Ledger Accounting & Multi Currency_42

137
Ledger Accounting

Transcript of Ledger Accounting & Multi Currency_42

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Ledger Accounting

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LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT TRAINING GUIDE SU009 V2.1 1

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Contents Page

Objectives................................................................................................................... 6

Part 1 - SunConcepts .................................................................................................. 7

Session 1 - Putting Ledger Accounting into context ................................................... 8

SunAccount modules ................................................................................................. 8 SunBusiness modules ................................ ................................ ................................ 8

Session 2 - What makes Ledger Accounting different................................................. 9

2.1 - Traditional modular accounting systems ............................................................... 9 2.2 - Ledger Accounting in SunAccount .....................................................................10

Session 3 - Setting up a company/operating entity in SunSystems..........................11

Session 4 - Posting accounting transactions in Ledger Accounting..........................12

4.1 - Period Accounting ............................................................................................12

Session 5 - Budgeting in Ledger Accounting ............................................................12

Session 6 - Analysing data in Ledger Accounting .....................................................13

6.1 - Account analysis ................................ ................................ ..............................13 6.2 - Transaction Analysis ........................................................................................14

Session 7 - Use of Menus in Ledger Accounting .......................................................17

7.1 - Menus in modular accounting systems (Example)...............................................17 7.2 - Ledger Accounting Menus .................................................................................18

Summary – Part 1 : SunConcepts .............................................................................19

Part II - Ledger Accounting.......................................................................................20

Session 1 - Logging onto SunSystems................................ ................................ ......21

Session 2 - Moving around in Ledger Accounting.....................................................22

Session 3 - Setting up a new Company/Operating entity in SunSystems..................24

3.1 - Database Definitions .........................................................................................25 3.2 - File Creation ....................................................................................................26 3.3 - Ledger Definition...............................................................................................28 Summary - Setting up a new Company/Operating entity in SunSystems.......................30

Session 4 - Setting up Accounts................................................................................31

4.1 - Chart of Accounts.............................................................................................32 4.2 - Names & Addresses .........................................................................................33 4.3 - Bank Details ....................................................................................................34 Summary - Setting up Accounts................................................................................35

Session 5 - Analysis................................ ................................ ................................ .. 36

5.1 - Analysis Category Lengths (SunSystems Menu)................................................37 5.2 - Analysis Definitions ................................ ................................ ..........................38 5.3 - Analysis Codes ................................................................................................39 Summary - Analysis................................................................................................. 40

Session 6 - Printing and viewing reports................................ ................................ .. 41

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Session 7 - Audit Trail for Reference Data................................ ................................ .42

7.1 - Audit Trail................................ ................................ ................................ .........42

Session 8 - Posting Transactions to the Ledger & Account Inquiry ............................43

8.1 - Setting up Journal Definitions ................................ ................................ .............44 8.2 - Posting Transactions to the Ledger : Journal Entry...............................................45 8.3 - Tax Details .......................................................................................................46 8.4 - Journal Presets................................ ................................ ................................ .48 8.5 - Account Inquiry ................................ ................................ ................................ .50 Summary - Posting Transactions to the Ledger ...........................................................51

Session 9 – Allocations : (both manual & on-line) ................................ .....................52

9.1 - Account Allocation ............................................................................................53 9.2 - On-line Allocations ............................................................................................54 Summary - Account Allocation & On-line Allocations ...................................................55

Session 10 - Aged Analysis Reporting & Printing Statements....................................56

10.1 - Aged Analysis Layouts ....................................................................................57 10.2 - Aged Analysis Report......................................................................................58 10.3 - Print Statements................................ ................................ .............................59 Summary - Aged Analysis & Printing Statements........................................................60

Session 11 - Payments to Creditors ...........................................................................61

11.1 - Payment Profiles ................................ ................................ .............................62 11.2 - Generate Payments ........................................................................................63 11.3 - Print Remittances ...........................................................................................64 11.4 - Void Payments ...............................................................................................65 Summary - Payments to Creditors ................................ ................................ .............66

Session 12 - Standard Reports...................................................................................67

12.1 - Journal Listing................................ ................................ ................................ .68 12.2 - Account Listing...............................................................................................69 12.3 - Payment Listing..............................................................................................70 12.4 - Trial Balance...................................................................................................71 Summary - Standard Reports ....................................................................................72

Session 13 - Budgets in Ledger Accounting ..............................................................73

13.1 - File Creation - Budget Ledger ...........................................................................74 13.2 - Budget Definition................................ ................................ .............................75 13.3 - Change Budgets ................................ ................................ .............................76 Summary - Budgets in Ledger Accounting..................................................................77

Session 14 - Changing from one Database to another...............................................78

Session 15 - The Balance File ...................................................................................79

15.1 – File Creation : Balance File Update..................................................................80

Session 16 - Archiving Data .......................................................................................81

16.1 - Ledger Definition - Archiving ................................ ................................ .............82 16.2 - File Creation : Ledger Archive File................................ ................................ .....83 16.3 - Period Cleardown ............................................................................................84 Summary - Archiving Data................................ ................................ .........................86

Session 17 - Rough Book Processing................................ ................................ .........87

17.1 - Analysis Category Lengths (SunSystems Menu)...............................................88 17.2 - Analysis Definitions................................ ................................ .........................89 17.3 - Maintain Sequence Number Definitions ................................ .............................90 17.4 - Ledger Definition - Rough Book ................................ ................................ .........91

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17.5 – Day Book Definition........................................................................................92 17.6 - Day Book Listing ............................................................................................93 Summary - Rough Book Processing................................ ................................ ..........94

Session 18 - Tax Reporting.......................................................................................95

18.1 - Tax Listing Layouts.........................................................................................96 18.2 - Print Tax Listing .............................................................................................97 18.3 - Account Tax Listing ........................................................................................98 18.4 - Print Account Tax Listing ................................................................................99 Summary - Tax Reporting ....................................................................................... 100

Session 19 - Multicurrency ...................................................................................... 101

19.1 - Ledger Definition - Multicurrency ................................ ................................ .... 102 19.2 - Conversion Definitions ................................................................................... 103 19.3 - Daily Conversion Tables ................................ ................................ ................ 104 19.4 - Conversion Tables......................................................................................... 105 19.5 - Journal Definition - Multicurrency................................ ................................ .... 106 19.6 - Chart of Accounts - Multicurrency .................................................................. 107 19.7 - Posting Transactions to the Ledger : Journal Entry .......................................... 108 19.8 - Ledger Revaluation................................ ................................ ........................ 109 Summary - Multicurrency................................ ................................ ........................ 110

Exercises / Scenarios.............................................................................................. 111

Exercise 1 - Setting up Accounts ....................................................................... 111 Exercise 2 - Analysis ............................................................................................. 111 Exercise 3 - Audit Trail ........................................................................................... 112 Exercise 4 - Posting Transactions ........................................................................... 112 Exercise 5 - Account Allocation (Part I)................................ ................................ .... 113 Exercise 6 - Account Allocation (Part II)................................................................... 114 Exercise 7 - Account Allocation (Part III) .................................................................. 115 Exercise 9 - Posting Transactions & Allocations ....................................................... 119 Exercise 10 - Aged Analysis Reporting................................ ................................ .... 119 Exercise 11 - Payments to Creditors ....................................................................... 120 Exercise 12 – Rough Book Processing................................ ................................ .... 121 Exercise 13 – Multicurrency (Part I)......................................................................... 123 Exercise 14 – Multicurrency (Part II) ................................ ................................ ........ 123 Exercise 15 – Multicurrency (Part III) ....................................................................... 125

Appendix A............................................................................................................. 126

Appendix B............................................................................................................. 127

Appendix C............................................................................................................. 128

Appendix D............................................................................................................. 129

London Electricity .................................................................................................. 129 British Gas................................ ................................ ................................ ............ 130 British Telecom ...................................................................................................... 131 Able Engineering #11392................................ ................................ ........................ 132 Cluttons Chartered Surveyors .................................................................................. 133 Borough of Kensington and Chelsea ................................ ................................ ........ 134 Able Engineering#12232......................................................................................... 135 Thames Water ....................................................................................................... 136

Based on SunSystems Version 4.2

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Agenda Day 1 Morning

Part I - SunConcepts Part II - Ledger Accounting

1 Logging on to SunSystems

2 Moving around in Ledger Accounting 3 Setting up a new Company / Database

4 Setting up Accounts Exercise 1 - ‘Chart of Accounts’

5 Analysis in Ledger Accounting Exercise 2 - ‘Analysis’

Lunch Afternoon

6 Printing & viewing reports 7 Audit Trail for Reference Data

Exercise 3 - ‘Audit Trail’ 8 Posting Transactions to the Ledger & on-screen enquiries

Exercise 4 - ‘Posting Transactions’ Day 2 Morning

9 Allocations (manual & on-line) Exercises 5,6 & 7 – ‘Allocations (Parts I,II, & III)’

Exercise 8 – ‘On-line Allocations’ Exercise 9 – ‘Posting Transactions & Allocations’

10 Aged Analysis reporting & Printing Statements Exercise 10 - ‘Aged Analysis Reporting’

11 Payments to Creditors Exercise 11 – ‘Payments to Creditors’

Lunch Afternoon

12 Standard Reports 13 Budgets in Ledger Accounting 14 Changing from one database to another

15 The Balance File Day 3 Morning 16 Archiving data 17 Rough Book Processing Exercise 12 – ‘Rough Book Processing’

18 Tax Reporting

Lunch Afternoon (Optional)

19 Multicurrency

Exercises 13,14 & 15 - ‘Multicurrency (Parts I,II & III)’

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Objectives

With no previous knowledge of SunSystems, by the end of this course, delegates will be able to make confident use of Ledger Accounting for day-to-day procedures including: 1. Create new accounts

2. post all types of transactions to the ledger with subsequent account enquiry 3. Match debit and credit entries in accounts 4. Produce Aged Debtor Analysis reports

5. Running procedures for paying suppliers 6. Running standard Reports 7. Archiving data Optionally: 8. Use multi-currency Recommended for: • Financial Controllers & Directors • Account and Finance Managers • All personnel involved with entering account information onto the system • Credit Controllers and Ledger clerks

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Part 1 - SunConcepts

Sessions: 1. Putting Ledger Accounting into context 2. What makes Ledger Accounting Different 3. Setting up a Database in SunAccount 4. Posting of accounting transactions in Ledger Accounting 5. Budgets 6. Analysing data in Ledger Accounting 7. Use of menus

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Session 1 - Putting Ledger Accounting into context SunSystems comprises 2 suites of modules: 1. SunAccount 2. SunBusiness SunAccount modules Ledger Accounting LA Asset Register AR Corporate Allocations CO SunBusiness modules Sales Order Processing SO (Sales Invoice Register is a subset) Purchase Order Processing PO (Purchase Invoice Register is a subset) Inventory Control IC Within SunAccount there is complete integration of the modules. Within SunBusiness each of the modules can operate independently. There is an import routine in order to transfer data from SunBusiness to SunAccount. Ledger Accounting is the core module in which the chart of accounts is created, all accounting entries are made and from which statutory and management reports are produced.

