SunSystems 5 End User Basics Course

November 2001

Contents

Page

Objectives....................................................................................................................................... 3
Session 1 Navigating Around SunSystems Vs 5 .................................................................... 4
Session Objectives ...................................................................................................................... 4
Navigating Around SunSystems .................................................................................................. 5
Filling In Forms............................................................................................................................. 7
Session 2 Entering Reference Data.......................................................................................... 8
Session Objectives ...................................................................................................................... 8
Creating a New Profit and Loss Account ..................................................................................... 9
Creating a New Balance Sheet Account.................................................................................... 13
Exercise 1............................................................................................................................... 16
Entering Analysis Codes............................................................................................................ 17
Exercise 2............................................................................................................................... 19
Session 3 Entering Data .......................................................................................................... 20
Session Objectives .................................................................................................................... 20
Entering a Simple Journal.......................................................................................................... 21
Using a Journal Entry Form ....................................................................................................... 22
Exercise 3............................................................................................................................... 28
Using a Journal Entry Grid......................................................................................................... 29
Exercise 4............................................................................................................................... 31
Entering a Multicurrency Journal ............................................................................................... 32
Using a Combined Journal......................................................................................................... 32
Exercise 5............................................................................................................................... 36
Entering a Journal With On-Line Allocation ............................................................................... 37
Exercise 6............................................................................................................................... 41
Exercise 7............................................................................................................................... 41
Amending and Deleting Journal Entries .................................................................................... 42
To Amend a Journal ............................................................................................................... 42
To Delete a Journal Line ........................................................................................................ 43
The Ledger Entry Toolbar .......................................................................................................... 45
Session 4 Using the Inquiry Screens ..................................................................................... 47
Session Objectives .................................................................................................................... 47
Introduction ................................................................................................................................ 48
Account Inquiry .......................................................................................................................... 48
Re-Sequencing the Data ........................................................................................................ 51
Imploding and Exploding the Data ......................................................................................... 52
Drilldown .................................................................................................................................... 53
Exercise 8............................................................................................................................... 54
Journal Inquiry............................................................................................................................ 55
Exercise 9............................................................................................................................... 57
Account Balance ........................................................................................................................ 58
Exercise 10............................................................................................................................. 61
Ledger Inquiry ............................................................................................................................ 62

Session 5 Account Allocation ................................................................................................. 63

Session Objectives .................................................................................................................... 63
Introduction ................................................................................................................................ 64
Account Allocation ..................................................................................................................... 65
Exercise 11............................................................................................................................. 69
Using Account Allocation to Change Analysis ........................................................................... 70
Exercise 12............................................................................................................................. 71
Changing the Payment Criteria of an Invoice ............................................................................ 71
Exercise 13............................................................................................................................. 72
Analysis Markers........................................................................................................................ 73
Session 6 Maintaining Budgets .............................................................................................. 74
Session Objectives .................................................................................................................... 74
Budget Ledgers.......................................................................................................................... 75
Changing to a Budget Ledger .................................................................................................... 76
Session 7 Multicurrency and Revaluation ............................................................................. 78
Session Objectives .................................................................................................................... 78
Introduction ................................................................................................................................ 79
GAAP Model .............................................................................................................................. 80
Currency Codes Setup............................................................................................................... 81
Currency Period Rates Setup .................................................................................................... 82
Currency Daily Rates Setup....................................................................................................... 84
Ledger Revaluation Process...................................................................................................... 85
Source currency and Target currency.................................................................................... 87
Appendix 1 Ledger Import ....................................................................................................... 88
External File Transfer............................................................................................................... 101

Objectives
By the end of the course delegates will be able to

Navigate around SunSystems Vs 5

Create new account codes and analysis codes
Enter and post transactions
Use the Inquiry screens to interrogate the system
Use the Account Allocation function
Understand how budgets are used
Create new currency codes
Run a Ledger Revaluation routine
Run, print and store Standard Reports

In addition, Appendix 1 covers Import of data from a user perspective where this is likely to be
required.

Recommended for
This course is recommended for staff who will be required to enter and interrogate data into
SunSystems Financials. It does not cover the setup of the system, and is based on the PKP
demonstration database.

Session 1 Navigating Around SunSystems Vs 5

Session Objectives
By the end of this session, you will be able to

Use Navigation Manager to choose the function that you require

Move around individual forms

Navigating Around SunSystems

Navigation Manager makes it easy to find the functions or tools you use on a daily basis. The
Navigation Manager window appears once you have logged in.
Navigation Manager operates using a menu file, which commands what is available for you to
do/navigate.
Note: Navigation Manager can be customized using Navigation Manager Editor.
The folder pane displays the menu tree which
is made up of a hierarchy of folders. Folders
that contain sub-folders are denoted by a +
plus sign to the left of the folder icon.

The shortcut pane lists

the shortcuts within the
folder selected in the
Folder Pane.

The Active Sessions Pane displays a

list of the SunSystems windows that
are currently open.

The selection list is located

within the toolbar of the
Navigation Manager window. It
allows you to select pre-defined
shortcuts

You can use the Active Session pane to see which windows you currently have open. To
bring a window to the front of your screen, double-click the shortcut in the Active Session
pane.

You can open several SunSystems windows at a time. This is useful if for example you
wish to carryout a payments run while in the middle of developing a report.

