Ledger Accounting

LEDGER ACCOUNTING WITH MULTI CURRENCY

SYSTEMS UNION PRODUCT T RAINING GUIDE

SU009 V2.1

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LEDGER ACCOUNTING WITH MULTI CURRENCY

Contents

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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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SU009 V2.1

SYSTEMS UNION PRODUCT TRAINING GUIDE

.............Journal Presets............70 12...................... .................................................................................68 12..............Budgets in Ledger Accounting .................. .....................1 ........82 16............................... ..........................................54 Summary .................................57 10.. ................................2 ..........64 11.......On-line Allocations ...........................51 Session 9 – Allocations : (both manual & on-line) .......Analysis Category Lengths (SunSystems Menu)...................Analysis Definitions...... .........................................Ledger Definition ..................................................1 SYSTEMS UNION PRODUCT T RAINING GUIDE 3 ..........................................................44 8....................... .............................67 12................76 Summary .......................................55 Session 10 .........................1 ........... ........................Account Allocation .............2 ..............................................................................Archiving ..The Balance File ..................................Aged Analysis Reporting & Printing Statements.. ................3 .......................... ..............80 Session 16 ................................60 Session 11 ....61 11.......................... ........................71 Summary .....66 Session 12 ......43 8..............................................................90 ...................Archiving Data.............Account Allocation & On-line Allocations ........................58 10..................................................2 17...File Creation : Ledger Archive File................................... ......Posting Transactions to the Ledger ............................................................... ............................50 Summary ....Audit Trail..69 12......................... ............... ................................................................3 .........2 ..........................Payments to Creditors .......................................................................... .... ...............................................................2 ..................................................... .88 .....................................1 .................1 – File Creation : Balance File Update...................................53 9.............................Aged Analysis Layouts ..............79 15...............................Change Budgets ...........................86 Session 17 ................... .......Posting Transactions to the Ledger & Account Inquiry ..46 8................ .....................Payment Profiles ...........2 .......................63 11......89 ..65 Summary .1 ..84 Summary .......3 17................Maintain Sequence Number Definitions ...1 ..........................Void Payments ........Generate Payments .............................................................48 8............................52 9............Budgets in Ledger Accounting......56 10.........74 13.5 ..........LEDGER ACCOUNTING WITH MULTI CURRENCY Session 7 .............................................. ...................42 Session 8 ........................ ....................................................................2 ...2 ....................... .............. ..... ........................... .................. ........4 ......................................1 ..... .....................Payments to Creditors ....................... ......1 ..................Trial Balance.........................................Rough Book Processing.....75 13...................4 ............... ............................................Rough Book .................................62 11..........File Creation ....Changing from one Database to another........ .....Ledger Definition ......45 8.............................Account Listing............Print Statements..................81 16...............Standard Reports.......................................................................Payment Listing............................................................................ ....... ....72 Session 13 ...............................73 13........... ...3 .......... ................... .... .......77 Session 14 ............Period Cleardown .......1 17........Budget Ledger ....................................................3 ...............Budget Definition... ...................Archiving Data .....................3 .......................................................Aged Analysis Report....59 Summary .....Setting up Journal Definitions ........... .............................................................................................1 .......Audit Trail for Reference Data..................................Account Inquiry ...................83 16............................................Journal Listing..........................................................................42 7......................................Standard Reports .....87 17...............91 SU009 V2..........Aged Analysis & Printing Statements..................78 Session 15 ..........3 ... ...............................................Tax Details ......4 .......4 ........................................................................................................................................Posting Transactions to the Ledger : Journal Entry.Print Remittances ........................ ......

.............. .............................. ..................................................... 100 Session 19 .....Print Account Tax Listing ............Audit Trail ..................................................... 106 19............ ....... 121 Exercise 13 – Multicurrency (Part I)........................................................................Ledger Revaluation.....5 ................... 110 Exercises / Scenarios.. .......................................... 111 Exercise 1 Setting up Accounts ......... ....8 ........................................................................ ....................... 134 Able Engineering#12232.................Ledger Definition ..... ....................................... ..................Multicurrency .................. 115 Exercise 9 .................................................................... 136 Based on SunSystems Version 4......Account Allocation (Part I)..........................Tax Listing Layouts.........Posting Transactions ...........................................................................................................Account Tax Listing ................................ 112 Exercise 5 .... 120 Exercise 12 – Rough Book Processing ................................... ..................Multicurrency ................ 128 Appendix D....................................Conversion Tables.............................................. .............. 95 18............................Tax Reporting ........................................................................................................................................................................................................... 111 Exercise 3 .......... 127 Appendix C............... .............................................. ....... 97 18.....................................2 .................................. .................................. 104 19....................................................................... .. 107 19.......... 132 Cluttons Chartered Surveyors ..... 98 18......................................Aged Analysis Reporting.......................................................................... ........................................................................................................................................... 101 19.................Posting Transactions & Allocations . 99 Summary ......... 129 London Electricity ........4 ..............................Journal Definition ................................................................................. 119 Exercise 10 .. .......5 – Day Book Definition...........................................Chart of Accounts ...................................6 ...........Posting Transactions to the Ledger : Journal Entry ............. .............................. 131 Able Engineering #11392.................................... ........................6 ... ........Daily Conversion Tables ..................................................... ....... 112 Exercise 4 ..............Multicurrency......... ............................................................3 ............................ ........ 126 Appendix B......... 111 Exercise 2 .....................Conversion Definitions ...............................................................................................................Payments to Creditors .......................................................... 114 Exercise 7 ................................. 123 Exercise 15 – Multicurrency (Part III) .................................... ..........1 ... .....Multicurrency ...................... 123 Exercise 14 – Multicurrency (Part II) ....................................... 108 19..........4 ............................................ 113 Exercise 6 ........................Day Book Listing .............................. ................................... 125 Appe ndix A........ ......................Rough Book Processing...........................Analysis ........................................ 96 18.............................. 109 Summary ................ .......................... 105 19.................................................................................................................................1 SYSTEMS UNION PRODUCT TRAINING GUIDE ..........7 ......................................... 103 19.........................Account Allocation (Part II)........................................................................... 102 19............................................... 135 Thames Water ............................................2 4 SU009 V2....................................................................................................... 129 British Gas..............................................................2 ....3 ................................................. 119 Exercise 11 ...............LEDGER ACCOUNTING WITH MULTI CURRENCY 17........ 130 British Telecom ...................Tax Reporting ........................Account Allocation (Part III) ................................................................................... 92 17.......... 133 Borough of Kensington and Chelsea ................................. 94 Session 18 ..................................................................................Print Tax Listing ..........1 ...........Multicurrency................................................... 93 Summary ................................

14 & 15 .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 .‘Multicurrency (Parts I.LEDGER ACCOUNTING WITH MULTI CURRENCY Agenda Day 1 Morning Part I .‘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 13.1 Day 2 10 11 SYSTEMS UNION PRODUCT T RAINING GUIDE 5 .6 & 7 – ‘Allocations (Parts I.SunConcepts Part II .‘Posting Transactions’ Morning 9 Allocations (manual & on-line) Exercises 5.‘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 . & III)’ Exercise 8 – ‘On-line Allocations’ Exercise 9 – ‘Posting Transactions & Allocations’ Aged Analysis reporting & Printing Statements Exercise 10 .II & III)’ SU009 V2.

by the end of this course. Running procedures for paying suppliers 6.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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 6 SU009 V2. Create new accounts 2. Match debit and credit entries in accounts 4. Running standard Reports 7. Produce Aged Debtor Analysis reports 5. post all types of transactions to the ledger with subsequent account enquiry 3.LEDGER ACCOUNTING WITH MULTI CURRENCY Objectives With no previous knowledge of SunSystems. delegates will be able to make confident use of Ledger Accounting for day-to-day procedures including: 1. Archiving data Optionally: 8.

4.1 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 SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.SunConcepts Sessions: 1. 6. 3. 5. 2.LEDGER ACCOUNTING WITH MULTI CURRENCY Part 1 . 7.

There is an import routine in order to transfer data from SunBusiness to SunAccount. 8 SU009 V2. Within SunBusiness each of the modules can operate independently.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 1 . all accounting entries are made and from which statutory and management reports are produced. SunSystems SunAccount AR LA CO SunBusiness SO IC PO Ledger Accounting is the core module in which the chart of accounts is created.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.Putting Ledger Accounting into context SunSystems comprises 2 suites of modules: 1. SunAccount 2.

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. All other modules (i. 4. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Invoice posting) they want to carry out.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 2 . Users choose the module they wish to work on from the main menu. Sales & Purchase Ledgers ) are subsidiary to the Nominal. 7. Statutory & management reports are produced from the Nominal Ledger. 2.1 9 . The Nominal Ledger is at the centre.What makes Ledger Accounting different 2. Users select from a series of submenus the task (e. Regular routines are run to update the Nominal Ledger with postings made in the subsidiary ledgers.1 .e. Sales & Purchase Ledgers maintain the individual balances on Debtors & Creditors accounts respectively . 5.these balances must be reconciled to control accounts in the Nominal. 6.g. 3.

