Ledger Accounting & Multi Currency - 42

Ledger Accounting
LEDGER ACCOUNTING WITH MULTI CURRENCY
SYSTEMS UNION PRODUCT T RAINING GUIDE
SU009 V2.1
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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SYSTEMS UNION PRODUCT TRAINING GUIDE
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 17.2 17.3 17.4 - Analysis Category Lengths (SunSystems Menu)...............................................88 - Analysis Definitions................................ ................................ .........................89 - Maintain Sequence Number Definitions ................................ .............................90 - 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 Appe ndix 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 2 3 4 5 Logging on to SunSystems Moving around in Ledger Accounting Setting up a new Company / Database Setting up Accounts Exercise 1 - Chart of Accounts Analysis in Ledger Accounting Exercise 2 - Analysis Lunch Afternoon 6 7 8 Printing & viewing reports Audit Trail for Reference Data Exercise 3 - Audit Trail Posting Transactions to the Ledger & on-screen enquiries Exercise 4 - Posting Transactions 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 Aged Analysis reporting & Printing Statements Exercise 10 - Aged Analysis Reporting Payments to Creditors Exercise 11 Payments to Creditors Lunch Afternoon 12 13 14 15 Day 3 16 17 18 Standard Reports Budgets in Ledger Accounting Changing from one database to another The Balance File Morning Archiving data Rough Book Processing Exercise 12 Rough Book Processing Tax Reporting Lunch Afternoon (Optional) 19 Multicurrency Exercises 13,14 & 15 - Multicurrency (Parts I,II & III)
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Day 2
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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. 2. 3. 4. 5. 6. 7. Putting Ledger Accounting into context What makes Ledger Accounting Different Setting up a Database in SunAccount Posting of accounting transactions in Ledger Accounting Budgets Analysing data in Ledger Accounting 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 Asset Register Corporate Allocations LA AR CO
SunBusiness modules
Sales Order Processing Purchase Order Processing Inventory Control SO (Sales Invoice Register is a subset) PO (Purchase Invoice Register is a subset) 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.
SunSystems
SunAccount AR LA CO
SunBusiness SO IC PO
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.
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Session 2 - What makes Ledger Accounting different 2.1 - Traditional modular accounting systems
Nominal Ledger
Balance Sheet accounts Purchase Ledger
Purchase Ledger Control A/C Sales Ledger Sales Ledger Control A/C Cash Book Control A/C Profit & Loss accounts
Cash Book
The traditional arrangement of modules in other accounting systems
Key Points: 1. 2. 3. 4. 5. 6. 7. The Nominal Ledger is at the centre. All other modules (i.e. Sales & Purchase Ledgers ) are subsidiary to the Nominal. Users choose the module they wish to work on from the main menu. Users select from a series of submenus the task (e.g. Invoice posting) they want to carry out. Regular routines are run to update the Nominal Ledger with postings made in the subsidiary ledgers. Statutory & management reports are produced from the Nominal Ledger. Sales & Purchase Ledgers maintain the individual balances on Debtors & Creditors accounts respectively - these balances must be reconciled to control accounts in the Nominal.
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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/cs 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 reconciliations! 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
Reference 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
Transactional data 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.
Data may be created, amended or deleted.
Key Points: 1. 2. 3. Each company or operating entity is set up as one or more Databases. Each database contains all of the information relating to the company. Each database comprises a number of files of information broadly split into: I. Reference data II. Transactional data Each database contains at least one ledger , known as Ledger A which contains only actual postings. Budget information is posted to a separate ledger, usually Ledger B. 10 separate ledgers are available - Ledgers B to K.
4. 5. 6.
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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 companys Customers by Geographical Area. Step 1: Step 2: Step 3: Step 4: Decide the maximum number of characters which will be needed to code each account. (e.g. NORTH or SOUTH = 5 characters). Choose an unused Account Analysis category e.g. A1 and give it the name of Geographical Area. Create the range of codes e.g. NORTH, SOUTH, EAST, WEST within the chosen category of A1. Enter the appropriate code for Geographical Area onto each Customers 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
Geographical Area
NORTH
SOUTH
EAST
WEST
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.
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6.2 - Transaction Analysis