Filling In Forms
SunSystems forms displays data/records in one of three basic styles, depending on the
information available. We will be looking at the different formats in the Entering Data session.
Forms are designed to accommodate a great deal of information using a variety of features.
You can use the Selection List or navigate the menu tree to find the shortcut to the SunSystems
function you want to use.
The menus in SunSystems follow the conventions used by most MS Windows applications. The
following menus are available in all SunSystems forms:
File, Edit, View, Tools, Action, Window, Help.

The Query facility is available

from certain fields that access
static data records. It allows you
to easily search for and select an
existing record.

Tabs allow
you to view
related
information on
a single form.

Navigation Buttons are

included on forms where
there are likely to be
more than one record.

The Status Bar fields, shows Caps Lock, Num

Lock, the SunSystems status bar allows you to
immediately see which user is logged in, i.e. the
Operator Id, Business Unit, Ledger and the date
they logged in.

Session 2 Entering Reference Data

Session Objectives
By the end of this session, you will be able to

Create a new Profit and Loss account

Create a new Balance Sheet account
Create a new Analysis code

Creating a New Profit and Loss Account

Walkthrough
The Chart of Accounts setup screen is accessed via the Static Data Maintenance directory and
the Financials folder.

You will be asked to select the form that you want to use for entry. Select the first option, CA

Walkthrough
We are going to set up a new account 37250 for Training. Enter the new code and press the
enter key. You will be asked if you want to create the new record. Click on Yes.

Enter the Description and Lookup code for the record. Select the General Tab and enter the
Account Type (profit and loss) and the Balance Type (Balance Forward for profit and loss
accounts). Note that there is the User Area and Long Description field to hold further details of the
code if required.

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Go to the Account Analysis tab. Many of these types of analysis are only relevant to Creditor or
Debtor codes. The only one we will require is the Group Accounting code this is used here for
consolidating the accounts when they are reported to the parent company. Every organisation will
have its own types of Account Analysis.

Go to the Transaction Analysis tab. This tab specifies whether a particular type of transaction
analysis is prohibited from use with this account code, mandatory or optional. In the PKP
database, Analysis 2 is used to hold details of the department. It has been decided that we
always want to see which department a training cost relates to, so Analysis 2 should be
mandatory.

11

The currency tab is used to control whether or not a transaction currency is entered with this
account, and what the default currency will be this is most often used with Creditor, Debtor and
Bank accounts. Here, we will just accept the defaults on the system. Click on OK.

12

Creating a New Balance Sheet Account

Walkthrough
For practice, we will now set up a new Balance Sheet account. Note that Creditor and Debtor
accounts require additional setup which will be covered on the Accounts Payable and Accounts
Receivable courses.
Click on the Clear Screen button to return to the Account Code entry field. We will be setting up a
new bank account, Bank Account 3, with an account code of 52250.

13

On the General Tab, enter the Account Type as Balance Sheet and the Balance Type as Open
Item.

On the Account Analysis tab, select the Group Reporting Code 50000 and the Currency Code as
GBP.

14

The Bank Accounts require no Transaction Analysis, so all the options on the Transaction
Analysis tab should be Prohibited.

Accept the defaults on the Currency tab.

15

Exercise 1
Create the following accounts. Where nothing is specified for a particular field, accept the default
value.
Account Code

37500

Account Name

Conferences

Lookup Code
Account Type
Balance Type

Conferences
Profit and Loss
Balance Forward

Account Code

40400

Account Name

Plant and Machinery

Lookup Code
Account Type
Balance Type

Plant and Machinery

Balance Sheet
Balance Forward

Account Analysis
Group Accounting
Transaction Analysis
Analysis 2

50000

Account Analysis
Group Accounting
Transaction Analysis
Analysis 1 5

40000

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Mandatory

Prohibited

Entering Analysis Codes

Walkthrough
Within each analysis dimension, there will be analysis codes which will be added to as an
organisation grows and changes. For example, new departments may need to be added within
the Department analysis dimension, or new project codes set up.
Go to Setting Up Sunsystems/Implementation Options/Analysis Setup/Analysis Codes Setup.

Select the Department Analysis Dimension.

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Enter Department Code 45, and click yes when asked if you want to create.

Enter Human Resources as the name and lookup for the code. Set up Budget Checking to Allow
Budget Checking and set Budget Navigation Method to Previous Periods. This means the
system will check expenditure for this department against the budget, and will take into account
any underspend in previous periods.

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Exercise 2
Create the following analysis codes. Where nothing is specified for a field, accept the system
defaults.
Analysis Dimension
Analysis Code
Name
Lookup

EMPLOYEE
Your Initials
Your Name
Your Surname

Analysis Dimension
Analysis Code
Name
Lookup
Budget Checking

PROJECT
P499
Zardoz Extra Site
Zardoz ES
Allow Budget
Checking
Previous Periods

Budget Navigation

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Session 3 Entering Data

Session Objectives
By the end of this session, you will be able to

Enter a simple journal

Enter a journal with multicurrency
Enter a journal with on-line allocation
Amend a journal and delete lines where necessary

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Entering a Simple Journal

Every organisation will have its own ledger entry screens and journal types. However, in the PKP
database there are three basic ledger entry types grid, form and combined. Your organisation
will choose its entry screens from these basic models, and during this session we will be entering
data using all three types.

