Creditors

From aeonscope

aeonscope Creditors allows you to manage all your creditor/supplier tax invoices, credit notes and cheque payments, as well as ensuring that you do not miss out on any GST credits that you are entitled to.

Detailed reports such as outstanding, payments due (e.g. 7, 14 or 30 Days from Invoice or Monthly) and a Trial Balance help you stay in control of all your expenses.

Creditors interfaces directly with the General Ledger module, so you can print Profit and Loss statements at any stage without waiting for batch uploads or transfers. Transactions can be posted into any open GL accounting period, including future ones, even between financial years.

Enquiries include complete Transaction history for a Creditor or Invoice and a view of journals created in the General Ledger. You can view what is outstanding for a Creditor in as much detail as required.

Contents 1 Creditors Icons 2 Creditors Terminology 3 Invoices 3.1 Finding an Existing Invoice 3.2 Entering a New Invoice 3.3 Editing an Invoice 3.4 Viewing Invoices 4 Payments 4.1 Payments Due 4.2 Making a Payment 4.2.1 Adding Individual Invoices 4.2.1.1 Pay other Creditor Invoice 4.2.1.2 Discount Allocations 4.3 Editing a Payment 4.4 Viewing Payments 5 Credit Notes 5.1 Finding an Existing Credit Note 5.2 Adding a Credit Note 5.3 Editing a Credit Note 5.4 Viewing a Credit Note

Creditors Icons

New

View

Edit

Clear

Save & Exit

Cancel & Exit

Search/Lookup

Begin Search (in the Lookup windows)

Stop Search (in the Lookup windows)

Calendar popup

Item Line shortcut button

Payments Due

Reports

Select Invoice from alternate Creditor

Transaction History (in the View windows)

Preview of Printed form (can be exported)

Print

View Invoice History

View Journal entries

View Cashbook entry / Cashbook Lookup

Creditors Terminology

• Creditor - a Contact your company purchases goods or services from. Also known as a Supplier
• Invoice - A request for payment for goods or services supplied
• Invoice No. - the alpha-numeric number identifying the Invoice. This number will be written on the Invoice.
• Purchase Order - a request for goods or services from a Creditor

Invoices

Launch aeonscope from the icon in the system tray. Select Creditors → Invoicing.

This will open the Creditor Invoices window.

Type the name of the Creditor into the Creditor field and press the Tab key on the Keyboard. If there is only one record of a Creditor with that name in your database the Creditor and Name fields will be completed automatically. If the name is not unique the Creditor Lookup window will open. Locate the correct Creditor for the Invoice. Please refer to Searching/Lookup for information on searching the aeonscope database.

Finding an Existing Invoice

With the Creditors name in the Creditors field of the Creditor Invoices window , click on the Search/Lookup button next to the Invoice No. field.

This will open the Creditor Invoice Lookup window. Click on the button to display all Invoices for this Creditor.

Doubleclick on the Invoice you wish to see in the list. This will return you to the Creditors Invoices window with all the relevant fields completed. You may choose to View or Edit the Invoice.

Entering a New Invoice

With the Creditors name in the Creditors field of the Creditor Invoices window, click on the New button. This will open the Creditor Invoice Entry window.

• The Creditor field will be filled in automatically.
• Type the Invoice Number written on the Invoice issued by the Creditor into the Invoice Num field
• Date Invoiced will display todays date by default. Change this to the date written on the Invoice
• The GL Period will change to the corresponding month to the Date Invoiced. This can be overridden if necessary.
• Due is the date payment is required by. This should be written on the Invoice.
• Amount is the total amount requested for payment.This amount should match the total specified in the Purchase Order created when the goods were first requested from the Creditor/Supplier. If the totals do not match there will be a discrepancy in the Committed Costs Report. Edit the Purchase Order to match the Invoice if necessary
• The Items list should specify each of the Items on the Invoice. Use the button to add Items to the list, or use the button to view Purchase Orders for that Creditor in the Purchase Order Lookup.

Doubleclicking on a Purchase Order from the list will add each Item listed in the Purchase Order to the Items list.

• Check that the GST and all listed Items have the correct amounts listed.

Click Ok to Save the changes and Exit.

Editing an Invoice

Occasionally you will need to edit the Payment details of a record that has already been entered into the aeonscope database. Anytime a financial record is edited the transaction is reversed before the edit takes place. For more information on this process please refer to Reversing Financial Transactions

Viewing Invoices

The View option from the Creditor Invoice window allows you to see all the details of a transaction, with options to View the journal entries for that Invoice, View the transaction history for the Creditor and view the transaction history for that Invoice.

In the Creditor Invoice window enter the Creditor Code and Invoice Number in the appropriate fields. Click on the View button. This will open the Creditor Payment View window.