Available categories in Sun: T0 to T9
Abbreviated example Chart of Accounts:
Account Codes 100000 101000 101010 102000 102010 200000 201000 202000 203000 300000 301000 302000 400000 401000 402000 500000 501000 502000 600000 601000 602000 603000 603010 603020 603030
Account names
Fixed Assets Cost Vehicles, etc. Accumulated depreciation Vehicles, etc. Current Assets Debtors Bank Stock Current Liabilities Creditors VAT Financed by Share Capital Retained Earnings Income Sales Other Income Profit & Loss Expenditure Accounts Cost of Sales Direct Expenses Inv. No. Amount Indirect Expenses Advertising Wages & Salaries Stationery, etc. 123454 1000.00 54324 17962 28634 1200.00 850.00 04 1356.00 Dept 02 03 02 All of the transactions are posted to the same account (603030). Each one has a department code attached Balance Sheet Accounts
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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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To attach a Department code to each Transaction

Step 1: Step 2: Step 3: Step 4: Decide the maximum number of characters which will be needed to code each department. (e.g. 01 for Sales Dept. = 2 characters) Choose an unused Transaction Analysis category e.g. T1 and give it the name of Department Create the range of codes e.g. 01, 02, 03, 04 within the chosen category of T1 Enter the appropriate code for Department onto each transaction where required, for example on Purchase Invoices.
Analysis Category T1
Department
Code
01 Sales
02 Marketing
03 Admin
04 Account s
05 IT
06 Service s
07 Production
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.
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Session 7 - Use of Menus in Ledger Accounting 7.1 - Menus in modular accounting systems (Example)
Main Menu 1. 2. 3. 4. Sales Ledger Purchase Ledger Nominal Ledger Cash Book
Purchase Ledger 1. 2. 3. 4. Batch Entry Account Enquiry Reporting Return to Main Menu
Cash Book 1. Batch Entry 2. Account Enquiry 3. Reporting 4. Return to Main Menu
Nominal Ledger 1. 2. 3. 4. Batch Entry Account Enquiry Reporting Return to Main Menu
Sales Ledger 1. 2. 3. 4. Batch Entry Account Enquiry Reporting Return to Main Menu
Reporting 1. 2. 3. 4. 5. Age analysis Statements Day Books Reminder letters Return to Main Menu 1. 2. 3. 4.
Account Enquiry Account record View details Print details Return to Main Menu 1. 2. 3. 4. 5.
Batch Entry Invoice posting Credit note posting Cash receipt posting Adjustment posting Return to Main Menu
Typical hierarchical Menu structure in a modular accounting system
Key Points: 1. 2. 3. 4. Users normally select the module they wish to use from a main menu. From the modules main menu, users select a submenu. Users select the specific task they wish to carry out from the submenu. Menus are hierarchical so users must exit from each submenu to return to the menu at the level above.
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7.2 - Ledger Accounting Menus
SunSystems Main Menu
Ledger Accounting Main Menu
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.
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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 - Whats 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
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
After logging on you will be presented with the SunSystems menu.
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Session 2 - Moving around in Ledger Accounting

Accept/ OK F1 Help F2 Lookup F3 Duplicate
Cancel
Scroll buttons
Either: Click on the appropriate button Or: Press the equivalent F-key
F4 Freeformat Macro
F6 Shorthand to end
F7 Duplicate
F8 Calculator
F9 Context
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 You can see Delete these options Examine by clicking on Next Action on the Report top line of the Transfer screen 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.
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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 Enter C to create new database code
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
Key Points: 1. 2. 3-character database code must be unique. Decimal places: may be 0,1,2 or 3. Do not change after posting any transactions.
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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!
Enter NEW. All selected files for this database will be created Enter Yes or leave blank for Noas indicated
Required only for SunBusiness
All journals reside in this file. Can be used to clear existing transactions leaving static data intact
This file contains the static data (see page 7 ). Clear this file only when setting up the database
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.
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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 Amend
The Base currency code for the ledger
Set this to Y if every journal is to be printed immediately after it has been posted
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
Ensures that transactions are transferred to a separate archive file during Period / Year Cleardown
Enables electronic payments to be made to suppliers if Bank Details records have been set up
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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 Click on Action to display all available options on this screen and select Create Complete information on this screen as shown
Transaction analysis categories (T0 to T9). Flag Y to show required when posting to this account Up to 10 chars alphanumeric
This section is used only for Debtor , Creditor and Trader/ Client account types
Code used for accessing the Name & Address record attached to this account
Used when selecting suppliers in Generate Payments Account types: Balance Sheet (asset and liability accounts). Profit & Loss (income and expense accounts). Debtor (Customer accounts). Creditor (Supplier accounts). Trader / Client accounts (Companies who are both Customers & Suppliers). Memo (accounts for recording non-financial or statistical information such as departmental headcounts). All accounts must be either Balance Fwd or Open item. This affects how transactions within each account are handled during Period/ Year Cleardown.
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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 companys details. This is also printed on documents. Create the Name & Address record for the new account This code must be the same as the one entered in the Address Code box on the Chart of Accounts screen
We will go to Bank Details (BK) to complete information for this account
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4.3 - Bank Details

