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Accounts, Sales & Purchase Ledgers, Sorting, Searching & Filters

To access the “Sales” or “Purchase” ledgers, starting from the “Accounts Menu”…

  • Click either the “Sales” or “Purchase” button, in which case you should see a screen like that shown below
  • Sorting Invoices 

    Both ledgers can be sorted by…

    1) Date of invoice

    2) Invoice or transaction number

    3) Name

    4) Item or policy ref

    5) Who or policy holder

    To sort your invoices…

  • Click the “Binoculars” button
  • Use the “Order” drop-down to select the sequence for the listing (e.g. by Name)
  • Optionally enter a search value to jump to on the list (e.g. first Name starting BLOGGS)
  • Click the “OK” button
  • After re-sorting by either Policyholder or Policy number the central column always shows the selected criterion (e.g. Policy Number), as does the line along the bottom of the screen. Your invoices will also be sequenced by the current criterion.

    If you sort your invoices by Name you’ll see the current totals for that Name at the bottom of the screen. The “Nett” field shows the nett value of all debits-minus-credits for that Name, while the “Due” field shows what is still outstanding. These totals only occur when you sort by Name.

    If you sort your invoices by any other criterion, such as by Policy Holder or Date, the line at the bottom of the screen echoes just the current line, but as described above, can be used to show Policy Holder in addition to Policy Number. Moreover if you are VAT registered it shows the total VAT liability for each invoice.

    Show Policy Number or Policy Holder

    You can display either of your two invoice descriptors (e.g. “Policy Number” or “Policy Holder”) in the central column (see “Accounts, Set-up Preferences”). To switch from one to the other…

  • Click the “Signpost” button
  • Click “Show Policy Holder” (or whatever descriptor is relevant, e.g. “Show who”)
  • If you click the “Show Policy Holder” option again, the tick will disappear and the central column will revert to “Policy Number”.
  • The bottom line of the screen always shows the current search criterion (e.g. Policy Number) regardless of the central column. So you can choose to…

    o sort your ledgers by one criterion (e.g. Policy Holder via Binoculars button), then

    o change the central column to show the other (e.g. Policy Number via Signpost button), and

    o still see the search criterion on the bottom line (e.g. Policy Holder).

    Credit Debit & Due Columns

    The Sales and Purchase Ledgers have three columns marked “Credit”, “Debit” and “Due”. Regardless of ledger, the original total value of each invoice is shown in the “Debit” column. The total value of each credit note, used for refunds and claw backs, is shown in the “Credit” column. The amount still outstanding on each invoice and credit note is shown in the “Due” column. As invoices and credit notes are settled, via the Cashbook, the amount due is reduced or set to nothing. Hence it is very easy to distinguish your invoices from your credit notes, and to see which are still outstanding.

    Filtering Invoices

    You can also apply a filter to your ledgers, so that you only see the outstanding invoices or the settled ones. The filter has no effect on the search sequence or on what is displayed in the central column. It simply removes the selected invoices (e.g. all settled ones) from the display. So to set your Sales Ledger to be sequenced by Policy Holder, showing Policy Numbers in the central column, and filtered so only the unsettled (i.e. un-reconciled) invoices are displayed…

  • Click the “Binoculars” button
  • Use the “Order” drop-down and set the sequence for the listing to “Policy Holder”
  • Click the “OK” button
  • Click the “Signpost” button
  • Click “Filter / Un-reconciled only” to remove all settled invoices from the display
  • Click the “Signpost” button again
  • Click “Show Policy holder” in order to clear the tick and change the central column to “Policy Number”