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Checks to be carried out in performing a year end routine

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					Product: Sage Accounts Production (SAP)
Revision Date: 22nd June 2005
Page 1 of 5




Miscellaneous – Nominal Ledger/Groups

The Nominal Ledger option allows you to manipulate the Nominal Structure of the Clients
accounts. The Nominal Ledger we have supplied has been structured to follow the logical
sequence of accounts for the Trading, Profit and Loss Account and Balance Sheet. The
Groups work hand-in-hand with the Nominal Ledger as it groups together all the Nominal
codes to slot into various sections within the Accounts Pages.

How does the Nominal Ledger/Groups Function?

Nominal Ledger:

The Nominal Ledger supplied with the Accounts Production masters orders the first 100
accounts as sales accounts the second 100 accounts as cost of sales accounts and so on.
However, you do not have to follow this sequence when adding a new code, you can add
a sales code or any code you wish using up to eight digits. Sales codes are marked with a
P in the P/B column denoting that they are Profit & Loss accounts and are contained within
the Nominal group SALES that is used to show the total Sales figure on the Accounts
Page, see below:

                   Code          Account Type                       Type      Group
P&L                001-099       Sales Account                      P         SALES
P&L                100-199       Cost of Sales Account              P         COSTS
P&L                200-299       Distribution Expenses              P         DIST
P&L                300-399       Administration Expenses            P         ADMIN
P&L                400-499       Other non-trading income           P         OTHERINC
P&L                500-599       Other Expenses                     P         TAX/DIV
Bal Sheet          600-699       Fixed/Intangible Assets            B         TANFA
Bal Sheet          700-799       Current Assets                     B         CA
Bal Sheet          800-899       Current Liabilities                B         CRS
Bal Sheet          900-999       Revenue Reserves & Share Capital   B         VARIOUS

The second 100 accounts from 100 to 199 are Cost of Sales accounts, they are also
marked with a P as they are Profit & Loss accounts and are contained within the nominal
Group COSTS which makes up the total value for Cost of Sales.

If you Scroll down through the Ledger you will see that the general set up of the Accounts
Production Ledger follows the structure above similar to the structure of the Profit and
Loss and Balance sheet.


SAS Technical Support                                                         Sage Ireland Limited
Tel: 1890 882 060                                                            10, Eastgate Avenue,
Fax: 021 4524405
                                                                           Eastgate Business Park,
Email: professionals@sage.ie
                                                                                      Little Island,
                                                                                                Cork
                                                                                Tel: 1890 882 060
                                                                                            Page 1
Product: Sage Accounts Production (SAP)
Revision Date: 22nd June 2005
Page 2 of 5


You can scroll up and down throughout the Nominal Ledger by using your mouse or arrow
keys on your keyboard. Other various options on the Nominal Ledger are below:

Add – this allows you to add new Nominal Codes if the existing ones are not relevant.
You need to fill in the Nominal Code, Description, Mirror Code (see below), Tag Profit &
Loss option if relevant (if Balance Sheet item leave untagged), Nominal Group.

NB –Mirror Codes are used in the Nominal Ledger set up to assign the new account to all
the relevant groups that it needs to be part of. (See explanation of Groups further on).
When creating a new Nominal code it should be mirrored to an existing nominal code.

If you do not Mirror a new Nominal Code, the New Code will not be included in any
of the Freeform Groups that make up the pages. Freeform Groups are used in all
pages except the Profit & Loss account and Balance Sheet, which are made up
exclusively of Nominal Groups.

Nominal Ledger:

If you enter a mirror code the program will automatically enter the “Is this A Profit & Loss
Account” and the “Nominal Group” sections.
The Nominal Group section is a required field. This forms the basis for the Trial Balances
and makes sure that all Nominal Codes are included.


Edit – this allows you to edit and change existing and new Nominal Codes, Description,
Mirror Code, Nominal Group, Y/E Transfer Code and Substitute Code (see below):

NB – ADVANCED OPTIONS:

*Y/E Transfer Code – this allows you to enter a Nominal Code whereby the balance of this
code will be transferred from one account to another when performing a Year-End. An
example of this would be Nominal Code 701 Closing Stock (Balance Sheet item) and the
Transfer Code for this is 100 Opening Stock (Profit & Loss item). When the Year-End
routine is run the balance in 701 will transfer into 100 in the New Year.

*Substitute Code – this allows the balance of the Nominal Code to transfer from one
account to another based on the account that has the Substitute Code without having to
post a Journal. An example of this would be the Nominal code 771 Bank Current Account;
this balance would transfer into Bank Overdraft Account 801 when the Bank balance falls
below zero. This option would also have a debit or credit default tagged so as the system
knows when the substitution occurs, again this can be changed.


SAS Technical Support                                                        Sage Ireland Limited
Tel: 1890 882 060                                                           10, Eastgate Avenue,
Fax: 021 4524405
                                                                          Eastgate Business Park,
Email: professionals@sage.ie
                                                                                     Little Island,
                                                                                               Cork
                                                                               Tel: 1890 882 060
                                                                                           Page 2
Product: Sage Accounts Production (SAP)
Revision Date: 22nd June 2005
Page 3 of 5


*Lock Nominal Codes – this allows you to lock any Nominal Code to stop any details being
posted into this particular account. The system has a select few Nominal Codes locked by
default i.e. 801 as it has a Substitution set up so no other details should be entered against
this code.

Delete – this allows you to delete an existing Nominal Code or a code, which was created,
only when there is no transactions against this Nominal Code.