• To view details about the Creditor, including address and contact details click on the underlined, blue word Creditor.
• To view any Credit Notes for this Invoice click on the underlined, blue words Less Credits.
• To view the payments made towards this invoice click on the underlined, blue words Less Payments.
• The list of Journal entries for this Invoice can be seen by clicking on the button at the top of the window.
• The transaction history for this Creditor can be viewed by clicking on the button.
• The transaction history for the Invoice can be viewed by clicking on the button.
• button will close the window.

Payments

Launch aeonscope from the icon in the system tray. Select Creditors → Payments.

This will open the Creditor Payments window.

Payments Due

Once Invoices have been enetered into aeonscope, viewing the Invoices that require payment is as simple as clicking on the Due button. This will open the Creditors:Outstanding Invoices Lookup window.

To see a list of all outstanding Invoices click on the button.

To narrow the results use the Creditor Code, Date Invoiced or Date Due fields.

Doubleclicking on an Invoice in the list will return you to the Creditor Payments Window with all the appropriate fields completed.

Making a Payment

Enter the Creditor Details into the respective field and select the bank account from which to draw the funds using the Bank Account drop-down menu, then click on the New button.

The Bank Accounts listed in this window have been previously entered by an aeonscope user in the General Ledger Bank Accounts window.

This will open the Creditor Payment Entry window.

• The Creditor field will be completed with the name of the Creditor specified in the Creditor Payments window.
• The Bank Account will also be completed with the results from the Creditor Payments window, although you may switch Bank Accounts using the drop down menu if necessary.
• Cheque # Ref field is used to identify the invoice payment. If paying by Cheque use the number written on the cheque. As many businesses use online banking to make payments to their creditors your company may create their own referencing system. Many businesses use a date in this field, followed by a number eg: 200602091 for the first payment of the day, followed by 200602092 and so on. The number entered in this field cannot contain any non-numeric characters and cannot be repeated in the same day. The system used by your company will have been decided the accounting team.
• Date Paid should reflect the date that a payment was made to a creditor. By default today's date will appear in this window, although you can backdate or futuredate when appropriate.
• The Period field refers to the Accounting Period in the General Ledger. Usually this will be the same month that you are apying the Invoice in, although you can specify a different month using the drop-down menu. If you select an Accounting Period that does not match the month a warning will appear in red in the Creditor Payment Entry window
• The Items field lists each of the invoices you wish to pay for this creditor. Clicking on the button will allow you to add Invoices individually. (Please refer to Adding Indivdual Invoices) The button will add the details of any outstanding invoices in the database to the Item lines.

Click on the OK button to Save the Invoice. A dialogue box will ask if you wish to print the payment.

Clicking yes will send the document to your default printer.

Adding Individual Invoices

Most of the time the button function will be the simplest way to pay invoices. Should you wish to pay a particular Invoice for Creditor who creates a large number of Invoices then using the button will be the simplest way to enter the payment details.

Clicking on the button will open the Payment Item window.

• The Creditor field will contain the name of the Creditor you are making an Invoice Payment to.
• The Invoice No. field contains the Invoice number as written on the Invoice. Use the Search/Lookup button to search for the right Invoice number using the Creditors:Outstanding Invoices Lookup window.
• The button allows you to pay invoices from other Creditors. This may be useful if the Creditor has recently partnered with another company.
• The Date Invoiced, Due Date and Amount fields will be filled with data from the Invoice specified in the Invoice No. field.
• In the To Pay field enter the amount of the invoice you will be paying.
• The Disc$ field can be used to record any discounts you recieve for early payment or other negotiations you may have with the Creditor. If you are recieving a discount the Discount Allocations section will attribute the discount to the appropriate accounting area.
• PPS is an obsolete scheme that existed prior to GST. For legacy accounting purposes it remains functional within aeonscope.

Pay other Creditor Invoice

Occasionally you may wish to pay and Invoice from Company B into Company A's account. To accomplish this Payment, open a new Payment in Company A's name, then use the button to select the alternate Creditor.

1. In the Creditor Payments window enter Company A in the Creditor field.
2. Click on the New button. This will open the Creditor Payment Entry window.
3. Click on the button next to Items. This will open the Payment Item window.
4. Click on the button to the right of the Invoice # field. This will open the Select an Invoice window.
   
5. Enter Company B's code in the Creditor Code field (use the Search/Lookup button to find the code) and the Invoice number to be paid in the Invoice Number field. Click OK. Please refer to Payments Due searching the database for specific Creditor Invoices via the button.
6. This will return you to the Payment Item window. Contine as for a normal Creditor Payment, unless a discount needs to be taken into account. If that is the case please refer to Discount Allocations below.

Discount Allocations

If the Creditor offers you a discount for early payment or some other reason

1. Enter the amount of the discount in the Disc$ field of the Payment Item window. This amount will need to be allocated to an Account Code.
2. Click on the button next to Discount Allocations This will open the Discount Allocation Entry window.
   