LA=Ledger Accounting - Maintenance - BK=Bank Details You may set up multiple Bank Details records for one Account Code. This uniquely identifies each bank record
Create the bank details for the account
This must be the same as the Account Code on the Chart of Accounts record
This may be used to hold the code for the banks Name & Address record
Use this to limit the amount of any one payment to the supplier
Key Point: A Bank Details record must exist for every supplier to be paid electronically.
Please turn to Exercise 1 - Setting up Accounts
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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. Select Create and enter the length of the A1 category for the NEW database as shown
Maximum length of code within category A1
Key Points: 1. 2. 3. You must assign a length of at least 1 character to each analysis category which you intend to use. Maximum number of characters in any one category is 15. Maximum number of characters across all A categories is 50, the same applies to T categories.
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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. Select ND and create the definition for category A1
Available analysis categories are: A0 to A9 T0 to T9 User name given to selected category
Heading used on reports
Key Points: 1. If Non Validated Codes is left blank on a Transaction analysis category, all codes entered must already have been set up. Set to Yes to allow any code up to the maximum number of characters to be entered when posting transactions. 2. Set Amend Codes to Yes 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
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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). Select NC and create the analysis code NORTH within the category A1 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
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
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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.
Print report - this will print directly to the attached printer (whether network or standalone). Store 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.
2.
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. Select AC and ensure that the Audit Trail for CA, NA and BK is set to Y es
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
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Session 8 - Posting Transactions to the Ledger & Account Inquiry

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 Select JD and create a Journal Type of PI Enter here the T categories which you set up in the analysis exercise for Dept and Tax
Analysis Codes for these Categories will be required when entering a Journal using this definition
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.
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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 Start. The Journal Type is PI. 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
Key Points: 1. 2. 3. 4. The above information must be completed for each line of the journal. You may not post any journal until Out of Balance by = 0. Each journal must balance within a period - you may not post debit and credit entries within a journal to different periods. 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 Electricitys account. Post these transactions to the ledger.
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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. Select TD and create Tax Details for Standard Rate Tax
Used when splitting the Input Tax across two accounts
For Withholding tax / Royalties
Key Point: Tax details must be set up for every code to be used in automatic tax calculations.
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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 The input tax will be calculated on the net amount posted to the profit & loss account
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 doesnt balance when the tax is calculated and you will have to amend one of the lines.
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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. Appears as a prompt when entering a journal
Select JP and create the first line of the Journal Preset for PI
The account code entered on this line of the journal must be a profit & loss type
All of this information may be preset if required
The amount is preset to a debit
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.
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We are going to create the 2 nd line of this preset code for the total amount on a purchase invoice. The creditors account code will be entered during Journal Entry. Select Create using the same preset code , this time for line 2 The prompt for the 2nd line of the preset The line number on which the presets on the current line are based
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.
Analysis Codes Overlay: The analysis codes entered on line 1 will be repeated on line 2.
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.
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8.5 - Account Inquiry

LA=Ledger Accounting - Inquiry - AQ=Account Inquiry Used to view the transactions within an account. Select AQ for the London Electricity account 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
All of these options may be used to restrict the transactions that will be displayed
Now select Extract from the Action menu to display the transactions on this account. You may overlay different boxes of information relating to each transaction on the right hand side of the screen
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
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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)

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 Yes 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

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 Only Creditor accounts will be selected for this report
Select GL and create the following Aged Analysis Layout
This specifies that the report will be printed in account code order
Key Point: Ageing a report by Due Date can give an indication of potential cash flow.
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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 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
Select Store to disk and view the report on screen.
Turn to Exercise 10 Aged Analysis Reporting.
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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 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
Select Store on disk and then VR to view the report on screen.
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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

