updated ?-type Nominal ledger changes this to Y as it... Read More

Datafile Software Statements This option prints statements of account, one to a page. Sales ledger statements are normally sent to customers to remind them of how much they owe you and how the balance is made up. The same facility is given in... Read More

Datafile Software Year End Reporting When running a month end the system offers the option for ‘Automatic Reports’ which runs through selected application reports with details for the month. This new option allows a similar feature... Read More

Datafile Software Period / Year End Facilities - Application User Facilities This parameter screen allows you to control some additional period end options including the reports included in the automatic period end listings, plus some additional... Read More

Datafile Software Unallocated Transaction Reports Unlike the previous transaction reports, these reports look at all transactions on the file, searching for transactions which are not yet fully allocated. For this reason only open-item account... Read More

Datafile Software Security and User Manager The Security and User Manager, available on Professional upwards, allows you to set authority levels and passwords on specific application options and to define any user authority overrides. After... Read More

Datafile Software Print Supplier Payments - Purchase Ledger This reports all transactions that are marked for payment, giving you totals at the end of the payment amount and the settlement discount that is available to be taken. Selecting this... Read More

Datafile Software Database Profiles Database Profiles are the interface between the program and the databases, allow the program to read/update the data and interpret the values contained within. The data item profiles for the Sales and... Read More

Datafile Software System Profiles Screen 5 (excluding Compact) Apply Discount (Supplier) Matrix Look-up Select if you wish to apply discount matrices of any sort in the Invoicer, or Order Processing applications, otherwise leave blank. Apply to... Read More

Datafile Software Trans Currency - Database Profiles Required for foreign currency operation, values mirror the same transaction items as for the base currency, except they hold the foreign currency values. Data Item Type Alternative Notes Curr... Read More

Datafile Software Nominal Analysis This report processes just the analysis records for the current period, this time analysing them against the nominal ledger code. If the nominal ledger is not linked, then the general analysis code is used... Read More

Datafile Software Authority Level for Debtors Memo Access New in Release 6.1 is an option to set an authority level to access the Debtors Memo. The Debtors Memo can be created/maintained as part of the Credit Control Manager routines. Once... Read More

Datafile Software Automatic Payments (Purchase Ledger) A special feature of the purchase ledger gives you the capability to automate your payment procedures.The facilities to achieve this are grouped under the Allocation Actions for the... Read More

Datafile Software System Profiles The System Profiles set the general configuration options for the ledger. Read More

Datafile Software Account Aged Analysis - Database Profiles Data Item Type Alternative Notes Forward K L Holds the aged values on this account as generated by the Save Aged Analysis option. This FORWARD value is only updated/required if ageing... Read More

Datafile Software Enter Invoice Adjustments An Invoice Adjustment has the same effect on the ledger as a Credit Note. The difference is purely for analysis purposes – a credit note is assumed to be requested / authorised by the customer... Read More

Datafile Software Customers / Suppliers This option allows you to add, update, view, and delete your customer and supplier accounts. The Sales Ledger Customer maintenance screen A menu of options is available at the foot of the screen... Read More

Datafile Software Name and Address List This report shows the customer/supplier name and address details. Read More

Datafile Software Utilities The Utilities menu contains a range of additional features for the ledger. Read More

Datafile Software Ledger Enquiry The Ledger Enquiry is probably the most used and important tool for enquiry. Anywhere in the (user-side of the) system you can access the Ledger Enquiry and enquire upon the sales or purchase accounts, view its... Read More

Datafile Software Changes to File Locking on Save Aged Analysis The Save Aged Analysis option, whether used on its own or via the Credit Control Manager available on Diamond and Premier, requires an exclusive lock on the sales accounts file to... Read More

Datafile Software Omit Statement Print for Flagged Accounts The statement and remittance print process all accounts subject to eligibility and activity criteria (i.e. account balance etc.). To omit statements for accounts such as cash sales or... Read More

Datafile Software Automatic Generation of Payments (P/L only) If using the allocation log file then the automatic generation of payments option did not add details of the allocation to the log file. This update will now allow this ability. ... Read More

Datafile Software Reports You can print reports whenever you need them. The reports are similar for both ledgers; the only differences being a profitability report for the sales ledger, is replaced by a payments due report on the purchase... Read More

