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

....................... ..............................81 16.................................................................................................................................................Analysis Definitions............... .....44 8......................Changing from one Database to another.................................Period Cleardown ..................91 SU009 V2..............Aged Analysis Reporting & Printing Statements.................................1 – File Creation : Balance File Update.........Payments to Creditors .............................. ........................................... ........................................................................... ..........63 11..Payment Listing.................Rough Book Processing..........................................73 13.................................5 ......Journal Listing..................69 12..........................................1 .................................. .............1 ..............................................82 16..61 11................................1 17.....................46 8.... ................. .........................Account Inquiry .......66 Session 12 ..... ....................58 10............................................................Trial Balance........Ledger Definition ..........89 ......Setting up Journal Definitions ..................3 17.1 ...Archiving ...................................................................3 ...............File Creation : Ledger Archive File.......2 ....................65 Summary ...............................77 Session 14 .....................................................48 8........................ .........................................................................1 ....Budgets in Ledger Accounting................Rough Book ...2 .......................88 .. .............Aged Analysis & Printing Statements............Generate Payments ...1 ............................................................................. ..........Account Allocation ......................3 ......................................... ... ..80 Session 16 ..................................................Print Remittances ................Audit Trail......... ..........52 9...........................................Payment Profiles .................................... ........................1 ........... .............3 .....LEDGER ACCOUNTING WITH MULTI CURRENCY Session 7 .............74 13....................................................................Audit Trail for Reference Data..............................................................................Account Allocation & On-line Allocations ....57 10....... ........................................................Budget Ledger ..........2 ..4 ...................................................43 8.............90 .....Standard Reports ......... ...........................................Posting Transactions to the Ledger & Account Inquiry ..................4 ........Archiving Data ........................... ..1 ........79 15...................................50 Summary ............................................................Tax Details ............Analysis Category Lengths (SunSystems Menu)............................................Posting Transactions to the Ledger .....55 Session 10 ................................72 Session 13 ..................................2 ................................................................................................Account Listing......87 17.............2 17...............Print Statements. ....................................... ........... ..................Void Payments .....Budgets in Ledger Accounting ..................................................................................1 SYSTEMS UNION PRODUCT T RAINING GUIDE 3 .............3 ........... .................. ......................................... ..................................4 ......................................................42 Session 8 ....................................................On-line Allocations ..............84 Summary ........................62 11....File Creation ..........59 Summary ...............................2 . ....2 .... .......The Balance File ........ ..............................................Payments to Creditors ..................2 ...................Journal Presets...53 9................. ........4 ..........83 16...............71 Summary .Aged Analysis Report.......67 12..Standard Reports....................Posting Transactions to the Ledger : Journal Entry.........Aged Analysis Layouts ................................68 12............................................Archiving Data....64 11..............Maintain Sequence Number Definitions .51 Session 9 – Allocations : (both manual & on-line) .................... ................................ ......Budget Definition..................75 13.......1 ..................76 Summary .................................... ..........................................78 Session 15 .......... ....................................................... .................42 7.......................................................................86 Session 17 .3 ...3 ..Ledger Definition ............... ..................................Change Budgets .....60 Session 11 . ................................ ............ ................70 12...54 Summary ................................................. ......45 8...........56 10............................

. 109 Summary ... 102 19......................... 100 Session 19 ...................... 111 Exercise 3 ....... 101 19............................................ 134 Able Engineering#12232.Multicurrency.............. 123 Exercise 14 – Multicurrency (Part II) ..........................................................................Account Allocation (Part III) ............................................................... ....................... 93 Summary ...............................................................Multicurrency ............................................... ........................................................3 ..........Posting Transactions to the Ledger : Journal Entry ...................................................................... ..... ...................5 ..................... 112 Exercise 5 ............ ....................................................................... 132 Cluttons Chartered Surveyors ...................... 111 Exercise 2 ..................Payments to Creditors ..............Ledger Revaluation............Rough Book Processing.....6 ......................................................................................... ............. 123 Exercise 15 – Multicurrency (Part III) .......................................................................................................................................... ..................................Analysis .............. 112 Exercise 4 ................................Multicurrency ......... ............... 130 British Telecom ............. 111 Exercise 1 Setting up Accounts .........................................7 ...........................................................Multicurrency...................1 SYSTEMS UNION PRODUCT TRAINING GUIDE ..4 .........................................................................................................................................................................................Ledger Definition .........................Day Book Listing ............ 119 Exercise 11 .. ..........................................Tax Reporting ..................... 98 18.1 ............ 107 19...... 128 Appendix D.....Tax Listing Layouts...................... 99 Summary ...................................... 105 19...................................................................................... ........................................................................ ...................... 108 19................ 129 London Electricity .......Conversion Tables................................................................................Posting Transactions & Allocations .......................................................... 96 18....................... ... 125 Appe ndix A...LEDGER ACCOUNTING WITH MULTI CURRENCY 17............................................................................................................... .......................................................................................... 110 Exercises / Scenarios................................................ 106 19............................................ 136 Based on SunSystems Version 4............... 120 Exercise 12 – Rough Book Processing ............1 ................ ... ..................... ....8 ......................................... ................................. 92 17....Aged Analysis Reporting.......................Multicurrency .......... .....Chart of Accounts .......................................... ..... 97 18................................................................Print Account Tax Listing ..............................................2 4 SU009 V2...... ................ 121 Exercise 13 – Multicurrency (Part I).....................................2 ......................... 119 Exercise 10 .............................................................. 131 Able Engineering #11392................... .................Conversion Definitions ................ ..................................... 104 19...........................................................Account Tax Listing .Daily Conversion Tables ....5 – Day Book Definition....... ..............................................................Account Allocation (Part I)...Posting Transactions ................................................Audit Trail ...........4 ........................................6 .................. 135 Thames Water ...Account Allocation (Part II)........................... 115 Exercise 9 .................. 113 Exercise 6 ........................................................ 126 Appendix B.............................. ............................... ............................................. ..................................................... 95 18...............................................Journal Definition .................................................................... 94 Session 18 ...... 103 19.......................................................................................................... 114 Exercise 7 ......... 129 British Gas................................................Tax Reporting ..............................................Print Tax Listing . 133 Borough of Kensington and Chelsea ................ ..........................................................................2 ............................................................................................ 127 Appendix C............3 ..........

