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Contents
Asset Register ....................................................................... 193
Asset Status .......................................................................... 197
Audit Control ......................................................................... 201
Balance File Rebuild ............................................................. 205
Balance File Update .............................................................. 207
Bank Details .......................................................................... 209
Budget Check Definition ........................................................ 213
Budget Definitions ................................................................. 217
Calculate Depreciation .......................................................... 219
Calendar Definitions .............................................................. 229
Cash Accounting Tax Allocation ............................................ 231
Change Budgets ................................................................... 233
Change Database ................................................................. 235
Change Printer ...................................................................... 237
Change Terminal ................................................................... 239
Chart of Accounts ................................................................. 241
Column Headings.................................................................. 253
Commitment Inquiry .............................................................. 259
Control Sequence Definitions ................................................ 263
Conversion Definitions........................................................... 265
Conversion Tables ................................................................. 271
Creditor Transfer .................................................................... 277
Daily Conversion Tables ........................................................ 283
Data Access Groups ............................................................. 287
Database Definitions ............................................................. 291
Daybook Listing..................................................................... 295
Debtor Transfer ...................................................................... 299
Definition Report ................................................................... 303
Depreciation Tables ............................................................... 305
Depreciation Tables Listing .................................................... 307
Export Consolidation ............................................................. 309
Export Definitions .................................................................. 313
File Backup/Restore .............................................................. 321
File Creation .......................................................................... 329
Financial Analysis ................................................................. 335
Contents
Spread Ratios ....................................................................... 587
Statement Layouts ................................................................ 589
Statement Line Contents ....................................................... 599
Table Columns ....................................................................... 607
Table Formats ....................................................................... 617
Table Headings ...................................................................... 623
Table Rows ............................................................................ 625
Tax Details............................................................................. 631
Tax Listing Layouts ................................................................ 637
Terminal Definitions ............................................................... 641
Transaction Matching ............................................................ 645
Transfer Layouts .................................................................... 655
Trial Balance.......................................................................... 661
View Stored Report ............................................................... 665
Void Payments....................................................................... 669
OVERVIEW
This section outlines the manuals you can use to find out more about SunSystems.
It also covers the other ways in which you can investigate SunSystems and its
functionality.
THE WORKBOOK
User Assistance 1
THE APPRECIATION GUIDE
A Reference Card is provided. This is convenient when you start to use SunAccount,
as it provides useful information on a single, easy to use, card.
Three demonstration databases are provided with each system: DEM, DM1, and
DM2. Each is a fully operational database, which includes examples of all aspects
of SunSystems and SunAccount. You can use them to familiarise yourself with
the system, before using your live database(s).
The SunSystems Platform Manuals have been written to help you install and run
SunSystems in a variety of environments. They contain technical information
and advice and are critical to a successful implementation. The platform manuals
detail SunSystems upgrade procedures for new sites.
Each SunSystems Platform Manual is divided into four sections:
Preparation, Installation, Running SunSystems, and the Appendices.
ONLINE HELP
Each box in SunSystems is online help enabled. If you need to find out what a
box does while you are using SunSystems, use HELP . See the section SunSystems
Tools, Buttons, and Keystrokes for further information.
ONLINE MANUALS
If you are using a graphical user interface (GUI) version of SunSystems, you can
access the SunAccount Reference Manual and SunAccount Appreciation Guide
online. This enables you to use the online manual’s powerful text searching
facilities. You can access the online manuals by selecting Help and then Contents
from the action bar.
User Assistance 3
4 SunAccount Reference Manual Version 4.2
SunSystems Tools, Buttons,
and Keystrokes
OVERVIEW
F Note: The function key numbers described are the standard keys used by
SunSystems. However, on certain keyboards these keys are not available, so
alternatives must be used. See your Platform Manual for details of changes
to these key designations.
QUERY
You can access the QUERY facility by clicking the QUERY button, by entering ‘?’
question mark, or by using the F5 key. QUERY is available from certain boxes that
access reference records. For example, you can use QUERY from the Account Code
box in JE=Journal Entry.
BUTTON BAR
As well as the user-defined buttons, the button bar includes 11 predefined function
buttons with icons representing their use. As you move your cursor through
them, you will notice a description appears beneath each one. This is known as
ballooning.
As well as using your mouse, you can press TAB from the selection box to access
the button bar, and then use either TAB or the arrow keys to move through the
buttons.
Most of the buttons relate to the SunSystems tools described below, others can
speed up your use of a mouse in SunSystems.
OK
This is similar to pressing ENTER. It tells the system that you want to accept
the data entered on the screen and proceed to the next option.
This button cancels a procedure or entry. It has the same effect as using the
ESC key.
F1: HELP
This button accesses the online Help facility for the box containing the
cursor. You can also access the help facility by using ‘?’ a question mark or
the F1 key.
When you use HELP a window is displayed which contains information relevant to
the current box. If you access HELP from the selection box you are presented with
information about the current function.
Click the OK button in the HELP window, press ENTER, or press the ESC key to
close the HELP window.
F2: LOOKUP
This button accesses the LOOKUP facility, you can also use ‘=’ an equals sign
or F2. Some reference records have an alternative code, a Lookup Code.
You might use this when you cannot remember the main code. A shortened name
is often used as a Lookup Code. For instance in the chart of accounts you might
enter part of the account name, so that the records can be retrieved alphabetically.
In some reference record boxes, you may enter the Lookup Code instead of the
main code.
When you use LOOKUP a lookup window appears on the screen. For example, in
JE=Journal Entry you can use LOOKUP in the Account Code box:
• If you want to select an account called Brown, enter BROW ENTER . You are
offered the first account whose Lookup Code starts with BROW. You might
have used the same Lookup Code for several customer account called BROWN
or BROWNE. Scroll through the BROWN(E) accounts until you see the one
you want.
• Press ESC or click Cancel to close the lookup window.
• Press ENTER to accept the selected address code.
F3: DUPLICATE
This button accesses the DUPLICATE tool. You can also access DUPLICATE by
using ‘.’ a full stop/period or the F3 key.
DUPLICATE copies the box contents from the previous record into the current one,
providing it is in the same function. You might use this facility, for example, to
avoid re-keying the same entries if you are creating a number of account records
with similar details.
F4: FREEFORMAT
This button accesses the FREEFORMAT macro facility. You can also access
FREEFORMAT by using ‘\’ a backslash or the F4 key. The FREEFORMAT facility
is described in the subsequent section FreeFormat Macros.
F6: SHORTHAND
This button accesses the S HORTHAND tool. You can also access SHORTHAND by
using ‘~’ a tilde or the F6 key. The SHORTHAND tool enables you to enter
several commands at once in a window which appears at the foot of your screen.
You can use the DUPLICATE tool to recall the previous SHORTHAND command line.
The use of these two tools can speed up processes such as inputting similar records
or transaction lines.
In the SHORTHAND window, enter the items in sequence and separated by ‘ ’ a
space. For example, to store a report of accounts 64001 to 64010 you would type:
CA R 64001 64010 | | | S.
F7: DUP-TO-END
This button accesses the DUPTOEND facility. You can also access DUPTOEND
by using ‘:’ a colon or the F7 key. DUPTOEND is used with reference functions.
It repeats the contents of all remaining boxes, copying the information entered on
the previous screen, or filling them with spaces or zeroes as appropriate, if the
previous screen was of a different type. In Amend mode, this key allows you to
complete a screen without pressing the ENTER key in every remaining box.
F8: CALCULATOR
This button accesses the SunSystems CALCULATOR ; you can also use @ or
F8. You can copy the results of calculations directly from the calculator to
a SunSystems box. When you activate the CALCULATOR, a window with three
areas appears in the bottom right of the screen:
• Accumulator area where the current answer is displayed
• Input area in which you enter values
• Memory
The accumulator, input, and memory areas each can hold and display a number of
up to 13 digits and five decimal places.
For example, you might enter a value in JE=Journal Entry and need to accumulate
two figures to enter in the Amount box:
1 With the cursor in the amount box, press CALCULATOR. Enter the first value i.e.
282.49, then ENTER. The value moves to the accumulator area.
2 In the input area enter + 373.36 ENTER . The accumulated figure appears in the
accumulator area and the input area reverts to blank.
3 Use DUPLICATE to copy the value from the accumulator to the Amount Box
(655.85).
F Note: If the function area displays a ‘?’ question mark, it has not understood
the function you are asking it to perform.
F9: CONTEXT
This button activates the Context window. You can also press the F9 key.
The Context window shows for the current operator:
• Operator Id
• Operator Name
• Database Code
• Database Name
• Printer Code
• Printer Name
• Date
• Current Period
• Whether the user is in an actual ledger/register or a budget ledger/register
• Operating System
• Serial Number
SHIFT BUTTONS
This button allows you to scroll through the current operator buttons. By clicking
the Shift Button, further operator buttons are displayed.
In the demonstration databases, new operator buttons have been created for the
operator DEM and SunSystems screens. These take you automatically to the
other modules. The buttons for Ledger Accounting, Fixed Asset Register, Corporate
Allocations, Sales Order Processing, and Inventory Control are displayed; click
the Shift Buttons button to display the operator button for Purchase Order
Processing.
See the section Operator Buttons for information about using operator buttons.
ALT
You can use the F10 key as the ALT key; it allows you to access the action bar when
the cursor is in the selection box.
ESCAPE
You can use ‘!’ an exclamation mark as the ESCAPE key; this abandons the current
function. It allows you to stop in the middle of what you are doing and return the
cursor back to the selection box. Remember that if you are creating a reference
record, you will lose anything you have entered. You can use ESCAPE in any box
on the screen. You can also use ESCAPE to cancel reports before printing has
completed.
FreeFormat macros allow you to automate tasks which are repeated used frequently
in SunSystems.
This section shows you how to create, edit, and run FreeFormat macros. It also
details the FreeFormat syntax rules and commands and tells you how you can
debug FreeFormat macros.
You normally run procedures by selecting options and entering values in the boxes
prompted. Using FreeFormat can save you time and effort in the following ways:
• By learning a sequence of commands which can then be rerun at any time. For
example, if you run a series of reports each week you can, instead of entering
all instructions manually, create a FreeFormat macro which replicates the
keystrokes with a single command. See the subsections Creating a Simple
FreeFormat Macro and Running a Simple FreeFormat Macro.
FreeFormat Macros 13
• By allowing standard FreeFormat macros to be interrupted to allow operators
to vary a predefined selection. See the subsections Expanding a Simple
FreeFormat Macro and Running an Expanded FreeFormat Macro.
• By allowing operators to use everyday language to run the macros. See the
subsection Running a FreeFormat by Entering Part of the Name.
Each time you create a series of FreeFormat macro instructions they are written to
a file, normally called STANDARD.MDF. The predefined FreeFormat macros
supplied with the Demonstration Database are held in a file called SSISSUE.MDF.
The STANDARD.MDF file is not issued with SunSystems files, but is created the
first time you activate F REEF ORMAT . The demonstration SSISSUE.MDF
FreeFormat macros are copied to STANDARD.MDF when it is created.
When you create FreeFormat macros you should consider their usage before you
begin. If they are always going to be run in background mode, your first entry
will be an operator Id (you might create a new operator specifically to run
FreeFormats). You may prefer to start all your macros from the LedgerAccounting
screen so that the operator who carries out the command can be recorded in an
audit trail (or as the journal source).
The following sections lead you through the processes of creating a simple
FreeFormat and editing it to create an expanded FreeFormat. Expanded
FreeFormats enable you to include prompts for selections that are to be made as
the FreeFormat is executed.
FreeFormat Macros 15
This is how you can alter the CA_REPORT FreeFormat so that a range of accounts
is requested while the FreeFormat is running:
1 Begin by activating FREEFORMAT.
2 Enter LEARN CA_REPORT. This produces the message COMMAND
ALREADY EXISTS. You are offered the options Delete, Replace, or Cancel.
3 Enter R-Replace to overwrite the existing set of instructions.
4 Continue to create the FreeFormat as explained in the subsection Creating a
Simple FreeFormat Macro, but stop at the Account Code From box.
5 In the Account Code From box activate FREEFORMAT again. The FreeFormat
window offers you the option to enter STOP, (ITEM NAME), or (COMMAND
NAME). Type (ACCFROM) and press ENTER . The cursor returns to the From
box, where you should enter an account code. This code is not learnt, but
must be entered for the learning process to continue.
6 The cursor is now in the Account Code To box. Activate FREEFORMAT. This
time type (ACCTO) and press ENTER. Once completed, the cursor returns to
the To box and you must enter another account code to identify the last account
in the range. This code is not learnt, but must also be entered to continue the
learning process.
7 Continue with the FreeFormat as described in the subsection Creating a Simple
FreeFormat Macro, and Store on Disk.
8 Complete the learning sequence by activating FREEFORMAT and entering STOP.
You may wish to be prompted with the same item several times during a FreeFormat
macro. For example, if you are printing a number of reports, you may want the
FreeFormat to stop each time and prompt you to make an entry in the Supplementary
Report Name box. The example FreeFormat command REPORTS+TITLES asks
for an item value for TITLE. The title you enter is used as the supplementary
report name for all reports selected in this FreeFormat.
See the subsection Running an Expanded FreeFormat Macro.
Case Sensitivity
When you are creating FreeFormat macros you can use upper or lower case apart
from chaining or looping commands, which must be in upper case.
User Instruction
You can pause a FreeFormat during execution to enter an item value. During the
learn sequence, activate FREEFORMAT followed by ‘<<’ in the box in which the
item value is to be entered. When you run the FreeFormat macro, it stops in the
chosen box to allow the operator to enter a selection.
Chaining
You can link a series of FreeFormat macros by activating FREEFORMAT during the
learn sequence and entering the name of a FreeFormat macro you want to link to
in upper case and surrounded by square brackets - for example, [REPORT]. This
stops the learning of the first command automatically. When you run the first
FreeFormat macro, it is followed immediately by the second.
Looping
You can make a looped macro to, for example, amend boxes such as the settlement
terms for all debtor accounts. To do this activate FreeFormat during the learn
sequence and enter the name of the macro you are creating in upper case and
within square brackets. This stops the learning and creates the loop automatically.
In the example above, you would create a FreeFormat macro which would select
the Next account automatically, amend its details, and then rerun the command.
Interrupt
Having started a FreeFormat macro, you can stop at any time by using pressing
E SC .
Repeat
To repeat the previous FreeFormat macro, you can use DUPLICATE.
FreeFormat Macros 17
Break
To pause a macro and switch to debug mode you can use the BREAK command.
When the macro is running, the debug box will appear where you have entered
BREAK and you can run the macro in debug mode as described in the subsection
Debugging FreeFormat Macros.
FreeFormat Macros 19
as long as you separate the two values with a space. You are prompted to accept
the expanded form of your FreeFormat. Press ENTER to accept and continue
running the FreeFormat, or ESC.
/D
Use a /D switch to run FreeFormat in debug mode. See the subsection Debugging
FreeFormat Macros for further information.
/L
Use a /L switch to generate a log file when running the FreeFormat macro. See
the section Generating a FreeFormat Log for further information.
F Note: You can also generate a log file by adding ‘,L’ as part of the command
string when running FreeFormat macros from outside SunSystems. See the
subsection Running FreeFormat Macros Without Logging In for further
information.
F Note: You should run macros in interactive mode before running them in
background mode first, to ensure that they are working correctly, as errors
encountered in background mode are not brought to your attention.
F Note: If you are using UNIX or VMS and you want to run a FreeFormat
macro from outside SunSystems, you should enclose the command in quotation
marks - for example:
sun “STANDARD.MDF,i,CHARTACCOUNTREPORT”
Refer to your Platform Manual for further information.
FreeFormat Macros 21
Debugging FreeFormat Macros
You can run macros in debug mode by using the /D switch, by activating
FREEFORMAT when a macro is running, and by using the BREAK command within
a macro.
When you run a macro in debug mode, the FreeFormat window appears at the
bottom of your screen. The window shows the name of the macro and that
FreeFormat is running in debug mode. You can see you the line number within
the macro being executed, as well as the command to be executed at that line. You
have five alternatives:
1 To accept the command to be executed and proceed to the next line by pressing
ENTER.
2 To abandon the FreeFormat macro by using the ESCAPE key.
3 To edit the command by, type your amendment over the current entry.
F Note: You can replace the existing command with more than one command
by separating each command with ‘~’ tilde. For example, AQ~110~E~N
would run AQ=Account Inquiry with account 110, would then Extract the
account details, and would then move on to the Next account.
4 To proceed to the end of the FreeFormat macro, or to the next point in the
macro where there is a BREAK command, by pressing the F7 key (-Zoom).
5 You can leave debug and return to normal FreeFormat mode by pressing the
F4 FREEFORMAT key.
When you are in debug mode, any amendments you make to a macro are saved to
a file named STANDARD.M01 where STANDARD is the name of the macro and
M01 represents the number of the revision to the macro (M01 for the first revision
to M99 for the ninety-ninth). You can then use this file to replace the original
STANDARD.MDF.
You can run macros in debug mode by using the /D switch, by activating
FREEFORMAT when a macro is running, and by using the BREAK command within
a macro.
FreeFormat Macros 23
24 SunAccount Reference Manual Version 4.2
What’s New in Version 4.2 of
SunSystems
A number of powerful new features have been added for version 4.2 of SunSystems,
while many existing features have been improved and enhanced. If you have been
using an earlier version of SunSystems, it is important that you take the time to
read this section to become familiar with the changes which have taken place
since version 4.1 of SunSystems.
SUNSYSTEMS
Security Enhancements
Various security enhancements have been made:
• You can now set a password lifespan for operators or groups of operators.
• When operators change passwords, they cannot use a password that they have
used previously.
• You can now set a minimum password length for operators or groups of
operators.
If a user attempts to log in to SunSystems using the wrong password, they are
rejected and their attempt is counted as a violation. Once three violations have
been recorded for an Operator Id, the operator code must be revalidated by the
Systems Administrator before it can be used to log into SunSystems again.
