Next Generation - Enter a purchase ledger debit adjustment

You can use purchase ledger adjustment transactions to correct the net value of invoices or payments and the suppliers outstanding balance without affecting the suppliers turnover.

An example where you might use an adjustment would be bank charges. A debit adjustment decreases the supplier balance whilst a credit adjustment increases it.

Enter a purchase ledger debit adjustment

Click Creditors then click Transactions.
Select Debit Adjustment.

Below is an explanation of how to enter your details on the header and details sections of a debit adjustment:

Tabs	Description
Header	You can enter the supplier account code. If you're unsure of the code, you can click the drop-down arrow and select Show More which displays several more records and offers you to search the code and name of the supplier. Selecting a supplier who exceeds their credit limit also results in a prompt appearing. You can type in a supplier who's been set to be On Stop as you do, a prompt appears to confirm this action. If your supplier is set up as an any currency supplier, after leaving the Supplier field, enables the currency field and populates with the default currency the supplier has been set up with. You can change the currency either by: Typing in the code. Clicking the drop down arrow and select from the record list. Clicking Show More. For more information on setting up an any currency supplier or a currency supplier, follow our articles on setting up an any currency supplier and setting up a currency supplier. When you select a currency that's different to the currency of the database, the Exchange Rate field presents with either the default rate that is assigned to the supplier or the most relevant rate from the system which you can update manually. Note: Adding a manual rate only saves against the invoice and not the supplier or the exchange rates. The Date of Transaction always defaults to the system date, you can either enter it manually or you can select it from the date picker via the calendar icon. The Year and Period fields default to the closest year and period to the current date depending on the system settings. If you have permission to post to restricted periods or have future period posting permission, you're able to post to future periods and past years and periods depending on the start date in your system settings. The Reference field allows you to enter an alphanumeric reference and can have up to 25 alphanumeric characters. The Description field, you can enter a brief description. The Sub Ledger field, you can manually type in the code or name if you know it, click on the drop-down arrow and select from the list, or find the record by selecting Show More. When you use sub ledgers and the option to use sub ledgers as a Compulsory Entry Field, you must enter a sub ledger. You can enter a GBP value or a Currency value for the transaction.
Supplier	You can view the Aged Credit, Account Balance, and Contact details. Clicking the email hyperlink in the Contact Details section, opens your email application with the email populated.
Custom	All Custom fields which are set up for your database grouped together. These can hold extra information about the transaction you're working with.

Summary

Field	Description
Purchase Analysis	The Analysis field populates with the default purchase analysis code. If your supplier has a default purchase analysis code, this analysis code displays on the debit adjustment. If you don't have a default set, the system default pulls through. You can change the code by: Entering a different code. Selecting one from the drop-down list. Selecting Show More. This determines how this line is being analysed in both your purchase and nominal ledgers.
Project and Cost Centre	If you use the Costing module in Access Financials, you can add the project and cost centre. If you have Compulsory Costing set up, you need to enter both the project and cost centre otherwise a validation message appears when saving the debit adjustment. Clicking the drop-down in the Project Code/Name field, you can select the record you wish to work with, or you can access more records by selecting Show More. Clicking + New Project, you can create a new project which automatically populates in the Project field. Clicking + New Cost Centre, you can create a new cost centre. The project automatically populates with the previously created project. You can add the code and name then click Save. The Cost Centre Code/Name field is prepopulated with the newly created record. If Transaction User Keys are set up on your database and are in the columns on the Details section, you can see these columns as default after the Project and Cost Centre columns. You can find more information on the Transactions user keys at the end of this article. Note: The labels for the transaction user keys are customisable so you might see different labels display. You can select a value from the drop-down or enter values into all of the Transaction User Key columns. Any manual values you enter only save for this transaction. When you come to saving the debit adjustment, click Save. This won't post your debit adjustment, however a Save Options screen appears where you can set the following: Batch Transaction Allocate Transaction Now Remember Supplier Once you click Save, these are set for when you enter another debit adjustment.

Transaction User Keys

If you're using transaction user keys, these display on the detail line of a debit adjustment.

For more information on setting up transaction user keys, follow our article on transaction user keys.

For information on attaching a transaction user key to a transaction, follow our article on attaching transaction user keys.