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

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

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

14 & 15 .‘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. & III)’ Exercise 8 – ‘On-line Allocations’ Exercise 9 – ‘Posting Transactions & Allocations’ Aged Analysis reporting & Printing Statements Exercise 10 .‘Posting Transactions’ Morning 9 Allocations (manual & on-line) Exercises 5.II.6 & 7 – ‘Allocations (Parts I.‘Audit Trail’ Posting Transactions to the Ledger & on-screen enquiries Exercise 4 .LEDGER ACCOUNTING WITH MULTI CURRENCY Agenda Day 1 Morning Part I .SunConcepts Part II .Ledger Accounting 1 2 3 4 5 Logging on to SunSystems Moving around in Ledger Accounting Setting up a new Company / Database Setting up Accounts Exercise 1 .‘Analysis’ Lunch Afternoon 6 7 8 Printing & viewing reports Audit Trail for Reference Data Exercise 3 .1 Day 2 10 11 SYSTEMS UNION PRODUCT T RAINING GUIDE 5 .‘Chart of Accounts’ Analysis in Ledger Accounting Exercise 2 .‘Multicurrency (Parts I.II & III)’ SU009 V2.

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. Running procedures for paying suppliers 6. 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. Archiving data Optionally: 8. Running standard Reports 7. Match debit and credit entries in accounts 4. Create new accounts 2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . delegates will be able to make confident use of Ledger Accounting for day-to-day procedures including: 1. by the end of this course.

7. 4.1 7 . 6.LEDGER ACCOUNTING WITH MULTI CURRENCY Part 1 . Putting Ledger Accounting into context What makes Ledger Accounting Different Setting up a Database in SunAccount Posting of accounting transactions in Ledger Accounting Budgets Analysing data in Ledger Accounting Use of menus SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.SunConcepts Sessions: 1. 2. 3. 5.

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

All other modules (i. Statutory & management reports are produced from the Nominal Ledger. The Nominal Ledger is at the centre. 5.e.g. 3.1 . 7. Sales & Purchase Ledgers maintain the individual balances on Debtors & Creditors accounts respectively .What makes Ledger Accounting different 2. 2.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 2 . Invoice posting) they want to carry out.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. Users select from a series of submenus the task (e. 6. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 4. Sales & Purchase Ledgers ) are subsidiary to the Nominal. Users choose the module they wish to work on from the main menu.these balances must be reconciled to control accounts in the Nominal. Regular routines are run to update the Nominal Ledger with postings made in the subsidiary ledgers.1 9 .

There are no subsidiary ledgers in SunSystems. 3. B .Creditor .Memo). 4. 5. All postings are made in real time .2 .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 2. C .no batch updates.Profit & Loss . Memo accounts do not form part of the Trial Balance and may be used to hold statistical data. One ledger combines all of the functions of all of the ledgers in the modular system. All information immediately available for enquiry & reporting. 7. M . T Trader . D .distinguished by type (i. 2.e. Group all Balance Sheet a/c’s together and all Profit & Loss accounts together to make subsequent reporting easier.Balance Sheet. 8.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. All accounts reside in the ledger .no reconciliation’s! 6.Debtor . Control accounts (within Nominal) for Sales & Purchase Ledgers are replaced by all of the individual Debtor & Creditor accounts themselves . 10 SU009 V2. P .

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

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

Enter the appropriate code for Geographical Area onto each Customer’s Account. ‘NORTH’.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. ‘A1’ and give it the name of ‘Geographical Area’.1 13 . ‘NORTH’ or ‘SOUTH’ = 5 characters).g.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 6 . Step 1: Step 2: Step 3: Step 4: Decide the maximum number of characters which will be needed to code each account. (e.g. 6.1 . Example use: You want to analyse your company’s Customers by Geographical Area.g. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. ‘WEST’ within the chosen category of ‘A1’. This means that adding an Account Analysis code to an Account has a retrospective effect.Account analysis • Categories available in Sun: A0 to A9. 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’. ‘EAST’. Choose an unused Account Analysis category e. Create the range of codes e.

00 £850. etc. etc. No.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.00 04 £1356. Accumulated depreciation Vehicles.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . etc. Amount Indirect Expenses Advertising Wages & Salaries Stationery.00 54324 17962 28634 £1200. Each one has a department code attached Balance Sheet Accounts 14 SU009 V2.00 Dept 02 03 02 All of the transactions are posted to the same account (603030). 123454 £1000.LEDGER ACCOUNTING WITH MULTI CURRENCY 6.2 . 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.

