Omit Selection of Accounts in Sales/Purchase Ledger Postings

As part of the posting of sales / purchase invoices you can be asked to input the nominal account code. <F4-Select> is available on this input and will list / allow input of any code within the defined income/expenditure ranges. These ranges are set within the Nominal System Profiles.

Unless set to force input you can also enter any code that exists outside this range.

This new feature allows you to set a flag item on the nominal account to omit the nominal account from selection in sales / purchase postings. These flags also apply to invoices and credits created from Invoicer and Sales/Purchase Order Processing.

The flags, separate for sales and purchase, allow you to hide the nominal account from the <F4-Select> search results within invoice/credit entry and will also prevent input of the code directly if known.The code is still available for use in Nominal / Cashbook postings.

 Installation

Database Changes

Changes are required to the Nominal Accounts database to set the omit flags. To add these items, select Installationfrom the main menu followed by Application Manager and then Restructure A Database. Select the Nominal Ledger application and elect to update the Live Files and then select the accounts file.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

File     Item Name        Type       Description

NLA     OMIT-S/L            ?          If ‘Y’ hides the account from sales use.

NLA    OMIT-P/L             ?          If ‘Y’ hides the account from purchase use.

Once the required items have been recorded press the <ESC> key and select the UPDATE button to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’.Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file, you need to manually insert the new items at the same data item positions as on the live file.

Set Database Profiles

You reference the data items to omit posting within the Database Profiles for the application. Select Installationfrom the main menu followed by Application Manager and Set Database Profiles. Choose the Nominal Ledger and the Account Optional parameter screen.

Reference the newly created flag items against the profile settings for ‘Omit S/L’ and ‘Omit-P/L’

Application User Facilities

To set a nominal record as restricted the flag items need to be added to the nominal account maintenance screen.

Installer users can right-click on the options for account maintenance and select to configure option before choosing ‘Maintain Accounts’. Alternatively, select Installation from the main menu followed by Application Manager, Application User Facilities and then the Nominal Ledger application. Select the main maintenance option and then the screen to maintain accounts.

Screen Design is in the usual manner - To insert text labels such as ‘Omit Sales’ use the mouse to position the cursor where required and then type the required text. To insert the data item, position the cursor where required and press the <F4-Select> key and choose the data item required. Set whether items are view-only, mandatory or require uppercase input (recommended for flag items) as required.