7. C . All postings are made in real time .Memo). P . One ledger combines all of the functions of all of the ledgers in the modular system. All accounts reside in the ledger .no reconciliation’s! 6.2 . There are no subsidiary ledgers in SunSystems. Group all Balance Sheet a/c’s together and all Profit & Loss accounts together to make subsequent reporting easier.LEDGER ACCOUNTING WITH MULTI CURRENCY 2.distinguished by type (i. Memo accounts do not form part of the Trial Balance and may be used to hold statistical data.e. M .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.Profit & Loss . 5.Debtor . 4. 2. All information immediately available for enquiry & reporting.Creditor . Control accounts (within Nominal) for Sales & Purchase Ledgers are replaced by all of the individual Debtor & Creditor accounts themselves . D . B .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 3.no batch updates.Balance Sheet. T Trader . 8. 10 SU009 V2.

3. Transactional data Each database contains at least one ledger . Reference data II. Each database comprises a number of files of information broadly split into: I.Ledgers B to K. amended or deleted. 4. known as ‘Ledger A’ which contains only actual postings.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 3 . 2. usually ‘Ledger B’. Each company or operating entity is set up as one or more Databases.1 11 . 5. 6. 10 separate ledgers are available . Each database contains all of the information relating to the company. Key Points: 1. Data may be created. Once posted.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. Budget information is posted to a separate ledger. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. a journal cannot be deleted but some information may be amended.

. 12 SU009 V2. • 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. Invoices.periods may be opened and closed as required.Posting accounting transactions in Ledger Accounting • • • All transactions are posted via the function Journal Entry. Transaction lines within a journal may be pre-defined to speed up entry using the function Journal Pre-sets. Actual & budget postings are kept entirely separate. • the ledger must be able to produce a Trial Balance in every period.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 4 . There is no period-end routine .Period Accounting • • • • • You may define up to 999 accounting periods depending upon reporting requirements. All journals must balance within a single period. You decide which periods are available for posting.1 . cash receipts.Budgeting in Ledger Accounting • • • • To post budget information. 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. budgets are all set up as different Journal Types. The number of periods may be changed during the year. • • 4. Ledger A is ‘cloned’ to Ledger B. Each Journal Type may have different requirements depending upon the transaction being posted e.g. • you may not post a debit to one period and the corresponding credit to another. Session 5 .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Straightforward to produce a report showing actual against budget with the variance. All accounts which have been set up in A are automatically available in B. accruals.

Choose an unused Account Analysis category e. This means that adding an Account Analysis code to an Account has a retrospective effect. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 6 . 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. ‘WEST’ within the chosen category of ‘A1’.g. Example use: You want to analyse your company’s Customers by Geographical Area. ‘NORTH’. Create the range of codes e. Enter the appropriate code for Geographical Area onto each Customer’s Account. ‘EAST’. (e.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. ‘A1’ and give it the name of ‘Geographical Area’.g.1 13 . Step 1: Step 2: Step 3: Step 4: Decide the maximum number of characters which will be needed to code each account.Account analysis • Categories available in Sun: A0 to A9.1 .g. ‘SOUTH’. ‘NORTH’ or ‘SOUTH’ = 5 characters).

00 £850.00 04 £1356.00 54324 17962 28634 £1200. Each one has a department code attached Balance Sheet Accounts 14 SU009 V2. Amount Indirect Expenses Advertising Wages & Salaries Stationery.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .00 Dept 02 03 02 All of the transactions are posted to the same account (603030). 123454 £1000. 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.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.LEDGER ACCOUNTING WITH MULTI CURRENCY 6. No.2 . etc. etc. Accumulated depreciation Vehicles.

LEDGER ACCOUNTING WITH MULTI CURRENCY Example Use: In the above example chart of accounts. To duplicate this using account codes would mean a very large chart of accounts with long 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. the company may wish to report expenditure on Advertising. Using Transaction analysis codes is more flexible because: • • Each transaction may be analysed in up to 10 different ways using analysis categories.1 15 . Wages & Salaries and Stationery by department. There are 2 options: 1) Create more account codes . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

for example on Purchase Invoices.LEDGER ACCOUNTING WITH MULTI CURRENCY 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. ‘04’ within the chosen category of ‘T1’ Enter the appropriate code for Department onto each transaction where required.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .g. printing a complete Profit & Loss statement for each one. Produce a Profit & Loss statement for the company but split by Department. ‘T1’ and give it the name of ‘Department’ Create the range of codes e. This report would scan all Profit & Loss accounts and group all those transactions with the same department code. ‘01’. 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. = 2 characters) Choose an unused Transaction Analysis category e. (e.g. ‘02’. Key Point: • All transactions posted to the ledger with a department code attached may be grouped together across all accounts and reported. This report would scan all the entries in account 603030 (in the above example) and extract all those with a department code of ‘02’. Examples: • • Report on the value of expenditure on Stationery for the Marketing department.g. ‘01’ for Sales Dept. ‘03’. 16 SU009 V2.

LEDGER ACCOUNTING WITH MULTI CURRENCY Session 7 . Return to Main Menu Nominal Ledger 1. 4. Reporting 4. 2. 4. Batch Entry Account Enquiry Reporting Return to Main Menu Reporting 1. 3. 3. 3. 3. Menus are hierarchical so users must exit from each submenu to return to the menu at the level above. 4. 2. 2. 2. 4. 4. Users select the specific task they wish to carry out from the submenu. 2. 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.Menus in modular accounting systems (Example) Main Menu 1. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 5. 2. Batch Entry Account Enquiry Reporting Return to Main Menu Sales Ledger 1. 4. Account Enquiry 3. Users normally select the module they wish to use from a main menu. users select a submenu. 3. 5. 2. 3. Sales Ledger Purchase Ledger Nominal Ledger Cash Book Purchase Ledger 1.1 . Account Enquiry Account record View details Print details Return to Main Menu 1. Age analysis Statements Day Books Reminder letters Return to Main Menu 1. Batch Entry 2.Use of Menus in Ledger Accounting 7. 4. From the module’s main menu. 3. Batch Entry Account Enquiry Reporting Return to Main Menu Cash Book 1. 2. 4.1 17 . 3.

users select the system (e. 2 styles of menu . Only 2 levels in menu hierarchy . Ledger Accounting menu is a flat structure comprising Main and Set-up menus.LEDGER ACCOUNTING WITH MULTI CURRENCY 7. Ledger Accounting) from the SunSystems menu. Users may select any function in Ledger Accounting by entering its 2-character code or by selecting it from the appropriate pull-down menu. 2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 5.Ledger Accounting Menus SunSystems Main Menu Ledger Accounting Main Menu Key Points: 1. Any other function may be selected without returning to the main menu.g. 3. All individual functions are available from the Ledger Accounting menu.2 . 4. 18 SU009 V2.‘Classic’ where every function is displayed on screen (as above) or ‘Action’ where functions are selected from pull-down menus. 6.

Ledger Accounting in context: • Ledger Accounting is the core module where all accounts are created and all accounting transactions are made. • All journals must balance within each period. Split into Reference data and Transactional data. • Actual postings are held in ‘Ledger A’ .What’s different about Ledger Accounting: • Operates as a single ledger. • Each Account Code is given an ‘Account Type’.Budgeting • Ledgers B to K may be used to hold budget transactions. • Transaction analysis .Posting accounting transactions in Ledger Accounting: • All manual transactions are posted via Journal Entry. Session 4 .Categories available T0 to T9. • Transaction lines may be pre-defined to speed up entry. • Users provide names for the required categories using ‘Analysis Definitions’. expenses relating to a specific department within each Account Code. • Transaction Analysis Codes are attached to individual transactions and may be used to separate out (for example). Session 2 . Session 3 .budgets are held separately. Session 7 . distinguished by Journal Type. Session 5 .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary – Part 1 : SunConcepts Session 1 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Use of Menus • Modular accounting systems tend to use hierarchical menu structures. Session 6 . • SunSystems uses only 2 levels in its menu structure. • Codes for use with each category are created using ‘Analysis Codes’.Categories available A0 to A9. • Account Analysis Codes are attached to individual Account Codes and therefore all transactions within each account may be referenced by these codes.1 19 .Setting up a company in SunSystems: • The database represents the company.Analysis • Account analysis . • Within each level all functions may be accessed directly from any other function. • There are no subsidiary ledgers.

Multicurrency 20 SU009 V2. Printing & Viewing Reports 7. Payments to Cerditors 12. Logging onto Sun 2. Setting up a new Company / Operating entity in SunSystems 4.Ledger Accounting Sessions 1. Moving around in Ledger Accounting 3. Archiving Data 17. Budgets in Ledger Accounting 14. Tax Reporting 19. Changing from one Database to another 15. Rough Book Processing 18. Standard Reports 13. Setting up Accounts 5. Audit Trail 8. Allocations 10.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . The Balance File 16.LEDGER ACCOUNTING WITH MULTI CURRENCY Part II . Posting Transactions to the Ledger & Account Inquiry 9. Aged Analysis Reporting & Printing Statements 11. Analysing Data 6.

Logging onto SunSystems You will need to quote your Serial Number when telephoning our Support Dept. No Password required • Throughout Sun: = accept and = cancel After logging on you will be presented with the SunSystems menu.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 1 .1 21 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. • Log on using Operator ID ‘DEM’.

