Dataflow - FAQS

Purchase Ledger FAQs

1. When modifying a posting, how do I modify the Cost Centres?
2. Can I delete Purchase (and Sales) accounts?
3. How can I speed up the Purchase (and Sales) ledger enquiry grid?
4. How do I configure ‘short cuts’ to commonly used tasks?
5. If I am in the middle of posting cash and the account I want does not exist, do I have to discard the batch I am working on?
6. I cannot see current outstanding transactions for particular accounts when attempting to allocate cash.
7. What could cause various transactions not to be picked up by the Automatic Payments routine?
8. The ‘Process’ button is not highlighted in Automatic Payments even though I have made all the necessary checks.
9. Within the purchase (and Sales) cash allocation windows I can’t seem to get the right click option ‘allocate all’.
10. What should I do if I receive an error within dataflow?
11. I have a multi-company setup and require a different invoice template per company without having to manually specify the template each time I create an invoice.
12. Can I easily see all the transactions that make up the figures of the Purchase Control Totals?
13. Can I change the 'Payment Type' of an Invoice that I have entered but not yet paid?

Q1. When modifying a posting, how do I modify the Cost Centres?

A: Press Ctrl + O, which is the keyboard shortcut.

 

Q2. Can I delete Purchase (and Sales) accounts?

A: Yes, unless they have had any transactions posted to them, in which case from within setup, use Accounts/Company Setup to exclude that account from your company.

 

Q3. How can I speed up the Purchase (and Sales) ledger enquiry grid?

A: By reducing the number of ‘Account Browse details’ checked, within the User Parameters in Sales Ledger Parameters Setup.

 

Q4. How do I configure ‘short cuts’ to commonly used tasks?

A: Firstly ensure that the ‘Speedbar’ is visible under the Window menu option. Then right click on the bar and configure. You can now drag and drop menu icons on to the Speedbar.

 

Q5. If I am in the middle of posting cash and the account I want does not exist, do I have to discard the batch I am working on?

A: No, you are able to add new accounts ‘on-the-fly’.

Q6. I cannot see current outstanding transactions for particular accounts when attempting to allocate cash.

A: Check under Authorise and Re-distribute as to whether they have a status of “on hold” or “pending”. This would prevent them from being available for allocation.

Q7. What could cause various transactions not to be picked up by the Automatic Payments routine?

a) Ensure the accounts concerned are not excluded from payment using the ‘Select Accounts’ tab.

b) Check the Authorise and Re-distribute option to ensure the transactions do not have a status of ‘on hold’ or ‘pending’.

c) Check the payment due date and payment type.

d) Check the currency of the transactions matches the currency selected for processing.

 

Q8. The ‘Process’ button is not highlighted in Automatic Payments even though I have made all the necessary checks.

A: The reference field is mandatory, therefore check that it has been filled in.

 

Q9. Within the purchase (and Sales) cash allocation windows I can’t seem to get the right click option ‘allocate all’.

A: This option can only be used if the sum of the outstanding invoices is exactly equal to the selected cash.

Q10. What should I do if I receive an error within dataflow?

A: You are able to cut and paste the error dialogue to enable you to email the error directly to the Support department. You can also print the error and fax it to us on 01784 460806. Please provide details of how the error occurred in all instances.

Q11. I have a multi-company setup and require a different invoice template per company without having to manually specify the template each time I create an invoice.

A: It is possible to achieve this by using the 'Document Groups' facility within the Setup menu option. You may specify a template to be part of a group and then assign this group to the accounts of a particular company.

Q12. Can I easily see all the transactions that make up the figures of the Purchase Control Totals?

A: By highlighting the particular cell where a breakdown of the transactions is required and 'right clicking' the mouse, you can select 'Show Transactions' (keyboard shortcut Ctrl T) to display all transactions. Furthermore you are able to 'drag and drop' this information into a spreadsheet to analyse.

Q13. Can I change the 'Payment Type' of an Invoice that I have entered but not yet paid?

A. Yes, through the Authorise and Re-distribute option. You can select an Invoice and then change the Payment Type (BACS, Automatic or Manual) and Update.