Ledger Entry forms part of the Financials directory in the Navigation Manager. We will start by
looking at data entry using the Basic Form

21

Using a Journal Entry Form

This type of entry will be most familiar to delegates who have previously used SunSystems vs 4.
Entry takes place one line at a time.
Walkthrough
We are going to post an adjustment journal, moving revenue from account 11000 to account
12000.

1. Select Journal Type GJ from the list which appears when the Journal Type assist button
is chosen.

2. Enter Operator Code PKP (the journal type can be set to default to your operator ID).

22

3. Enter the transaction reference (here CORRECT 1) and press Enter.

4. In this journal type, the accounting period and transaction date are preset. To amend, use
the Shift and Tab keys or click on the field with your mouse.

23

5. Select the account code here, we will use 11000.

6. Enter the line description, the amount (12345) and the credit/debit marker (debit). Notice
that you can also select a balancing amount. Selecting Journal Balance, for example, will
put the amount and debit/credit marker required to balance the journal.

24

7. Select the Analysis tab and add the analysis code details for the first line as shown.

8. Select the New Line tab.

25

9. Enter the Line Details and Analysis for the second line. Note that you can use the F3 key
to copy the information from the previous line.
There are now a number of options.

the journal can be posted

the journal can be held for posting later
further lines can be added to the journal by using the New Line button
a new reference can be added and the journal continued by using the New Reference
button.

We will hold the journal, then retrieve it and post it. A journal can be held whenever you wish to
exit the screen without posting, whether or not the journal balances.

10. Click on the Hold button. You will be given a Held Journal Reference.

26

11. To retrieve the Held Journal, select the View Held Journals option from the Action menu.

12. Select the journal that you want to post (in this case, journal number 3). Once it has been
retrieved, post the journal.

27

Exercise 3
Enter the following journal using Ledger Entry, Basic Form and Journal Type GJ. You are making
a correction between accounts 22000 and 23000, using the current period and todays date. The
amount that you are transferring is 12000 (Debit account 22000 and credit account 23000). All
the analysis codes should have a code of Not Analysed except for the Department Code which
is 31 (Training).
Hold the journal, retrieve it and post it.

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Using a Journal Entry Grid

A journal can also be entered by using a Journal Entry Grid. This enables the user to see multiple
lines of the journal at the same time in the same screen.

1. Select the Basic Grid option from the Ledger Entry menu.

2. Select the SAL journal type and the PKP operator code. Your transaction reference will
be May Salaries.

29

3. Enter the details as shown above. The transactions are for department 42. Any other
analysis codes requested should be Not Analysed. Post the journal.

30

Exercise 4
You are entering the Customs and Excise payment for May. Use journal type TAX, user PKP and
transaction reference May Payment. Enter the account codes and amounts as shown below.

Post the journal.

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Entering a Multicurrency Journal

So far, the journals that we have used have been in only one currency in the PKP database, the
base currency is in British Pounds (GBP). However, there will be many occasions when it is
appropriate to include another currency with your transaction. For example, a customer may ask
to be invoiced in a different currency from the one which use to keep your records, or a supplier
may require payment in another currency. Many companies also need to keep their records in
more than one currency, either for reporting to a parent company or for a multitude of other
reasons.

Using a Combined Journal

To enter the multicurrency transaction, we will be using a Combined ledger entry form, which
combines aspects of the form and grid screens that we looked at earlier.
Walkthrough
In the example below, a multicurrency supplier invoice has been posted to the wrong supplier
account. We will use the CONV journal type to move the invoice.

1. From the Ledger Entry menu, select the Ledger Entry Multi-currency Combined option.

32

2. Select the CONV journal type and your operator code. Press Enter to activate the rest of
the screen.

3. Enter PIIF 373 (the reference of the invoice that you want to correct) and press Enter.
Notice that details of the line begin to appear in the grid section at the bottom of the
screen.

33

4. Enter the Account Code (81001) that you are transferring the invoice from. Press TAB
and enter a description.

5. The Transaction Currency of the original transaction was Polish Zloty (PLN) and the
invoice was for 13520 PLN. The amount in pounds was 2080. Enter these details using
the TAB key, and enter the Debit/Credit marker as Debit. TAB to the Tax field and enter
V. Then press Enter.

34

6. Enter the details for the second line dont forget that you can use the F3 key to copy
any details which are the same on both lines. When the second line is complete, Post the
journal. Note the Journal number xxxxxx was successfully posted on the bottom left
hand corner.

35

Exercise 5
You discover that a transaction in Spanish Pesetas has been wrongly coded to the main bank
account. Using journal format Multicurrency Combined, and Journal Type CONV, enter and post
the following transaction.
Field
Journal Type
Operator Code
Line 1
Transaction Reference
Accounting Period
Accounting Date
Account Code
Description
Transaction Currency Code
Transaction Currency Amount
Base Currency Amount
Debit/Credit
Line 2
Account Code
Debit/Credit

Entry
CONV
PKP
Rec\11
02/2000
Today
52100
Transfer Spanish transaction 52100 54900
ESP
4,210,138,380.81
5,651,475.80
Credit
54900
Debit

All other fields on line 2 = as per line 1

36

Entering a Journal With On-Line Allocation

Certain types of transaction require the user to match the data to data items already on the
system. An example would be the cash received from a customer, which needs to be matched to
the invoice that the customer is paying. Allocation can take place as a separate process, as we
shall see later, or it can take place during journal entry. We will look at an example of how to
allocate cash received whilst still in a journal.
We will look at allocation in general, and the options available, later in this course.
Walkthrough
In this example, we have received payment for invoice 462 from our customer Southern Airfields
(64012).