For further information see the sections Operator Permissions, Amend Password,
and Operator Definitions. You may also want to refer to the section Security in
the SunAccount Appreciation Guide.
SUNACCOUNT
Enhanced Analysis
Since SunSystems version 4.0 the number of analysis categories in SunSystems
has doubled. So that you can make the most of the potential of this enhanced
analysis, two hidden functions have been introduced which enable you to map
and move analysis categories.
Depreciation Calculations
A number of enhancements have been made to the ways in which you can calculate
depreciation.
Japanese Depreciation
You can also now calculate depreciation according to Japanese requirements. See
the section Asset Register for further information.
Payment Profiles
A new function, PP=Payment Profiles, allows you to group and store the criteria
you use to select transactions included in payment and debit runs. This enables
you to build up a set of frequently used payment and debit criteria. Several groups
of transactions can be included in a single payment profile.
See the section Payment Profiles for further information.
MISCELLANEOUS ENHANCEMENTS
New features in the Sales Order Processing, Inventory Control, and Purchase Order
Processing modules are described in the SunBusiness Reference Manual.
This section describes the options which are available in the Action pull down
menu. You can either highlight the option with your mouse and click to select it,
or use the arrow keys and press ENTER.
If you are using classic menus, choose these actions by entering the appropriate
letter in the selection box, and press ENTER.
Information entered for each database is stored in files. There are two main types
of file: the ledger file and the reference file. The journal hold file, and various
budget and archive files also store data.
Ledger files contain details of all transactions posted. Reference files contain the
static information that you have created in the reference functions, for example,
account records, journal types, and analysis codes. Though each reference record
is concerned with different data, the data is maintained in a consistent way. This
allows for the same actions to be available in all reference functions.
REFERENCE FUNCTIONS
Actions 35
DB=Database Definitions SN=Sequence Number Definitions
DA=Data Access Groups SR=Spread Ratios
DT=Depreciation Tables SL=Statement Layouts
XC=Export Consolidation LC=Statement Line Contents
XD=Export Definitions TC=Table Columns
FD=Format Definitions TF=Table Formats
FL=Formatted Layouts TH=Table Headings
JD=Journal Definitions TR=Table Rows
JP=Journal Presets TD=Tax Details
LD=Language Definitions XL=Tax Listing Layouts
LD=Ledger Definition TD=Terminal Definitions
NA=Names & Addresses TL=Transfer Layouts.
OB=Operator Buttons
OD=Operator Definitions
PD=Printer Definitions
RD=Register Definition
Each reference function can comprise many records. For example, you may have
numerous accounts. Each record is identified by a unique code. Chart of account
records each have a unique account code; name and address records each have an
address code, etc.
The following actions are available from all reference functions:
CREATE
AMEND
Use this to amend an existing record. Select Amend and enter the code of the
record you want to change. Then, using your mouse, move to the box(es) which
require change. On completion of the amendments, press OK to accept the changes.
If you want to remove an existing record, select Delete and enter the record code.
You will then be asked:
DELETE?
choose Yes if you wish to continue with the deletion.
To delete a range of records, press ENTER in the record code box. A window
appears with From and To boxes. Enter the range of record codes you want to
delete. You are then asked:
DELETE SELECTIVELY (WITH SCREEN ECHO)?
If you choose Yes each record is displayed, and you are asked:
DELETE?
If you want to delete all records within the range without seeing them, choose No.
The system prompts:
ENTIRE RANGE WILL BE DELETED?
If you choose Yes, the records are deleted. A message is displayed:
DELETING ....
with the code of each record as it is deleted.
Some reference records are identified by two separate codes. For example, analysis
codes are identified using a combination of the analysis category and the analysis
code. In a range delete, you cannot specify the second code (the analysis code) so
you might select a range of analysis categories T3-T3 and then ask for selective
deletion. Each analysis record is then presented for deletion.
Asset records, chart of account records and name and address records cannot be
deleted if there are transactions present. See the section Period Cleardown.
EXAMINE
Choose Examine to display reference record details. Enter the code of the record
you want to examine and details are then displayed.
You may examine by LOOKUP code rather than the reference code. There are two
ways to do this:
• Select Examine, then in the record code box, e.g. Account Code box, enter
LOOKUP. The cursor moves to the Lookup Code box, where you can enter
the lookup code of the record you wish to examine.
Actions 37
• You can select Examine, and in the record code box, e.g. Account Code box,
enter QUERY. Once in QUERY, you can select the LOOKUP button. LOOKUP allows
you to determine whether the selection of items for display on the list is by
code or lookup code. On clicking the Lookup button, you are presented with a
window. Select either Code or Lookup to determine the item you wish to
lookup. You can also enter a start code. On pressing OK, the display will
commence with the records matching the criteria entered.
NEXT
Enter Next to display details of the next reference record. If the screen currently
shows no record details, then Next will display the first reference record. The
letter N remains in the selection box so that you may press ENTER to display
subsequent records.
REPORT
REPORT ENTRIES
TRANSFER
Transfer allows you to import or export reference records from, or to, a file. It is
useful when, for example, you have created a chart of accounts in one database
and wish to transfer it to a second database. The file which is imported does not
have to be generated within SunSystems, but can be any text file presented in the
correct format.
Multi-lingual Module only. If you Transfer data when logged in as an operator
whose language is other than the base, a warning message to this effect appears.
An import creates new records and overwrites records with the same code on the
reference file. When you select Transfer, an additional screen is displayed:
TRANSFER ENTRIES
Import Or Export
I/E
Enter I-Import to send data to a file or E-Export to retrieve it.
Actions 39
Transfer Format
maximum 5 characters
If you accept the default, NDF-Non delimited format is assumed. Otherwise,
specify a valid format:
Code Description
Code Description
SA SunAccount
CA Represents the reference record type, i.e. CA=Chart of Accounts
DEM Represents the database, i.e. DEM is the demonstration database
NDF NDF represents the file layout format non delimited format
If you have turned on AC=Audit Control for a particular reference type you will
have access to the option Report Audit Trail. When you select Report Audit Trail
in CA=Chart of Accounts the following screen is displayed:
The function AC=Audit Control allows you to specify which reference types are
to have amendments logged to an audit file.
Report Audit Trail prints an audit trail of any changes made to that file e.g.
amendments, creations, deletions, etc. Full details of amended records are printed.
If an amendment has been made, the changes are underlined with inverted arrows
and the new version is printed below.
The date of the change is shown along with the operator Id of the person who
made the amendment.
When the report is complete, you are asked whether the reported changes should
be carried forward and shown on the next reference audit report. If you select
N-No, the current audit file is cleared.
Actions 41
REPORT AUDIT TRAIL ENTRIES
EXIT
Use this action to leave the screen you are in. If you are in a SunAccount screen,
e.g. Ledger Accounting, Fixed Asset Register, or Corporate Allocations; using
Exit takes you to the SunSystems main menu screen. If you are in a SunSystems
function, Exit logs you out.
Multi-Lingual SunSystems 43
GLOSSARY
The following is a glossary of terms with which you should become familiar:
Base Language
This is defined as the main language of the system. It is identified in the serialisation
details as the Base Language, and is the default for the system.
Additional Languages
SunSystems can support up to four language versions; the base language and a
maximum of three additional languages.
In-houseLanguages
Systems Union provides four language versions of SunSystems:
English
French
German
Spanish.
Several other language versions of SunSystems are available. Please refer to your
supplier for details.
OperatorLanguage
OD=Operator Definitions enables you to identify the Operator Language for a
user. On logging into SunSystems, the operator is presented with their preferred
language.
You are advised to identify the Operator Language for each operator in SunSystems,
even if the required language is the base language. For further information see
the section Operator Definitions.
Multi-Lingual SunSystems 45
• If a language code is not defined for an operator, i.e. if the Operator Language
box in OD=Operator Definitions is blank, the operator assumes the base language
while working in SunSystems, and the database language when logging into
one of the modules.
So, for example, if such an operator logs into a system which has been serialised
with a base language of English, then all the SunSystems screens are presented in
English. When the operator logs into a French database, screens are displayed in
French.
Each data transfer file contains a language code which is determined by the operator
who created the file, or who backed up the file in FB=File Backup/Restore.
When a language code has not been identified for an operator, the files will contain
the base language as defined during serialisation, for all SunSystems transfer
files, and the source/database language for all transfer files created in SunAccount
or SunBusiness.
For further information about multi-lingual processing in SunSystems, see the
sections Language Definitions and Operator Definitions.
OVERVIEW
Account Allocation 47
Rough Book Processing
Account allocation displays rough transactions as well as hard transactions. Rough
transactions are identified with a ‘-’ hyphen displayed next to the allocation marker.
If in the LD=Ledger Definition, the Rough Book box is set to 1, you cannot
amend the T-Code analysis used for transaction sequence or day book sequence
numbers.
If you are using the Generate option in account allocation and rough book
processing is in use, postings are rough, as with other transactions. See the section
Journal Entry.
Other terms used in account allocation include:
Allocation Flags/Markers
Transactions are allocated or highlighted by flagging them with an allocation
marker. The different markers can be used to subsequently select transactions for
reporting purposes, or for payment.
Part Payment
If you receive a part payment, you can split the amount and allocate only the part
which has been paid. The unpaid portion of an invoice remains unallocated for
reporting on statements. If the cash amount is larger than the invoice, you can
split the cash and allocate part of it to the invoice.
Account Allocation 49
7 ENTRIES
Account Code
maximum 10 characters
Enter the account code you wish to use. You can use the QUERY and LOOKUP
facilities.
To use the journal account facility, select the action Journal Account. This facility
is described later in this section.
At this stage you can choose to Extract details of the selected account code.
Alternatively, you may wish to narrow the selection of transactions based on the
options presented. To gain access to the selection options, choose the action
Amend.
Include Allocated
Y/N/Allocation Marker/hyphen/blank
If this box is Y-Yes, then allocated transactions are selected. If it is set to N-No,
they are excluded, which is the default. Transactions marked as:
F-Force
W-Withheld
B-Brought Forward
0-9-Numeric Allocation Marker
are treated as unallocated.
You can also specify an allocation marker to extract only transactions with a
particular marker.
Enter a ‘-’ hyphen to extract transactions with no allocation marker, i.e. blank.
Account Allocation 51
Debit/Credit
D/C/blank
Enter D-Debit if you wish to select only debit transactions. Leave blank if the
debit/credit marker is not relevant to your selection. Enter C-Credit if you wish
to select only credit transactions.
Amount From/To
maximum 15 digits
Enter the range of transaction values to be included in the extraction. Leave this
blank if the value of a transaction is not relevant to your selection.
Include Revaluation
Y/N
Conversion Module. Enter Y-Yes, to include revaluation transactions in the
extraction. Enter N-No to exclude revaluation transactions. Revaluation transactions
are generated by LR=Ledger Revaluation.
Start Account
Enter Start Account to select another account for allocation.
Journal Account
Journal account automatically selects and extracts accounts to which transactions
have just been posted in JE=Journal Entry. The objective of this facility is to
speed up cash allocation. Having entered cash receipts using JE=Journal Entry,
Journal Account ‘remembers’ the accounts to which you have posted receipts, and
selects and extracts the account details. The accounts are selected in account code
order.
It is important to note that Journal Account can only be used immediately after
posting the associated journal in JE=Journal Entry.
Once you have allocated and posted the transactions on the first account, select
Journal Account again and the next account is presented for allocation.
You can leave account allocation at any time and, when you return, Journal Account
recalls the next account.
If you choose Journal Account, you cannot make amendments to the selection
screen.
Next Account
Choose Next Account to select the next available account. This only operates if an
account code is currently displayed in the Account Code box.
Extract
Choose Extract to extract transactions meeting the criteria specified on the selection
screen. Once the relevant transactions are selected, the Transaction Page is
displayed.
Amend
When you first select an account code in AA=Account Allocation, the default
selection criteria of ALL is assumed. You must choose Amend to gain access to
the Selection Page options.
Once you have made these selections, they are retained until you amend them or
Exit from AA=Account Allocation.
Account Allocation 53
TRANSACTION PAGE
When you choose Extract on the Selection Page, the first Transaction Page is
displayed. If the Conversion Module is in use, the conversion overlay is displayed.
If the Conversion Module is not in use, the description overlay is displayed.
Both formats are shown below:
8 ACTIONS
Start
Choose Start to return to the Selection Page to select another account for allocation.
Next
Displays the next Transaction Page.
Back
Choose Back to move to the previous page.
First
Select First to return to the first Transaction Page.
Last
Last displays the last Transaction Page.
Amend/Alloc4
This action presents the following options:
Allocation
This allows you to allocate or flag transactions. The cursor moves to theAllocation
box of the first transaction displayed.
The following table shows the available allocation markers, and their uses. The
allocation marker can only be amended to the markers shown in the ‘May be
changed to’ column.
Account Allocation 55
Allocation Marker Description May be changed to
Account Allocation 57
Allocation Marker Description May be changed to
Description
Select Description and you can change the descriptions of several transactions.
Due Date
Select Due Date and you can change the due dates of several transactions. Manually
entered due dates are shown with an asterisk.
Totals
Conversion Module. This toggles the totals displayed in the top right of the
screen between base and other amounts.
Sequence4
Sequence allows you to resequence transactions in a number of ways. The default
display shows transactions in order of period. The following sequencing options
are available:
Transaction Date
This sequences transactions in date order.
Allocation
This sequences transactions by allocation reference. Allocated transactions are
sorted in the order of allocation date, allocation reference, journal number, and
unallocated transactions.
Generate
The Generate option is dealt with separately later in this section.
Post
Once you have finished the allocation run, or completed the amendments to an
account, you must Post the allocations. Post is accepted only when the display at
the top right of the screen shows that the out of balance amount is zero (except in
the case of the flag R-Reconciled). When transactions are posted, the next allocation
reference is applied to all transactions with a marker A-Allocated.
When posting is complete, the account allocation Selection Page is redisplayed so
you can select the next account.
If you try to leave AA=Account Allocation without posting the amendments you
have made, the following message appears:
REVISION NOT POSTED, IT WILL BE SAVED UNPOSTED
If you choose to save the unposted journal, it is displayed when you next select
AA=Account Allocation. However, if you choose N-No, the following warning is
displayed:
REVISION NOT POSTED, IT WILL BE CLEARED
Choose Y-Yes to clear the entries you have made. Otherwise, choose N-No and
the cursor returns to the selection box to allow you to continue.
Account Allocation 59
Report
Report produces an account listing for the current account, and selects transactions
which match the parameters defined on the Selection Page. When Report is
selected, you must enter a format code defined in RD=Report Definition. You are
offered the option to Print Report or Store on Disk.
Overlay4
On the Transaction Page, the left side of the screen remains static, showing the
date, reference, amount and allocation marker. However, using Overlay, you can
show other transaction details on the right side of the screen.
As explained previously, the default display for the Conversion Module is the
conversion overlay, whilst the default for a single currency system is the description
overlay.
On choosing Overlay, the following options are offered:
Analysis 0-9
This overlay displays the analysis categories and the codes associated with each
transaction. The display columns begin with the T-Code you select, e.g. T3
followed by T4, T5 and so on, until the screen is filled.
Conversion
The Conversion overlay displays the conversion code and other amount for each
transaction displayed.
Description
The Description overlay shows the accounting period and description.
Journal
The Journal overlay displays the journal type, number, line number, journal source
and entry period.
Allocation
The Allocation overlay displays the allocation reference, date and period for
allocated transactions.
Due Date
The Due Date overlay shows the due date for each transaction. Due dates with an
‘*’ asterisk next to them, indicate that the due date has been amended or entered
manually.
Account Allocation 61
Transaction Date Range
The following box is displayed:
Date From/To
Enter a single transaction date or the range of dates you wish to select for allocation.
See earlier for a description of the other boxes.
Reference Range
Reference From/To
Enter a single transaction reference or a range of references you wish to select for
allocation.
See earlier for a description of the other boxes.
Find4
The Find option allows you to search for a transaction by transaction date, period,
reference, or due date. You can also select a specific page number.
Transaction Date
Enter the transaction date of the transaction you wish to find, in the format dd/
mm/yyyy, mm/dd/yyyy or yyyy/mm/dd. Enter T to choose today’s date. The
transactions are scanned, starting at the current page. The first transaction found
to match this date is marked with an ‘*’ asterisk.
Press ENTER to move to the next transaction matching the criteria. Otherwise, use
ESC and the cursor moves to the allocation box of the selected transaction so it can
be amended.
Period
This operates in the same way as Transaction Date described previously. Enter a
valid period, or enter C-Current Period.
Reference
This operates in the same way as Transaction Date described previously. Enter
the reference you wish to find.
Due Date
This operates in the same way as Transaction Date described previously.
Page
This option is particularly useful when displaying details of a large account. Enter
the page number you wish to display. You can also enter +n or -n to move
forwards or backwards a specified number of pages.
Journal Account
This option is described in the subsection Selection Page earlier in this section.
SP Summary Page
Choose this action to use the Summary Page. The Summary Page is described
at the end of this section.
GENERATE
The Generate option allows you to enter and post journals as you would in
JE=Journal Entry. It enables you to generate transactions during the allocation
process, for example, to account for settlement discount or currency differences.
It is not practical to use this option as a general journal entry facility.
When you select Post, the generated transactions are posted with any other revisions.
They are posted to the current period, and use the next available journal number
and allocation reference.
Account Allocation 63
Conversion Module
Generate can be used to enter a ‘balancing’ transaction if a currency loss or gain
arises. This may arise because of the difference between the conversion rates
when an invoice is posted and when a cash settlement is posted.
8 ACTIONS
Create
Choose Create to create a transaction.
Amend
Choose Amend to amend the details displayed on the current page.
Delete
Choose Delete to delete the current page.
Next
Displays the next generated transaction screen.
TP Transaction Page
Returns you to the Transaction Page.
Amount Debit/Credit
See the section Journal Entry. Use DUPLICATE to copy the out of balance amount
and D/C sign from the Transaction Page.
Balancing Account
Specify the account code to which the balancing entry should be made. When
posting exchange differences, the balancing account is normally a gain/loss on
exchange account.
