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SUP212-Tips & Tricks: Receipts and Payments Journal


This function is designed to allow you to process general receipts and payments directly to a General Ledger account without the need to create a sundry Supplier of Customer account. In the past, this could always be processed through the General Journal function but was a little complex. Now all you have to do is to select the Bank account from which you wish to process, then switch between the Receipts and Payments tabs to enter the relevant transactions as illustrated below. A batch can have a combination of both receipts and payments or can just have payments or receipts on their own.

The Update Bank In Detail option at the bottom of the screen affords you the ability to post one contra entry to the bank account as a summary figure, of or whether you would like to post a contra entry to the bank account for each transaction in the batch.

If the batch transactions are of a nature that you process regularly such as bank charges or debit orders, you can save the batch of transactions for recall later, alleviating the need to have to recapture the batch details again. Simply recall the batch, amend the transactions and update accordingly.

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Feature Location

The Receipts and Payments Journal is donated by the icon underneath, and is found in the General Ledger Section, the main as well as the Main section under processing items, and is also located in the Cashbook function in the Business section of the application.
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SUP131 – Inter-Branch Transfers


The Inter-Branch (Warehouse) Transfer function has been greatly enhanced to cater for Inter-Branch Transfers where there is a delivery lead-time. The new feature caters for the following:

  • The creation of an Inter-Branch Order
  • The Transfer / Part-Transfer of the order with the ability to either process directly to the receiving Warehouse or have the ability to Post this to Goods In Transit
  • A separate WIP Receiving function for Transfers posted to Goods In Transit


The purpose of this feature is to include a Branch Transfer Request process that would incorporate a centralised ordering function. In addition we no longer need to use a virtual “IBT Warehouse” but actually post these items to the Goods-In-Transit account, removing them from the Transferring store, and Receiving them from the GIT account using the actual cost of the item at time of transfer, giving a much greater control of the Goods-in-Transit and allows reporting from the Transferring as well as the Receiving store.


There are 2 ways in which we can process IBT Transfers, with Direct Transfers, as well as a Transfer to and from Goods-In-Transit. Note that in both methods we can still create the transfer from a IBT Order Form.

As you also see icons below, we have the Option for a Branch Transfer Order, The Actual Transfer Function Itself, as well as the Warehouse Transfer Receipt (for GIT Transfer receipts only).

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Transfers Orders

The processing of Warehouse Orders are optional whether you process a Direct Order or whether you process a GIT Order. Below we have created a Warehouse Transfer Order for 3 items. The values in Red represent the From Locations, while the values in Orange represent the Ordering Location Values allowing users to order to Reorder Levels. Note that you are still able to change the Quantities at time of Transfer.

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Direct Transfers

In terms of processing Direct Warehouse Transfers, we can either Convert this from an IBT Order, or you can create a New Transfer. When you select Convert you will see the list of Open IBT Orders.

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Once selected, we now have the option to Process the Transfer directly or to process this to GIT. To Process the Transfer directly, we just need to leave the GIT option below blank.


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GIT Transfers

For GIT Transfers (where there is a lead time between the delivery and receipts), we select the Goods in Transit option as seen below. We also have the option to change the quantities, as required. In our example below I have changed the quantity below from 19 to 5.

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We can also run the Goods-In-Transit reports either in summary or in detail as seen below.

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Receiving GIT

To receive the GIT Transfers we need to select the Branch Transfer Receipt option, and select the Convert where the Receipt document will display below.

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Short Receipts

In terms of short-receipts, we don’t have the option to change the GIT receipt quantities. To manage this we would either have to process a WHT return or process an Inventory Adjustment.

SUP131 – Download the PDF

SUP125 – GL Journals & Currency Revaluation


There have been an extensive number of Changes to the Customer, Vendor and General Ledger Journals in the last update that this document intends to highlight. These range from Currency Valuations, to ‘In-line” formulas, Partially Saving Journals, a Journal Line verification function as well auto-reversing Journals.

General Design

The Journal function caters for Customer, Vendor and Inventory Journals all rolled into one, as seen below. This allows you to perform functions like reallocate balances from Customer to Vendor Accounts in one function. In addition, you can process single journals with the respective contra accounts in one line for ease of use.

