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Multiple Updating – Update from Sales and Purchase Ledger - Nominal

Datafile Software

Multiple Updating – Update from Sales and Purchase Ledger - Nominal

The definition process is similar to that discussed earlier with regards to the standard updates but a few more options are allowed.

Note

The sales and/or purchase transaction files must be in the same format as those defined for this company so far as mandatory transaction data items are concerned. If not, then you must create a new company to describe the different ledger transaction files but with the same nominal ledger files. This is because the file definition is taken from the company Datafile Profiles

Post summarised totals from Sales (Purchase) Ledger?

You can choose to update details from the sales and purchase ledger transaction files into the nominal ledger in one of two ways — either on a one-to-one basis or on a summarised basis.

If you choose a one-to-one basis (by leaving the above question blank) then a nominal transaction is written for every analysis line updated from the sales and purchase transaction files, and for each payment and payment adjustment transaction too.

If you choose the summarised basis (by setting the above question) then when you update the nominal ledger, it accumulates values for each nominal code from the values of the sales or purchase transactions to be posted, and then writes one nominal transaction per account code with the total amount accumulated for it.

Note

You can mark individual nominal ledger accounts to be "fully updated”. These accounts are always updated in detail regardless of the option chosen above.It is common to update income and expenditure in summary, but balance sheet accounts — other than ledger and tax control accounts — in detail.

If yes, post to bank accounts in detail?

If you have chosen to update the nominal ledger in summary, then you can override this specifically for bank accounts to ensure they are updated in detail. Set to do this — the answers are immaterial if you are already updating in detail.

Allow Run-Time Confirmation of Period Number

This option should not be set for normal use. If you introduce the nominal ledger into a Datafile software system that has been running for some time you may want to update some earlier transactions back to the start of the current financial year. As the update process takes every transaction not previously updated to the nominal (with the exception of forward transactions) if you ran the update all these transactions would be updated into the nominal as at the current (sales/purchase) period. Setting this option allows you to filter the transactions by period number, allowing you to run an update for each period. Once the nominal is fully up-to-date you would then switch this option off.

Allow Payments Only

If not using the cash book then payments and payment adjustments are entered via the ledger and must wait for a nominal update to be run before they hit the bank account.You can run the update as many times as you like during the period but some users prefer that invoices etc. only hit the nominal at period end. Setting this option enables a run-time parameter when you run the update to only process payments

Point of Sales Payment Update (Sales Ledger only)

When updating payment transactions to the nominal ledger they are either updated in summaries for all transactions for a given account updated as one lump sum, or in detail where every transaction is posted individually. This option allows you update a total per payment type and gives options to group payment types and provide daily totals. In this way you can have the payment update details closer to your bank statement for reconciliation

Note

This option ties in to the payment analysis type that is used by the Point-of-Sales application and can be applied to payment entry in the sales ledger.

When you set this option a pop-up allows entry of additional parameters.

Update for Which Bank Account Code

Specify the bank account, usually the current account that the point-of-sale payments have been entered against. Payments made against other bank accounts are updated in the usual manner.

You can then analyse the 14 payment types over 9 update entries.

Update Description

Enter the description that is to be used against the generated nominal transaction – you can include the update/payment date by including the text DDMMYY in the entered description.

Update Which Payment Types

Up to 14 payment types can be defined (in the Sales Ledger System Profiles). Set the types that are to be updated as part of this entry You can select more than one if required, for example cash and cheques may be analysed separately but posted to the bank together. The defined payment types are listed at the bottom of the screen.

Daily Totals

If set then one nominal transaction is generated for all the payments entered for this update entry per day, if not set then one transaction is generated for this update entry per run.Typically you might set cash and cheque updates for daily totals if you bank daily.

Once all required details have been entered you are returned to the main sales/purchase update screen.

Exclude Forward Transactions in this Update

If running nominal updates for receipts/payments only then you may enable (in the ledger system profiles) to update forward transactions.If you only want forward payments to update but leave forward invoices until the appropriate period then set this option in your non-payments update (see next question).

Exclude Payments

An option above allows you the option to process payments only on an update. This is the reverse of that option and allows you to exclude payments from an update. This is typically used in conjunction with the point-of-sales update above – one update definition for payments only and a second for the other transactions.

Control Accounts

The lower half of this screen shows the various nominal control account codes. When you first create a definition these are picked up from the nominal ledger System Profiles for this company but you may amend these if you wish. If any of these are missing for either of the ledgers, then the update procedure for that ledger will prevent you even from starting.

You should check that the codes specified here are all present for the ledgers from which you plan to update.

Copy Items

The next screen allows you to specify up to ten items which can be copied from the sales and purchase ledger transactions into the nominal ledger transactions as they are written.This only occurs, of course, for transactions which are updated in detail and for which there is a one-to-one correspondence.

Any items you specify here are copied just prior to the transaction being written. You may want, for example, to carry across the actual transaction date to a field recording the original transaction date (not the nominal tx-date!), the transaction description, the sales or purchase account code, the reference number, and maybe other items too.

You can use the <F4–Select> key to look up data item numbers from each file.

Split Amount Updating

There are occasions when certain income or expense values need to be split proportionally across more than one nominal account. For example, a company using profit centres as a management technique may like to split overheads such as rent, rates and power across the profit centres by previously agreed percentages.

You could do this via journal entries in the nominal but this option does this automatically on update from sales or purchase transactions.

Notes

This option is only applicable for type 9 transactions (invoice or credit analysis lines) and not payments or currency difference transactions.

Also, this option is only applicable if updating the nominal accounts in full.

You define the split on the nominal ledger account record and you can analyse the split over 15 separate nominal codes, one of these splits being the account that you are updating to initially. If no split details entered against an account then any values posted from the sales/purchase ledger to that account are updated in full.

Notes

You will need to add extra data items to the nominal accounts file if you use this feature. The first set of items would hold the nominal codes across which the split is to occur; these would be created as X (16) data items. The second set holds the percentage splits to be applied for each defined nominal code. There can be up to 15 data items in each set. We suggest you also add a calculated field summing up these percentages for display on screen – to ensure that any entered values sum 100%.

Once the fields have been added you then need to amend the nominal accounts maintenance screen to allow entry of these values.

The update definition asks here for the data items on the accounts file that hold the split nominal codes and the percentage splits to apply for these codes.

  • Release ID: Standard