How To: Enter a single line SP Ledger entry

The SP Ledger is used to enter invoices for non-stock related items such as utility bills or stationery. It is also used to enter credit notes for example for a supplier.

Option 1 (new transaction for a customer or supplier)

1. Open the [ Accounts | SP Ledger ] tab.
2. Press Alt+E or click to enter edit mode.
3. Press F3 or click to add a new item.
4. Use the Lookup dialog box to locate the customer/supplier that you wish to post an invoice transaction against.
   Note: The supplier checkbox is used to toggle between customers and suppliers.
5. A new row is added to the grid for the selected customer/supplier.
6. Enter the appropriate details (Net, Tax, etc.) paying particular attention to the following columns:
   • Post: ticked by default, can be unticked so that the transaction can be posted later.
   • Pay: check this checkbox if the invoice has already been paid and this entry is being created retrospectively, for example a bank interest payment is identified when performing a bank reconciliation.
   • Crd: tick if the entry is a credit for example for creating a credit on the [ Supplier | Statement ] screen.
   • S/P: enter S or P to indicate a Sales or Purchase transaction.
   • Nominal: nominal account to post entry against.
   • Other columns are:
     • Currency: the currency the values should be entered in, use the F4 button to select a different currency.
     • Conv Rate: change the conversion rate if required.
     • InvDate: the date of the invoice.
       Note: if the invoice date is today's date then a warning message will appear.
     • Tax: the VAT rates as defined in System Data. Use the "Exempt" VAT Rate if you do not wish the system to attempt to reclaim VAT. When entering a VAT invoice issued in another EC state, you should be prompted to confirm that VAT can be reclaimed.
     • Description: can be used to describe what the invoice was for (Optional).
     • Status Note: can be used to track invoices that require approval from various departments prior to posting (optional).
7. Press Ctrl+S or click to save the transaction.
   
   

Option 2 (duplicating an existing invoice or credit note for a customer or supplier)

This option allows the user to duplicate an existing entry which can then be edited.

1. Open the [ Accounts | SP Ledger ] tab.
2. Click on the URN green folder.
3. From the Company Lookup popup select the company.
4. Click in the Show All (or only non-posted) checkbox.
5. You can also filter the results using the date range traffic light filter.
6. Click on the 'GO' button.
7. Press Alt+E or click to enter edit mode.
8. Focus on the line you wish to duplicate.
9. Press F11 or click on the .
10. In the new duplicated row make any changes that are necessary.
11. Press Ctrl+S or click to save the transaction.

See Also

• Accounts overview