Next Generation - Multi Entity and Purchase Orders

This article aims to guide you through the rules for sub ledgers when using Multi Entity on a purchase order.

If you are interested in creating a purchase order without using multi entity, please refer to our Enter a purchase order article.

This article will highlight the rules for you when using Multi Entity and will also provide you information about the purchase order screen in general.

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

Access purchase orders directly from a supplier record

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 in front of the supplier you wish to work with.
Note: The Action Panel automatically opens the right-hand side of the screen.
Select Add Order from the Action Panel.
The Purchase Order screen opens with the supplier field pre populated with your selected supplier.
For more information on what the fields mean, please refer to the table below.

Access purchase orders from the navigator

Click Purchasing then click Transactions then click Purchase Order.
On the Purchase Order screen, select or type in your supplier record and then populate all details as you wish.
For more information on what the fields mean, please refer to the table below.

Important rules when using sub ledgers and or Multi Entity

When you use Sub Ledgers or Multi Entity and visit the Purchase Order screen for the first time, the Sub Ledger field is going to default to empty regardless of you having a sub ledger set up for the Purchase Ledger or if the user you are logged into Financials with is assigned a default purchase sub ledger in their security profile.
Once you have saved an order with a particular sub ledger, this sub ledger will be saved against your user as the user preference, so when you open the Purchase Order screen again, the sub ledger field will be prefilled for you with the previously used sub ledger record.
You can change the sub ledger manually and if you have selected a different sub ledger than on the previous order, then this newly selected sub ledger will be saved against your user preference.
Your selected sub ledger drives the defaults on the Order screen and the Categories will be prefiltered based on the sub leger you are working with.
When you use a supplier where you have assigned an analysis record that is assigned to a sub ledger but that sub ledger is different to the one you have last used on the order, you must change the sub ledger to match the same sub ledger on the analysis record to avoid a validation error.
When you manually type over the default categories tied to the same sub ledger selected on the header, upon clicking Save on the transaction, you will encounter a validation error alerting you that the categories must align with those belonging to the same sub ledger specified on the header.
When a sub ledger is not set up as an Accruals sub ledger, the fields on the Details section related to Accruals are going to be disabled.
- The Accruals fields are only enabled when you select a sub ledger that has been set up with accruals on the company level. Please refer to our Set up Accruals with Multi Entity article.
The project and cost centre that you selected on the Details section for an order are filtered based on the sub ledger you have used on the Header section of an order making it easier for you to select a record.

To make your transactions easy and consistent, our purchase order transaction entry window follows the same logic as our other transaction entry screens.

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.

All purchase orders are batched automatically and can be found in the O/S Purchase Orders Enquiry in the Purchasing module.