1. Go to the Navigation Manager and select the Ledger Entry Multicurrency Combined
option.

37

2. Select the CR journal type and PKP Operator Code.

3. Enter Transaction Reference 000462. The transaction currency will be GBP and the
transaction amount 92408.46. The base currency amount will also be 92408.46. The
Debit/Credit marker will be Debit. Press Enter.

38

4. On the second line, enter Account Code 64012. Use F3 to copy the amounts from the
previous line. Ensure that the Debit/Credit marker is a Credit. Press Enter.

5. The On Line Allocation screen is automatically presented. Select the Transaction

Reference column and click on the Sort Icon to organise the items into reference number
order.

39

6. Select the invoice that you wish to allocate, and change the Allocation Marker to To Be
Allocated. Press Enter.

7. Notice that the Debit and Credit totals in the screen now agree. Select the Save button.
On return to the journal, select Post.

40

Exercise 6
Using the CR Journal Type, enter a cheque received re invoice 463 on Customer 64013. The
cheque is for 293,391.63 GBP. Allocate the cheque against the relevant invoice and post the
journal.

Exercise 7
You have made a manual payment to supplier 81001, and want to record it on your system and
allocate it. Enter using Journal Type CP. The transaction reference is PIIF 235, the value in
Deutschmark(DEM) is 56576 and the base currency amount is 20800. Enter the payment and
allocate it against the relevant invoice. The second line of the journal will be to bank account
52100. Post the journal.

41

Amending and Deleting Journal Entries

To Amend a Journal
A journal line can be amended at any time until it is finally posted. To amend a line;
1. Click on the Amend icon

or select Amend from the Line option on the Action bar

2. Enter the transaction reference and line number of the line that you want to amend

3. Make any amendments that you require, and post the journal as usual when satisfied
with the result.

42

To Delete a Journal Line

A journal line can be deleted if it is not required, but only if the journal has not yet been posted.
1. Click on the Delete icon

or select Delete from the Line section of the Action bar

2. Enter the transaction reference and line no for the line that you want to delete

3. You will be prompted for verification that you want to delete this line.

43

4. There will be a message at the bottom left hand corner of the screen to say that the line
has been deleted, and you will also see this by the details of the line itself.

44

The Ledger Entry Toolbar

Clicking on the $1 tab shows the base amount

totals for the journal, the $2 tab shows the
transaction amount totals, and the $3 tab
shows the reporting or second base currency
amounts.

Totals
by
Journal

Totals by
Reference

Totals by
Allocation

45

Post Journal/Post
(Provisional).The
icon on the right
will only be
available if
provisional posting
is enabled.

Begin
New
Reference

From Left to Right:

First
Previous
Next
Last
line of the journal

Create
New Line

Amend
a Line

Delete
a Line

Add
Standard
Text

Start New
Journal Type

Recall
Provisional
Journal (only
available
where
provisional
entry enabled.

View
Held
Journals

Cancel
Journal

Hold Journal

Activate On-Line
Allocation for this line

46

Session 4 Using the Inquiry Screens

Session Objectives
By the end of this session, you will be able to

Extract an Account Inquiry and sort the data extracted

Extract a Journal Inquiry
Extract a Ledger Inquiry
Extract an Account Balance Inquiry

47

Introduction
In this course, we will be looking at the inquiry screens which are included as standard in
SunSystems v5. However, inquiry screens work using Filters, and these can be modified
according to the specific needs of your organisation. The following session will, however, give you
guidance as to how to use the screens and the main purposes of each type of inquiry.

Account Inquiry
The Account Inquiry screen can be accessed from the Inquiries section of the Financials
directory, as shown below.

48

Walkthrough
The first screen acts to filter the information extracted.Enter account code 12000 and click on OK.

An information message detailing the number of records extracted is shown. Click on OK.

49

The System shows all transactions meeting the chosen criteria.

50

Re-Sequencing the Data

The data can be sorted by clicking on a column to highlight it and then chosing the Sort icon.
Here, we are about to sort the data by currency code.

51

Imploding and Exploding the Data

Depending on how the filter for your Account Inquiry screen has been created, clicking on the
Implode All option on the Action Bar will summarise your data. In the example that we have been
examining, Implode All first gives a line for each transaction date, and then for each accounting
period.

Selecting Implode All again will give one line for each accounting period.

The lines can be Exploded again to give the original detail.

52

Drilldown
Again, depending on the Filter used to set up the screen, it may be possible to drill from the items
presented in the Account Inquiry screen to find further details about the transactions. One
drilldown in the example below is from the transaction to details of the journal with which it was
entered.
Select the journal number from the Journal Number column for the first item in the extraction (this
should be journal number 18) and double click.

You should find that you are in the Journal Inquiry screen which contains details of the whole
journal with which the transaction was entered. Clicking on Exit returns you to the original screen.
Note that clicking anywhere else on the screen will give you the choice of the two drills which are
available in the standard version of Account Inquiry (Account Code and Journal Number)

53

Exercise 8
Using the Account Inquiry function, investigate account code 35400, and find out the following
information.
1. What was the base amount for transactions dated 16/11/99?
2. What was the total base amount for period 8/99?
Extract all transactions for account code 15000. Drill down on Journal Number 134
1. How many lines are there in the journal?
2. What is the transaction reference and base amount for the Withheld item?
3. What is the reference and amount for the highest credit amount on the initial extraction
(i.e. all the transactions for 15000, not just those for journal 134)?

