Customer defaults (SL settings)

• Early Settlement Days. Enter the number of days (up to 999) an invoice must be paid in to qualify for the discount.
• Discount Percentage. Enter the discount percentage you offer your customers.

These discount values will apply by default to all customer accounts you create. This discount is applied in full to the net value of an invoice or credit note.

You can still specify discounts when entering transactions.

Settlement discounts also affect how VAT is calculated on invoices and credit notes.

• Keep transactions for

  Use this to decide how long you want to keep a history of your transactions. You can keep a history of transactions on a customer account for a maximum of 36 months.

  After this period, you can choose whether to archive or delete the transactions. To do this, use the Account Maintenance option. You can run this directly from the Sales Ledger, or when you close a period.

  Specify the default length of time (up to 36 months), that you want to store transactions on your customer accounts in the box.

  This is used as the default time when you create new accounts. You can change it on an individual customer's account when required.

  Changing the setting

  This affects new accounts created subsequently.

• Archive transactions after this period

  Use this to choose to archive or delete your Sales Ledger transactions after the above period.

  Select this to send the transactions to an archive file after the above period. You can view you archived transactions on the Customer archived Transactions Enquiry .

  Clear this option to delete the transactions after the above period.

  While the transactions are stored on the account you can view and print them as required.

  The transactions are archived or deleted when:

  • They exceed their specified duration.
  • Are fully allocated.
  • Have no query flag assigned to them.

  To archive or delete the transactions, use the Account Maintenance option. You can run this directly from the Sales Ledger, or when you close a period.

  You can delete transactions from the archive file. You may want to delete archived transactions that are over a year old, or more frequently, depending on the disk space used.

  If you store a large volume of transactions, you may experience a slower response time when enquiring and sorting transactions, depending on your operating system and PC specifications.

  Changing the setting

  This affects transactions on your accounts the next time the Account Maintenance process is run. It does not affect transactions already in the archive file. Archived transactions can be deleted using Purge Transactions.

• Maximum number of transactions to display

  You can choose the number of transactions you want to display by default, on the Customer Transaction Enquiry window.

  You can choose to display up to 999999 transactions.

  Enter the maximum number of transactions you want to display by default here.

  You can change the number of transactions displayed from the Customer Transaction Enquiry window, if required.

  Changing the setting

  This affects the display of transactions subsequently.

• Show outstanding transactions only

  Select this option if you only want to display outstanding transactions by default, on the Customer Transaction Enquiry window.

  If you want to display all transactions for a specific customer, you can clear this option from the Customer Transaction Enquiry window.

  Changing the setting

  This affects the display of transactions subsequently.

Specify the number of months (periods) for which you want to store sales transactions before you consider processing them as bad debts. (As of July 2009 this was 6 months.)

Refer to government guidelines for details of the statutory waiting period for VAT relief if you want to adopt this.

Select a Default Tax Code from the drop-down list.

Each time you create a customer account it always defaults to this code. You can change this on individual customer accounts.

You can also change the tax code when entering transactions.

Select Default Terms agreed to automatically mark new customer accounts as having agreed terms.

Clear this check box to agree terms on an individual account basis as you require.

If you do not agree the terms on a customer account, you will see a Terms have not been agreed prompt when entering transactions.