This enables you to search for any record that has already been set up on the system. 22 SU009 V2. These may be defined by the user and act as a short cut to carrying out certain functions including running macros.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.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 2 . A query window will be displayed. 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.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Use the mouse to click on a button to activate it. you may click on it or press the F5 key to activate it. The buttons to the right of ‘Scroll’ have been set up using a function called Operator Buttons.

this can only be done when you are amending information and the box is ‘active’ . However. To move back to the previous inactive box press & hold the Alt key then press ‘B’. Names & Addresses.1 23 .LEDGER ACCOUNTING WITH MULTI CURRENCY Other navigation tips: • Screens for reference data such as Chart of Accounts. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 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. All boxes are ‘inactive’ when examining a record. When a box is active. Press TAB to move forward through the active boxes or shift-TAB to move back. the background becomes clear.

2 File Creation Set up the ‘rules’ for operating the ledger 3.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 3 .3 Ledger Definition 24 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . we will be creating a database called ‘NEW’ from scratch and setting up some reference data for it.1 Database Definitions Create empty data files for the new database 3.Setting up a new Company/Operating entity in SunSystems In this session. 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 .1.Setup Menu . 3-character database code must be unique. Decimal places: may be 0.LEDGER ACCOUNTING WITH MULTI CURRENCY 3.Database Definitions SS=SunSystems . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Do not change after posting any transactions.1 25 .2 or 3. As shown Key Points: 1. 2.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.Maintenance .

Archive file . 2.2 .Maintenance . 4. Clear this file only when setting up the database Key Points: 1.specify the letter of the budget file to be created i. Journal Hold File must be created for a new database. 26 SU009 V2. Please note: File Create can delete all existing data within a database.File Creation SS=SunSystems . Use it with care! • Enter ‘NEW’.FC=File Creation This function is used to create the files where SunSystems will store the data for each company/database.holds balances per account per accounting period per combination of analysis codes. Ledger Balance File .e. 3. B to K.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Budget file . All selected files for this database will be created • Enter ‘Y’es or leave blank for ‘No’as indicated Required only for SunBusiness All journals reside in this file.stores transactions which have been cleared from the ledger. The database code must already have been set up in Database Definitions. Speeds up Trial Balance and user written reports. Can be used to clear existing transactions leaving ‘static’ data intact This file contains the ‘static’ data (see page 7 ).LEDGER ACCOUNTING WITH MULTI CURRENCY 3.Setup Menu .

We will be working with this database initially SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 27 .LEDGER ACCOUNTING WITH MULTI CURRENCY Accessing Ledger Accounting • Select LA=Ledger Accounting and you will be prompted for the Database code: Enter ‘NEW’.

LD=Ledger Definition • • To enter Ledger Accounting you must select the database to work on.LEDGER ACCOUNTING WITH MULTI CURRENCY 3. Set up Current Period and range of Open Periods. Enter the maximum number of periods in the year. See below.3 . Set up the range of dates which may be used for transactions being posted to the ledger.Maintenance . this screen will be blank.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . • • • Complete the information as shown below: Select Ledger Definition ‘LD’ and ‘A’mend 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 28 SU009 V2. For a new database.Ledger Definition LA=Ledger Accounting . you set the rules under which the database operates. On this screen. Some information must be completed before the database can be used.Setup Menu .

LEDGER ACCOUNTING WITH MULTI CURRENCY Only a small number of boxes have been covered here. the rest will be introduced as the relevant topics arise SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 29 .

File Creation . • Define data file locations.LD • Set up the ‘rules’ for operating the ledger.FC • Create empty data files for the new database. • Set up format for dates and numbers.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .DB • Create a code and a name for the new database.Setting up a new Company/Operating entity in SunSystems Database Definition . Ledger Definition . 30 SU009 V2.

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.Names and Addresses Set up the details for any Creditors or Clients whom you will be paying electronically.g. Profit & Loss or Balance Sheet etc.2 . 4.Bank Details • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 4 .1.) 4.1 31 . Creditor & Client account.3 . 4.Chart of Accounts Enter the Name & Address record for each Debtor.

Flag ‘Y’ to show required when posting to this account Up to 10 chars alphanumeric This section is used only for ‘D’ebtor . This affects how transactions within each account are handled during Period/ Year Cleardown.CA=Chart of Accounts • All accounts ( balance sheet. ‘C’reditor and ‘T’rader/ Client account types Code used for accessing the Name & Address record attached to this account Used when selecting suppliers in Generate Payments • Account types: ‘B’alance Sheet (asset and liability accounts). ‘P’rofit & Loss (income and expense accounts).1 SYSTEMS UNION PRODUCT TRAINING GUIDE . • 32 SU009 V2. All accounts must be either ‘B’alance Fwd or ‘O’pen item. 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).Maintenance . creditors.1 .Chart of Accounts LA=Ledger Accounting . ‘D’ebtor (Customer accounts). ‘T’rader / Client accounts (Companies who are both Customers & Suppliers).LEDGER ACCOUNTING WITH MULTI CURRENCY 4. ‘C’reditor (Supplier accounts). profit & loss. ‘M’emo (accounts for recording non-financial or statistical information such as departmental headcounts). debtors.

Names & Addresses LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY Now we will set up the Name & Address record for this account 4. This is also printed on documents.1 33 . Creditor and Trader accounts. Special Address Code of 0000000000 (10 zeros) is used for your company’s details.NA=Names & Addresses • • • Used for Debtor . Information printed on Statements and Remittance advices. 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 SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.2 .Maintenance .

Setting up Accounts 34 SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 4. 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 bank’s 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.Maintenance .BK=Bank Details You may set up multiple Bank Details records for one Account Code.Bank Details LA=Ledger Accounting .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Please turn to Exercise 1 .3 .

‘M’. Names & Addresses . Creditor & Trader/Client accounts. ‘B’.‘D’. • Each Account Code must be assigned an Account Type . Bank Details . ‘P’.LEDGER ACCOUNTING WITH MULTI CURRENCY Summary . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. ‘C’.NA • Name & Address records may be created for Debtor.CA • All accounts are created using this function.Setting up Accounts Chart of Accounts .1 35 . ‘T’.BK • Create Bank Detail records for those suppliers who will be paid electronically.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 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. 5.3 Analysis Codes 36 SU009 V2.1 Analysis Category Lengths Define the name for each analysis category to be used.2 Analysis Definitions Create the codes required within each category. 5.

the same applies to ‘T’ categories. 3. 2.1 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 37 .Analysis Category Lengths (SunSystems Menu) SS=SunSystems .LEDGER ACCOUNTING WITH MULTI CURRENCY 5. you must decide which categories are required and what the maximum length of the codes within the categories will be.NL=Analysis Category Lengths • Before you can use any analysis in SunSystems.Setup Menu . Maximum number of characters in any one category is 15.Maintenance . You must assign a length of at least 1 character to each analysis category which you intend to use. Maximum number of characters across all ‘A’ categories is 50. Select ‘C’reate and enter the length of the A1 category for the ‘NEW’ database as shown Maximum length of code within category A1 Key Points: 1.

LEDGER ACCOUNTING WITH MULTI CURRENCY 5. 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.Maintenance . We will go to Analysis Codes (NC) to create valid codes within the available category 38 SU009 V2.Setup Menu -ND=Analysis Definitions • • • • • This function is used to attach user-defined names to Account Analysis and Transaction Analysis Categories. all codes entered must already have been set up. 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. If ‘Non Validated Codes’ is left blank on a ‘T’ransaction analysis category.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Set to ‘Y’es to allow any code up to the maximum number of characters to be entered when posting transactions. Set ‘Amend Codes’ to ‘Y’es to allow them to be amended after posting (using the function ‘Account Allocation’).Analysis Definitions LA=Ledger Accounting . 2.2 .

of chars.Analysis Codes LA=Ledger Accounting . 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). 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.1 39 .LEDGER ACCOUNTING WITH MULTI CURRENCY 5.‘Analysis’ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.NC=Analysis Codes • Use this function to set up codes for each category which has been set up in Analysis Definitions (ND).T9). Now create the analysis code ‘SOUTH’ under the category A1 – Area .3 . Carry out exercise 2 . This applies only to Transaction Analysis codes (T0 .Maintenance . then the codes must be set up here before they may be used.

NC • Create codes for each analysis category.NL (SunSystems Menu) • Assign character lengths to each analysis category.ND • Attach names to analysis categories which have already been assigned a character length. 40 SU009 V2. • Should analysis codes be validated on input? Analysis Codes . Analysis Definitions .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .Analysis Analysis Category Lengths .

LEDGER ACCOUNTING WITH MULTI CURRENCY

Session 6 - Printing and viewing reports
There are 2 options when printing in Ledger Accounting:

1.

‘P’rint report - this will print directly to the attached printer (whether network or standalone). ‘S’tore on disk - this option will save the report as a disk file but does not print it. • • • The Report Name is displayed at the bottom of the screen. You may display the report on screen using the function ‘VR’ - View stored Report. You can print the report once it is displayed on screen.

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.

