Next Generation - Multi Entity and Sales Ledger Receipts

This article aims to guide you through the rules for sub ledgers when using Multi Entity on a sales ledger receipt.

If you are interested in creating a sales ledger receipt without using multi entity, please refer to our Enter a sales ledger receipt article.

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

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

Access receipts directly from a customer record

Click Debtors then click Customers.
Note: All customers are displayed. You can narrow down your search by using the advanced filters.
Select the checkbox next to a customer you wish to work with. You can narrow down your search by using the advanced filters.
Note: The Action Panel automatically opens from the right-hand-side of the screen.
On the action panel, click Add Receipt.

Access receipts from the navigator

To access an invoice directly from the navigator, follow the steps below:

Click Debtors then click Transactions.
Select Receipt.

Important rules when using sub ledgers and or Multi Entity

When you use Sub Ledgers or Multi Entity and visit the Sales Receipt 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 Sales Ledger or if the user you are logged into Financials with is assigned a default sales sub ledger in their security profile.
Once you have saved a receipt with a particular sub ledger, this sub ledger will be saved against your user as the user preference, so when you open the Sales Ledger Receipt 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 receipt, then this newly selected sub ledger will be saved against your user preference.
Your selected sub ledger drives the defaults on the Receipt screen and the Categories will be prefiltered based on the sub leger you are working with.
When you use a customer 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 receipt, 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.
The project and cost centre that you selected on the Details section for a receipt are filtered based on the sub ledger you have used on the Header section of the receipt making it easier for you to select a record.

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 customer account code, If you're unsure of the code, you can click on the drop-down arrow and select the Show More option which displays several more records and offers you the option to search on the code and the name of the customer. You can type in a customer who's been set to be On Stop as a prompt appears to confirm this action. If your customer is set up as an any currency customer, after leaving the customer field, this enables the currency field and populates with the default currency the customer 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 customer, follow our article on setting up an any currency customer. 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 assigns to the customer or the most relevant rate from the system which you can update manually. Note: Adding a manual rate only saves against the receipt and not the customer. The Transaction Date is always default 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 Due Date populates with the system date and updates either according to the customer terms or default to the same date as you select for the transaction date. The Receipt Number field is compulsory and can have up to ten alphanumeric characters. The Description field, you can enter a brief description and this prints on the customers 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.
Customer	We removed the speech bubble next to the customer record and moved all the information regarding the customer in the Customer tab. You can view the Aged Debt, Account Balance, and Contact details. Clicking the email hyperlink in the Contact Details section, opens your email application with the email populated.
Credit Control Notes	You can view any existing credit control notes and add new notes by clicking + New Note. Any notes you add in through Credit Control Notes save against this transaction.
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

Detail section

You can enter individual lines of your receipt here, each credit note can have multiple detail lines. The Analysis field populates with the default sales analysis code.
- If your customer has a default sales analysis code, this analysis code displays on the receipt. 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 Net Value in the GBP net field.

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

If your customer has a default VAT code, this VAT code displays on their receipt. If you don't have a default set against the customer, then the system default pulls through. 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 Net and VAT fields, the GBP Gross automatically calculates.
You can add more details for the receipt 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 credit note.
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 an receipt.
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.
- For more information on configuring columns, follow our article on configure column customisation.
When you come to saving the receipt, click Save. This won't post your receipt however a Save Options screen appears where you can set the following:
- Batch Transaction
- Allocate Transaction Now
- Remember Customer

Once you click Save, these are set for when you enter another receipt.

Transaction User Keys

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

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.

Next Generation - Enter a sales ledger receipt

Next Generation - Multi Entity and Sales Ledger Credit Adjustments

Next Generation - Multi Entity and Sales Ledger Credit Notes

Next Generation - Multi Entity and Sales Ledger Debit Adjustments

Next Generation - Multi Entity and Sales Ledger Invoices