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

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

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

‘Classic’ where every function is displayed on screen (as above) or ‘Action’ where functions are selected from pull-down menus. 2 styles of menu . 4.Ledger Accounting Menus SunSystems Main Menu Ledger Accounting Main Menu Key Points: 1.users select the system (e. Only 2 levels in menu hierarchy . 5.2 . Users may select any function in Ledger Accounting by entering its 2-character code or by selecting it from the appropriate pull-down menu. 2. 18 SU009 V2.g.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 3. Ledger Accounting menu is a flat structure comprising Main and Set-up menus. 6. Any other function may be selected without returning to the main menu. All individual functions are available from the Ledger Accounting menu.LEDGER ACCOUNTING WITH MULTI CURRENCY 7. Ledger Accounting) from the SunSystems menu.

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

Logging onto Sun 2. Audit Trail 8. Printing & Viewing Reports 7. Payments to Cerditors 12. Setting up a new Company / Operating entity in SunSystems 4. The Balance File 16. Standard Reports 13. Budgets in Ledger Accounting 14.LEDGER ACCOUNTING WITH MULTI CURRENCY Part II . Analysing Data 6. Multicurrency 20 SU009 V2.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Changing from one Database to another 15. Moving around in Ledger Accounting 3. Tax Reporting 19. Setting up Accounts 5. Aged Analysis Reporting & Printing Statements 11. Allocations 10.Ledger Accounting Sessions 1. Archiving Data 17. Rough Book Processing 18. Posting Transactions to the Ledger & Account Inquiry 9.

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

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

However. Analysis Definitions have the following options: • Create • Amend You can see • Delete these options • Examine by clicking on • Next ‘Action’ on the • Report top line of the • Transfer screen • Exit • • You may move the cursor to any box by using the mouse to click on it. All boxes are ‘inactive’ when examining a record. this can only be done when you are amending information and the box is ‘active’ . the background becomes clear. When a box is active. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Press TAB to move forward through the active boxes or shift-TAB to move back.1 23 . Names & Addresses. To move back to the previous inactive box press & hold the Alt key then press ‘B’.LEDGER ACCOUNTING WITH MULTI CURRENCY Other navigation tips: • Screens for reference data such as Chart of Accounts. Bank Details.

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

SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Do not change after posting any transactions.Maintenance .1 .2 or 3.Setup Menu .Database Definitions SS=SunSystems . As shown Key Points: 1. 3-character database code must be unique.LEDGER ACCOUNTING WITH MULTI CURRENCY 3.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.1. 2. Decimal places: may be 0.1 25 .

3. Can be used to clear existing transactions leaving ‘static’ data intact This file contains the ‘static’ data (see page 7 ).Setup Menu .stores transactions which have been cleared from the ledger. 2. 4. Journal Hold File must be created for a new database. Please note: File Create can delete all existing data within a database.specify the letter of the budget file to be created i. Ledger Balance File .e.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . B to K.File Creation SS=SunSystems . Budget file .Maintenance .2 .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. Use it with care! • Enter ‘NEW’. The database code must already have been set up in Database Definitions. Speeds up Trial Balance and user written reports.LEDGER ACCOUNTING WITH MULTI CURRENCY 3. Archive file . 26 SU009 V2. Clear this file only when setting up the database Key Points: 1. 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.

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 .

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.LEDGER ACCOUNTING WITH MULTI CURRENCY 3. this screen will be blank. Enter the maximum number of periods in the year.Maintenance .LD=Ledger Definition • • To enter Ledger Accounting you must select the database to work on. you set the rules under which the database operates. • • • 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 V2.3 .Setup Menu . See below. On this screen. Some information must be completed before the database can be used.Ledger Definition LA=Ledger Accounting . For a new database.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

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

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

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

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

Special Address Code of 0000000000 (10 zeros) is used for your company’s details. Creditor and Trader accounts.Maintenance .NA=Names & Addresses • • • Used for Debtor .2 . 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. Information printed on Statements and Remittance advices.1 33 .LEDGER ACCOUNTING WITH MULTI CURRENCY Now we will set up the Name & Address record for this account 4.Names & Addresses LA=Ledger Accounting . This is also printed on documents.

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.Bank Details LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 4.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .BK=Bank Details You may set up multiple Bank Details records for one Account Code.Maintenance . Please turn to Exercise 1 .Setting up Accounts 34 SU009 V2.3 .

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

3 Analysis Codes 36 SU009 V2. 5.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .1 Analysis Category Lengths Define the name for each analysis category to be used.2 Analysis Definitions Create the codes required within each category.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 5 .Analysis The following functions will be covered in this session: • • • Set up the number of characters required for each analysis category to be used. 5. 5.

3. you must decide which categories are required and what the maximum length of the codes within the categories will be.1 37 .1 .Maintenance . Maximum number of characters across all ‘A’ categories is 50. You must assign a length of at least 1 character to each analysis category which you intend to use. 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.NL=Analysis Category Lengths • Before you can use any analysis in SunSystems. the same applies to ‘T’ categories. Maximum number of characters in any one category is 15. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 5.Analysis Category Lengths (SunSystems Menu) SS=SunSystems . 2.Setup Menu .

2.Analysis Definitions LA=Ledger Accounting .Setup Menu -ND=Analysis Definitions • • • • • This function is used to attach user-defined names to Account Analysis and Transaction Analysis Categories. all codes entered must already have been set up. We will go to Analysis Codes (NC) to create valid codes within the available category 38 SU009 V2. Set to ‘Y’es to allow any code up to the maximum number of characters to be entered when posting transactions.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. Set ‘Amend Codes’ to ‘Y’es to allow them to be amended after posting (using the function ‘Account Allocation’).Maintenance . If ‘Non Validated Codes’ is left blank on a ‘T’ransaction analysis category.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 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: 1.2 .

Now create the analysis code ‘SOUTH’ under the category A1 – Area . This applies only to Transaction Analysis codes (T0 . then the codes must be set up here before they may be used.Analysis Codes LA=Ledger Accounting .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).T9).LEDGER ACCOUNTING WITH MULTI CURRENCY 5.3 .1 39 . 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. Carry out exercise 2 .Maintenance . of chars.‘Analysis’ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

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

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

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

then ‘S’tart. 2. Complete the boxes on this screen as shown Line number for this reference Must be within Open Periods as specified in Ledger Definition Analysis categories as specified in Journal Definition Key Points: 1.2 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 8. The above information must be completed for each line of the journal.you may not post debit and credit entries within a journal to different periods. Select JE (Journal Entry). Posting to a Memo account does not affect the totals for Journal Debits or Credits or the ‘Out of Balance’ amount.JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’.Entry . The Journal Type is ‘PI’. Each journal must balance within a period .Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting . You may not post any journal until ‘Out of Balance by’ = 0.1 45 . Now create the second line of this journal as a debit for the tax amount to the Input Tax account and the third line as the total amount to London Electricity’s account. 4. 3. Post these transactions to the ledger.

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

LEDGER ACCOUNTING WITH MULTI CURRENCY Amend the Journal Definition for PI. The following window is displayed: Complete the information as shown The input tax will be calculated on the net amount posted to the profit & loss account • Go to journal entry and enter the purchase invoice from Business Gas. enter ‘Y’ in the Automatic Tax Calculation box and press Return. This line may be amended if required.1 47 . A subsidiary line is generated calculating the input tax on the net amount. 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. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. NB. Notice what happens after entering the net amount for the Gas expense account.

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

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

You may overlay different boxes of information relating to each transaction on the right hand side of the screen • • Click on ‘Action’ and select ‘Overlay’. 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.LEDGER ACCOUNTING WITH MULTI CURRENCY 8. for example details of the journal and then analysis codes attached to this transaction. Select in turn the Overlay options to see what information may be displayed with each one.Account Inquiry LA=Ledger Accounting .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Select ‘AQ’ for the London Electricity account You must amend this to ‘Y’ to see transactions which have been allocated You can see archived transactions by entering ‘Y’ here.5 .‘Posting Transactions’ 50 SU009 V2. Turn to exercise 4 .AQ=Account Inquiry • Used to view the transactions within an account.Inquiry .

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

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

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

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

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

Aged Analysis Reporting & Printing Statements The following functions will be covered in this session: • • • Set up the parameters for each type of aged analysis report.3 .1 .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . 10.Aged Analysis Layouts Run the report.Aged Analysis Print a statement of account (for a single or range of accounts).2 . 10. 10.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 10 .Print Statements 56 SU009 V2.

