CKS JAT 1 Training Program
UPDATED
April 19, 2012
JAT 1
CREDITOR CLERK
(Creditors)
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
TABLE OF CONTENTS
Creditors Program
1.
Responsibilities…………………………………………………….....….........4
2.
Theory / Terms / Definitions………..…….………………………….…........4
What is a Creditors Clerk?................................................................4
Terms…………………………………………………….…………4
What is a Creditor?............................................................................4
3.
Create New Accounts…………………………………………..…….…….....5
Open New Account……………………………………….…….….6
4.
Account Enquires……………………………………………..…….…..….…9
Searching for an Account…………………………………..………9
Selecting <T>transactions………………………………….…..…12
Selecting <H>istory……………………………………….……...14
Selecting <P>rofile Data………………………………….……....15
Selecting <E>xtended Details…………………………….………16
5.
Common Problems……………….………………………..……….………..17
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
1. RESPONSIBILITIES
Reconcile the supplier’s invoices to the suppliers’ statements; to ensure all invoices
are on the statement has been received.
Reconcile the suppliers’ statement to your account, to ensure all invoices are
charged correctly on the statement received from the supplier.
Pay the supplier within the correct time frame
2. THEORY / TERMS / DEFINITIONS
A Creditors Clerk:
•
is some one employed to ensure all invoices are reconcile correctly to ensure
payment is made
•
is to have a basic financial background and understanding what a payment; balance
brought forward, terms, debit or credit journal is.
•
must be able to troubleshoot the accounts through reconciling which will prevent
late or duplicate payments.
•
must be able to compare GRV to invoices to ensure all information was captured
correctly.
•
is to check that all invoices and credit notes are accounted for.
•
must sure that the suppliers’ statement and attached all invoices to the statements.
•
must ensure that all invoices attached to the statement is captured onto the system.
•
must be accountable for any claims that are outstanding
•
must be able to draw up a recon and balance to ledge.
TERMS
Terms is the agreed upon time in which you are to pay the Creditor. If the term is set to 2, it
will indicate that you have 90days to pay the account. This will be found in the account
details of every creditor.
Current
=
monies owing this month
30
=
monies owing for last month
60, 90, 120
=
monies owing for previous months
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
WHAT IS A CREDITOR?
A Creditor is someone YOU owe money for purchasing goods from them, which must be
paid within the agreed date. When you purchase items from this creditor the cash amount
of these items goes onto the creditor account to keep track of how much you have spent and
what other transactions have taken place between you and this creditor.
3. CREATE NEW ACCOUNTS
From the CKS Software Master Menu, select Creditors Program, this will take you into the
Creditors Program Main Menu.
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
3.1 Account Maintenance
Open a New Account
This will allow the creditors clerk to open an account for a new supplier.
Type the name of the supplier the account has been created for.
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
Next we can capture the relevant information required for the supplier.
The fields and their options are as follows:
Option:
Account Number:
Business:
Address ONE:
Address TWO:
Contact Tel. No:
Contact Fax No:
Orders Tel. No:
Orders Fax. No:
Account Type:
Description:
The system will automatically generate the next available
account number
This is the name of the Supplier
This is used for the address of the business (postal /
physical)
This is used for the address of the business (postal /
physical)
The telephone number to contact the business.
The fax number to be used for the business.
This is the telephone number to place an order (if
different to main telephone number)
Fax number to place order (if different to main telephone
number)
To indicate the account type you wish the business
should have, S=Standard Account. This defaults to ‘S’
but there are other debtor account types.
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CKS JAT 1 Training Program
Open Item:
Term (0-6)
Tax-Reg:
Contact:
Credit Limit:
UPDATED
April 19, 2012
If this is set to “YES” when a payment is made for the
account it should be paid according to particular
invoices. If set to “NO” a payment can be made at any
time and does not have to be linked to an invoice.
When payment is due.
Current
= monies owing for this month.
30
= monies owing for last month
60,90,120 = monies owing for previous months
Must be set to “Y” to be VAT account
The contact person for the particular account.
