Setting up records for customers and suppliers

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Eugene Morris
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Aother term for a credit customer is a receivable (debtor). A busiess keeps ruig accouts for the amouts owed by idividual customers much as a bak keeps accouts for its customers.

1 3 Settig up records for customers ad suppliers this chapter covers... The term Customers meas people to whom a busiess sells o credit. I other words, the goods or services are supplied straightaway ad the customer is allowed to pay at a specified later date ofte a moth or more later. Aother term for a credit customer is a receivable (debtor). A busiess keeps ruig accouts for the amouts owed by idividual customers much as a bak keeps accouts for its customers. The accouts are maitaied by the busiess i the Sales Ledger. The term Suppliers meas people from whom a busiess buys o credit. I other words, the goods or services are supplied straightaway ad the busiess is allowed to pay at a specified later date. Aother term for a credit supplier is a payable (creditor). A busiess keeps ruig accouts for the amouts owed to idividual suppliers. The accouts are maitaied by the busiess i the Purchases Ledger. This chapter cotiues the Tapper Timber Case Study ad shows how the busiess sets up its Customer ad Supplier records o the computer. Whe the accouts have bee set up o the computer the busiess will eed to iput the amouts curretly owed by Customers ad owig to Suppliers.

2 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 3 5 C A S H A N D C R E D I T S A L E S c a s h a d c r e d i t t h e d i f f e r e c e Whe busiesses such as maufacturers, shops ad travel agets sell their products, they will either get their moey straightaway, or they will receive the moey after a agreed time period. The first type of sale is a cash sale, the secod is a credit sale. These ca be defied further as: cash sale credit sale A sale of a product where the moey is received straightaway this ca iclude paymet i cash, by cheque or by credit card ad debit card. The word cash meas immediate it does ot mea oly otes ad cois. A sale of a product or service where the sale is agreed ad the goods or services are supplied but the buyer pays at a later date agreed at the time of the sale. b u y i g a d s e l l i g f o r c a s h a d o c r e d i t Busiesses are likely to get ivolved i cash ad credit sales ot oly whe they are sellig their products but also whe they are buyig. Some goods ad services will be bought for cash ad some o credit. Buyig ad sellig are just two sides of the same operatio. You will see from this that it is the ature of the busiess that will decide what type of sales ad purchases it makes. A supermarket, for example, will sell almost etirely for cash the cash ad credit/debit card paymets come i at the checkouts ad it will buy from its suppliers o credit ad pay them later. It should therefore always have moey i had which is a good situatio to be i for a busiess. S E T T I N G U P C U S T O M E R A C C O U N T S a c c o u t i g r e c o r d s f o r c u s t o m e r s Customers who buy from a busiess o credit are kow as receivables (debtors) because they owe moey to the busiess ad the busiess will i due course receive it.

3 3 6 u s i g a c c o u t i g s o f t w a r e t u t o r i a l The amouts owed by customers are recorded i idividual customer accouts i the Sales Ledger. I double-etry terms these customer accout balaces are debit balaces. The total of all the customer (receivable/debtor) accouts i the Sales Ledger is recorded i a accout kow as Debtors Cotrol Accout. This is the total amout owig by the customers of a busiess. a c c o u t i g r e c o r d s f o r s u p p l i e r s Whe a busiess purchases goods ad services from its suppliers o credit the suppliers are kow as payables (creditors) because the busiess owes them moey ad has to pay them. The amouts owed to suppliers (payables/creditors) are recorded i idividual supplier accouts i the Purchases Ledger. I double-etry terms these supplier accout balaces are credit balaces. The total of all the supplier accouts i the Purchases Ledger is kow as Creditors Cotrol Accout. This is the total amout owig to the suppliers of a busiess. All this is summarised i the table set out below. Customers buy from the busiess have idividual accouts i the Sales Ledger are also kow as receivables (debtors) ormally have debit balaces o their accouts Suppliers sell to the busiess have idividual accouts i the Purchases Ledger are also kow as payables (creditors) ormally have credit balaces o their accouts c r e d i t l i m i t s Whe a busiess is opeig a ew accout it will eed to establish a credit limit. A credit limit is the maximum amout of credit a seller is willig to grat to a customer. For example if a credit limit of 5,000 is set up by the seller, the customer ca owe up to 5,000 at ay oe time for example two