SunSystems

SunAccount SunBusiness

LA AR CO SO PO IC

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Session 2 - What makes Ledger Accounting different 2.1 - Traditional modular accounting systems The traditional arrangement of modules in other accounting systems Key Points: 1. The Nominal Ledger is at the centre. 2. All other modules (i.e. Sales & Purchase Ledgers ) are subsidiary to the Nominal. 3. Users choose the module they wish to work on from the main menu. 4. Users select from a series of submenus the task (e.g. Invoice posting) they want to carry

out. 5. Regular routines are run to update the Nominal Ledger with postings made in the

subsidiary ledgers. 6. Statutory & management reports are produced from the Nominal Ledger. 7. Sales & Purchase Ledgers maintain the individual balances on Debtors & Creditors

accounts respectively - these balances must be reconciled to control accounts in the Nominal.

Nominal Ledger

Balance Sheet accounts

Purchase Ledger Control A/C Sales Ledger Control A/C Cash Book Control A/C Profit & Loss accounts

Purchase Ledger

Cash Book

Sales Ledger

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2.2 - Ledger Accounting in SunAccount

The Ledger

Balance Sheet A/Cs Account Type = B Profit & Loss A/Cs Account Type = P Debtors’ A/Cs Account Type = D Creditors’ A/Cs Account Type = C Clients’ A/Cs Account Type = T Memo A/Cs Account Type = M

Key Points: 1. One ledger combines all of the functions of all of the ledgers in the modular system. 2. There are no subsidiary ledgers in SunSystems. 3. All accounts reside in the ledger - distinguished by type (i.e. C - Creditor , D - Debtor , T -

Trader , B - Balance Sheet, P - Profit & Loss , M - Memo). 4. Group all Balance Sheet a/c’s together and all Profit & Loss accounts together to make

subsequent reporting easier. 5. Control accounts (within Nominal) for Sales & Purchase Ledgers are replaced by all of

the individual Debtor & Creditor accounts themselves - no reconciliation’s! 6. Memo accounts do not form part of the Trial Balance and may be used to hold statistical

data. 7. All postings are made in real time - no batch updates. 8. All information immediately available for enquiry & reporting.

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Session 3 - Setting up a company/operating entity in SunSystems

Company = Database Key Points: 1. Each company or operating entity is set up as one or more Databases. 2. Each database contains all of the information relating to the company. 3. Each database comprises a number of files of information broadly split into:

I. Reference data II. Transactional data

4. Each database contains at least one ledger , known as ‘Ledger A’ which contains only actual postings.

5. Budget information is posted to a separate ledger, usually ‘Ledger B’. 6. 10 separate ledgers are available - Ledgers B to K.

Reference data Transactional data

• Chart of Accounts • All account codes and details • All names & addresses for

customers and suppliers • Suppliers’ bank a/c details • Currency codes & rates • Journal definitions • Analysis categories & codes Data may be created, amended or deleted.

• All journals posted to the ledger • File expands every time a journal

is posted. Once posted, a journal cannot be deleted but some information may be amended.

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Session 4 - Posting accounting transactions in Ledger Accounting • All transactions are posted via the function Journal Entry.. • Invoices, cash receipts, accruals, budgets are all set up as different Journal Types. • Each Journal Type may have different requirements depending upon the transaction being

posted e.g. • which analysis codes are required ? • should VAT be automatically calculated ? • does the journal involve foreign currency amounts ? • should the journal be reversed in the following period?

• These requirements may be met by using the function Journal Definition to set up each different type of journal.

• Transaction lines within a journal may be pre-defined to speed up entry using the function Journal Pre-sets.

4.1 - Period Accounting • You may define up to 999 accounting periods depending upon reporting requirements. • The number of periods may be changed during the year. • You decide which periods are available for posting. • There is no period-end routine - periods may be opened and closed as required. • All journals must balance within a single period.

• you may not post a debit to one period and the corresponding credit to another. • the ledger must be able to produce a Trial Balance in every period.

Session 5 - Budgeting in Ledger Accounting • To post budget information, Ledger A is ‘cloned’ to Ledger B. All accounts which have

been set up in A are automatically available in B. • Actual & budget postings are kept entirely separate. • Revisions to budgeted amounts may be posted to Ledger B or the complete revised budget

may be posted to any other ledger from C to K. • Straightforward to produce a report showing actual against budget with the variance.

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Session 6 - Analysing data in Ledger Accounting • There are two different types of analysis within Ledger Accounting: 1) Account analysis 2) Transaction analysis • The user may define up to 10 different categories within each type. 6.1 - Account analysis • Categories available in Sun: A0 to A9. Example use: You want to analyse your company’s Customers by Geographical Area. Step 1: Decide the maximum number of characters which will be needed to code

each account. (e.g. ‘NORTH’ or ‘SOUTH’ = 5 characters). Step 2: Choose an unused Account Analysis category e.g. ‘A1’ and give it the name

of ‘Geographical Area’. Step 3: Create the range of codes e.g. ‘NORTH’, ‘SOUTH’, ‘EAST’, ‘WEST’ within the

chosen category of ‘A1’. Step 4: Enter the appropriate code for Geographical Area onto each Customer’s

Account. You will now be able to write a report showing (for example) the amount of business your company has done in the ‘NORTH’ this year Account Analysis Category ‘A1’

Analysis Codes set up within Category ‘A1’ Key Point: • All transactions which have been posted to an Account analysed to an area may be

reported by that area. This means that adding an Account Analysis code to an Account has a retrospective effect.

Geographical Area

SOUTH EAST NORTH WEST

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All of the transactions are posted to the same account (603030). Each one has a department code attached

6.2 - Transaction Analysis • Available categories in Sun: T0 to T9 Abbreviated example Chart of Accounts: Account Account names Codes 100000 Fixed Assets 101000 Cost 101010 Vehicles, etc. 102000 Accumulated depreciation 102010 Vehicles, etc. 200000 Current Assets 201000 Debtors 202000 Bank Balance Sheet Accounts 203000 Stock 300000 Current Liabilities 301000 Creditors 302000 VAT 400000 Financed by 401000 Share Capital 402000 Retained Earnings 500000 Income 501000 Sales 502000 Other Income Profit & Loss 600000 Expenditure Accounts 601000 Cost of Sales 602000 Direct Expenses Inv. No. Amount Dept 603000 Indirect Expenses 603010 Advertising 603020 Wages & Salaries 54324 £1200.00 03 603030 Stationery, etc. 17962 £850.00 04 28634 £1356.00 02

123454 £1000.00 02

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Example Use: In the above example chart of accounts, the company may wish to report expenditure on Advertising, Wages & Salaries and Stationery by department. There are 2 options: 1) Create more account codes - one for each department for each type of expenditure 2) Use Transaction analysis codes to attach department codes to each posting in each expenditure account. Using Transaction analysis codes is more flexible because: • Each transaction may be analysed in up to 10 different ways using analysis categories. • To duplicate this using account codes would mean a very large chart of accounts with

long account codes.

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02 Marketing

03 Admin

04 Accounts

05 IT

06 Services

07 Production

To attach a Department code to each Transaction Step 1: Decide the maximum number of characters which will be needed to code

each department. (e.g. ‘01’ for Sales Dept. = 2 characters) Step 2: Choose an unused Transaction Analysis category e.g. ‘T1’ and give it the

name of ‘Department’ Step 3: Create the range of codes e.g. ‘01’, ‘02’, ‘03’, ‘04’ within the chosen category

of ‘T1’ Step 4: Enter the appropriate code for Department onto each transaction where

required, for example on Purchase Invoices. Analysis Category ‘T1’ Code Analysis Codes set-up within Category ‘T1’ You will now be able to write a report to show the value of expenses for say the ‘Sales Dept’ for the year to date. Key Point: • All transactions posted to the ledger with a department code attached may be grouped

together across all accounts and reported. Examples: • Report on the value of expenditure on Stationery for the Marketing department. This report

would scan all the entries in account 603030 (in the above example) and extract all those with a department code of ‘02’.

• Produce a Profit & Loss statement for the company but split by Department. This report would scan all Profit & Loss accounts and group all those transactions with the same department code, printing a complete Profit & Loss statement for each one.

01 Sales

Department

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Session 7 - Use of Menus in Ledger Accounting 7.1 - Menus in modular accounting systems (Example) Typical hierarchical Menu structure in a modular accounting system Key Points: 1. Users normally select the module they wish to use from a main menu. 2. From the module’s main menu, users select a submenu. 3. Users select the specific task they wish to carry out from the submenu. 4. Menus are hierarchical so users must exit from each submenu to return to the menu at

the level above.

Main Menu

1. Sales Ledger 2. Purchase Ledger 3. Nominal Ledger 4. Cash Book

Sales Ledger

1. Batch Entry 2. Account Enquiry 3. Reporting 4. Return to Main

Menu

Purchase Ledger

1. Batch Entry 2. Account Enquiry 3. Reporting 4. Return to Main

Menu

Cash Book

1. Batch Entry 2. Account

Enquiry 3. Reporting 4. Return to Main

Menu

Nominal Ledger

1. Batch Entry 2. Account Enquiry 3. Reporting 4. Return to Main

Menu

Batch Entry

1. Invoice posting 2. Credit note posting 3. Cash receipt posting 4. Adjustment posting 5. Return to Main Menu

Reporting

1. Age analysis 2. Statements 3. Day Books 4. Reminder letters 5. Return to Main Menu

Account Enquiry

1. Account record 2. View details 3. Print details 4. Return to Main Menu

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7.2 - Ledger Accounting Menus

Key Points: 1. Only 2 levels in menu hierarchy - users select the system (e.g. Ledger Accounting) from

the SunSystems menu. 2. Ledger Accounting menu is a flat structure comprising Main and Set-up menus. 3. All individual functions are available from the Ledger Accounting menu. 4. 2 styles of menu - ‘Classic’ where every function is displayed on screen (as above) or

‘Action’ where functions are selected from pull-down menus. 5. Users may select any function in Ledger Accounting by entering its 2-character code or

by selecting it from the appropriate pull-down menu. 6. Any other function may be selected without returning to the main menu.

SunSystems Main Menu

Ledger Accounting Main Menu

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Summary – Part 1 : SunConcepts Session 1 - Ledger Accounting in context: • Ledger Accounting is the core module where all accounts are created and all accounting

transactions are made. Session 2 - What’s different about Ledger Accounting: • Operates as a single ledger. • Each Account Code is given an ‘Account Type’. • There are no subsidiary ledgers. Session 3 - Setting up a company in SunSystems: • The database represents the company. Split into Reference data and Transactional data. • Actual postings are held in ‘Ledger A’ - budgets are held separately. Session 4 - Posting accounting transactions in Ledger Accounting: • All manual transactions are posted via Journal Entry, distinguished by Journal Type. • Transaction lines may be pre-defined to speed up entry. • All journals must balance within each period. Session 5 - Budgeting • Ledgers B to K may be used to hold budget transactions. Session 6 - Analysis • Account analysis - Categories available A0 to A9. • Transaction analysis - Categories available T0 to T9. • Users provide names for the required categories using ‘Analysis Definitions’. • Codes for use with each category are created using ‘Analysis Codes’. • Account Analysis Codes are attached to individual Account Codes and therefore all

transactions within each account may be referenced by these codes. • Transaction Analysis Codes are attached to individual transactions and may be used to

separate out (for example), expenses relating to a specific department within each Account Code.

Session 7 - Use of Menus • Modular accounting systems tend to use hierarchical menu structures. • SunSystems uses only 2 levels in its menu structure. • Within each level all functions may be accessed directly from any other function.

