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Creditors

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To add, change or delete on the Creditors tab, the user must have a security profile linked to the function External Organisation Creditors Maintainer with an access allowed of Add, Change and Delete.

 

On this tab the following fields can be viewed:

 

Qualification Actions

 

hmtoggle_plus1Captured By

This is the person who captured the qualification record of the selected organization.  It populates with all active employees.  The signed on person is automatically populated in this field.

hmtoggle_plus1Comments Like

Optionally you may enter comments regarding the qualification of the selected organization.  Here you may select a comment or portion thereof as search criteria.

hmtoggle_plus1Grid

The results based on the above mentioned selection criteria are displayed here.  Click reset to clear the results and show to get the refreshed data.

hmtoggle_plus1Qualification Expires Within

This can be used to extract a list of all suppliers where the current qualification expires within x days.

hmtoggle_plus1Qualified By

This is the person who qualified the external organization.  It populates with all active employees.

hmtoggle_plus1Reset

This button clears the grid in preparation for the next query.

hmtoggle_plus1Show

Clicking this button will display a list of suppliers based upon the selected criteria.

hmtoggle_plus1Suppliers Not Currently Qualified 3.3

Selecting this option will display all suppliers where trading status equals active if qualified but who are not yet qualified.

hmtoggle_plus1Valid Between

These fields determine the range of time where the external organization is regarded as active.

 

Supplier Detail

 

hmtoggle_plus1Acceptance Criteria

It is populated with the inspection code and the description from the Inspection Criteria table.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (optional).

 

Acceptance criteria, are instructions on quality verifications of items and actions to be taken before receiving these items into stock.

hmtoggle_plus1Account Code

It is populated with divisional, balance sheet, creditors account codes and descriptions from the Account Codes table where:

 

The status is Active "A" and the status change date is equal to or less than today's date, or
The status is Suspended "S" and the status change date is greater than today's date, and
The account code setting "Creditors Control" is yes ("1").

 

When the code is entered all the Creditors fields are enabled and the Creditors Clerk becomes mandatory. When the Independent Accounting check box on the first tab is unselected and a parent Organisation is entered, the field is populated with data from the parent and is disabled.

 

The External Organisation's Creditor Account, is used by the following journals:

 

Creditors Additional Costs Journal

Creditor Credits Journal

Creditors Receipts Journal

Creditors Requisition or Advance Journal

Creditors Transfer Settlement Journal

hmtoggle_plus1Add

The user must have a security profile linked to the function External Organisation with an access allowed of Add.

 

The "Add" button is enabled when a new External Organisation is entered.  When the "Add" button is clicked, the new External Organisation record is inserted in the External Organisation table.

 

BUSINESS RULES WHEN ADDING A NEW EXTERNAL ORGANISATION:

 

1.The organisation code may not be spaces.

 

2.The organisation name may not be less than 3 characters.
 
3.The billing address may not be less than 2 characters.
 
4.The billing address postal code must be entered.
 
5.The debtor and creditor trading statuses must be either Active "A" or Inactive "I".

 

6.The parent organisation of this organisation may not be the selected organisation itself, as this will cause an organisation structure loop.

 

7.The credit limit and total credit limit must be between 0 and the Credit Limit Max (Debtors) as specified on System Configuration.

 

8.If a creditor control account is entered a creditor clerk must be selected and vice versa.

 

9.If a debtor control account is entered a debtor clerk must be selected and vice versa.

 

10.The creditors account must be an active, divisional balance sheet account code.

 

11.The creditors clerk must be an active employee.

 

12.The debtors account must be an active, divisional balance sheet account code.

 

13.The debtors clerk must be an active employee.

 

14.The city must exist.

 

15.The bank must exist.

 

16.The parent organisation must exist and must be active.

 

17.An organisation bank code must be selected.

 

18.The default creditor freight terms must exist.

 

19.The default debtor freight terms must exist.

 

20.The default creditor acceptance criteria must exist.

 

21.The default debtor acceptance criteria must exist.

 

22.The default contractual currency must exist.

 

23.If the trading status for creditors is set to active a creditors account supplied.

 

24.If the trading status for debtors is set to active a debtors account supplied.

 

25.If debtor active status is checked and cash sale is not checked, a credit limit greater than zero must be supplied.

 

26.To add catalogue records, the user must have a security profile linked to the function External Organisation Catalogues with an access allowed of Add.
hmtoggle_plus1All Settlements On Hold

This indicator can be used to temporarily stop payment of invoices to this supplier.

hmtoggle_plus1Allow Post Dated Cheques

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

hmtoggle_plus1Change

CHANGE

The user must have a security profile linked to the function External Organisation with an access allowed of Change.

 

If the user does not possess change rights, but is logged on as the Debtors Clerk or Acting Debtors Clerk, he/she can change the Debtors information.

 

If the user does not possess change rights but is logged on as the Creditors Clerk or Acting Creditors Clerk, he/she can change the Creditors information.

 

The "Change" button is enabled when an existing External Organisation is selected.  When the "Change" button is clicked, the existing External Organisation record on the External Organisation table is updated.

 

 

BUSINESS RULES WHEN CHANGING AN EXISTING EXTERNAL ORGANISATION:

 

 

1  The organisation code may not be spaces.

 

2.  The organisation name may not be less than 3 characters.

 

3.  The billing address may not be less than 2 characters.

 

4.  The billing address postal code must be entered.

 

5.  The debtor and creditor trading statuses must be either Active "A" or Inactive "I".

 

6.  The parent organisation of this organisation may not be the selected organisation itself, as this will cause an organisation structure loop.

 

7.  The credit limit must be between 0 and the Credit Limit Max (Debtors) as specified on System Configuration.

 

8.  If a creditor control account is entered a creditor clerk must be selected and vice versa.

 

9.  If a debtor control account is entered a debtor clerk must be selected and vice versa.

 

10.  The creditors account must be an active, divisional balance sheet account code.

 

11.  The creditors clerk must be an active employee.

 

12.  The debtors account must be an active, divisional balance sheet account code.

 

13.  The debtors clerk must be an active employee.

 

14.  The city must exist.

 

15.  The bank must exist.

 

16.  The parent organisation must exist and must be active.

 

17.  An organisation bank code must be selected.

 

18.  The default creditor freight terms must exist.

 

19.  The default debtor freight terms must exist.

 

20.  The default creditor acceptance criteria must exist.

 

21.  The default debtor acceptance criteria must exist.

 

22.  The default contractual currency must exist.

 

23.  If the trading status for creditors is set to active a creditors account supplied.

 

24.  If the trading status for debtors is set to active a debtors account supplied.

 

25.  If debtor active status is checked and cash sale is not checked, a credit limit greater than zero must be supplied.

hmtoggle_plus1Creditors Active

When checked, it indicates that the organisation is an active creditor and will therefore allow the placement of purchase orders and servicerequisitions for the organisation.

 

An organisation can only be checked as an active creditor if a valid creditor account code has been specified.

hmtoggle_plus1Creditors Clerk

It is populated with the surname, first name, middle initial, and employee ID from the Employee Master table where the status is either Active "A" or Unavailable "U".

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (it is mandatory when a creditors account code is entered).

hmtoggle_plus1Creditors Invoice Option

This setting specifies whether an invoice should be automatically created on receipt of goods. The purchase order values will be used as invoice details.  If automation optional is selected, the invoice will be automatically created if the Auto Create Creditors Invoice option is set on the relevant purchase order.

hmtoggle_plus1Delete

The user must have a security profile linked to the function External Organisation with an access allowed of Delete.

 

The "Delete" button is enabled when an existing External Organisation is selected.  When the "Delete" button is clicked, the organisation code is deleted from the External Organisation, External Contact Person and External Org Parts tables.

 

This operation will not be performed if this Organisation Code exists on any of the following:

 

Table Name

 Field Name

Location

 Organisation Code

Service Requisition

 Organisation Code

Bank

 Organisation Code

Invoice

 Organisation Code

Debtor Invoice

 Organisation Code

Bank Transaction

 Organisation Code

Order Master

 Organisation Code

External Organisation

 Parent Organisation

Part Master

 Preferred Supplier

hmtoggle_plus1Enforce Input Tax Code

This checkbox will only be enabled when the Input Tax Code field is not empty.