Datafile Software Set Company Details Documents allow the printing of ‘data’ items for the company name and address details. This can be a useful alternative to entering the address details as text on the document mask, (when using... Read More

Datafile Software Edit System Status Display Each application has a ‘System Status’ option that summarises the key facts about it, such as files, their sizes, how full they are, the current period number and period dates plus various... Read More

Datafile Software Set Application Code Formats This option allows you to set the prime index format for each of the application databases including the customer and supplier account files. The default format for the customer and supplier files... Read More

Datafile Software System Profiles Screen 3 (excluding Compact) Remove Transactions at period end If you leave this parameter blank then transactions are retained on file indefinitely. If set then transactions that are older than the number of... Read More

Datafile Software Sub-Contractor Accessory - Transaction Entry Separate menu options are used for entering sub-contractor invoices, credit notes and adjustments.If you use the wrong invoice entry option you are warned accordingly. The layout... Read More

Datafile Software Customer / Supplier Analysis Based on the analysis code specified on the accounts file, this report accumulates the values of an item (pre-defined as the turnover for the year) against these codes. The data item to be analysed... Read More

Datafile Software Holding Rate Revaluation Should a management decision be taken to alter a holding rate, then a holding rate revaluation can be done. This is usually undertaken at month end and the following steps are typical: Alter the holding... Read More

Datafile Software Control Report This option runs the ‘Ledger Control Summary’ report discussed in the reports section earlier and follows this with an integrity check of the ledger. From the printed ledger control summary you should... Read More

Datafile Software Run Proposed Payments - Purchase Ledger This is the first stage of the automatic payment procedures. In this stage transactions are analysed to see if payment is now due, and if so they are marked with a "P” in the status... Read More

Datafile Software Ledger Control Summary This is the main control report for the ledger. It shows the opening period balance of the ledger, summarises the transactions posted during the current period by type, and gives the closing balance. The... Read More

Datafile Software Copy Notice for Invoice Reprints (Sales Ledger) The sales ledger enquiry allows the ability to reprint invoices and credits. This parameter screen allows the ability to impose a text label (say) COPY upon the reprinted document... Read More

Datafile Software Amend Status Flags - Purchase Ledger This option calls the ‘Set Transaction Status Flags’ option available on the Allocations menu.Discussed fully earlier this option is included here to allow easy amendment of the ... Read More

Datafile Software Set Transaction Status Flags - Sales Ledger The ‘Set-Flags’ action allows you to mark transactions with a flag to indicate their status, as well as to clear existing flags. You choose accounts in the usual way,... Read More

Diamond and Premier only The Sales / Purchase Utilities option allows the facility to transfer invoice balances between accounts, this option has now been extended to allow for the transfer of payments, credits, invoice adjustments and payment... Read More

Datafile Software Supplier Payments Due (Purchase Ledger) This is a copy of the Supplier Payments report described under the Automatic Payments procedure earlier, and is included in the Reports menu for convenience. Read More

Datafile Software Cheque Printing (Purchase Ledger) The cheque printing option is designed to print on special cheque stationery which you can obtain through your bank or stationery supplier. It process payments with blank reference numbers,... Read More

Datafile Software System Profiles Screen 6 (Sub-Contractors Accessory) Only applicable for the Purchase Ledger on Diamond and Premier systems, and then only if the sub-contracting accessory has been purchased. Tax Rate for SubContractors Enter... Read More

Datafile Software 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... Read More

Datafile Software Set Auto Expand Data Files Datafile reserves a fixed space for database files and you need to expand that space should the file become full. This option allows you to set internal system parameters, so that it automatically... Read More

Datafile Software Select Key Definition Whenever you press <F4-Select> against an application database within the sales or purchase ledger the details displayed can be configured to show what you require.This is done via the &lsquo... Read More

Datafile Software Trans Optional 3 - Database Profiles Data Item Type Alternative Notes EC Country X (3) Copied from accounts file; needed for EC reports EC Tax Reg X (15) Copied from accounts file; needed for EC reports EC Acquis Tax L K... Read More

Datafile Software Sales/Purchase Document Facilities This option provides maintenance facilities for the saved document files available for both the sales and purchase ledgers. Clear By Date This option allows you to clear the saved documents... Read More

Datafile Software Improvements to Statement Print Locking If an account statement is set to flag back to the account record – to update last statement date, statement page number or Credit Control flag – then the system requires exclusive... Read More