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.
Select PP and create the following payment profile
Only accounts with a payment method of Cheque will be selected
Transactions will be selected for payment based upon their due date
We will select the transactions due for payment with this payment profile using the Generate Payments procedure.
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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.
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
Store and view the report on screen. Run Generate Payments again, but this time post the transactions.
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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.
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
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.
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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.
Select VP - Void Payments and complete the screen as shown
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
Enter N here to stop transactions previously allocated from becoming Witheld Key Point: There must be a numerical transaction reference to be able to cancel the payment.
Select Store 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
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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 Account Listing Payment Listing
Transactions are printed in journal number order. Transactions are printed in period number order within each account selected. 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 Report 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. 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)
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.
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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. Select AL using the format code AAL1 as below
Select the London Electricity account code 301001 for all accounting periods
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).
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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.
Select the same range of account codes used for Generate Payments
You may sort by transaction reference or allocation number
You should include allocated if printing transactions from Generate Payments
The defaults may be changed to any journal type or journal source
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.
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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.
Select Trial Balance - TB
If you select Y the Trial Balance will show only one total figure for each type, Debtor, Creditor, Client
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.
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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

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. Make sure that you enter N for everything except the Budget File !
Select File Create for the NEW database
Enter B to create the file for Ledger B.
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.
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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. Select Budget Definitions - BD and the Amend option
Enter the name you wish to give to this Ledger
Key Point: You will need to create a definition for each Budget Ledger (B - K) that you intend to use.
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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. Select CB and enter B for the Budget Ledger. Then click on OK
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.
The name given to the ledger in Budget Definitions is shown here
Now please return to Ledger A - Actual Results and check this by pressing F9.
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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

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 Process 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.
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
If you enter Y here, the following screen will be displayed
Transaction analysis categories. Y indicates which categories will be consolidated during cleardown
Answer Yes to Ok to Cleardown? Select Account Inquiry for the Account Code 11000 to see result of the process on the transactions.
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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. 2. 3. 4. 5. You must have printed the transactions audit trail before running Period Cleardown journals will not print correctly afterwards. The archive file for the year in which the period is being cleared down must already exist. If account code set to Balance Forward on the Chart of Accounts, then transactions will be cleared down regardless of their allocation marker. If account code set to Open Item on the Chart of Accounts, then only transactions which are allocated will be cleared down. 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.
Select NL and Amend the NEW databases T category lengths
Category T8 has been chosen to hold the Day Book Sequence Numbers - with a length of 10 characters
Key Point: Make sure that the category is long enough to hold the largest anticipated number.
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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 Create the categoryT8 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 Automatic when it is to be used as the Day Book sequence number
A date entered here would override the Entry Date on all transactions entered using the sequence code.
This is updated by the system and may also be amended manually
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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 Pro cessing

