Total Legal Accounting 3
SECTION 5.3.1 - PURCHASES
USAGE: To enter the purchase of goods and services, usually from your supplier’s invoices.
DISCUSSION: When you start the PURCHASE program, the computer will initially ask for a Creditor code. Insert the code and press <Enter>.
To return to the CREDITOR DATA ENTRY MENU, press <ESC>.
To search for a Creditor, press <F9>. For further details on searches, see SECTION 1.2.
Having chosen a Creditor, the screen will display the name and address and recent balances, in full at the top of the screen.
You will then be asked a series of questions. These relate to the ribbon information on the PURCHASE. The exact list of fields displayed depends on how you have chosen the options in SYSTEM DEFAULTS. (See SECTION 7.1.2.) Fields that are not displayed take their values from the defaults set on the Creditor’s master-file.
The following is a complete list of possible fields:
DATE This defaults to the system date (the date at the top of the screen). If you change it, T.L.A. will retain the changed date until you exit to the CREDITOR DATA ENTRY MENU. If you have changed the date and wish to return to the system date, press <F1>.
THEIR INVOICE # This is a compulsory field. Here you enter the invoice number from your supplier. It is an alphanumeric field. If there is no invoice number, you can enter the date or some other reference. If you do not have the actual invoice but you know what you will be charged, you can still enter the purchase by entering a generic string here, eg. TO BE ADVISED or TBA. Later you can pickup the purchase in CREDITOR TRANSACTION ENQUIRES and modify the string.
OUR ORDER # This is a non-compulsory field. If you have purchased the goods via an order, you can enter the order number here as a reference. This helps to keep all the information in one place.
CREDITOR’S NAME If you are purchasing from the Creditor SUNDRY, T.L.A. will ask you to enter the actual name of the Creditor. The Sundry Creditor is treated differently from other Creditors in that it can be singled out for exclusion in certain reports. The modified name will be displayed in CREDITOR ENQUIRIES but will not be saved to the Creditor master-file record.
At each point, you may cancel the PURCHASE by pressing <ESC>. However, it is possible to return to a specific field by using <CsrUp> or <F8>.
After answering these fields the screen will repaint and display as follows. Note that at this point there is no way to go back to the above questions, except by cancelling the PURCHASE and starting again.
Here you may enter the complete details of each PURCHASE line.
CODE This is the general Ledger Code. You may enter a code here or press <F9> to initiate a search.
DETAILS Here you must enter the description of the purchase.
VALUE Enter the value of the line.
At each point you may press <ESC> to abort the line or the whole transaction.
If you have entered at least one line, you may press <F5> (at the CODE field) to enter the REVIEW function. This function allows you to view your entries, and if necessary change or delete a line. To move between lines use <CsrUp>, <CsrDn>, <PageUp>, <PageDn>, <Home> and <End>. If there is a particularly large number of lines, you can also use <F9> to go to a specific line number. To modify a line, make sure it is displayed in full in the bottom window and press <F3>. You can then re-enter any of the details. To leave the REVIEW function, press <ESC> or <F10>, once.
To end your lines, press <F10>. You will be asked to confirm that you have finished entering lines and then you will be asked certain trailer information. Most of these fields may be turned off. A Complete list follows:
PAYMENT DUE DATE T.L.A. will automatically insert a date for you, which you may override. Note that the day is computed and displayed as you leave this field. You will be warned if you have chosen a date that falls on a weekend. No separate calculation is made for public holidays.
At the end of the PURCHASE, you will be presented with a summary and you will be asked to confirm the update. This is the point of no return. Once you answer Y, T.L.A. will update all the relevant files. Up to this point you can cancel or modify the details. After you have updated the PURCHASE, you can only remove it by entering a RETURN.
After the PURCHASE you will be returned to the Creditor code entry screen where you may either enter another PURCHASE or press <ESC> to return to the CREDITOR DATA ENTRY MENU.
Files updated by the Purchase program:
Creditor master-file: The total of the purchase is posted to the Creditor’s record.
Creditor Group file: The totals posted to the Creditor are mimicked in the Creditor Group file. This allows you to quickly view the sales for a group without having to generate a report.
Creditor transaction file: Each Purchase generates a transaction. This can be viewed in CREDITOR ENQUIRIES and is used to create reports, such as CREDITOR STATEMENTS.
Purchase image file: Every Purchase creates a print image on disk. This is then used to print the details of the Purchase. You can either print the image at the time you create the Purchase or you can use the CREDITOR ENQUIRIES program to print (or re-print) the details.
General Ledger master-file: This is updated in two ways. A) if you post a line directly to General Ledger, the value will be posted to the relevant account. B) in addition to this several accounts are automatically posted to, eg Stock on hand and Trade Creditors. These accounts must be defined in the GENERAL LEDGER CONTROL ACCOUNTS.
General Ledger transaction-file: A transaction is posted for each General Ledger transaction line and for the totals described above.