Supplier defaults (PL settings)

• Early Settlement Days. Enter the number of days (up to 999) an invoice must be paid in to qualify for the discount.

  Use this to identify the optimum date an invoice payment should be made.

• Discount Percentage. Enter the discount percentage offered by your suppliers.

These discount values will apply by default to all supplier accounts you create. This discount is applied in full to the net value of an invoice or credit note.

You can still specify discounts when entering transactions.

Settlement discounts also affect how VAT is calculated on invoices and credit notes.

• Keep transactions for

  Use this to decide how long you want to keep your individual Purchase Ledger transactions. You can keep a history of transactions on a supplier account for a maximum of 36 months.

  After this period, you can archive or delete the transactions. To do this, use the Account Maintenance option.

  Specify the default length of time (up to 36 months) you want to store transactions on your supplier accounts.

  This is used as the default time when you create new accounts. You can change the number of months on an individual supplier's account when required.

  Changing the setting

  Changing this only affects new accounts that you create, and not existing accounts.

• Archive transactions after this period

  Use this to decide whether to archive or delete the transactions after the above period.

  Select this option to send the transactions to an archive file after the above period. You can view transactions held in the archive file on the Historical tab of the Supplier Transaction Enquiry window, and on the Transaction List (Historical) report.

  Clear this option to delete the transactions after the above period.

  While the transactions are stored on the account you can view and print them as required.

  The transactions can only be archived or deleted when:

  • They exceed their specified duration.
  • Are fully allocated.
  • Have no query flag assigned to them.

  To archive or delete the transactions, use the Account Maintenance option.

  You can delete transactions from the archive file. You may want to delete archived transactions that are over a year old, or more frequently depending on the disk space used.

  If you store a large volume of transactions, you may experience a slower response time when enquiring and sorting transactions, depending on your operating system and PC specifications.

  Changing the setting

  This affects transactions on your accounts the next time the Account Maintenance process is run. It does not affect transactions already in the archive file. Archived transactions can be deleted using Purge Transactions.

The following options only apply if you are using the legacy enquiry screens:

• Maximum number of transactions to display

  You can choose the number of transactions you want to display by default, on the legacy Customer Transaction Enquiry window.

  You can choose to display up to 999999 transactions.

  Enter the maximum number of transactions you want to display by default here.

  You can change the number of transactions displayed from the legacy Supplier Transaction Enquiry window, if required.

  Changing the setting

  This affects the display of transactions subsequently.

• Show outstanding transactions only

  Select this option if you only want to display outstanding transactions by default, on the legacy Supplier Transaction Enquiry window.

  If you want to display all transactions for a specific supplier, you can clear this option from the legacy Supplier Transaction Enquiry window.

  Changing the setting

  This affects the display of transactions subsequently.

You can restrict the processing of supplier payments above a certain value. This is only applicable if you use automated payment processing to process payments to your suppliers.

• Enter the value in the Maximum payment value to be generated box.

  You cannot generate any payments that exceed this specified value. If you amend the payments file, you will see a warning that the payment value has been exceeded.

Select a Default VAT Code from the drop-down list.

Each time you create a supplier account it always defaults to this code. You can change this on individual supplier accounts.

You can also change the VAT code when entering transactions.

Select Default terms agreed to automatically mark new supplier account as having agreed terms.

Clear this check box to agree terms on an individual account basis as you require.

If you do not agree the terms on a supplier account, you will see a Terms have not been agreed prompt when entering transactions.