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. Select Maintain Tax Listing Layouts - XL. Create the layout code as below This is the range of Creditor accounts from which the gross values of the transactions will be taken Only Creditor account types will be selected
Transactions which are both unallocated and allocated will be selected
Transactions will be selected by Accounting Period and sorted into Transaction Date order
We will be selecting accounts based upon the Tax codes attached to the transactions in these accounts Key Points:
The tax amounts will extracted from these accounts
The Net values of the selected transactions will be selected from this range of accounts
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.
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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
Transactions with S to Z in the T1 (Tax) analysis category will be selected for the report
Select store to disk and view the report on screen.
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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. 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
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.
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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
Transactions with S to Z in the T1 (Tax) analysis category will be summarised for the totals on the report Select Store to disk and view the report on screen.
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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 Multicurrency boxes.
Ledgers Base currency. Variance from stored rate allowed on entry. Allow payments in Other amounts using Generate Payments.
Overlay Miscellaneous:
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. Select Create to set up a currency definition for Belgian Francs as below
Used when printing cheques or remittance advices / statements
Using Daily Rates for this currency? If so, how many days is the rate valid for?
Key Point: You must create a definition for each conversion code to be used.
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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. 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
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.
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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. 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 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.
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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. Create the following Journal type as below
This box must be set to Y to be able to enter Other amounts and conversion codes
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.
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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. Select JE and Start 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
The Other Amount field holds the foreign currency amount
This is amount converted to the Base currency (GBP for NEW database)
This is the rate extracted from Daily Conversion Rates. It may be varied by the percentage specified on the Ledger Definition screen
Enter the debit entry of this journal using the Telephone account. Post the journal to the ledger.
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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
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
Key Points: 1. 2. 3. 4.
When revaluing to the current period, you may not post the resulting transactions
5.
Transactions are revalued individually. Only unallocated transactions will be revalued. Large numbers of transactions may be generated. 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. 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)
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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 Department Department Department Tax Code Tax Code Tax Code Code 01 02 03 E Z S Name Sales Dept Accounts Dept Administration Dept Exempt Zero 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 Extract to display the transactions on the account.
Select AA Amend Allocation
Enter * in the allocation box and the Amend Details screen appears:
Change the department code previously posted
Select Post 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.
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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 companys 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 Extract 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.
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
Select Post from the Action menu and the allocation boxes will be updated.
Once posted, the Y will change to Allocated.
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 Extract.
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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 Engineerings 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.
An additional transaction has been added which represents the amount previously out of balance
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 Extract.
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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:
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
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 creditors account, do not select Create 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.
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The following screen appears:
Value of receipt to be allocated
Enter Y against items you wish to allocate
Unallocated items on the account
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.
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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 Dawns account. Select Account Inquiry and make sure that you can see the allocated transactions in Golden Dawns 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 Bank is selected.
This is used as the Transaction reference for the payment.
This is the file in BACS format to be transmitted to the bank using appropriate software Select Store to disk.
The Print Remittances screen appears as before. Select Store to disk and view on-screen.
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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 Electricitys account.
You may now amend any part of the recalled journal and re-post it or delete it altogether. Reposting 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 First, Last, Next and Back 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
Enter todays date and the Daybook listing will show all transactions entered today
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. Select Store 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.
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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. We have received an invoice from BASF as detailed below:
a)
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 todays 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: For spare parts
Invoice date: 01/09/97 Invoice number: TN4453 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 Telefunkens 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 Telefunkens 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 Marketings 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 Codes 100000 101000 101010 102000 102010 200000 201000 202000 03000 300000 301000 301001 302000 302010 302020 400000 401000 402000 500000 501000 501020 502000 600000 601000 602000 602010 603000 603010 603020 603030 etc. Income Sales Discount on Sales Other Income Expenditure Cost of Sales Direct Expenses Discount Received Indirect Expenses Advertising Wages & Salaries Electricity Account names
Fixed Assets Cost Vehicles, etc. Accumulated depreciation Vehicles, etc. Current Assets Debtors Bank Stock Current Liabilities Creditors London Electricity VAT Output Vat Input Vat Financed By Share Capital Retained Earnings
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Appendix B
Chart of Accounts Structure of the DEM Database
Description Sales a/cs Cost of Sales Expenses Direct Indirect Other Fixed Assets Current Assets Cash / Bank a/cs Inventory Debtors Other Client Accounts Current Liabilities Creditors Other
Account Code Range 10000 20000 19999 29999
Useful Accounts within the ranges
30000 35000 37000 40000 -
34999 36999 39999 49999
50000 60000 64000 65000
54999 63999 64999 65999 71999
(Bank No. 1: 52100)
70000 -
81000 84000 -
81999 94999
(Output Tax: 94100) (Input Tax: 94200)
Capital & Reserves
96000 -
Memo Accounts
AAA
99999 (Retained Earnings: 97000) Prior years P&L : 98000 (Error Suspense 999) 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 A1 A2 A2 A2 A3 A3 Area Type of Business Type of Business Type of Company Account management Sales Manager
5 3 2 1 1 5 2
ASSET US1 WR
B C
JP-BB
Transaction Analysis Categories: T0 T1 T1 T1 T1 T2 T3 T3 T3 T5 T6 T7 T8 Product Group WhereWhatWho Profit Centre Function Employee Contract Code Project Code Type of Work Job Number Sales / Purchase Tax Intercompany Codes Sequence category Transaction sequence cat. 1 5 1 1 3 6 4 1 3 1 3 12 8 A 11BLF
P F E
C01-30 A101
T J
V FRA
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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
134
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Able Engineering#12232
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Thames Water
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SU009 V2.1

Ledger Accounting & Multi Currency - 42

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Ledger Accounting & Multi Currency - 42

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Ledger Accounting

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Session 1 - Putting Ledger Accounting into context

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Balance Sheet accounts Purchase Ledger

The traditional arrangement of modules in other accounting systems

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

2.2 - Ledger Accounting in SunAccount

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

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

Data may be created, amended or deleted.

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Session 4 - Posting accounting transactions in Ledger Accounting

4.1 - Period Accounting

Session 5 - Budgeting in Ledger Accounting

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Session 6 - Analysing data in Ledger Accounting

1) Account analysis 2) Transaction analysis

The user may define up to 10 different categories within each type.

6.1 - Account analysis

Account Analysis Category A1

Analysis Codes set up within Category A1

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

6.2 - Transaction Analysis

Abbreviated example Chart of Accounts:

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

There are 2 options:

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

To attach a Department code to each Transaction

Analysis Codes set-up within Category T1

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Typical hierarchical Menu structure in a modular accounting system

SYSTEMS UNION PRODUCT T RAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

7.2 - Ledger Accounting Menus

SunSystems Main Menu

Ledger Accounting Main Menu

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Summary Part 1 : SunConcepts