6 & 7 – ‘Allocations (Parts I.‘Posting Transactions’ Morning 9 Allocations (manual & on-line) Exercises 5.14 & 15 .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.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 .‘Analysis’ Lunch Afternoon 6 7 8 Printing & viewing reports Audit Trail for Reference Data Exercise 3 .II.‘Audit Trail’ Posting Transactions to the Ledger & on-screen enquiries Exercise 4 .SunConcepts Part II . & III)’ Exercise 8 – ‘On-line Allocations’ Exercise 9 – ‘Posting Transactions & Allocations’ Aged Analysis reporting & Printing Statements Exercise 10 .‘Multicurrency (Parts I.‘Chart of Accounts’ Analysis in Ledger Accounting Exercise 2 .II & III)’ SU009 V2.1 Day 2 10 11 SYSTEMS UNION PRODUCT T RAINING GUIDE 5 .

by the end of this course. Running procedures for paying suppliers 6.LEDGER ACCOUNTING WITH MULTI CURRENCY Objectives With no previous knowledge of SunSystems. post all types of transactions to the ledger with subsequent account enquiry 3. Produce Aged Debtor Analysis reports 5. Archiving data Optionally: 8. Use multi-currency Recommended for: • • • • Financial Controllers & Directors Account and Finance Managers All personnel involved with entering account information onto the system Credit Controllers and Ledger clerks 6 SU009 V2. delegates will be able to make confident use of Ledger Accounting for day-to-day procedures including: 1. Create new accounts 2. Running standard Reports 7.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Match debit and credit entries in accounts 4.

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. 7. 3. 5. 6.SunConcepts Sessions: 1.LEDGER ACCOUNTING WITH MULTI CURRENCY Part 1 . 2.1 7 . 4.

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

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

All information immediately available for enquiry & reporting.Memo). Memo accounts do not form part of the Trial Balance and may be used to hold statistical data.Balance Sheet.no batch updates. All postings are made in real time . 3. 7. C .Creditor . All accounts reside in the ledger . P .Profit & Loss . M . Control accounts (within Nominal) for Sales & Purchase Ledgers are replaced by all of the individual Debtor & Creditor accounts themselves . 4. T Trader .LEDGER ACCOUNTING WITH MULTI CURRENCY 2. 8.distinguished by type (i. One ledger combines all of the functions of all of the ledgers in the modular system. 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. D . B .Debtor .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. 2.e.2 . 10 SU009 V2.no reconciliation’s! 6. 5.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

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

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

‘EAST’. Example use: You want to analyse your company’s Customers by Geographical Area. ‘WEST’ within the chosen category of ‘A1’. (e. Enter the appropriate code for Geographical Area onto each Customer’s Account.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. ‘NORTH’. 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. ‘SOUTH’. ‘A1’ and give it the name of ‘Geographical Area’. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 6 .1 13 . This means that adding an Account Analysis code to an Account has a retrospective effect. 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. Create the range of codes e. Choose an unused Account Analysis category e.g.g.g. ‘NORTH’ or ‘SOUTH’ = 5 characters).1 .

123454 £1000. etc. etc. Amount Indirect Expenses Advertising Wages & Salaries Stationery.LEDGER ACCOUNTING WITH MULTI CURRENCY 6.00 Dept 02 03 02 All of the transactions are posted to the same account (603030). Each one has a department code attached Balance Sheet Accounts 14 SU009 V2. etc.00 54324 17962 28634 £1200.00 04 £1356.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .2 .Transaction Analysis • Available categories in Sun: T0 to T9 Abbreviated example Chart of Accounts: Account Codes 100000 101000 101010 102000 102010 200000 201000 202000 203000 300000 301000 302000 400000 401000 402000 500000 501000 502000 600000 601000 602000 603000 603010 603020 603030 Account names Fixed Assets Cost Vehicles. Current Assets Debtors Bank Stock Current Liabilities Creditors VAT Financed by Share Capital Retained Earnings Income Sales Other Income Profit & Loss Expenditure Accounts Cost of Sales Direct Expenses Inv. No. Accumulated depreciation Vehicles.00 £850.

SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Wages & Salaries and Stationery by department.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.1 15 . There are 2 options: 1) Create more account codes .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. Using Transaction analysis codes is more flexible because: • • Each transaction may be analysed in up to 10 different ways using analysis categories. the company may wish to report expenditure on Advertising.

