The AR/AP slip types should be defined first in order to record AR/AP transactions. Slip types are recorded using the AR/AP Slip Types option located under the Types > Finance menu option in the System Settings module.
A separate slip type is defined for each of the AR/AP payment, collection, exchange rate difference, debit and credit transaction, and the characteristics for each type are specified on the definition window.



Slip type and properties are defined using the "New" option on the AR/AP Slip Types list. Slip type information is recorded on the definition window using the following tabs.

  • Defaults
  • Accounts
  • Totals
  • G/L Slips


Code: The record code of the AR/AP slip type. The Code field is mandatory.
Description: The definition or description of the AR/AP slip type.
Type: Indicates the AR/AP transaction in which the slip will be used. The field lists the following options.

  • Opening
  • Collection
  • Payment
  • Daily/Journal
  • Exchange Rate Difference
  • Credit Card
  • Credit Card Return
  • Tradesman Invoice (Received)
  • Tradesman Invoice (Issued)
  • Company Credit Card
  • Company Credit Card Return


The valid transaction type for the defined slip type is selected.
Authorization Code: The authorization code of the AR/AP slip type. Used to define authorizations for each record. Only the user with the authorization code specified here can process the slip type.



Defaults

Default information for the defined AR/AP slip is recorded using the Defaults tab on the slip type window. The information to be entered is:



Organizational Unit: Indicates the organizational unit for which the AR/AP slip type will be used. Defined organizational units are listed and the related unit is selected. 
Department: Indicates the department for which the AR/AP slip type will be used. Defined departments are listed, and the related department is selected. 
Slip Number: This field is used to specify the numbering method for the defined slip type. The field lists the following options. 

  • Template will define
  • Template default will define
  • User will define

Template will define: In this case, slips are numbered according to the definition made on the record numbering template defined in the Administration sector for AR/AP slip types. 
Template default will define: In this case, records are numbered according to the standard template. 
User will define: In such cases, the slip number is assigned directly by the user. 
Transaction Currency: The valid transaction currency for the slip type. Currency types are listed and the related currency is selected. 
Options: This field is used to specify how the information recorded on the defaults window will be reflected on the slip. This field contains two options: 

  • Default
  • Fixed

Default: When Default is selected, this information is applied to the slip as default. However, the user can change it during transactions such as slip numbering, transaction currency, etc. 
Fixed: Default information cannot be changed if the Fixed option is selected.

Accounts


The Accounts tab located on the AR/AP slip type definition window is used to specify the counter account to be applied for the defined slip type, the transaction line counter account information and the usage options. 
 

Corresponding Account Entry 
Corresponding Account: The default of corresponding account entry method to the slips. It lists the "Same Line" and "Lines Below" options. 
Account Types 
The corresponding account default type is specified in this section for the defined slip type. 
The account type which will be valid for the defined slip type is specified with three options. 
User Selection: The user selected the account type during the transaction for the slip line in the transactions recorded with this slip type. 
Default (G/L Account, AR/AP, Bank Account, Employee): The selected account type is displayed on the slip line by default for the transactions recorded with this slip type. It can be changed by user when required. 
Fixed (G/L Account, AR/AP, Bank Account, Employee): The selected account type is displayed on the slip line by default for the transactions recorded with this slip type. It cannot be changed. 
Slip Corresponding Account 
The G/L slip corresponding account codes to be applied to the defined AR/AP slip type for main and second charts of accounts are recorded on this field. 
Corresponding account G/L account code to be applied to the AR/AP slip type according to the main chart of accounts. "..." G/L accounts within the main chart of accounts are listed by clicking the browse (...) button, and the related account is selected. 
Code (Second Chart of Accounts): The slip corresponding account G/L account code to be applied to the AR/AP slip type according to the second chart of accounts. "..." G/L accounts within the second chart of accounts are listed by clicking the browse (...) button, and the related account is selected. 
Code (Third Chart of Accounts): The slip corresponding account G/L account code to be applied to the AR/AP slip type according to the third chart of accounts. "..." G/L accounts within the third chart of accounts are listed by clicking the browse (...) button, and the related account is selected. 
Options: This field is used to specify how the information recorded on the Accounts window will be reflected on the AR/AP slips. The options are: 


  • Will not be specified
  • Default
  • Fixed



When Will not be specified is selected, the slip corresponding account G/L codes are not entered in AR/AP transactions recorded by selecting the defined AR/AP slip. 
When Default is selected, these accounts are applied to the slip as default. However, the user can record the slip by selecting a different account during the transaction. 
When Fixed is selected, the G/L accounts specified in the slip definition cannot be changed during the transaction. 
Transaction/Line Corresponding Account 
This field is used to record the transaction/line corresponding account codes to be applied to the AR/AP slip type. 
Code: The transaction/line corresponding account G/L account code to be applied to the AR/AP slip type according to the main chart of accounts. "..." G/L accounts within the main chart of accounts are listed by clicking the browse (...) button, and the related account is selected. 
Code (Second Chart of Accounts): The transaction/line corresponding account G/L code to be applied to the AR/AP slip type according to the second chart of accounts. "..." G/L accounts within the second chart of accounts are listed by clicking the browse (...) button, and the related account is selected. 
Code (Third Chart of Accounts): The transaction/line corresponding account G/L code to be applied to the AR/AP slip type according to the third chart of accounts. "..." G/L accounts within the third chart of accounts are listed by clicking the browse (...) button, and the related account is selected. 

Options: This field is used to specify how the information recorded with the transaction/line corresponding account will be reflected on the slip. The options are: 


  • Will not be specified
  • Default
  • Fixed



When Will not be specified is selected, the transaction/line corresponding account G/L codes are not entered in slips recorded by selecting the defined AR/AP slip. 
When Default is selected, these accounts are applied to the slip as default. However, the user can record the slip by selecting a different account during the transaction. 
When Fixed is selected, the G/L accounts specified in the slip definition cannot be changed during the transaction.

Totals 
This option is used to specify the totals to be controlled in transactions recorded with the AR/AP slip type. Total options to be matched are checked and selected. 
Debit and credit totals should be equal: This option is checked if the slip is to be recorded by matching debit/credit totals in transactions recorded with the defined slip type. 
Reporting currency debit and credit totals should be equal: This option is checked if the slip is to be recorded by matching reporting currency debit/credit totals in transactions recorded with the defined slip type. 
Transaction Currency debit and credit totals should be equal: This option is checked if the slip is to be recorded by matching transaction currency debit/credit totals in transactions recorded with the defined slip type. 

G/L Slips 
The G/L slip type to be generated in the G/L section for the transactions recorded with the AR/AP slip type is recorded using the G/L Slips option for the main and second chart of accounts. 
G/L Slip Type (Main Chart of Accounts): Indicates the G/L slip type for the AR/AP slip type. "..." G/L slip types defined for the main chart of accounts are listed by clicking the browse (...) button, and the related G/L slip type is selected. 
G/L Slip Type (Second Chart of Accounts): Indicates the G/L slip type for the AR/AP slip type according to the second chart of accounts. "..." G/L slip types defined for the second chart of accounts are listed by clicking the browse (...) button and the related G/L slip type is selected. 
G/L Slip Type (Third Chart of Accounts): Indicates the G/L slip type for the AR/AP slip type according to the third chart of accounts. "..." G/L slip types defined for the third chart of accounts are listed by clicking the browse (...) button, and the related G/L slip type is selected.