You can use the QUERY facility.
Conversion Code
Conversion Module. Enter a valid conversion code. You can use the QUERY
facility.
Account Allocation 65
SUMMARY PAGE
Conversion Module
The Conversion Module default Summary Page shows the account and currency
balances. The conversion code entered in the Conversion Code box in CA=Chart
of Accounts is displayed in the top left of the screen.
8 ACTIONS
Start
Choose Start to return to the Selection Page to select another account for allocation.
Last
Choose Last to move to the final Transaction Page. Up to 14 transactions are
displayed on a transaction screen, therefore account details may be spread over a
number of screens.
Sequence
This option is described in the Transaction Page section.
Totals
Conversion Module. This action toggles the totals in the top right of the screen
between base and other amount.
Post
This option is described in the Transaction Page section.
Report
On selecting Report, a window appears for you to enter the report format you
require. The standard report listing format is AAL1.
You can Print Report or Store on Disk an account listing for the current account.
Only transactions meeting the criteria defined on the Selection Page are included
on the report.
Account Allocation 67
Overlay4
The action Overlay allows you to change the screen display as follows:
Conversion Module:
Conversion
If period balances are displayed, choose the actions Overlay and Conversion to
display the conversion summary page shown earlier in this section.
Period
If the conversion summary page is displayed, choose the actions Overlay and
Period to display the period balances screen shown earlier in this section.
Analysis
This action displays the account analysis codes A0-A9. If you selected a balance
sheet, profit and loss or memo account, this overlay is displayed automatically.
Telephone
Telephone displays information about the account on the right side of the screen.
This includes details from the CA=Chart of Accounts and the NA=Names &
Addresses records. Telephone numbers, contact, credit limit, etc. details are
presented.
Find4
This option is described in the Transaction Page section.
Journal Account
This option is described in the Selection Page section.
TP Transaction Page
This action returns you to the first Transaction Page.
See also:
& Actions
Account Inquiry
Account Listing
OVERVIEW
Account Inquiry 69
SELECTION PAGE
Account Code
maximum 10 characters
Enter the account code of the account you wish to use. You can use the QUERY and
LOOKUP facilities.
At this stage you can choose to Extract details of the selected account code.
Alternatively, you may wish to narrow the selection of transactions based on the
options presented. To gain access to the selection options, choose the Amend
action.
Include Allocated
Y/N/Allocation Marker/hyphen/blank
If this box is Y-Yes, then allocated transactions are selected. If it is set to N-No,
they are excluded. This is the default. Transactions marked as:
F-Force
W-Withheld
B-Brought-Forward
0-9-Numeric Allocation Marker
are treated as unallocated.
You can also specify an allocation marker to extract only transactions with a
particular marker.
Enter a ‘-’ hyphen to extract transactions with no allocation marker, i.e. blank.
If you wish to select the default ALL for each of the subsequent selection options,
then use ESC at this stage rather than pressing ENTER through each option. This
saves you time. The cursor returns to the selection box, to allow you to extract
details for the account. This facility can be used on each box on the selection
screen, except for the Account Code box.
Include Archive
This box is only displayed if you selected Ledger Archiving in LD=Ledger
Definition. If this box is Y-Yes, then transactions cleared to the archive file are
displayed. See the section Period Cleardown.
Account Inquiry 71
Accounting Period From/To
format ppp/yyyy
If you want to display transactions for all periods, leave these boxes blank. Enter
C-Current to display transactions for the current period.
You can also enter a single period or range of periods for display. Restricting the
range of periods selected speeds up the extraction of data.
If you are displaying archived transactions, you cannot select ALL periods. Having
completed these boxes, SunAccount checks that the archive files for the relevant
periods are available on disk. If not, you are prevented from continuing, and you
will have to load the relevant archive files onto your system.
Debit/Credit
D/C/blank
Enter D-Debit if you wish to select only debit transactions. Enter C-Credit if you
wish to select only credit transactions. Leave this blank if the debit/credit marker
is not relevant to your selection.
Amount From/To
maximum 15 digits
Enter the range of transaction values to be included in the extraction. Leave this
blank if the value of a transaction is not relevant to your selection.
Include Revaluation
Y/N
Conversion Module. Enter Y-Yes to include revaluation transactions in the
extraction. Enter N-No to exclude revaluation transactions. Revaluation
transactions are generated by LR=Ledger Revaluation.
Account Inquiry 73
8 ACTIONS
The following action bar selections are offered on the Selection Page.
Start Account
Enter Start Account to select another account for inquiry.
Next Account
Choose Next Account to select the next account in the account code sequence.
This only operates if an account code is currently displayed in the Account Code
box.
Extract
Choose Extract to extract transactions meeting the criteria specified on the selection
screen. Once the relevant transactions are selected, the Transaction Page is
displayed.
Amend
When you first select an account code in AQ=Account Inquiry, the default selection
criteria ofALL is assumed. You must choose Amend to gain access to the Selection
Page options.
Once you have made these selections, they are retained until you amend them or
exit from AQ=Account Inquiry.
When you choose Extract on the Selection Page, the first Transaction Page is
displayed. If the Conversion Module is in use, the conversion overlay is displayed.
If the Conversion Module is not in use, the description overlay is displayed.
Both formats are shown below:
Account Inquiry 75
The transaction pages list transaction details for the selected account. Up to 14
transactions are displayed on each page. The left side of the screen always remains
the same, showing the date, reference, amount and allocation marker.
The display on the right side of the screen can be changed to display the transaction
analysis, conversion, description, journal and due date details.
8 ACTIONS
The following action bar selections are offered on the Transaction Page.
Start
Select Start to return to the Selection Page to select another account.
Next
Select Next to move to the next Transaction Page.
Back
Choose Back to move to the previous page. This may be the previous transaction
page, or if the current page is the first transaction page, the Summary Page.
First
Select First to return to the Summary Page.
Last
Last displays the last Transaction Page.
Sequence4
Sequence allows you to resequence transactions in a number of ways. The default
display shows transactions in order of period. The following sequencing options
are available:
Transaction Date
This sequences transactions in transaction date order.
Allocation
This sequences transactions by allocation reference.
Period
Transactions are sequenced in accounting period order.
Reference
Transactions are sequenced in transaction reference order.
Due Date
Transactions are sequenced in due date order.
Report
Report produces an account listing for the current account, and selects transactions
which match the parameters defined on the Selection Page. When Report is
selected, you must enter a format code defined in RD=Report Definition. You are
offered the option to Print Report or Store on Disk.
Overlay4
On the Transaction Page, the left side of the screen always remains the same,
showing the date, reference, amount and allocation marker. However, using the
Overlay option, you can show other transaction details on the right side of the
screen.
As explained previously, the default display for the Conversion Module is the
conversion overlay, whilst the default for a single currency system is the description
overlay.
On choosing Overlay, the following options are offered:
Analysis 0-9
This overlay displays the analysis categories and the codes entered on each
transaction. The display columns begin with the T-Code you select, e.g. T3
followed by T4, T5 and so on, until the screen is full.
Conversion
The Conversion overlay displays the conversion code and other amount for each
transaction displayed.
Description
The Description overlay shows the accounting period and description.
Journal
The Journal overlay displays the journal type, number, line number, journal source
and entry period.
Account Inquiry 77
Allocation
The Allocation overlay displays the allocation reference, date and period for
allocated transactions.
Due Date
The Due Date overlay shows the due date for each transaction. Due dates with an
‘*’ asterisk next to them, indicate that the due date has been amended or entered
manually.
Find4
The Find option allows you to search for a transaction by transaction date, period,
reference or due date. You can also select a specific page number.
Period
This operates in the same way as the transaction date described earlier. Enter a
valid period or C-Current Period.
Transaction Date
Enter the transaction date of the transaction you wish to find in the format
dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/dd or enter T-Today’s Date. The
transactions are scanned, starting at the current page. The first transaction found
to match this date is marked with an ‘*’ asterisk.
Press ENTER to move to the next transaction matching the criteria.
Reference
This operates in the same way as the transaction date option described previously.
Enter the exact reference you wish to find.
Due Date
This operates in the same way as the transaction date described previously.
Page
This option is particularly useful when displaying details of a large account. Enter
the page number you wish to display. You can also enter +n or -n to move
forwards or backwards a specified number of pages.
Base Amount
This option enables you to find a transaction based on the base amount value. If
an exact match is found the transaction(s) are displayed. If an exact match cannot
be found, then the transaction(s) with a value nearest to the entered amount are
displayed. The debit/credit marker is ignored.
SUMMARY PAGE
Account Inquiry 79
The Summary Page shows the account balance, and period balances for the
current and previous year. Other account details, such as account analysis, payment
terms, settlement discount terms and telephone details are displayed.
Conversion Module
The Conversion Module default Summary Page shows the account balance and
currency. The conversion code entered in the Conversion Code box in CA=Chart
of Accounts is displayed in the top left of the screen.
8 ACTIONS
Start
Choose Start to return to the Selection Page and select another account.
Last
Choose Last to move to the final Transaction Page. Up to 14 transactions are
displayed on a transaction screen, therefore account details may be spread over a
number of screens.
Sequence4
This option is described in the Transaction Page section.
Overlay4
The action Overlay allows you to change the screen display as follows:
Telephone
Telephone displays information about the account on the right side of the screen.
This includes details from the CA=Chart of Accounts and the NA=Names &
Addresses records. Telephone number, contact, credit limit, etc. details are
presented.
Analysis
This action displays the account analysis codes A0-A9. If you selected a balance
sheet, profit and loss or memo account, this overlay is displayed automatically.
Conversion Module:
Conversion
If period balances are displayed, choose the actions Overlay and Conversion to
display the conversion summary page shown earlier in this section.
Period
If the conversion summary page is displayed, choose the actions Overlay and
Period to display the period balances screen shown earlier in this section.
Find4
This option is described in the Transaction Page section.
See also:
& Actions
Account Allocation
Account Listing
Account Inquiry 81
82 SunAccount Reference Manual Version 4.2
Account Listing
OVERVIEW
You can define account listing reports in RD=Report Definition. You can design
as many reports as you want, with each showing the information required. See
the section Report Definition for further information.
You can select a single account code or range of account codes and the periods for
which transactions are to be listed.
You can use an account listing report in several ways. For example, you can
choose the action Report in AQ=Account Inquiry to produce details of a single
account. This can show the current period transactions or a history of several
periods. When processing budgets, you can enter the whole year as the range and
produce a report of the year’s budget entries.
Account Listing 83
You can include transactions from the archive files in your report. However, the
report does not indicate which transactions came from an archive file.
You can choose to print each account on a separate page.
You can print a summarised account listing. This summarises transactions by
analysis detail and allocation marker.
Transactions with an entry period different from the accounting period to which
they were posted are highlighted with an ‘*’ asterisk. In other words, these
transactions were forward-posted or back-posted.
Profit and loss accounts are treated slightly differently. If you produce an account
listing for a range of periods spreading over more than one financial year, the
listing shows only transactions for the latest year. Details of earlier years are
ignored. If you want to list movements for an earlier year, you should select a
range of periods for that year only.
7 ENTRIES
Format Code
maximum 5 characters
This code identifies the layout of the account listing. See the section Report
Definition for information about maintaining reports. An example format is AAL1.
Summarise Required
Y/N
Enter N-No, or leave the box blank, if you want transactions listed in full. If this
box is set to Y-Yes, the account listing combines transactions that have been split
for analysis or allocation, but which have the same accounting period, transaction
date, D/C marker, journal number, transaction reference, allocation code, and,
where relevant, conversion code. The description of the last transaction summarised
is used.
See also:
& Actions
Account Inquiry
Payment Listing
Report Definition
Account Listing 85
86 SunAccount Reference Manual Version 4.2
Aged Analysis
OVERVIEW
Aged Analysis 87
6 The required data is extracted. You can press ESC at any stage during the
extraction to cancel the report
7 ENTRIES
Layout Code
maximum 5 characters
Enter the layout code for the aged analysis report you wish to print. This is
defined in GL=Aged Analysis Layouts. The name of the selected report is
displayed. You can use QUERY.
See also:
& Actions
Aged Analysis Layouts
→Reports→
LA=Ledger Accounting→ →Setup Menu→
→GL=Aged Analysis Layouts
OVERVIEW
Aged analysis reports analyse account transactions into a maximum of five ageing
periods. Selection codes can be defined which control the ranges of codes offered
in GA=Aged Analysis. The report can be sequenced by up to five level codes.
You can choose to report on individual transactions and, if required, to report on
the other amount.
Balance Sequence
One of the level code options is AB-Account Balance. If this option is selected
the sequence of the report will be account balance. Therefore you must select
whether you wish to sequence from high credit through to high debit, or high
debit through to high credit.
7 ENTRIES
Layout Code
maximum 5 characters
This code identifies a layout report. You can use QUERY.
Age Forwards/Backwards
F/B
On debtor/receivables and creditor/payables accounts, ageing backwards tells you
how long outstanding transactions have remained unpaid.
Report Transactions
Y/blank
If this is left blank then a summary line is printed for each level code selected. If
this box is Y-Yes then the report shows individual transaction lines.
Totals By Debit/Credit
Y/blank
If this box is Y-Yes, then for each level code, the total debits, credits and net total
are shown. If this box is blank, only the net total is given.
Code Description
Balance Sequence
C/D
Use this box if you have selected AB-Account Balance as a level code. If this box
is C-Credit then the report is sequenced with high credit first, through zero to
high debit. If this box is D-Debit then the report is sequenced with high debit
first, through zero to high credit. The default is C-Credit.
Page Level
1/2/3/4/5/blank
Enter the level number with which you would like to start a new page. For
example, if departmental analysis is at level 2 and you want to start a new page for
each department, enter 2. Leave this blank if you want continuous printing.
See also:
& Actions
Aged Analysis
OVERVIEW
AD=Allocation Definitions allows you to specify the ground rules for an allocation.
It pulls together the AS=Allocation Sources, AT=Allocation Targets and, where
necessary, the AO=Allocation Ratios, thus selecting the correct transactions, defining
the rules for manipulation and then posting them. See the sections Reallocating
Expenses and Inter-Company Postings in the SunAccount Appreciation Guide.
An allocation definition may consist of a number of steps. This enables you to
carry out a number of sequenced procedures during a GA=Generate Allocations
run. A step or sequence may be based on the result of a previous step in the
sequence.
Allocation Definitions 95
There are two types of allocation, a C-Charge type allocation, and an S-Split type
allocation:
• A C-Charge type allocation selects the transactions specified in the allocation
source and posts them to the target account(s) without affecting the original
source.
• An S-Split type allocation automatically reverses the transactions selected in
the allocation source.
This may be employed when allocations are made across databases or for inter-
company postings.
Allocation definitions allows you to specify the period(s) to which the target
transactions will be posted. It is possible to specify a single period, or a range of
periods.
The transactions generated during GA=Generate Allocations are written to journal
import files. You can choose whether to update other databases automatically or
manually.
You can use DR=Definition Report to produce a listing of selected allocation
definitions.
Conversion Module. In a multi-currency database, the source base amount and
source other amount can be manipulated. You can choose to select only the base
amount, or other amount, or to swap the base and other amounts for posting to
target accounts in another database.
7 ENTRIES
Allocation Type
C/S
Enter C-Charge for a charge type allocation, or S-Split for a split type allocation.
A C-Charge type allocation selects the transactions specified in the allocation source
and creates the target transactions without affecting the source transactions.
A charge type allocation might be used where you wish to choose and apply
further analysis to a source amount using a predefined ratio. The generated
transactions are posted to the target account, and the balancing entries are posted
to the target offset account. See the section Allocation Targets.
Another example of where a charge type allocation may be used is to create budgets.
The budgets may be based on the original source balances, but should not affect
the sources in any way.
An S-Split type allocation automatically reverses the transactions selected in the
allocation source. This may be used when allocations are made across databases
or for inter-company postings.
A split type allocation might also be used in the situation described previously,
where you wish to choose and apply further analysis to a source amount using a
predefined ratio. However, in this case, the target offset account must be left
blank, so that the transactions generated in the target account are offset by the
reversals created by the split type allocation, thus keeping the database in balance.
See the section Inter-Company Postings in the SunAccount Appreciation Guide.
Allocation Definitions 97
Allocation Target Code
maximum 5 characters
The allocation target code specifies the allocation target to be used with this
allocation definition.
It may be omitted if the allocation type is S-Split and the allocated amounts are to
be posted to the same range of accounts specified in the AS=Allocation Sources.
Base Amount
B/O/blank
If the Base Amount and Other Amount boxes are blank, then the target transactions
will have the same base and other amounts as the source transactions. The conversion
code is also transferred.
The base and other amounts may only be swapped when posting to another database.
Allocation Definitions 99
The possible combinations are as follows:
If the Other Amount box is blank and the Base Amount box is B, then the base
amount is placed on the target transactions. Neither the other amount nor the
conversion code is transferred.
If the Other Amount box is B, then the target transactions show the original base
amount as the other amount and the conversion code from the ledger definition is
transferred as the conversion code. If the Base Amount box is blank then the base
amount on the target transactions is zero. If the Base Amount box is O, then the
target transactions will show the original other amount as the base amount.
If the Other Amount box is O, then the target transactions will show the original
other amount as the other amount and the conversion code from the source
transactions will be transferred as the conversion code. If the Base Amount box is
B, then the target transactions will show the original base amount as the base
amount, otherwise the base amount on the target transactions will be zero.
The conversion rate is never exported but may, of course, be derived from the
base and other amounts.
Other Amount
B/O/blank
See the previous option.
Update Assets
Y/blank
Enter Y-Yes to generate transactions which contain asset details to be passed to the
Fixed Asset Register. Source transactions are accumulated for every combination
of asset code, subcode and marker, as well as conversion and analysis code.
Asset details are not posted to source or target offset accounts. For split type
allocations, source reversal transactions are generated for each combination of
asset details on the source transaction.
