The Auxiliary Accounts screenشاشة الحسابات المساعدة

Clients, suppliers, employees, partners and banks are all created on one screen. They are one record type - the auxiliary account - and what a record is depends on the account you attach it to.

This guide is that screen, field by field. The guides for suppliers, clients, partners & employees and banks explain which accounts each party belongs on; they all point back here for the fields.

1. Open the screen

From the left menu, open Auxiliary accounts. It opens as its own tab and lists every party record you already have - PID, Name, Company, Phone, Fax, Address, Email, Financial no and the currency.

The ribbon above it is New · Edit · Delete · Refresh · Preview · Reports · Order. There is a search box at the top right of the grid, a filter row under the column headers, and a band above them: drag any column header onto it to group the list by that column.

2. New - and the three fields you must fill

Click New. The editor opens with two tabs: the record's own name (blank until you type one) and Dealing strategy.

Three fields are flagged with a red marker and the record will not save without them:

• Name - what you will search by. Keep it short and recognisable (Pepsi, not the full registered name - that goes in Company, below).
• Account - the chart account the record posts to.
• List - which kind of party this is.

Id is not one of them: Libra assigns it for you when you save.

3. Pick the List before the Account

This is the step that saves the most time, and the one most people get backwards.

Choose List first. List says whether the record is a client, a supplier, an employee, a bank and so on - and it filters the Account dropdown down to the accounts that kind of party can sit on. With Clients chosen, the account list offers six accounts. With List left empty, it offers every auxiliary-enabled account in the whole chart, and you are hunting.

The Account dropdown also has its own search box at the top, so you can type instead of scroll.

List locks the moment you save. It is greyed out from then on, so decide what the record is before you press Save.

4. The rest of Accounting info

• Title - an optional courtesy title in front of the name.
• Currency - the unlabelled dropdown to the right of the account, LBP or USD. It follows the account you picked; if the account is locked to one currency, so is the record.
• VAT - you do not normally tick this yourself. It arrives already ticked or already clear, because it comes from the account: 41111 Ordinary Clients is a VAT account and 41112 Clients Non VAT is not, and picking one or the other is what sets this box.
• Non resident - see the non-resident rule. Tick it for a foreign party, or for one with no fiscal number at all.
• Region and Category - two free filters. They are yours to define: fill them however your company wants to slice its parties, then filter and report on them.
• Relation and Respect - these belong to the salesman side of Libra. They record which salesman a party belongs to.

5. Additional info

Company is the one to get right. It is the party's official registered name, the one that sits on its financial number - and it is what the top-10 clients and top-10 suppliers reports print. So Name above can be Pepsi, the name you type all day, while Company carries the full registered name. Leave Company blank and those reports come out with an empty column.

Financial no is two boxes, and which box you use matters:

• the small box takes the prefix - 601, 604 or 605 - and only when the party is registered for VAT;
• the large box takes the financial number itself.

A party with no number at all is a party you mark Non resident.

Rate is a per-party exchange rate. Set it and every invoice for that party comes up at that rate automatically, which is how you handle a customer you have agreed a different rate with.

Phone, Fax, Email, Website, Barcode, Notes, P.O. Box, Contact person and Mobile are ordinary contact fields. Latitude and Longitude are the party's map position; they can be filled in for you by the salesman app rather than typed.

6. Addresses

Address, at the bottom of Additional info, is the default address - the one that prints on the invoice.

Under it sits the Address grid, and it takes as many rows as you like: Address, Street, two Additional columns, Building, City, Postal, Province, District, Country, Latitude, Longitude, State. Every delivery point a customer has can go in here, and when you write an invoice you pick which one the goods go to.

7. Save

Save is at the top left of the form, Cancel beside it discards. Three things happen on save:

8. Attachments

Attachment, in the toolbar, is the one of those buttons worth knowing straight away. It turns the party record into a small archive: attach the trade licence, the VAT certificate, a signed contract, anything.

Inside the dialog you get New · View · Edit · Delete · Save · Cancel · Close, and each attachment carries a Code, the Attachment itself (the button beside the box opens a file browser) and a Description. Attached files are listed below. The file does not have to sit on your own machine - a shared network folder works - and any file type is accepted. View opens the selected one; Delete removes it.

9. Account restrictions - pinning a record to one currency

Account restrictions, also in the toolbar, holds a small grid of Account + Currency pairs. Add a pair and this record can only be posted on that account in that currency; anything else is refused at entry.

That is how a bank account gets locked to one currency - the record for a bank's LBP account carries 5121 Bank Local + LBP, so a dollar can never land on it by accident. See Banks for the worked example.

10. The rest of the toolbar

The other buttons - Auxiliary limit, Salesman by cost centers, Stop history, Statement approval, Quick Statement, Account Currency Balance - and the Dealing strategy tab are all covered later in the training, not here. What is worth knowing now:

• they are disabled until the record is saved, so a blank new record shows them greyed;
• Statement approval stays disabled even after saving;
• the Balance readout between them shows the record's live balance in LBP and USD at once.

Next: Suppliers · Clients · Partners & employees · Banks.