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Foreign Currency Revaluations

The foreign Currency revaluations caters for Customer, Vendor and Bank Account revaluations at any day in the current or previous year. Once we select the Revaluation, we then select whether this is Customer Vendor or Bank, then decide which of the Accounts we would like to Revalue, regardless of currency, as displayed the screen below.

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In-line Formulas and Line Document Attachments

The in-line formula function allows you to enter formulas with the result being automatically applied to the Journal value, with a positive value as a debit and a negative value as a credit as seen below. This acts as a complete audit trail to show precisely how the journal values were derived. The document attachment function at Line Item level completes this function allowing you to attach all related supporting documentation relating to that specific transaction.

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Save Journals with Line Update Verification

The new Save function allows you to save, or park, a journal and go back into it at a later stage. In addition, we have added a Verify check box that is essential when processing Recurring or Reversing journals as you can not identify which lines have been verified (checked) or not and allows you to immediately start where you left off previously.

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Reversing Journals

The reversing Journal function allows you to set a Reversing Date on a Journal then run the Reversing Journal function as seen below between any date range. The system will then create an opposite Journal of the original swapping Debits and Credits, allowing you to adjust as required. This is ideal for monthly accruals or provisions that need to be reversed at the beginning of the following month. Yu can also edit the reversing Date as required using the “DocInfo” button as found on other processing documents that allows you to edit “non-financial” information. Here we select the reversing function and select the required journals that we would like to revere. After we run the process the Reversing Journal flag is cleared on the Primary Journal.

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Preview Financials Before Journal Update

This function allows you to preview the effects of the Journal on the Financial Statements before updating the Journal. Below you will see that you can preview the Income Statement, Balance sheet and Trial Balance, with the only condition being that he Journal must be in Balance on order to Generate Balance Sheet or Income Statement reports. You will see in the screen below that the Journal has not yet been Updated, or Recorded.

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SUP130 – Supplier Recons


This document will assist you in applying the Supplier Reconciliation functionality available in Palladium Premium Edition.


Probably the most important function that is overlooked in most businesses and not catered for in the “Traditional” Accounting Software program is that of Supplier Reconciliations. It is because of this, that Financials are generally misstated with belated Supplier Invoices getting processed after the fact. With our Supplier Reconciliation function, managers can print one Control Sheet that will display all the Reconciliations with all the Reconciling Items grouped. In addition you can even perform Zero-value reconciliations for completeness. In addition users can perform Reconciliations at any day, catering for Monthly, Weekly or even Daily Controls.

Setting Up Reconciliation Reasons

Users can set as many Reconciliation Item Types as required, in addition to the Standard types as displayed below.

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Processing a Reconciliation

You can process a Reconciliation either by selecting the Supplier Recon icon or by drilling down from the Reconciliation Control Sheet. In terms of processing, once you have selected the Reconciliation Date, Palladium will populate the Supplier Balance for the selected date. Once you have entered the Supplier Statement Balance, you will be required to enter the variances and reasons in order to reconcile back to your Palladium System Balance.

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Reconciliation Control Sheet

The reconciliation control sheet performs a dual function in that it displays a summary of the Supplier Reconciliations grouping the Reconciliation Reasons, but also acts as a proof of Evidence for the reconciliations completed, or not completed for a period, allowing management and external stakeholders like Auditors to be able to place additional reliance thereon.

Below is an example of the control sheet where you can see which Vendor Accounts have been reconciled and which haven’t. You will also see that accounts with Zero balance have also been reconciled from a completeness point of view. The columns in red show the different reconciling item types with the columns on the right totalling the balance on the left.

SUP130 -Download the PDF

SUP122 – Bulk Label Printing

The Bulk Label Printing function is an enhancement to the traditional label print function in the Enterprise Edition, allowing you to mass-print product labels at time of receiving or manufacture.  


The purpose of bulk label printing is to print labels at time of receiving for multiple items and quantities. You can also define different label layouts, such as shelf talkers, and also filter on items where prices have changed, and print labels for the received or on-hand quantities.

