Next Generation - Enter a purchase ledger payment

To make your transactions easy and consistent, all our transaction entry windows throughout the purchase ledger have the same structure.

In this article, we include two tables which take you through both the header and detail tabs and an explanation on each field. These two tabs make up your full transaction.

There are two different ways you can get to the purchase payment screen, direct access from the supplier record or accessing from the navigation.

Access payment directly from a supplier record to create or enter a purchase ledger payment

To access an payment directly from a supplier record, to create or enter a purchase ledger payment, follow the steps below:

Click Creditors then click Suppliers.
Note: All suppliers are displayed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Select the checkbox next to a supplier you wish to work with.
Note: The Action Panel automatically opens from the right-hand side of the screen.
On the action panel, click Add Payment and the Purchase Ledger Payment screen opens with the supplier field pre-populated with your selected supplier record.

Access receipt from the Navigator

Click Creditors then click Transactions.
Select Payment.

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

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 Payment Number field is an optional field and can have up to 25 alphanumeric characters. When you use sub ledgers and the option to use sub ledgers as a Compulsory Entry Field, you must enter a sub ledger. The Description field, you can enter a brief description and this prints on the supplier's statement. Sub Ledgers enable you to summarise postings to the nominal ledger. This field only shows if you have sub ledgers set up in your system. If you select a sub ledger, all detail lines on that transaction use that sub ledger. If you use Sub-Ledgers, click on the drop-down arrow and select from the list, or find the record by selecting Show More.
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.

Detail

Details

Description

Detail section

You can enter individual lines of your payment here, each payment can have multiple detail lines. 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 payment. 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.
You can enter the Gross Value in the GBP Gross field.

Note: If your database currency isn't GBP then the relevant currency code displays.

You can add more information for the payment in the Detail field. Click the Detail field and it displays a four way arrow which you can use to open the Detail screen larger to enter multiple lines.
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 payment.
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 If you're using transaction user keys, these display on the detail line of a payment.
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.
You can add in extra detail lines by clicking + New Record or by tabbing through an existing detail line. You can organise your columns the way that best suits your needs by clicking the cog icon then selecting Configure Columns.
- On the Configure Columns screen, you can deselect any columns which are available and you can add any extra fields where you haven't selected any checkboxes. All compulsory columns you can't remove from the view and these will be marked with a grey checkbox with a tick in them.
- For more information on configuring columns, follow our article on configure column customisation.
When you come to saving the payment, click Save. This won't post your payment 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 payment.

Transaction User Keys

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

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.

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