54

Journal Inquiry
Journal Inquiry is used to extract the transactions that have been entered with a particular journal
number. It is also possible to drilldown to details of the account code that a transaction was
entered with.
Walkthrough
Go to the Journal Inquiry option on the Inquiries menu in the Financials directory.

Extract the transactions for journal 101. The other fields on this screen can be used to filter
the data presented.

Click on OK.

55

The columns can be sorted just as in Account Inquiry. Double click on an entry for account
code 64031 to go to the Account Inquiry screen for that customer.

Notice that the original Journal Inquiry screen remains available as a minimised screen if
required. From the Account Inquiry screen, another Journal Inquiry can be selected if
needed.

56

Exercise 9
Using Journal Inquiry, extract the transactions for Journal 150.
1. How many lines are there on this journal?
2. What currency code was the journal in?
Perform an Account Code drill on account 81015.
1. What is the value of Transaction Reference PIM 117?
2. What is the value of the System Generated Balance and which code was it posted to?

57

Account Balance
The Account Balance Inquiry screen enables the user to extract information for a range of
accounts, and to drill down on the information extracted.
Walkthrough
Select Account Balance from the Inquiries menu in the Financials directory.

Enter the details below on the front screen.

Click on the OK button

58

The system will give a balance for each account selected. Click on Explode All to give the
transaction details for both accounts.

59

Double Clicking on one of the two account codes will extract the transactions for only that
code.

Double clicking on a journal number will extract all the transactions relating to that journal.
Here, we have selected journal number 92.

60

Exercise 10
Using Account Balance, extract the transactions for account codes 11000 to 12000 for accounting
periods 1/99 to 3/99.
1. What is the balance for account 12000?
2. Use Explode All to show the transactions for both accounts. Drill on the Journal Number
for the first transaction. What is the Journal Number, and what currency are the
transactions in?

61

Ledger Inquiry
In some organisations, the Inquiry screens may be accessed from Ledger Inquiry rather than from
the separate screens discussed so far in this session. In this case, the form will be completed as
below, and the inquiry option selected as required.

Here, the Account Inquiry option has been chosen in the filter name box, but in the PKP database
the options below could also be chosen.

The options listed can be specific to a particular organisation or to a particular user or group of
users.

62

Session 5 Account Allocation

Session Objectives
By the end of this session, you will be able to

Use the Account Allocation function to match transactions within an account

Understand the use of Allocation Markers

63

Introduction
Allocation is used for two reasons:
a) To match transactions against one another. An example might be the matching
of cash received against a customer invoice, or the matching of correcting entries
to one another.
b) To attach a marker to a transaction. Examples might be a Withhold marker
attached to a supplier invoice that is in dispute or a Reconciled marker against an
item on a Bank account code which has cleared through the Bank Statement.
Allocation can happen in a variety of ways:

It can be done manually during the Account Allocation or On-Line Allocation

process

It can be done automatically for a range of accounts using the Transaction

Matching function

It happens automatically in some processes such as Payment Run

We have already looked at On-Line Allocation, and will look at allocation during the payment
process in the Processes and Procedures course. In this session, we will look at manual Account
Allocation and the Transaction Matching process.
Notice that as with Ledger Entry and Inquiries, the Allocation screens can be tailored to the
requirements of your organisation. In this session, we will be looking at the forms which have
been designed to accompany the PKP database.

64

Account Allocation
Depending on the set up of your Navigation Manager, the Account Allocation screen can appear
wherever appropriate (for example, under the Procedures, Payables or Receivables directories).
In this session, we will be examining the options in the Procedures directory.
Walkthrough

Select the Account Allocation option from the Procedures directory, and enter account code
64003. Notice that the form on the first tab enables the user to apply a filter to the extraction by
period, date, journal type etc.

65

The Amount Range tab allows the user to extract transactions by currency code, debit/credit
marker, or amount.

The Transaction Analysis tab enables the extraction to be filtered by Analysis Code.

66

Click on the Extract button. The menu below shows the range of Account Allocation forms
available on the PKP database. We will select the first option, the Allocate Transaction form.

To make allocation easier, sequence the transactions by Transaction Reference.

67

We will allocate the four items relating to transaction reference 000229. Click in the Allocation
Marker column and select the To Be Allocated marker.

Once the marker has been changed, click on the Post button. You will be returned to the main Account
Allocation menu. To extract a list including allocated items, the allocation marker field must be changed to
Include All Transactions.

68

Exercise 11
1. Extract all the unallocated transactions for account code 64001, using the ALLOC allocation form.
Sequence the transactions by base amount, and then allocate the two items for 23.50, dated 18 and
19 January 2001. Post the transactions.
2. A correction has been made to Invoice 68 (value 825.60). The correction has reference AAAAAAAA
and is for 555. Using the Split Allocation marker, match the correction against the invoice and post
the allocation. Note that the remaining portion of Invoice 68 can still be seen when the unallocated
transactions are selected.

69

Using Account Allocation to Change Analysis

Depending upon the permissions of the user and the set up of the system, Account Allocation can
be used to change analysis codes or other details relating to a posted transaction.
Extract the details for 64003 unallocated items again, but this time select form ANALYSIS.