The maximum rand value you allowed to purchase
Extended information screen:
Option:
Ledger Account No:
Ledger Tens Code:
Consolidated Acc:
Consolidated Acc. No:
Force Railage:
VAT Number:
Description:
Optional – Use General Module
Optional – Use General Module
Optional – Activate to use Consolidated Accounts
Optional – Primary account number for Consolidated
Optional – Use Railage
VAT number of the supplier !!IMPORTANT!!
You have now successfully opened a new account.
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
4. ACCOUNT ENQUIRES
This option is used to check if the details for the account are correct as well as to recall the
transactions for current or previous months.
4.1 Searching of an Account
Enter the account number of the supplier
Or press <Enter> to search by description and type in partial name of the supplier. Press
<Enter> the system will display a list of matching names.
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CKS JAT 1 Training Program
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April 19, 2012
If the supplier you are looking for is displayed on the list, select the corresponding number
and press <Enter>. Should the supplier not be display, continue to search by pressing
<Enter> (without selecting a corresponding number) for the next page.
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
On this screen you are able to view all detail of the account, no editing is capable.
Option:
<T>ran.
<H>ist.
<,>Back
<A>ddr
<P>rof.
<E>xt.
Description:
This will display the transactions for the account, current
or history
This will display the total rand for the last 12 months
Take you one account back
Will toggle between address one and address two
Will display any message captured onto the account
Will Display the “Extended Detail” block
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
4.2 Selecting <T>ransactions
While you are on the Creditors Enquiring screen, select <T>ransactions>, the following
screens will be displayed, allowing you to view all the transactions made on this account by
a date range.
“View by Extended Detail” will give you additional information of the transactions that
have taken place on this account. Answer ‘Y’es or ‘N’o.
“Do you wish to view HISTORY” Selecting ‘N’o will show all transaction made after the
last month end, while selecting ‘Y’es will let you see transactions from before the last
month end
When selecting “N” for “View Extended Detail” the system will display the information
regarding the invoices processed, invoice date, invoice number and rand value.
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
When selecting “Y” to view by “View by Extended Detail” the system will display
complete information regarding the invoices processed. The invoice date, invoice number,
transaction number, the invoice rand value and the batch received remarks (from the store
room capturing the stock)
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CKS JAT 1 Training Program
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April 19, 2012
4.3 Selecting <H>istory
While you are on the Creditors Enquiring screen, select <H>istory, the following screen
will be display the rand value of purchases for the last 12 months with a total at the bottom.
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CKS JAT 1 Training Program
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4.4 Selecting <P>rofile Data Message
While you are on the Creditors Enquiring screen, select <P>rofile Message, the following
screen will display any information that was manually captured.
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CKS JAT 1 Training Program
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April 19, 2012
4.5 Selecting <E>xtended Detail
While you are on the Creditors Enquiring screen, select <E>xtended Detail, the following
screen will be displayed. The most important field is the VAT number of the supplier
Extended information screen:
Option:
Ledger Account No:
Ledger Tens Code:
Consolidated Acc:
Consolidated Acc. No:
Force Railage:
VAT Number:
Description:
Optional – Use General Module
Optional – Use General Module
Optional – Activate to use Consolidated Accounts
Optional – Primary account number for Consolidated
Optional – Use Railage
VAT number of the supplier!!IMPORTANT!!
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CKS JAT 1 Training Program
UPDATED
April 19, 2012
5. COMMON PROBLEMS
1. When the store captures and posts invoices to the incorrect account. The stock clerk
has to reverse the invoice mirror image and then recaptured correctly.
2. When there is railage involved, the stores posts to the incorrect account or amount.
This could happen as the railage was not taking off the Vat, capturing excluding
instead of including Vat or forgetting to deduct the railage Vat from the Hash Vat.
3. When the store posts the incorrect invoice value to the account. This could happen
with the incorrect Hash Total is put in and not checking when updating the batch
receiving or capturing inclusive instead of excluding Vat. The stock clerk has to
reverse the incorrect posting of the invoice and recapture correctly.
4. When the stores sends goods back, without a credit note.
5. When capturing credit notes as an invoice. This happens as they enter to fast through
the steps that the stock clerk forgets to change <R>eceive to <V>reverse. The stock
clerk will have to reverse the credit note that was captured as an invoice and then do
another reversal for the actual credit note.
6. Not receiving all invoices and credit notes on time. Need to cross-reference with an
Audit Trail of the account to check that all invoices are captured.
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