SYSTEMS UNION PRODUCT T RAINING GUIDE

SU009 V2.1

41

LEDGER ACCOUNTING WITH MULTI CURRENCY

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’

42

SU009 V2.1

SYSTEMS UNION PRODUCT TRAINING GUIDE

LEDGER ACCOUNTING WITH MULTI CURRENCY

Session 8 - Posting Transactions to the Ledger & Account Inquiry
The following functions will be covered in this session: • • • • • •

Define types of journal to be posted - e.g. Purchase Invoices, Cash Receipts. 8.1 - Journal Definitions Use the journal types to enter transactions and post them to the ledger. 8.2 - Journal Entry Set up input & output tax rates. 8.3 - Tax Details Define ‘Presets’ and attach them to the journal definitions to reduce keyboard entry. 8.4 - Journal Presets Automate tax calculation during journal entry. Journal Definitions View transactions within an account. 8.5 - Account Inquiry

SYSTEMS UNION PRODUCT T RAINING GUIDE

SU009 V2.1

43

Entry .Setting up Journal Definitions LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 8.Setup Menu . Journal types are another form of analysis within Ledger Accounting. Journal Presets may be attached to definitions to automate some of the entries. They may be used to group together similar types of transactions for reporting purposes. 44 SU009 V2.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: 1.1 . 2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

Posting to a Memo account does not affect the totals for Journal Debits or Credits or the ‘Out of Balance’ amount. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’. The above information must be completed for each line of the journal. 4.Entry .1 45 . Now create the second line of this journal as a debit for the tax amount to the Input Tax account and the third line as the total amount to London Electricity’s account. then ‘S’tart. 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.you may not post debit and credit entries within a journal to different periods.LEDGER ACCOUNTING WITH MULTI CURRENCY 8. Select JE (Journal Entry). Each journal must balance within a period . You may not post any journal until ‘Out of Balance by’ = 0. 3. 2.Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting . The Journal Type is ‘PI’.2 . Post these transactions to the ledger.

46 SU009 V2.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 ‘S’tandard 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.Setup Menu .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Now we will go to set up the Tax Details for the codes within the T1 category.Tax Details LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 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). 8.3 .Maintenance .

enter ‘Y’ in the Automatic Tax Calculation box and press Return.1 47 . Ensure that the tax is calculated from the 1st line of the journal otherwise you may find that the journal doesn’t balance when the tax is calculated and you will have to amend one of the lines. 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. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Amend the Journal Definition for PI. 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. NB. This line may be amended if required.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Budgets can be spread evenly across the periods in the year by presetting separate lines in separate periods.Journal Presets LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 8. Boxes relating to fixed assets and multicurrency may be preset only if flagged on the Journal Definition.Entry . 2. The Base Line number is the line which holds the data which is used as the basis for the current line. do not enter a line number greater than the current line.Setup Menu .4 . In this field. 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. Data can be preset to reduce input errors.JP=Journal Presets • • • Can reduce amount of keying during Journal Entry. 48 SU009 V2.

N. Analysis Codes Overlay: The analysis codes entered on line 1 will be repeated on line 2. they will be the same.B.LEDGER ACCOUNTING WITH MULTI CURRENCY We are going to create the 2 nd line of this preset code for the total amount on a purchase invoice. The amount by which the transaction is out of balance. Note: In Journal Entry. The name of the account entered on line 1 will be repeated in the description field of line 2. Amend the Journal Definition for PI and add the Preset Code to it.e. Select ‘C’reate using the same preset code . The creditor’s account code will be entered during Journal Entry. Now let us look at the transactions which we have posted to the ledger so far.1 49 . This enables you to post many purchase invoices in one journal still using only 2 preset lines. will automatically be entered here. as soon as you change the Transaction Reference. 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. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. You will be entering the rest of the purchase invoices using these presets in exercise 4 after the session on Account Inquiry. the preset line number will revert to 1.

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’.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.Account Inquiry LA=Ledger Accounting .‘Posting Transactions’ 50 SU009 V2. Turn to exercise 4 . 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 ‘E’xtract from the Action menu to display the transactions on this account. for example details of the journal and then analysis codes attached to this transaction.LEDGER ACCOUNTING WITH MULTI CURRENCY 8.5 .Inquiry . Select in turn the Overlay options to see what information may be displayed with each one.AQ=Account Inquiry • Used to view the transactions within an account.

Journal Entry .JE • Post all manual transactions using this function.JD • Create a journal type for each kind of transaction to be posted to the ledger.LEDGER ACCOUNTING WITH MULTI CURRENCY Summary . • All journals must balance by period. Account Inquiry .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.1 51 .AQ • View selected transactions within an account. Tax Details . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Posting Transactions to the Ledger Journal Definition . Journal Presets .JP • Preset information on transaction lines to reduce keying and input errors • Use to spread budgets evenly across the periods.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY Session 9 – Allocations : (both manual & on-line) The following functions will be covered in this session: • • • Manually allocate debit and credit entries and write-off differences. 9.Account Allocation Enable the allocation of payments or receipts to invoices during journal entry. 9. Amend analysis codes.2 . descriptions and due dates.Journal Definition 52 SU009 V2.1 .

We will amend the department code for the journal most recently posted to the Electricity account. Turn to Exercise 7 – ‘Account Allocation (Part III)’ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. to display allocated transactions. Turn to Exercise 6 – ‘Account Allocation (Part II)’ Key Point: • You must specify ‘Y’es to ‘Include Allocated’ in Account Inquiry and Account Allocation. descriptions and due dates. We will process this payment manually and use Account Allocation to match the payment and the original invoice in the London Electricity account.LEDGER ACCOUNTING WITH MULTI CURRENCY 9. There is an option called ‘Generate’ which enables you to write off differences.1 53 . The default is to show only unallocated transactions.Account Allocation LA=Ledger Accounting .AA=Account Allocation • • • Manually allocate credit and debit entries.1 . Write-off differences between debit and credit entries and allocate them. Account Allocation may also be used to allocate items even when the debit and credit entries do not balance. 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.Entry . Amend analysis codes.

On-line allocation may be enabled via Journal Definition and Journal Presets.discounts may be taken up to preset limits. Turn to Exercises 8 & 9 – ‘On-line Allocations’ & ‘Posting Transactions & Allocations’ 54 SU009 V2. Cash paid / received may be matched to Invoices .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .On-line Allocations • • • Many of the facilities available within Account Allocation are also available on-line in Journal Entry.LEDGER ACCOUNTING WITH MULTI CURRENCY 9.2 .

• Allocate debit & credit entries and accept discounts while entering transactions. descriptions and due dates. • Amend analysis codes.Account Allocation & On-line Allocations Account Allocation .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .AA • Allocate debit & credit entries with the ability to write-off differences.1 55 . On-line Allocations • Enable on-line allocation via Journal Definitions or Journal Presets. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

1 . 10.2 . 10.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 10 .Aged Analysis Reporting & Printing Statements The following functions will be covered in this session: • • • Set up the parameters for each type of aged analysis report.3 .Aged Analysis Print a statement of account (for a single or range of accounts).Aged Analysis Layouts Run the report. 10.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Print Statements 56 SU009 V2.

LEDGER ACCOUNTING WITH MULTI CURRENCY 10.1 .Aged Analysis Layouts LA=Ledger Accounting .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.Reports .1 57 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

Reports . 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 ‘S’tore to disk and view the report on screen.Aged Analysis Report LA=Ledger Accounting .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 58 SU009 V2.2 .LEDGER ACCOUNTING WITH MULTI CURRENCY 10. Turn to Exercise 10 – ‘Aged Analysis Reporting’.GA=Aged Analysis • Runs aged analysis reports for layouts set up using the function ‘GL’.

1 59 .LEDGER ACCOUNTING WITH MULTI CURRENCY 10.Procedures .3 .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. You may exclude allocated items.Print Statements LA=Ledger Accounting . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Select ‘PS’ .PS=Print Statements • • Prints the contents of accounts in a standard or user-definable format.

GA • Run any of the reports setup in Aged Analysis Layouts .GL • Define the style of aged analysis report required . 60 SU009 V2. Aged Analysis Reports . Print Statements .Aged Analysis & Printing Statements Aged Analysis Layouts .set up the parameters.LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .PS • Print statements for a selected range of accounts using pre-defined layouts.GL (above).

2 .1 61 . 11.3 .VP • • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.4 .Print Remittances .PP Pay outstanding transactions based on the criteria setup under Payment Profiles (PP) above and the Base Date for Payment. 11.Void Payments . 11. 11.Generate Payments . showing which transactions have been included.1 .LEDGER ACCOUNTING WITH MULTI CURRENCY Session 11 .Payment Profiles .Payments to Creditors The following functions will be covered in this session: • Maintain a set of profiles which may be used to streamline the selection of accounts and transactions for payment runs.PR Cancel any individual payment to a supplier originally created by the Generate Payments function.GP Print a remittance advice for each supplier paid under Generate Payments (GP) above.

and separate payment methods.1 . Select ‘PP’ and create the following payment profile Only accounts with a payment method of ‘C’heque 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.Payment Profiles LA=Ledger Accounting .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 11.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.Procedures . 62 SU009 V2.

GP=Generate Payments • Routine for selecting transactions for payment for a given payment profile. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.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. but this time post the transactions.2 . Run Generate Payments again.LEDGER ACCOUNTING WITH MULTI CURRENCY 11.1 63 .Generate Payments LA=Ledger Accounting .Procedures . Select ‘GP’ .

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.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Procedures . 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. 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. 64 SU009 V2. It may also be called individually when reprints are required by selecting ‘PR’.Print Remittances LA=Ledger Accounting .3 . Layouts may also be user defined. The Print Remittances screen will automatically appear after running Generate Payments. When posted to the ledger Store the remittances to disk and view them on screen.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.LEDGER ACCOUNTING WITH MULTI CURRENCY 11.

