ACCESS ACCOUNTS l Modules - Purchase Ledger

Closely monitor supplier performance.

Without proper Supplier information, purchasing decisions can be something of a gamble. The Access Purchase Ledger can store a huge volume of detailed Supplier information, allowing you to carefully monitor performance and negotiate the best possible prices and payment terms.

Instant Information
Each Supplier Record allows an unlimited number of Contact names and addresses and eight pages of free format text for notes. User definable sort fields help you search and subtotal, for analysis of Supplier Records and transactions in any way that you choose. Supplier turnover can be viewed month by month for 39 periods. You can drill down to enquire on transactions or outstanding orders (and their detail) for the current year, last year, or for the lifetime of the account. Invoice detail lines can be described with an entire paragraph of narrative. This full detail is transferred into the Nominal Ledger - you need never look up historical invoices from manual files again.

Understand Your Costs
Access brings an entirely new dimension to costing analysis. Every detail line of an invoice can be analysed individually, with allocation to an unlimited number of purchase headings, to different project and cost centres in the Costing module, and to the Nominal Ledger. An Analysis Matrix can fully automate selections using pre-determined guidelines. There are three optional fields for cross-modular examination.

Flexible Transactions
Invoices can be batched in the system, awaiting approval, and all batched transactions can be amended before being written into a secure audit trail. Invoices can be flagged as 'in dispute' until they are cleared for payment, including those approved for content. Posting the batch updates the Supplier Account, the Nominal Ledger and all reports throughout the system. Invoices can either be posted directly into the Purchase Ledger, or pre-approved using the Invoice Register.

Suggested Payments
Access helps you plan cheque runs on-screen, working by date or due date and advising on settlement discounts available. In either case, you can specify up to two levels of approval for a pay run, using hard copy suggested payment lists or simple on-screen authorisation. Remittance advice notes, cheques and BACS payments are all automated. Advance payments, deposits, partial payments and all cash allocations are handled with ease. If required, allocations can be reported or reversed in the future.