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Part II - Ledger Accounting Sessions 1. Logging onto Sun 2. Moving around in Ledger Accounting 3. Setting up a new Company / Operating entity in SunSystems 4. Setting up Accounts 5. Analysing Data 6. Printing & Viewing Reports 7. Audit Trail 8. Posting Transactions to the Ledger & Account Inquiry 9. Allocations 10. Aged Analysis Reporting & Printing Statements 11. Payments to Cerditors 12. Standard Reports 13. Budgets in Ledger Accounting 14. Changing from one Database to another 15. The Balance File 16. Archiving Data 17. Rough Book Processing 18. Tax Reporting 19. Multicurrency

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Session 1 - Logging onto SunSystems

After logging on you will be presented with the SunSystems menu.

You will need to quote your Serial Number when telephoning our Support Dept.

• Log on using Operator ID ‘DEM’.

• No Password

required

Throughout Sun:

= accept and

= cancel

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Session 2 - Moving around in Ledger Accounting Accept/ F1 F2 F3 OK Cancel Help Lookup Duplicate Scroll buttons

Either: Click on the appropriate button Or: Press the equivalent F-key F4 F6 F7 F8 F9 Freeformat Shorthand Duplicate Calculator Context Macro to end In addition to the above:

• Wherever you see attached to a box on screen, you may click on it or press the F5 key to activate it. A query window will be displayed. This enables you to search for any record that has already been set up on the system.

• The buttons to the right of ‘Scroll’ have been set up using a function called Operator Buttons. These may be defined by the user and act as a short cut to carrying out certain functions including running macros. Use the mouse to click on a button to activate it. The button to the left called ‘Scroll’ shifts the buttons to the left enabling more buttons to be created than can be displayed on the screen at once.

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Other navigation tips: • Screens for reference data such as Chart of Accounts, Names & Addresses, Bank

Details, Analysis Definitions have the following options: • Create • Amend • Delete • Examine • Next • Report • Transfer • Exit

• You may move the cursor to any box by using the mouse to click on it. However, this can

only be done when you are amending information and the box is ‘active’ . When a box is active, the background becomes clear. All boxes are ‘inactive’ when examining a record.

• Press TAB to move forward through the active boxes or shift-TAB to move back. To move back to the previous inactive box press & hold the Alt key then press ‘B’.

You can see these options by clicking on ‘Action’ on the top line of the screen

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Session 3 - Setting up a new Company/Operating entity in SunSystems In this session, we will be creating a database called ‘NEW’ from scratch and setting up some reference data for it. The following functions will be covered in this session: • Create a code and a name for the new database • Define data file locations • Set up format for dates and numbers 3.1 Database Definitions Create empty data files for the new database 3.2 File Creation Set up the ‘rules’ for operating the ledger 3.3 Ledger Definition

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3.1 - Database Definitions SS=SunSystems - Maintenance - Setup Menu - DB=Database Definitions • Set up a new Database Code or amend an existing one

Key Points: 1. 3-character database code must be unique. 2. Decimal places: may be 0,1,2 or 3. Do not change after posting any transactions.

• Enter ‘NEW’ • Enter

company name

• Leave blank for defaults

• Enter ‘B’ for European date format

• Enter ‘B’ for Ledger B to be primary budget ledger

• Enter info. As shown

Enter ‘C’ to create new database code

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3.2 - File Creation SS=SunSystems - Maintenance - Setup Menu - FC=File Creation This function is used to create the files where SunSystems will store the data for each company/database. The database code must already have been set up in Database Definitions. Please note: File Create can delete all existing data within a database. Use it with care!

Key Points: 1. Journal Hold File must be created for a new database. 2. Ledger Balance File - holds balances per account per accounting period per combination

of analysis codes. Speeds up Trial Balance and user written reports. 3. Archive file - stores transactions which have been cleared from the ledger. 4. Budget file - specify the letter of the budget file to be created i.e. B to K.

• Enter ‘NEW’. All selected files for this database will be created

• Enter ‘Y’es or leave blank for ‘No’as indicated

This file contains the ‘static’ data (see page 7 ). Clear this file only when setting up the database

All journals reside in this file. Can be used to clear existing transactions leaving ‘static’ data intact

Required only for SunBusiness

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Accessing Ledger Accounting • Select LA=Ledger Accounting and you will be prompted for the Database code:

Enter ‘NEW’. We will be working with this database initially

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3.3 - Ledger Definition LA=Ledger Accounting - Maintenance - Setup Menu - LD=Ledger Definition • To enter Ledger Accounting you must select the database to work on. • On this screen, you set the rules under which the database operates. For a new

database, this screen will be blank. Some information must be completed before the database can be used. See below.

• Set up Current Period and range of Open Periods. • Enter the maximum number of periods in the year. • Set up the range of dates which may be used for transactions being posted to the ledger. Complete the information as shown below:

Select Ledger Definition ‘LD’ and ‘A’mend

Set this to ‘Y’ if every journal is to be printed immediately after it has been posted

The ‘Base’ currency code for the ledger

Ensures that the Operator ID of the person who posted the journal is attached to each transaction

The following window appears after you press return on the last box on the first screen

Enables electronic payments to be made to suppliers if Bank Details records have been set up

Ensures that transactions are transferred to a separate archive file during ‘Period / Year Cleardown’

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Only a small number of boxes have been covered here, the rest will be introduced as the relevant topics arise

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Summary - Setting up a new Company/Operating entity in SunSystems Database Definition - DB • Create a code and a name for the new database. • Define data file locations. • Set up format for dates and numbers. File Creation - FC • Create empty data files for the new database. Ledger Definition - LD • Set up the ‘rules’ for operating the ledger.

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Session 4 - Setting up Accounts The following functions will be covered in this session: • Create the Account Code and Name and define the type of account (e.g. Profit & Loss or

Balance Sheet etc.) 4.1- Chart of Accounts • Enter the Name & Address record for each Debtor, Creditor & Client account. 4.2 - Names and Addresses • Set up the details for any Creditors or Clients whom you will be paying electronically. 4.3 - Bank Details

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4.1 - Chart of Accounts LA=Ledger Accounting - Maintenance - CA=Chart of Accounts • All accounts ( balance sheet, profit & loss, creditors, debtors, clients and memo) are

created using this function

• Account types:

‘B’alance Sheet (asset and liability accounts). ‘P’rofit & Loss (income and expense accounts). ‘D’ebtor (Customer accounts). ‘C’reditor (Supplier accounts). ‘T’rader / Client accounts (Companies who are both Customers & Suppliers). ‘M’emo (accounts for recording non-financial or statistical information such as departmental headcounts).

• All accounts must be either ‘B’alance Fwd or ‘O’pen item. This affects how transactions within each account are handled during Period/ Year Cleardown.

Up to 10 chars alphanumeric

Transaction analysis categories (T0 to T9). Flag ‘Y’ to show required when posting to this account

Code used for accessing the Name & Address record attached to this account

Used when selecting suppliers in Generate Payments

• Click on Action to display all available options on this screen and select Create

• Complete information on this screen as shown

This section is used only for ‘D’ebtor , ‘C’reditor and ‘T’rader/ Client account types

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Now we will set up the Name & Address record for this account 4.2 - Names & Addresses LA=Ledger Accounting - Maintenance - NA=Names & Addresses • Used for Debtor , Creditor and Trader accounts. • Information printed on Statements and Remittance advices. • Special Address Code of 0000000000 (10 zeros) is used for your company’s details.

This is also printed on documents.

We will go to Bank Details (BK) to complete information for this account

This code must be the same as the one entered in the Address Code box on the Chart of Accounts screen

Create the Name & Address record for the new account

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4.3 - Bank Details LA=Ledger Accounting - Maintenance - BK=Bank Details

Key Point: • A Bank Details record must exist for every supplier to be paid electronically. Please turn to Exercise 1 - Setting up Accounts

This must be the same as the Account Code on the Chart of Accounts record

Use this to limit the amount of any one payment to the supplier

Create the bank details for the account

This may be used to hold the code for the bank’s Name & Address record

You may set up multiple Bank Details records for one Account Code. This uniquely identifies each bank record

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Summary - Setting up Accounts Chart of Accounts - CA • All accounts are created using this function. • Each Account Code must be assigned an Account Type - ‘D’, ‘C’, ‘T’, ‘B’, ‘P’, ‘M’. Names & Addresses - NA • Name & Address records may be created for Debtor, Creditor & Trader/Client accounts. Bank Details - BK • Create Bank Detail records for those suppliers who will be paid electronically.

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Session 5 - Analysis The following functions will be covered in this session: • Set up the number of characters required for each analysis category to be used.

5.1 Analysis Category Lengths • Define the name for each analysis category to be used. 5.2 Analysis Definitions • Create the codes required within each category. 5.3 Analysis Codes

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5.1 - Analysis Category Lengths (SunSystems Menu) SS=SunSystems - Maintenance - Setup Menu - NL=Analysis Category Lengths • Before you can use any analysis in SunSystems, you must decide which categories are

required and what the maximum length of the codes within the categories will be.

Key Points: 1. You must assign a length of at least 1 character to each analysis category which you

intend to use. 2. Maximum number of characters in any one category is 15. 3. Maximum number of characters across all ‘A’ categories is 50, the same applies to ‘T’

categories.

Select ‘C’reate and enter the length of the A1 category for the ‘NEW’ database as shown

Maximum length of code within category A1

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5.2 - Analysis Definitions LA=Ledger Accounting - Maintenance - Setup Menu -ND=Analysis Definitions • This function is used to attach user-defined names to Account Analysis and Transaction

Analysis Categories. • Categories available in Ledger Accounting are: • A0 to A9 • T0 to T9 • You must assign a length of at least 1 character (maximum 15 characters) (in Maintain

Analysis Category Lengths (NL)) to each category before you set them up in Analysis Definitions.

Key Points: 1. If ‘Non Validated Codes’ is left blank on a ‘T’ransaction analysis category, all codes

entered must already have been set up. Set to ‘Y’es to allow any code up to the maximum number of characters to be entered when posting transactions.

2. Set ‘Amend Codes’ to ‘Y’es to allow them to be amended after posting (using the function ‘Account Allocation’).

We will go to Analysis Codes (NC) to create valid codes within the available category

Available analysis categories are: • A0 to A9 • T0 to T9

User name given to selected category

Heading used on reports

Select ‘ND’ and create the definition for category ‘A1’

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5.3 - Analysis Codes LA=Ledger Accounting - Maintenance - NC=Analysis Codes • Use this function to set up codes for each category which has been set up in Analysis

Definitions (ND).

Key Point: • If the box ‘Non-Validated Codes’ is blank for the category (in Analysis Definitions), then

the codes must be set up here before they may be used. This applies only to Transaction Analysis codes (T0 - T9).

Now create the analysis code ‘SOUTH’ under the category A1 – Area . Carry out exercise 2 - ‘Analysis’

Analysis Category under which codes will be set up

Analysis code - width of box depends on no. of chars. allocated in Analysis Category Lengths

Name given to the code

This box may be used to prevent further use of a code when entering transactions

Select ‘NC’ and create the analysis code ‘NORTH’ within the category ‘A1’

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Summary - Analysis Analysis Category Lengths - NL (SunSystems Menu) • Assign character lengths to each analysis category. Analysis Definitions - ND • Attach names to analysis categories which have already been assigned a character

length. • Should analysis codes be validated on input? Analysis Codes - NC • Create codes for each analysis category.

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Session 6 - Printing and viewing reports There are 2 options when printing in Ledger Accounting: 1. ‘P’rint report - this will print directly to the attached printer (whether network or stand-

alone). 2. ‘S’tore on disk - this option will save the report as a disk file but does not print it.

• The Report Name is displayed at the bottom of the screen. • You may display the report on screen using the function ‘VR’ - View stored

Report. • You can print the report once it is displayed on screen.

