Differences

This shows you the differences between two versions of the page.

--- sa_maintenance_3 [2019/08/20 19:17] – [Debtors Letters text] Shelley Hunter
+++ sa_maintenance_3 [2021/04/14 10:04] (current) – [Invoice Management Groups] Shelley Hunter
@@ Line 44: / Line 44: @@
 \\ \\
 ==== Accounts ====
-Each Client Account Code that is entered appears here with the name of the first company it was associated with. A code cannot be deleted so that even if it is no longer linked with a company the details are on record.
+Initially it is only necessary to set up a bank account in the appropriate Cash Ledger.
+The Sales Ledger accounts will be created automatically by the system as they are used. However their names will not be automatically maintained, so in the event of a client company name change it will be necessary to edit the name here. In general these names are only used by accounts reports.
 ==== Nominal Codes ====
 Initially 3 nominal codes must be set up.
@@ Line 64: / Line 65: @@
 The Ledger ID for both should be 'Sales'.
-Invoice templates need a VAT Nominal, a Report File containing the invoice layout and the auto-numbering instructions which should generally be 'SaveDoc' and the next number to use. The Prefix is optional.
+Invoice templates need a VAT Nominal (or equivalent for other tax regimes) , a Report File containing the invoice layout and the auto-numbering instructions which should generally be 'SaveDoc' and the next number to use. The Prefix is optional.
 Payment templates should specify the cash ledger and account of the bank account.
@@ Line 102: / Line 103: @@
 \\ \\
 ==== Nominal Code Segment Structure ====
-Placements can be set up so that more than one nominal code can be exported to an Accounts program. Up to 5 segments, with a maximum combined length of 20 characters, can be used.  This can be used for calculating commissions and monitoring income. To be setup under the supervision of LSM Logic.
+The system supports the derivation of a complex placement analysis code by joining a number of different sub-codes for e.g. Branch, Division and Consultant.
-\\ \\
+This is where you define the lengths and names of up to 5 subcodes.
+If only a 'simple' analysis code is required, just fill in the details for Segment 1.
+This system is only normally used to generate the accounts nominal code for Perm invoices, and even then sometimes only the first part of it is actually transmitted to the accounting system.
+The full code may be used for reporting purposes for both Perm and Temp placements.
 ==== Nominal Code Segments  ====
-These are required for a Permanent Placement to be Authorised. They are designed for both the calculation of commission, including splits, and to export  revenue information to Accounts. It can be kept simple or taken to several levels. Set up Segmenst for each Department and/or Consultant you require to be involved. The code fragment needs to be the correct length, as defined in the structure above. The order is always by Code Fragment, not alphabetical by Description. The Code Segments have to be maintained for new Users and Leavers.
+These are required for a Permanent Placement to be Authorised. They are designed for both the calculation of commission, including splits, and to export  revenue information to Accounts. It can be kept simple or taken to several levels. Set up Segments for each Department and/or Consultant you require to be involved. The code fragment needs to be the correct length, as defined in the structure above. The order is always by Code Fragment, not alphabetical by Description. The Code Segments have to be maintained for new Users and Leavers.
+The segment number must be between 1 and 5.
+The code fragment should be of the appropriate length for the segment otherwise it will be truncated or padded with zeros.
 ==== Debtors Letters text ====
@@ Line 113: / Line 124: @@
 ==== Invoice Management Groups  ====
+\\
+The default Invoicing view is to list all Timesheets for invoicing in a list - which can be very long. \\
+Alternatively you can set up Groups to manage different Account Codes in different ways and this is done theough Invoice Management Groups. \\
+A Group with Process method of Batch which means that all the timesheets for one Account Code are listed in one line, making management easier. There are certain Invoice Grouping rules that can only be used with Batch Invoicing, those that group across clients and are for a single Account Code as a whole.  These extra groups can be turned on in General Settings, if required. \\
+If using groups the minimum to set up is two - one for process by Timesheet and the other for process by Batch. \\
+Both methods can block a Timesheet from being processed if the Account is set to Require a Their Ref on Invoicing (By Batch from version 2.21.02). \\
 ==== Export Options  ====
+The details for where timesheets and sales invoices are to be exported to and the location and name of the export file are entered here.
 ==== Ad Hoc Invoice templates  ====
-==== Config Log  ====
+WIP
-The Configuration log provides an area where details and reasons for configuration changes can be recorded.
+==== Configuration Log  ====
+The Configuration log provides an area where details and reasons for configuration changes can be recorded. \\ \\
+==== Alternative Invoice Address ====
+The list of allowable alternative invoice addresses is set up here.  For more information on how to set these up please see [[Alternative Invoice Address - Set Up]].
 \\ \\ Back to [[systems_administrators|Help for systems administrators]]