4 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 3 7 ivoices of 2,500. A well-maaged busiess will keep a eye o situatios where a credit limit might be exceeded. c r e d i t t e r m s The seller will eed to establish its terms of tradig with its customers ad the customer will have to agree. The terms are ormally set out o the ivoice (the ivoice is the documet issued whe the goods or services are sold ad supplied). They iclude: trade discout give to the customer based o the sellig price, for example a customer with a 30% trade discout will pay 70 for goods costig 100, ie 100 mius 30 (30% discout) the paymet terms the legth of credit allowed to the customer, ie the umber of days the customer is allowed to wait before payig up this is commoly 30 days after the ivoice date settlemet discout (also kow as cash discout) sometimes give to a customer who settles up early withi a specified umber of days, for example a 2.5% reductio for settlemet withi 7 days d a y - t o - d a y c u s t o m e r / s u p p l i e r i f o r m a t i o A busiess will eed iformatio o file relatig to its day-to-day dealigs with customers ad suppliers. For example: the ame ad address of the customer telephoe ad fax umbers, , ad website address (if there is oe) cotact ames credit limit, trade discout, paymet terms ad ay settlemet discout agreed s e t t i g u p t h e a c c o u t s As you will see from the last three pages, there is a great deal of iformatio that has to be iput whe settig up accouts for customers ad suppliers o a computer accoutig program such as Sage. I the Case Study which follows o page 40 we will follow the steps take by Tapper Timber i settig up its Customers ad Suppliers records.

5 3 8 u s i g a c c o u t i g s o f t w a r e t u t o r i a l S E T T I N G U P T H E C O M P U T E R F I L E S There are two methods i Sage for settig up ew records for customers or suppliers. If, for example, you wated to set up a ew Customer accout you could: 1 Go to the CUSTOMERS scree ad click o WIZARD. You will be give a Wizard to take you through the procedure. 2 Go to the CUSTOMERS scree ad click o NEW. You will be give a blak scree to complete, but with o Wizard guidace. The Wizard scree is show below ad the secod method is illustrated i the Case Study, as the process is very simple. Whether you are usig the Wizard or just settig up a ew record through NEW, you will eed to have to had all the customer details you have o file. These are the type of details covered earlier i this chapter. c u s t o m e r a d s u p p l i e r r e f e r e c e c o d e s You will see from the Wizard scree show above that you eed to decide o a uique referece code for each customer ad supplier accout. This code ca be letters, umbers, or a mixture of both. If letters are used they are ofte a abbreviatio of the accout ame. This process, usig both letters ad umbers, will be illustrated i the Case Study.

6 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 3 9 c u s t o m e r a d s u p p l i e r r e c o r d d e f a u l t s If you are settig up a umber of customer ad supplier accouts it is possible that the terms agreed discouts ad paymet periods will be the same for each customer or supplier accout. To save you eterig these i each ad every accout (which ca take a lot of time!) you ca establish a default set of terms which will apply to all accouts. These ca be set up from the Terms tab of the CONFIGURATION EDITOR i SETTINGS. It is also importat to establish the stadard VAT rate to be used i trasactios (curretly 20%) ad also the default accout umber used for sales to customers (usually accout umber 4000). This is carried out from the Record tab i CUSTOMER DEFAULTS i SETTINGS. I the illustratio below ote the default VAT code (T1, 20%) ad the Def. N/C default Sales Accout umber 4000 (N/C stads for Nomial Code ).

7 4 0 u s i g a c c o u t i g s o f t w a r e t u t o r i a l Case Study TA P P E R T I M B E R : S E T T I g U P c U S T o M E R S A d S U P P L I E R S Ross Tapper has decided to iput his customer ad supplier records ito the system first, ad the afterwards he will iput the geeral ledger balaces. There are three customer accouts ad three supplier accouts. Customers Accout referece Accout ame Amout outstadig oc001 oliver cole & Sos 2, VH001 Victoria Hotel 9, cs001 corwood Stud 5, , The total outstadig from customers as at 1 July 2016 is 18, Suppliers Accout referece Accout ame Amout owig cp001 chapma Paels 6, ET001 Estate Timber Ltd 4, JF001 Johsos Fixigs 5, , The total owig to suppliers as at 1 July 2016 is 15, e t e r i g t h e c u s t o m e r d e f a u l t s Ross sets his program date to 1 July He decides that he will save time by settig up his stadard terms i the cofiguratio EdIToR i SETTIgS: Paymet due days Terms of paymet 30 days Paymet 30 days of ivoice See image at the top of the ext page. He also checks his default VAT code (T1) ad rate (20%) ad Sales Accout umber (4000) i customer defaults (reached through SETTIgS): VAT rate Stadard rate of 20% (this is Tax code T1) default omial code 4000

8 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 4 1 Ross decides ot to set a default credit limit as this will vary from customer to customer ad will be iput with the idividual customer details. ote also that Ross does ot allow discouts o his sales or receive discouts o his purchases. e t e r i g c u s t o m e r d e t a i l s a d o p e i g b a l a c e s Ross ow eters the details ad the opeig balaces for each customer. He does this by clickig o EW i customers. The first customer to iput is oliver cole & Sos. The iformatio to be iput (icludig a outstadig ivoice issued i Jue) is as follows: Accout ame Accout referece Address cotact ame oliver cole & Sos oc001 Wood Farm, colligwood ST8 6TF Jem cole Telephoe credit limit 5,000 outstadig ivoice jem@olivercole.co.uk Ivoice referece for 2, issued o 10 Jue 2016

9 4 2 u s i g a c c o u t i g s o f t w a r e t u t o r i a l Ross iputs the data o the details scree. He ow has to iput the details of the ivoice which he issued to oliver cole & Sos o 10 Jue which has ot yet bee paid. He does this by clickig the o/b butto (i the Balace box below compay ame) which brigs up the scree show o the ext page. Whe prompted to Save the ew record, Ross clicks Yes. Ross iputs the followig data ito the above scree:

10 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 4 3 Ref: the ivoice referece umber date: the date the ivoice was issued * Type: gross: the trasactio was a ivoice the total amout of the ivoice *the program wars that this date is outside the curret fiacial year this is ok Ross ow goes to the credit cotrol scree of oliver cole s ew record to iput the customer credit limit, the paymet period ad terms. The terms may already be etered if the default customer terms have bee etered. He ticks the box marked Terms agreed ad the hits Save. Ross ow repeats this process for the other two customers.

11 4 4 u s i g a c c o u t i g s o f t w a r e t u t o r i a l e t e r i g s u p p l i e r d e t a i l s a d o p e i g b a l a c e s Ross ow carries out the same process for supplier details ad opeig balaces. He first esures that the supplier defaults iclude T1 as the default tax code ad 5000 as the default omial accout code. He sets up his supplier accouts by clickig o EW i SUPPLIERS. The first supplier to iput is chapma Paels. The iformatio to be iput (icludig a outstadig ivoice from Jue) is as follows: Accout ame Accout referece Address cotact ame chapma Paels cp Mai Street, Martleford ST5 2Bg Ella chapma Telephoe credit limit 15,000 sales@chapmapaels.co.uk outstadig ivoice Ivoice referece 7611 for 6, dated 20 Jue 2016 Terms Paymet due 30 days Ross iputs the supplier details ad opeig balaces, startig with chapma Paels. The completed details scree is show below.

12 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 4 5 Ross ow goes to the credit cotrol scree to iput the credit limit imposed by the supplier, ad the paymet terms. He ticks the box marked Terms agreed ad the Saves agai. Ross ow repeats this process for the other two suppliers. t h e f i a l c h e c k s Ross checks that the customer ad supplier details he has iput are correct. He prits out a day Books: customer Ivoices (detailed) report to check that customer opeig balace details are accurate. To do this he goes back to the customers scree ad esures that oe of the customers are selected (if ay are, he clicks clear o the toolbar). He clicks REPoRTS o the toolbar, chooses day books ad scrolls dow to day Books: customer Ivoices (detailed). He double clicks it (or clicks

13 4 6 u s i g a c c o u t i g s o f t w a r e t u t o r i a l the Preview ico) ad leaves all the criteria values as default, the clicks ok. He prits out a day Books: Supplier Ivoices (detailed) report to check that supplier opeig balace details are accurate followig a similar pathway. Lastly Ross prits out a trial balace. He does this by choosig omial codes o the vertical toolbar ad the clickig TRIAL BALAcE o the module toolbar. He chooses Preview ad Ru, ad i criteria Values he chooses July 2016 from the dropdow optios. A trial balace is a list of the accout balaces of the busiess. It shows the cotrol (total) accouts as follows: debtors cotrol accout 18, creditors cotrol accout 15, The suspese accout has bee created automatically ad shows the arithmetic differece ( 2,776.52) betwee the cotrol accouts. It is put i automatically by the system to make the two colums balace.

s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 4 7 The customer ad supplier records are ow complete ad their accout balaces summarised i the two cotrol accouts.