Select Account Inquiry to view the Business Gas account to see how the routine has cancelled the cheque.4 .Void Payments and complete the screen as shown The payment will be cancelled from this bank account Transaction reference / Cheque no.Procedures . Select ‘S’tore on Disk to cancel the cheque.Void Payments LA=Ledger Accounting . Turn to Exercise 11 – ‘Payments to Creditors’ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 11. allocated previously by Generate Payments Enter ‘N’ here to stop transactions previously allocated from becoming ‘W’itheld Key Point: • There must be a numerical transaction reference to be able to cancel the payment.1 65 . This must match exactly with the cheque no. Select ‘VP’ .VP=Void Payments • Cancel individual payments previously created by the Generate Payments routine We will cancel the cheque previously raised for Business Gas.

Generate Payments .VP • Cancel any individual payment originally made using Generate Payments. Void Payments .Payments to Creditors Payment Profiles . Print Remittances .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .PR • Print remittance advices (and cheques if required) for the accounts included in the payment run. 66 SU009 V2.GP • Carry out the selection of transactions for payment and optionally post the payments as a system generated journal.PP • Create profiles for selection of accounts and transactions for payment.

Chart of Accounts. Journal Definitions has a ‘R’eport option for printing details of that type of data.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 12 .g.1 67 . Reporting Reference Data Each screen for reference data. The layouts of all of the above may be amended using the function Report Definition. Transactions are printed in period number order within each account selected. The reports are as follows: Journal Listing Account Listing Payment Listing Transactions are printed in journal number order. Trial Balance The Trial Balance may be produced for any period or range of periods. Designed to print transactions created by Generate Payments (but may be used to print any type of journal). Analysis Codes. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. e.Standard Reports Ledger Accounting provides a number of ‘standard’ reports for printing the audit trail of transactions and the Trial Balance.

68 SU009 V2. We will choose some of the journals which you entered earlier. Key Point: • You must print all journals before running Period Cleardown otherwise some data may be unavailable for the report.LEDGER ACCOUNTING WITH MULTI CURRENCY 12.Journal Listing LA=Ledger Accounting .Reports . The report uses the standard layout (AJL1) which is provided with Ledger Accounting. 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. 1 to 3) Store to disk and view on screen.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .JL=Journal Listing • Any journal or range of journals may be printed or re-printed at any time.1 .g.

An opening balance is shown prior to the range of periods selected (not applicable if all periods are chosen as above).AL=Account Listi ng • Any account or range of accounts may be printed or re-printed at any time.Account Listing LA=Ledger Accounting . 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.LEDGER ACCOUNTING WITH MULTI CURRENCY 12. 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.1 69 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Reports .2 .

May be used to print any type of journal. 70 SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 12. but may be used to print any journal type in account code order.Reports . Report is printed in account code order.PL=Payment Listing • • • Designed to print transactions created by Generate Payments.Payment Listing LA=Ledger Accounting . Store to disk and view the report on screen.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.3 .

Trial Balance LA=Ledger Accounting . Closing Balance. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.‘TB’ If you select ‘Y’ the Trial Balance will show only one total figure for each type. Period Credits. Debtor.1 71 . store to disk and view on screen. Key Point: • The report is divided into columns.4 . Period Debits. Client Run a Trial Balance for period 10/97. Creditor. Select Trial Balance .LEDGER ACCOUNTING WITH MULTI CURRENCY 12. Period Balance.Reports . the period sections in the report represent the total figures for that range.TB=Trial Balance • The Trial Balance may be produced for any period because all journals must balance by period. Opening Balance. If you specify a range of periods when running the TB.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .TB • Print Trial Balance for any period by: • Accounting Period • Entry Date 72 SU009 V2.select by: • Account Code • Accounting Period Payment Listing . • Account code order • May print any type of journal Trial Balance .AL • Print the transactions from one or more Account Codes .select by: • Type • Source • Number • Entry Period/Date Account Listing .JL • Print one or more journals .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .PL • Print transactions created by Generate Payments.Standard Reports Journal Listing .

File Creation Define a name for each budget ledger.Change Budgets Functions for posting transactions to and retrieving information from the budget ledgers are the same as for the Actual Ledger (Ledger A).1 .1 73 .Budget Definitions Change between Actual and Budget ledgers as required.Budgets in Ledger Accounting The following functions will be covered in this session: • • • Create a file for transactions for each budget ledger (Ledger B . 13.3 . 13.K) to be used.2 . 13. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 13 .

K) in the ‘Budget File’ box.File Creation .Budget Ledger SS=SunSystems . 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.1 .Maintenance .LEDGER ACCOUNTING WITH MULTI CURRENCY 13.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Setup Menu . Key Point: • You must create a file for each Budget Ledger separately.FC=File Creation • Create a file to hold the transactions for each Budget Ledger you wish to use. 74 SU009 V2. Repeat the process entering the appropriate letter (C .

BD=Budget Definitions • Define the name of each Budget Ledger which you will be using.Maintenance .Setup Menu .LEDGER ACCOUNTING WITH MULTI CURRENCY 13.Budget Definition LA=Ledger Accounting .2 . Select Budget Definitions . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.‘BD’ and the ‘A’mend 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.1 75 .

3 .Maintenance .Change Budgets LA=Ledger Accounting . 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’.LEDGER ACCOUNTING WITH MULTI CURRENCY 13.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 76 SU009 V2. ensure that you are in the correct ledger before posting any journals! Press ‘F9’ (Context) to check which ledger you are in.Actual Results and check this by pressing ‘F9’. When using Journal Entry.CB=Change Budgets • Move between Ledger A (Actual Results) and the Budget Ledgers. Select ‘CB’ and enter ‘B’ for the Budget Ledger. The name given to the ledger in Budget Definitions is shown here Now please return to Ledger A .

1 77 .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .Budgets in Ledger Accounting File Creation .CB • Move between Actual and Budget ledgers as required. Change Budget .BD • Define a name for each budget ledger. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Budget Definitions .FC • Create an empty file for transactions for each budget ledger.

LEDGER ACCOUNTING WITH MULTI CURRENCY

Session 14 - Changing from one Database to another
Systems Union provides a sample database called ‘DEM’ with each installation. This database already contains a Chart of Accounts (See Appendices B & C at the end of these notes ) and other reference data along with transactions which you may examine at will.

To change databases: Enter ‘X’ and press Return to go back to the SunSystems menu by exiting Ledger Accounting Type ‘CD’ (Change Database) and press Return and the following window will appear:

Enter ‘DEM’ and click on ‘OK’ (or press Return). Select Ledger Accounting again and all functions will now refer to the ‘DEM’ database until you use ‘CD’ again.

Use the above procedure for moving between available databases. Note: Remember to change back to our ‘NEW’ database for the next session !

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Session 15 - The Balance File
The following functions will be covered in this session: • •

Create an empty file for each ledger (i.e. Ledger A and any budget ledgers). File Creation Update each Balance file with the transactions which have been posted to each ledger. Balance File Update

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15.1 – File Creation : Balance File Update
• • • This additional file maintains a balance for each period within each account code. The balance may also be maintained for each unique combination of transaction analysis codes. Use of the balance file speeds up running the Trial Balance and any user defined report written using the three report writers in Ledger Accounting. Manually updated.

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

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Session 16 - Archiving Data
This session will be carried out in the ‘DEM’ database.

Change to the ‘DEM’ database now
• • • Transfer transactions to the appropriate annual archive file. Create amalgamated transactions which take the place of the original. Reduce the number of transactions held on the live ledger file.

The following functions will be covered in this session: • • •

Enable Ledger Archiving for the ledger. 16.1 - Ledger Definition Create an archive file for each year of data you wish to archive. 16.2 - File Creation Run Period Cleardown to transfer transactions to the archive file. 16.3 - Period Cleardown

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

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16.1 - Ledger Definition - Archiving
LA=Ledger Accounting - Maintenance - Setup Menu -LD=Ledger Definition Select Ledger Definition and overlay Miscellaneous. Ensure Ledger Archiving is set to ‘Y’ If this field is not set to ‘Y’, transactions will be deleted during Period Cleardown

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Setup Menu .FC for the ‘DEM’ database Archived transactions are grouped by year in separate files.File Creation : Ledger Archive File SS=SunSystems -Maintenance .FC=File Creation Select File Create . You must create a file for each year to be archived SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.2 .LEDGER ACCOUNTING WITH MULTI CURRENCY 16.1 83 .

LEDGER ACCOUNTING WITH MULTI CURRENCY 16.3 . Select PC If you enter ‘Y’ here.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 84 SU009 V2.Period Cleardown LA=Ledger Accounting . ‘Y’ indicates which categories will be consolidated during cleardown Answer ‘Y’es to ‘Ok to Cleardown?’ Select Account Inquiry for the Account Code ‘11000’ to see result of the process on the transactions.PC=Period Cleardown • We will cleardown transactions from the ‘DEM’ database for the period 12/1990 for the Account Code ‘11000’.Procedures . the following screen will be displayed Transaction analysis categories.

then transactions will be cleared down regardless of their allocation marker. 4. You must have printed the transactions audit trail before running Period Cleardown journals will not print correctly afterwards. 2. 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. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. If account code set to ‘B’alance Forward on the Chart of Accounts. The archive file for the year in which the period is being cleared down must already exist. If account code set to ‘O’pen Item on the Chart of Accounts. 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. 5.1 85 .LEDGER ACCOUNTING WITH MULTI CURRENCY Now backup and restore the data files using File Backup. 3.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE . backup and restore the data files to rebuild/re-index them.without this transactions will be lost when Period Cleardown is run. File Backup • After Period Cleardown. • Consolidated transactions are posted in their place.Archiving Data Ledger Definition • Enable Ledger Archiving . 86 SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Summary . File Creation • Create an archive file for each year of transactions. Period Cleardown • Transfer individual transactions from the ledger file to an archive file.