Search – this allows you to search by Nominal Code/Description. You type in either one
and then choose Find. Speed Search: this allows you to run a speed search on this
screen by either typing in a letter or number to find the Nominal Code/Description.

Summary – this allows you to look at one Nominal Code details of current and
comparatives of up to 5 years. The blue arrows are used to toggle up and down
throughout the Nominal Codes.

Ledger – this allows you to highlight a Nominal Code and when you click on this button it
shows you the ledger card of all the transactions of this Nominal Code. It also shows how
the balance is made up and what is in your Debit and Credit columns. Use the blue
arrows again to toggle up and down throughout the remaining Nominal Codes. Double-
clicking on one transaction within the Nominal Code will show you the details of that
transaction.

Groups – this allows you to view the Groups (see Nominal Groups for explanation) that a
Nominal Code is attached to. Again, the blue arrows will allow you to toggle up and down
throughout each Nominal Code and their Groups.

Periods – this option is covered in the advanced training course. Basically, it serves the
purpose when using Management Accounts.

FAR – this option is covered in the advanced training course. Basically, it holds details for
the Fixed Asset Register.

Compare – this allows you to enter in the Comparatives for the previous five years.
Credits must be entered as minus figures. It will not allow you to close out if the
Comparatives do not balance. It is not compulsory to enter all five years Comparatives.

Budget – this option is covered in the advanced training course.

Groups:

There are two different types of Groups. There are Nominal Groups and Freeform
Groups:
SAS Technical Support                                                        Sage Ireland Limited
Tel: 1890 882 060                                                           10, Eastgate Avenue,
Fax: 021 4524405
                                                                          Eastgate Business Park,
Email: professionals@sage.ie
                                                                                     Little Island,
                                                                                               Cork
                                                                               Tel: 1890 882 060
                                                                                           Page 3
Product: Sage Accounts Production (SAP)
Revision Date: 22nd June 2005
Page 4 of 5



Nominal Groups –

The Nominal Groups allows you to manipulate the Group structure of a particular Client.
Their use is to form the Trial Balances and Accounts Pages. The purpose of them is to
make sure that the Trial Balance and Pages are correct. A Nominal Code must only
appear in ONE Nominal Group, as it must be included in the Profit & Loss and Balance
Sheet somewhere and a Nominal Code can only be entered ONCE in a Nominal Group.
This prevents the Accounts showing incorrect information whereby they would be out of
balance due to an account being shown twice i.e. Nominal Code 001 could not be in both
ADMIN and SALES Nominal Groups.

EG. An example of how the Nominal Group would look:

Group Code                     Description       Type          Current Yr   Comp Yr

SALES                          Sales             N             10,000       5,000


Freeform Groups –

Freeform Groups also allows you to make up the figures in the Accounts Pages. Unlike
Nominal Groups, you can have any Nominal Codes/Groups any number of times in
Freeform Groups. You can also have various Freeform Groups within another Freeform
Group. It makes the manipulation of the Accounts much more flexible to achieve figures
necessary for different and more specific client reports and notes i.e. Cash flow
Statements, Notes to the Accounts, Management Accounts etc.

EG. An example of how the Freeform Group would look:

Group Code                     Description              Type         Current Yr      Comp Yr

SALES                          Salary & Wage Costs      F            10,000          5,000

Below the Nominal Groups option is a number of further options to use in this section.

Add – allows you to add Nominal Groups (Nominal or Freeform). You must enter a Group
Code (see basic codes within Groups), Description and then choose the type of Nominal
Group i.e. Nominal or Freeform. If you tick „Is this a Nominal Group‟ it will also give you
the option to tag it to be a Profit & Loss Group. If you do not tick this option, it will assume
you want it to be a Balance Sheet Group. If you do not tick that you want a Nominal
Group, the question in relation to Profit & Loss Group is no longer relevant and will be
greyed out.
SAS Technical Support                                                                Sage Ireland Limited
Tel: 1890 882 060                                                                   10, Eastgate Avenue,
Fax: 021 4524405
                                                                                  Eastgate Business Park,
Email: professionals@sage.ie
                                                                                             Little Island,
                                                                                                       Cork
                                                                                       Tel: 1890 882 060
                                                                                                   Page 4
Product: Sage Accounts Production (SAP)
Revision Date: 22nd June 2005
Page 5 of 5



Edit – this allows you to change the Description of the Nominal Group.

Delete – this allows you to delete Nominal Groups once there are no entries against that
Group.

Search – this allows you to search by Code/Description of the Nominal Group by tagging
either one to search by and then typing in the relevant name then click on Find. It also
allows you to run a Speed Search as in the Nominal Ledger.

Summary – this allows you to view one Nominal Groups details showing the Current and
Comparatives up to five years balances.

Nom Codes – this allows you to view all the relevant Nominal Codes, which are attached
to the particular Nominal Group you are viewing. It also shows you the balance within that
Nominal Code and if you double click on any Nominal Code within that section it will bring
you into the Ledger Card. The blue arrows allow you to toggle up and down to move
through the other Nominal Codes.

Periods – this section is covered in the Advanced Training Course. Basically, its main
purpose is for the use of Management Accounts.




SAS Technical Support                                                       Sage Ireland Limited
Tel: 1890 882 060                                                          10, Eastgate Avenue,
Fax: 021 4524405
                                                                         Eastgate Business Park,
Email: professionals@sage.ie
                                                                                    Little Island,
                                                                                              Cork
                                                                              Tel: 1890 882 060
                                                                                          Page 5

				
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