The description of the items and the VAT marker can be saved in this screen by either typing in
the correction directly, using the Windows cut and paste function or selecting the revised code
from the assist menu.

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Exercise 12
1. Extract the transactions for account code 64001 using the ANALYSIS form. Change the
description 000453 to Software Product Sales, and give the item a VAT analysis of V.
Post the amendments.

Changing the Payment Criteria of an Invoice

It is possible to change the payment date and payment terms of an invoice which has been
posted.
Extract the transactions for account code 81001, using the PAYMENT form.

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The Due Date of the invoice and the Payment Terms code can be selected and posted to the system after the
invoice has been posted.

Exercise 13
Using 81001, change the due date of the first invoice to 10 days from today. Change the payment
terms of the second invoice to 14 days from transaction date. Post your adjustments.

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Analysis Markers
Allocation Marker

Description

To Be Allocated
(becomes Allocated
after posting)

This marks a transaction as allocated. A transaction is given

this marker when it is marked for allocated.

Allocated

This indicates that the transaction has previously been

marked with To Be Allocated and then posted.

Brought Forward

This marker is used by Payment Run if the amount to be

paid is discovered to be a debit balance. These transactions
are included in subsequent payment runs until the balance
reverts to a credit. A similar situation arises in Payment
Collection Run, but where the amount to be 'paid' is
discovered to be a credit balance.

Correction

This marker is used to highlight transactions posted in error.

Transactions with this marker may be excluded from all
reports except Journal Listing and Trial Balance. Use the
Report Corrections option in Ledger Setup (LS) to determine
whether these transactions are included in the report.

Force

This marker identifies transactions to be paid in the next

Payment Run or Payment Collection Run.

Paid

This marker identifies transactions that have been paid by

Payment Run and Payment Collection Run. It cannot be
entered manually.

Reconciled

This marker identifies bank account transactions that have

been reconciled with the bank statement.

Withhold

This marker works in reverse to the Force maker.

Transactions with this marker are excluded from Payment
Run and Payment Collection Run.

0 to 9

These markers are used to indicate the various processing

stages that a transaction can go through during its lifetime.
They are used primarily for bills of exchange and promissary
notes. Each number represents the stage in the life of the
bill. These markers can be incremented manually or by
printing specific documents.

Space

You can enter a space to remove an existing allocation

marker from the current transaction.

Split (becomes
Allocated after posting)

You enter Split on a transaction where you want to split the

amount to record a part payment or receipt.

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Session 6 Maintaining Budgets

Session Objectives
By the end of this session, you will be able to

Change from one budget ledger to another

Understand the different ways of getting budget data into Sun

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Budget Ledgers
A budget ledger refers to a completely separate set of transactions that are used to hold another
set of values, for example budget values or commitment values.
You can define several different budget ledgers for a business unit, depending on the number of
budgets you want to maintain. For example, in any financial year you may need to maintain
budget ledgers for:

the current working budget, which is referred to as the primary budget

a revised budget
the committed expenditure
next year's budget under development.

For each business unit you have one actuals ledger and up to ten budget ledgers. These ledgers
are identified by the letters A through K, where A refers to the actuals ledger and B to K refer to
the ten budget ledgers.
.
You access a budget ledger, or return to the actuals ledger, using Change Budget (CB).
The static data records that have been defined for your actual ledger apply to each of your budget
ledgers. This means that each budget ledger contains the same set of accounts, analysis
dimensions, and analysis codes as the actual ledger. It also uses the same business unit and
ledger processing rules.
The majority of the Financials facilities that are available in the actual ledger, can be used in a
budget ledger to enter and maintain budget values. The exceptions include the payment related
forms, for example Payment Run (PAY), Payment Collection Run (PAYC) and Payment
Documents (PYD).
Budgets can be entered into the system using Ledger Entry (LE), or imported from another
application such as Excel or Vision XL using Ledger Import (LI). See the Transaction
Management course for details of using Ledger Entry and the Ledger Import function.

75

Changing to a Budget Ledger

Go to the Change Budgets option in the Ledger Accounting Administration function.

Select Budget Ledger B from the list.

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Click on OK.

You will be warned that you are being transferred to a budget ledger. Notice that information
about the ledger, database etc is also held at the bottom of the screen.

To go back to the Actual ledger, return to Change Budgets and select A.

77

Session 7 Multicurrency and Revaluation

Session Objectives
By the end of this session, you will be able to

Set up new currency rates

Run the Revaluation routine

78

Introduction
In SunSystems version 5 it is possible for each transaction entered to hold up to four currency
values. These four values are defined as:

1 - Base currency
2 - Transaction currency
3 - Second Base currency or Reporting currency
4 Memo value

Base currency is a fixed single code value, attached to all transactions. This would usually be
the national currency of the country in which the company is based. Fiscal reporting is almost
always carried out in this currency.
Transaction currency is a multi code value. This could be the currency of the document, for
example an invoice, being entered into the ledger.
Second Base currency is a fixed single code value, which runs parallel to Base currency. Any
postings in Base currency also exist in Second Base currency, except for rounding corrections.
Reporting currency is a fixed single code value, which, like Base currency, will normally be
present on all transactions. It will usually be calculated by the system. This third value may be
defined as a Reporting currency if no Second Base currency is required.
Memo value can be used for entering time, quantity, weight etc. This value cannot be calculated,
but can be entered and reported on.