Datafile Software Additional Transaction Report Utilities In high-pressure sales environments you are often producing reports totalling the transactions for the given period to compare with targets. These targets reset on day one of the new... Read More

Datafile Software Database Audit Use this option to check the internal integrity of any of the Sales or Purchase application files.If you’re sure that a particular record is in the file but you cannot select it via the indexes then you... Read More

Datafile Software Enter Payment Adjustments You use this transaction to reverse payment postings. The most likely reason is a customer payment which is returned to you uncleared. Alternatively, you may also use it where a payment has... Read More

This action allows you to mark transactions with a flag to indicate their status, as well as to clear flags. You choose accounts in the usual way, after which you are asked to choose which transactions to display for the account in the middle window... Read More

Datafile Software Transfer Outstanding Invoices You use this option to move outstanding invoice values from one account to a temporary holding account.The two main uses of this are: Retentions. In some businesses — for example the... Read More

Datafile Software Save and Exit - Document Design Manager The File pull-down allows you to save the document and exit the document design. If you exit without saving you will be prompted to save the changes – if you respond ‘Yes’... Read More

Datafile Software Re-Scan Documents (Purchase Ledger) This option allows you to scan a purchase invoice against a transaction that has already been entered. On selection of the option you are asked two pre-run parameters Validate Reference on... Read More

Datafile Software Memo Facility Configuration The Memo facility allows you to record notes against customer and supplier records. Within the Ledger Enquiry Manager you have the option to define, for all applications, where the memo files are... Read More

Datafile Software Set Proposed Payments, Generate Payments Automatically - Purchase Ledger These options, included on the allocations menu as PROPOSE-PAY and PAY-RUN respectively, are also included within the Automatic Payments procedures, and... Read More

Datafile Software Update Nominal Ledger Whilst strictly speaking a ‘Nominal Ledger’ process and thus outside the scope of this manual, the nominal ledger update process is included in the period end menu to simplify the procedure.... Read More

Datafile Software Default to Totals Only on Nominal Analysis Report Release 5.9 introduced a run-time option on the Nominal Analysis Report within the Sales / Purchase Ledger to be run on a ‘Totals’ only basis. This new feature... Read More

Datafile Software Separate Look-Ups for Extra Maintenance Screens The look-up database(s) used in the sales/purchase account extra maintenance screens were shared with the standard account maintenance screen. A new option, also applicable for... Read More

Datafile Software Day Book Listings This option contains a sub-menu of reports relating to the individual transaction types. Invoice Listing Payment Listing Credit Note Listing Invoice Adjustment Listing Payment Adjustment Listing Exchange... Read More

Datafile Software Increased Number of Entries in Allocations When allocating payments and credits against invoices the system limited the number of entries within an allocation to 500 records – from Release 6.4 this has been increased to 1000... Read More

Datafile Software System Profiles Screen 1 Enter Opening Balance Transactions When you set-up a new company, this is automatically set. When set the ledger transactions do not ask for any analysis making it easier to enter outstanding... Read More

Datafile Software System Profiles Screen 4 (excluding Compact) Omit transaction Sales (Purchase) analysis If you do not wish to use the analysis item within transaction entry, then setting this option suppresses the input of this item. Omit... Read More

Datafile Software Increased Size of User-2 / User-3 Items The User-2/3 inputs are additional items prompted within direct transaction entry in the sales and purchase ledgers, how these items are used being defined within the System Profiles... Read More

Datafile Software Other Transaction Facilities Totals This Session A transaction option exists to display the totals of all transactions entered so far in this session – meaning whilst in the transactions menu. You may print these totals to a... Read More

Datafile Software Sub-Contractor Accessory - Multiple Job Analysis Although you can enter a job and cost code against a purchase invoice analysis line, a sub-contractor invoice may well cover any number of jobs even though a simple invoice is... Read More

Datafile Software Configuration Your Datafile Software ledger systems have a wide range of possible facilities, and you can undertake a great amount of structuring so that it suits your particular operation.This section describes how to use the... Read More

Datafile Software Save Aged Analysis The Aged Analysis routines calculate ‘on-the-fly’ based on the currently outstanding transactions.For reporting reasons you may want to save the aged analysis at a particular time, such as period... Read More

