Purchase Ledger

Principle Features:

• Aged creditor’s report. User may select the time period, supplier type, buyer-rep. etc.
• Vat analysis and Vat return reports with optional Intrastat report.
• Invoice entry in detail or 'quick application' in summary form. Includes automatic numbering, discounts, descriptions and settlement discount. Warning of duplicate invoices.
• Management reports including: cash-requirement report, 'quick payments' report for settlement discounts, outstanding invoices report, supplier transaction analysis, credit limits and turnover etc.
• Bank reconciliation and report (when integrated with Maxton Sales Ledger).
• Cash-flow report (when integrated with Maxton Sales Ledger).
• Printing of cheques and 'auto-payments' using agreed terms and discounts.
• Printing of Remittance advices on plain or pre-printed paper.
• Optional payments by BACS with remittance advices.
• Mailing labels and envelope printing.
• Statements of account with overdue items marked. Options for full history, one month, balance forward or only unpaid items. An age analysis may be added to each statement.
• Built-in self-audit and status report on file consistency. Automatic data-recovery in the event of hardware failure or power failure.
• Cash-purchases and cash-book for non-ledger account postings.
• Petty-cash account and petty-cash book for non-ledger account postings.
• Purchase analysis by Supplier, Product, Buyer Rep. and 'user defined' categories.
• Invoice archive and Cheque-journal archive for any number of years including full invoice line-detail and account history. Searching facilities included.
• Optional notes page for each supplier as well as all the normal contact details.
• All invoice and receipt transactions in the current month may be viewed, modified, printed and or deleted up to the point when the General Ledger is up-dated and finalised for the month. Two months may be 'open' at the same time for input.
• Full or filtered audit trail listings can be printed at any time with invoice number audit.
• Automatic 'Standard Payments' for recurring standing orders and direct debits.
• Options for Networking, Multi-company, Multi-currency and Multi-user.
• Optional integration with Stock Control, Job-Costing, Purchase Order processing, Subcontracts Ledger and General Ledger. Many other 'custom' links are available.
• Optional special facilities for Sub-contractors inc. certificates, payments, VAT, insurance and returns.

There are too many features and options to list here. Please contact us if any feature that you are interested in is not listed above.

System Design Philosophy.

The Maxton Purchase Ledger is designed as an 'open item' ledger including a Cheque Journal and various other history files and transaction archives. All invoices, credits, payments, discounts, adjustments and cash-purchases are entered straight into their respective day-books where they show immediately on the suppliers accounts etc. However, these new postings are held in a 'batch' where they can be modified or deleted at will. The 'batch' can cover any time period from one day to many months. This is especially helpful if a mistake is found in an entry, say a wrong date has been entered or a cheque payment was entered to the wrong supplier's account. The correction can be made by editing the existing entry - a big improvement over some better known packages!

After the entries have been checked, the audit-trail is printed. The entries up to a particular date are removed from the current 'batch' and become 'fixed' in the files. This ensures data integrity from an auditing point of view. The General ledger is then automatically updated with only the reconciled information. The linked ledgers are completely independent which adds to the flexibility at month-end time; i.e. two periods can be 'open' at the same time to receive postings - more useful flexibility.

All invoices in the files know the date on which they were 'paid' and if it was a part-payment. This gives the basis for some very useful management information on average days to pay and credit limits.

Each year's transaction history is held in a separate file. These files can be deleted to save space or can be stored indefinitely. When stored as part of the system, the archives allow a history of a supplier's account to be printed stretching back for years, even to the point when the system was set up. A second very useful result is that an invoice in any of the stored years can be called up (by supplier, invoice number or by key-word search) and printed or displayed showing all its 'drill-down' detail including product, vat and nominal codes as well as item pricing.

The Maxton Book-keeping modules are designed to work together in an integrated fashion to provide a complete management system.

Capacities.

For most small and medium size businesses there are no practical limits or restrictions. The Maxton Purchase Ledger is not limited too, but works best where you have no more than 12,000 suppliers, each of which has no more than 5,000 transactions in any one year. Total transactions in any month are best kept below 10,000. The standard system allows up to 50 lines on one invoice and up to 12 nominal code headings on one cheque/cash payment or petty-cash payment.

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