Creditors in Pipeline are a combination of External Creditors and Internal Creditors. The External Creditors represent Suppliers who you money to. The Internal Creditors include special holding accounts that are used for Daysheet processing. These include Credit-Card accounts, Site account, etc. They are all considered Creditor in Pipeline and can be separated by Creditor Group (see below).
The Creditor sub-system is designed to maintain current information is respect of the value of purchases and outstanding amounts payable, together with purchase-orders on-hand. Account transaction details are maintained in an open-item format. In this format, transactions are kept until fully matched by a balancing contra-entry, usually a payment.
Transactions are kept for at least 2 years or until they are fully matched, which ever comes last. Balances are also maintained for each of 12 last-year periods, 12 this-year periods and 3 next-year periods. In this way, comparisons for purchases, etc. can be made between this year and next year. The 3 next-year periods allow you to keep processing without forcing an end-of-year, for at least 3 months after the end of the current financial year. In some installations, the date sent is also considered when deleting transactions. Thus, if a payment is un-sent, it will not be deleted from the system (unless it is some nominated age, usually 3 years old).
When goods are received from customers, a service purchased or a job performed, a purchase will be prepared on the computer. HiFinance automatically posts the relevant information to the appropriate Creditor account and the purchase statistics, account status and, in the case of purchase of goods, the relevant Inventory accounts. These files are updated without further intervention of the operator.
A Creditor-by-Product Sales Analysis allows the user to analyse the quantity and value of each product purchased from each Creditor over the current month, or any other period.
Payments and adjustments can be aged to any balance. Recepts are initially posted to Sub-account 0001 and are moved to the correct account when allocated to a specific transaction.
It is recommended that the take-on of the Creditor sub-system be commenced at the start of a financial month, not partway through a month. This will facilitate audit control and balancing.
The CREDITOR MENU is accessed as item 2 or <F1> from the MAIN MENU. On selecting this menu the following menu will be displayed:
To return to the MAIN MENU, press <ESC>.
Fields available on the DEBTOR MASTER file.
CREDITOR CODE This is the Creditor’s code. This is the code by which the Debtor will be referenced throughout Pipeline. It is an alphanumeric string from 1 to 15 characters long, without any leading or imbedded spaces. Please refer to APPENDIX A for a discussion of the ASCII collating sequence.
NAME The name of the Creditor. It may be up to 50 characters long. This field must not be left blank.
PERIOD BALANCES These are the account balances for each by period for this Creditor. They are the amounts still outstanding in each period.
TOTAL BALANCE This is the sum of all the PERIOD BALANCES. It is displayed in CREDITOR ENQUIRIES to save you having to add it up. CREITOR ENQUIRIES also shows a balance for each accounting year.
LAST PAYMENT This is simply the date and amount of the last payment made to this Creditor.
CREDIT TERMS This allows you to enter any payments terms you have with this Creditor. There is provision to enter DAYS CREDIT (up to 999 days) and a DOLLAR CREDIT. If you enter zero for either of these fields, it represents no limit.
OVERALL DISCOUNT% This is a value from zero to 99.99% and indicates the normal discount you would receive from this Creditor on purchases. Currently, this field is documentary, only.
PAYMENT PRIORITY This is a value from 1 to 3. 1 being the highest priority. Certain reports allow you to mask the Creditor list by this field. Also, when you create a BATCH PAYMENT (see SECTION 18.104.22.168.1) run, you can choose to include a range of priorities. This can be useful for cash-flow.
PURCHASE TOTALS Pipeline maintains a total dollar value of purchases for each accounting period. These are not normally displayed on the screen but may be viewed in reports. A quick way of viewing these totals for a single Creditor is to print the Creditor’s details in CREDITOR ENQUIRIES.
UNITS TOTALS Pipeline maintains a total of units purchased for each accounting period. These are not normally displayed on the screen but may be viewed in reports. A quick way of viewing these totals for a single Creditor is to print the Creditor’s details in CREDITOR ENQUIRIES.
Please note that Pipeline maintains totals by Creditor; by Creditor by Company; by Creitor by Company by Site. When you create a new Creditor, you only need to add the Creditor information. Pipeline will automatically create totalling records (eg by Company) as required. To see the Company totals (in Enquiries) press <F8>. To further drill down by Site (sub-account), press <F8> again.
ADDRESS This is a group of 4 fields (including post-code) that allow you to insert the Creditor’s billing address. Use the third line for suburb or county. Pipeline will print these fields on PURCHASES and REMITTANCES.
GROUP This allows you to insert the Creditor into a Creditor Group. Many Creditor reports may be sorted and totalled by Creditor Group. See also SECTION 2.5.1 – CREDITOR GROUP MAINTENANCE.
RECONCILIATION GROUP This allows you to insert the Creditor into a Reconciliation Group. Currently, this field is documentary only.
REMITTANCE TYPE This field may have one of two headings. If you are not using the Report Server software, you only have the option of answering Y or N to PRINT REMITTANCES. The normal answer is Y but if you have a Creditor who should never receive remittances, enter N here. If you are using the Report Server software you have more choices. You may still enter N for Creditor who never should receive an remittance, but you can also specify how the remittance should be generated. You may enter P for by-printer, F for by-fax, E for by-email or A if you wish to be asked when the invoice is about to be printed. (Note that Y is not an option.) The last option is used for suppliers who might sometimes require faxes, sometimes emails, etc but for whom you cannot specify absolute values until the invoice is actually entered. Note that reprinting of remittances always invokes the Y or A option, as appropriate. In some installations, remittances are not implemented. Instead, the ABA payment file contains the Invoice numbers. In this case, this field is documentary only.
SPLIT BANK DEPOSIT LINES? This field is documentary only. Currently, all deposits are split.
ABN This is the ABN of the Creditor. It must be entered and must be valid. Pipeline checks to see if the ABN has been used on another Creditor and displays a warning if it has. Purchases require the ABN to be entered as a check that you have entered the correct Creditor.
BSB & ACCOUNT NUMBER These are the Creditor’s bank details and are used when creating an ABN file for bank payments.
DIRECT DEBIT? This field must be Y or N. It is used in PURCHASING. If N, no payment due date is requested.
TEST DUP.PURCHASE? When entering a Purchase either manually or via auto-entry eg Docufy, Pipeline can test of duplication. Testing is checks for the same value, date and reference numbers. The actual algorithm depends on the installation. Some Creditors always use the same reference numbers and always charge the same (eg Telstra). In this case, disable the testing by entering a N here.
GST TYPE This matches the GST TYPE when entering a Purchase. Here you can enter the default value for each Creditor. I.e. if a Creditor normally gives you invoices that include GST on each line, you can enter a 2 here and the purchase will default to this, also. (See also Purchasing).
The following fields are only relevant if you are linking to contraction software, eg Maintenance Connections. Otherwise, the default values will suffice. The values are self-explanatory.