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

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

Ledger Accounting) from the SunSystems menu.LEDGER ACCOUNTING WITH MULTI CURRENCY 7.users select the system (e. 4.‘Classic’ where every function is displayed on screen (as above) or ‘Action’ where functions are selected from pull-down menus. Ledger Accounting menu is a flat structure comprising Main and Set-up menus. Any other function may be selected without returning to the main menu. 5. 2.Ledger Accounting Menus SunSystems Main Menu Ledger Accounting Main Menu Key Points: 1. All individual functions are available from the Ledger Accounting menu. Only 2 levels in menu hierarchy . 2 styles of menu .g. 3.2 . Users may select any function in Ledger Accounting by entering its 2-character code or by selecting it from the appropriate pull-down menu.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 18 SU009 V2. 6.

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

Logging onto Sun 2. Posting Transactions to the Ledger & Account Inquiry 9. Audit Trail 8.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY Part II . Analysing Data 6. The Balance File 16. Moving around in Ledger Accounting 3. Payments to Cerditors 12. Aged Analysis Reporting & Printing Statements 11. Setting up a new Company / Operating entity in SunSystems 4. Multicurrency 20 SU009 V2. Archiving Data 17. Setting up Accounts 5.Ledger Accounting Sessions 1. Allocations 10. Rough Book Processing 18. Tax Reporting 19. Standard Reports 13. Budgets in Ledger Accounting 14. Printing & Viewing Reports 7. Changing from one Database to another 15.

SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Logging onto SunSystems You will need to quote your Serial Number when telephoning our Support Dept.1 21 . 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 . • Log on using Operator ID ‘DEM’.

22 SU009 V2. 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. Use the mouse to click on a button to activate it. This enables you to search for any record that has already been set up on the system. you may click on it or press the F5 key to activate it.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 2 .Moving around in Ledger Accounting Accept/ OK F1 Help F2 Lookup F3 Duplicate Cancel Scroll buttons Either: Click on the appropriate button Or: Press the equivalent F-key F4 Freeformat Macro F6 Shorthand to end F7 Duplicate F8 Calculator F9 Context In addition to the above: • • Wherever you see attached to a box on screen. These may be defined by the user and act as a short cut to carrying out certain functions including running macros.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . The buttons to the right of ‘Scroll’ have been set up using a function called Operator Buttons.

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

LEDGER ACCOUNTING WITH MULTI CURRENCY Session 3 .1 Database Definitions Create empty data files for the new database 3.3 Ledger Definition 24 SU009 V2. 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.Setting up a new Company/Operating entity in SunSystems In this session.2 File Creation Set up the ‘rules’ for operating the ledger 3. we will be creating a database called ‘NEW’ from scratch and setting up some reference data for it.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

1 25 . Do not change after posting any transactions.1. 3-character database code must be unique.Maintenance . As shown Key Points: 1.Setup Menu . Decimal places: may be 0.1 .LEDGER ACCOUNTING WITH MULTI CURRENCY 3. 2.2 or 3.Database Definitions SS=SunSystems .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. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

Speeds up Trial Balance and user written reports. 26 SU009 V2. Ledger Balance File .e. Use it with care! • Enter ‘NEW’. The database code must already have been set up in Database Definitions. Can be used to clear existing transactions leaving ‘static’ data intact This file contains the ‘static’ data (see page 7 ). Journal Hold File must be created for a new database. 4. B to K.specify the letter of the budget file to be created i.File Creation SS=SunSystems . 2.2 .Setup Menu . Clear this file only when setting up the database Key Points: 1. Budget file .LEDGER ACCOUNTING WITH MULTI CURRENCY 3.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Archive file .stores transactions which have been cleared from the ledger.Maintenance . 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. 3. Please note: File Create can delete all existing data within a database.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 ACCOUNTING WITH MULTI CURRENCY Accessing Ledger Accounting • Select LA=Ledger Accounting and you will be prompted for the Database code: Enter ‘NEW’. We will be working with this database initially SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 27 .

you set the rules under which the database operates.LEDGER ACCOUNTING WITH MULTI CURRENCY 3.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Set up Current Period and range of Open Periods. Set up the range of dates which may be used for transactions being posted to the ledger. For a new database. • • • 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.Maintenance . See below. Some information must be completed before the database can be used.Ledger Definition LA=Ledger Accounting .LD=Ledger Definition • • To enter Ledger Accounting you must select the database to work on. this screen will be blank.Setup Menu . On this screen. Enter the maximum number of periods in the year.3 .

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

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

Profit & Loss or Balance Sheet etc.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 4 .Bank Details • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.3 .g. 4.2 .1.Chart of Accounts Enter the Name & Address record for each Debtor.) 4. Creditor & Client account.1 31 .Names and Addresses Set up the details for any Creditors or Clients whom you will be paying electronically. 4.Setting up Accounts The following functions will be covered in this session: • Create the Account Code and Name and define the type of account (e.

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

This is also printed on documents. Special Address Code of 0000000000 (10 zeros) is used for your company’s details.Names & Addresses LA=Ledger Accounting .Maintenance .1 33 . Creditor and Trader accounts.LEDGER ACCOUNTING WITH MULTI CURRENCY Now we will set up the Name & Address record for this account 4. 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 .NA=Names & Addresses • • • Used for Debtor .

3 . Please turn to Exercise 1 .Bank Details LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 4.Maintenance .Setting up Accounts 34 SU009 V2.BK=Bank Details You may set up multiple Bank Details records for one Account Code. This uniquely identifies each bank record Create the bank details for the account This must be the same as the Account Code on the Chart of Accounts record This may be used to hold the code for the 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.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

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

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

You must assign a length of at least 1 character to each analysis category which you intend to use.Setup Menu . 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. 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.Analysis Category Lengths (SunSystems Menu) SS=SunSystems . Maximum number of characters across all ‘A’ categories is 50. 3.LEDGER ACCOUNTING WITH MULTI CURRENCY 5. 2. Maximum number of characters in any one category is 15.1 37 .1 .Maintenance . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. the same applies to ‘T’ categories.

Set ‘Amend Codes’ to ‘Y’es to allow them to be amended after posting (using the function ‘Account Allocation’). We will go to Analysis Codes (NC) to create valid codes within the available category 38 SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 5. 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. all codes entered must already have been set up. 2.2 .Maintenance .Analysis Definitions LA=Ledger Accounting . 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: 1.1 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.Setup Menu -ND=Analysis Definitions • • • • • This function is used to attach user-defined names to Account Analysis and Transaction Analysis Categories.

LEDGER ACCOUNTING WITH MULTI CURRENCY 5.T9). 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. Now create the analysis code ‘SOUTH’ under the category A1 – Area .Maintenance .‘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). 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). This applies only to Transaction Analysis codes (T0 .1 39 . Carry out exercise 2 .Analysis Codes LA=Ledger Accounting . of chars.3 . then the codes must be set up here before they may be used.

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

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

1 .Setting up Journal Definitions LA=Ledger Accounting .Entry .LEDGER ACCOUNTING WITH MULTI CURRENCY 8. Journal types are another form of analysis within Ledger Accounting. 44 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Setup Menu .JD=Journal Definitions • • Every transaction is posted to the Ledger as a journal Each journal must have a Journal Type created within Journal Definitions Select ‘JD’ and create a Journal Type of PI Enter here the ‘T’ categories which you set up in the analysis exercise for ‘Dept’ and ‘Tax’ Analysis Codes for these Categories will be required when entering a Journal using this definition Key Points: 1. 2. 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.

4.1 45 .JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. The above information must be completed for each line of the journal. You may not post any journal until ‘Out of Balance by’ = 0. 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. 2.LEDGER ACCOUNTING WITH MULTI CURRENCY 8. The Journal Type is ‘PI’. Each journal must balance within a period . Post these transactions to the ledger. then ‘S’tart.2 .Entry . 3. 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. Posting to a Memo account does not affect the totals for Journal Debits or Credits or the ‘Out of Balance’ amount.Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting . Select JE (Journal Entry).

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.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 46 SU009 V2.Maintenance . Now we will go to set up the Tax Details for the codes within the T1 category.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).TD=Tax Details • Links codes set up within the Tax Analysis category to percentage tax rates and Input / Output tax accounts.Tax Details LA=Ledger Accounting .3 .Setup Menu . 8.

enter ‘Y’ in the Automatic Tax Calculation box and press Return. 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. 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.1 47 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY Amend the Journal Definition for PI. NB. A subsidiary line is generated calculating the input tax on the net amount. This line may be amended if required.

Data can be preset to reduce input errors.Entry . 2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .4 . do not enter a line number greater than the current line. 48 SU009 V2. The Base Line number is the line which holds the data which is used as the basis for the current line. Budgets can be spread evenly across the periods in the year by presetting separate lines in separate periods.Setup Menu .LEDGER ACCOUNTING WITH MULTI CURRENCY 8.Journal Presets LA=Ledger Accounting .JP=Journal Presets • • • Can reduce amount of keying during Journal Entry. Boxes relating to fixed assets and multicurrency may be preset only if flagged on the Journal Definition. 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.

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

Select in turn the Overlay options to see what information may be displayed with each one. 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. 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’.LEDGER ACCOUNTING WITH MULTI CURRENCY 8.AQ=Account Inquiry • Used to view the transactions within an account.5 .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Account Inquiry LA=Ledger Accounting . for example details of the journal and then analysis codes attached to this transaction.‘Posting Transactions’ 50 SU009 V2. 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.Inquiry .

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

9.Journal Definition 52 SU009 V2. descriptions and due dates.1 .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.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 9.2 . Amend analysis codes.Account Allocation Enable the allocation of payments or receipts to invoices during journal entry.

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

Turn to Exercises 8 & 9 – ‘On-line Allocations’ & ‘Posting Transactions & Allocations’ 54 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .On-line Allocations • • • Many of the facilities available within Account Allocation are also available on-line in Journal Entry. Cash paid / received may be matched to Invoices .discounts may be taken up to preset limits.2 . On-line allocation may be enabled via Journal Definition and Journal Presets.LEDGER ACCOUNTING WITH MULTI CURRENCY 9.

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

10.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 10.Aged Analysis Layouts Run the report.3 .2 .LEDGER ACCOUNTING WITH MULTI CURRENCY Session 10 . 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.Aged Analysis Print a statement of account (for a single or range of accounts).Print Statements 56 SU009 V2.1 .

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

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

PS=Print Statements • • Prints the contents of accounts in a standard or user-definable format.Print Statements LA=Ledger Accounting .3 .LEDGER ACCOUNTING WITH MULTI CURRENCY 10. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Select ‘PS’ .Print Statements Complete the information as shown: Only unallocated items will be included on the statements This is a standard layout for statements (Debtor or Creditor) which may be customised if required Select ‘Store on disk’ and then ‘VR’ to view the report on screen. You may exclude allocated items.1 59 .Procedures .

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

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.Void Payments .PP Pay outstanding transactions based on the criteria setup under Payment Profiles (PP) above and the Base Date for Payment. 11.GP Print a remittance advice for each supplier paid under Generate Payments (GP) above.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 11 .3 .Generate Payments . 11. 11.Print Remittances . 11.PR Cancel any individual payment to a supplier originally created by the Generate Payments function.VP • • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.2 .Payment Profiles .4 . showing which transactions have been included.1 .1 61 .

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.LEDGER ACCOUNTING WITH MULTI CURRENCY 11.Payment Profiles LA=Ledger Accounting .Procedures . to different ranges of account codes.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .1 . 62 SU009 V2. and separate payment methods. Profiles may be created to cater for payments in various currencies.Setup Menu -PP=Payment Profiles • • Used to streamline the selection of transactions to be paid to suppliers.

Select ‘GP’ .LEDGER ACCOUNTING WITH MULTI CURRENCY 11.GP=Generate Payments • Routine for selecting transactions for payment for a given payment profile.Generate Payments LA=Ledger Accounting .Procedures .Generate Payments using the payment profile ‘STND’ This run will only produce a report of selected transactions This is the date which will be compared with the due date of transactions to determine whether they will be selected for payment Store and view the report on screen. Run Generate Payments again. but this time post the transactions.1 63 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.2 .

64 SU009 V2. You may choose from a number of standard layouts.Procedures .PR=Print Remittances • • • Prints remittance advices for the most recent payment run of the specified payment profile. The Print Remittances screen will automatically appear after running Generate Payments. 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. When posted to the ledger Store the remittances to disk and view them on screen.LEDGER ACCOUNTING WITH MULTI CURRENCY 11.3 . It may also be called individually when reprints are required by selecting ‘PR’. Layouts may also be user defined.Print Remittances LA=Ledger Accounting . 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.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.

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

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

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

Journal Listing LA=Ledger Accounting . We will choose some of the journals which you entered earlier.LEDGER ACCOUNTING WITH MULTI CURRENCY 12.1 .JL=Journal Listing • Any journal or range of journals may be printed or re-printed at any time. Select ‘JL’ using the format code ‘AJL1’ as below: This the layout code which may be amended if required Enter a range of journal numbers which have already been posted to the ledger (e.g. The report uses the standard layout (AJL1) which is provided with Ledger Accounting. Key Point: • You must print all journals before running Period Cleardown otherwise some data may be unavailable for the report. 68 SU009 V2. 1 to 3) Store to disk and view on screen.Reports .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

AL=Account Listi ng • Any account or range of accounts may be printed or re-printed at any time. This report uses the standard layout (AAL1) which provided with Ledger Accounting.2 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 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 .Account Listing LA=Ledger Accounting . An opening balance is shown prior to the range of periods selected (not applicable if all periods are chosen as above).Reports .LEDGER ACCOUNTING WITH MULTI CURRENCY 12. Key Point: • • This is the only report which can access the Ledger Archive file.

Store to disk and view the report on screen.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .3 . Select the same range of account codes used for Generate Payments You may sort by transaction reference or allocation number You should include allocated if printing transactions from Generate Payments The defaults may be changed to any journal type or journal source Key Point: • Prints transactions created by Generate Payments by default. but may be used to print any journal type in account code order. Report is printed in account code order. May be used to print any type of journal.LEDGER ACCOUNTING WITH MULTI CURRENCY 12.PL=Payment Listing • • • Designed to print transactions created by Generate Payments.Payment Listing LA=Ledger Accounting .Reports . 70 SU009 V2.

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

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

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

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

2 .Setup Menu .‘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 .LEDGER ACCOUNTING WITH MULTI CURRENCY 13.Budget Definition LA=Ledger Accounting . Select Budget Definitions .Maintenance .BD=Budget Definitions • Define the name of each Budget Ledger which you will be using.1 75 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.K) that you intend to use.

CB=Change Budgets • Move between Ledger A (Actual Results) and the Budget Ledgers. Select ‘CB’ and enter ‘B’ for the Budget Ledger.Maintenance .Change Budgets LA=Ledger Accounting . The name given to the ledger in Budget Definitions is shown here Now please return to Ledger A .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 13. 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’. 76 SU009 V2.3 . Then click on ‘OK’ Key Points: • • • You will remain ‘in’ the Budget Ledger ‘B’ until you select ‘CB’ again and enter either a different Budget Ledger or return to the ‘Actual Results’ Ledger ‘A’. When using Journal Entry.

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

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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1 83 .2 .File Creation : Ledger Archive File SS=SunSystems -Maintenance . You must create a file for each year to be archived SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 16.FC for the ‘DEM’ database Archived transactions are grouped by year in separate files.FC=File Creation Select File Create .Setup Menu .

Procedures .3 .PC=Period Cleardown • We will cleardown transactions from the ‘DEM’ database for the period 12/1990 for the Account Code ‘11000’.LEDGER ACCOUNTING WITH MULTI CURRENCY 16. the following screen will be displayed Transaction analysis categories.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .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. Select PC If you enter ‘Y’ here. 84 SU009 V2.

