As its name implies, this key holds records which do not neatly fit into any of the other main keys.
The system is issued
containing a number of records, which are grouped together by the first two characters of the code. We would suggest that these are:-
Key Data Tab to examine
AM Additional Marks Example Invoice
GG General Goods Description Invoice
HA Haulier's Name and Address Consignment Status
IA Insurance Agent Control Details
KA Bank Addresses Foreign Bill,
although could also be stored under the actual currency code.
KI Bank Instructions Foreign Bill,
although could also be stored under the actual currency code.
KX Bill of Exchange clause Foreign Bill
MA Manufacturer's name Invoice (declaration - use the first 5 lines)
NP Notify Party ECSI
TP Terms of Payment Invoice (use the third and subsequent lines
of Terms of delivery and payment)
Also in the system as Miscellaneous keyed records are country and
Incoterms data, and we suggest that you set up all the various signatories and records against the 3 digit Currency codes.
(GBP, USD, EUR etc)
In order not to have to set up a multiple of keys, but still make use of the CSV routines to extract and or read data, certain records have been set up in a specific way but need to be tailored to your organisation's requirements. These are held as Miscellaneous codes and include :-
1. Invoice Declarations, which are viewable though the Invoice tab and stored by the
country name, but also including the appropriate HM Customs code, and possibly a notepad containing further information about shipments to that country, typically whether facsimile signatures are required..
You may wish to add to the record any information which is constant for deliveries to that country, eg insurance and commission agents etc.
2a Terms of Delivery Invoice (first and third lines of terms of delivery) and
ECSI
(shipping instructions at bottom)
2b Shipping Instructions ECSI (NB ensure when setting up the defaults for each
term that you create both road/sea and air instructions to cover all modes of transport). Standard shipping instructions have been set up against the three digit Incoterms code but the only document requested against each term is a certificate of shipment so you will need to edit your requirements against each of the terms.
3 Currency account details Foreign Bill set up against the currency code eg GBP /
USD / EUR, complete with bank name & address if in different banks, otherwise just
the differences.
4 Signatories ECSI - set up against the name of signatory, and on
the Control tab, under the heading Exporter details, include any direct dial telephone and facsimile number, together with
personal email address if required. These will then be printed in the exporter box on documents.
The name of signatory box may be used by the system to select which
signatory scane should be placed on documents if you choose to do so when
printing documents.
You can examine these for yourself by going into the option and clicking the appropriate tab of the display to see the data.
If you are unsure what data should be entered into a specific field, then the first course of action should be to press the "Alt" and "F1" keys and help will be displayed.
We consider this option important and widely used enough to make accessible directly from the Toolbar by clicking on the
icon.
icon.