See also:
& Actions
OVERVIEW
The AO=Allocation Ratios option allows you to define the basis on which source
transactions should be manipulated to generate the target transactions in
GA=Generate Allocations. If an allocation ratio code is not defined in
AD=Allocation Definitions, then 100% of the source transaction value selected is
posted as the target transaction.
When an allocation ratio is employed, it is possible to generate target values based
on a combination of the original source value and a ratio calculation. There are
three classes of ratio that can be defined using allocation ratios:
Absolute Percentage
If the basis for allocation does not vary from month to month, a fixed percentage
allocation can be used. This allows costs to be split by predefined percentages.
For example 60% of the telephone costs might be allocated to the sales department.
Again, the percentage to be applied to each department is derived from a memo
account.
Fixed Amount
In addition to spreading a variable amount, fixed amount allocations can also be
made. You might, for example, allocate the first 1500 of building maintenance to
head office. See the sections Reallocating Expenses and Inter-Company Postings
in the SunAccount Appreciation Guide.
7 ENTRIES
Ratio Amount
B/Y/P/C
You must select one of the following amount values:
B-Balance
The transactions selected for calculation of the ratio will include all postings up to
and including the period(s) specified during GA=Generate Allocations.
Y-Year-to-date
The transactions selected for calculation of the ratio will include all postings
made during the current year, up to and including the period(s) specified during
GA=Generate Allocations.
P-Period
The transactions selected for calculation of the ratio will include transactions for
the period or period range selected during GA=Generate Allocations.
C-Change in Balance
The transactions selected for calculation of the ratio will include transactions
entered since the previous allocation run up to the period(s) selected during
GA=Generate Allocations.
Actual/Budget
A-K
Enter A-Actual if the ratio calculation is to be based on transactions in the actual
ledger. Enter B through to K to select transactions from one of the budget ledgers.
OVERVIEW
The AS=Allocation Sources option allows you to select the account or range of
accounts which will form the basis for generating the target transactions.
Once the account range and selection codes are defined, then you must select the
balance figures, year-to-date figures, period figures, change from the last run, or
average balance figures.
In order to be selected, transactions must fulfil all requirements specified in the
allocation source definition.
If more than one account range or selection codes is required, then continuation
lines can be defined using the allocation source continuation option.
When an S-Split allocation type is used, then the reverse postings and offset
postings may be consolidated. See the sections Reallocating Expenses and Inter-
Company Postings in the SunAccount Appreciation Guide.
Offset Account
10 characters
As explained previously, when an S-Split type allocation is specified in
AD=Allocation Definitions, a transaction is generated to reverse out the source
amounts during a GA=Generate Allocations run.
Where the target transactions are to be posted to another database, and/or where
both a target and target offset account are defined in the AT=Allocation Targets, it
is necessary to generate balancing source transactions. The balancing source
transactions are posted to the account identified here.
In effect, when an S-Split type allocation is defined, you can have up to two
source postings and two target postings for each transaction selected.
Actual/Budget
A-K
Enter A-Actual if the source transactions are in the actual ledger. Enter B through
to K to select source transactions from one of the budget ledgers.
F Note: If offset accounts are not being used, the source reversal transactions
are always posted to the same period as the target transactions; this ensures
that the journals balance.
Selection Code
3 codes, 2 characters
Enter the criteria by which transactions within the specified range of accounts are
to be selected. Valid entries for the selection code are:
Code Description
Selection From/To
3 ranges, maximum 15 characters
Enter a code range within the selection code.
You can use masks by entering ‘*’ in the character positions which are not relevant.
See also:
& Actions
Allocation Definitions
Allocation Targets
OVERVIEW
Actual/Budget
A-K
You must specify whether the target transactions are to be posted to the A-Actual
ledger, or to any of the ten budget ledgers (B-K).
Target Account
maximum 10 characters
Enter the account to which you want to post target transactions. This box can be
left blank for C-Charge type allocations, where the target transactions will retain
the account code of the source transactions.
Please note that if you use an M-Memo type account here, then the offset account
should also be an M-Memo account, otherwise the transactions will not balance.
Asset Code
maximum 10 characters
Enter the asset code to be included on the generated target transactions. Leave
this blank to retain the asset code from the source transactions.
Enter a ‘-’ hyphen if no asset code is required.
Asset Subcode
maximum 5 characters
Enter the asset subcode to be included on the generated target transactions. Leave
this blank to retain the asset subcode from the source transactions.
Enter a ‘-’ hyphen if no asset subcode is required.
See also:
& Actions
Allocation Definitions
Allocation Sources
OVERVIEW
New Password
Enter the new password to be assigned to the current operator. The password
entered should be one that has not been used before for this operator. You can
enter spaces if you want the current operator to have no password at all, as long as
no password length has been set for this operator’s operator group in OP=Operator
Permissions.
If the password you enter has been used before for this operator, a message appears:
PASSWORD HAS ALREADY BEEN USED.
You should enter a new password, but make sure that it has not been used before.
Re-enter Password
Re-enter the new password. If it is entered correctly, a message appears:
PASSWORD SUCCESSFULLY AMENDED
If you do not enter the same password, the following message appears:
PASSWORD NOT CONFIRMED - RE-ENTER TWICE
See also:
& Actions
Operator Definitions
Operator Permissions
→Setup Menu→
→Maintenance→
SS=SunSystems→ →NL=Analysis Category Lengths
OVERVIEW
Use NL=Analysis Category Lengths to set the length of all analysis categories.
Enter the name of the database and the analysis category whose length you want
to set, and then enter the length for the relevant category.
Having defined the length of an analysis category you can use ND=Analysis
Definitions to create analysis categories and subcategories, and NC=Analysis Codes
to define analysis codes.
See the section Analysing Information in the SunAccount Appreciation Guide.
7 ENTRIES
Database Code
maximum 3 characters
Enter the three character code that identifies the database in which you want to
maintain analysis category lengths.
Analysis Category
A, C, F, I, M, or T
Enter the analysis category type whose length you want to define.
Enter A-Account Analysis, C-Address Analysis, F-Fixed Asset Analysis, I-Item
Analysis, M-SunBusiness Transaction Analysis, or T-SunAccount Transaction
Analysis.
Description
Display only. You can see a description of the analysis category selected.
Length
0-15, blank
Enter the length of the codes you use in each analysis category; you can set a
length of up to 15 characters. The total combined length of analysis categories
within an analysis category type cannot exceed 50 characters.
See also:
& Analysis Codes
Analysis Definitions
Analysing Information in the SunAccount Appreciation Guide
OVERVIEW
The analysis codes within SunSystems enable you to perform powerful analysis
of transactions, assets and accounts. To learn about the implications of analysis
codes you should read the section Analysing Information in the SunAccount
Appreciation Guide.
First, you should identify how you are going to use the analysis categories. Then
for each analysis category you can create analysis codes. For example, you might
create a category called Product and then codes for individual product items. See
the section Analysis Definitions.
Subcodes
This function is also used to create analysis subcodes. These are explained in the
section Analysis Definitions.
T-Codes
The Non Validated Codes box in ND=Analysis Definitions enables you to specify
that codes entered for an analysis category need not be validated. In other words,
you do not have to predefine legitimate codes for the category. This allows you to
record reference codes, short term codes, etc. where it is not practical to predefine
the entire code range. You can create T-Code categories that do not require analysis
codes to be defined, which is useful for short term project analysis. See the
subsection Non Validated Codes in the section Analysis Definitions.
7 ENTRIES
Analysis Category
2 characters
Select A0, A1, A2, A3, A4, A5, A6, A7, A8 or A9 for account analysis categories
and select T0, T1, T2, T3, T4, T5, T6, T7, T8 or T9 for transaction analysis
categories. Select F0, F1, F2, F3, F4, F5, F6, F7, F8 or F9 for fixed asset
analysis categories. If you are not sure which category to use, print a report of
your analysis definitions from ND=Analysis Definitions.
Select the analysis category AL-Allocation Marker if you wish to assign a
description to the numeric allocation markers 0-9.
SunBusiness uses other analysis categories: I0-I9, M0-M9 and C0-C9. The analysis
codes for these items may be defined in SunAccount.
Lookup Code
maximum 10 characters
Normally, you would use a shortened version of the analysis code name though
any code can be used. This code is used by the LOOKUP facility. You can leave the
LOOKUP code blank.
Prohibit Posting
Y/blank
This is only relevant to transaction analysis categories T0-T9. If this box is Y-Yes
and the code is used during JE=Journal Entry, a message appears:
POSTING TO THIS ANALYSIS CODE PROHIBITED.
This is useful if an analysis code is obsolete or if it has been created for reporting
purposes only.
If this box is set to Y-Yes, then the LOOKUP facility in JE=Journal Entry ignores the
analysis code.
Budget Checking
Y/N/C/blank
If you are using budget checking or over-expenditure checking this box allows
you to determine whether you want checking to be carried out for this analysis
code. You can use this box to determine which analysis codes are to be checked at
analysis code level, and which are to be checked at account code level. This
depends on the settings in BC=Budget Check Definitions.
If the Override Over-Commit box in the Miscellaneous section of OP=Operator
Permissions is set to Y-Yes, a message is displayed which tells the operator that the
budget is being exceeded.
If you want this analysis code, when it is used on a transaction, to be used for
budget checking, enter Y-Yes.
If you do not want this analysis code on a transaction to be used for budget
checking, but you still want the budget checking to occur at account level, leave
this box blank.
If you do not want budget checking for transactions with this analysis code, enter
N-No.
Although the budget for this analysis code may be used up, if there is any budget
left at account level, you might want to allow a transaction with this analysis code
to use up that budget, as long as the overspend is less than the remaining account
budget. If so, enter C-Combined. See the section Budget Check Definitions.
Budget Stop
Y blank
If you want to prevent any new purchase orders being entered in PE=Purchase
Order Entry or PI=Purchase Import for this analysis code, enter Y-Yes.
If you want budgets for all postings using this analysis code to be open, leave this
box blank.
OVERVIEW
Analysis definitions (or categories) and analysis codes provide the means to perform
powerful analysis within SunSystems. See the section Analysing Information in
the SunAccount Appreciation Guide.
There are three types of analysis definition relevant to SunAccount: account
analysis, transaction analysis and fixed asset analysis. SunBusiness uses other
analysis definitions which are described in the SunBusiness manuals.
Use NL=Analysis Category Lengths to set the length of analysis categories, and
ND=Analysis Definitions to define analysis categories and subcategories. Within
each category you can have any number of analysis codes. See the section Analysis
Codes.
Subcategories
Each analysis code may be up to fifteen characters long, depending on the length
defined in NL=Analysis Category Lengths. Using subcategories, you can isolate
individual characters with an analysis code for reporting purposes. This is best
explained using an example. Set up T3 analysis category as product type and then
set up product type analysis codes A10, A20, A30, A50, B10, B30, B40, C10, and
C50, where the first character represents the material from which the product is
made, and characters two and three represent the product size. On a report, you
may want to group together different product types which use the same material,
and on another report you might want to group different product types of the
same size. This is done as follows:
• Use ND=Analysis Definitions to create an analysis subcategory that specifies
which portion of the code is to be ignored. Subcategory A mask would have
asterisks over characters 2-5 ( ****) because only the first character is important.
Subcategory B mask would have asterisks over characters 1, 4 and 5 (* **).
• Use NC=Analysis Codes to create the subcodes for materials A, B and C and
for sizes *10, *20, *30, and so on. When you create subcodes, you should
place asterisks to the left of the code to indicate the characters to be ignored.
You should not, however, place trailing asterisks to the right of the code.
• Refer to the subcategory in the relevant NL=Analysis Layouts or SL=Statement
Layouts.
• When you run the report using FA=Financial Analysis or FS=Financial
Statements, you enter the subcode ranges. During JE=Journal Entry, you
must always use full analysis codes.
7 ENTRIES
Analysis Category
2 characters
To define account analysis categories enter A0, A1, A2, A3, A4, A5, A6, A7, A8
or A9. To define transaction analysis categories enter T0, T1, T2, T3, T4, T5,
T6, T7, T8 or T9. To define fixed asset analysis categories enter F0, F1, F2, F3,
F4, F5, F6, F7, F8 or F9.
This box is also used to define analysis subcategories for AC-Account Codes,
AS-Asset Codes, and CV-Conversion Codes (Conversion Module) to enable
financial reporting on a part of their codes. Enter AC, AS or CV in this box and a
subcategory code in the next box.
SunBusiness uses other analysis categories: I0-I9, M0-M9 and C0-C9. You can
define the analysis categories for these items in SunAccount.
Subcategory
1 character
Leave this blank if there is no subcategory. Otherwise, enter any character from
A-Z to distinguish the particular subcategory. This is used by SL=Statement
Layouts and NL=Analysis Layouts.
Analysis Heading
maximum 20 characters
SunAccount displays this description on the screen and on reports. It should be
entered in upper and lower case letters to match other SunAccount headings.
If you are defining a subcategory, then this description will be associated with it.
Subcategory Mask
2/15 characters
If the Subcategory box has been left blank, then you are not required to enter
anything in this box. Otherwise you use this box to indicate which parts of the
analysis code should be ignored. Enter ‘*’ asterisks in the parts of the analysis
code to be ignored. See the example given earlier.
Amend Codes
Y/blank
This box is used for transaction analysis T-Codes only. Enter Y-Yes if you want to
allow this code to be amended in AA=Account Allocation. Leave it blank if
amendment after posting is not allowed. If you have the Rough Book box in
LD=Ledger Definition set to 1, you cannot amend T-Codes after they have been
hard posted by DB=Day Book Listing or PT=Print Tax Listing.
F Note: If you are required to produce certain mandatory tax reports, you can
use T-Code analysis to identify various types of transaction. See the sections
Formatted Layouts and Print Formatted Accounts.
See also:
& Actions
Analysis Category Lengths
Analysis Codes
OVERVIEW
Financial analysis is a transaction based report writer fulfilling internal month end
reporting requirements. Several examples are shown the SunAccount Appreciation
Guide. See also the section Reporting in SunAccount in the SunAccount
Appreciation Guide. The following stages are involved in producing an analysis
layout report:
• Decide what information is required on the report and the order in which it will
be presented.
• Design the report using NL=Analysis Layouts. Specify what figures are to be
reported on which account range to include, and the order in which the data
will be presented.
Columns
A report can have up to twelve columns. See the section Column Headings. You
can use either predefined columns, for example This Period Actual, This Period
Budget, This Period Budget Variance, Year-to-date Actual, or you can define
columns that have been calculated from values in other columns.
Conversion Module
In the Conversion Module, a column may be shown either in base amount or in
other amount (that is, the ‘foreign’ currency amount). By using This Period
columns (column codes Px) or This Year columns (column codes Yx), you can
report on the movement in foreign currency within the period or year-to-date
respectively. By using Balance columns (column codes Bx), you can report on
the balance outstanding, i.e. the exposure in each currency.
You can also specify which of the six conversion rates you wish to use, and the
base amount will be recalculated using the chosen rate.
Consolidation
An analysis report can draw together data from more than one ledger or database.
The section Multiple Ledgers in SunAccount in the SunAccount Appreciation Guide
covers the different methods of consolidating data.
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial analysis reports are produced. The balance file is a summarised
ledger or budget file used for this purpose.
The balance file is selected only when it is appropriate to the report setup. The
ledger file is used in preference to the balance file under the following circumstances:
• A balance file has not been created for this ledger/budget file. If the report
uses actuals and budget files, then the balance file will be used wherever it
exists. See the section File Creation.
• A report includes items such as transaction reference, description and journal
number, which are not held on the balance file.
• Selection or level codes are entered which are not held on the balance file.
• If rough book is switched on and the Rough Transactions box is set to N-No.
The balance file does not differentiate between rough and permanent postings,
so where you wish to exclude rough transactions, the report cannot use the
balance file.
If your report uses the balance file, you are offered the option to update the
balance file on selection of Print Report or Store on Disk.
7 ENTRIES
Layout Code
maximum 5 characters
This code identifies the layout.
Printer Code
maximum 5 characters
If you want to set a specific printer for this analysis layout, enter its printer code.
You can define printer codes in PD=Printer Definitions. If you want to use the
default printer with this analysis layout, leave this box blank.
If you do choose a specific printer, SunSystems changes back to the default printer
once the layout has been printed.
Subcategory
1 character
You can select the subcategory code associated with a particular breakdown of the
above analysis category. Subcategories are explained in ND=Analysis Definitions.
You cannot use subcategories with AL-Allocation Markers, AM-Asset Marker,
JS-Journal Source, or JT-Journal Type.
Page Level
1/2/3/blank
Enter the level at which you would like printing to start on a new page. For
example, if department is at level 2 and you would like a new page for every
department, enter 2. Leave this blank if continuous printing is required.
Amount Format
D/I/T/M/blank
Select the format for printing amounts. If this box is left blank, amounts are
formatted as integers, without any decimal places. The formats available are:
Code Description
Report Transactions
Y/blank
If this box is Y-Yes then detail transactions are shown regardless of the setting of
the Line Zero Suppress box. Due dates are shown if they were entered manually.
If you do not wish to show individual transactions, leave this box blank.
If the Report Corrections box on the ledger definition is set to Y-Yes, then
Report Codes
Y/blank
If this box is set to Y-Yes then account codes or analysis codes are printed alongside
the description of the item, provided column A is left blank. If this box is left
blank then only descriptions are printed.
Held Journals
Y/blank
If this box is set to Y-Yes then you are informed at the printing stage if there are
held journals for this database.
Wide Columns
Y/blank
The number of columns that can be physically printed on a report depends on the
printer’s character width, number of characters printed per inch, and whether
standard or wide columns are chosen. When you print the report, if some amounts
are replaced by asterisks, it is because they are too large to fit into the regular
columns. To overcome this, enter Y-Yes in this box.
Printing with a normal column width of 11 characters, 12 columns occupy 186
characters. If printing with wide columns of 20 characters, ten columns occupy
254 characters. If fewer than 12 columns are required, then a proportionally
smaller width is used. A maximum of ten columns can be used with wide columns.