Select ‘VR’ and the following screen will appear:

There are 3 ways of entering the report name: • Press ‘F3’ and the most recently stored report will be displayed. • Press ‘F5’ and choose a report from the list of all stored reports on the disk directory. • Enter the report name in full.

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Session 7 - Audit Trail for Reference Data Monitor changes to selected items of Reference Data – AC 7.1 - Audit Trail LA=Ledger Accounting - Maintenance - Setup Menu -AC=Audit Control SS=SunSystems - Maintenance - AC=Audit Control • Used to monitor changes to Reference data such as creating, amending or deleting

Account codes in the Chart of Accounts.

Key Points: 1. There is an Audit Trail screen for each module including SunSystems. 2. Files generated by Audit Trail information can become very large so should be reviewed

and cleared regularly. 3. If all options are ‘switched on’ , performance can be degraded, so choose reference items

carefully. Carry out Exercise 3 - ‘Audit Trail’

Select ‘AC’ and ensure that the Audit Trail for CA, NA and BK is set to ‘Y’ es

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Session 8 - Posting Transactions to the Ledger & Account Inquiry The following functions will be covered in this session: • Define types of journal to be posted - e.g. Purchase Invoices, Cash Receipts.

8.1 - Journal Definitions • Use the journal types to enter transactions and post them to the ledger.

8.2 - Journal Entry • Set up input & output tax rates.

8.3 - Tax Details • Define ‘Presets’ and attach them to the journal definitions to reduce keyboard entry.

8.4 - Journal Presets • Automate tax calculation during journal entry. Journal Definitions • View transactions within an account.

8.5 - Account Inquiry

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8.1 - Setting up Journal Definitions LA=Ledger Accounting - Entry - Setup Menu - JD=Journal Definitions • Every transaction is posted to the Ledger as a journal • Each journal must have a Journal Type created within Journal Definitions

Key Points: 1. Journal types are another form of analysis within Ledger Accounting. They may be used

to group together similar types of transactions for reporting purposes. 2. Journal Presets may be attached to definitions to automate some of the entries.

Select ‘JD’ and create a Journal Type of PI

Analysis Codes for these Categories will be required when entering a Journal using this definition

Enter here the ‘T’ categories which you set up in the analysis exercise for ‘Dept’ and ‘Tax’

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8.2 - Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting - Entry - JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’. Select JE (Journal Entry), then ‘S’tart. The Journal Type is ‘PI’.

Key Points: 1. The above information must be completed for each line of the journal. 2. You may not post any journal until ‘Out of Balance by’ = 0. 3. Each journal must balance within a period - you may not post debit and credit entries

within a journal to different periods. 4. Posting to a Memo account does not affect the totals for Journal Debits or Credits or the

‘Out of Balance’ amount. Now create the second line of this journal as a debit for the tax amount to the Input Tax account and the third line as the total amount to London Electricity’s account. Post these transactions to the ledger.

Complete the boxes on this screen as shown

Line number for this reference

Must be within Open Periods as specified in Ledger Definition

Analysis categories as specified in Journal Definition

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Automatic Tax Calculation Amend the Ledger Definition to enter the Tax Analysis category as ‘T1’ (or enter the category you set up in the Analysis exercise if different). Now we will go to set up the Tax Details for the codes within the T1 category. 8.3 - Tax Details LA=Ledger Accounting - Maintenance - Setup Menu - TD=Tax Details • Links codes set up within the Tax Analysis category to percentage tax rates and Input /

Output tax accounts.

Key Point: • Tax details must be set up for every code to be used in automatic tax calculations.

Select ‘TD’ and create Tax Details for ‘S’tandard Rate Tax

Used when splitting the Input Tax across two accounts

For Withholding tax / Royalties

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Amend the Journal Definition for PI, enter ‘Y’ in the Automatic Tax Calculation box and press Return. The following window is displayed: Complete the information as shown

• Go to journal entry and enter the purchase invoice from Business Gas. Notice what happens after entering the net amount for the Gas expense account. A subsidiary line is generated calculating the input tax on the net amount. This line may be amended if required. NB. Ensure that the tax is calculated from the 1st line of the journal otherwise you may find that the journal doesn’t balance when the tax is calculated and you will have to amend one of the lines.

The input tax will be calculated on the net amount posted to the profit & loss account

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8.4 - Journal Presets LA=Ledger Accounting - Entry - Setup Menu - JP=Journal Presets • Can reduce amount of keying during Journal Entry. • Data can be preset to reduce input errors. • Budgets can be spread evenly across the periods in the year by presetting separate lines

in separate periods.

Analysis Codes Overlay:

Key Points: 1. The Base Line number is the line which holds the data which is used as the basis for the

current line. In this field, do not enter a line number greater than the current line. 2. Boxes relating to fixed assets and multicurrency may be preset only if flagged on the

Journal Definition.

Select ‘JP and create the first line of the Journal Preset for PI

Appears as a prompt when entering a journal

The account code entered on this line of the journal must be a profit & loss type

The amount is preset to a debit All of this

information may be preset if required

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We are going to create the 2nd line of this preset code for the total amount on a purchase invoice. The creditor’s account code will be entered during Journal Entry.

Analysis Codes Overlay:

Amend the Journal Definition for PI and add the Preset Code to it. N.B. You will be entering the rest of the purchase invoices using these presets in exercise 4 after the session on Account Inquiry. Note: In Journal Entry, as soon as you change the Transaction Reference, the preset line number will revert to 1. This enables you to post many purchase invoices in one journal still using only 2 preset lines. Now let us look at the transactions which we have posted to the ledger so far.

The line number on which the presets on the current line are based

The prompt for the 2nd line of the preset

Select ‘C’reate using the same preset code , this time for line 2

The Accounting Period & Date relative to line 1 (i.e. they will be the same.

The name of the account entered on line 1 will be repeated in the description field of line 2.

The amount by which the transaction is out of balance, will automatically be entered here.

The analysis codes entered on line 1 will be repeated on line 2.

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8.5 - Account Inquiry LA=Ledger Accounting - Inquiry - AQ=Account Inquiry • Used to view the transactions within an account.

• Now select ‘E’xtract from the Action menu to display the transactions on this account.

• Click on ‘Action’ and select ‘Overlay’. • Select in turn the Overlay options to see what information may be displayed with each

one, for example details of the journal and then analysis codes attached to this transaction.

Turn to exercise 4 - ‘Posting Transactions’

Select ‘AQ’ for the London Electricity account

All of these options may be used to restrict the transactions that will be displayed

You may overlay different boxes of information relating to each transaction on the right hand side of the screen

You must amend this to ‘Y’ to see transactions which have been allocated

You can see archived transactions by entering ‘Y’ here. You must then specify which range of periods you wish to view

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Summary - Posting Transactions to the Ledger Journal Definition - JD • Create a journal type for each kind of transaction to be posted to the ledger. Journal Entry - JE • Post all manual transactions using this function. • All journals must balance by period. Tax Details - TD • Percentage tax rates may be linked to specific codes within the Transaction Analysis

Category set up as the Tax Analysis Category on the Ledger Definition. Journal Presets - JP • Preset information on transaction lines to reduce keying and input errors • Use to spread budgets evenly across the periods. Account Inquiry - AQ • View selected transactions within an account.

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Session 9 – Allocations : (both manual & on-line) The following functions will be covered in this session: • Manually allocate debit and credit entries and write-off differences. • Amend analysis codes, descriptions and due dates.

9.1 - Account Allocation • Enable the allocation of payments or receipts to invoices during journal entry.

9.2 - Journal Definition

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9.1 - Account Allocation LA=Ledger Accounting - Entry - AA=Account Allocation • Manually allocate credit and debit entries. • Amend analysis codes, descriptions and due dates. • Write-off differences between debit and credit entries and allocate them. We will amend the department code for the journal most recently posted to the Electricity account. Turn to Exercise 5 – ‘Allocations (Part I)’ You will see that the invoice from London Electricity is marked ‘paid’ with a cheque number and a date. We will process this payment manually and use Account Allocation to match the payment and the original invoice in the London Electricity account. Turn to Exercise 6 – ‘Account Allocation (Part II)’ Key Point: • You must specify ‘Y’es to ‘Include Allocated’ in Account Inquiry and Account Allocation,

to display allocated transactions. The default is to show only unallocated transactions. Account Allocation may also be used to allocate items even when the debit and credit entries do not balance. There is an option called ‘Generate’ which enables you to write off differences. Turn to Exercise 7 – ‘Account Allocation (Part III)’

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9.2 - On-line Allocations • Many of the facilities available within Account Allocation are also available on-line in

Journal Entry. • Cash paid / received may be matched to Invoices - discounts may be taken up to preset

limits. • On-line allocation may be enabled via Journal Definition and Journal Presets. Turn to Exercises 8 & 9 – ‘On-line Allocations’ & ‘Posting Transactions & Allocations’

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Summary - Account Allocation & On-line Allocations Account Allocation - AA • Allocate debit & credit entries with the ability to write-off differences. • Amend analysis codes, descriptions and due dates. On-line Allocations • Enable on-line allocation via Journal Definitions or Journal Presets. • Allocate debit & credit entries and accept discounts while entering transactions.

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Session 10 - Aged Analysis Reporting & Printing Statements The following functions will be covered in this session: • Set up the parameters for each type of aged analysis report.

10.1 - Aged Analysis Layouts • Run the report.

10.2 - Aged Analysis • Print a statement of account (for a single or range of accounts).

10.3 - Print Statements

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10.1 - Aged Analysis Layouts LA=Ledger Accounting - Reports - Setup Menu -GL=Aged Analysis Layouts • Aged Debtors and Creditors lists are set up using this function • You may define many types of Aged Analysis reports for different purposes

Key Point: • Ageing a report by Due Date can give an indication of potential cash flow.

Select ‘GL’ and create the following Aged Analysis Layout

Only Creditor accounts will be selected for this report

This specifies that the report will be printed in account code order

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10.2 - Aged Analysis Report LA=Ledger Accounting - Reports - GA=Aged Analysis • Runs aged analysis reports for layouts set up using the function ‘GL’.

Select ‘S’tore to disk and view the report on screen. Turn to Exercise 10 – ‘Aged Analysis Reporting’.

Select ‘GA’ and enter the layout code ‘CRED’ created earlier

You may restrict the range of accounts selected for this report because ‘AC’ was set up as a ‘Level Code’ on the layout screen

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10.3 - Print Statements LA=Ledger Accounting - Procedures - PS=Print Statements • Prints the contents of accounts in a standard or user-definable format. • You may exclude allocated items. Select ‘PS’ - Print Statements

Select ‘Store on disk’ and then ‘VR’ to view the report on screen.

Complete the information as shown:

Only unallocated items will be included on the statements

This is a standard layout for statements (Debtor or Creditor) which may be customised if required

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Summary - Aged Analysis & Printing Statements Aged Analysis Layouts - GL • Define the style of aged analysis report required - set up the parameters. Aged Analysis Reports - GA • Run any of the reports setup in Aged Analysis Layouts - GL (above). Print Statements - PS • Print statements for a selected range of accounts using pre-defined layouts.