3. Enter the Account code for the Account to allocate the discount to. If you are unsure click on the Search/Lookup button to open the Accounts Lookup window. Often the Tree View can help you locate the right account code.
   
4. Enter the amount of the discount to be allocated to this code. This may be all or part of the total discount. Click Ok & Save the changes.
5. If you have only allocated part of the discount repeat the process until the entire discount has been allocated to specific account codes. If the discount amount does not add up to the amountin the Discount Allocations a warning dialogue will appear.
   
6. Click OK & save the changes. This will return you to the Creditor Payment Entry window. Click Ok to save the Payment.

Editing a Payment

Occasionally you will need to edit the Payment details of a record that has already been entered into the aeonscope database. Anytime a financial record is edited the transaction is reversed before the edit takes place. For more information on this process please refer to Reversing Financial Transactions

Viewing Payments

The View option from the Creditor Payments window allows you to see all the details of a transaction, with options to Print, View the transaction history for that Creditor, and view the Cashbook entry for that Payment.

In the Creditor Payments window enter the Creditor Code, Bank Account and Cheque/ Reference Number in the appropriate fields. Click on the View button. This will open the Creditor Payment View window.

This window displays the details of the Payment transaction specified.

• To view details about the Creditor, including address and contact details click on the underlined, blue word Creditor.
• For a Print Preview, or to Export the Payment details click on the button.
• To Print the Payment details click on the button.
• The transaction history for the Creditor can be viewed by clicking on the button.
• The Cashbook entry for this Payment can be viewed via the button.
• button will close the window.

Credit Notes

To input the details of a credit issued to you from a Creditors Select Creditors → Credit Notes.

This will open the Credit Notes window.

Type the name of the Creditor into the Creditor field and press the Tab key on the Keyboard. If there is only one record of a Creditor with that name in your database the Creditor and Name fields will be completed automatically. If the name is not unique the Creditor Lookup window will open. Locate the correct Creditor fot the Invoice. Please refer to Searching/Lookup for information on searching the aeonscope database.

Finding an Existing Credit Note

With the Creditors name in the Creditors field of the Credit Note window, click on the Search/Lookup button next to the Credit Note # field. This will open the Credit Note Lookup window:

Click on the button to display all Invoices for this Creditor. Doubleclick on the Invoice you wish to see in the list. This will return you to the Credit Notes window with all the relevant fields completed. You may choose to View or Edit the Credit Note.

Adding a Credit Note

With the Creditors name in the Creditors field of the Credit Notes window, click on the New button. This will open the Creditors Credit Note Entry window.

• The Credit Note Number will be provided on the hardcopy Credit Note from your Creditor.
• The Creditor name will be automatically entered with the Creditor Specified in the Creditors Credit Notes window.
• Date Credited field will default to todays date, but should be set to the date on the Credit Note.
• GL Period is an abbreviation of General Ledger Period. The month that matches the Date Credited should be selected.
• The total dollar value of the credit note will be entered in the Amount field, including GST (if any)
• Any comments regarding the reason for the credit note should be entered in the Comments field.
• In the Items list in the lower half of the window the credit will be allocated to Invoice(s).

1. Click on the button to open the Credit Note Item Lookup window.
   
2. Enter the Invoice number to assign the credit towards, or click on the Search/Lookup button top open the Outstanding Invoices Lookup window (This window will show you all outstanding invoices for the specified Creditor.)
3. The Date Invoiced, Date Due and Amount fields will be completed automatically to match the Invoice specified.
4. Enter the amount of the credit note allocated to this Invoice.
5. Click on the button. This will open the Allocate Account window. Enter the Account Code if known, or click on the Search/Lookup button to open the Accounts Lookup window. Often the Tree View can help you locate the right account code.
   
6. Enter the amount of the credit note to be allocated to this account in the Amount field. (remember that GST is not automatically calculated and must be entered in a seperate line if required) Click OK.
7. Continue to add new lines for aeach Account until the entire amount of the Credit Note has been allocated to the various accounts.

Editing a Credit Note

Occasionally you will need to edit the Credit Note details of a record that has already been entered into the aeonscope database. Anytime a financial record is edited the transaction is reversed before the edit takes place. For more information on this process please refer to Reversing Financial Transactions

Viewing a Credit Note

The View option from the Credit Notes window allows you to see all the details of a transaction, with options to View the journal entries for that Credit Note and View the transaction history for the Creditor.

In the Credit Notes window enter the Creditor Code and Credit Note Number in the appropriate fields. Click on the View button. This will open the View Credit Note window.

• To view details about the Creditor, including address and contact details click on the underlined, blue word Creditor.
• The list of Journal entries for this Invoice can be seen by clicking on the button at the top of the window.
• The transaction history for this Creditor can be viewed by clicking on the button.
• button will close the window.