Creditors & contacts

The Creditor number uniquely identifies the creditor. The system can automatically generate account numbers for new creditors using the format of Company number, Creditor type plus 10 numeric characters.  The starting number defaults from the last number on file and will automatically increase by 1 when a new record is filed. In TMSAP/CN Creditor number creation formula, the user indicates whether numbers are to be automatically generated or allocated manually.

The number file AP-CREDNO is used when generating a creditor account number.

The first line is for any building name/room number etc., if required.

The second line usually holds the street number and name.

The third line is used for additional street information.

The fourth line is for City/Suburb.

The last line has three fields – for State/Province and for Post/Zip code and Country. Validation takes place on all fields.  If the suburb is entered a search for a list of valid postcodes for that suburb is available.  If the suburb is skipped and a postcode entered, go back to the suburb and search for a list of valid suburbs for that postcode, if required.

A Document exchange (DX) number is used as part of the DX address.  This consists of a box, like a letter box which is set up in different suburbs, to store documents.  A courier then clears all boxes and delivers the documents to their destination.  These DX boxes are mainly used in the city by lawyers and solicitors as an inexpensive way of sending documents.  Within the DX address a DX number (11630) and DX location (e.g.143 Phillip Street, Sydney) is entered.

If the name that must print on the cheque is not the same as the Creditors trading name, enter this Pay to name here.

If nothing is entered in this field the creditor address field will default automatically.

If the address to which the Remittance Advice and cheque are to be sent is not the same as the Creditor address, enter the details here.

If nothing is entered in this field the creditor address field will default automatically.

When an account is no longer required it may be closed.  Transactions and balances may exist for a closed account but no further postings are allowed.  As part of the end of period procedure all closed accounts are deleted but only if there are (zero) balances or movements.  The default status is A for Normal which allows the entry of payments and invoices.  C for Closed indicates the account is no longer active, invoices cannot be posted or any payments made, or S for Stopped which indicates the account is stopped or suspended, invoices cannot be posted but payments can still be made.

A creditor is placed on Hold to prevent any payment being made. New invoices are not flagged as on Hold and any invoice can be paid (held or not) via Prompt Payments. This flag affects auto payment selection.

A Company number is allocated to associate the creditor with a specific company. The default company number is taken from TMSAP/CONO and can be overridden. A Payment Cycle is specified by Company. The Company number can also default from the original transaction as in the case of Already Paid Invoices. 

Creditor types (1-3 chars) are defined in TMSAP/APCA-DFT and it is mandatory in Creditor masterfile. This field can only be maintained in change mode if the flag is set to allow maintenance in TMSAP/LA-ACCT

Creditors can be classified into groups, for example, Trade, Sundry or Inter-company.  A Creditors control account and Bank account can be linked to a Creditor type code.  Invoice and Credit Note number ranges can also be defined per Creditor type.

A Payment Cycle is produced per Creditor type.  In some processes a Creditor type can be entered or the field can be left blank to select all Creditor types.

A Creditor account can be nominated as a miscellaneous account to allow invoices to be posted for a variety of creditors.  When invoices are entered for a sundry creditor the system requests the name of the creditor.  This avoids having a Creditors masterfile record for one off creditor payments.

The default GL Bank account as setup on the Creditor type, displays.  The Creditor type is allocated to a Creditor in the Creditor masterfile.  This can be overridden by typing in the preferred account.  Bank accounts are established on TMSAP/BNKA and the default is setup in TMSAP/BNKA-DFT. The default can be overridden with any valid Bank account if TMSAP/LA-ACCT has been flagged accordingly.  If the Bank account entered is not valid the system will display the following message: Bank account not found on control ID ‘TMSAP/BNKA‘.

The GL bank account for a cancelled payment defaults and can be overridden.

This code is used to nominate the default currency used by the creditor on their invoices. Only one foreign currency is allowed per creditor and once set may not be altered.

The Tax categories define the specific tax registration status of the individual creditors by applying the appropriate rules to handle each classification. The creditors tax category is established on the Creditors masterfile and defaults in various processes.  A range of categories can be selected for inclusion on a payment slip.

Entry in this field is mandatory. One of four codes is used to affect the printing of cheques and remittance advices:

-with cheque prints the remittance advice with the cheque

-separate prints the remittances on separate forms

-both prints the remittance advice on the cheque stationery as well as on a separate remittance form

-either prints the remittance with the cheque unless the number of lines on the remittance overflows in which case a separate remittance is printed instead.

To facilitate automatic payments into a creditor’s bank account, the creditor’s bank account number can be registered.  This number is recorded on the system in combination with a bank code.

This bank code represents a validation procedure that is relevant to the format of account numbers.  Multiple bank codes can be held on the system, each with its own validation instructions, relating to a specific account number format.  This is applicable in those instances where the account number format differs amongst countries. Bank codes are established in TMSAP/BNK-BKCD.  This is used with TMSAP/BNK-PPRG and TMSBK/EFT-DEF. This field cannot be maintained in change mode.

A Payment terms code is mandatory on the Creditors masterfile and this code displays as the default in all transactions.  It can be overridden if necessary.

In Invoice/Credit Note Entry, payment terms are used to calculate the Payment due date of a Creditors Invoice/Credit Note.  The calculation is based on the Document date entered when the invoice is captured and the Payment terms code conditions.  Each code defines the time period the code covers, if this period is measured in days or months and if the period is to be calculated starting from the date of the invoice or from end of month.

A system defined code of 00 is used to indicate prompt payment.  In this case the due date will display as 00/00/00. The default will be the Prompt Payment terms code.

The following message displays if the code entered is not found on the control file: Invalid due code - not defined on control file.

This is used with the Royalty module for withholding tax and for calculating discount percentages on gross amounts. TMSAP/DSCA is required to be entered with a valid G/L account number.  The calculation for discount is the percentage of the gross amount and does not effect GST.

For example: