Purchase Ledger

The Purchase Ledger module is included in the MCA core accounting package.

Designed to allow fast accurate document input the MCA Purchase Ledger provides flexible payment routines and fast retrieval of supplier information, invoices and payments - whether current or several years old.  Strong financial controls exist to prevent duplication and unauthorised payments being made.  Codes can be 16 digits long and can be either alpha and/or numeric. 

As with all MCA modules, our Purchase Ledger integrates fully with all other core and advanced modules.  In particular our Multi Currency and Purchase Order Processing modules compliment our Purchase Ledger to provide a highly flexible and easy to use purchasing system.  MCA's Document Management and Processing modules enable images of all documents received and sent to be stored against the appropriate supplier or contract.

The following features are all easily manageable and accessible within the Purchase Ledger:

  • Invoice registration and costing either as a single operation or as separate processes
  • Invoice matching
  • Flexible controls over approval and payment
  • Printing of cheques and remittance advices designed to your requirements
  • Integration with third party BACS payment software and fax software
  • Flexible cost allocations
  • Multi period
Processes

Purchase invoice entry into MCA has been designed to be fast and efficient.  The internal reference and Due Date can be automatically generated as well as the auto calculation of VAT, Tax, retention discount and CITB.  These have all been developed to help reduce the administrative work involved, however they are optional and can be switched on or off accordingly.  These details can all be amended once they have been input.

All the transaction types are available i.e. invoices, credit notes, cash, journals etc...  Transactions can be costed to multiple contracts with multiple analysis and/or to a nominal code.  As with other MCA modules there is the on-hold functionality, which allows the user to adjust the notes and due dates once the batch has been accepted.  The Purchase Ledger also enables the supplier codes and transaction status to be modified if required.

Payments

The payment routine is very controlled and flexible yet easy to use.  Our Purchase Ledger module allows the selection of either full debt or individual transactions, with the additional ability to part pay if required.  Payments can be made to individual suppliers or multiples in one go.  MCA allows payments to be adjusted and amended before updating.  Factor payments can also be set up within the MCA Purchase Ledger.

Payments can be made by cheque or BACS.  Incorporated within the system is cheque printing and where necessary the facility to reprint if required.  BACS files can be produced if they are required.  Remittances can be printed using either plain or letterhead stationery.

Security

Extensive security levels are available in our Purchase Ledger module, ensuring only authorised personnel have access to view or amend information held.  This security is carried over for reporting.  Security levels can be set for every user for every module ensuring sensitive company information is protected. 

Reporting

Extensive drilldown enquiries can be made which provides exceptional access to information throughout the entire system.  All the required reports are catered for within the Purchase Ledger module e.g. transaction list, age creditors, due listing, supplier listings etc... The generation of reports is a straightforward process.  All the reports can be altered and modified to cover a wide range of criteria ensuring the entire requirements of an individual user are met.  The bespoke reports can be saved for future use.   

Extensive reporting in multiple formats is available within our Purchase Ledger module.  All reports can be stored as PDF documents and also include a "1-Click" to Excel feature.  Transaction list and due list can be filtered and sorted by any field on the Purchase Ledger file maintenance or transaction file.