1 .LEDGER ACCOUNTING WITH MULTI CURRENCY 10. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 57 .Aged Analysis Layouts LA=Ledger Accounting .Setup Menu -GL=Aged Analysis Layouts • • Aged Debtors and Creditors lists are set up using this function You may define many types of Aged Analysis reports for different purposes Only Creditor accounts will be selected for this report Select ‘GL’ and create the following Aged Analysis Layout This specifies that the report will be printed in account code order Key Point: • Ageing a report by Due Date can give an indication of potential cash flow.Reports .

Turn to Exercise 10 – ‘Aged Analysis Reporting’.Aged Analysis Report LA=Ledger Accounting .2 .LEDGER ACCOUNTING WITH MULTI CURRENCY 10.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .GA=Aged Analysis • Runs aged analysis reports for layouts set up using the function ‘GL’. Select ‘GA’ and enter the layout code ‘CRED’ created earlier You may restrict the range of accounts selected for this report because ‘AC’ was set up as a ‘Level Code’ on the layout screen Select ‘S’tore to disk and view the report on screen. 58 SU009 V2.Reports .

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

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

11. showing which transactions have been included.3 .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.4 . 11.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 11 .Payment Profiles .VP • • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.PR Cancel any individual payment to a supplier originally created by the Generate Payments function.GP Print a remittance advice for each supplier paid under Generate Payments (GP) above.1 . 11.PP Pay outstanding transactions based on the criteria setup under Payment Profiles (PP) above and the Base Date for Payment. 11.1 61 .Generate Payments .Void Payments .2 .Print Remittances .

Procedures .1 . and separate payment methods. 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. to different ranges of account codes. Profiles may be created to cater for payments in various currencies.Payment Profiles LA=Ledger Accounting .LEDGER ACCOUNTING WITH MULTI CURRENCY 11.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Setup Menu -PP=Payment Profiles • • Used to streamline the selection of transactions to be paid to suppliers. 62 SU009 V2.

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

3 . It may also be called individually when reprints are required by selecting ‘PR’.LEDGER ACCOUNTING WITH MULTI CURRENCY 11.Procedures .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. The Print Remittances screen will automatically appear after running Generate Payments.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. When posted to the ledger Store the remittances to disk and view them on screen. You may choose from a number of standard layouts.PR=Print Remittances • • • Prints remittance advices for the most recent payment run of the specified payment profile. Layouts may also be user defined. 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. 64 SU009 V2.

Procedures . This must match exactly with the cheque no.LEDGER ACCOUNTING WITH MULTI CURRENCY 11.4 . Select ‘S’tore on Disk to cancel the cheque.VP=Void Payments • Cancel individual payments previously created by the Generate Payments routine We will cancel the cheque previously raised for Business Gas.Void Payments LA=Ledger Accounting .1 65 . 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. Select ‘VP’ . 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. Turn to Exercise 11 – ‘Payments to Creditors’ SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.

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

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

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

An opening balance is shown prior to the range of periods selected (not applicable if all periods are chosen as above).Reports .2 .Account Listing LA=Ledger Accounting . 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.LEDGER ACCOUNTING WITH MULTI CURRENCY 12.1 69 . Key Point: • • This is the only report which can access the Ledger Archive file.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.

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

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

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

13. 13. 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).K) to be used.3 .File Creation Define a name for each budget ledger. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Budget Definitions Change between Actual and Budget ledgers as required.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 13 .2 .1 73 .1 .Budgets in Ledger Accounting The following functions will be covered in this session: • • • Create a file for transactions for each budget ledger (Ledger B .

LEDGER ACCOUNTING WITH MULTI CURRENCY 13. Repeat the process entering the appropriate letter (C .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Setup Menu .K) in the ‘Budget File’ box. Key Point: • You must create a file for each Budget Ledger separately. 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.Maintenance .FC=File Creation • Create a file to hold the transactions for each Budget Ledger you wish to use.1 .File Creation .Budget Ledger SS=SunSystems . 74 SU009 V2.

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

ensure that you are in the correct ledger before posting any journals! Press ‘F9’ (Context) to check which ledger you are in. The name given to the ledger in Budget Definitions is shown here Now please return to Ledger A .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Select ‘CB’ and enter ‘B’ for the Budget Ledger.Maintenance .CB=Change Budgets • Move between Ledger A (Actual Results) and the Budget Ledgers.3 . 76 SU009 V2.Actual Results and check this by pressing ‘F9’. When using Journal Entry.LEDGER ACCOUNTING WITH MULTI CURRENCY 13. 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’.Change Budgets LA=Ledger Accounting .

