Assign Nominal Codes from Stock Location File

This new feature allows you to default the sales and purchase nominal codes from the stock location file. This allows the facility which automatically creates stock codes in other locations when you add a new stock code to apply a nominal code from the stock location rather than the code from the manually added stock code.

This feature also allows the nominal code from the location file to be applied as a ‘mask’ so that when using nominal cost centres only the department code from the stock location is updated on the automatically created stock codes. For example if you have a nominal code format of 999/A where the letter suffix indicates a department you could record just the department code on the stock location file and when you create a new stock item the system would take the first four characters of the nominal code from the manually created stock code and update the fifth character with the appropriate value from the department record.

Two new data items are required on the Stock Location file to allow setting of the location nominal codes. To add this new item select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Stock Control application.Elect to update the Live Filesand then select the Locations File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items:

LOC SALES-N/L X Text item holding the nominal code for the sales nominal analysis code. Create the data item as per the size of the nominal code format or, if just replacing a cost centre, the size of the cost centre portion of the nominal code.

LOC PURCH-N/L X Text item holding the nominal code for the purchase nominal code. As above create the item as per the size of the nominal code format or the cost-centre portion of the nominal as required. If using cost-centres and the cost centre would be the same for both sales and purchase nominal codes you could omit this item.

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.

Once the additional item has 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.

To reference the newly added data items and to set the ‘area’ of the nominal codes to update for location values new parameters have been added to the Stock System Profiles.To update the profiles select Installation from the main menu and lock out the system before selecting the System Profiles option and the Stock Control application. The new parameter settings have been added to screen 2 of the parameters.

Sales Nom: Location Part-Code – select the data item on the stock location file that holds the nominal / cost-centre code for the sales nominal code.

Start – set the start position for the nominal code to be updated. If replacing the full nominal code then set this item as ‘1’ otherwise set for the start position of the department cost centre.

Length – set the length of the nominal code to be updated. If replacing the full nominal code then set this as per the length of the nominal code format other set as per the length of the cost centre portion of the nominal code.

Purchase Nom – the above three items are repeated for the purchase nominal analysis code as required.

You can still set the default sales and purchase nominal codes on this parameter screen. These defaults are used as the base nominal codes when adding manual stock records and then replaced/updated with the nominal code value from the cost centre.

This facility is only available when adding stock records through the main stock maintenance option. It is not supported when adding stock records elsewhere (for example when entering a purchase order).

The Stock Location maintenance screen needs to be updated to allow entry of the sales and purchase nominal codes. To update the screen layout(s) users can sign on as the SYSTEM user-id (or if Premier any user with Installer rights) and right-click on the Location Maintenance menu option, select the Configure Option action before selecting the Location Maintenance. Alternatively users can select the Installation option from the main menu followed by Application Manager and then Application User Facilities. Select the Stock Control application before selecting Maintain Stock and then Location Maintenance.

To insert the new items you’ll first need to add text labels of ‘Sales N/L’ and ‘Purchase N/L’ (or similar), to do this use the mouse to position the cursor where required and then type the required text. To insert the data items 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 as required. Once complete choose File and then Save & Exit.

If setting the full nominal code from the stock locations file you may want to define the nominal accounts file as a lookup database within the location maintenance screen design via the Tools / Lookup facility.

Article ID: 22
Created On: Fri, Jun 8, 2012 at 11:13 AM
Last Updated On: Thu, Jun 22, 2023 at 11:40 PM

Online URL: https://kb.datafile.co.uk/article/assign-nominal-codes-from-stock-location-file-22.html