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Session 11 - Payments to Creditors The following functions will be covered in this session: • Maintain a set of profiles which may be used to streamline the selection of accounts and

transactions for payment runs. 11.1 - Payment Profiles - PP

• Pay outstanding transactions based on the criteria setup under Payment Profiles (PP)

above and the Base Date for Payment. 11.2 - Generate Payments - GP

• Print a remittance advice for each supplier paid under Generate Payments (GP) above,

showing which transactions have been included. 11.3 - Print Remittances - PR

• Cancel any individual payment to a supplier originally created by the Generate Payments

function. 11.4 - Void Payments - VP

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11.1 - Payment Profiles LA=Ledger Accounting - Procedures - Setup Menu -PP=Payment Profiles • Used to streamline the selection of transactions to be paid to suppliers. • Profiles may be created to cater for payments in various currencies, to different ranges of

account codes, and separate payment methods.

We will select the transactions due for payment with this payment profile using the Generate Payments procedure.

Select ‘PP’ and create the following payment profile

Transactions will be selected for payment based upon their due date

Only accounts with a payment method of ‘C’heque will be selected

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11.2 - Generate Payments LA=Ledger Accounting - Procedures - GP=Generate Payments • Routine for selecting transactions for payment for a given payment profile.

Store and view the report on screen. Run Generate Payments again, but this time post the transactions.

Select ‘GP’ - Generate Payments using the payment profile ‘STND’

This run will only produce a report of selected transactions

This is the date which will be compared with the due date of transactions to determine whether they will be selected for payment

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11.3 - Print Remittances LA=Ledger Accounting - Procedures - PR=Print Remittances • Prints remittance advices for the most recent payment run of the specified payment

profile. • You may choose from a number of standard layouts. • Layouts may also be user defined. The Print Remittances screen will automatically appear after running Generate Payments. It may also be called individually when reprints are required by selecting ‘PR’.

Store the remittances to disk and view them on screen. Key Point: • If you wish to keep a copy of the remittance advices for you own records you can run

Print Remittances again with ‘Y’ in the Reprint box. You should specify a Format Code which does not prompt for Document Numbers otherwise the transaction reference numbers attached to the payments may be changed.

Enter the payment profile code used for Generate Payments - ‘STND’

This date will be printed on the remittance advices

This code specifies the layout to be used when printing the remittances

This will be used as the next cheque number and will become the transaction reference no. When posted to the ledger

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11.4 - Void Payments LA=Ledger Accounting - Procedures - VP=Void Payments • Cancel individual payments previously created by the Generate Payments routine We will cancel the cheque previously raised for Business Gas.

Key Point: • There must be a numerical transaction reference to be able to cancel the payment. Select ‘S’tore on Disk to cancel the cheque. Select Account Inquiry to view the Business Gas account to see how the routine has cancelled the cheque. Turn to Exercise 11 – ‘Payments to Creditors’

The payment will be cancelled from this bank account

Transaction reference / Cheque no. This must match exactly with the cheque no. allocated previously by Generate Payments

Select ‘VP’ - Void Payments and complete the screen as shown

Enter ‘N’ here to stop transactions previously allocated from becoming ‘W’itheld

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Summary - Payments to Creditors Payment Profiles - PP • Create profiles for selection of accounts and transactions for payment. Generate Payments - GP • Carry out the selection of transactions for payment and optionally post the payments as a

system generated journal. Print Remittances - PR • Print remittance advices (and cheques if required) for the accounts included in the

payment run. Void Payments - VP • Cancel any individual payment originally made using Generate Payments.

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Session 12 - Standard Reports Ledger Accounting provides a number of ‘standard’ reports for printing the audit trail of transactions and the Trial Balance. The reports are as follows: Journal Listing Transactions are printed in journal number order. Account Listing Transactions are printed in period number order within each account

selected. Payment Listing Designed to print transactions created by Generate Payments (but

may be used to print any type of journal). The layouts of all of the above may be amended using the function Report Definition. Trial Balance The Trial Balance may be produced for any period or range of

periods. Reporting Reference Data Each screen for reference data, e.g. Chart of Accounts, Analysis Codes, Journal Definitions has a ‘R’eport option for printing details of that type of data.

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12.1 - Journal Listing LA=Ledger Accounting - Reports - JL=Journal Listing • Any journal or range of journals may be printed or re-printed at any time. We will choose some of the journals which you entered earlier.

Store to disk and view on screen. The report uses the standard layout (AJL1) which is provided with Ledger Accounting. Key Point: • You must print all journals before running Period Cleardown otherwise some data may be

unavailable for the report.

Select ‘JL’ using the format code ‘AJL1’ as below: This the layout code which may be amended if required

Enter a range of journal numbers which have already been posted to the ledger (e.g. 1 to 3)

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12.2 - Account Listing LA=Ledger Accounting - Reports - AL=Account Listi ng • Any account or range of accounts may be printed or re-printed at any time.

Store on Disk and view on screen. This report uses the standard layout (AAL1) which provided with Ledger Accounting. Key Point: • This is the only report which can access the Ledger Archive file. • An opening balance is shown prior to the range of periods selected (not applicable if all

periods are chosen as above).

Select ‘AL’ using the format code ‘AAL1’ as below

Select the London Electricity account code ‘301001’ for all accounting periods

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12.3 - Payment Listing LA=Ledger Accounting - Reports - PL=Payment Listing • Designed to print transactions created by Generate Payments. • Report is printed in account code order. • May be used to print any type of journal.

Key Point: • Prints transactions created by Generate Payments by default, but may be used to print

any journal type in account code order. Store to disk and view the report on screen.

Select the same range of account codes used for Generate Payments

You may sort by transaction reference or allocation number

The defaults may be changed to any journal type or journal source

You should include allocated if printing transactions from Generate Payments

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12.4 - Trial Balance LA=Ledger Accounting - Reports - TB=Trial Balance • The Trial Balance may be produced for any period because all journals must balance by

period.

Run a Trial Balance for period 10/97, store to disk and view on screen. Key Point: • The report is divided into columns, Opening Balance, Period Debits, Period Credits,

Period Balance, Closing Balance. If you specify a range of periods when running the TB, the period sections in the report represent the total figures for that range.

If you select ‘Y’ the Trial Balance will show only one total figure for each type, Debtor, Creditor, Client

Select Trial Balance - ‘TB’

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Summary - Standard Reports Journal Listing - JL • Print one or more journals - select by:

• Type • Source • Number • Entry Period/Date

Account Listing - AL • Print the transactions from one or more Account Codes - select by:

• Account Code • Accounting Period

Payment Listing - PL • Print transactions created by Generate Payments.

• Account code order • May print any type of journal

Trial Balance - TB • Print Trial Balance for any period by:

• Accounting Period • Entry Date

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Session 13 - Budgets in Ledger Accounting The following functions will be covered in this session: • Create a file for transactions for each budget ledger (Ledger B - K) to be used.

13.1 - File Creation • Define a name for each budget ledger.

13.2 - Budget Definitions • Change between Actual and Budget ledgers as required.

13.3 - Change Budgets Functions for posting transactions to and retrieving information from the budget ledgers are the same as for the Actual Ledger (Ledger A).

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13.1 - File Creation - Budget Ledger SS=SunSystems - Maintenance - Setup Menu - FC=File Creation • Create a file to hold the transactions for each Budget Ledger you wish to use.

Key Point: • You must create a file for each Budget Ledger separately. Repeat the process entering

the appropriate letter (C - K) in the ‘Budget File’ box.

Select File Create for the ‘NEW’ database

Enter ‘B’ to create the file for Ledger B.

Make sure that you enter ‘N’ for everything except the Budget File !

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13.2 - Budget Definition LA=Ledger Accounting - Maintenance - Setup Menu - BD=Budget Definitions • Define the name of each Budget Ledger which you will be using.

Key Point: • You will need to create a definition for each Budget Ledger (B - K) that you intend to use.

Select Budget Definitions - ‘BD’ and the ‘A’mend option

Enter the name you wish to give to this Ledger

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13.3 - Change Budgets LA=Ledger Accounting - Maintenance - CB=Change Budgets • Move between Ledger A (Actual Results) and the Budget Ledgers.

Key Points: • You will remain ‘in’ the Budget Ledger ‘B’ until you select ‘CB’ again and enter either a

different Budget Ledger or return to the ‘Actual Results’ Ledger ‘A’. • When using Journal Entry, ensure that you are in the correct ledger before posting any

journals! • Press ‘F9’ (Context) to check which ledger you are in.

Now please return to Ledger A - Actual Results and check this by pressing ‘F9’.

Select ‘CB’ and enter ‘B’ for the Budget Ledger. Then click on ‘OK’

The name given to the ledger in Budget Definitions is shown here

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Summary - Budgets in Ledger Accounting File Creation - FC • Create an empty file for transactions for each budget ledger. Budget Definitions - BD • Define a name for each budget ledger. Change Budget - CB • Move between Actual and Budget ledgers as required.

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Session 14 - Changing from one Database to another Systems Union provides a sample database called ‘DEM’ with each installation. This database already contains a Chart of Accounts (See Appendices B & C at the end of these notes ) and other reference data along with transactions which you may examine at will. To change databases: Enter ‘X’ and press Return to go back to the SunSystems menu by exiting Ledger Accounting Type ‘CD’ (Change Database) and press Return and the following window will appear:

Enter ‘DEM’ and click on ‘OK’ (or press Return). Select Ledger Accounting again and all functions will now refer to the ‘DEM’ database until you use ‘CD’ again. Use the above procedure for moving between available databases. Note: Remember to change back to our ‘NEW’ database for the next session !

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Session 15 - The Balance File The following functions will be covered in this session: • Create an empty file for each ledger (i.e. Ledger A and any budget ledgers).

File Creation • Update each Balance file with the transactions which have been posted to each ledger. Balance File Update

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15.1 – File Creation : Balance File Update • This additional file maintains a balance for each period within each account code. The

balance may also be maintained for each unique combination of transaction analysis codes.

• Use of the balance file speeds up running the Trial Balance and any user defined report written using the three report writers in Ledger Accounting.

• Manually updated. To set up the Balance File for Ledger A in the ‘NEW’ database: • Go to ‘File Create’ in the SunSystems menu and create the Balance File for ledger A. • Return to Ledger Accounting and select ‘Balance File Update’. • Select ‘P’rocess from the Action menu.

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Session 16 - Archiving Data This session will be carried out in the ‘DEM’ database. Change to the ‘DEM’ database now • Transfer transactions to the appropriate annual archive file. • Create amalgamated transactions which take the place of the original. • Reduce the number of transactions held on the live ledger file. The following functions will be covered in this session: • Enable Ledger Archiving for the ledger.

16.1 - Ledger Definition • Create an archive file for each year of data you wish to archive.

16.2 - File Creation • Run Period Cleardown to transfer transactions to the archive file.

16.3 - Period Cleardown During Period Cleardown, individual transactions are transferred to the archive file. Once cleared down, these transactions may only be viewed on-screen in Account Inquiry and Account Listing. Replacement transactions are posted to the main ledger which represent an amalgamation of the originals.

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16.1 - Ledger Definition - Archiving LA=Ledger Accounting - Maintenance - Setup Menu -LD=Ledger Definition

Select Ledger Definition and overlay Miscellaneous. Ensure Ledger Archiving is set to ‘Y’

If this field is not set to ‘Y’, transactions will be deleted during Period Cleardown

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16.2 - File Creation : Ledger Archive File SS=SunSystems -Maintenance - Setup Menu - FC=File Creation

Select File Create - FC for the ‘DEM’ database

Archived transactions are grouped by year in separate files. You must create a file for each year to be archived

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16.3 - Period Cleardown LA=Ledger Accounting - Procedures - PC=Period Cleardown • We will cleardown transactions from the ‘DEM’ database for the period 12/1990 for the

Account Code ‘11000’. Select PC

Answer ‘Y’es to ‘Ok to Cleardown?’ Select Account Inquiry for the Account Code ‘11000’ to see result of the process on the transactions.