Change Budget . Budget Definitions .LEDGER ACCOUNTING WITH MULTI CURRENCY Summary .Budgets in Ledger Accounting File Creation .FC • Create an empty file for transactions for each budget ledger.CB • Move between Actual and Budget ledgers as required.BD • Define a name for each budget ledger.1 77 . 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 .File Creation : Ledger Archive File SS=SunSystems -Maintenance .FC=File Creation Select File Create .LEDGER ACCOUNTING WITH MULTI CURRENCY 16.Setup Menu . You must create a file for each year to be archived SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.2 .FC for the ‘DEM’ database Archived transactions are grouped by year in separate files.

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

then only transactions which are allocated will be cleared down. Cleared down transactions may only be viewed in Account Inquiry or printed in Account Listing. 3. If account code set to ‘B’alance Forward on the Chart of Accounts. 5. 4. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. The archive file for the year in which the period is being cleared down must already exist. 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. You must have printed the transactions audit trail before running Period Cleardown journals will not print correctly afterwards. 2.LEDGER ACCOUNTING WITH MULTI CURRENCY Now backup and restore the data files using File Backup. Key Points: 1.1 85 . If account code set to ‘O’pen Item on the Chart of Accounts.

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

3 .Sequence Number Definitions Specify what type of rough book processing is required.Rough Book Processing • • • • Originally set up to fulfill Italian Accounting requirements where all transactions are initially posted to the Rough Book. Rough transactions may be posted to the main ledger by running a Day Book Listing with definitive request set to ‘Y’. All details of transactions posted to the Rough Book may be amended until they are posted to the main Ledger.Day Book Listing • • • • • Note: Please return to the ‘NEW’ database now. 17.1 87 .LEDGER ACCOUNTING WITH MULTI CURRENCY Session 17 .4 . 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. All rough transactions have a ‘-‘ flag which is visible in Account Inquiry and Account Allocation. 17.1 .2 .Analysis Definitions Create the code which will be used to update the sequence number attached to each transaction. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 17. 17.Ledger Definition Create the Day Book Definition which is the setup record required to enable you to run Day Book listing. When transactions are posted to the main Ledger they may optionally have a Day Book sequence number attached to them. The ‘-‘ flag is removed when the rough transactions are posted to the main ledger. 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.6 .Analysis Category Lengths Name the chosen analysis category as ‘Daybook Sequence Number’.

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

Analysis Definitions LA=Ledger Accounting .Maintenance .1 89 . They will be created automatically SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.LEDGER ACCOUNTING WITH MULTI CURRENCY 17.2 . Select ‘ND’ and ‘C’reate the category’T8’ as ‘Day Book Sequence No’ We will not be creating any analysis codes under this category.Setup Menu -ND=Analysis Definitions • Define Transaction Analysis Category ‘T8’ as ‘Day Book Sequence No’.

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

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

DD= Day Book Definition • • This Function enables you to define details about the Day Book Listing Complete this option before you run your Day Book Listing 92 SU009 V2.5 – Day Book Definition LA= Ledger Accounting – Maintenance – Set-up Menu .LEDGER ACCOUNTING WITH MULTI CURRENCY 17.1 SYSTEMS UNION PRODUCT TRAINING GUIDE .

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

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

4 .1 .2 .Print Tax Listing Run reports using layout codes previously created in Account Tax Listing Layouts grouping transactions into Gross. 18. Net and Tax amounts. 18.1 95 .3 .LEDGER ACCOUNTING WITH MULTI CURRENCY Session 18 .Account Tax Listing Layouts Print reports previously created in Tax Listing Layouts. 18.Print Account Tax Listing • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.Tax Listing Layouts / 18. Net and Tax amounts for each Account Code.Tax Reporting • Create layouts which group transactions by Reference Numbers for the Gross.

the report will be inaccurate. You should ensure that the code for the Tax analysis category is attached to the transactions containing the Net value in Journal Entry.XL. If not. 96 SU009 V2. The report may be printed for any Account Type for a specified range of Account Codes. Select Maintain Tax Listing Layouts . ‘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. 3.XL=Tax Listing Layouts • • Produces a report which brings together the Total.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. 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 .Procedures .Setup Menu . 2.LEDGER ACCOUNTING WITH MULTI CURRENCY 18. Net and Tax values for transactions with the same Transaction Reference numbers.1 .

