Focus Advanced Publishing Software Tutorial

Supplier Records

The Purchase Ledger present the most extensive range of features to track supplier invoices and credit notes, write checks electronically, and post payments.

How to add a supplier record

  1. Go to Accounts > Purchase Ledger > Suppliers
  2. Click the NEW button
  3. Enter a new Account Code
  4. Enter the Account Name
  5. Click Next
  6. Select a Price Number to set supplier’s currency
  7. Click Finish to add supplier record using initial setup defaults

How to edit existing supplier record

  1. Go to Accounts > Purchase Ledger > Suppliers
  2. Search for supplier in the Account Code box
  3. Edit record
  4. Click Save button to finish

How to delete a supplier record

  1. Go to Accounts > Purchase Ledger > Suppliers
  2. Search for customer in the Account Code box
  3. Click the Delete button

NOTE: Deleting a supplier  code that has been used for transactions will affect the integrity of your data and the consistency of reports. Hence, Focus Advanced Publishing software will not delete a supplier record with outstanding  transactions.

If you must delete a supplier record, you must first move the associated transactions.

Move a supplier’s purchase transactions

  1. Go to Maintenance > Data Utilities
  2. Tick and expand the number 5 box beside Move Purchase Transactions from Account to Account.
  3. Then enter the supplier code you wish to move from in the Branch Account Code box, and the code you wish to move to in the Head Office Account Code box
  4. Click OK.

How to display Supplier Profile

  1. Go to Accounts > Purchase Ledger > Profile
  2. Search for supplier in the Account box
  3. The Transactions tab displays the selected customer’s outstanding transactions by default

See the tabs at the bottom of the window, for more sub-windows.

  • Transactions
  • Aged
  • Statements
  • Royalty
  • Letters
  • Cheques

Under the option icon, untick the “Outstanding Transactions Only” option to view the full transactions history.

Make a Payment and allocate to invoice

  1. Go to Accounts > Purchase Ledger > Payment
  2. Search for supplier in the Account box
  3. Enter a Description
  4. Select a payment method
  5. Select paying Bank nominal code
  6. Enter total amount in the Amount Paid box
  7. Tick the Allocate this transaction box
  8. Tick to select the invoices you wish to make payment for on the right-hand-side panel
  9. Click Save button to finish