14 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 4 7 The customer ad supplier records are ow complete ad their accout balaces summarised i the two cotrol accouts. The trial balace is far from complete, however, ad Ross s ext task is to iput the geeral ledger balaces eg ivetory value, bak balace, loas, capital. Whe these items have bee etered the trial balace should balace the two colums will have the same total ad the suspese accout will disappear. A M E N D I N G R E C O R D S As well as settig up customer ad supplier records, a orgaisatio operatig a computer accoutig system will from time-to-time eed to amed its records. For example: to take accout of chages of address, cotact ames, terms of supply by idicatig that the accout is o loger active by deletig the accout (if the system allows you to see ext page) a m e d i g r e c o r d s i S a g e The procedures i Sage are very straightforward: select either CUSTOMERS or SUPPLIERS as appropriate highlight the record that eeds amedig, click EDIT ad go to the DETAILS scree (for customer or supplier details) or CREDIT CONTROL scree (for terms of supply, eg credit limit) make the ecessary chage o-scree SAVE I the example at the top of the ext page, the ame of a customer cotact ad address at Oliver Cole & Sos has bee chaged from Jem Cole to Da Cole.

15 4 8 u s i g a c c o u t i g s o f t w a r e t u t o r i a l details chaged I the example below, the credit limit of 10,000 give to customer Corwood Stud has bee icreased to 15,000. detail chaged

Sage does ot allow you to delete a accout whe trasactios have bee recorded o it, eve if the balace is il.

16 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 4 9 c l o s i g a c u s t o m e r o r s u p p l i e r a c c o u t The questio may well arise What should we do if a customer has ceased tradig, or if we o loger use a particular supplier? The logical aswer is to close the accout. Sage does ot allow you to delete a accout whe trasactios have bee recorded o it, eve if the balace is il. However, you ca chage the status of the accout o the Credit Cotrol scree i the customer record to Closed (O Hold). If, o the other had, the accout has o trasactios o it (eg it may have bee opeed ad ot used), it may be closed by clickig o the Delete ico o the toolbar. Here the accout of Perry Builders ca be deleted. click delete ico Chapter Summary Busiesses buy ad sell products either o a cash basis (immediate paymet) or o credit (paymet made later). The accoutig records for sellig o credit comprise the accouts of customers (receivables/debtors) cotaied i the Sales Ledger. The accoutig records for buyig o credit comprise the accouts of suppliers (payables/creditors) cotaied i the Purchases Ledger. A busiess will also have to agree the terms of tradig with a customer the credit limit, the level of discout ad the paymet period it allows. Settig up customer ad Supplier records ivolves the iput of details such as ames, addresses ad outstadig fiacial trasactios. Records set up i this way should be carefully checked agaist prited out reports such as the day Book Report ad the trial balace. customer ad Supplier records ca also be ameded or deleted (where allowable) as required.

5 0 u s i g a c c o u t i g s o f t w a r e t u t o r i a l Key Terms cash sale credit sale a sale where paymet is immediate a sale where paymet follows after a agreed period of time receivables

17 5 0 u s i g a c c o u t i g s o f t w a r e t u t o r i a l Key Terms cash sale credit sale a sale where paymet is immediate a sale where paymet follows after a agreed period of time receivables (debtors) customers who owe moey to a busiess payables (creditors) suppliers who are owed moey by a busiess debtors cotrol accout the total of the balaces of debtors accouts creditors cotrol accout the total of the balaces of creditors accouts credit terms discouts ad exteded paymet periods allowed to customers who make purchases defaults sets of data o the computer which are automatically applied

18 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 5 1 Activities 3.1 A cash sale is a sale where the oly meas of paymet is otes ad cois. True or false? 3.2 defie: (a) (b) a receivable (debtor) a payable (creditor) 3.3 What books of the busiess (ledgers) cotai: (a) (b) receivables (debtors ) accouts payables (creditors ) accouts 3.4 What is show i: (a) (b) Sales Ledger cotrol Accout (kow i Sage as debtors cotrol Accout) Purchases Ledger cotrol Accout (kow i Sage as creditors cotrol Accout) 3.5 What is the differece betwee a trade discout ad a settlemet discout? 3.6 What report shows the debit ad credit balaces of the accouts i a accoutig system? 3.7 There are two importat pieces of iformatio (excludig fiacial trasactios) that are missig from the computer-held customer details show below. What are they, ad why are they importat? Accout ame Address cotact ame Joh Butler & Associates 24 Shaw Street Mereford MR4 6KJ Joh Butler Telephoe , Fax , mail@jbutler.co.uk 3.8 ca you delete a customer or supplier record i Sage if you cease to deal with the customer or supplier?