Procedures . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 97 .2 .LEDGER ACCOUNTING WITH MULTI CURRENCY 18.PT=Print Tax Listing • Runs the report using the layout created using Maintain Tax Listing layouts.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.Setup Menu . Tax and Gross values for each account within the specified range.XL=Tax Listing Layouts • • Produces a report which summarises the Net.Account Tax Listing LA=Ledger Accounting . Select Maintain Tax Listing Layouts .1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Create the layout as below See previous session on Tax Listing for details of the remaining boxes on this screen Key Points: 1. 98 SU009 V2.XL.Procedures . The report may be produced for any Account Type for any specified range of Account Codes. 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.3 .

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

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

19.2 . 19.Chart of Accounts* Enter & post multicurrency journals . 19.LEDGER ACCOUNTING WITH MULTI CURRENCY Session 19 .Currency Definitions Set up conversion rates for the codes (valid for from 1 up to 99 days).Ledger Definition Define the conversion codes.3 . Exchange rates may be maintained on a period or a daily basis.1 101 .Multicurrency • • • • When using Ledger Accounting as a single-currency system. 19. This is the currency of the Ledger as entered in Ledger Definition.8 .Journal Definitions Define accounts to use certain currencies.5 . amounts are stored in the ‘Other’ amount and a conversion code is attached to the transactions.1 .Daily Conversion Rates* Set up period rates for the codes which can be used as revaluation rates. all amounts are stored in ‘Base’ currency. 19. 19.Ledger Revaluation *Optional Note: Before starting this session.4 . To enable the system for multicurrency. When the Multicurrency option is being used. we will complete the following screens: • • • • • • • • How the ledger handles multicurrency. 19. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. 19.7 . The Base amount is calculated from the Other amount using the prevailing exchange rate attached to the conversion code held on the system.Journal Entry Revalue the Ledger to the prevailing conversion rates held in the Conversion Tables.6 .Conversion Tables Define multicurrency journal types. please amend the Ledger Definition to disable Rough Book Processing.

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

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

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

1 105 . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Journal Entry will search for a valid rate held in ‘CV’ if Daily Rates are not being used.4 . 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.LEDGER ACCOUNTING WITH MULTI CURRENCY 19.Conversion Tables LA=Ledger Accounting . May also be used to set up period conversion rates if Daily Rates are not used. Rates created in CV are used for the period to which the transactions are posted.Maintenance . not the transaction date.CV=Conversion Tables • • • Set up revaluation rates for the conversion codes.

Entry . 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.5 .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.LEDGER ACCOUNTING WITH MULTI CURRENCY 19. 106 SU009 V2.Journal Definition .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .Multicurrency LA=Ledger Accounting . Create the following Journal type as below This box must be set to ‘Y’ to be able to enter ‘Other’ amounts and conversion codes Key Point: • If the ‘Conversion’ box is left blank. the boxes for Other amount.

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

Posting Transactions to the Ledger : Journal Entry LA=Ledger Accounting . Post the journal to the ledger.Entry .1 SYSTEMS UNION PRODUCT TRAINING GUIDE .LEDGER ACCOUNTING WITH MULTI CURRENCY 19. 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. 108 SU009 V2.7 .JE=Journal Entry • All manually entered transactions are posted using the function ‘Journal Entry’.

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

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

and expense accounts for ‘Electricity’ and ‘Gas’. ‘Output Vat’. Once you have set up the categories.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercises / Scenarios Exercise 1 .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.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’. 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. Exercise 2 .1 111 .

• • Exercise 4 . Select ‘View Report’ and examine the report on screen.B.00) is posted to Department ‘02’.12 is posted to Department ‘01’ and the balance (£140. 112 SU009 V2. accept the defaults and store the report to disk.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. • BT – Business Communications invoice: Enter this invoice so that £141.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Select ‘Report Audit Trail’ from the Chart of Accounts. Enter the invoice to reflect this. • Able Engineering invoice number 11392: part is Standard Vat rated and part is Zero rated.Posting Transactions Enter the rest of the purchase invoices and post them to the ledger.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 3 . You should be able to identify the changes you have just made to London Electricity. N. You will need to create appropriate expense accounts to do this.

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

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

As part of this process. Select Account Allocation for Able Engineering’s account. We are not going to pay the full amount because there is a dispute with them regarding the amount of £173.82 on invoice number 11392 .1 115 . 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.Account Allocation (Part III) • Enter another manual payment using the same journal type. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Do not attach any Journal Presets nor set up automatic tax calculation. • Create a new journal type for this. • We will write-off the difference to a ‘Discounts Received’ account. • • This time the debit and credit entries do not balance to zero. Select Amend Allocation and enter ‘Y’ against both the original invoice and the payment. we will be generating a journal to write-off the discount. Create this as a new P&L account.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 7 . Create it as a general journal type to be used for various different types of adjustments.00. The amount entered here must make the ‘Out of Balance’ amount become Zero. Post this manual payment journal to the ledger as before. We will pay only £150.

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

This enables you to allocate the value of the payment just entered to any unallocated items on the account selected.75. Allocation marker A . SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2.1 117 .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. £50. • 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’). • When you have completed the transaction line for the creditor’s account.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 8 – On-Line Allocations • Go to Journal Definition and amend the journal type which you created for manual payments to enable on-line allocation during Journal Entry. do not select ‘C’reate but choose ‘On-line allocation’ from the ‘Action’ menu.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.

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

Use on-line allocation to allocate the debit and credit entries in Golden Dawn’s account. Golden Dawn Productions have paid this invoice. Store the report to disk and view on-screen. Run the report with the ‘Base Date for Ageing’ as 31/8/97. Enter a Sales Invoice with standard rate tax to Golden Dawn Productions.1 119 . • • Set up a new customer account for Golden Dawn Productions. Enable the output tax to be calculated automatically.Posting Transactions & Allocations So far we have dealt only with purchase invoices. This exercise concerns posting sales transactions. we have covered all of the necessary functions (using purchase transactions) to complete it ! Exercise 10 . • • • Post a cash receipt for the full amount of the invoice to Golden Dawn Productions and the bank account. Although this exercise concerns sales transactions. Select Account Inquiry and make sure that you can see the allocated transactions in Golden Dawn’s account.000 to ‘Consultancy Sales’.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 9 .Aged Analysis Reporting • Create another aged analysis report for creditors. Ensure that the report sorts the ac count balances into ascending order. • • SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. This time set up the ageing to be forwards and by due date. The report should show individual transactions which are unallocated. Post the net value of £1.

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

Once journals posted to the rough book have been transferred to the main ledger. Use the options ‘F’irst. The ‘. You may recall and amend any journal posted to the rough book as many times as necessary. ‘N’ext and ‘B’ack on the ‘Action’ menu to scroll through the lines of the journal in the Journal Entry screen. you must still make it balance by altering the other lines). Select ‘Recall Journal’ and enter the journal number of the invoice posted to the rough book in London Electricity’s account. ‘L’ast. Reposting the journal replaces the original.‘ in the allocation column indicates a rough book posting. • Amend the account codes or the amounts and re-post the journal (if you amend the amount on one line of the journal. Return to Journal Entry and note that there is an additional option on the ‘Action’ menu called ‘Recall Journal’.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’. They will automatically be posted to the Rough Book. Select Account Inquiry for the London Electricity account to see how Rough transactions are displayed.1 121 . This option enables you to recall any journal posted to the Rough Book back into the Journal Entry screen. Note the journal number of the rough book transaction in the London Electricity account. Post the transactions. 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. • You may now amend any part of the recalled journal and re-post it or delete it altogether. only the description.

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

Go to Account Inquiry for the Bank A/C (& the Telephone A/C) to see how multicurrency information is displayed. 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. What Conversion Rate is being used now ? Post this journal to the ledger.1 123 . Create also 2 new P&L accounts.00 • • • • Set the daily rate for the invoice date (8th Sept. We have received an invoice from BASF as detailed below: a) Invoice Date: 08/09/97 Invoice number: AA1345 For Magnetic tape Total: DEM 1.000. Check that the correct exchange rate is used.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 13 – Multicurrency (Part I) • • • • • • • Enter another transaction using Belgian Francs for 20/09/97. one for Exchange gains and the other for Exchange losses. Set up Deutsch Marks (DEM) as a new currency using daily rates and enter the accounts codes for the new P&L accounts in the ‘Realised Gains’ and ‘Realised Losses’ boxes. you should process payments manually using on-line allocation (see section ‘b’ below) SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. Select the option ’SP. If you wish to realise an exchange gain/loss at the time of payment. Create a Payment Profile which allows payment in DEM.80 DEM = £1. Notice that the conversion rate used for the payment is the same as the transaction being paid. Post the invoice to the new account and create a suitable expense account for the debit entry.Summary Page’ within Account Inquiry and note that balances are maintained for each currency. Run Generate Payments (as at today’s date) to pay the BASF invoice. 1997) to be 2. What happens ? Go to Conversion Definitions and amend the record for ‘BEF’ so that it is no longer using Daily Rates. Return to Journal Entry using ‘CONV’ and enter the same journal again.