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

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, this 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, follow our article on setting up an any 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 order and not the supplier or the exchange rates. The Status field automatically defaults to the status that has been set up against the your user profile in the Security options of the System module which is Security Profile driven. For information on how to change the default status set on a security profile, please refer to change the default security profile purchase order header status article. The Date 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 Required By field is calculated from the default 5 days set up in Purchase Order Options within the System Module which is Security Profile driven, but the number of days can be changed. 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 Order Number is automatically set to start at 5000 as default, but this can be changed in System Options which is Security Profile driven, where you can also set the order numbers to manual entry. When the Automatic Transaction Reference setting is on in System Options, this field is no longer available and a consecutive number allocates to the order after you save the transaction. The Description field, you can enter a brief description to allow you to find the order quicker. 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. The Sub Ledger field is only displayed when you have sub ledgers enabled on your database. If you use an any currency supplier, you're able to select the Home/Currency Gross option. The option defaults to Home Net. You can also select the Currency Net option. If you use multiple due dates, you can select Multiple Due Dates. The Multiple Due Dates window opens once you click Save. You can set an urgent flag on your purchase order by ticking the Urgent checkbox. As default, the urgent days are set up in Purchase Order Options to be 1 while normal days are set to 5. You can change this if you have access to the System Module which is Security Profile driven.
Summary	If you have used the Sort Keys on the supplier record, then the information is pulled through from the selected supplier. You can enter 10 alphanumeric characters in the Batch Reference field which can help you find your purchase orders in the O/S Purchase Orders Enquiry. You can enter 20 alphanumeric characters in the Supplier Ref. field to capture the order number or reference provided by your supplier. You can add a Supplier Del. Note which allows 15 alphanumeric character entry.
Addresses	There are two addresses that can be found on this tab along with the option to use the addresses set up on the selected supplier or use the company address set up in the Company tab. The Delivery Address is populated with the default delivery address of the supplier or if there is no default delivery address set up, then the first available address marked as Delivery Address will pull through. The Order Address is populated with the order address set on the supplier record or if there isn't one set up, then the company address is pulled through.
Notes	You can add any notes in the Header Note box that relates to the order, and you can also use the date, time and user email address stamp.
Supplier	You can find all the information regarding the supplier in the supplier tab. 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.
Terms	The Terms tab displays the term details which are relevant to the purchase order for the selected supplier record. The Price Key defaults to Quantity Price for a new supplier and will pull through what you set for the selected supplier. You can add a Delivery Charge value or a Delivery Charge percentage to the order which will only apply to this order. The credit limit set on the supplier record on the Terms tab is pulled through and cannot be changed. You can enter 20 alphanumeric characters in the Delivery Method field. The Lead Time (days) field represents the number of days applied when calculating purchase order required date which is pulled through from the selected supplier and cannot be changed. The Minimum Order Value also pulls through from the terms of the selected supplier and this can be amended for the order.
Discount	The Settlement Discount fields pull through any values set on the terms for the selected supplier and you can change this manually. Changes won't update the terms held against the supplier, they just apply to the current order.
EU	For EU State suppliers, the button opens the EC Info window to enter details about the goods and their method of delivery including the SSD codes. The VAT Registration number pulls from the supplier.
Custom	All Custom fields which are set up for your database group together. These can hold extra information about the transaction you're working with.

Detail

Details

Description

Details section

You can enter individual lines of your order here, each order can have multiple detail lines.
The Item Type is determined by the default settings in Purchase Order Options within the System module which is Security Profile driven. The three different item types are text, stock and price.
- You can choose between text, stock, or price type entry.
  Note: You must enter details when using a text type entry.
The Analysis field populates with the default purchase analysis code on a standard chart of accounts while on an advanced chart of accounts, it is populated after you have selected the categories. This determines how this line is to be analysed in both your purchase and nominal ledgers.
- If your supplier has a default purchase analysis code, this analysis code displays on the order. 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.

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

If your supplier has a default VAT code, this VAT code displays on their order. If you don't have a default set against the supplier, then the VAT code on the analysis record is applied, unless the VAT code does not comply with EC VAT rules.
The exception to this rule are:
- When a stock or price record is used that is flagged as Reverse Charge VAT in which case VAT code V will be pulled through but only for GBP supplier.
- When a stock or price record is used that is flagged as a Service, then this will take precedence over the VAT code set on the supplier or analysis record but only when the supplier address is EU VAT registered.
- You can change the VAT code by entering a different code, selecting one from the drop-down list, or from the Show More option.
Once you populate the GBP Price or one is pulled through from the stock or price record, the Net and VAT fields, the GBP Gross automatically calculates.
You can enter a line discount to the detail lines.
You can add more details for the order 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 order.
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 pre populated 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 Transaction 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 Purchase Ledger Accruals is set up, three columns display called:
- Accrual Period - This field is pre populated with a number of periods that is set up on the Analysis record you are using and you can change this.
  - Changing the number of Accrual Periods on a transactions is only valid for the transaction
- Accrual Nominal - This may be pre populated with a nominal account if one is set up, and you can change this or add one in.
- Defer Accrual - You can select this if you wish to defer the order.
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 by selecting the checkboxes. All compulsory columns you can't remove from the view.
- For more information on configuring columns, follow our article on configure column customisation.
When your order entry is completed, click on Save. Your order is now added to the O/S Purchase Orders Enquiry.

Transaction User Keys

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

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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