If you enter ‘Y’ here, the following screen will be displayed

Transaction analysis categories. ‘Y’ indicates which categories will be consolidated during cleardown

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Now backup and restore the data files using File Backup. This rebuilds the data files and re-indexes them and frees up disk space (the resultant ledger file will be smaller after Period Cleardown). Key Points: 1. You must have printed the transactions audit trail before running Period Cleardown -

journals will not print correctly afterwards. 2. The archive file for the year in which the period is being cleared down must already exist. 3. If account code set to ‘B’alance Forward on the Chart of Accounts, then transactions will

be cleared down regardless of their allocation marker. 4. If account code set to ‘O’pen Item on the Chart of Accounts, then only transactions which

are allocated will be cleared down. 5. Cleared down transactions may only be viewed in Account Inquiry or printed in Account

Listing.

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Summary - Archiving Data Ledger Definition • Enable Ledger Archiving - without this transactions will be lost when Period Cleardown is

run. File Creation • Create an archive file for each year of transactions. Period Cleardown • Transfer individual transactions from the ledger file to an archive file. • Consolidated transactions are posted in their place. File Backup • After Period Cleardown, backup and restore the data files to rebuild/re-index them.

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Session 17 - Rough Book Processing • Originally set up to fulfill Italian Accounting requirements where all transactions are

initially posted to the Rough Book. All details of transactions posted to the Rough Book may be amended until they are posted to the main Ledger.

• When transactions are posted to the main Ledger they may optionally have a Day Book sequence number attached to them.

• All rough transactions have a ‘-‘ flag which is visible in Account Inquiry and Account Allocation. The ‘-‘ flag is removed when the rough transactions are posted to the main ledger.

• Rough transactions may be posted to the main ledger by running a Day Book Listing with definitive request set to ‘Y’.

To enable Rough Book processing in the Ledger we will complete certain boxes using the following functions: • Ensure that the analysis category chosen to hold the Day Book sequence number has

sufficient characters. 17.1 - Analysis Category Lengths

• Name the chosen analysis category as ‘Daybook Sequence Number’.

17.2 - Analysis Definitions • Create the code which will be used to update the sequence number attached to each

transaction. 17.3 - Sequence Number Definitions

• Specify what type of rough book processing is required.

17.4 - Ledger Definition • Create the Day Book Definition which is the setup record required to enable you to run

Day Book listing. 17.5 – Day Book Definiti on

• Produce the list of transactions entered on a particular date or range of dates and update

the selected analysis category with the Day Book sequence number. 17.6 - Day Book Listing

Note: Please return to the ‘NEW’ database now.

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17.1 - Analysis Category Lengths (SunSystems Menu) SS=SunSystems - Maintenance - Setup Menu - NL=Analysis Category Lengths • Set the Analysis Category Length for ‘T8’ to be 10 characters.

Key Point: • Make sure that the category is long enough to hold the largest anticipated number.

Select ‘NL’ and ‘A’mend the ‘NEW’ database’s ‘T’ category lengths

Category ‘T8’ has been chosen to hold the Day Book Sequence Numbers - with a length of 10 characters

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17.2 - Analysis Definitions LA=Ledger Accounting - Maintenance - Setup Menu -ND=Analysis Definitions • Define Transaction Analysis Category ‘T8’ as ‘Day Book Sequence No’.

Select ‘ND’ and ‘C’reate the category’T8’ as ‘Day Book Sequence No’

We will not be creating any analysis codes under this category. They will be created automatically

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17.3 - Maintain Sequence Number Definitions LA=Ledger Accounting - Maintenance - Setup Menu -SN=Sequence Number Defns. • Define sequence numbers which may be applied to groups of transactions. • Transactions sequence numbers may be applied through Journal Entry/ Journal Import. • Day Book sequence numbers may be applied by running Day Book Listings.

Select SN and create the Sequence Number Code ‘DB’.

This sequence number will be applied in Ledger A

The code must be set to ‘A’utomatic when it is to be used as the Day Book sequence number

This is updated by the system and may also be amended manually

A date entered here would override the Entry Date on all transactions entered using the sequence code.

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17.4 - Ledger Definition - Rough Book LA=Ledger Accounting - Maintenance - Setup Menu - LD=Ledger Definitions Amend the Ledger Definition for the ‘NEW’ database for Rough Book processing as below:

‘0’ = No rough book ‘1’ = Mandatory r.b. ‘2’ = Optional r.b.

Transactions must balance for each transaction reference

Specify the analysis category which will hold the Day Book sequence nos. and specify the Daybook Sequence Code which will generate them

If blank, a Day Book sequence number is generated for each different transaction reference. If set to ‘Y’, a Day Book sequence number is generated for each line within the transaction reference

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17.5 – Day Book Definition LA= Ledger Accounting – Maintenance – Set-up Menu - DD= Day Book Definition • This Function enables you to define details about the Day Book Listing • Complete this option before you run your Day Book Listing

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17.6 - Day Book Listing LA=Ledger Accounting - Reports - DB=Day Book Listing • This function produces a list of all transactions posted within a range of dates - (N.B. the

dates referred to are the entry dates not the transaction dates). • You may also transfer rough transactions to the main ledger and attach a day book

sequence number to each transaction. Turn to Exercise 12 – ‘Rough Book Processing’.

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Summary - Rough Book Processing Analysis Category Lengths - NL • Set up the number of characters required for the analysis category chosen to hold the

Day Book sequence number. Analysis Definitions - ND • Define the chosen analysis category as ‘Daybook Sequence Number’. Maintain Sequence Number Definitions - SN • Define sequence number codes which may be applied to groups of transactions via

Journal Entry or Day Book Listing. Ledger Definition - LD • Enable Rough Book Processing. • Allocate analysis categories to hold Transaction/Daybook Sequence numbers. Day Book Listing - DB • Print a list of all transactions posted within a range of given dates. • Transfer rough transactions to the main ledger applying sequence numbers.

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Session 18 - Tax Reporting • Create layouts which group transactions by Reference Numbers for the Gross, Net and

Tax amounts. 18.1 - Tax Listing Layouts / 18.3 - Account Tax Listing Layouts

• Print reports previously created in Tax Listing Layouts.

18.2 - Print Tax Listing • Run reports using layout codes previously created in Account Tax Listing Layouts

grouping transactions into Gross, Net and Tax amounts for each Account Code. 18.4 - Print Account Tax Listing

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18.1 - Tax Listing Layouts LA=Ledger Accounting - Procedures - Setup Menu - XL=Tax Listing Layouts • Produces a report which brings together the Total, Net and Tax values for transactions

with the same Transaction Reference numbers. • The report may be printed for any Account Type for a specified range of Account Codes.

Key Points: 1. You should ensure that the code for the Tax analysis category is attached to the

transactions containing the Net value in Journal Entry. If not, the report will be inaccurate. 2. Make sure that you include all of the account codes to which the Net amounts may have

been posted otherwise the values may show as zero in the report. 3. The format code is set up under Report Definition (RD) and must be of type ‘T’ for Tax

Listing.

Select Maintain Tax Listing Layouts - XL. ‘C’reate the layout code as below

This is the range of Creditor accounts from which the gross values of the transactions will be taken

Transactions which are both unallocated and allocated will be selected

Transactions will be selected by Accounting Period and sorted into Transaction Date order

The tax amounts will extracted from these accounts

The Net values of the selected transactions will be selected from this range of accounts

Only Creditor account types will be selected

We will be selecting accounts based upon the Tax codes attached to the transactions in these accounts

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18.2 - Print Tax Listing LA=Ledger Accounting - Procedures - PT=Print Tax Listing • Runs the report using the layout created using Maintain Tax Listing layouts. Select PT

Select store to disk and view the report on screen.

Transactions with ‘S’ to ‘Z’ in the T1 (Tax) analysis category will be selected for the report

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18.3 - Account Tax Listing LA=Ledger Accounting - Procedures - Setup Menu - XL=Tax Listing Layouts • Produces a report which summarises the Net, Tax and Gross values for each account

within the specified range. • The report may be produced for any Account Type for any specified range of Account

Codes.

Key Points: 1. The same information is required for Account Tax Listing as for Tax Listing with one

exception: The format code which is set up under Report Definition must be of type ‘N’ for Account Tax Listing rather than type ‘T’ for Tax Listing.

Select Maintain Tax Listing Layouts - XL. Create the layout as below

See previous session on Tax Listing for details of the remaining boxes on this screen

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18.4 - Print Account Tax Listing LA=Ledger Accounting - Procedures - PN=Print Account Tax Listing • Runs reports using the layout created using Maintain Tax Listing Layouts. Select PN

Select ‘S’tore to disk and view the report on screen.

Transactions with ‘S’ to ‘Z’ in the T1 (Tax) analysis category will be summarised for the totals on the report

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Summary - Tax Reporting Tax Listing Layouts / Account Tax Listing Layouts - XL • Create layouts which may be used by Print Tax Listing (PT) and Print Account Tax

Listing (PN). • Groups transactions by Reference Numbers showing Gross, Net and Tax amounts. • Specify ranges of Account Codes for Gross , Net and Tax amounts. Print Tax Listing - PT • Prints reports previously created in Tax Listing Layouts (XL). Print Account Tax Listing - PN • Runs reports using layout codes previously created in Account Tax Listing Layouts (XL). • Groups transactions into Gross, Net and Tax amounts for each Account Code.

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Session 19 - Multicurrency • When using Ledger Accounting as a single-currency system, all amounts are stored in

‘Base’ currency. This is the currency of the Ledger as entered in Ledger Definition. • When the Multicurrency option is being used, amounts are stored in the ‘Other’ amount

and a conversion code is attached to the transactions. • The Base amount is calculated from the Other amount using the prevailing exchange rate

attached to the conversion code held on the system. • Exchange rates may be maintained on a period or a daily basis. To enable the system for multicurrency, we will complete the following screens: • How the ledger handles multicurrency.

19.1 - Ledger Definition • Define the conversion codes.

19.2 - Currency Definitions • Set up conversion rates for the codes (valid for from 1 up to 99 days).

19.3 - Daily Conversion Rates* • Set up period rates for the codes which can be used as revaluation rates.

19.4 - Conversion Tables • Define multicurrency journal types.

19.5 - Journal Definitions • Define accounts to use certain currencies.

19.6 - Chart of Accounts* • Enter & post multicurrency journals .

19.7 - Journal Entry • Revalue the Ledger to the prevailing conversion rates held in the Conversion Tables.

19.8 - Ledger Revaluation *Optional Note: Before starting this session, please amend the Ledger Definition to disable Rough Book Processing.

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19.1 - Ledger Definition - Multicurrency LA=Ledger Accounting - Maintenance - Setup Menu -LD=Ledger Definition • Enable multicurrency functionality Amend the Ledger Definition in the ‘NEW’ database

Overlay Miscellaneous:

Multicurrency boxes.

Ledger’s Base currency. Variance from stored rate allowed on entry. Allow payments in Other amounts using Generate Payments.

Indicates that Gains & Losses will be posted to separate accounts

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19.2 - Conversion Definitions LA=Ledger Accounting - Maintenance - CN=Conversion Definitions • Set up each conversion code using this function.

Key Point: • You must create a definition for each conversion code to be used.

Used when printing cheques or remittance advices / statements

Using Daily Rates for this currency? If so, how many days is the rate valid for?