How to Use Bulk Label Printing


  1. The bulk label print function is found in the inventory module under the Processing section.bulk label printing inventory module
  2. The function is also available on the following processing screens as seen below:

GRV’s, Supplier Invoices, Inventory Assemblies, Process Manufacturing, Inventory Adjustments.

bulk label printing screens


  1. You can also choose whether you want to print the price in the label, and you can also select the pricelist you would like to use, and you can also filter your items by location, category or sub-category.

bulk label printing filter screens

  1. You can either print labels for the quantities received (default), all your quantities on hand (Apply On Hand Quantities) or you can manually enter the quantities you would like to print.bulk label printing on hand quantities
  2. When selecting “Price Change” the system will only display the items, which have, had a change in their selling prices based on the date selected in the “Price Updated Since” filter.
  3. The Layout option allows you to print labels for different items using different label layouts and sizes. You can setup your different Layout designs in the Control Panel > Forms Setup > Label Docs.

bulk label printing layout

Processing Documents

When printing Bulk Labels on from processing documents, only the Items used on that document will appear on the bulk label-printing screen.

bulk label printing invoice

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Key factors to a successful ERP Implementation

As the adage goes, “when you fail to plan, you plan to fail” and this couldn’t be more relevant than when selecting a new ERP solution, regardless of whether you are switching or purchasing for the first time. Critically, this planning is not just related to the implementation process but must also encompass all aspects of the ERP project from selection and implementation right through to the exit strategy.

Most businesses looking to change solutions are either using legacy (end of life) software, are looking for features that their current software doesn’t have or would like to move to a solution that uses more modern technology such as the cloud.

Before embarking on this journey, it is important to fully understand your starting point and the reason why you chose your existing solution in the first place. Understanding past decisions will allow you to evaluate options more effectively. For instance, companies using bespoke software that was developed to meet a very specific business requirement, need to keep this functionality in mind when considering features or the cost of customising existing solutions.

The first step on the road to choosing a new ERP solution should be to first list the non-negotiables or the features that the existing software has that the business is dependent on.

The next step in the planning process is to identify the features, processes and automations that you would like in your new ERP solution. It is a good idea at this point to categorise these into different phases, or even years, as changing ERP solutions isn’t something that you do every year, so you need to take a long-term view when planning. Complex functionality can take more time, to not only develop, but to ensure that it is working in the right way for your business. Consequently, it is recommended that you add minimal complexity at go-live and rather add the more complex processes once the system is up and running. An example of this would be alerts and notifications as, more often than not, businesses that include these at go-live usually decide to switch them off or moderate them post go-live. Choosing instead to make these features a “phase 2” implementation would ensure that they support the non-negotiable processes while also reducing the total cost of the project.

The third step is to identify and evaluate the underlying technologies of the vendors that you are considering.  When choosing an ERP solution, it is important to make sure that the technology is current, and the vendor is constantly developing and evolving the product. This is an area where local is often lekker because choosing a software that is developed in South Africa ensures that it gets updated and maintained more regularly for local legislative changes.

Once you have selected the products that you are interested in, it is important to ask the vendor to conduct an in-depth demonstration that covers all your key requirements in detail. Never accept “yes we can do it” as an answer unless it is in writing. Seeing is believing in this instance.

Choosing a solution is only half of the journey. The next is planning an ERP project with the vendor or the implementation partner. A critical part of this process is the project scoping phase as it details where you are at the moment, key requirements, the system configuration and necessary changes, timelines and expected outcomes. Having a highly detailed scope ensures that there is nothing left to interpretation. Without a proper project scope, you put the project at risk because there are too many unknowns to ensure success. The risk is in what the implementation partner doesn’t know about your business and what you don’t know about the new software. A good rule of thumb is, “if it’s not in the scope document, it wasn’t said”.

From an implementation point of view, it is critical to ensure that there are project owners, both from the company’s as well as from the implementation partner’s point of view, that have an agreed project timeline and easy-to-manage milestones. Having a project owner on the company side will assist in ensuring resources are available when required, reducing the possibility of rework or having to retrain. Once an agreed project plan has been established, it is important that the project owners meet regularly to review the tasks on the plan and manage the critical path to go-live.