The archive file for the year in which the period is being cleared down must already exist. 4. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 85 . If account code set to ‘O’pen Item on the Chart of Accounts. Cleared down transactions may only be viewed in Account Inquiry or printed in Account Listing. This rebuilds the data files and re-indexes them and frees up disk space (the resultant ledger file will be smaller after Period Cleardown). then transactions will be cleared down regardless of their allocation marker. Key Points: 1.LEDGER ACCOUNTING WITH MULTI CURRENCY Now backup and restore the data files using File Backup. If account code set to ‘B’alance Forward on the Chart of Accounts. 3. 2. then only transactions which are allocated will be cleared down. You must have printed the transactions audit trail before running Period Cleardown journals will not print correctly afterwards. 5.

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

2 .6 . 17.Ledger Definition Create the Day Book Definition which is the setup record required to enable you to run Day Book listing. The ‘-‘ flag is removed when the rough transactions are posted to the main ledger.Analysis Category Lengths Name the chosen analysis category as ‘Daybook Sequence Number’. All rough transactions have a ‘-‘ flag which is visible in Account Inquiry and Account Allocation.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 17 .1 87 .3 . 17. All details of transactions posted to the Rough Book may be amended until they are posted to the main Ledger.Rough Book Processing • • • • Originally set up to fulfill Italian Accounting requirements where all transactions are initially posted to the Rough Book.1 . 17.5 – Day Book Definiti on Produce the list of transactions entered on a particular date or range of dates and update the selected analysis category with the Day Book sequence number. 17. 17. 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.Day Book Listing • • • • • Note: Please return to the ‘NEW’ database now.Sequence Number Definitions Specify what type of rough book processing is required. Rough transactions may be posted to the main ledger by running a Day Book Listing with definitive request set to ‘Y’. 17.4 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Analysis Definitions Create the code which will be used to update the sequence number attached to each transaction. When transactions are posted to the main Ledger they may optionally have a Day Book sequence number attached to them.

Select ‘NL’ and ‘A’mend the ‘NEW’ database’s ‘T’ category lengths Category ‘T8’ has been chosen to hold the Day Book Sequence Numbers .Setup Menu . 88 SU009 V2.Analysis Category Lengths (SunSystems Menu) SS=SunSystems .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .with a length of 10 characters Key Point: • Make sure that the category is long enough to hold the largest anticipated number.1 .Maintenance .NL=Analysis Category Lengths • Set the Analysis Category Length for ‘T8’ to be 10 characters.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.Analysis Definitions LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 17. They will be created automatically SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.2 .1 89 .Maintenance .Setup Menu -ND=Analysis Definitions • Define Transaction Analysis Category ‘T8’ as ‘Day Book Sequence No’.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 17. Day Book sequence numbers may be applied by running Day Book Listings.Setup Menu -SN=Sequence Number Defns. 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.3 . This is updated by the system and may also be amended manually 90 SU009 V2. Transactions sequence numbers may be applied through Journal Entry/ Journal Import.Maintain Sequence Number Definitions LA=Ledger Accounting . • • • Define sequence numbers which may be applied to groups of transactions.Maintenance . Select SN and create the Sequence Number Code ‘DB’.

b.Setup Menu .Ledger Definition . If set to ‘Y’. a Day Book sequence number is generated for each different transaction reference.LD=Ledger Definitions Amend the Ledger Definition for the ‘NEW’ database for Rough Book processing as below: ‘0’ = No rough book ‘1’ = Mandatory r. Transactions must balance for each transaction reference Specify the analysis category which will hold the Day Book sequence nos. a Day Book sequence number is generated for each line within the transaction reference SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 17.Maintenance .1 91 .Rough Book LA=Ledger Accounting .4 .b. ‘2’ = Optional r. and specify the Daybook Sequence Code which will generate them If blank.

LEDGER ACCOUNTING WITH MULTI CURRENCY 17.5 – Day Book Definition LA= Ledger Accounting – Maintenance – Set-up Menu .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .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.

Turn to Exercise 12 – ‘Rough Book Processing’.1 93 .Reports .B.(N. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.DB=Day Book Listing • • This function produces a list of all transactions posted within a range of dates .Day Book Listing LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 17. You may also transfer rough transactions to the main ledger and attach a day book sequence number to each transaction. the dates referred to are the entry dates not the transaction dates).6 .

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

Net and Tax amounts for each Account Code.Tax Listing Layouts / 18. 18.Account Tax Listing Layouts Print reports previously created in Tax Listing Layouts.1 95 .Print Tax Listing Run reports using layout codes previously created in Account Tax Listing Layouts grouping transactions into Gross. Net and Tax amounts.2 .3 . 18.Tax Reporting • Create layouts which group transactions by Reference Numbers for the Gross.Print Account Tax Listing • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.4 . 18.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 18 .1 .

LEDGER ACCOUNTING WITH MULTI CURRENCY 18. 2. The report may be printed for any Account Type for a specified range of Account Codes. If not. 96 SU009 V2. Net and Tax values for transactions with the same Transaction Reference numbers. 3. You should ensure that the code for the Tax analysis category is attached to the transactions containing the Net value in Journal Entry. ‘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.XL=Tax Listing Layouts • • Produces a report which brings together the Total.Setup Menu . The format code is set up under Report Definition (RD) and must be of type ‘T’ for Tax Listing.Tax Listing Layouts LA=Ledger Accounting .1 . Select Maintain Tax Listing Layouts .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.Procedures .XL. the report will be inaccurate.

PT=Print Tax Listing • Runs the report using the layout created using Maintain Tax Listing layouts.2 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Procedures .Print Tax Listing LA=Ledger Accounting . 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.LEDGER ACCOUNTING WITH MULTI CURRENCY 18.1 97 .