17. 17. 17.1 87 .Day Book Listing • • • • • Note: Please return to the ‘NEW’ database now.3 .4 . All details of transactions posted to the Rough Book may be amended until they 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’.Sequence Number Definitions Specify what type of rough book processing is required.Analysis Category Lengths Name the chosen analysis category as ‘Daybook Sequence Number’.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 17 . All rough transactions have a ‘-‘ flag which is visible in Account Inquiry and Account Allocation. 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. The ‘-‘ flag is removed when the rough transactions are posted to the main ledger.1 . When transactions are posted to the main Ledger they may optionally have a Day Book sequence number attached to them. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Ledger Definition Create the Day Book Definition which is the setup record required to enable you to run Day Book listing.Analysis Definitions Create the code which will be used to update the sequence number attached to each transaction.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. 17.6 .2 . 17.Rough Book Processing • • • • Originally set up to fulfill Italian Accounting requirements where all transactions are initially posted to the Rough Book.

Maintenance .NL=Analysis Category Lengths • Set the Analysis Category Length for ‘T8’ to be 10 characters.1 .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 17.Setup Menu .with a length of 10 characters Key Point: • Make sure that the category is long enough to hold the largest anticipated number. Select ‘NL’ and ‘A’mend the ‘NEW’ database’s ‘T’ category lengths Category ‘T8’ has been chosen to hold the Day Book Sequence Numbers . 88 SU009 V2.Analysis Category Lengths (SunSystems Menu) SS=SunSystems .

They will be created automatically SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 89 .LEDGER ACCOUNTING WITH MULTI CURRENCY 17. Select ‘ND’ and ‘C’reate the category’T8’ as ‘Day Book Sequence No’ We will not be creating any analysis codes under this category.Maintenance .2 .Setup Menu -ND=Analysis Definitions • Define Transaction Analysis Category ‘T8’ as ‘Day Book Sequence No’.Analysis Definitions LA=Ledger Accounting .

This is updated by the system and may also be amended manually 90 SU009 V2. Day Book sequence numbers may be applied by running Day Book Listings.LEDGER ACCOUNTING WITH MULTI CURRENCY 17.3 . Select SN and create the Sequence Number Code ‘DB’.Maintain Sequence Number Definitions LA=Ledger Accounting . This sequence number will be applied in Ledger A The code must be set to ‘A’utomatic when it is to be used as the Day Book sequence number A date entered here would override the Entry Date on all transactions entered using the sequence code. • • • Define sequence numbers which may be applied to groups of transactions.Setup Menu -SN=Sequence Number Defns.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Transactions sequence numbers may be applied through Journal Entry/ Journal Import.Maintenance .

Setup Menu .b.Maintenance .Rough Book LA=Ledger Accounting . a Day Book sequence number is generated for each different transaction reference. ‘2’ = Optional r.LEDGER ACCOUNTING WITH MULTI CURRENCY 17.Ledger Definition . a Day Book sequence number is generated for each line within the transaction reference SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 91 .b.4 . If set to ‘Y’. 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.LD=Ledger Definitions Amend the Ledger Definition for the ‘NEW’ database for Rough Book processing as below: ‘0’ = No rough book ‘1’ = Mandatory r.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 17.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 92 SU009 V2.5 – Day Book Definition LA= Ledger Accounting – Maintenance – Set-up Menu .

LEDGER ACCOUNTING WITH MULTI CURRENCY 17.6 . Turn to Exercise 12 – ‘Rough Book Processing’. the dates referred to are the entry dates not the transaction dates).DB=Day Book Listing • • This function produces a list of all transactions posted within a range of dates . You may also transfer rough transactions to the main ledger and attach a day book sequence number to each transaction.Reports . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.(N.Day Book Listing LA=Ledger Accounting .B.1 93 .

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .ND • Define the chosen analysis category as ‘Daybook Sequence Number’. Maintain Sequence Number Definitions .Rough Book Pro cessing Analysis Category Lengths . 94 SU009 V2. Ledger Definition .DB • Print a list of all transactions posted within a range of given dates. • Transfer rough transactions to the main ledger applying sequence numbers.LD • Enable Rough Book Processing.NL • Set up the number of characters required for the analysis category chosen to hold the Day Book sequence number.LEDGER ACCOUNTING WITH MULTI CURRENCY Summary . Analysis Definitions . Day Book Listing .SN • Define sequence number codes which may be applied to groups of transactions via Journal Entry or Day Book Listing. • Allocate analysis categories to hold Transaction/Daybook Sequence numbers.

Print Tax Listing Run reports using layout codes previously created in Account Tax Listing Layouts grouping transactions into Gross.Print Account Tax Listing • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Account Tax Listing Layouts Print reports previously created in Tax Listing Layouts.Tax Reporting • Create layouts which group transactions by Reference Numbers for the Gross. 18.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 18 . 18.3 .1 .2 . 18.4 .Tax Listing Layouts / 18.1 95 . Net and Tax amounts. Net and Tax amounts for each Account Code.

2. 96 SU009 V2. The format code is set up under Report Definition (RD) and must be of type ‘T’ for Tax Listing. The report may be printed for any Account Type for a specified range of Account Codes. 3. Net and Tax values for transactions with the same Transaction Reference numbers.XL=Tax Listing Layouts • • Produces a report which brings together the Total.Procedures . Select Maintain Tax Listing Layouts .Tax Listing Layouts LA=Ledger Accounting .XL.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.LEDGER ACCOUNTING WITH MULTI CURRENCY 18.Setup Menu . ‘C’reate the layout code as below This is the range of Creditor accounts from which the gross values of the transactions will be taken 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. 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. the report will be inaccurate.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

1 97 . 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.Procedures .2 .LEDGER ACCOUNTING WITH MULTI CURRENCY 18. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.PT=Print Tax Listing • Runs the report using the layout created using Maintain Tax Listing layouts.Print Tax Listing LA=Ledger Accounting .

1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 98 SU009 V2.Procedures . Select Maintain Tax Listing Layouts .3 .Setup Menu .Account Tax Listing LA=Ledger Accounting . The report may be produced for any Account Type for any specified range of Account Codes. Create the layout as below See previous session on Tax Listing for details of the remaining boxes on this screen Key Points: 1.LEDGER ACCOUNTING WITH MULTI CURRENCY 18.XL=Tax Listing Layouts • • Produces a report which summarises the Net. 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.XL. Tax and Gross values for each account within the specified range.

Print Account Tax Listing LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 18.4 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Select PN Transactions with ‘S’ to ‘Z’ in the T1 (Tax) analysis category will be summarised for the totals on the report Select ‘S’tore to disk and view the report on screen.PN=Print Account Tax Listing • Runs reports using the layout created using Maintain Tax Listing Layouts.Procedures .1 99 .

Print Account Tax Listing .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary . Net and Tax amounts for each Account Code. • Groups transactions by Reference Numbers showing Gross.PN • Runs reports using layout codes previously created in Account Tax Listing Layouts (XL).1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Print Tax Listing . • Groups transactions into Gross.XL • Create layouts which may be used by Print Tax Listing (PT) and Print Account Tax Listing (PN).Tax Reporting Tax Listing Layouts / Account Tax Listing Layouts . Net and Tax amounts. 100 SU009 V2. Net and Tax amounts. • Specify ranges of Account Codes for Gross .PT • Prints reports previously created in Tax Listing Layouts (XL).

7 .5 . The Base amount is calculated from the Other amount using the prevailing exchange rate attached to the conversion code held on the system. 19.Currency Definitions Set up conversion rates for the codes (valid for from 1 up to 99 days).2 .6 .Chart of Accounts* Enter & post multicurrency journals . all amounts are stored in ‘Base’ currency. please amend the Ledger Definition to disable Rough Book Processing.Conversion Tables Define multicurrency journal types. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. amounts are stored in the ‘Other’ amount and a conversion code is attached to the transactions.Daily Conversion Rates* Set up period rates for the codes which can be used as revaluation rates.3 . Exchange rates may be maintained on a period or a daily basis.4 . 19.Multicurrency • • • • When using Ledger Accounting as a single-currency system.Ledger Definition Define the conversion codes. 19. When the Multicurrency option is being used.1 . 19. To enable the system for multicurrency.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 19 . 19. 19.Journal Entry Revalue the Ledger to the prevailing conversion rates held in the Conversion Tables. This is the currency of the Ledger as entered in Ledger Definition.Journal Definitions Define accounts to use certain currencies. 19. we will complete the following screens: • • • • • • • • How the ledger handles multicurrency.Ledger Revaluation *Optional Note: Before starting this session.8 . 19.1 101 .

1 . Overlay Miscellaneous: Indicates that Gains & Losses will be posted to separate accounts 102 SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 19.Maintenance . Allow payments in Other amounts using Generate Payments.Multicurrency LA=Ledger Accounting .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Ledger’s Base currency.Setup Menu -LD=Ledger Definition • Enable multicurrency functionality Amend the Ledger Definition in the ‘NEW’ database Multicurrency boxes. Variance from stored rate allowed on entry.Ledger Definition .

