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Credit Control Manager (S/L Only)
Viewed 26527 times since Wed, Jun 13, 2012
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
Document Parameters - Document Design Manager
Viewed 25609 times since Mon, Jul 2, 2012
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
VAT Summary – Include Out of Scope VAT Codes
Viewed 19016 times since Tue, Oct 12, 2021
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
Extra Account Items on Aged Analysis Reports
Viewed 18361 times since Thu, Jun 7, 2012
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
Currency Aged Analysis in Auto Period End Reports
Viewed 17799 times since Tue, Oct 12, 2021
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
Transaction / Detail Enquiries
Viewed 13210 times since Mon, Jul 2, 2012
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
Set Account Group on Stop
Viewed 13146 times since Fri, Oct 26, 2012
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
Aged Analysis - Debtor Memo and Transaction Notes to Excel
Viewed 11348 times since Fri, Jun 8, 2012
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
Include Debtor Memo on Statement
Viewed 9636 times since Tue, Jun 12, 2012
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
Scanning Invoice Documents
Viewed 8530 times since Wed, Jun 13, 2012
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
Statement/Remittance Design - Document Design Manager
Viewed 7319 times since Mon, Jul 2, 2012
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
Transaction Control Numbers
Viewed 7009 times since Mon, Jul 2, 2012
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
Group Account Credit Limit Checking Sales Ledger Only
Viewed 6582 times since Mon, Mar 2, 2020
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
Ledger Enquiry – View Documents from Transaction List
Viewed 4941 times since Wed, Jun 13, 2012
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
Add Debtor / Creditor Control Memo from Ledger Enquiry
Viewed 3930 times since Fri, Jun 8, 2012
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
User Instructions
Viewed 3804 times since Fri, Jun 29, 2012
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
Contact Management - Copy Items from Activity to Accounts and Contacts
Viewed 3748 times since Tue, Mar 3, 2020
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
VAT Adjustments - VAT on Imported Goods
Viewed 3730 times since Fri, Oct 12, 2018
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
VAT Adjustments - Post-Dated Purchase Invoices
Viewed 3361 times since Thu, Oct 11, 2018
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
VAT Form 100 - Group VAT Registration
Viewed 3326 times since Tue, Oct 9, 2018
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
Turnover History Report
Viewed 3238 times since Mon, Jun 11, 2012
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
Fuel Scale Charge Posting
Viewed 3180 times since Fri, Oct 12, 2018
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
Extra Features in Purchase Invoice Transaction Lookup
Viewed 3130 times since Tue, Jun 12, 2012
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
VAT Adjustments - Partial VAT Exemption Scheme
Viewed 2817 times since Thu, Oct 11, 2018
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
Print Statement Date in β€œFull” Date Format
Viewed 2738 times since Wed, Jun 13, 2012
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
Credit Control Manager / Additional Options
Viewed 2704 times since Mon, Jun 11, 2012
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
Enter Invoices
Viewed 2647 times since Mon, Jul 2, 2012
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
Aged Analysis of Debtors / Creditors
Viewed 2627 times since Mon, Jul 2, 2012
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
Account Authority Levels
Viewed 2533 times since Tue, Jun 12, 2012
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
Default Invoice Status by Account
Viewed 2524 times since Fri, May 27, 2016
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
Maintain Customer (Supplier) Accounts - Application User Facilities
Viewed 2500 times since Mon, Jul 2, 2012
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
Credit Control Manager / Next Action Facility
Viewed 2445 times since Mon, Jun 11, 2012
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
Additional Options on Supplier Payment Report
Viewed 2444 times since Tue, Jun 12, 2012
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
Unallocated Receipts / Payments
Viewed 2331 times since Mon, Jul 2, 2012
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
Include Debtor Memo on Aged Analysis Report
Viewed 2294 times since Tue, Jun 12, 2012
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
ADD – Adding a New Account
Viewed 2277 times since Fri, Jun 29, 2012
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
Account Listing
Viewed 2245 times since Mon, Jul 2, 2012
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
Credit Control Manager - Selection Criteria for Accounts
Viewed 2238 times since Fri, Jun 8, 2012
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
Account Currency Turnover - Database Profiles
Viewed 2225 times since Mon, Jul 2, 2012
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
Account Statements (Sales Ledger) - Database Profiles
Viewed 2215 times since Mon, Jul 2, 2012
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
Credit Control Manager / Accounts On-Stop List
Viewed 2204 times since Mon, Jun 11, 2012
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
Record Groups as Items in Discount and Supplier Matrix
Viewed 2200 times since Fri, May 27, 2016
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
Sales / Purchase Transactions
Viewed 2189 times since Mon, Jul 2, 2012
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
Cheque Design (Purchase Ledger) (Excluding Compact) - Document Design Manager
Viewed 2187 times since Mon, Jul 2, 2012
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
E-Mail Settings - Document Design Manager
Viewed 2187 times since Mon, Jul 2, 2012
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
Account Optional 3 - Database Profiles
Viewed 2181 times since Mon, Jul 2, 2012
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
Account Invoicing (Sales Ledger) - Database Profiles
Viewed 2180 times since Mon, Jul 2, 2012
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
Account and Transaction Pick Lists
Viewed 2148 times since Mon, Jun 11, 2012
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
Improvements to Account Maintenance and Transaction Entry
Viewed 2136 times since Wed, Jun 13, 2012
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
Account Turnover - Database Profiles
Viewed 2101 times since Mon, Jul 2, 2012
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
Application Manager
Viewed 2088 times since Mon, Jul 2, 2012
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
Allocations by Account - Sales Ledger
Viewed 2083 times since Mon, Jul 2, 2012
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
Account Optional 4 - Database Profiles
Viewed 2076 times since Mon, Jul 2, 2012
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
Disputed Transactions - Record Reason for Dispute
Viewed 2065 times since Fri, Jun 8, 2012
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
Account Optional 2 - Database Profiles
Viewed 2059 times since Mon, Jul 2, 2012
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
Account Reports - Application User Facilities
Viewed 2057 times since Mon, Jul 2, 2012
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
Fax Printing - Document Design Manager
Viewed 2056 times since Mon, Jul 2, 2012
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
Account Costs (Sales Ledger) - Database Profiles
Viewed 2051 times since Mon, Jul 2, 2012
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
Auto-Increment Account Codes
Viewed 2046 times since Wed, Jun 13, 2012
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
Document Watermark - Document Design Manager
Viewed 2045 times since Mon, Jul 2, 2012
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
Print Preview and Test Print - Document Design Manager
Viewed 2038 times since Mon, Jul 2, 2012
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
ENQ - Enquire Account Details
Viewed 2009 times since Mon, Jul 2, 2012
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
Ledger Enquiry Manager
Viewed 2003 times since Mon, Jul 2, 2012
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
Spot Rate Revaluation
Viewed 1992 times since Mon, Jul 2, 2012
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
DELETE - Delete Inactive Accounts
Viewed 1983 times since Mon, Jul 2, 2012
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
Enquire Account Details - Application User Facilities
Viewed 1982 times since Mon, Jul 2, 2012
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
Printer Settings - Document Design Manager
Viewed 1979 times since Mon, Jul 2, 2012
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
Reporting Defaults
Viewed 1972 times since Wed, Jun 13, 2012
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
Application Screen Layouts
Viewed 1971 times since Mon, Jul 2, 2012
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
Document Design Manager
Viewed 1971 times since Mon, Jul 2, 2012
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
Generate Payments - Purchase Ledger
Viewed 1969 times since Mon, Jul 2, 2012
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
Trans Mandatory - Database Profiles
Viewed 1967 times since Mon, Jul 2, 2012
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
Enquire Account Details
Viewed 1964 times since Mon, Jul 2, 2012
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
Nominal Asset Account Validation
Viewed 1953 times since Wed, Jun 13, 2012
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
Change Account Code
Viewed 1949 times since Mon, Jul 2, 2012
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
Duplicate Purchase Ledger Reference Checks
Viewed 1945 times since Fri, May 27, 2016
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
Account Optional 1 - Database Profiles
Viewed 1941 times since Mon, Jul 2, 2012
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
Allocations (Sales Ledger)
Viewed 1937 times since Mon, Jul 2, 2012
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
VIEW - View an Account
Viewed 1928 times since Mon, Jul 2, 2012
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
Additional Lookups on Account Maintenance
Viewed 1922 times since Wed, Jun 13, 2012
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
Validate Invoice Entry against Job Budgets (P/L only)
Viewed 1921 times since Wed, Jun 13, 2012
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
Account Status
Viewed 1908 times since Mon, Jul 2, 2012
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
Trans Cash Tax - Database Profiles
Viewed 1904 times since Mon, Jul 2, 2012
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
Additional Features within the Credit Control Manager
Viewed 1892 times since Tue, Jun 12, 2012
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
Display Price Item Names
Viewed 1888 times since Fri, May 20, 2016
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
Discount and Supplier Matrix Prevent Sale of Items to Selected Customers
Viewed 1884 times since Fri, May 20, 2016
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
Account Statements - Application User Facilities
Viewed 1868 times since Mon, Jul 2, 2012
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
Allocations (Purchase Ledger)
Viewed 1867 times since Mon, Jul 2, 2012
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
Sub-Contractor Accessory - Supplier Maintenance
Viewed 1857 times since Mon, Jul 2, 2012
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
Inserting New Items - Document Design Manager
Viewed 1843 times since Mon, Jul 2, 2012
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
Second Stock Group Matrix Entries
Viewed 1837 times since Fri, May 27, 2016
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
Credit Control Manager (S/L Only) - Utilities
Viewed 1836 times since Mon, Jul 2, 2012
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
Link to Application Company
Viewed 1836 times since Wed, Jun 13, 2012
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
Account Mandatory - Database Profiles
Viewed 1831 times since Mon, Jul 2, 2012
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
Multi-Period Allocations
Viewed 1826 times since Wed, Jun 13, 2012
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
Account Currency - Database Profiles
Viewed 1826 times since Mon, Jul 2, 2012
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
Additional Transaction Reports
Viewed 1818 times since Tue, Jun 12, 2012
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
Enter Credit Notes
Viewed 1813 times since Mon, Jul 2, 2012
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
Controls and Audit Manager
Viewed 1811 times since Mon, Jul 2, 2012
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
Extra File Scans
Viewed 1808 times since Mon, Jul 2, 2012
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
Update Saved Aged Analysis on Payment Entry (S/L only)
Viewed 1808 times since Wed, Jun 13, 2012
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
Which Price Matrix Entries
Viewed 1805 times since Fri, May 20, 2016
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
Cash Accounting and Forward Payments
Viewed 1799 times since Wed, Jun 13, 2012
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
Period End & Year End
Viewed 1797 times since Mon, Jul 2, 2012
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
Trans Optional 2 - Database Profiles
Viewed 1794 times since Mon, Jul 2, 2012
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
Customer Profitability (Sales Ledger)
Viewed 1792 times since Mon, Jul 2, 2012
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
Foreign Currency Statement Print
Viewed 1770 times since Fri, Jun 8, 2012
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
Unallocating Transactions in Earlier Periods
Viewed 1765 times since Wed, May 29, 2019
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
Allow 12 Statement / Remittance Advices
Viewed 1761 times since Wed, Jun 13, 2012
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
Sub-Contractor Accessory
Viewed 1759 times since Mon, Jul 2, 2012
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
System Profiles Screen 2 (excluding Compact)
Viewed 1753 times since Mon, Jul 2, 2012
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
Reprint Period Invoices
Viewed 1749 times since Mon, Jul 2, 2012
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
Sales / Purchase Transactions - Application User Facilities
Viewed 1747 times since Mon, Jul 2, 2012
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
Moving, Deleting and Amending Items - Document Design Manager
Viewed 1739 times since Mon, Jul 2, 2012
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
Include Notes on Unallocated Transaction Reports
Viewed 1738 times since Fri, Jun 8, 2012
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
Year End Reports
Viewed 1727 times since Mon, Jul 2, 2012
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
VAT Reports
Viewed 1723 times since Mon, Jul 2, 2012
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
Manually Generate Payments - Purchase Ledger
Viewed 1714 times since Mon, Jul 2, 2012
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
Record Statement Dates on Account (S/L Only)
Viewed 1709 times since Wed, Jun 13, 2012
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
Recall Standard Text
Viewed 1699 times since Mon, Jul 2, 2012
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
Enter Payments
Viewed 1691 times since Mon, Jul 2, 2012
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
Authority Levels for Marking Accounts on Stop / Suspended
Viewed 1690 times since Fri, Jun 8, 2012
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
Additional Features on Transaction Look-Up (P/L only)
Viewed 1688 times since Wed, Jun 13, 2012
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
Invoice Document Clear Down Options
Viewed 1687 times since Fri, Jun 8, 2012
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
Provide for Bad Debts - Sales Ledger
Viewed 1683 times since Mon, Jul 2, 2012
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
Change Due Dates
Viewed 1680 times since Mon, Jul 2, 2012
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
Write Off Bad Debts
Viewed 1678 times since Mon, Jul 2, 2012
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
Additional Notes on Transactions
Viewed 1677 times since Tue, Jun 12, 2012
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
Audit Pointers and Balances
Viewed 1660 times since Mon, Jul 2, 2012
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
Trans Sub Contract (Purchase Ledger) - Database Profiles
Viewed 1660 times since Mon, Jul 2, 2012
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
Database Profiles
Viewed 1652 times since Mon, Jul 2, 2012
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
Additional Options in the Credit Control Manager
Viewed 1649 times since Wed, Jun 13, 2012
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
Allocations by Account - Purchase Ledger
Viewed 1644 times since Mon, Jul 2, 2012
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
System Profiles Screen 5 (excluding Compact)
Viewed 1642 times since Mon, Jul 2, 2012
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
Automatic Payments (Purchase Ledger)
Viewed 1637 times since Mon, Jul 2, 2012
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
Authority Level for Debtors Memo Access
Viewed 1635 times since Tue, Jun 12, 2012
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
Credit Control Manager Apply Colour Highlighting Rules Sales Ledger
Viewed 1631 times since Fri, May 27, 2016
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
Trans Currency - Database Profiles
Viewed 1629 times since Mon, Jul 2, 2012
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
Automatic Generation of Payments (P/L only)
Viewed 1628 times since Wed, Jun 13, 2012
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
Unallocated Transaction Reports
Viewed 1628 times since Mon, Jul 2, 2012
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
Save Statement Balance to Account / Transactions
Viewed 1628 times since Fri, Oct 26, 2012
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
Cheque Printing (Purchase Ledger) - Application User Facilities
Viewed 1625 times since Mon, Jul 2, 2012
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
Omit Statement Print for Flagged Accounts
Viewed 1623 times since Wed, Jun 13, 2012
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
Utilities
Viewed 1621 times since Mon, Jul 2, 2012
Datafile Software Utilities The Utilities menu contains a range of additional features for the ledger. Read More
Validate Account and Stock Groups Entries
Viewed 1618 times since Fri, May 27, 2016
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
Customers / Suppliers
Viewed 1618 times since Fri, Jun 29, 2012
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
Changes to File Locking on Save Aged Analysis
Viewed 1617 times since Tue, Jun 12, 2012
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
System Profiles
Viewed 1615 times since Mon, Jul 2, 2012
Datafile Software System Profiles The System Profiles set the general configuration options for the ledger. Read More
Trans Optional 1 - Database Profiles
Viewed 1615 times since Mon, Jul 2, 2012
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
Holding Rate Revaluation
Viewed 1613 times since Mon, Jul 2, 2012
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
Reports
Viewed 1612 times since Mon, Jul 2, 2012
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
Recalculate Debtor/Creditor Control
Viewed 1611 times since Mon, Jul 2, 2012
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
Sub-Contractor Accessory - Transaction Entry
Viewed 1610 times since Mon, Jul 2, 2012
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
Enter Invoiced & Paid
Viewed 1604 times since Mon, Jul 2, 2012
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
Period / Year End Facilities - Application User Facilities
Viewed 1603 times since Mon, Jul 2, 2012
