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Accountants Enterprise only

The Defaults tab is available on the:

  • Client page

  • Supplier page.

The Defaults tab is used to view and maintain the client’s or supplier’s credit control and bank details. Depending on how the application has been configured in your practice, many of the credit control fields are populated by default values when a client or supplier is added to the system. These values can be changed on the Defaults tab to suit each client’s or supplier’s situation.

Defaults tab fields

Field

Description

Terms Type

Select the method to use when calculating the payment due date on bills raised for the client or supplier. The available options are:

  • Days — Select this option to enter the number of Days from the invoice date when the payment is due. For example, if you enter ‘14’ and the invoice date is 2 May, then the payment date will be calculated as 16 May.

  • Month End Days — If payments are expected in the month following the billing month, enter the number of days after the invoice month end when payment is due. For example, if you enter ‘14’ and the invoice date is 2 May, the payment date will be calculated as 14 June.

  • None — Select this option if you do not want a payment day calculated for the client or supplier.

  • Payment Day — Select this option if you want the payment due date to be on a specific date each month. When selected, the next field on the page will update to Payment Date rather than Days.

The Due Date field on the Debtors Ledger displays the default due date as derived from the Invoice Date and client or supplier payment Terms.

Days / Payment Day

Enter the number of days from the invoice date when the payment is due. If you select Payment Day in the Terms Type field, you must enter the actual date in the month that payment is due (e.g., the 17th of each month).

Payment Type

Select the required payment method for the client or supplier, such as Cash, Cheque, Direct Debit, Standing Order, etc. This changes the description on the remittance advice section of the Bank Deposit Slip document.

Your system administrator maintains the list of available payment types.

Credit Limit

Enter the credit limit set for the client or supplier, if applicable. This can then be used as a warning if they have reached the credit limit and work is still being done for them.

Account Status

Select the status of the client’s or supplier’s account. Certain selections prevent further transactions with this client or supplier account.

Your system administrator is responsible for maintaining the selections. Examples of Account Status are Exceeded Credit Limit or Open.

Default Nominal Account

This field is only available for suppliers.

Select the default nominal analysis code against which the expense is to be debited when an invoice is posted. A selection can be made from the Find Nominal Codes window which is opened when you click the ellipse button on the Default Nominal Account field. You can override this when you post an invoice.

Default Tax Rate

This field is only available for suppliers.

Select the tax rate that applies to the supplier. This setting determines the default tax rate applied to the supplier’s bills. The tax rate can be changed at the time of billing.

Approval Employee

This field is only available for suppliers.

Select the name of the employee who can approve invoice payments to this supplier. A selection can be made from the Find Employees window which is opened when you click the ellipse button on the Approval Employee field.

Primary Bank Details

Located in the right section of this page are the client’s or supplier’s bank details. This information can be used when payments are to be made to the client or supplier via direct bank transfers or to generate the Bank Deposit Slip.

The fields are populated for you automatically when you select an existing associated bank contact in the Bank Details field.

The client’s or supplier’s bank association must be set up in the Associated tab before you can use this feature. Only the Account Name field is editable. The remaining fields are populated using the information entered for the associated bank contact.

Bank Name

This field displays the name of the bank selected from the Bank Details drop-down.

Address

This field displays the address of the bank selected from the Bank Details field.

Account Name

This field displays the name of the person or organisation holding the bank account as selected from the Bank Details drop-down. This field can be edited.

Bank Ref

This field displays the Bank Reference or Sort Code.

Account Number

This field displays the Account Number.

BACS/BPAY

This field displays the BACS or BPAY code for the bank.