2 .LEDGER ACCOUNTING WITH MULTI CURRENCY 19.Conversion Definitions LA=Ledger Accounting .CN=Conversion Definitions • Set up each conversion code using this function.1 103 . how many days is the rate valid for? Key Point: • You must create a definition for each conversion code to be used. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Maintenance . 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.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .DC=Daily Conversion Tables • • If using Daily Rates. If no valid rate is found.Maintenance . the conversion code cannot be used. Create a rate for BEF as below The rate becomes effective on this date and remains in force for the number of days specified on CN Account codes here override those on the Conversion Definition Key Point: • When using Journal Entry. the system will search for a rate which is valid on the date of the transaction.Daily Conversion Tables LA=Ledger Accounting . 104 SU009 V2. at least one conversion rate should be set up for each code to be used.LEDGER ACCOUNTING WITH MULTI CURRENCY 19. You may set up a rate for each code for each day if required.3 .

CV=Conversion Tables • • • Set up revaluation rates for the conversion codes.4 . Journal Entry will search for a valid rate held in ‘CV’ if Daily Rates are not being used.LEDGER ACCOUNTING WITH MULTI CURRENCY 19.1 105 .Conversion Tables LA=Ledger Accounting . not the transaction date. Rates created in CV are used for the period to which the transactions are posted. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 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. May also be used to set up period conversion rates if Daily Rates are not used.Maintenance .

Multicurrency LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 19. 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.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.Journal Definition .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Entry . 106 SU009 V2.5 . 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.

6 . Multicurrency boxes You may specify a conversion code to be used when posting to this account.LEDGER ACCOUNTING WITH MULTI CURRENCY 19.Multicurrency LA=Ledger Accounting . Enter ‘N’ to post only in Base currency.CA=Chart of Accounts • Optionally define certain accounts as having transactions only in particular currencies.Maintenance .Chart of Accounts .1 107 . Leave blank to allow any conversion code. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

7 .JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’.LEDGER ACCOUNTING WITH MULTI CURRENCY 19. 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. Select ‘JE’ and ‘S’tart using the Journal Type ‘CONV’ This is the date used to determine if there is a valid conversion rate for code ‘BEF’ because Daily Rates is set to ‘Y’ for ‘BEF’ 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.Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting . 108 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Entry .

Turn to Exercises 13. 3. Account codes entered on this screen will only be used if there are none specified on the CN or CV screens. Transactions are revalued individually. • Select LR Debtor. Gains/Losses are posted according to the setting in Revaluation Method in Ledger Definition. 4.Ledger Revaluation LA=Ledger Accounting . Creditor. Gains/Losses will be posted to the accounts specified on the Conversion Definition screen. 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. you must revalue a period prior to the current one. When revaluing to the current period. Account codes specified on the CV screen (if any) take precedence.LEDGER ACCOUNTING WITH MULTI CURRENCY 19. Only unallocated transactions will be revalued.1 109 .8 .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. A transaction is generated which represents the difference between the two. The period rate comes from the value held in Conversion Tables (CV) and not the Daily Rates Tables (DC). 2. you may not post the resulting transactions 5. II & III)’ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.14 & 15 – ‘Multicurrency (Parts I. To post transactions generated by a ledger revaluation. Large numbers of transactions may be generated. Carry out the Ledger Revaluation as above by storing the report to disk and viewing it on screen.

Daily Rates . • Select ranges of the following to be revalued: • Account Types • Account Codes • Journal Types • Journal Numbers • Conversion Codes 110 SU009 V2.Multicurrency Ledger Definition .JD • Enable multicurrency journals to be entered by setting up ‘Conversion’ Journal Types .LR • Revalue unallocated transactions to the prevailing rates held in Conversion Tables – CV.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Ledger Revaluation . • Define for how many days the rates will be valid.CV • Set up period rates for each conversion code. Maintain Conversion Tables .DC • Set up each code for which you wish to use daily rates.JE • Post all manual journals with multicurrency information using Journal Entry.LEDGER ACCOUNTING WITH MULTI CURRENCY Summary . • These rates are used for revaluing the ledger at period ends. • May be run in report mode only.CN • Each conversion code to be used must be set up here first. Journal Definition . • The rates may be used in preference to Daily Rates for transaction entry. Currency Definitions .CA • Set up certain accounts to use only specific Conversion Codes. Chart of Accounts . Journal Entry .LD • Enable multicurrency functionality.

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.1 111 .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’. and expense accounts for ‘Electricity’ and ‘Gas’. ‘Output Vat’. 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 SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Once you have set up the categories.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercises / Scenarios Exercise 1 .

1 SYSTEMS UNION PRODUCT TRAINING GUIDE . You will need to create appropriate expense accounts to do this. Enter the invoice to reflect this. • • Exercise 4 .LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 3 . N. • Able Engineering invoice number 11392: part is Standard Vat rated and part is Zero rated.Posting Transactions Enter the rest of the purchase invoices and post them to the ledger. accept the defaults and store the report to disk. 112 SU009 V2.12 is posted to Department ‘01’ and the balance (£140. Select ‘View Report’ and examine the report on screen. Select ‘Report Audit Trail’ from the Chart of Accounts. • BT – Business Communications invoice: Enter this invoice so that £141.B.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. You should be able to identify the changes you have just made to London Electricity.00) is posted to Department ‘02’.

SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Account Allocation (Part I) • • • Select Analysis Definitions . This will update the transaction with the new department code without creating another journal. The first screen is the same as for Account Inquiry.1 113 . Select ‘AA’ Amend Allocation • Enter ‘*’ in the allocation box and the Amend Details screen appears: Change the department code previously posted • Select ‘P’ost from the ‘Action’ menu. Select Account Allocation and enter the account code for Electricity.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 5 .ND and enter ‘Y’ in the ‘Amend Codes’ box for T0 (or whichever category you used for ‘Department’). Select ‘E’xtract to display the transactions on the account. • Select Account Inquiry for the Electricity account to check that the Department code has changed.

the ‘Y’ will change to ‘A’llocated. Select ‘Amend Allocation’ then ‘Allocation’ and enter ‘Y’ in the allocation boxes for both the debit and the credit entries. We will use ‘Account Allocation’ for this.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Now we have the debit entry of this payment to allocate against the credit entry of the original invoice. Only then can the allocations be posted • Select ‘P’ost from the Action menu and the allocation boxes will be updated. select Account Inquiry to view the transactions and overlay the allocation information. Press ‘Return’ and the cursor will return to the ‘Action’ box. If you do not see any transactions in the account. N. 114 SU009 V2. you need to make an amendment to the Account Inquiry screen before selecting ‘E’xtract. Once posted. What information may be preset in order to assist someone entering a journal of this type? Set this up as a Journal Preset.B.Account Allocation (Part II) • • Create a journal type for a manual payment. • • Ensure that you are in the Account Allocation screen for the London Electricity account and select ‘E’xtract again.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 6 . the ‘Out of balance’ value will be zero as in Journal Entry. What analysis categories do you want to prompt for when posting this type of journal? Create an account for the company’s bank account (use the example Chart of Accounts for the ‘NEW’ database in the appendix to determine an appropriate account code ). • • To check how the system has handled this allocation. When the values of the allocated debit and credit entries are equal. • Enter the cheque payment for London Electricity using your new journal type.

Select Account Allocation for Able Engineering’s account. Create it as a general journal type to be used for various different types of adjustments.1 115 . We are not going to pay the full amount because there is a dispute with them regarding the amount of £173.00. • We will write-off the difference to a ‘Discounts Received’ account. As part of this process. we will be generating a journal to write-off the discount. Select Amend Allocation and enter ‘Y’ against both the original invoice and the payment. Create this as a new P&L account.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 7 .82 on invoice number 11392 . Post this manual payment journal to the ledger as before. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Account Allocation (Part III) • Enter another manual payment using the same journal type. • 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. this time to Able Engineering. • • This time the debit and credit entries do not balance to zero. Do not attach any Journal Presets nor set up automatic tax calculation. We will pay only £150. • Create a new journal type for this.

• • To do this. To check how the system has handled this allocation.B. select ‘Post’ from the Action menu. 116 SU009 V2. they still need to be posted to the ledger. select Account Inquiry to view the transactions and overlay the allocation information. N.LEDGER ACCOUNTING WITH MULTI CURRENCY • 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. you need to make an amendment to the Account Inquiry screen before selecting ‘E’xtract. If you do not see any transactions in the account.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

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 £291.1 117 . 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. • 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’). £50. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. do not select ‘C’reate but choose ‘On-line allocation’ from the ‘Action’ menu. This enables you to allocate the value of the payment just entered to any unallocated items on the account selected.75. • When you have completed the transaction line for the creditor’s account.LEDGER ACCOUNTING WITH MULTI CURRENCY 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.