Consolidate
Y/blank
If this box is Y-Yes then SunAccount produces an FA=Financial Analysis report
which consolidates data from more than one ledger. See the section Financial
Analysis. Analysis categories and codes must be structured in the same way on
subsidiary ledgers if the consolidated report is to make sense.
It is important to remember that if the Conversion Module is used, the ledgers
being consolidated may be in different currencies.
If you are consolidating databases of different currencies, the rate used for
conversion is the rate in the Base Conversion Code box on ledger definition.
Format Description
The transfer file is produced at the same time as the SunSystems report file. It is
stored in the same directory or drive as your print files, which is specified on
DB=Database Definitions. The transfer file contains the detailed report lines but
does not show column headings, page headings, total lines, or individual
transactions.
When transfer format files are read into a spreadsheet package, they appear as
separate columns. Where the target package can accept textual descriptions in
addition to amounts, descriptions are also present on each line. They describe
each of the analysis levels printed on the report. On most formats, the descriptions
precede the amounts on the line. See the Platform Manual for details of file
naming conventions.
Rough Transactions
Y/R/blank
Leave this box blank if you do not use rough book processing, or want to exclude
rough transactions from your report. Enter Y-Yes to select all transactions, rough
and hard. Enter R-Rough to select rough transactions only.
See also:
& Actions
Column Headings
Database Definitions
Financial Analysis
Operator Permissions
OVERVIEW
F Tip: If you have been using a version of SunSystems prior to version 4.1,
you can use AM=Analysis Mapping to reorganise your analysis to take
advantage of the extended analysis codes added in versions 4.1 and 4.2.
7 ENTRIES
Database Code
3 characters
Enter the code of the database whose analysis you are reorganising.
Mapping Code
5 characters
Enter the code defined in MR=Analysis Mapping Rule Sets.
Ledger File
Y/blank
Enter Y-Yes to change the analysis codes held against transactions posted to the
ledger. Leave this blank if you do not want to amend the ledger file.
Budgets B-K
Y/blank
These boxes only appear if you have created budget files. A separate box is
displayed for each of the budget files, B to K, you have created, together with the
budget name. Enter Y-Yes to change the analysis codes held in each budget file.
Leave this blank if you do not want to amend the budget file(s).
Once you have specified which mapping code you wish to process, a warning
message appears. This displays any analysis category which has not been defined
as a target category in MR=Analysis Mapping Rule Sets.
Ensure that none of these categories is still required before continuing.
F Tip: If you want to retain the truncation and only keep the first six characters
of your new codes, use FB=File Backup/Restore on the reference file rather
than changing the database definition.
8 ACTION
Process
Choose Process to amend your analysis categories according to the rules defined
in MR=Analysis Mapping Rule Sets.
F Note: Before you choose Process you should ensure that there are no held
journals on your system. AM=Analysis Mapping does not check the journal
hold file.
See also:
& Actions
Analysis Mapping Rule Sets
OVERVIEW
MR=Analysis Mapping Rule Sets allows you to define a set of rules for use with
AM=Analysis Mapping. You use a mapping code to group the codes and characters
you want to change. For each mapping code you can define several source
categories and rule numbers. The rules, in the mapping code you select in
AM=Analysis Mapping, are processed together.
Mapping Code
maximum 5 characters
This code identifies a specific set of parameters.
Each mapping code is associated with a source category, for example T7. You can
define one mapping code for all of your sources, i.e. each of your T and A categories.
You can also define one mapping code with several rule numbers within each
source category to form a series of mappings. This allows you to perform several
steps on the same source category.
The Mapping Code is entered in AM=Analysis Mapping when you wish to run the
analysis mapping process.
Source Category
T0-T9/A0-A9/blank
Enter the analysis category of the codes you want to move. If you specify a
particular category, e.g. A2, as the source for another, but want to retain the
original codes within that category, you should define a further rule number with
that category, A2, as both the source and the target.
You can move any of your T-Codes or A-Codes, but you cannot combine the two
types of analysis. In other words, you are not permitted to specify a transaction
analysis category as a source for an account analysis category target.
Leave this box blank if you want to specify a constant character, or characters, to
be imposed.
Rule Number
1-15
Enter a number in the range 1 to 15. This allows you to define a series of moves
within this mapping code and source category.
Target: Category
T0-T9/A0-A9
Enter the analysis category to which you wish to map your changes. You can
move any of your T-Codes and A-Codes, but you cannot combine the two types of
analysis. In other words, you are not permitted to specify a transaction analysis
category as the source for an account analysis category target.
If you have defined several sources which are mapping to one target category, the
codes created in NC=Analysis Codes must satisfy one of the following requirements:
• Journals must have been posted with the same combination of analysis codes
as your sources.
• The same combination must have been assigned in CA=Chart of Accounts or
AA=Asset Analysis.
For example, if you specify a combination of T1 and T2 as your source for a new
T9 code, NC=Analysis Codes for T9 are only created for the posted combinations
of T1 and T2 codes. You may have other T1 and T2 codes defined, but unless
they appear together in journals in your ledger file, T9 codes are not created.
Note that codes you have set up in NC=Analysis Codes for masking purposes will
be lost.
If your target has only one source, all codes are created regardless of the postings.
See also:
& Actions
Analysis Mapping
OVERVIEW
Asset analysis is used in conjunction with the AR=Asset Records and AD=Asset
Diary. Whereas asset records specify which F0-F9 asset analysis categories are
held for the asset code itself, asset analysis allows you to specify which T0-T9
analysis codes are held for a particular asset code/asset subcode combination.
These T0-T9 analysis codes are shared with Ledger Accounting and could be
used for project numbers, suppliers, or installations and are used for financial
reporting.
When journals are entered for an asset in JE=Journal Entry, the asset analysis is
presented as the default analysis.
The transaction analysis codes are written to transactions generated during
CD=Calculate Depreciation.
7 ENTRIES
Asset Code
10 characters
Enter the asset code to identify the asset you are working with. The asset code can
contain alphabetic characters, numeric characters or symbols (for example -, /, ., :).
Asset Subcode
maximum 5 characters
Enter the asset subcode to be used in conjunction with this asset code to identify
this record. This box can be left blank if there is only one asset analysis record for
an asset.
Lookup Code
maximum 10 characters
Normally, you would use a shortened version of the asset name though you can
use any other code. It is used by the LOOKUP facility.
Description
maximum 30 characters
A description of this asset analysis record can be entered.
Factor
format 99999.99999
The factors entered for each subcode relating to a particular asset are used to
apportion depreciation calculated in CD=Calculate Depreciation. The depreciation
amount is split by analysis for each subcode.
It is important to note that unless a factor number is entered for an asset analysis
record, the analysis is not applied during CD=Calculate Depreciation.
See also:
& Actions
Asset Diary
Asset Records
Calculate Depreciation
An asset budget record holds static data about an asset, such as taxation, forecasting,
budgeting and insurance information. Like the asset record, it holds information
such as accumulated depreciation. It shows the description, analysis and status
from the asset record. The section Managing Your Fixed Assets in the SunAccount
Appreciation Guide suggests how budget records may be used.
Asset budget records are optional and may be created for budget codes B to K
corresponding to the budget facility in Ledger Accounting. Budget data can be
reported alongside actual data on the financial reports FA=Financial Analysis and
FS=Financial Statements. You might have several budget registers, one for taxation
planning, one for forecasting, etc.
7 ENTRIES
See the section Asset Records. Only the boxes which differ from those described
in that section are described here.
Budget Code
B-K
Enter the budget code to identify the budget ledger you are working with.
Analysis Codes
F0-F9
Display only. These codes are taken from the asset record.
Asset Status
Display only. This is taken from the asset record.
See also:
& Actions
Asset Records
OVERVIEW
You may want to hold data about assets to supplement information recorded in
AR=Asset Records. An asset record can have any number of asset diary records
linked to it. Asset diary records are tied to an asset record by Asset Code. For
example, one diary record could hold details of the original asset as purchased,
while subsequent diary records could hold details of enhancements or part disposals.
The original asset record is unaffected by the addition of new diary records.
Asset diary records are used for information only. You can leave all boxes, apart
from the Asset Code box, blank. The details on the asset diary record can be
displayed and reported on reference reports. If you set the Print Diary Details box
in AG=Asset Register toY-Yes, asset diary records are reported in addition to asset
record details.
The section Managing Your Assets in the SunAccount Appreciation Guide explains
more about asset diary records.
Asset Code
10 characters
Enter a code to identify an asset. See the section Asset Records for information
about maintaining asset records.
Lookup Code
maximum 10 characters
Normally, you would use a shortened version of the asset name though you can
use any other code. This is used by LOOKUP.
Description
4 lines, maximum 30 characters each
If you want to describe this asset diary record, use these boxes. The description
you enter will appear on the AG=Asset Register report.
Serial Number
maximum 30 characters
This box is used to record any serial numbers relating to enhancement or disposal.
Purchase Date
date format
Enter a purchase date, or other relevant date information.
Purchase Price
maximum 15 digits inclusive of 0, 1, 2, or 3 decimal places
Enter a purchase price, or other relevant value information.
Commission Date
date format
Enter a commission date, or other relevant date information.
Insure Description
maximum 15 characters
Enter a description relating to the insurance.
Decommission Date
date format
Enter a decommission date, or other relevant date information.
Disposal Date
date format
Enter a disposal date, or other relevant date information.
Disposal Price
maximum 15 digits inclusive of 0, 1, 2, or 3 decimal places
Enter a disposal price, or other relevant value information.
Disposal Reference
maximum 15 characters
Enter a disposal reference.
Maintenance Frequency
maximum 5 characters
Enter a maintenance frequency.
Maintenance Description
maximum 15 characters
Enter maintenance information.
See also:
& Actions
Asset Records
Asset Register
OVERVIEW
DI=Asset Disposal can automate the procedures for disposing of a selected asset
or group of assets. You can use this function to:
• Report on assets which are marked for disposal
• Reverse transactions on an asset record so that the asset’s net value is zero
• Reverse transactions on an asset record and then remove the asset details.
There are two stages involved in disposal of an asset:
• Mark the asset to be disposed of. This can be done manually in the AR=Asset
Records function. Select the asset code you wish to mark for disposal, and
change the Asset Status to D-Dispose. Alternatively, use the MD=Mark for
Disposal option to mark an asset or range of assets for disposal.
F Note: If you are using overexpenditure checking you should note that
transactions are posted during DI=Asset Disposal even if budgets are
exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
Postings
Once processed, disposed assets have their asset disposed flag, on the AR=Asset
Records record, set to Y-Yes. Transactions are posted to the disposal period
specified on the asset record. The postings are as follows:
• Credit the balance sheet asset account with the gross value, including any
adjustments
• Debit the profit and loss account specified with the same amount
• Debit the balance sheet accumulated depreciation account with the accumulated
depreciation value
• Credit the profit and loss account specified on the screen with the same amount.
You can process assets three times through DI=Asset Disposal; once to report on
assets for disposal, secondly to post the disposal journal, and then subsequently to
remove transactions and delete the asset record.
7 ENTRIES
Analysis Category
F0-F9/blank
You can select assets for disposal according to their asset analysis category. Leave
this blank to select all analysis categories.
Code From/To
maximum 5 characters
Use these boxes to restrict your choice to selected F-Codes within the asset analysis
category you have selected. Leave this blank to select all F-Codes.
Post Transactions
Y/N/R
The default for this box is N-No, which indicates that transactions are not to be
posted. A preliminary report outlining details of proposed disposals is printed.
Enter Y-Yes if you wish to post and optionally remove asset details.
If the Rough Book box in RG=Register Definition is set to 2, you can enter
R-Rough in this box to post the transactions as rough.
See also:
& Actions
Asset Records
Mark for Disposal
OVERVIEW
The AQ=Asset Inquiry function displays screens of information for a given asset
code. Asset inquiry presents you with three main screens:
• The Selection Page allows you to determine which asset record details to
display. It also enables you to narrow down the selection of transactions relating
to an asset by choosing a range of periods, journal types, asset subcodes, etc.
• The Transaction Pages display details of the extracted transactions.
• The Summary Page displays depreciation for the current and previous years.
It also displays the gross value, depreciation value and net book value. This
section on asset inquiry is consequently divided into three subsections.
SELECTION PAGE
Include Allocated
Y/N/Allocation Marker/hyphen/blank
If this box is Y-Yes, then allocated transactions are selected. If it is set to N-No,
they are excluded. Transactions marked as:
F-Force
W-Withheld
B-Brought-Forward
0-9-Numeric Allocation Marker
are treated as unallocated.
You can also specify an allocation marker to extract only transactions with this
marker.
8 ACTIONS
The following action bar selections are offered on the Selection Page.
Start Asset
Choose Start to select another asset code.
Next Asset
Choose Next Asset to select the next asset in the asset code sequence. This works
only if an asset code is currently displayed in the Asset Code box.
Extract
Choose Extract to extract transactions meeting the criteria specified on the selection
screen. Once the relevant transactions are selected, the Transaction Page is
displayed.
Amend
When you first select an asset code in asset inquiry, the default selection criteria is
assumed.
You must choose Amend to gain access to the selection page options.
However, once you have made these selections, they are retained until you amend
them, or exit from AQ=Asset Inquiry.
The transaction pages list transaction details for the selected account. Up to 14
transactions are displayed on each page. The left side of the screen always remains
the same, showing the date, reference, amount and allocation marker.
The display on the right side of the screen can be changed to display the transaction
descriptions, asset details, analysis, conversion details, etc.
8 ACTIONS
Start
Select Start to return to the selection page and select another account.
Next
Choose Next to display the next transaction page.
Back
Choose Back to display the previous transaction page.
Last
The Last action displays the last transaction page.
Overlay4
On the transaction page, the left side of the screen always remains the same, showing
the date, reference, amount and allocation marker. However, using the Overlay
action, you can display different transaction details on the right side of the screen.
On choosing the Overlay action, the following options are offered:
Analysis 0-9
The Analysis overlay displays the analysis categories and the codes entered on
each transaction. The display columns begin with the T-Code you select, e.g. T3
followed by T4, T5, and so on until the screen is full.
Conversion
The Conversion overlay displays the conversion code and other amount for each
transaction displayed.
Description
The Description overlay shows the accounting period and description.
Journal
The Journal overlay displays the journal type, number, line number, journal source
and entry period.
Allocation
The Allocation overlay shows the allocation reference, date and period for allocated
transactions.
Asset Details
The Asset Details overlay displays the account code to which the asset details are
posted, the asset subcode, and the asset marker (V/I/D).
Find4
The Find option allows you to search for a transaction by transaction date, period,
or reference. You can also display a specific page number automatically.
Transaction Date
Enter the transaction date in the format dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/
dd, of the transaction you wish to find. Enter T to choose today’s date. The
selected transactions are scanned, starting at the current page. The first transaction
found to match this date is marked with an ‘*’ asterisk.
Press ENTER to move to the next matching transaction.
SP Summary Page
Choose this action if you wish to access the summary page. See below for details
of the Summary Page.
SUMMARY PAGE
The summary page shows the depreciation values for the previous and current
year. The gross value, depreciation value and net book value are also displayed.
8 ACTIONS
Start
Choose Start to return to the selection page and enter another asset code.
Next
This option is described under the Transaction Page.
Last
Choose Last to move to the final transaction page. Up to 14 transactions are
displayed on a transaction screen, therefore asset transactions may be spread over
a number of screens.
Sequence4
This option is described under the Transaction Page.
Report
Select Report and a window appears for you to enter the report format you require.
The standard report listing format is AAL1.
You can Print Report or Store on Disk an asset listing for the current asset. Only
transactions meeting the criteria defined on the selection page are included on the
report.
You can Print Report or Store on Disk, an asset listing for the current asset code.
Only transactions meeting the criteria defined on the selection screen are included
on the report. You cannot, however, produce reports that match the transaction
date criteria defined on the selection screen.
Overlay4
Conversion Module. The Overlay action allows you to toggle the screen display
between the base and other currency details:
Conversion
Conversion Module. If the period overlay is displayed, choose the Conversion
action to display the conversion depreciation summary page shown.
Find4
This option is described under the Transaction Page heading.
TP Transaction Page
This action returns you to the first transaction page.
See also:
& Actions
Account Inquiry
Asset Listing
OVERVIEW
This report shows asset transactions sequenced by asset code. You can select a
range of asset codes, analysis codes and the periods for which transactions are to
be listed.
For each asset, the report shows the balance for the asset for periods before the
start of the range. The transactions within the range are then listed, sequenced by
accounting period. Within each period the transactions are sequenced by journal
line number within journal number within transaction date.
Finally, the report prints the asset balance at the end of the period range.
Transactions present on the ledger for periods after the range are not included.
In addition to the transaction details shown on an account listing, asset information,
such as the V/D/I marker, is shown.
Conversion Module
If the Conversion Module is in use, AL=Asset Listing prints a second line to
show conversion code, other amount, and conversion rate on relevant transactions,
as part of the audit trail.
7 ENTRIES
Format Code
maximum 5 characters
Enter the code of the report format you want to use for this asset listing report.
See the section Report Definition for further information about report formats.
Analysis Category
F0-F9/blank
You can restrict the assets included in your listing to a specified asset analysis
category. Leave this blank to select all asset analysis categories.
Code From/To
maximum 15 characters/blank
Use these boxes to restrict the assets to selected F-Codes within your specified
analysis category. Leave this blank to select all F-Codes.
See also:
& Actions
Account Listing
Report Definition
An asset record holds static data about each asset. It also displays the gross value,
net value and accumulated depreciation. With the Conversion Module, these
values can be held for other amount as well as base amount. Asset records are
created for each asset and are identified by an asset code. They are used in
conjunction with asset diary records, asset analysis records, and asset budget records.
Asset Codes
Choosing and structuring your asset codes is important. There are many functions
within the Fixed Asset Register which allow you to choose a range of asset codes.
You may also choose to have a certain type of asset beginning with a specific code
or character. For example, you might decide that all vehicles should begin with
the characters VEH. The sections Planning Your Implementation and Managing
Your Fixed Assets in the SunAccount Appreciation Guide cover this topic.
Analysis Codes
You can record F0-F9 analysis codes against an asset code on the asset record and
T0-T9 analysis codes against an asset subcode on the asset analysis record. You
can also create analysis masks. See the section Analysis Codes.
Depreciation
This is described with the function CD=Calculate Depreciation. See the section
Calculate Depreciation.
7 ENTRIES
Asset Code
10 characters
Enter the asset code identifying the asset. This can contain alphabetic characters,
numeric characters or symbols (for example - / . :). The asset code is always in
upper case.
Asset Name
maximum 25 characters
Enter an asset name. This box cannot be left blank.
Lookup Code
maximum 10 characters
Normally, you would use a shortened version of the asset name though you can
use any code. This is used by the LOOKUP facility.
Asset Status
S/D/blank
Enter S-Suspend in this box if you no longer wish to use the asset. Whenever the
asset code is used in JE=Journal Entry, JI=Journal Import, or AS=Asset Status,
you are warned that the asset has been suspended. DI=Asset Disposal and
CD=Calculate Depreciation both ignore suspended assets.
Disposal Period
format ppp/yyyy
If an asset has been selected for disposal, you can enter the period to which disposal
transactions will be posted in DI=Asset Disposal. Assets are marked for disposal
earlier in the Asset Status box, or using the MD=Mark for Disposal option. You
can leave the disposal period blank, in which case DI=Asset Disposal updates it
when disposing of an asset.
BS Depreciation Account
maximum 10 characters
This is the balance sheet account to which depreciation transactions are to be
posted. If this is left blank, then the default account entered in CD=Calculate
Depreciation is used.
Asset Disposed
Y/blank
Display only. Once the asset is disposed of by means of DI=Asset Disposal, this
box is set to Y-Yes.
Transactions Present
Y/blank
Display only. This indicates whether transactions exist for this asset record. It
must be blank before you can delete an asset record. Use PC=Period Cleardown
to reset this flag.
Gross Value
maximum 18 digits
Display only. This value reflects the original value of the asset plus any additions,
revaluations, or disposals, i.e. all transactions with asset marker I or V. The value
displayed reflects changes made by JE=Journal Entry, JI=Journal Import or DI=Asset
Disposal.
Accumulated Depreciation
maximum 18 digits
Display only. The value displayed is the total depreciation posted to this account.
It reflects changes made by CD=Calculate Depreciation, JE=Journal Entry,
JI=Journal Import or DI=Asset Disposal, i.e. all transactions with an asset marker
of D-Depreciation.
Net Value
maximum 18 digits
Display only. This value is the gross value less accumulated depreciation and thus
reflects changes made by CD=Calculate Depreciation, JE=Journal Entry, JI=Journal
Import or DI=Asset Disposal.
Depreciation Percent
format nn.nnn
This percentage is used by the B-Declining Balance method of depreciation and,
optionally, S-Straight Line. See the section Calculate Depreciation. For straight
line depreciation, enter the end period or a depreciation percentage, but not both.
Column
maximum 2 characters
A column number as defined on DT=Depreciation Tables.
See also:
& Actions
Asset Budget Records
Asset Diary
Calculate Depreciation
Journal Entry, subsection Asset Register
OVERVIEW
This report shows information for one or more asset records, including asset
analysis information, with each optionally followed by the relevant asset diary
records.
You can select a range of asset codes, a range of analysis codes, and the periods for
which asset details are to be listed.
The report shows asset values, i.e. gross value, depreciation value and net value,
for each asset code and for each asset subcode present for that asset.
Format Code
maximum 5 characters
Enter the code of the report format you want to use for this asset register report.
See the section Report Definition for further information about report formats.
Analysis Category
F0-F9/blank
You can restrict the selection of assets by analysis category. Leave this blank to
select all analysis categories or use the default of ALL. Otherwise enter the
analysis category to be used as the basis for selection of analysis codes in the
following boxes.
Code From/To
maximum 15 characters/blank
Use these boxes to restrict the inclusion of assets to selected F-Codes within a
selected asset analysis category. Leave this blank to select all F-Codes.
See also:
& Actions
Asset Listing
Report Definition
OVERVIEW
Conversion Module
Where relevant, a second line is printed to show currency information.
7 ENTRIES
Format Code
maximum 5 characters
Enter the code of the report format you want to use for this asset status report.
See the section Report Definition for further information about report formats.
Analysis Category
F0-F9/blank
You can enter an analysis category to form the basis of your asset selection. Leave
this blank to select all analysis categories.
Code From/To
maximum 15 characters/blank
Use these boxes to restrict your report to selected F-Codes within your specified
analysis category. Leave this blank to select all F-Codes.
Accounting Period
format ppp/yyyy
This box is used to evaluate the status of an asset from the start of the asset’s life
to a particular period. Leave this blank if you want transaction details printed
from the start of the asset’s life up to the current period.
See also:
& Actions
Asset Listing
Report Definition
OVERVIEW
Function Names
Enter Y-Yes against the reference record types for which you require an audit
trail.
See also:
& Actions
OVERVIEW
This function allows you to rebuild your balance file. There are two reasons for
rebuilding your balance file(s):
• When you have run several balance file updates, the physical structure of the
file on your disk can become disorganised or fragmented. This slows down
the speed of access to the file, and makes reporting less efficient. Rebuilding
your balance file reorganises the structure.
• You can roll forward previous years’ data as a brought forward balance. This
has a similar effect to the Year Cleardown action in PC=Period Cleardown.
You can specify a year prior to your current year, known as ‘last year’, into
which all previous values are accumulated. This also results in more efficient
reporting.
7 ENTRIES
See also:
& Actions
Balance File Update
File Creation
Period Cleardown
OVERVIEW
By summarising transactions from the ledger file you can improve the speed with
which financial reports and the TB=Trial Balance report are produced. The balance
file is a summarised ledger or budget file used for this purpose.
The balance file holds data summarised by:
• Account code
• Debit and Credit
• Analysis code
• Conversion code, and
• Period
8 ACTIONS
When you select Process, the ledger file is read and postings made since the last
update are consolidated and added to the balance file.
See also:
& Actions
File Creation
Balance File Rebuild
OVERVIEW
F Note: To create details of your own company bank account, enter the payment
account code used in the Default Payment Account Code box in
GP=Generate Payments.
7 ENTRIES
Account Code
maximum 10 characters
Enter the account code of the debtor, creditor, or client account within SunAccount
for which bank details are to be defined. The account code must exist on the chart
of accounts.
Bank Subcode
maximum 5 characters
Enter the code you use for this bank account. You can use several bank accounts
for each debtor, creditor, or client account. This enables you to define any number
of banks from which you can draw funds, or into which you can deposit funds,
when settlement is by bank transfer.
Bank Name
maximum 25 characters
Enter the name of the bank which holds the account.
Bank Branch
maximum 25 characters
Enter the name of the branch where the account is held.
Lookup Code
maximum 10 characters
You can enter a lookup code to help find this record more easily. This entry is
optional.
Transaction Reference
maximum 18 characters
If you wish to use a specific reference for payments to this account holder, enter
it here. If this box is left blank, the default GP=Generate Payments reference is
used instead.
Comments
maximum 15 characters
Enter any text relevant to the bank details.
Address Code
maximum 10 characters
This identifies the bank address which should be defined in NA=Names & Addresses.
See also:
& Actions
Chart of Accounts
Generate Debits
Generate Payments
Payment Profiles
OVERVIEW
This function enables you to create a set of budget and overexpenditure checking
parameters. You can create a budget or overexpenditure check definition to link a
single account or group of accounts, in the actual ledger, to the budget or
commitment check account and analysis codes you want to use for budget or
commitment checking, in a budget or commitment ledger.
If you are using budget checking, when you enter a transaction, budget checking
is attempted against a budget check definition for a specific account. If a budget
check definition for a specific account is not found, budget checking is attempted
against a budget check definition created for a range of accounts containing the
relevant account. You can therefore create budget check definitions to exclude
particular accounts from a budget check definition created for a range of accounts.
F Note: You should create budget check definitions when you set up
SunSystems. Once you have created budget check definitions you should
avoid amending them, particularly in mid-year. If you do change the budget
check definitions once you have started to use budget control checking,
none of the checks made with the old definitions are updated to reflect the
changes.
7 ENTRIES
F Note: You must not create a budget check definition with a range which
overlaps that of another budget check definition. You can, however, create
a budget check definition with a range that falls within another budget
check definition. For example, creating ranges of 1 to 99 and 70 to 79 is
allowed, while creating ranges of 1 to 99 and 70 to 109 is not.
F Note: If you are using a control account, you must also have an entry in the
Budget Check Account box for this account.
If you want the account or range of accounts entered in the Account Code From/
To boxes to be excluded from budget checking, enter a ‘-’ hyphen.
If you want each account entered in the Account Code From/To boxes to be used
for budget checking, leave this box blank.
To invoke budget checking, post a budget amount to the primary budget ledger
defined in DB=Database Definitions. To invoke commitment checking, post a
commitment amount to the commitment ledger, which is also defined in
DB=Database Definitions. Any postings to the actual ledger are measured against
these amounts. You are warned if the budget or commitment is exceeded.
Budget Type
M/S
If this budget is for a financial year, enter S-Single Year. If this budget is not for
a financial year, for example, if it is for a project, or for more than one financial
year, enter M-Multi Year.
For example, if you set up a budget where project related costs are budgeted in
one account and overheads in another, you can set the project budget to M-Multi
Year to control travelling costs over the life of the project, and the overhead
budget to S-Single Year, and control the travelling expenses of administrative
staff on an annual basis.
The setting in this box is used during PC=Period Cleardown, to determine how
budget and actual balances are reset. The setting is also reflected in the balances
shown in TQ=Commitment Inquiry. If the budget type is S-Single, the current
year budget is shown; if the budget type is M-Multi-year, the cumulative budget is
shown.
See also:
& Actions
Analysis Codes
Chart of Accounts
Journal Import
Period Cleardown
OVERVIEW
Budget Code
B-K
Enter a character to identify the budget ledger you want to maintain.
Budget Name
maximum 15 characters
This name is displayed on the screen and on reports as the name of the budget
ledger. For consistency, use upper case only. For example, FORECASTS.
Rough Book
blank/0/1/2
Use this box to turn the rough book facility on/off. The rough book facility
allows you to keep transactions in a ledger, amend them and report on them,
before they are posted as hard transactions.
If you want to use the rough book enter 1. This means that all postings from
JE=Journal Entry go directly to the rough book. Rough book transactions can
only be posted to the actual ledger by running DB=Daybook Listing reports.
If you want the option to post the transactions as rough or hard enter 2. See the
section A Guide to Italian Accounting in the SunAccount Appreciation Guide for
further information on rough book processing.
If you do not require rough book processing enter 0 or leave this box blank.
See also:
& Actions
Ledger Definition
Operator Permissions
OVERVIEW
This function calculates and posts depreciation for a range of asset codes for
periods between the last time depreciation was calculated and the selected period.
The section Managing Your Fixed Assets in the SunAccount Appreciation Guide
explains how this function should be used.
The asset record holds the following depreciation information:
• The depreciation method (explained later).
• The gross value of the asset (calculated from transactions).
• The accumulated depreciation (calculated from transactions).
• The net value of the asset (the difference between the two preceding values).
• The final value of the asset which can either be deducted before depreciation
is calculated, or can be a value below which depreciation is not calculated.
F Note: If you are using overexpenditure checking, you should note that
transactions are posted during CD=Calculate Depreciation even if budgets
are exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
Exception Conditions
You cannot post depreciation to an asset which has the status D-Disposal or S-
Suspend.
The final value is a value below which depreciation is not calculated. It can either
be deducted before depreciation is calculated, so that it is always excluded from
depreciation calculations, or depreciation can be calculated on the gross amount,
until the net value reaches the final value. In the final depreciation calculation,
only the difference between the net value and the final value is generated.
It is important to note that the net value may be less than the final value if
depreciation is posted manually or if the gross value is reduced by posting a
disposal. Such exception conditions are shown on the AS=Asset Status report.
Depreciation
The following abbreviations are used in defining the calculations involved in the
various methods of depreciation:
S-Straight Line
Assets are allowed a life of up to 100,000 years. When start and end periods have
been specified, PD=(Rval ÷ Rlife) x Spread Ratio for this month. When an end
period is not specified but a percentage is given, then the percentage is used to
calculate an end period. The same formula is applied.
S-Sum Of Digits
PD=(Rval * Rlife) ÷ Slife.
B-Declining Balance
PD=Rval * Dp% ÷ Periods per year.
M-Manual
Period depreciation is posted manually.
T-Table
Depreciation is posted according to DT=Depreciation Tables.
J-Japanese
PD=Erv/Erl
Uses the same calculation as S-Straight Line for its normal life and PD=Erv/Erl
for its extended life.
Conversion Module
Depreciation is calculated for both base and, if present, other currency. It is based
on the depreciation method recorded on the asset record and the total gross value
and depreciation accumulated from asset journals present on the ledger.
Analysis Category
F0-F9/blank
Enter the analysis category to be used to select assets or leave this blank to select
all analysis categories.
Code From/To
maximum 15 characters/blank
Use these boxes to restrict the F-Codes you have selected within an analysis category.
Leave this blank to select all F-Codes
Depreciation Period
format ppp/yyyy
Depreciation is calculated for periods between the last period for depreciation and
the period selected here. The default is for depreciation to be calculated up to the
current period. Otherwise, enter the period up to which depreciation is to be
calculated.
Post Depreciation
Y/N/R
If you wish simply to report on depreciation calculations without posting them,
enter N-No. Enter Y-Yes if you want the calculated depreciation to be posted.
If the Rough Book box in RG=Register Definition is set to 1 or 2, you can enter
R-Rough in this box to post the transactions as rough. A depreciation report is
also produced if Y-Yes or R-Rough is selected.
Posting Period
S/H
Enter S-Single if you want the calculated depreciation posted to the period specified
on the screen. Enter H-Historic if you want the calculated depreciation posted to
the period to which it relates.
Suppress Transactions
Y/N
Enter Y-Yes if you only wish to print transactions generated during this run.
Enter N-No if all transactions are to be printed, including old depreciation and
value transactions.
7 ENTRIES
Consolidate
Y/blank
Enter Y-Yes to consolidate postings generated for the specified range of asset
codes. Leave this blank to avoid consolidation.
Consolidate
Y/blank
Enter Y-Yes to consolidate transactions with the specified range of analysis codes.
Leave this blank to avoid consolidation by an analysis category.
See also:
& Actions
Asset Analysis
Asset Records
Spread Ratios
→Setup Menu→
→Maintenance→
CO=Corporate Allocations→ →CR=Calendar Definitions
OVERVIEW
7 ENTRIES
Month
format mm/yyyy
Enter the month to which this calendar applies.
Exclude Day
Y/blank
Enter Y-Yes to exclude this date from the calculation of average balances, for
example weekends.
Period Start
1-999/blank
Enter the number of the period that starts on this date; or leave this box blank.
See also:
& Actions
Allocation Sources
Generate Allocations
→Procedures→
LA=Ledger Accounting→ →TA=Cash Accounting Tax Allocation
OVERVIEW
Tax legislation in a number of countries allows for tax to become payable on the
receipt date, rather than the invoice date. A notional tax liability is calculated on
the invoice and is posted to a notional tax account. When a receipt is recorded for
the invoice, the notional tax amount is posted to the actual tax account, when it
becomes due.
TA=Cash Accounting Tax Allocation allows you to identify transactions for a
range of customers. It selects the allocated invoices and receipts within the range,
and moves the tax amount from the notional account to the actual account.
You can specify a range of gross accounts, and enter the notional or original tax
suspense account code(s) used. This function allocates the credit value on the tax
suspense account and posts an allocated balancing debit to the same account. This
effectively cancels the original tax posting. A balancing credit is then generated
and posted to the actual tax account specified on this screen.
F Note: If you are using overexpenditure checking you should note that
transactions are posted during TA=Cash Accounting Tax Allocation even if
budgets are exceeded. Use TQ=Commitment Inquiry to check on
overexpenditure.
7 ENTRIES
See also:
& Account Allocation
Transaction Matching
OVERVIEW
For each actual ledger/register, you can have up to ten budget ledgers/registers.
These budget ledgers/registers are identified by the letters B through K and can be
used to hold data for budget figures. See the section Budgets in the SunAccount
Appreciation Guide.
Use CB=Change Budgets to switch between actual and budget ledgers/registers,
and vice versa. In a budget ledger you can use all functions in Ledger Accounting,
except GP=Generate Payments, GD=Generate Debits and PR=Print Remittances.
You can use all functions in the Fixed Asset Register in a budget register.
In the budget ledger you can use all functions in Corporate Allocations.
Budget ledgers/registers are created using FC=File Creation. See the section File
Creation.
Actual/Budget
A-K
To switch to the actual results, enter A-Actual. To switch to a budget, enter the
letter corresponding to the required budget ledger (B-K). The budget ledger
name, which is defined in BD=Budget Definitions, is displayed.
See also:
& Actions
Budget Definitions
File Creation
OVERVIEW
See also:
& Actions
Database Definitions
File Creation
OVERVIEW
Default Printer
Printer details are defined using PD=Printer Definitions and CS=Control Sequence
Definitions. The main system printer is defined as the default printer in PD=Printer
Definitions. The default printer has a printer code of blank.
Other printer definitions can then be selected using CP=Change Printer. Although
presented as an option in SunSystems, change printer can be selected from any
screen.
You can create several printer definitions that direct their output to the same
device, normally a port. These definitions might have different printer control
codes, or paper length.
7 ENTRIES
When you select CP=Change Printer, a box appears on the screen for the new
printer code. The current printer code and name are also displayed.
Enter the new printer code, or use QUERY to display a list of available printer
codes.
All reports, listings and documents are sent to the printer you have selected unless
you specify in your report definition that another printer is to be used.
If you change the details of a printer definition, you must select CP=Change
Printer, and re-select that printer code for the changes to take effect.
RD=Report Definition, FA=Financial Analysis, FS=Financial Statements and
FT=Financial Tables allow you to select a printer code for a specific document
run, for example cheques, remittances, etc. Once the print run is complete, the
original printer code is re-selected.
See also:
& Actions
Control Sequence Definitions
Printer Definitions
OVERVIEW
Terminal Code
maximum 5 characters
Enter the terminal code for the terminal definition you wish to select. Enter a
space and press ENTER to select the default terminal. You can use QUERY to display
a list of existing codes.
See also:
& Actions
Terminal Definitions
Operator Definitions
SunAccount uses a combined ledger; you do not require a separate ledger for
sales/receivables, purchases/payables and nominal ledger postings. The combined
ledgers, or database, consists of a chart of accounts record for each account. See
the section Overview of SunAccount in the SunAccount Appreciation Guide. Each
account belongs to one of six account types:
• Balance sheet accounts record details of assets and liabilities
• Profit and loss accounts record details of income and expenditure
• Debtor/receivables, creditor/payables, and client accounts record information
about payables and receivables
• Memo accounts hold details that do not affect the trial balance.
Client Accounts
Client accounts are used where you are purchasing from, and selling to, the same
account, so they do not fit into the category of either debtor or creditor. One
month you might need to print a remittance or cheque, whereas the next month
you just need a statement to be printed for the same account.
Throughout this manual, reference to a debtor/receivables account indicates a
debtor account or a client account with a debit balance, while reference to a
creditor/payables account indicates a creditor account or a client account with a
credit balance.
Memo Accounts
Memo accounts are used for non financial data that does not appear on the balance
sheet, or for summary or any other accounts which do not form part of the trial
balance. For example:
• Recording inventory quantities/values, using conversion tables to revalue
inventory
• Keeping a diary of repayments due on loans
• Recording personnel information for inclusion in reports
Addresses
On the chart of accounts record there is an address code which points to the
NA=Names & Addresses record. This holds the postal name and address for
debtors, creditors and clients. Several chart of accounts records can use the same
address code. The name and address information can be printed on statements
and remittance advice documents.
7 ENTRIES
Account Code
maximum 10 characters
Enter a code to identify the account in your chart of accounts. The account code
can contain alphabetic characters, numeric characters or symbols (for example - /
. :). Note that upper case and lower case letters generate different account codes,
so Bae is different to BAE. You are advised to restrict all codes to upper case
only. Remember that accounts beginning with a numeric will be sequenced before
alphabetic codes. See the section Planning Your Implementation in the SunAccount
Appreciation Guide.
Account Name
maximum 30 characters
An account name is mandatory. Since several debtor, creditor, and client accounts
can have the same name and address record, the account name on each account
record should be different to identify them.
The account name need not form part of the address details to be printed on
statements and remittances, and therefore it can contain any descriptive comment
you wish.
Account Type
D/C/T/P/B/M
D-Debtor identifies customer or receivables accounts.
C-Creditor identifies vendor or supplier accounts.
T-Client identifies accounts whose balance may be either debit or credit, as described
earlier in this section. If the account balance is debit then a statement may be
required, whereas if the account balance is credit, GP=Generate Payments can be
used to settle the account.
P-Profit & Loss identifies income and expenditure accounts, which are reported
on your profit and loss statement.
B-Balance Sheet identifies asset and liability accounts, which are reported on
your balance sheet statement.
M-Memo identifies memo accounts, as described earlier in this section. Once
entered, you cannot subsequently amend that account type.
Last Transaction
Display only. The transaction date of the last posting to the account is displayed.
F Note: Rough book processing can affect the last transaction date presented
here. If, in the LD=Ledger Definition, the Rough Book Processing box is
set to 1-Rough Book, then transactions can be entered, held, and subsequently
deleted. The last transaction date will retain the date of the last transaction
entered, even though it may have been deleted.
Enter T-Codes
Y/N/blank
This facility allows you to specify whether transaction analysis categories are to
be mandatory, optional or disallowed for this account. The selections are employed
during:
AA=Account Allocation
CD=Calculate Depreciation (Fixed Asset Register)
DI=Asset Disposal (Fixed Asset Register)
GA=Generate Allocations (Corporate Allocations)
Suppress Revaluation
Y/blank
Conversion Module. If this box is Y-Yes, then the account is not revalued during
LR=Ledger Revaluation, even if it is within the range of account codes requested.
Otherwise, leave this box blank.
Conversion Code
maximum 5 characters
Conversion Module. The code entered is the default conversion code for the
account. Whenever the account is used in a conversion journal, this code is displayed.
The code can be amended, even if the Conversion Code Control box is set to Y-
Yes. In JI=Journal Import, it is applied if a transfer file record does not contain a
valid conversion code.
Transactions Present
Display only. This box shows an entry of Y-Yes if transactions have been posted
to this account.
The remaining boxes only appear for D-Debtor, C-Creditor and T-Client accounts.
Address Code
maximum 10 characters
The address code identifies the NA=Names & Addresses record associated with
this account. It is often reasonable for the account code and the address code to be
the same. To duplicate the account code in the Address Code box, use the DUPLICATE
key.
The address code can be left blank, or added later.
Tax Code
maximum 20 characters
You can use this box to enter a tax code which can be printed on documents. This
is useful for the customer tax number on the European Sales Listing, or the
identification number for US tax report 1099. See the sections Formatted Layouts
and Print Formatted Accounts. Leave this blank if you do not require a tax code.
Direct Debit
Y/blank
Enter Y-Yes if you wish to settle an account using GD=Generate Debits. In other
words, if you determine the collection of receipts. This box applies to D-Debtor
and T-Client accounts only.
Leave this box blank if direct debit settlement is not required for this account.
Immediate Settlement
Y/blank
EnterY-Yes if you wish settlement to be generated as soon as the next GD=Generate
Debits run is undertaken. In other words, the due date on unsettled credits is
ignored.
Priority
1 character, alphanumeric
Priority is a means of grouping debtor/receivables, client, and creditor/payables
accounts together for whatever reason. You can enter a number or character to
represent the group to which an account belongs. Certain functions allow you to
select accounts by their priority number, such as GA=Aged Analysis Reports.
You could use a priority code to group creditor/payables accounts for inclusion in
a payment profile. For example, you could categorise accounts that are crucial to
the operation of the business, and those which are not.
Pay Method
C/B/S/blank
In PP=Payment Profiles you can select accounts to be settled by their pay method.
Enter C-Cheque Payment for accounts paid by cheque.
Enter S-Single Payments to print one-off cheques for each transaction on an
account. This allows you to identify a number of accounts as ‘miscellaneous’ or
‘one-off purchase’ accounts. GP=Generate Payments produces a separate remittance
and/or cheque for each transaction line using the transaction description as the
payee’s name.
Enter B-Bank Payment if an account is settled using the automatic bank payment
method. This option can only be used if the LD=Ledger Definition box, Automatic
Bank Payments, is set to produce a bank transfer file. Also, BK=Bank Details
must be used to set up the necessary bank account information.
This option can be used where payments are made using automated payment
systems, such as BACS (Bank Automated Clearing System). See the section
Generate Payments for further details.
You can print remittances and/or cheques for all creditor and client accounts,
regardless of payment method, provided payment is made using GP=Generate
Payments.
Credit Limit
maximum 9,999,999,999
This box can be left blank, in which case the account is assumed to have no credit
limit.
When used on a debtor account, it is reported on GA=Aged Analysis reports. If
the account total is greater than the credit limit, ‘*’ asterisks are printed beside the
account total.
Payment Terms
maximum 999 followed by 1 character M/N/blank
The due date is calculated by adding the payment days entered in this box, to the
transaction date. The due date is the date on which a transaction becomes due for
settlement. It is recalculated each time SunAccount reports or displays a due date.
Therefore, amendments made to an account’s payment terms are immediately
reflected in the due date reported. If the due date is entered manually during
JE=Journal Entry, JI=Journal Import or AA=Account Allocation, it is not
recalculated.
If the second box is M-Monthly, SunAccount applies monthly payment terms
which are calculated differently. The day number in the transaction date is replaced
by the last day of the month, and the payment terms days are added to this month
end date. The effect is to group the month’s transactions together and to treat
them as if they were all dated on the last day of the month.
If the second box is N-Net monthly, then the due date is calculated as today’s date
plus N months, and the due date becomes the last day of that month.
On debtor, creditor and client accounts, the Payment Terms box is used to determine
the transaction due date in AQ=Account Inquiry and AA=Account Allocation, and
to age transactions on GA=Aged Analysis reports.
It is also used to determine whether a transaction is due for payment. See the
sections Generate Payments and Generate Debits. If the Payment Terms box is
left blank, the transaction date is taken as the due date, except where the due date
is entered manually.
GP=Generate Payments uses the Discount Days boxes to determine eligibility for
discount.
Discount 1: %
format 99.999
The discount amount is calculated by multiplying the transaction amount by the
discount percentage. On creditor accounts, GP=Generate Payments calculates the
discount amount. On debtor accounts, the discount percentage is used by
TM=Transaction Matching and GD=Generate Debits.
The discount percentage can be left blank.
See also:
& Actions
Analysis Definitions
Journal Presets
Names and Addresses
OVERVIEW
FA=Financial Analysis and FS=Financial Statements use the column codes from
CH=Column Headings. You can also define column headings that are calculations,
with the result being determined at the time of printing. Column heading
calculations must be based on two columns that appear on the report to the left of
the calculated column.
Column Code
maximum 3 characters
Enter a column code. You can use QUERY for a list of available codes. Details of
the standard column heading codes are given later in this section. Enter a third
character B-K to specify to which budget ledger a description relates.
If you wish to create a new column calculation you must use AZ, BZ through to
ZZ or, for variance type calculations, AV, BV through to ZV. Variance calculations
can only be used in FS=Financial Statements and take into consideration the Normal
Sign box setting in LC=Statement Line Contents.
Other Amount
1 character
Conversion Module. Enter Y-Yes if you wish to amend/create a description for
an other amount. By using numbers 1-6 you can also set up descriptions for the
six conversion rates associated with a conversion code defined in CV=Conversion
Tables. Leave this box blank if the description depicts the base amount.
Column Calculation
maximum 3 characters
Enter an algebraic expression in the form xfy, where x and y are values A-L
(referring to columns A to L in the report) and f is an operator (+, -, /, *, %).
So A/B means column A divided by column B. A%B means column A divided by
column B and then multiplied by 100.
This Period
PA PERIOD This period actual
PB PERIOD BUDGET This period budget
PC PERIOD BUDGET VARIANCE This period variance of
actual from budget
PD PERIOD BUDGET VARIANCE % This period % variance of
actual and budget
PE PERIOD LAST YEAR This period last year actual
PF PERIOD LAST YEAR VARIANCE Variance of this period and
this period last year
PG PERIOD LAST YEAR VARIANCE % Variance of this period and
this period last year, as a
percentage
PH LAST PERIOD Last period actual
PI LAST PERIOD VARIANCE Variance of this period and
last period
PJ LAST PERIOD VARIANCE % Variance of this period and
last period, as a percentage
PM PERIOD DEBITS This period debit (use PM
& PN to design a trial
balance)
PN PERIOD CREDITS This period credit (use PM
& PN to design a trial
balance)
PR PERIOD RATIO % This period ratio
This Quarter
QA QUARTER This quarter actual
QB QUARTER BUDGET This quarter budget
QC QUARTER BUDGET VARIANCE Variance of this quarter
actual and this quarter
budget
QD QUARTER BUDGET VARIANCE % Variance of this quarter
actual and this quarter
budget, as a percentage
Year-To-Date
YA Y-T-D Year-to-date actual
YB Y-T-D BUDGET Year-to-date budget
YC Y-T-D BUDGET VARIANCE Variance year-to-date actual
and year-to-date budget
YD Y-T-D BUDGET VARIANCE % Variance of year-to-date
actuals and year-to-date
budgets, as a percentage
YE Y-T-D LAST YEAR Year-to-date actual last year
YF Y-T-D LAST YEAR VARIANCE Variance of current year-to-
date and year-to-date last
year
YG Y-T-D LAST YEAR VARIANCE % Variance of current year-to-
date and year-to-date last
year, as a percentage
YH LAST YEAR END Last year end actual
YK YEAR END Year end actual
YL YEAR END BUDGET Year end budget
YM Y-T-D DEBITS Year-to-date debit
YN Y-T-D CREDITS Year-to-date credit
YR Y-T-D RATIO % Year-to-date ratio
Balance
BA BALANCE Balance actual
BB BALANCE BUDGET Balance budget
BC BALANCE BUDGET VARIANCE Variance of balance actual
and balance budget
BD BALANCE BUDGET VARIANCE % Variance of balance actual
and balance budget as a
percentage
BE BALANCE LAST YEAR Balance this period last year
actual
BF BALANCE LAST YEAR VARIANCE Variance of balance this
period and balance this
period last year
BG BALANCE LAST YEAR VARIANCE % Variance of balance this
period and balance this
period last year, as a
percentage
BH BALANCE LAST PERIOD Balance last period actual
BI LAST PERIOD VARIANCE Variance of balance this
period and balance last
period
BJ LAST PERIOD VARIANCE % Variance of balance this
period and balance last
period, as a percentage
BK BALANCE YEAR END Actual balance at year end
(for forward postings on
balance sheets)
BL BALANCE YEAR END BUDGET Budget balance at year end
BR BALANCE RATIO % Balance ratio
BS BALANCE YEAR START Actual balance at start of
year
Forecast
FA FORECAST BASED ON ACTUAL Year end forecast based on
actual, where forecast =
actual to - date x total
number periods/number of
periods to - date
FB FORECAST BASED ON BUDGET Year end forecast based on
budget, where forecast =
actual to - date + budget for
remaining periods
Spread
SA PERIOD SPREAD Period spread of actuals
SB BUDGET SPREAD Period spread of budgets
F Note: The headings for column codes SA and SB are fixed and cannot be
changed.
See also:
& Actions
Analysis Layouts
Financial Analysis
Financial Statements
Statement Layouts
OVERVIEW
The commitment facility allows you to define budgets, against which, actual and
committed expenditure is compared. DB=Database Definitions allows you to
specify two budget ledgers, one primary budget ledger, and another for
commitments. As transactions are entered, the committed and actual expenditure
is compared with the budgeted expenditure. TQ=Commitment Inquiry allows
you to examine commitment information for an account.
Commitment checking can be used to control over expenditure. It is carried out
during:
PE=Purchase Order Entry in SunBusiness
VM=Purchase Invoice Matching in SunBusiness
VE=Purchase Invoice Entry in SunBusiness
JE=Journal Entry in SunAccount
F Note: Budget and actual balances are recalculated when you enter Y-Yes in
the Reset Budget Check Balances box in PC=Period Cleardown. This
recalculates balances for the current ledger.
7 ENTRIES
Account Code
maximum 10 characters
Enter the account code for which you wish to view budget details. You can use the
QUERY facility.
Analysis Category 1
A0-A9/T0-T9/blank
If you want to see commitments at analysis category, subcategory, or code level
for this account, enter the analysis category you want to examine. You can use
QUERY to select a category. If you want to see commitments at account level, leave
this box blank.
Analysis Code 1
maximum 15 characters
If you want to see commitments at analysis code level for this account, enter the
analysis code that you want to examine. You can use QUERY to select a code.
Analysis Category 2
A0-A9/T0-T9/blank
If you want to examine the commitments for two analysis categories, subcategories,
or codes for this account, enter the second analysis category you want to examine.
You can enter the same category as in the Analysis Category 1 box.
Analysis Subcategory 2
A-Z
If you have set up budget checking for the category entered in the previous box
above, you can use masking to see commitments for a range of analysis codes.
See the section Analysing Information in the SunAccount Appreciation Guide. If
you want to see the commitments for all codes in the analysis category you have
selected, leave this box blank.
Analysis Code 2
maximum 15 characters
If you want to see commitments at analysis code level for this account, enter the
analysis code that you want to examine. You can use QUERY to select a code.
See also:
& Actions
Ledger Definition
→Setup Menu→
→Maintenance→
SS=SunSystems→ →CS=Control Sequence Definitions
OVERVIEW
Sequence Code
maximum 5 characters
Enter the sequence code to identify the print string.
Sequence Name
maximum 25 characters
Describe the purpose of the sequence. For example, Compressed, HPLJIII.
See also:
& Actions
Report Definition
Printer Definitions
OVERVIEW
7 ENTRIES
Conversion Code
maximum 5 characters
This code identifies the currency or other conversion rate. You might, for example,
use USD for US dollars, FR for French francs, etc. For time recording, you
would enter codes for each employee level, e.g. Senior Consultant and Junior
Consultant.
The conversion code links the conversion definition record to CV=Conversion
Tables and to DC=Daily Conversion Tables.
Conversion Name
maximum 30 characters
You must enter a conversion name. It is used for information purposes on various
screens and reports.
Currency Gender
F, N, M, or blank
The gender of the currency determines the words used in the sentence construction
for statements, remittances, and cheques in RD=Report Definition. Enter F-
Feminine, N-Neuter, M-Masculine, or leave the box blank for no gender.
Gains Realised
maximum 10 characters
This is the account to which realised gains are posted. If this box is left blank,
then all realised transactions generated by the system are posted to the net or
losses account described previously.
Payment Account
maximum 10 characters
This box allows you to identify the account from which funds are taken during
GP=Generate Payments for payments generated in this currency. Normally this
would be a bank account code. If you leave this box blank, the account code
entered during GP=Generate Payments is used. GP=Generate Payments can also
settle T-Client accounts, so this account can also ‘receive’ funds.
Debit Account
maximum 10 characters
This box allows you to identify the account to which funds are added during
GD=Generate Debits for receipts generated in this currency. Normally this would
be a bank account code.
If this box is left blank, then the account code entered during GD=Generate Debits
is used.
Decimal Places
0/1/2/3/blank
Enter the number of decimal places to be used by all other amounts associated
with this conversion definition. If this box is left blank, the default is two decimal
places.