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GAAP Model
GAAP (Generally Accepted Accounting Principles) reporting is the ability to report in both, your
base or local currency and a reporting currency.
If we take the example of an American owned company, which has a division in and operating out
of, the UK. This division trades mainly within Europe.
In this instance, you would define the Base currency as pounds sterling, the local currency of the
division. You would also have a Transaction currency, which serves as the pivot currency. This
is a multi-code value and therefore various European currencies would need to be defined.
Finally you would define your third currency, a Reporting currency. This would be the currency of
your head office i.e. US Dollars.
Below is a diagram showing how the currencies would be setup in the above example.

PIVOT

Value 2 Any currency

Transaction currency

Value 1 GBP
Base currency

Value 3 USD
Reporting currency

The pivot currency is the Value 2 Transaction currency. This means that all other currencies will
be converted via the Transaction currency. So for example, an invoice in French francs would be
converted from French francs to the Base currency and from French francs to the Reporting
currency.
In financial terms the parent company, in this case in the USA, is taking all the risk between
Transaction currencies and the Reporting currency.

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Currency Codes Setup

The Currency Codes Setup function contains general information relating to each currency.
Walkthrough
Go to Static Data Maintenance/Common/Currency/Currency Codes Setup

The names relating to the currency, the number of decimal places required and the account
codes related to the currency are created here.

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Currency Period Rates Setup

Once the currency has been created within Currency Codes Setup, the exchange rate for each
currency is defined within Currency Period Rates Setup.

SunSystems 5 has the ability to define both the currency converted from and to the Base
currency. Base, Second Base and Reporting currencies can equally well occur as Transaction
currencies depending on which has been defined as pivot.
You can see from the above example that a Currency Period Rate has been created from
USD(the reporting currency) to GBP (the Base currency).
Decimal Places refer to the number of decimal places the rate must have. This cannot be
amended during Ledger Entry.

82

On the second tab, additional reporting rates for the currency can be held. This can be used to
hold forecast or budgeted rates, or for holding historical rates.

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Currency Daily Rates Setup

SunSystems NG offers us the facility to define exchange rates for a date or date range within
Currency Daily Rates Setup. Go to Static Data Maintenance/Common/Currency/Currency Daily
Rates Setup

The date from which the rate becomes effective, the rate itself and the account codes to be used
for gains and losses are entered on this screen. This rate will override any period rate that has
been setup.

84

Ledger Revaluation Process

Revaluation involves re-valuing one amount against another amount. Multi-currency transactions
are posted using the exchange rate specified on Currency Period Rates Setup and/or Currency
Daily Rates Setup. These rates are usually issued, by the Finance dept, to be used as standard
rates across an Organization. Exchange rates fluctuate daily and so the issued rates are
generally calculated average rates. Each period these rates will be replaced with new average
rates.
At the close of each period the currency year to date balances in the Balance Sheet are re-valued
to reflect the new exchange rates. This gives a more accurate Base Currency value for the
companies Assets and Liabilities. Some Profit and Loss accounts may also be re-valued, in the
case of incorrect rates being used, but only for the current period. Profit and Loss accounts
cannot be re-valued for prior periods.
Lets look at a simple example:
The following Debtor account contains an invoice of $1,000.00. Debtor accounts are Assets held
in the Balance Sheet. At the time of posting the exchange rate was 1.5 $/ which gave a
sterling (Base) value of 667.00. At the end of the period the exchange rate changes to 1.45 $/.
Therefore the change in value for $1,000.00 / 1.45 = 689.66.
Account 64015
Journal Transaction
Period End

Rate

Base

Trans. Currency

1.50
1.45

667.00
689.66

$1,000.00
$1,000.00

This account is reflecting a Base value of 667.00 so an adjustment must be made to reflect the
new Base value
New Base value
Original Base value

689.66
667.00
=

22.66.

This is an exchange GAIN.

Ledger Revaluation will calculate the exchange difference and post an amount, in Base, to the
relevant account. Note that the Transaction currency value does not change. This is the value of
the invoice, which has been issued to a customer and must not be altered after posting.

85

Below we can see the Debtors account with the Ledger Revaluation posting:
Account 64015
Rate

Base

Journal Transaction

1.50

667.00

Ledger Revaluation Journal

1.45

22.66

New Account Balance

689.66

Trans. Currency
$1,000.00

$1,000.00

In SunSystems 5 we can select which of our 3 predefined currencies we would like re-valued.
However Ledger Revaluation can only re-value one currency against one other. If you are using
3 currency values you may have to re-value twice to ensure all values balance.
Go to Financials/Procedures/Ledger Revaluation

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Source currency and Target currency

Source is the currency being re-valued. This does not change in value itself. The amount,
against which you are re-valuing (the Target) changes. Therefore Target cannot be Value 2
Transaction currency, as this is an amount which may have been invoiced or paid and is
therefore real, i.e. documented and agreed.
One of either the Source or the Target must be the pivot. Currency Period Rates Setup and not
Currency Daily Rates Setup are always used by Ledger Revaluation for calculation.
The valid selections are:

Re-value Transaction currency against Base or Second Base,

Re-value Transaction currency against Reporting value
Re-value Reporting against Base
Re-value Base against Reporting value

The following rules must be followed:

You cannot re-value against Value 2 Transaction Value, as Target

No postings will be made to Value 2 Transaction Value during revaluation. These are real
values entered by the operator and so cannot be changed.
No postings will be made to the Source value.
If you re-value against the pivot (pivot = Target) and the pivot is Second Base currency then a
posting with two values will be created.
If you re-value the pivot (pivot = Source) a posting with a single value will always be created.