LEDGER ACCOUNTING WITH MULTI CURRENCY 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. select ‘Save’ from the ‘Action’ menu. 118 SU009 V2. 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. After you have allocated the payment against the outstanding invoice. • Complete the journal and post it. The ‘Out of Balance’ amount will now be zero. Enter ‘Y’ in the ‘Alloc’ column of the Invoice transaction (the receipt transaction has already been allocated).1). The allocations are saved and you are returned to the Journal Entry screen.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

The report should show individual transactions which are unallocated. Enter a Sales Invoice with standard rate tax to Golden Dawn Productions. Use on-line allocation to allocate the debit and credit entries in Golden Dawn’s account. Although this exercise concerns sales transactions. Ensure that the report sorts the ac count balances into ascending order. Enable the output tax to be calculated automatically. This exercise concerns posting sales transactions.1 119 . Post the net value of £1. Select Account Inquiry and make sure that you can see the allocated transactions in Golden Dawn’s account. Golden Dawn Productions have paid this invoice. • • Set up a new customer account for Golden Dawn Productions.000 to ‘Consultancy Sales’. • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Run the report with the ‘Base Date for Ageing’ as 31/8/97. • • • Post a cash receipt for the full amount of the invoice to Golden Dawn Productions and the bank account.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 9 . This time set up the ageing to be forwards and by due date. 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.Posting Transactions & Allocations So far we have dealt only with purchase invoices. Store the report to disk and view on-screen.

• Select ‘S’tore to disk and view on-screen. • • • Select ‘Chart of Accounts’ and change the payment method for Business Gas from ‘C’ to ‘B’.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 11 . The Print Remittances screen appears as before. This is the file in BACS format to be transmitted to the bank using appropriate software • Select ‘S’tore to disk.Payments to Creditors The cheque which we just cancelled to Business Gas will be replaced by a payment via BACS. An additional screen appears when a Payment Method of ‘B’ank is selected. Run Generate Payments using the new Payment Profile and post transactions. This is used as the Transaction reference for the payment. 120 SU009 V2. Create a new Payment Profile which will be used to select creditors’ accounts with a payment method of ‘B’.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

Reposting the journal replaces the original. Select Account Inquiry for the London Electricity account to see how Rough transactions are displayed. ‘L’ast. • Amend the account codes or the amounts and re-post the journal (if you amend the amount on one line of the journal. Select ‘Recall Journal’ and enter the journal number of the invoice posted to the rough book in London Electricity’s account. Post the transactions. Use the options ‘F’irst. due date and allowable analysis codes may be changed through ‘Account Allocation’. ‘N’ext and ‘B’ack on the ‘Action’ menu to scroll through the lines of the journal in the Journal Entry screen. They will automatically be posted to the Rough Book. Note the journal number of the rough book transaction in the London Electricity account. you must still make it balance by altering the other lines).‘ in the allocation column indicates a rough book posting. • Transfer the journal from the rough book to the main ledger by using the ‘Daybook Listing’ function: (see next page) SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. • You may now amend any part of the recalled journal and re-post it or delete it altogether. Return to Journal Entry and note that there is an additional option on the ‘Action’ menu called ‘Recall Journal’. You may recall and amend any journal posted to the rough book as many times as necessary. only the description.1 121 . Once journals posted to the rough book have been transferred to the main ledger.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 12 – Rough Book Processing • • • • • • Go to Journal Entry and enter the purchase invoice for London Electricity again using Journal Type ‘PI’. This option enables you to recall any journal posted to the Rough Book back into the Journal Entry screen. The ‘.

Key Points: 1. 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. • • • Select ‘S’tore on disk to initiate the transfer and produce the listing. will have the same daybook listing sequence No. 2. Transactions with the same Reference No. 122 SU009 V2. London Electricity) and overlay the analysis codes for ‘T8’.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . as their T8 code. Rough Book journals must balance by transaction reference before they can be posted to the main ledger. 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.LEDGER ACCOUNTING WITH MULTI CURRENCY • Select DB Enter today’s date and the Daybook listing will show all transactions entered today If you enter ‘Y’ here.g. You will see that a daybook listing number has now been entered there.

LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 13 – Multicurrency (Part I) • • • • • • • Enter another transaction using Belgian Francs for 20/09/97. Go to Account Inquiry for the Bank A/C (& the Telephone A/C) to see how multicurrency information is displayed. Run Generate Payments (as at today’s date) to pay the BASF invoice. Select the option ’SP. 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. Notice that the conversion rate used for the payment is the same as the transaction being paid. you should process payments manually using on-line allocation (see section ‘b’ below) SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 1997) to be 2.Summary Page’ within Account Inquiry and note that balances are maintained for each currency. one for Exchange gains and the other for Exchange losses. Check that the correct exchange rate is used. Create a Payment Profile which allows payment in DEM.80 DEM = £1. We have received an invoice from BASF as detailed below: a) Invoice Date: 08/09/97 Invoice number: AA1345 For Magnetic tape Total: DEM 1.00 • • • • Set the daily rate for the invoice date (8th Sept. What Conversion Rate is being used now ? Post this journal to the ledger. Return to Journal Entry using ‘CONV’ and enter the same journal again.000. Create also 2 new P&L accounts.1 123 . 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. Post the invoice to the new account and create a suitable expense account for the debit entry. If you wish to realise an exchange gain/loss at the time of payment. What happens ? Go to Conversion Definitions and amend the record for ‘BEF’ so that it is no longer using Daily Rates.

500. 124 SU009 V2. These have been created as subsidiary lines (similar to automatic tax calculation) numbered 00001 98 and 00001 99. This will return you to the Journal Entry screen and 2 extra transaction lines have been created for the difference. • Select ‘Save’ from the ‘Action’ menu and then ‘Other Amount’.75 DEM = £1. In this case a debit for £16. 1997) to be 2.select on-line allocation from the ‘Action’ menu after you have entered the debit transaction to Telefunken’s account. Create the credit entry for the payment journal and post to the ledger. 1997 • • • Ensure that the daily rate on the payment date (18th Sept. Create a journal type for manual payments in foreign currency with on-line allocation.00 Set the daily rate for the invoice date (1st Sept.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .84 will be posted to the ‘Exchange Losses’ account and a credit for the same amount will be posted to Telefunken’s account. The following screen will appear: • • Select ‘Amend Allocation’ from the ‘Action’ menu and then ‘Allocation’ Enter ‘Y’ in the allocation column of the invoice transaction and press ‘Return’ The Base amounts do not balance because the exchange rates are different. Use this journal type to process the payment of the Telefunken Gmbh invoice .LEDGER ACCOUNTING WITH MULTI CURRENCY 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. We will pay this invoice on 18 th Sept. • • • Scroll through the transaction lines within the journal to see how the system has created the additional transactions. Select Account Inquiry (remember to include allocated transactions) for the Telefunken account and see how the transactions have been posted.70 DEM = £1. 1997) is 2.

On 1st Sept. you must select the option ‘Save’ and ‘Other Amount’ to generate the realised gain or loss.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 15 – Multicurrency (Part III) We have started to deal with a new customer in Canada .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$ 2.00 • • Post the invoice in period 09/97. Ensure that the current period is now 10/97. 1997 the exchange rate is Can$2.4 = £1. run Ledger Revaluation again and it will be reversed). The invoice is still unpaid. the revaluation amount will remain outstanding but will be reversed by the next Ledger Revaluation run). Note: In on-line allocation. On 15th October 1997.3 = £1.‘Toronto Marketing Company’ and we will be invoicing them in Canadian Dollars. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. • Use Account Inquiry to check that nothing is unallocated in Toronto Marketing’s account (if the revaluation amount is still unallocated.000. • Process this receipt and allocate it to the original invoice (if you do not allocate it to the amount generated by Ledger Revaluation. The exchange rate on 15/10/97 is Can$2. Toronto Marketing pay the invoice in full.1 125 . The rate for period 09/97 is Can$2. • Use Ledger Revaluation to calculate and post the unrealised exchange difference at the end of period 09/97.

etc. 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. etc.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .‘Chart of Accounts’.LEDGER ACCOUNTING WITH MULTI CURRENCY Appendix A Abbreviated example Chart of Accounts for the ‘NEW’ database: Account Codes in italics will be created in Exercise 1 . Accumulated depreciation Vehicles. 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. Current Assets Debtors Bank Stock Current Liabilities Creditors London Electricity VAT Output Vat Input Vat Financed By Share Capital Retained Earnings 126 SU009 V2. Account Codes in Bold are used as non-posting or header accounts.

1: 52100) 70000 - 81000 84000 - 81999 94999 (Output Tax: 94100) (Input Tax: 94200) Capital & Reserves 96000 - Memo Accounts AAA - 99999 (Retained Earnings: 97000) Prior year’s P&L : 98000 (Error Suspense 999) ZZZ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 127 .LEDGER ACCOUNTING WITH MULTI CURRENCY 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.

Description No.LEDGER ACCOUNTING WITH MULTI CURRENCY Appendix C Analysis Categories for Ledger Accounting on the ‘DEM’ database Category Sub-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 128 SU009 V2. 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 A 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 SYSTEMS UNION PRODUCT TRAINING GUIDE .

1 129 .LEDGER ACCOUNTING WITH MULTI CURRENCY Appendix D London Electricity SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY British Gas 130 SU009 V2.

1 131 .LEDGER ACCOUNTING WITH MULTI CURRENCY British Telecom SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

LEDGER ACCOUNTING WITH MULTI CURRENCY Able Engineering #11392 132 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

1 133 .LEDGER ACCOUNTING WITH MULTI CURRENCY Cluttons Chartered Surveyors SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY Borough of Kensington and Chelsea 134 SU009 V2.

1 135 .LEDGER ACCOUNTING WITH MULTI CURRENCY Able Engineering#12232 SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

LEDGER ACCOUNTING WITH MULTI CURRENCY Thames Water 136 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .