This is one of the software modules, which together make up the Maxton Business System.

 

 

PURCHASE LEDGER

 

 

Principal 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.

We have always designed our software systems with the User in mind. This has resulted in a very simple and easily understood 'menu' approach where the operator can easily see what the choices and options are without having to remember a great deal. All the sophisticated systems and flexibility have been built-in in the background where the user is not aware and hence not overwhelmed by complexity. This allows the system to be good for 'first-time' users who don't want to be confused, yet it has many features and flexibility only found in the 'high-end' packages costing many times more.

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. It is even possible to have both the 32-bit Windows version running on the same PC and or Network as the DOS versions since they share the same Microsoft Standard IEEE data-file format.

 

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.

The Software is designed to run on PCs and network workstations running any version of Windows from 98 through to XP, Vista, 7 and Linux. The file-server may be running Windows 'Peer to Peer network', Windows Server, Windows NT, Windows 2000, Linux or Novell networking software. The Dos version of the software will run on PCs and network workstations running Windows XP, Windows 95, Windows 98, Windows ME or Dos.

 

Pricing, support and availability.

Prices start at 150 for a single-user Purchase Ledger, through to approx. 500 for the multi-user, multi-company, multi-currency version running on a 10-user network. All prices are sterling and normally include 90 days unlimited software maintenance and telephone support. Standard, on-going support contracts are offered each year and are billed quarterly. Support prices start at 4 per month and are dependant on options, version and number of modules.

Leasing instead of buying the software is becoming more popular. The quarterly support contract will cover the leasing charge, telephone support, software maintenance and programme updates. Prices start at 5 per month for a single-user Purchase Ledger, through to approx.50 for the multi-user, multi-company, multi-currency version running on a 10-user network.

Availability is normally immediate and installation is normally carried out by ourselves using the internet or a modem-link and the PcAnywhere software to anywhere in the UK or Ireland. This link is very useful for on-going support and programme updates.

 

Click here to download Purchase Ledger 30-day Demo - instructions below.(3 Mb -phone 028 9042 4366 for help in setup)

Instructions to down-load this file. First click on the above link, then at 'Do you want to run or save this file' click on 'save'. Select 'Desktop' and then click 'save'. At 'Download complete', click on 'close'. Leave your web-browser and double-click on the new desktop icon. Your system will show a security warning 'Unknown Publisher' - this is normal - click on 'run' to start installation. Please phone us (028)90424366 if you need help.

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Download Purchase Ledger for DOS (1.0Mb - this is not a working demo - phone us for more info.)

 

 

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