In SunSystems 5 it is possible to re-value the current period and a range of periods to be revalued may be selected.
The re-valuation of profit and loss type accounts must be run separately but all other type of
accounts may be processed together.

87

Exercise 14
Create a New Currency Code

Create a new Currency Code CAN (Canadian Dollar). The Subunit name is the Cent, and
the currency should be created with 2 decimal places. Select Daily Conversion Rates
with a validity period of 10 days. The gains and losses accounts are as below;

Realised Gains
Realised Losses
Unrealised Gains
Unrealised Losses

38400
38500
38600
38700

Create a Daily Rate for the currency from CAN to GBP as at 1/12/2000. The rate should
be 2.023 and the sign should be a divide (i.e. the Canadian Dollar amount is divided by
2.023 to give the Sterling amount).

Create a Period Rate to be used in Revaluation of 2.061, for period 12/2000.

Enter a Sales Invoice

Using the Ledger Entry Multicurrency Combined form and the Sales Invoice Journal
Type, enter an Invoice dated 2/12/2000. The Debtor account will be 64011, the period
12/2000 and the Transaction amount 1000 Canadian Dollars. The credit line will be to
account 11000. The Tax Code should be E Exempt. Post the Journal.

Revaluing the Transaction

Use CP(Change Period) to change the current system period to 12/2000

Run Ledger Revaluation for account code 64011, period 12/2000 and currency CAN.
Post the revalued amount.

Next Period

In period 1/2001, the invoice has still not been paid, but the period exchange rate has
changed to 2.089. Change the period to 1/2001, and re-run Ledger Revaluation. Post the
revised amount, and use Account Inquiry to check what has been posted.

Final Payment

In period 2/2001 (2nd February 2001), the invoice is paid. The daily exchange rate for the
period has been changed to 2.093. Enter a journal for the 1000 CAN dollars, using
journal type CR (Cash Received) and post it.

Final Revaluation

Change the period to 2/2001

Create the period exchange rate for Period 2/2001 to 2.080. Run Ledger Revaluation
again and post the final amount. Use Account Inquiry to interrogate the debtor account.

88

Session 8 Running Standard Reports

Session Objectives
By the end of this session, you will be able to

Run an Account Listing

Run a Journal Listing
Run an Aged Report
Run a Reference Data report

89

Account Listings
As with all the reports in SunSystems 5, it is possible to tailor the format and data contained in the
report to meet organisational needs. Here, we will look at the reports set up in the PKP database.
Walkthrough
Account Listings are held in Financials/Financial Reports/Transaction Listings

Select the Account Listing with Analysis report. Choose the Business Unit, Ledger, Account
Codes (here, you will need to choose Range from the operator options) and Periods shown
below.

90

The Report Options tab designates whether the report will be printed directly, stored on disk or
presented for viewing. Here, we will choose to View the report.

Click on Ok. The following report should appear in your report viewer.

The arrows in the report toolbar can be used to page through the report.

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Exercise 15
Run an Account Listing with Payment Terms for database PKP, Ledger A, all account codes
beginning with 81 and accounting periods 01/1999 to 12/1999. What is the value for transactions
in Spanish Pesetas (ESP) for supplier code 81001?

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Journal Listing
Go to Financials/Financial Reports/Transaction Listings/Journal Listing

Select journal number 1660 from database PKP, ledger A. Notice that journals can also be
selected by Entry Date, Entry Period, Journal Type, Journal Source or Accounting Period.
Click on OK.

93

The report shown below should be produced.

94

Exercise 16
Run a Journal Listing with Analysis report for journal 1660, database PKP, ledger A. What is the
Product Group code for the first line of the journal?

95

Aged Reports
Go to Financials/Financial Reports/Aged Reports/Aged Analysis-BackDueDate Summary.

Enter the details as shown below. Note that once the base date for ageing is entered, the system
will automatically calculate the values for the ageing categories.

96

The report below should be produced.

97

Exercise 17
Run this report again, but this time select Aged Analysis BackDueDate Details.

98

Reference Data Reports

Each Static Data maintenance screen, and screens such as the Currency Setup screens, contain
a report option to enable the user to run a list of the items which have been set up.
Go to Financials/Static Data Maintenance/Financials/Chart of Accounts Setup

Click on the Action dropdown list and select Report. Select the CA document format, and click on
OK.

99

Select the Creditor Account codes (81001 81099)

The report below should be produced.

100

Appendix 1 Ledger Import

Depending on the requirements of your organisation, it may be necessary to import data from
external applications such as Vision. The set up of these files is outside the scope of this course,
but the user may need to access the screens below.

External File Transfer

The External File Transfer screen is accessed from the Ledger Transfer folder in Financials.

The import file path and the File Format should be entered.

101

Clicking on OK will take you to the Ledger Import Run Time Parameters screen. Select the
Journal Type and the Error Suspense accounts, and select Process.

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If you have difficulty in understanding this document or need it in

another format, including Braille, large print,
audiotape, interpretation, signed interpretation or translation into
another language, please telephone 01795 434343
or e-mail post@amicus-group.co.uk.