Datafile Software Compact & Audit Database The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted (particularly in master files such as the Customer and Supplier files). New... Read More

Datafile Software Solutions Save Period End Reports As you run the Period End for the Sales and Purchase Ledgers you often print a series of reports and a ‘Automatic Period End Reports’ option is available that allows you to run a... Read More

Datafile Software List All Transactions This report prints all transactions for the current period in the order in which they were posted.Transaction types are mixed throughout the report and thus no totals are given. As period-end facilities... Read More

Datafile Software Turnover Analysis This report processes just the analysis records for the current period and analyses them against the transaction analysis codes entered when the transactions were posted. It totals the value against each code,... Read More

Datafile Software System Status This displays a summary of the current status of the ledger and acts as a useful control check. Company – displays the identifying code and the name of the company in use. Files – displays the number of... Read More

Datafile Software Application User Facilities The Application User Facilities allow configuration of the individual Sales and Purchase Ledger options – this facility is only available for Diamond and Premier users. Read More

Datafile Software Automatic Reports This option allows you to process all the ledger reports you require for each period, Diamond and Premier users can amend the reports processed. Selecting the option lists the reports to be processed and asks... Read More

Datafile Software Currency Options This menu, applicable for systems where the Foreign Currency application is in use, allows utilities to revalue outstanding invoices and credits via both Holding Rate revaluations (which effect the sales... Read More

Datafile Software Transaction Summary This report provides the overall control totals for transactions in the current period by transaction type. It also prints the net turnover and net payment figures. The net turnover is calculated by... Read More

Datafile Software Expand Data Files If not setting the auto-expand options then this option allows you to manually expand the data files as necessary. Read More

Datafile Software Transaction Reports - Application User Facilities The same procedure for report design as discussed above for the account reports is followed for the transaction reports. As well as the data items from the transaction file you... Read More

This new feature allows you to list the Activities for a Contact, Customer or Supplier in LIFO (Latest first) order.     Installation   Application User Facilities The option to list Activities in LIFO order is defined within the... Read More

Datafile Software Copy Items - Database Profiles You specify here data items which are to be copied from one file to another as records are created Copy Account to Trans When transactions and analysis records are written, whether from ledger or... Read More

Datafile Software Default ‘Eligible Accounts’ on Statements When printing a Sales or Purchase Statement a run-time parameter asks for the ‘Eligible Accounts’ – i.e. the accounts for which you wish to produce a statement... Read More

Datafile Software Enquiries Configuration This option allows you to configure the Ledger Enquiry for each of the applications. After selecting the application a list of available options are displayed. Read More

Purchase Ledger only The Purchase Ledger includes a series of actions – termed the auto-payment procedures – that allows for the system to create payments for suppliers based on their outstanding invoices.  In a currency environment,... Read More

Datafile Software System Status - Application User Facilities This screen is for information only and lists the items displayed when the system status option is selected at run-time. Read More

Diamond and Premier only The Sales and Purchase Ledgers save period turnover and, in the case of sales ledger, cost of sales values on a rolling calendar basis and at any point in time you have values for the last financial year.  This... Read More

Diamond and Premier Versions Only   Database Profile setting allow for the definition of up to twenty copy items from the Stock to the Order Detail files. This new feature allows for a further fifty copy items to be defined. Installation ... Read More

Datafile Software Email Statements – Include Transactions in Email Text When sending statements to email you could include details from the account within the email text but you could not include transaction detail. This new feature allows you... Read More

Datafile Software Sales/Purchase Accounts File – Full Screen Design (Premier only) In Premier systems you have the option to create two user-defined screens in which to display details from the customer and supplier files.On selection of this... Read More

Supplier Invoices for services will, at times, specify a date range for which the service covers that relates so two or more accounting periods – insurance, service agreements etc. Similarly, when customers are supplying services their invoice they... Read More

Datafile Software Sales/Purchase Accounts File – Item Screen Design If Diamond (or Premier and you don’t wish to use the full screen design) then this option allows you to quickly configure the display of up to 32 items from the accounts... Read More

Datafile Software OTHER – Extra Maintenance Screens This option gives up to six extra screens for account maintenance. In the systems as we distribute them are four screens on the Sales Ledger and three screens on the Purchase Ledger.... Read More

