Account lookup - Contra account in batch setup

The last selected contra account for a batch will be displayed in the "Batch entry" selection screen. 

batch-entry-select-batch-no-contra

If a contra account is displayed in the Contra account column, and you wish to select a different contra account for a selected batch, you need to:

1.Access the batch. 

2.Click on the F10:Setup - "Options for this batch" - Standard tab. 

3.Select the contra account on the Accounts lookup.

account-lookup-filter

Accounts column - Accounts lookup 

The lookup in the "Batch entry" screen automatically filter the code or the description. When the Account or Tax columns are focused, you may type the code or description. In this example, the description is typed as “fu” and it lists only those accounts with the starting with the typed characters, e.g. "Fuel and Oil" and "Furniture & Fittings ..." 

batch-account-lookup-column

You may configure the Account types to be included in the lookup Account lookup. On the F10:Setup Advanced tab, you may set the Account lookup type to:

All (default) all account types, 

General ledger – All account types, except Debtors, Creditors.

Debtors (only Debtor (customer / client) accounts), 

Creditors (only Creditor (supplier / vendor) accounts).

Open item – Only those General ledger, Debtor (customer / client) and Creditor (supplier / vendor) accounts for which Open item is activated.

Only the accounts, which "Status" is set to "Enabled" will be listed. 

The accounts, which "Status" is set to "Disabled" will not be listed (Accounts on the Action ribbon).

Configure the accounts lookup list for batches

To display only the accounts for the specific transactions you need to enter in the batch, you may configure the accounts to be listed in the lookup. 

To do this, you may select the Account lookup type option and the Contra account lookup type option on the F10:Setup - Options for this batch - Advanced tab as follows:

1.All - select to display all accounts (i.e. General ledger, Debtors, Creditors and Special ledgers).

2.General ledger - select to display all General ledger accounts (excluding Debtors, Creditors and Special ledgers). Examples would be if only need to enter and process transactions which does not apply to Debtor (customer / client) or Creditor (supplier / vendor) accounts, e.g. Depreciation or adjustments to General ledger accounts in the General journal. Other examples would be cash purchases in the Payments journal or Petty cash payments journal which need to be allocated to the Expense and Asset accounts).

3.Debtors - select to display only Debtor (customer / client) accounts (excluding General ledger, Creditors and Special ledgers). An example would be if only sales invoices are batched and entered into the Sales journal for which you only need to select the Debtor (customer / client) accounts. Another example would be if you only batch or group deposits (receipts) for payments received from Debtors.

4.Creditors - select to display all Creditor (supplier / vendor) accounts (excluding General ledger, Debtors, and Special ledgers). An example would be if only purchase invoices (received from creditors) are batched and entered into the Purchase journal for which you only need to select the Creditor (supplier / vendor) accounts. Another example would be if you only batch or group a payments (cheque counterfoils or payment remittance advises) for payments made to Creditors.

Tax column - Tax lookup

If the No tax option on the F10:Setup - "Options for this batch" - Standard tab is not ticked (default option), the Tax lookup list will also be displayed. 

batch-tax-lookup-column

If the No tax option on the F10:Setup - Options for this batch - Standard tab is ticked, the Tax column and Tax lookup list will not be displayed. 

When the Tax columns are focused, you may type the code or description. For example, you may type "I" to list only the Input Tax (VAT/GST/Sales tax) codes; you may type "O" to list only the Output Tax (VAT/GST/Sales tax) codes.

Only the Tax (VAT/GST/Sales tax) account codes, which "Status" is set to "Enabled" will be listed. 

The Tax (VAT/GST/Sales tax) account codes, which "Status" is set to "Disabled" will not be listed (Accounts on the Action ribbon).

Create accounts if the account does not exist

If you enter an invalid account code or account description in the standard filter options for the account lookup in the Accounts column for a transaction, a confirmation message "w Account does not exist, do you wish to create it?" (where "w" does not exist in the chart of accounts, debtor (customer / client) accounts or creditor (supplier / vendor) accounts) will be displayed.  

If you click on the No button, you will be returned to the "Batch entry" screen, on which you may select a different account.

If you click on the Yes button, you may select the "Account type" screen is displayed:  

accouts-edit-list

Select the account type for which you need to create a new account. The account types will launch the screens from the Action ribbon as follows:

1.Debtors - The "Debtor accounts" list screen, will be displayed on which you may use the search and filter options to locate a debtor (customer / client) account. If the account does not exist, you may click on the New button and create a new debtor (customer / client) account. 

2.Creditors - The "Creditor (supplier / vendor) accounts" list screen, will be displayed on which you may use the search and filter options to locate a creditor (supplier / vendor) account. If the account does not exist, you may click on the New button and create a new creditor (supplier / vendor) account. 

3.Bank account, Tax account and General ledger account - The Accounts screen will be displayed. You may filter for that account and create the new account, if necessary.