How to Create a New Sales Ledger Account

This guide explains how to create a new Sales Ledger account in Navigator, including details for setup and customisation.

Steps to Create a New Sales Ledger Account

1. Access the Sales Ledger Module

1. Go to the Navigator Main Menu and select Accounts.
2. From the dropdown menu, select Sales Ledger.

2. Create a New Account

1. Click the New button next to the Account No field.
2. A new window will open to set up the account.

Details Tab

1. Fill in the following fields:

   • Name: Enter the name of the account.
   • House No/Name: Enter the house number or name.
   • Address: This will populate automatically if you enter the postcode first.
   • Postcode: Enter the postcode. (If entered after the address, it will override existing data.)
   • Non-UK: Tick this if the account is outside the UK to make the address and postcode fields editable as free text.
   • Telephone: Enter the telephone number.
   • Facsimile: Enter the fax number, if applicable.
   • Email: Enter the account’s email address.
   • Send Statements by Email: Tick this to send statements via email during the statement run.
   • DDI: Enter the Direct Dial Inwards number.
   • Mobile: Enter the mobile number.
   • Maintenance Authority: Enter the maintenance authority if applicable.
   • Contact: Enter the main contact’s name for the account.

2. Once complete, proceed to the Terms Tab.

Terms Tab

1. Fill in the following fields:

   • Status: Select the account’s status.
   • Credit Limit: Enter the credit limit for the account, if applicable.
   • Limited Credit Account: Specify whether it is a cash or credit account.
   • Account Type: Select the required account type. If Internal is selected, additional fields will appear:
     • Clear to Nominal: Specify a nominal code. Invoices will automatically clear to this account unless overridden.
     • Authorised By: Assign a person responsible for authorisation. Transactions cannot be cleared without their confirmation.

2. Additional Settings:

   • Payment Terms: Select the required payment terms.
   • Auto Stop (Days): Set the number of days after which overdue invoices will automatically suspend the account. Suspended accounts cannot have invoices raised until resolved.
   • Send Statement: Select Yes to send statements. If the email option is selected in the Details Tab, statements will be emailed; otherwise, they will print.
   • Copy Invoices with Statement: Select Yes to include invoices when sending statements.
   • Nominal Category: Specify the nominal category.
   • Consolidated Monthly Parts Invoicing: Tick this to consolidate all parts invoices into a single invoice.
   • Zero Rate for VAT Purposes: Tick this if the account should be zero-rated for VAT (not applicable for Internal or Export accounts).

Save the Account

1. Once all fields are complete, click Save.

Tips

• Address Fields: Enter the postcode first to save time and ensure accuracy.
• Customisation: Use the payment terms and auto-stop features to manage account payment behaviour.
• Validation: Double-check all fields before saving to ensure accuracy and completeness.