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

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.4 .Print Account Tax Listing LA=Ledger Accounting . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.PN=Print Account Tax Listing • Runs reports using the layout created using Maintain Tax Listing Layouts.Procedures .1 99 .LEDGER ACCOUNTING WITH MULTI CURRENCY 18.

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

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

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

Conversion Definitions LA=Ledger Accounting . how many days is the rate valid for? Key Point: • You must create a definition for each conversion code to be used.LEDGER ACCOUNTING WITH MULTI CURRENCY 19.1 103 .Maintenance . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 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.2 .CN=Conversion Definitions • Set up each conversion code using this function.

You may set up a rate for each code for each day if required.DC=Daily Conversion Tables • • If using Daily Rates. the system will search for a rate which is valid on the date of the transaction.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 104 SU009 V2. If no valid rate is found. at least one conversion rate should be set up for each code to be used.3 .Maintenance . 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.LEDGER ACCOUNTING WITH MULTI CURRENCY 19. the conversion code cannot be used.Daily Conversion Tables LA=Ledger Accounting .

1 105 .Conversion Tables LA=Ledger Accounting . Rates created in CV are used for the period to which the transactions are posted.LEDGER ACCOUNTING WITH MULTI CURRENCY 19. Journal Entry will search for a valid rate held in ‘CV’ if Daily Rates are not being used. Create a rate for BEF as below Rates specified here may be used for reporting purposes only Account codes entered here override those specified on Conversion Definitions Key Points: • • The Ledger Revaluation procedure uses the rates set up in CV for the period being revalued.CV=Conversion Tables • • • Set up revaluation rates for the conversion codes.Maintenance . May also be used to set up period conversion rates if Daily Rates are not used.4 . not the transaction date. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

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

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

JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’.Entry .7 .Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting . 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. It may be varied by the percentage specified on the Ledger Definition screen • • Enter the debit entry of this journal using the Telephone account.LEDGER ACCOUNTING WITH MULTI CURRENCY 19.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 108 SU009 V2.

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

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

LEDGER ACCOUNTING WITH MULTI CURRENCY Exercises / Scenarios Exercise 1 . 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.1 111 . ‘Output Vat’. 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. and expense accounts for ‘Electricity’ and ‘Gas’.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’.

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

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

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

we will be generating a journal to write-off the discount.82 on invoice number 11392 . Post this manual payment journal to the ledger as before. The amount entered here must make the ‘Out of Balance’ amount become Zero. • We will write-off the difference to a ‘Discounts Received’ account. We will pay only £150. this time to Able Engineering. • Select ‘Generate’ from the ‘Action’ menu and the following screen will appear: Enter the Journal Type to be used for the write off.00. • Create a new journal type for this. We are not going to pay the full amount because there is a dispute with them regarding the amount of £173.1 115 . Select Account Allocation for Able Engineering’s account. Create this as a new P&L account. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Do not attach any Journal Presets nor set up automatic tax calculation. • • This time the debit and credit entries do not balance to zero.Account Allocation (Part III) • Enter another manual payment using the same journal type.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 7 . Select Amend Allocation and enter ‘Y’ against both the original invoice and the payment. As part of this process. Create it as a general journal type to be used for various different types of adjustments.

select ‘Post’ from the Action menu.LEDGER ACCOUNTING WITH MULTI CURRENCY • Select the option ‘Transaction Page -TP’ from the Action menu. If you do not see any transactions in the account. N. you need to make an amendment to the Account Inquiry screen before selecting ‘E’xtract.B.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 116 SU009 V2. • • To do this. they still need to be posted to the ledger. To check how the system has handled this allocation. An additional transaction has been added which represents the amount previously out of balance The allocations and the generated journal are only displayed. select Account Inquiry to view the transactions and overlay the allocation information.

75. Allocation marker A . do not select ‘C’reate but choose ‘On-line allocation’ from the ‘Action’ menu. • When you have completed the transaction line for the creditor’s account. • 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’).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. This enables you to allocate the value of the payment just entered to any unallocated items on the account selected.1 117 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. £50.00) over and above the payment terms set in the Chart of Accounts • Enter a payment to The Royal Borough of Kensington & Chelsea for the invoice dated 26/08/97 for £291.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.

1 SYSTEMS UNION PRODUCT TRAINING GUIDE . The ‘Out of Balance’ amount will now be zero. After you have allocated the payment against the outstanding invoice. The allocation markers of the selected items will be changed from ‘Y’ to ‘A’ as in Account Allocation. • To verify this. • Complete the journal and post it. 118 SU009 V2.1).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. The allocations are saved and you are returned to the Journal Entry screen. select Account Inquiry but remember to include allocated items to view the transactions. select ‘Save’ from the ‘Action’ menu. Enter ‘Y’ in the ‘Alloc’ column of the Invoice transaction (the receipt transaction has already been allocated).

LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 9 . 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. Enable the output tax to be calculated automatically. • • • Post a cash receipt for the full amount of the invoice to Golden Dawn Productions and the bank account. Ensure that the report sorts the ac count balances into ascending order. we have covered all of the necessary functions (using purchase transactions) to complete it ! Exercise 10 . • • Set up a new customer account for Golden Dawn Productions. Enter a Sales Invoice with standard rate tax to Golden Dawn Productions. Store the report to disk and view on-screen.000 to ‘Consultancy Sales’. Although this exercise concerns sales transactions. • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Use on-line allocation to allocate the debit and credit entries in Golden Dawn’s account.Aged Analysis Reporting • Create another aged analysis report for creditors. Run the report with the ‘Base Date for Ageing’ as 31/8/97.1 119 . Post the net value of £1. This time set up the ageing to be forwards and by due date. The report should show individual transactions which are unallocated. This exercise concerns posting sales transactions.Posting Transactions & Allocations So far we have dealt only with purchase invoices.

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

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

Select ‘VR’ – View Stored Report to examine the listing on-screen.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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. Transactions with the same Reference No.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. Select ‘Account Inquiry’ for one of the accounts to which you re-posted the journal (e. 122 SU009 V2. as their T8 code. Key Points: 1. You will see that a daybook listing number has now been entered there. London Electricity) and overlay the analysis codes for ‘T8’.g. will have the same daybook listing sequence No. • • • Select ‘S’tore on disk to initiate the transfer and produce the listing. 2.

you should process payments manually using on-line allocation (see section ‘b’ below) SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Check that the correct exchange rate is used. Create a Payment Profile which allows payment in DEM. Run Generate Payments (as at today’s date) to pay the BASF invoice.000. one for Exchange gains and the other for Exchange losses. If you wish to realise an exchange gain/loss at the time of payment. Post the invoice to the new account and create a suitable expense account for the debit entry. What Conversion Rate is being used now ? Post this journal to the ledger. Create also 2 new P&L accounts. Return to Journal Entry using ‘CONV’ and enter the same journal again. 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. 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.Summary Page’ within Account Inquiry and note that balances are maintained for each currency. 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.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 13 – Multicurrency (Part I) • • • • • • • Enter another transaction using Belgian Francs for 20/09/97. Notice that the conversion rate used for the payment is the same as the transaction being paid.80 DEM = £1. 1997) to be 2. Go to Account Inquiry for the Bank A/C (& the Telephone A/C) to see how multicurrency information is displayed.00 • • • • Set the daily rate for the invoice date (8th Sept. Select the option ’SP. What happens ? Go to Conversion Definitions and amend the record for ‘BEF’ so that it is no longer using Daily Rates.1 123 .

1997 • • • Ensure that the daily rate on the payment date (18th Sept.70 DEM = £1. 1997) to be 2. This will return you to the Journal Entry screen and 2 extra transaction lines have been created for the difference. These have been created as subsidiary lines (similar to automatic tax calculation) numbered 00001 98 and 00001 99. Create a journal type for manual payments in foreign currency with on-line allocation. Select Account Inquiry (remember to include allocated transactions) for the Telefunken account and see how the transactions have been posted.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.500.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.84 will be posted to the ‘Exchange Losses’ account and a credit for the same amount will be posted to Telefunken’s account. Use this journal type to process the payment of the Telefunken Gmbh invoice . Create the credit entry for the payment journal and post to the ledger. • • • Scroll through the transaction lines within the journal to see how the system has created the additional transactions. 1997) is 2. In this case a debit for £16. • Select ‘Save’ from the ‘Action’ menu and then ‘Other Amount’. 124 SU009 V2.00 Set the daily rate for the invoice date (1st Sept.75 DEM = £1.select on-line allocation from the ‘Action’ menu after you have entered the debit transaction to Telefunken’s account.

00 • • Post the invoice in period 09/97.4 = £1. • Process this receipt and allocate it to the original invoice (if you do not allocate it to the amount generated by Ledger Revaluation.1 125 . Total: Can$ 2. The exchange rate on 15/10/97 is Can$2. • Use Account Inquiry to check that nothing is unallocated in Toronto Marketing’s account (if the revaluation amount is still unallocated. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 1997 the exchange rate is Can$2. the revaluation amount will remain outstanding but will be reversed by the next Ledger Revaluation run). run Ledger Revaluation again and it will be reversed). Note: In on-line allocation. On 15th October 1997.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 15 – Multicurrency (Part III) We have started to deal with a new customer in Canada . you must select the option ‘Save’ and ‘Other Amount’ to generate the realised gain or loss.000. Ensure that the current period is now 10/97. On 1st Sept.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. • Use Ledger Revaluation to calculate and post the unrealised exchange difference at the end of period 09/97.‘Toronto Marketing Company’ and we will be invoicing them in Canadian Dollars. The rate for period 09/97 is Can$2. The invoice is still unpaid. Toronto Marketing pay the invoice in full.3 = £1.

etc. Income Sales Discount on Sales Other Income Expenditure Cost of Sales Direct Expenses Discount Received Indirect Expenses Advertising Wages & Salaries Electricity Account names Fixed Assets Cost Vehicles. etc.‘Chart of Accounts’. Accumulated depreciation Vehicles.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Current Assets Debtors Bank Stock Current Liabilities Creditors London Electricity VAT Output Vat Input Vat Financed By Share Capital Retained Earnings 126 SU009 V2.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 . Account Codes in Bold are used as non-posting or header accounts. Account Codes 100000 101000 101010 102000 102010 200000 201000 202000 03000 300000 301000 301001 302000 302010 302020 400000 401000 402000 500000 501000 501020 502000 600000 601000 602000 602010 603000 603010 603020 603030 etc.

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. 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 C Analysis Categories for Ledger Accounting on the ‘DEM’ database Category Sub-cat. Description No. 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 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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.

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

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

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 .

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