System Profiles Screen 4 (excluding Compact)

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 transaction General analysis

If not linked to the nominal ledger then you are prompted for a general analysis code. Setting this option suppresses input of this item.

Omit discount on Payments

Payment, and payment adjustment entry, allows input of the payment amount and a discount taken/received.Setting this option suppresses input of the discount.

Allow allocation before posting

This feature allows you to allocate the transactions that are to be paid by a receipt/payment before the update of the transaction.

Allow range of dates/refs in allocations

This feature allows you to allocate invoices by selecting transactions within a range of dates, or references. This feature can speed up allocation where it is common to settle all invoices outstanding in a period.

Last Trading day for monthly pay terms

In some businesses, a specific day of the month may be treated as the last trading day of each period, so far as payment due calculations are concerned. For instance, in the retail clothing trade, common payment terms are that invoices raised between the 20th of one month and the 19th of the next are due for payment on the 10th of the following month. In this case the last trading day should be given as the 19th and the credit terms for the account set as M110. This is a global setting but Diamond and Premier users can apply on an account-by-account basis by configuring a ‘last trading day’ data item within the accounts file and referencing this item within the data file profiles.

Include Delivery Address accounts in reports

Usually delivery address records on the file are not intended to be included on reports in the ledger. Setting this option will allow them to be included.

Allow Forward Postings

Most companies run accounts on a monthly basis. To do so means that a period-end processing option must be taken at the end of each month, so that balances and nominal ledger postings can be applied to the correct period, and totals checked to ensure proper accounting controls.

However, customers must still be invoiced, goods received, and daily operations allowed to continue despite these end-of-period controls. In particular, you may wish to wait several days into a new month before closing down the purchase ledger for the month, particularly in the last period of the year, to ensure you have received and entered all purchase invoices that apply to that month.

The forward posting option allows you to post transactions to the next period, even though you have yet to complete the end-of-period processing for the current period. Set to use this option.

Update Forward to N/L

When you update from the sales and purchase ledgers into the nominal ledger, only transactions in the current period that have not yet been updated are processed. In some circumstances, however, you may want to update forward-dated transactions into the nominal ledger. Set this option to allow this.

Most companies prepare financial information on a monthly cycle, in which case there is no need to transfer forward-dated transactions.

Allow Posting to Previous Periods

If you want to accept transactions that are dated earlier than the present period then set this option.In fact, the transaction will still be posted to the nominal ledger under the current period, and you are merely warned that the transaction date is earlier than the current period.Transaction ageing is based on the transaction date.

It is usual to set this option for the purchase ledger because dated invoices frequently turn up for posting, but less likely in the sales ledger.

Batch number recording on transactions

Set this option if you wish to enter transactions in pre-totalled batches using batch numbers to identify them.

Allow batch transaction print after batch i/p

If using this batch input facilities above then setting this option allow the ability to print out the entered transactions for the batch.

Enter ‘Cost’ on transactions (Sales Ledger)

Setting this option allows you to enter a cost-of-sales value for each invoice.

Custom Fields
  • Release ID: Standard
Posted by: Terry Moore - July 2, 2012. This article has been viewed 1268 times.
Online URL: https://kb.datafile.co.uk/article.php?id=1345

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