Creating a Supplier Journal

To complete a Supplier Journal, the procedure is as follows:

1. Select a Supplier, either by entering the name, or using the ? icon to highlight the relevant supplier and then Select [F3].
2. Add [INS].
3. Reference. Enter as required.
4. Date. This will default to the current date. To change the day, use the [up/down arrow keys]. To change the month use the [up/down arrow keys + shift key].
5. GL Account. The account to be debited or credited. Enter the relevant account number, or use the ? icon to select [F3] from the General Ledger Account List.

   NB: The account number for Accounts Payable should not be used, as during the completion of the automatic journal entry the other side of the entry will also be to Accounts Payable, therefore creating a nil effect.

   Amount. Enter in the value of the transaction. Debits are reflected as positive, and credits as a negative. For example, To increase the supplier balance – enter a debit (positive).

   To decrease the supplier balance – enter a credit (negative).

6. Comment. Enter if required.
7. Line Ref. Enter if a further description is required.
8. Allocations. To allocate the journal entry to an existing transaction, either
   • Double click on the relevant transaction, or
   • Click on the Allocate box on the line required, and type in the amount.

     If a debit transaction is being entered, then a debit must be allocated against a credit transaction on the allocation list.

     Likewise, if a Credit transactionis being entered, then a credit must be allocated against a debit transaction on the allocation list.

   • Click on the Validate button, to ensure the allocations balance.
   • Ensure the Process Allocation button is selected.

   

• Process [F9].
• Either Process, Hold or Delete.

If the Process Immediately button is selected, the transaction will be unable to be edited further.

Before processing allocations, ensure the Auto Allocate button is selected.

• OK [F9].

  Upon processing of the Supplier Journal, the following journal entry will be completed. (using the above screen as an example).

Debit Accounts Payable and Creditors Control Account (PCU).

Credit Materials and Supplies