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
Enter Invoice Adjustments
Viewed 1600 times since Mon, Jul 2, 2012
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
System Profiles Screen 3 (excluding Compact)
Viewed 1600 times since Mon, Jul 2, 2012
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
Nominal Analysis
Viewed 1598 times since Mon, Jul 2, 2012
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
Run Proposed Payments - Purchase Ledger
Viewed 1598 times since Mon, Jul 2, 2012
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
Ledger Enquiry
Viewed 1592 times since Mon, Jul 2, 2012
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
Control Report
Viewed 1592 times since Mon, Jul 2, 2012
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
Security and User Manager
Viewed 1592 times since Mon, Jul 2, 2012
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
Copy Notice for Invoice Reprints (Sales Ledger)
Viewed 1591 times since Mon, Jul 2, 2012
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
Print Supplier Payments - Purchase Ledger
Viewed 1587 times since Mon, Jul 2, 2012
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
Name and Address List
Viewed 1584 times since Mon, Jul 2, 2012
Datafile Software Name and Address List This report shows the customer/supplier name and address details. Read More
System Profiles Screen 6 (Sub-Contractors Accessory)
Viewed 1582 times since Mon, Jul 2, 2012
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
Year End Reporting
Viewed 1581 times since Wed, Jun 13, 2012
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
Customer / Supplier Analysis
Viewed 1580 times since Mon, Jul 2, 2012
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
Set Transaction Status Flags - Sales Ledger
Viewed 1579 times since Mon, Jul 2, 2012
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
Statements
Viewed 1579 times since Mon, Jul 2, 2012
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
Cheque Printing (Purchase Ledger)
Viewed 1579 times since Mon, Jul 2, 2012
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
Database Audit
Viewed 1578 times since Mon, Jul 2, 2012
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
Lookup during Invoice Entry (P/L only)
Viewed 1576 times since Wed, Jun 13, 2012
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
Set Proposed Payments, Generate Payments Automatically - Purchase Ledger
Viewed 1570 times since Mon, Jul 2, 2012
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
Set Auto Expand Data Files
Viewed 1568 times since Mon, Jul 2, 2012
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
Additional Transaction Report Utilities
Viewed 1565 times since Mon, Jun 11, 2012
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
Edit System Status Display
Viewed 1563 times since Mon, Jul 2, 2012
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
Set Application Code Formats
Viewed 1563 times since Mon, Jul 2, 2012
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
Sub-Contractor Accessory - Multiple Job Analysis
Viewed 1562 times since Mon, Jul 2, 2012
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
Trans Optional 3 - Database Profiles
Viewed 1561 times since Mon, Jul 2, 2012
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
Set Company Details
Viewed 1560 times since Mon, Jul 2, 2012
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
Other Transaction Facilities
Viewed 1557 times since Mon, Jul 2, 2012
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
Update Nominal Ledger
Viewed 1557 times since Mon, Jul 2, 2012
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
Transfer Outstanding Invoices
Viewed 1556 times since Mon, Jul 2, 2012
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
Sales/Purchase Document Facilities
Viewed 1556 times since Mon, Jul 2, 2012
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
Amend Status Flags - Purchase Ledger
Viewed 1554 times since Mon, Jul 2, 2012
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
Account Aged Analysis - Database Profiles
Viewed 1554 times since Mon, Jul 2, 2012
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
Enter Payment Adjustments
Viewed 1553 times since Mon, Jul 2, 2012
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
Improvements to Statement Print Locking
Viewed 1553 times since Fri, Oct 26, 2012
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
Separate Look-Ups for Extra Maintenance Screens
Viewed 1551 times since Wed, Jun 13, 2012
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
Increased Size of User-2 / User-3 Items
Viewed 1550 times since Wed, Jun 13, 2012
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
Increased Number of Entries in Allocations
Viewed 1549 times since Fri, Jun 8, 2012
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
Save and Exit - Document Design Manager
Viewed 1549 times since Mon, Jul 2, 2012
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
Supplier Payments Due (Purchase Ledger)
Viewed 1548 times since Mon, Jul 2, 2012
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
Application User Facilities
Viewed 1547 times since Mon, Jul 2, 2012
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