Datafile Software YEAR-END-DEL – Mark Account for Deletion at Year End Once an account has had a transaction entered against it the option to delete an account is restricted, you can only delete the account if ‘inactive’ – no... Read More

Datafile Software 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... Read More

Datafile Software Nominal Analysis Report – Totals Only The Nominal Analysis Report lists all the sales/purchase analysis transactions for the current period sub-totalling on the nominal code. This new option allows the report to omit the... Read More

Datafile Software STOP – Flag Accounts with Stop Status Marking an account as ‘on-stop’ prevents new invoices being posted for this account, but continues to allow payment and credit generation. Selecting this option shows the same... Read More

Datafile 2019 and above, Diamond and Premier Only When allocating transactions, the system will exclusively lock the account, blocking the options to post invoices or enter orders for the account.  This new feature allows you to omit the... Read More

This feature allows you to display entries from a "history” database during order entry. The history database is a nominated DFD that contains a ‘link’ to the entered order detail. This allows, for example, the order entry to show a... Read More

When entering an order then, subject to configuration, the user is allowed insert lines within an existing order. When inserting a line then, as discussed above, this can change the primary key of the order line but in addition it may make changes to... Read More

This new option allows you to validate the VAT Registration Number that you receive from UK customers and suppliers against HMRC records. Applicable for users who have registered their Datafile software application for the submission of VAT Form 100... Read More

Datafile 2018 introduced the option where postings to a sales/purchase invoice account could be posted to the Nominal Ledger over multiple periods. Supplier Invoices for services will, at times, specify a date range for which the service covers that... Read More

When you create a new sales or purchase account the system can be configured to link to another account for invoice, statement, or group reference purposes.This new feature allows you to define copy items from the cross-referenced account to the... Read More

Within Sales and Purchase order entry you are prompted for the stock code. Existing options allow you to enter the stock code if know or to use the <F4> search tools to look for the stock code using the likes of description / partial description... Read More

When processing goods returned from a customer some companies will charge a restocking fee where the goods are not being returned because they’re damaged but due to a customer error – the restocking fee being processed as either a separate... Read More

When revaluing transactions, the system reviews the outstanding invoices and credits, compares the transaction exchange rate against the current exchange rate and posts an exchange difference for the difference between the two. When taking payments... Read More

When the sales/purchase ledger is configured for multi-currency use then the statement and remittance documents have a run-time parameter to ‘Report Which Currency’.  If leave the currency blank, then all statements are processed... Read More

When posting invoice transactions directly within the Purchase Ledger the system prompts for the credit terms for the invoice and automatically calculates the due date of the invoice based on the invoice date and the set terms. This new feature... Read More

Existing functionality allows you to restrict access to customers by linking a customer record to a salesperson. If the Datafile user-id has a salesperson assigned then when viewing, updating, or reporting on customer accounts or sales orders they... Read More

The sales and purchase order detail files can have a prime index. A prime index is a unique key that references the order line and in SOP and POP this index consists of a combination of the order reference and the order entry number. The index for an... Read More

When printing a sales statement, the document configuration allows you to print columns for the debit (invoices) and credit (payments and credit) values. If printing these in the same print column then can be useful to display the credits values as... Read More

As part of the Sales Order entry processes the system can be configured to warn and/or block entry of a price below that of the cost price or cost price plus a markup value. The system can be configured to require entry of a password to override this... Read More

When you need to update the status of an order – to release an order from on Hold once customer has paid for example – then you can use the change status option. Change Status requires an exclusive lock on the order to be updated and all the... Read More

As part of the automatic payment generation the system prompts for a transaction description that will be recorded against each payment created within the payment run. When using the transaction description for a BACS upload then it may be desirable... Read More

The Purchase Ledger options within the Automatic Payment procedure for Run Proposed Payments and Generate Payments both require an exclusive file lock on the supplier accounts and transaction tables meaning that other users cannot use these files... Read More

The Aged Analysis of Debtors within the Sales Ledger, together with the Creditors report for the Purchase Ledger, can be configured to age based on either the invoice date or the due date accordingly. Typically, the report(s) will be set to age on... Read More

When post a payment transaction directly within the Purchase Ledger or via the Cashbook application the system allows you to confirm the exchange rate to use when posting a payment to a non-GBP (or more correctly non base currency) supplier. When... Read More