The last thing that most businesses overlook in the ERP planning process is the divorce or exit strategy. This relates to two areas, either in changing the implementation partner during the implementation process, or changing the software or partner a few years later because a better alternative becomes available. In the first instance, it is important to have an implementation agreement with clearly defined roles, responsibilities, expectations, and consequences if expectations not be met. For example, your agreement should clearly outline who owns the intellectual property of the configuration and what happens if you change to a different implementation partner. The second exit strategy relates to switching to another solution. These cases are generally quite clear in terms of costs, but most people overlook, particularly with SAAS solutions, how they will retrieve or access their data. In some cases, the data is given to you in some form of data structure which makes migration relatively easy, however, other solutions only provide static reports which will sacrifice your transactional history.

At the end of the day switching systems is not as daunting as you think, provided that you plan it correctly and once you are up and running you will never look back.

What are lost sales costing your business?

Using technology to manage your company’s order loss rate can have a massive impact on your bottom line, says Stephen Corrigan, MD of Palladium Business Solutions.

If you want to win at business, you need to become obsessed with your losses. It may sound a bit backwards, but consider this: if you could understand your current losses, in other words what your existing clients are not buying from you, your business could easily increase its turnover by between 10 and 20%.

In some ways it’s obvious – it would be extremely difficult to grow your business when you’re not replacing the business that’s constantly eroding. In other words, the opportunity cost of running a business is never about what you’re selling – it’s about what you’re not selling.

So, if you could understand your clients’ behaviour and leverage this knowledge to change the way they interact with your business, you could manage those losses, effectively plugging the holes through which your business is bleeding profit.

Businesses can’t run reactively

Achieving this level of insight is simpler than most businesses think. It stems, for example, from sales managers receiving lists of clients whose sales orders are down this month when compared with the same month the previous year, quarter or month. These lists could also show which specific items are down, so sales managers can see which products their clients are no longer buying. 

Essentially it comes down to running your company proactively rather than reactively – and your ERP system should be helping you do it.

You may be using the wrong software

But, even though these proactive features are actually just common-sense, most businesses simply have no idea that these types of alerts and notifications are easily able to be incorporated into their ERP systems, because they’ve become so conditioned by outdated ERP software.

For example, we all know that as soon as we send a customer a statement, they’re going to request a copy of the invoice.  But, even though cash is the undisputed king of business, there are almost no accounting systems that automatically issue invoices along with the corresponding statements.

You’d think developing a feature like that would be common sense – but it’s simply not.

The truth is that if your business is having to implement manual interventions to access vital information or if you’re having to physically walk around from department to department asking people for updates, or even if you just find yourself duplicating business processes, it’s likely that you’re using the wrong software.

Behaviour-changing technology

Instead, the right software should be able to change behaviours – not just that of your clients, but of your staff as well. And it should do this by providing you or them with pre-emptive alerts and notifications.

Imagine if every time your salespeople were selling a particular item, for example a laptop, they received a prompt about a complimentary laptop bag that they could use to upsell. If similar notifications existed for each and every product your business sells, it could help improve the average order value significantly.

Likewise, think of what it could do for your business if every time a sales order was cancelled, you could understand why – in fact, what if there were reason codes for cancelled orders so that every time a sales order was lost, the system required the person managing that order to provide a reason why.

The difference is in the bottom line

These are kinds of insights that impact the bottom line substantially.

For example, Palladium has a client that processes around 150 orders a day, many of which are delivered by their courier partner. Because of the large volume of items that are couriered every day, the company used to pay for one of the people from the courier to sit in its office, logged into the courier service system, capturing details from orders or invoices to generate waybills.

But, now Palladium has created an integration for the company directly into the courier’s own system. It means that as soon as ‘courier’ is chosen as the method of delivery when a Sales Order or an Invoice is being created, a waybill is automatically generated and sent to the courier when the transaction is recorded.

At the end of the day, an entire resource has been freed up from having to process hundreds of waybills a day, the company no longer has a 5% return rate as a result of incorrect capturing and, even more importantly, there’s no longer a four-hour capture lead-time.

And by eliminating this four-hour lead-time, the company also managed to expedite 50% of its orders one day earlier.

The best part is that this isn’t billion-dollar technology we’re talking about. In fact, once you recoup the cost of those lost sales, you’ll have paid for an ERP system with common-sense features like Palladium several times over.

Take control over your sales, try Palladium Accounting for free.