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(continued from Creditor Balances)

Creditor Transactions

There are 4 types of transaction that can be entered in Creditors:

• Creditor Invoices:All creditors’ invoices—bookings and non-bookings—are entered here. Bookings creditor invoices are based on the voucher(s) issued for the service. It is not necessary for vouchers to have been physically printed before they can be paid.
• Creditor Credit Notes: Bookings and non-booking Creditors Credit Notes can be entered here.
• Cheques: In the Creditors application a cheque can be issued to a creditor. This is more the method of issuing single cheques rather than a monthly cheque run which can be done in bulk in Accounting> Creditors> Cheque Writer
• Pay Vouchers: This is very similar to Creditor Invoices, but is designed as an easy method of payment when there is one voucher per invoice - as opposed to one invoice requesting payment for multiple invoices; the difference being that once the creditor has been selected and the transaction reference entered, the transaction entry is based on voucher number.

To insert Creditor/Supplier transactions, first select a supplier in the Creditors module and then click on Transactions in the side bar menu.

Screen Shot 116: Creditor Transactions Side Bar Menu

Reference is made frequently in this section to bookings transactions and non-bookings transactions. To clarify, a bookings transaction is a payment made to a supplier for which a booking exists and a valid voucher number has been issued (but not necessarily printed). A non-booking transaction is a payment that is made to supplier for services other than bookings—e.g., rent, phones, power etc.

Screen Shot 117: Creditors Transaction Display Screen

The column headings at the top of the scroll are the only column headings available in this screen. Not all columns are visible—use the scroll bar at the bottom of the screen to view the last column Age.

When Transactions is selected from the side bar menu, existing transactions will display. The default selection criteria of which transactions display is All transactions in Date order commencing at the first day of the Current Accounting period for All currencies. The selections can be changed by clicking the button in the button bar whilst in this screen which will display the Transaction Filter dialogue.

Screen Shot 118: Transaction Filter Dialogue

Show Transactions Section (Radio Buttons)

• All. Displays all transactions that meet the transaction range criteria.
• Outstanding. Displays only transactions that have an outstanding balance that meet the transaction range criteria.
• Paid. Displays only paid transactions that meet the transaction range criteria.

Order By Section (Radio Buttons)

• Date. Transactions are displayed by transaction date.
• Item. Transactions are displayed by transaction item—i.e., for booking transactions, the booking reference; for non-booking transactions, the original invoice reference.
• Reference. The display is in transaction reference order.

Transaction Range Section

• Date From (Date) The transaction date from which transactions are to scroll. This can be any date, regardless of whether it is in an open or closed period.
• Reference From Char 15 The transaction reference to scroll from.
• Select All Currencies/Currency (Checkbox/Dropdown) When checked, transactions of all currencies for the debtor will display. When unchecked, the currency drop-down becomes active and a specific currency can be selected.

In the example shown in Screen Shot 117 Creditors Transaction Display Screen, there is one transaction entered for this supplier for the current period.

To insert a new transaction of any type, click the Insert button in the Button Bar while the Transaction screen is displaying. The Transaction type selection menu will display.

Screen Shot 119: Creditors Transaction Type Selection

When this screen first displays, Invoice is the highlighted default Transaction Type.

Creditor Transactions Index

(continued in Creditors Message History, Queues, Send General Message)

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