This is probably going to be a silly question so please bear with me. I am reasonably familiar with Sage and you can put a reference number against a transaction with the same internal receipt number.
I am using VT Transaction Plus for the first time and I am catching up with some accounts for my employer. The receipts have all been numbered 1 2 3 etc and having first set up the bank and cash accounts and recorded a couple of receipts for vehicle purchase and an intial loan charge I come to record my first numbered receipt. VT records this as PAY00004 but there is nowhere to put the receipt number like there is on Sage.
Not sure if this is what you mean but when you fill in the receipt and enter a name into the "Received from" box this will automatically be entered into the "Details" section. If you replace this with the receipts number - would that help?
EDIT TO CLARIFY : What I mean is overtype in the "Details" section, not write the receipt number in the "Received from" box.
-- Edited by Peasie on Tuesday 15th of November 2011 03:18:05 PM
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If you are making a single payment to a non account supplier you normall enter the supplier name in the "Paid to" box.
If you are paying an account supplier, select the invoices you are paying from their account, and select "Pay" (or "Chq") from the top of the screen, while this does not show an invoice number, it shows "payment" in the details box. You can overtype this if you want with the invoice number(s), when you are making the payment but I dont ususally do this as VT puts an allocation mark next to the payment and the invoices. if you click on one it will highlight the others associated with the allocations. There is also an allocations summary report button at the bottom of the supplier account screen which shows each individual payment summary.
Not sure if this is what you mean but when you fill in the receipt and enter a name into the "Received from" box this will automatically be entered into the "Details" section. If you replace this with the receipts number - would that help?
EDIT TO CLARIFY : What I mean is overtype in the "Details" section, not write the receipt number in the "Received from" box.
Hi yes, I can see what you mean from the purchase invoice tab and that shouldn't be a problem. Thinking about it is it necessary to give purchase invoices an internal number. I did at my last place and they were filed in numerical order but I suppose I could always file them alphabetically by supplier name, once paid.
I was thinking more of cash receipts eg fuel. When I worked at my last place I would number the cash receipts and enter them on sage cash account as a payment, putting the number in the ref column. I can't see the same facility on vt transaction. It allocates it's own number eg PAY0004. Would I be better renumbering the receipts with that reference instead? Only drawback is that there would then be gaps in the numbers.
Have you used the custom payment button on the top tool bar? It is the CTX button which defaults to petty cash, and gives a seperate ref number starting PCV.
You can create custom payments to use with this button too, with your own 3 letter ID reference, and you can change it to be the default. I use a custom one for payments made by soletraders, which automatically increase the capital introduced account, without the need to create a seperate journal entry, or psuedo bank account.
To create a custom payment type go to the set up menu and select "Custom Transaction Types" > New. When created, move it to the top of the list and it becomes the default one when you click the CTX button (otherwise you have to select it from the drop down list
Hope that's what your after
Bill.
PS I dont usually put the internal number on the invoice/ receipts. I file everything in descending date order.
Edited several times because I was indecisive - maybe
-- Edited by Wella on Wednesday 16th of November 2011 08:31:48 AM
Hi Bill... if i customize the type of payment does the reference no. column associate with this.. i.e. could I have SIN 10001 and PC 10001? Sometimes when I try to customise the reference number it says it has already been allocated. Many thanks. Allison
If you create a custom transaction type it will start at XXX000001 with the custom transaction ref you set up (I used XXX as an example)
If you want to start a transaction at say 100001, and then sequentially after that (100002, 100003 etc) you should be able to over ride the standard number on the first entry. You can also over ride previous numbers as long as the new number has not already been used. So if you wanted to, or had the inclination you could manually renumber them all.
Not sure if this is what you mean but when you fill in the receipt and enter a name into the "Received from" box this will automatically be entered into the "Details" section. If you replace this with the receipts number - would that help?
EDIT TO CLARIFY : What I mean is overtype in the "Details" section, not write the receipt number in the "Received from" box.
Hi yes, I can see what you mean from the purchase invoice tab and that shouldn't be a problem. Thinking about it is it necessary to give purchase invoices an internal number. I did at my last place and they were filed in numerical order but I suppose I could always file them alphabetically by supplier name, once paid.
I realise I am replying to an old thread but this caught my eye, and it might help others in a similar situation. If you are recording purchase invoices then it will automatically add an internal number starting PIN
You can overide the default 000001 if you wish, say for someone transferring to VT from sage and want to continue with your internal numbers
When you start using VT you will set your starting number and its entirely acceptable to have a sales invoice 000235 a purchase invoice 000235 and a PAY 000235 as they will not clash. What I do is allocate SIN no to match the sales invoices supplied. Sequential numbering on purchase invoices because that is how I like to file them, and I use CTX for cash receipts so they run sequentially and ideally in date order.