19 5 2 u s i g a c c o u t i g s o f t w a r e t u t o r i a l TAPPER TIMBER INPUTTING TASKS warig ote! This activity ivolves you i settig up customer ad Supplier records i Sage ad iputtig live data ito the computer. Esure that you have chaged your program date to 1 July 2016 i SETTIgS. Also check that the customer ad Supplier defaults are set to omial codes 4000 ad 5000 respectively. The default tax code should be T1 (stadard rate). The customer Tradig terms i cofiguratio Editor ca also be set up for paymet due days as 30 days ad terms of paymet 30 days of ivoice. Task 1 Eter the customer details ito the customers screes as idicated i the case Study. The three customer records are as follows: Accout referece: OC001 oliver cole & Sos Wood Farm colligwood ST8 6TF cotact ame: Jem cole Telephoe: jem@olivercole.co.uk credit limit: 5,000 Ivoice 10013, 10 Jue 2016, Accout referece: VH001 Victoria Hotel 67 The Parade Stourcastle ST4 6Hg cotact ame: Saa Roy Telephoe: mail@victoriahotel.com credit limit: 15,000 Ivoice 10016, 17 Jue 2016, 9,900.78

20 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 5 3 Accout referece: CS001 corwood Stud The Foal Yard Bartisham ST6 4Kg cotact ame: icola Ashby Telephoe: ashby@corwood.et credit limit: 10,000 Ivoice 10019, 24 Jue 2016, 5, Task 2 Eter the supplier details ito the Suppliers screes as idicated i the case Study. The three supplier records are as follows: Accout referece: CP001 chapma Paels 17 Mai Street Martleford ST5 2Bg cotact ame: Ella chapma Telephoe: sales@chapmapaels.co.uk credit limit: 15,000 Terms: Paymet due 30 days Ivoice ref 7611, 20 Jue 2016, 6, Accout referece: ET001 Estate Timber Ltd Woodbury Farm Martleford ST5 5Fg cotact ame: Bria cope Telephoe: ifo@estatetimber.com credit limit: 7,500 Terms: Paymet due 30 days Ivoice ref , 23 Jue 2016, 4,506.00

21 5 4 u s i g a c c o u t i g s o f t w a r e t u t o r i a l Accout referece: JF001 Johsos Fixigs Uit 5 Huckle Estate Stourcastle ST4 7SL cotact ame: Mack Pag Telephoe: johsos@fixigs.com credit limit: 15,000 Terms: Paymet due 30 days Ivoice M41997, 27 Jue 2016, 5, Task 3 Prit out a day Books: customer Ivoices (detailed) report for the ew customer accouts ad check ad agree the amouts you have iput. check it agaist the pritout o page 183. Task 4 Prit out a day Books: Supplier Ivoices (detailed) report for the ew Supplier accouts ad check ad agree the amouts you have iput. check it agaist the pritout o page 183. Task 5 Prit out a trial balace for July 2016 ad check that the debtors ad creditors cotrol accout balaces agree with the figures o page 47 ad the totals show o the day Book reports produced i Tasks 3 ad 4. Task 6 Jem cole, who is your amed cotact at oliver cole & Sos, retires. He has bee replaced by da cole. His address is da@olivercole.co.uk. Amed the customer details as appropriate. Task 7 At the begiig of July the credit limit for corwood Stud is icreased to 15,000. Amed the customer record. Remider! Have you made a back-up?

22 s e t t i g u p r e c o r d s f o r c u s t o m e r s a d s u p p l i e r s 5 5

setting up the business in sage

setting up the business in sage 3 settig up the busiess i sage Chapter itroductio Settig up a computer accoutig program for a busiess or other orgaisatio will take some time, but as log as the correct data is etered i the correct format