 

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

hmtoggle_plus1Enforce Settlement Rule

This setting governs whether the settlement rule is to be enforced or if it merely acts as a default.

hmtoggle_plus1Freight Terms

It is populated with the freight code and description from the Freight Terms table.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (optional).

 

Freight Terms are used to describe the terms of delivery (dispatching and arrival points of goods).  All freight terms used are based on the rules of the International Chamber of Commerce (Incoterms).

hmtoggle_plus1Input Tax Code

This field is populated with tax codes from the Tax Code table where Input Tax equals "yes".

 

When the Independent Accounting checkbox is unselected on the Static tab and a Parent Organisation is entered, this field will be populated with the data from the parent and will be disabled.

hmtoggle_plus1Partial Receipts From Organisation Allowed

When checked "Y", it specifies that the partial receipt of purchase order lines from the selected supplier (organisation) is acceptable.

 

The movements Supplier to Stores and Supplier to Inspection will therefore allow the receipt quantity to be a portion of the quantity ordered as specified on the purchase order line.

 

When unchecked "N", the movements will disallow the user to manually specify the receipt quantity and will apply the full quantity on the purchase order line or the received quantity.

hmtoggle_plus1Preferred Settlement Type

It indicates the preferred method of payment i.e. Bank Transfer or Cheque.  For each Creditors Invoice Line Link, the preferred method of payment is defaulted from the External Organisation table.

 

When the Independent Accounting check box is unselected on the Static tab and a Parent Organisation is entered, this field will be populate with the data from the parent and will be disabled.

hmtoggle_plus1Settlement Rule

This setting governs whether a single payment can be used to settle multiple invoices or not. See also Enforce Settlement Rule.

hmtoggle_plus1Settlement Term

These Terms determine the discount that will be granted if an invoice is settled within a specific time.  This field is used to specify settlement related data such as discount, settlement days etc.  It defaults to the value of the Default Settlement Term setting on System Configuration.

hmtoggle_plus1Supplier Rating

These fields are used to capture ratings regarding how the supplier is rated in terms of delivery, quality and overall performance.

See Supplier Rating function.

hmtoggle_plus1Tax Exempt

It populates with Tax Entity Values from the Tax Interface System table.  This field is enabled if the Tax Policy setting on System Configuration equals 'V' for VAT.  If the Order line status is Released, selecting an Exempt Indicator is mandatory.

hmtoggle_plus1Tax Reason Code

This field is enabled if the Tax Policy setting on System Configuration is not equal to VAT (V) and the Tax Exempt indicator equals Yes (Y).  It populates with Tax Entity Values from the Tax Interface System table.

hmtoggle_plus1Trading Status

When ACTVE is checked, it indicates that the organisation is an active creditor and will therefore allow the placement of purchase orders and service requisitions for the organisation.

 

An organisation can only be checked as an active creditor if a valid creditor account code has been specified.

 

ACTIVE IF QUALIFIED means that there must a qualification record for the current time period stating that the organization is active before

it is regarded as active. See help on Supplier Qualification.

hmtoggle_plus1Trade Discount Percentage

Trade Discount is the discount agreed on per client for each transaction.  It is populated with default debtor trade discount from the table External Organisation.

 

It may not exceed the Trade Discount Max % (Customer Orders) specified on System Configuration (optional).

 

Trade Discount % is referenced by the functions, Customer Orders, Sales Order Wizard, Counter Sales and External Organization Parts.

 

The Trade Discount % will be defaulted from the table External Organisation to the Sales functions, unless a selling record is loaded for the part from the External Organisation Parts table.  In the case where a selling record is loaded, the Trade Discount % will be defaulted from the selling record.

 

Supplier Qualifications

 

hmtoggle_plus1Add New Qualifications

Clicking on this option adds a line to the grid where the qualification of the supplier details can be added.

hmtoggle_plus1Apply

The user must have a security profile linked to the function External Organization Qualification with access allowed of Add, Change, Delete and Inquiry.

 

When the "Apply" button is clicked, the new values are inserted in the External Org Qualification table.

hmtoggle_plus1Current Valid Record Only

Clicking on this option displays the qualification history records of the selected supplier in the grid below.

hmtoggle_plus1Grid

This grid is used to inquire, add, maintain and delete qualification records for a selected supplier.