Select Account Inquiry (remember to include allocated transactions) for the Telefunken account and see how the transactions have been posted.75 DEM = £1. 124 SU009 V2. 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. These have been created as subsidiary lines (similar to automatic tax calculation) numbered 00001 98 and 00001 99. Use this journal type to process the payment of the Telefunken Gmbh invoice . • • • Scroll through the transaction lines within the journal to see how the system has created the additional transactions. 1997) to be 2. Create a journal type for manual payments in foreign currency with on-line allocation.1 SYSTEMS UNION PRODUCT TRAINING GUIDE . Create the credit entry for the payment journal and post to the ledger.500. This will return you to the Journal Entry screen and 2 extra transaction lines have been created for the difference. 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.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 2.00 Set the daily rate for the invoice date (1st Sept.70 DEM = £1. • Select ‘Save’ from the ‘Action’ menu and then ‘Other Amount’. 1997) is 2.select on-line allocation from the ‘Action’ menu after you have entered the debit transaction to Telefunken’s account. 1997 • • • Ensure that the daily rate on the payment date (18th Sept. In this case a debit for £16.

run Ledger Revaluation again and it will be reversed). Total: Can$ 2. • Use Ledger Revaluation to calculate and post the unrealised exchange difference at the end of period 09/97. • Process this receipt and allocate it to the original invoice (if you do not allocate it to the amount generated by Ledger Revaluation. SYSTEMS UNION PRODUCT T RAINING GUIDE SU009 V2. The rate for period 09/97 is Can$2.LEDGER ACCOUNTING WITH MULTI CURRENCY Exercise 15 – Multicurrency (Part III) We have started to deal with a new customer in Canada . The invoice is still unpaid. On 15th October 1997. The exchange rate on 15/10/97 is Can$2.3 = £1.‘Toronto Marketing Company’ and we will be invoicing them in Canadian Dollars. 1997 the exchange rate is Can$2.000. On 1st Sept. the revaluation amount will remain outstanding but will be reversed by the next Ledger Revaluation run). • Use Account Inquiry to check that nothing is unallocated in Toronto Marketing’s account (if the revaluation amount is still unallocated.4 = £1.5 = £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. Note: In on-line allocation.1 125 . Toronto Marketing pay the invoice in full.00 • • Post the invoice in period 09/97. Ensure that the current period is now 10/97. you must select the option ‘Save’ and ‘Other Amount’ to generate the realised gain or loss.

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

1 127 .LEDGER ACCOUNTING WITH MULTI CURRENCY Appendix B Chart of Accounts Structure of the ‘DEM’ Database Description Sales a/cs Cost of Sales Expenses Direct Indirect Other Fixed Assets Current Assets Cash / Bank a/cs Inventory Debtors Other Client Accounts Current Liabilities Creditors Other Account Code Range 10000 20000 19999 29999 Useful Accounts within the ranges 30000 35000 37000 40000 - 34999 36999 39999 49999 50000 60000 64000 65000 - 54999 63999 64999 65999 71999 (Bank No. 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 SYSTEMS UNION PRODUCT TRAINING GUIDE . 1 5 1 1 3 6 4 1 3 1 3 12 8 A 11BLF P F E C01-30 A101 T J V FRA 128 SU009 V2. of chars Example code Account Analysis Categories: A0 Account category A1 A2 A2 A2 A3 A3 Area Type of Business Type of Business Type of Company Account management Sales Manager 5 3 2 1 1 5 2 ASSET US1 WR B C JP-BB A Transaction Analysis Categories: T0 T1 T1 T1 T1 T2 T3 T3 T3 T5 T6 T7 T8 Product Group WhereWhatWho Profit Centre Function Employee Contract Code Project Code Type of Work Job Number Sales / Purchase Tax Intercompany Codes Sequence category Transaction sequence cat.LEDGER ACCOUNTING WITH MULTI CURRENCY Appendix C Analysis Categories for Ledger Accounting on the ‘DEM’ database Category Sub-cat. Description No.

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

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

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

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

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.

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

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

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