Select Create to set up a currency definition for Belgian Francs as below

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19.3 - Daily Conversion Tables LA=Ledger Accounting - Maintenance - DC=Daily Conversion Tables • If using Daily Rates, at least one conversion rate should be set up for each code to be

used. • You may set up a rate for each code for each day if required.

Key Point: • When using Journal Entry, the system will search for a rate which is valid on the date of

the transaction. If no valid rate is found, the conversion code cannot be used.

Create a rate for BEF as below

The rate becomes effective on this date and remains in force for the number of days specified on CN

Account codes here override those on the Conversion Definition

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19.4 - Conversion Tables LA=Ledger Accounting - Maintenance - CV=Conversion Tables • Set up revaluation rates for the conversion codes. • May also be used to set up period conversion rates if Daily Rates are not used. • Rates created in CV are used for the period to which the transactions are posted, not the

transaction date.

Key Points: • The Ledger Revaluation procedure uses the rates set up in CV for the period being

revalued. • Journal Entry will search for a valid rate held in ‘CV’ if Daily Rates are not being used.

Create a rate for BEF as below

Rates specified here may be used for reporting purposes only

Account codes entered here override those specified on Conversion Definitions

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19.5 - Journal Definition - Multicurrency LA=Ledger Accounting - Entry - Setup Menu -JD=Journal Definitions You must define at least one journal type with the multicurrency box enabled before you can enter any foreign currency transactions.

Key Point: • If the ‘Conversion’ box is left blank, the boxes for Other amount, Conversion code and

conversion Rate will not appear on the Journal Entry screen when using this journal type and all amounts would be entered in ‘Base’ currency.

Create the following Journal type as below

This box must be set to ‘Y’ to be able to enter ‘Other’ amounts and conversion codes

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19.6 - Chart of Accounts - Multicurrency LA=Ledger Accounting - Maintenance - CA=Chart of Accounts • Optionally define certain accounts as having transactions only in particular currencies.

Multicurrency boxes

You may specify a conversion code to be used when posting to this account. Leave blank to allow any conversion code. Enter ‘N’ to post only in Base currency.

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19.7 - Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting - Entry - JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’.

• Enter the debit entry of this journal using the Telephone account. • Post the journal to the ledger.

Select ‘JE’ and ‘S’tart using the Journal Type ‘CONV’

This is the date used to determine if there is a valid conversion rate for code ‘BEF’ because Daily Rates is set to ‘Y’ for ‘BEF’

This is the rate extracted from Daily Conversion Rates. It may be varied by the percentage specified on the Ledger Definition screen

The ‘Other Amount’ field holds the foreign currency amount

This is amount converted to the ‘Base’ currency (GBP for ‘NEW’ database)

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19.8 - Ledger Revaluation LA=Ledger Accounting - Procedures - LR=Ledger Revaluation • Generates transactions which represent unrealised exchange gains or losses. • The exchange rate at the date of posting is compared to the exchange rate for the

revaluation period. The period rate comes from the value held in Conversion Tables (CV) and not the Daily Rates Tables (DC). A transaction is generated which represents the difference between the two.

• Gains/Losses are posted according to the setting in Revaluation Method in Ledger Definition.

Select LR

Key Points: 1. Transactions are revalued individually. 2. Only unallocated transactions will be revalued. 3. Large numbers of transactions may be generated. 4. Gains/Losses will be posted to the accounts specified on the Conversion Definition

screen. Account codes specified on the CV screen (if any) take precedence. Account codes entered on this screen will only be used if there are none specified on the CN or CV screens.

5. To post transactions generated by a ledger revaluation, you must revalue a period prior to the current one.

Carry out the Ledger Revaluation as above by storing the report to disk and viewing it on screen. Turn to Exercises 13,14 & 15 – ‘Multicurrency (Parts I, II & III)’

Debtor, Creditor, Client and Balance Sheet account types will be revalued

You may restrict the transactions to be revalued by entering the required ranges in these boxes

Transactions will be revalued to the rates held for 09/1997

When revaluing to the current period, you may not post the resulting transactions

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Summary - Multicurrency Ledger Definition - LD • Enable multicurrency functionality. Currency Definitions - CN • Each conversion code to be used must be set up here first. Daily Rates - DC • Set up each code for which you wish to use daily rates. • Define for how many days the rates will be valid. Maintain Conversion Tables - CV • Set up period rates for each conversion code. • The rates may be used in preference to Daily Rates for transaction entry. • These rates are used for revaluing the ledger at period ends. Journal Definition - JD • Enable multicurrency journals to be entered by setting up ‘Conversion’ Journal Types . Chart of Accounts - CA • Set up certain accounts to use only specific Conversion Codes. Journal Entry - JE • Post all manual journals with multicurrency information using Journal Entry. Ledger Revaluation - LR • Revalue unallocated transactions to the prevailing rates held in Conversion Tables – CV. • May be run in report mode only. • Select ranges of the following to be revalued:

• Account Types • Account Codes • Journal Types • Journal Numbers • Conversion Codes

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Exercises / Scenarios Exercise 1 - Setting up Accounts • Use the example Chart of Accounts layout in Appendix A to select appropriate new

account codes and then create the accounts for the following:

All of the suppliers on the purchase invoices provided including ‘Input Vat’, ‘Output Vat’, and expense accounts for ‘Electricity’ and ‘Gas’.

Exercise 2 - Analysis You have decided to analyse transactions posted to the ledger by

• Department • Tax Code

• Set up appropriate transaction analysis (‘T’) categories to enable you to do this. • Once you have set up the categories, create the following analysis codes: Category Code Name Department 01 Sales Dept Department 02 Accounts Dept Department 03 Administration Dept Tax Code E Exempt Tax Code Z Zero Tax Code S Standard Rate

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Exercise 3 - Audit Trail • Return to Chart of Accounts and add the code ‘SOUTH’ to the record for London

Electricity and amend it so that Analysis category for Department is not requested when posting transactions to this account.

• Select ‘Report Audit Trail’ from the Chart of Accounts, accept the defaults and store the

report to disk. • Select ‘View Report’ and examine the report on screen. You should be able to identify the

changes you have just made to London Electricity. Exercise 4 - Posting Transactions Enter the rest of the purchase invoices and post them to the ledger. You will need to create appropriate expense accounts to do this. N.B. • Able Engineering invoice number 11392: part is Standard Vat rated and part is Zero rated.

Enter the invoice to reflect this. • BT – Business Communications invoice: Enter this invoice so that £141.12 is posted to

Department ‘01’ and the balance (£140.00) is posted to Department ‘02’.

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Exercise 5 - Account Allocation (Part I) • Select Analysis Definitions - ND and enter ‘Y’ in the ‘Amend Codes’ box for T0 (or

whichever category you used for ‘Department’). • Select Account Allocation and enter the account code for Electricity. The first screen is

the same as for Account Inquiry. • Select ‘E’xtract to display the transactions on the account.

• Enter ‘*’ in the allocation box and the Amend Details screen appears:

• Select ‘P’ost from the ‘Action’ menu. This will update the transaction with the new department code without creating another journal. • Select Account Inquiry for the Electricity account to check that the Department code has

changed.

Select ‘AA’ - Amend Allocation

Change the department code previously posted

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Exercise 6 - Account Allocation (Part II) • Create a journal type for a manual payment. What analysis categories do you want to

prompt for when posting this type of journal? • Create an account for the company’s bank account (use the example Chart of Accounts

for the ‘NEW’ database in the appendix to determine an appropriate account code ). What information may be preset in order to assist someone entering a journal of this type? Set this up as a Journal Preset. • Enter the cheque payment for London Electricity using your new journal type. Now we have the debit entry of this payment to allocate against the credit entry of the original invoice. We will use ‘Account Allocation’ for this. • Ensure that you are in the Account Allocation screen for the London Electricity account

and select ‘E’xtract again. • Select ‘Amend Allocation’ then ‘Allocation’ and enter ‘Y’ in the allocation boxes for both

the debit and the credit entries. Press ‘Return’ and the cursor will return to the ‘Action’ box.

• Select ‘P’ost from the Action menu and the allocation boxes will be updated. Once posted, the ‘Y’ will change to ‘A’llocated. • To check how the system has handled this allocation, select Account Inquiry to view the

transactions and overlay the allocation information. • N.B. If you do not see any transactions in the account, you need to make an amendment

to the Account Inquiry screen before selecting ‘E’xtract.

When the values of the allocated debit and credit entries are equal, the ‘Out of balance’ value will be zero as in Journal Entry. Only then can the allocations be posted

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Exercise 7 - Account Allocation (Part III) • Enter another manual payment using the same journal type, this time to Able

Engineering. We are not going to pay the full amount because there is a dispute with them regarding the amount of £173.82 on invoice number 11392 . We will pay only £150.00.

• Post this manual payment journal to the ledger as before. We will write-off the difference to a ‘Discounts Received’ account. Create this as a new P&L account. As part of this process, we will be generating a journal to write-off the discount. • Create a new journal type for this. Create it as a general journal type to be used for

various different types of adjustments. Do not attach any Journal Presets nor set up automatic tax calculation.

• Select Account Allocation for Able Engineering’s account. • Select Amend Allocation and enter ‘Y’ against both the original invoice and the payment. This time the debit and credit entries do not balance to zero. • Select ‘Generate’ from the ‘Action’ menu and the following screen will appear:

Enter the Journal Type to be used for the write off.

The amount entered here must make the ‘Out of Balance’ amount become Zero.

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• Select the option ‘Transaction Page -TP’ from the Action menu.

The allocations and the generated journal are only displayed, they still need to be posted to the ledger. • To do this, select ‘Post’ from the Action menu. • To check how the system has handled this allocation, select Account Inquiry to view the

transactions and overlay the allocation information. N.B. If you do not see any transactions in the account, you need to make an amendment to the Account Inquiry screen before selecting ‘E’xtract.

An additional transaction has been added which represents the amount previously out of balance

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Exercise 8 – On-Line Allocations • Go to Journal Definition and amend the journal type which you created for manual

payments to enable on-line allocation during Journal Entry. • You should set the following boxes: Suppress Ageing/Disc Y (For cash type of transactions this sets the ‘Due Date’ to be the same as the ‘Transaction Date’). Allocation marker A - This enables on-line allocation and the following window appears: • Complete as below:

• Enter a payment to The Royal Borough of Kensington & Chelsea for the invoice dated

26/08/97 for £291.75. • When you have completed the transaction line for the creditor’s account, do not select

‘C’reate but choose ‘On-line allocation’ from the ‘Action’ menu. This enables you to allocate the value of the payment just entered to any unallocated items on the account selected.

The transactions will be displayed in transaction date order when using on-line allocation

Any applicable discount will be posted to account ‘602010’ with a tolerance of 10% (max. £50.00) over and above the payment terms set in the Chart of Accounts

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The following screen appears:

• Select ‘Amend Allocation’ and then ‘Allocation’ from the Action Menu (the same options

as used in the function ‘AA – Amend Allocation’ in session 9.1). • Enter ‘Y’ in the ‘Alloc’ column of the Invoice transaction (the receipt transaction has

already been allocated). The ‘Out of Balance’ amount will now be zero. • After you have allocated the payment against the outstanding invoice, select ‘Save’ from

the ‘Action’ menu. The allocations are saved and you are returned to the Journal Entry screen. • Complete the journal and post it. The allocation markers of the selected items will be changed from ‘Y’ to ‘A’ as in Account Allocation. • To verify this, select Account Inquiry but remember to include allocated items to view the

transactions.