System Profiles Screen 4 (excluding Compact)
Viewed 1545 times since Mon, Jul 2, 2012
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
Default ‘Eligible Accounts’ on Statements
Viewed 1541 times since Wed, Jun 13, 2012
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
Memo Facility Configuration
Viewed 1540 times since Mon, Jul 2, 2012
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
Transfer Outstanding Balances
Viewed 1538 times since Fri, May 27, 2016
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
Set Transaction Status Flags - Purchase Ledger
Viewed 1538 times since Mon, Jul 2, 2012
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
Day Book Listings
Viewed 1537 times since Mon, Jul 2, 2012
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
Re-Scan Documents (Purchase Ledger)
Viewed 1537 times since Mon, Jul 2, 2012
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
System Profiles Screen 1
Viewed 1528 times since Mon, Jul 2, 2012
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
System Status
Viewed 1527 times since Mon, Jul 2, 2012
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
Transaction Summary
Viewed 1524 times since Mon, Jul 2, 2012
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
Currency Options
Viewed 1522 times since Mon, Jul 2, 2012
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
Configuration
Viewed 1519 times since Mon, Jul 2, 2012
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
Default to Totals Only on Nominal Analysis Report
Viewed 1515 times since Tue, Jun 12, 2012
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
Expand Data Files
Viewed 1512 times since Mon, Jul 2, 2012
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
Compact & Audit Database
Viewed 1512 times since Mon, Jul 2, 2012
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
Save Aged Analysis
Viewed 1511 times since Mon, Jul 2, 2012
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
List All Transactions
Viewed 1508 times since Mon, Jul 2, 2012
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
Automatic Reports
Viewed 1507 times since Mon, Jul 2, 2012
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
Save Period End Reports
Viewed 1506 times since Fri, Nov 22, 2013
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
Turnover Analysis
Viewed 1502 times since Mon, Jul 2, 2012
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
Copy Items - Database Profiles
Viewed 1502 times since Mon, Jul 2, 2012
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
Ledger Control Summary
Viewed 1499 times since Mon, Jul 2, 2012
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
Enquiries Configuration
Viewed 1488 times since Mon, Jul 2, 2012
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
Include Currency Accounts in Auto-Payment Procedures
Viewed 1485 times since Fri, May 27, 2016
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
Select Key Definition
Viewed 1475 times since Mon, Jul 2, 2012
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
System Status - Application User Facilities
Viewed 1472 times since Mon, Jul 2, 2012
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
Transaction Reports - Application User Facilities
Viewed 1467 times since Mon, Jul 2, 2012
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
Save Turnover and Cost Values for Previous Years
Viewed 1381 times since Fri, May 27, 2016
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
Contact Management - List Activities in LIFO Order
Viewed 1366 times since Tue, Mar 3, 2020
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
Email Statements – Include Transactions in Email Text
Viewed 1334 times since Wed, Jun 13, 2012
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
Sales/Purchase Accounts File – Full Screen Design (Premier only)
Viewed 1328 times since Mon, Jul 2, 2012
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
Additional Copy Items from Stock to Order Detail
Viewed 1305 times since Fri, Mar 11, 2016
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
Sales/Purchase Accounts File – Item Screen Design
Viewed 1250 times since Mon, Jul 2, 2012
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
OTHER – Extra Maintenance Screens
Viewed 1153 times since Mon, Jul 2, 2012
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
Split Period Updating for Nominal Journals
Viewed 1082 times since Mon, Mar 2, 2020
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
YEAR-END-DEL – Mark Account for Deletion at Year End
Viewed 1069 times since Mon, Jul 2, 2012
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
UPDATE – Amend an Existing Account
Viewed 1063 times since Mon, Jul 2, 2012
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
Nominal Analysis Report – Totals Only
Viewed 1045 times since Wed, Jun 13, 2012
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
STOP – Flag Accounts with Stop Status
Viewed 1043 times since Mon, Jul 2, 2012
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
Allocation Actions – Omit Exclusive File Locks
Viewed 786 times since Fri, Jun 19, 2020
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