Value of receipt to be allocated

Unallocated items on the account

Enter ‘Y’ against items you wish to allocate

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Exercise 9 - Posting Transactions & Allocations So far we have dealt only with purchase invoices. This exercise concerns posting sales transactions. • Set up a new customer account for Golden Dawn Productions. • Enter a Sales Invoice with standard rate tax to Golden Dawn Productions. Post the net

value of £1,000 to ‘Consultancy Sales’. Enable the output tax to be calculated automatically.

Golden Dawn Productions have paid this invoice. • Post a cash receipt for the full amount of the invoice to Golden Dawn Productions and the

bank account. • Use on-line allocation to allocate the debit and credit entries in Golden Dawn’s account. • Select Account Inquiry and make sure that you can see the allocated transactions in

Golden Dawn’s account. Although this exercise concerns sales transactions, we have covered all of the necessary functions (using purchase transactions) to complete it ! Exercise 10 - Aged Analysis Reporting • Create another aged analysis report for creditors. This time set up the ageing to be

forwards and by due date. The report should show individual transactions which are unallocated. Ensure that the report sorts the ac count balances into ascending order.

• Run the report with the ‘Base Date for Ageing’ as 31/8/97. • Store the report to disk and view on-screen.

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Exercise 11 - Payments to Creditors The cheque which we just cancelled to Business Gas will be replaced by a payment via BACS. • Select ‘Chart of Accounts’ and change the payment method for Business Gas from ‘C’ to

‘B’. • Create a new Payment Profile which will be used to select creditors’ accounts with a

payment method of ‘B’. • Run Generate Payments using the new Payment Profile and post transactions. An additional screen appears when a Payment Method of ‘B’ank is selected.

• Select ‘S’tore to disk. The Print Remittances screen appears as before. • Select ‘S’tore to disk and view on-screen.

This is the file in BACS format to be transmitted to the bank using appropriate software

This is used as the Transaction reference for the payment.

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Exercise 12 – Rough Book Processing • Go to Journal Entry and enter the purchase invoice for London Electricity again using

Journal Type ‘PI’. • Post the transactions. They will automatically be posted to the Rough Book. • Select Account Inquiry for the London Electricity account to see how Rough transactions

are displayed. • The ‘- ‘ in the allocation column indicates a rough book posting.

• Note the journal number of the rough book transaction in the London Electricity account. • Return to Journal Entry and note that there is an additional option on the ‘Action’ menu

called ‘Recall Journal’. This option enables you to recall any journal posted to the Rough Book back into the Journal Entry screen.

• Select ‘Recall Journal’ and enter the journal number of the invoice posted to the rough

book in London Electricity’s account. You may now amend any part of the recalled journal and re-post it or delete it altogether. Re-posting the journal replaces the original. You may recall and amend any journal posted to the rough book as many times as necessary. • Amend the account codes or the amounts and re-post the journal (if you amend the

amount on one line of the journal, you must still make it balance by altering the other lines). Use the options ‘F’irst, ‘L’ast, ‘N’ext and ‘B’ack on the ‘Action’ menu to scroll through the lines of the journal in the Journal Entry screen.

Once journals posted to the rough book have been transferred to the main ledger, only the description, due date and allowable analysis codes may be changed through ‘Account Allocation’. • Transfer the journal from the rough book to the main ledger by using the ‘Daybook

Listing’ function: (see next page)

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• Select DB

• Select ‘S’tore on disk to initiate the transfer and produce the listing. • Select ‘VR’ – View Stored Report to examine the listing on-screen. • Select ‘Account Inquiry’ for one of the accounts to which you re-posted the journal (e.g.

London Electricity) and overlay the analysis codes for ‘T8’. You will see that a daybook listing number has now been entered there.

Key Points: 1. Transactions with the same Reference No. will have the same daybook listing sequence

No. as their T8 code. 2. Rough Book journals must balance by transaction reference before they can be posted to

the main ledger.

If you enter ‘Y’ here, the rough book transactions will be posted to the main ledger and will be given a day book sequence number stored as analysis code T8.

Enter today’s date and the Daybook listing will show all transactions entered today

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Exercise 13 – Multicurrency (Part I) • Enter another transaction using Belgian Francs for 20/09/97. What happens ? • Go to Conversion Definitions and amend the record for ‘BEF’ so that it is no longer using

Daily Rates. • Return to Journal Entry using ‘CONV’ and enter the same journal again. • What Conversion Rate is being used now ? • Post this journal to the ledger. • Go to Account Inquiry for the Bank A/C (& the Telephone A/C) to see how multicurrency

information is displayed. • Select the option ’SP- Summary Page’ within Account Inquiry and note that balances are

maintained for each currency. Exercise 14 – Multicurrency (Part II) We have started dealing with 2 new suppliers from Germany: BASF Telefunken Gmbh • Create the 2 new accounts which allow only transactions in DEM (Deutsch Marks) to be

posted to them. • Create also 2 new P&L accounts, one for Exchange gains and the other for Exchange

losses. • Set up Deutsch Marks (DEM) as a new currency using daily rates and enter the accounts

codes for the new P&L accounts in the ‘Realised Gains’ and ‘Realised Losses’ boxes. a) We have received an invoice from BASF as detailed below: Invoice Date: 08/09/97 Invoice number: AA1345 For Magnetic tape Total: DEM 1,000.00 • Set the daily rate for the invoice date (8th Sept. 1997) to be 2.80 DEM = £1. • Post the invoice to the new account and create a suitable expense account for the debit

entry. Check that the correct exchange rate is used. • Create a Payment Profile which allows payment in DEM. • Run Generate Payments (as at today’s date) to pay the BASF invoice. Notice that the conversion rate used for the payment is the same as the transaction being paid. If you wish to realise an exchange gain/loss at the time of payment, you should process payments manually using on-line allocation (see section ‘b’ below)

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b) Telefunken Gmbh have also sent us an invoice as detailed below: Invoice date: 01/09/97 Invoice number: TN4453 For spare parts Total: DEM 2,500.00 Set the daily rate for the invoice date (1st Sept. 1997) to be 2.75 DEM = £1. We will pay this invoice on 18 th Sept. 1997 • Ensure that the daily rate on the payment date (18th Sept. 1997) is 2.70 DEM = £1. • Create a journal type for manual payments in foreign currency with on-line allocation. • Use this journal type to process the payment of the Telefunken Gmbh invoice - select

on-line allocation from the ‘Action’ menu after you have entered the debit transaction to Telefunken’s account.

The following screen will appear:

• Select ‘Amend Allocation’ from the ‘Action’ menu and then ‘Allocation’ • Enter ‘Y’ in the allocation column of the invoice transaction and press ‘Return’ The Base amounts do not balance because the exchange rates are different. • Select ‘Save’ from the ‘Action’ menu and then ‘Other Amount’. This will return you to the Journal Entry screen and 2 extra transaction lines have been created for the difference. In this case a debit for £16.84 will be posted to the ‘Exchange Losses’ account and a credit for the same amount will be posted to Telefunken’s account. These have been created as subsidiary lines (similar to automatic tax calculation) numbered 00001 98 and 00001 99. • Scroll through the transaction lines within the journal to see how the system has created

the additional transactions. • Create the credit entry for the payment journal and post to the ledger. • Select Account Inquiry (remember to include allocated transactions) for the Telefunken

account and see how the transactions have been posted.

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Exercise 15 – Multicurrency (Part III) We have started to deal with a new customer in Canada - ‘Toronto Marketing Company’ and we will be invoicing them in Canadian Dollars. On 1st Sept. 1997 the exchange rate is Can$2.3 = £1. The rate for period 09/97 is Can$2.5 = £1 Set up the relevant information to enable you to post the following sales invoice: Invoice date: 01/09/97 Invoice number: 10001 Consultancy for September 1997. Total: Can$ 2,000.00 • Post the invoice in period 09/97. • Ensure that the current period is now 10/97. The invoice is still unpaid. • Use Ledger Revaluation to calculate and post the unrealised exchange difference at the

end of period 09/97. On 15th October 1997, Toronto Marketing pay the invoice in full. The exchange rate on 15/10/97 is Can$2.4 = £1. • Process this receipt and allocate it to the original invoice (if you do not allocate it to the

amount generated by Ledger Revaluation, the revaluation amount will remain outstanding but will be reversed by the next Ledger Revaluation run).

Note: In on-line allocation, you must select the option ‘Save’ and ‘Other Amount’ to generate the realised gain or loss. • Use Account Inquiry to check that nothing is unallocated in Toronto Marketing’s account

(if the revaluation amount is still unallocated, run Ledger Revaluation again and it will be reversed).

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Appendix A Abbreviated example Chart of Accounts for the ‘NEW’ database: Account Codes in italics will be created in Exercise 1 - ‘Chart of Accounts’. Account Codes in Bold are used as non-posting or header accounts. Account Account names Codes 100000 Fixed Assets 101000 Cost 101010 Vehicles, etc. 102000 Accumulated depreciation 102010 Vehicles, etc. 200000 Current Assets 201000 Debtors 202000 Bank 03000 Stock 300000 Current Liabilities 301000 Creditors 301001 London Electricity 302000 VAT 302010 Output Vat 302020 Input Vat 400000 Financed By 401000 Share Capital 402000 Retained Earnings 500000 Income 501000 Sales 501020 Discount on Sales 502000 Other Income 600000 Expenditure 601000 Cost of Sales 602000 Direct Expenses 602010 Discount Received 603000 Indirect Expenses 603010 Advertising 603020 Wages & Salaries 603030 Electricity etc.

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Appendix B Chart of Accounts Structure of the ‘DEM’ Database Description Account Code Range Useful Accounts within the ranges Sales a/cs 10000 - 19999 Cost of Sales 20000 - 29999 Expenses

Direct 30000 - 34999 Indirect 35000 - 36999 Other 37000 - 39999

Fixed Assets 40000 - 49999 Current Assets

Cash / Bank a/cs 50000 - 54999 (Bank No. 1: 52100) Inventory 60000 - 63999 Debtors 64000 - 64999 Other 65000 - 65999

Client Accounts 70000 - 71999 Current Liabilities

Creditors 81000 - 81999 Other 84000 - 94999 (Output Tax: 94100)

(Input Tax: 94200) Capital & Reserves 96000 - 99999 (Retained Earnings: 97000)

Prior year’s P&L : 98000 (Error Suspense 999)

Memo Accounts AAA - ZZZ

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Appendix C Analysis Categories for Ledger Accounting on the ‘DEM’ database Category Sub-cat. Description No. of chars Example code Account Analysis Categories: A0 Account category 5 ASSET A1 Area 3 US1 A2 Type of Business 2 WR A2 B Type of Business 1 A2 C Type of Company 1 A3 Account management 5 JP-BB A3 A Sales Manager 2 Transaction Analysis Categories: T0 Product Group 1 A T1 WhereWhatWho 5 11BLF T1 P Profit Centre 1 T1 F Function 1 T1 E Employee 3 T2 Contract Code 6 C01-30 T3 Project Code 4 A101 T3 T Type of Work 1 T3 J Job Number 3 T5 Sales / Purchase Tax 1 V T6 Intercompany Codes 3 FRA T7 Sequence category 12 T8 Transaction sequence cat. 8

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Appendix D London Electricity

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British Gas

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British Telecom

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Able Engineering #11392

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Cluttons Chartered Surveyors

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Borough of Kensington and Chelsea

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Able Engineering#12232

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Thames Water