Daily Rate
Y/blank
Enter Y-Yes if you want to use daily rates defined in DC=Daily Conversion Tables
for JE=Journal Entry and JI=Journal Import, in preference to the rates defined in
CV=Conversion Tables. An entry of Y-Yes precludes the use of rates defined in
CV=Conversion Tables, in JE=Journal Entry, and in JI=Journal Import. See the
section Daily Conversion Tables for further information about using daily conversion
rates.
See also:
& Actions
Conversion Tables
Daily Conversion Tables
Ledger Definition
OVERVIEW
Conversion Module
The functions comprising the definition of currency and time recording rates in
Ledger Accounting are:
CN=Conversion Definitions
CV=Conversion Tables
DC=Daily Conversion Tables
CN=Conversion Definitions is the top level record, allowing you to input general
information about a currency or time recording rate. This includes an identifying
code, description, realised and unrealised posting accounts, decimal places, etc.
You normally create one conversion definition per currency. For example, you
might create a Deutsche Mark, or US dollar conversion definition.
Financial Reports
Financial reports use the conversion rates from the main database when
consolidating details from subsidiary databases.
When consolidating a number of databases in financial reports, in a single currency
system, the rate is taken from the LD=Ledger Definition box, Consolidate
Conversion Rate, in the subsidiary database. This defaults to 1.00000.
7 ENTRIES
Conversion Code
maximum 5 characters
This code identifies the currency or rate and should relate to a code defined in
CN=Conversion Definitions.
For example, you might use USD for US dollars, or DEM to identify Deutsche
Marks. For time recording, you might use conversion codes, such as T/S for
technician.
You can specify a conversion code a number of times and then identify a different
accounting period or account range. This enables you to attach precise rates to
each period and account.
Accounting Period
format ppp/yyyy
This is the accounting period to which the rate applies. Leave this blank to enter
a single rate to apply to all accounting periods.
Multiply Or Divide
* or /
Enter ‘*’ multiply if the other amount is to be multiplied by the conversion rate to
give the base amount. Enter ‘/’ divide if the other amount is to be divided by the
conversion rate to give the base amount.
Conversion Name
maximum 30 characters
This is the conversion name associated with the conversion table.
Gains Realised
maximum 10 characters
This is the account to which realised gains are posted. If this box is left blank,
then all realised transactions generated by the system are posted to the net or
losses account specified in the previous box.
See also:
& Actions
Conversion Definitions
Conversion Tables
Daily Conversion Tables
Ledger Revaluation
Transaction Matching
OVERVIEW
7 ENTRIES
Transfer Layout
5 characters
Enter the code of the transfer layout which specifies the layout of the transfer file
you want to produce. This layout must have been created in TL=Transfer Layouts.
Cut-off Period
format ppp/yyyy
Transactions posted to periods later than the cut-off period are ignored when
accounts are selected for inclusion in the transfer file.
Process Transfer
Having completed the relevant boxes on the screen, use Process Transfer to perform
the transfer. The message TRANSFER COMPLETE appears when the transfer
process has finished.
See also:
& Actions
Chart of Accounts
Debtor Transfer
Transfer Layouts
Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide
OVERVIEW
Conversion Module
The functions comprising the definition of currency and time recording rates in
Ledger Accounting are:
CN=Conversion Definitions
CV=Conversion Tables
DC=Daily Conversion Tables
CN=Conversion Definitions is the top level record, allowing you to input general
information about a currency. This includes an identifying code, description,
realised and unrealised posting accounts, decimal places, etc. You normally create
one conversion definition per currency. For example, you might create a Deutsche
Mark or US dollar conversion definition.
7 ENTRIES
Conversion Code
maximum 5 characters
This code identifies the currency or rate. For example, you might use USD for
US dollars, or DEM for Deutsche Marks. For time recording you might create
conversion codes for consultancy, or training.
The code must relate to a conversion code defined at the top level in CN=Conversion
Definitions. You can create any number of daily conversion rates for a conversion
definition.
Multiply Or Divide
* or /
Enter an ‘*’ asterisk if the other amount is to be multiplied by the conversion rate
to give the base amount. Enter an ‘/’ oblique if the other amount is to be divided
by the conversion rate to give the base amount.
Conversion Name
maximum 30 characters
This is the conversion name associated with the conversion table.
Gains Realised
maximum 10 characters
This is the account to which realised gains are posted. If this box is left blank,
then all realised transactions generated by the system are posted to the net or
losses account specified in the previous box.
See also:
& Actions
Conversion Definitions
Conversion Tables
Journal Entry
Journal Import
Ledger Revaluation
Transaction Matching
OVERVIEW
7 ENTRIES
Description
maximum 25 characters
Enter a suitable description for the group. This might be Senior Management,
Operator Clerk, etc.
Exclude/Include
E/I
As described in the overview, access group codes can be identified on individual
records in a number of SunAccount options. This box enables you to identify
whether an access group is to act as an ‘includer’ or ‘excluder’. Operator groups
listed on a data access group identified as I-Inclusion, will have access to the
records that have that data access group. E-Exclude will exclude operators from
records with the associated group code.
→Setup Menu→
→Maintenance→
SS=SunSystems→ →DB=Database Definitions
OVERVIEW
This screen is used to define your databases or ledgers. Use it to give each database
a name, to specify the date format, and to tell the system where to keep the
relevant files. The Platform Manual gives full details on the location of files.
The maintenance of database definitions should be undertaken by the system
manager when no other users are logged in to SunSystems. After making changes,
Exit from SunSystems, and re-enter to continue.
Database Code
3 characters
Enter a three character code to identify your database. Leave this box blank for
the default database definition. The default database settings for the file drives
and multi-volume backups are used by other database definitions whose boxes are
left blank. Defaults are displayed on the right hand side of the screen.
Database Name
30 characters
Enter the name you wish to display at the top of all reports for this database.
File Drives
10 characters
Enter the drive and/or directory where each file is to be located. The directory
must have been created, the drive must exist, and a floppy disk must be in the
floppy disk drive during use (if a floppy disk drive has been specified).
Further information about the location of files, and the use of logical names, is
given in the Platform Manual.
If you leave these boxes blank, then the drives specified on the default database
definition will be used. These are displayed under the assumption of blank heading.
Remember to put a ‘\’ backslash after the directory name.
Multi-Volume Backups
Y/N/blank
This box is for DOS and OS/2 users only. Enter Y-Yes if you backup onto floppy
disks, to enable files to be split across disks. You are advised to backup using a
new disk for each file, so you can restore individual files. Enter N-No if you do
not want to backup onto floppy disk. Leave this box blank to use the setting from
the default database definition.
Date Format
A/B/C
This box determines the appearance of all dates within SunSystems; they relate to
different international standards. Enter one of the following options:
A - mm/dd/yyyy USA
B - dd/mm/yyyy UK
C - yyyy/mm/dd Oriental
Thousand Separator
1 character
Select a character to separate thousands from hundreds, and millions from thousands,
and so on. This is normally a ‘,’ comma, but any non-numeric character is allowed.
Enter a ‘-’ hyphen to have thousands separated by a space.
The two separators must not be the same. You must not amend these boxes once
transactions have been posted to this database.
See also:
& Actions
Analysis Category Lengths
File Backup/Restore
File Creation
Ledger Definition
OVERVIEW
Italian tax regulations stipulate that transactions be posted as rough, before being
approved and converted to hard or permanent transactions. The DB=Daybook
Listing can report on rough transactions. During printing, you can optionally
remove the ‘rough’ flag from transactions included in the report. A sequence
number can also be applied. The daybook sequence code is defined in SN=Sequence
Number Definitions, and the sequence number is posted to the daybook category.
Both the daybook sequence code and sequence category are specified in LD=Ledger
Definition.
If a transaction already has a sequence number applied to it, no new number is
allocated.
7 ENTRIES
Definitive Request
Y/N/blank
Enter Y-Yes if you want to remove all the rough book flags. Enter N-No to leave
the rough book flags in place. Leave this box blank for the default of N-No.
If you set this box toY-Yes, all rough journals must balance by transaction reference
before they can be posted to the ledger. If this box is set to N-No or blank, the
report highlights rough journals that do not balance by transaction reference.
See also:
& Actions
Report Definition
Tax Details
Tax Listing Layouts
OVERVIEW
DT=Debtor Transfer produces files of information about debtor and client accounts
which you can use with other software packages to produce letters, name and
address labels etc.
To transfer debtor information to such a file, you must perform the following
steps:
• Use TL=Transfer Layouts to identify the items of information you want to
include in the file, and to specify the format in which this data is presented.
The format code allows you to specify the layout of the data. For example,
choose the transfer format CDF to output data in ‘comma delimited format’.
See the section Transfer Layouts.
7 ENTRIES
Transfer Layout
5 characters
Enter the transfer layout code which defines the layout of the transfer file to be
produced. This layout must have been created using TL=Transfer Layouts.
Cut-off Period
format ppp/yyyy
Transactions posted to periods later than the cutoff period are ignored.
Output Filename
maximum 30 characters
Enter the name of the file that is to hold the transferred data. The filename used
must comply with the rules of the operating system, but can be prefixed by any
drive identifiers or directory path names.
You will probably establish your own conventions for naming files. For example,
files produced for different ages of debt could include the number of days debt,
such as CRED60 or CRED90.
8 ACTIONS
Process Transfer
Having completed the relevant boxes on the screen, enter Process Transfer to
perform the transfer. The message TRANSFER COMPLETE appears when the
transfer process has finished.
See also:
& Actions
Creditor Transfer
Transfer Layouts
Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide
OVERVIEW
See also:
& Actions
Allocation Definitions
Allocation Ratio
Allocation Sources
Allocation Targets
Reallocating Expenses in the SunAccount Appreciation Guide
Inter-Company Postings in the SunAccount Appreciation Guide
→Maintenance→
AR=Fixed Asset Register→ →Setup Menu→
→DT=Depreciation Tables
OVERVIEW
Table Code
maximum 5 characters
This code identifies the table.
Table Column
2 digits
The table column identifies a particular set of depreciation rules.
Set Of 30 Years
1/2...9
A single block within a column covers 30 years of an asset’s life. If you wish to
specify depreciation details for assets whose life is, for example, 60 years, use two
blocks: one for the first 30 years and one for the second 30 years. Up to nine
blocks of 30 years can be defined.
Heading
maximum 8 characters
This heading is shown on the depreciation table listing report.
See also:
& Actions
Depreciation Tables Listing
Table Headings
OVERVIEW
See also:
& Actions
Depreciation Tables
Table Headings
OVERVIEW
There are three stages involved in exporting data from your ledger. These are
described in the section Transferring Data To and From SunAccount in the
SunAccount Appreciation Guide. They are as follows:
1 XD=Export Definitions allows you to specify which transactions should be
exported. You can select items using a number of criteria, including period,
analysis code, and journal number.
2 XC=Export Consolidation allows you to be more specific about how data will
look when exported.
3 LX=Ledger Export creates the export file.
Export Code
maximum 5 characters
Enter the code of the export definition you want to use for this consolidation.
Export Line
maximum 99999
Each export definition can have several associated consolidation lines identified
by a line number. The line number determines the sequence in which the
consolidations are performed.
Output Account
maximum 10 characters
If this box is blank, export records will contain account codes from the original
transactions. Enter a valid account code if you want the exported transactions to
adopt this code.
Analysis Categories
A0-A9/T0-T9/CV/JS/JT/blank
Analysis Codes
maximum 15 characters
These boxes allow you to specify how T-Codes are exported. The analysis from
the selected transactions can be manipulated, removed or replaced with other
data. You can use this box to replace the existing T-Code analysis with A0-A9,
JT-Journal Type, JS-Journal Source, or CV-Conversion Code. Alternatively, you
can replace existing codes with spaces, or fixed codes.
Suppress Amount
B/O/blank
This box allows you to include both the base amount and the other amount for a
range of accounts, thus maintaining historic rates. On other accounts you can use
rates from the new (receiving) ledger during JI=Journal Import to recalculate the
new amount.
If this box is set to B, then the base amount on the export record is zero. If this
box is set to O, the other amount on the export record is zero. If this box is blank,
both amounts remain unaltered.
See also:
& Actions
Export Definitions
Ledger Export
OVERVIEW
There are three stages involved in exporting data from your ledger. These are
described in the section Transferring Data To and From SunAccount in the
SunAccount Appreciation Guide. They are as follows:
• XD=Export Definitions specifies which transactions should be exported. You
can select by a number of criteria including period, analysis codes, and journal
number.
• XC=Export Consolidation allows you to be more specific about how data will
look when exported.
• LX=Ledger Export creates an export file of transactions.
Export Code
maximum 5 characters
This code identifies the export definition and is selected when using LX=Ledger
Export. XC=Export Consolidation records associated with this export definition
must have the same code.
Export Name
maximum 25 characters
This describes the export definition. If the summarise option is used, it will become
the transaction description on each export transaction record.
Summarise
Y/blank
If this box is blank, then LX=Ledger Export creates one export transaction record
for each transaction selected. If this box is Y-Yes, then one export transaction is
created for each combination of account code, period, D-Debit/C-Credit, allocation,
analysis codes, and conversion code. The transaction date of the export transaction
will be the latest date detected on the source transactions. The asset details will be
blank.
This box, in conjunction with XC=Export Consolidation, can reduce the number
of records created during an LX=Ledger Export run.
Journal Control
Y/blank
If this box is set to Y-Yes, then the journal number of each exported transaction is
recorded. When a subsequent LX=Ledger Export is performed, only new journals
can be selected.
To avoid re-exporting a journal during ledger export, you are asked to specify a
cut-off journal number beyond which transactions will not be exported. Each
export definition maintains a record of the last journal number exported.
The first time you choose LX=Ledger Export, journal number of zero is
automatically set in the Journal Number From box. Journals cleared down by
PC=Period Cleardown are included. On subsequent runs, you are prompted to
select a To journal number only. To prevent journals being re-exported, the highest
journal number from the previous export is displayed in the From box.
Transfer Period
blank, +/-nnn
If this box is blank, then during LX=Ledger Export, you are asked to enter an
absolute or relative period.
An entry in this box must be in the form of a relative period in the form +/-nnn.
The accounting period on the selected transactions is modified by the specified
number of periods, to determine the accounting period on export records. +000
and -000 are valid. Transactions can be posted to the next year.
Journal Type
maximum 5 characters
If this box is left blank, then the journal definition from the source transactions is
used for the exported transactions. If you wish to select a uniform journal type for
the export file, then enter the journal type in this box. You must ensure that the
journal definition exists on the destination database, otherwise the transactions
will be rejected during JI=Journal Import.
If you set the Summarise box to Y-Yes, then this box cannot be left blank.
Transfer Layout
maximum 5 characters
If this box is blank, then SAF, SunAccount Format, is assumed. This is the default
format used by JI=Journal Import. You can also enter LOTUS or 2020 formats, or
you can create your own layouts to manipulate exported data further. The facility
to manipulate the output format is described at the end of this section.
If both boxes are blank, then the amounts on the original transactions are transferred
to the export transaction record. The conversion code is also exported.
If the Other Amount box is blank and the Base Amount is B, then the base amount
is placed on the export transaction record. Neither other amount nor conversion
code are exported.
If the Other Amount box is B, then the export transaction record shows the original
base amount as the other amount. The conversion code from the LD=Ledger
Definition is exported as the conversion code. If the Base Amount box is blank,
then the base amount on the export record is zero. If the Base Amount box is O,
then the export record shows the original other amount as the base amount.
If the Other Amount box is O, then the export record shows the original other
amount as the other amount. The conversion code from the original transaction is
exported as the conversion code. If the Base Amount box is B, then the export
record shows the original base amount as the base amount. Otherwise the base
amount on the export record is zero.
The conversion rate is never exported but may, of course, be derived from the base
and other amounts.
Selection Codes
5 codes, 2 characters
Subcategory
5 codes, 1 character
You can enter up to five selection codes and subcategories, which are then offered
during LX=Ledger Export. A selection code can only be entered once in a
definition. Thus, during LX=Ledger Export, you can select ranges of the designated
codes, and so narrow down the number of transactions exported. The following
codes are valid:
A0-A9 Account Analysis
T0-T9 Transaction Analysis
AC Account Code
CV Conversion Code
JS Journal Source
JT Journal Type
F0-F9 Asset Analysis (Fixed Asset Register)
AS Asset Code (Fixed Asset Register)
The transfer layout file enables you to describe in detail, the content and format of
the export file produced by LX=Ledger Export. The standard format is SAF, or
SunAccount format. If SAF is chosen, then the export file created during
LX=Ledger Export will be in the format recognised by JI=Journal Import.
Two other transfer layout files are supplied with SunAccount: SALOTUS.TLF
and SA2020.TLF. You can create a layout file to suit your own requirements. The
criteria for creating a layout file are as follows:
• The layout file must be named SAxxxxx.TLF, where xxxxx is the code specified
on XD=Export Definitions
• A transfer layout file must not have more than 50 records and the resulting
ledger export record must not exceed 512 characters
• The format of a layout file record is xbooolleec where:
x Record type X (text formatting) copies the data exactly as it is held on the
ledger backup record
Record type A (alphanumeric formatting) removes trailing spaces
Record type N (numeric formatting) removes leading zeros. If the whole
field is zero then only one zero is written
See also:
& Actions
Export Consolidation
Ledger Export
Multi-Lingual Module
If you are using the Multi-Lingual module you must restore files in the same
language in which they were backed up. For example, if you backed up a database
when logged in as a French operator, you can only restore it when logged in as an
operator whose operator language, as defined in OD=Operator Definitions, is set
to French.
Multi-Volume Backup
If you are backing up to floppy disk, it is likely that you will require the multi-
volume backup facility, as the backup files will not fit on a single disk. You can
switch this facility on in the DB=Database Definitions box, Multi-Volume Backups.
During a backup or restore, you are prompted to enter a new disk, as required.
You are advised to backup each file separately, so you can restore individual files.
8 ACTION
7 ENTRIES
Database Code
Enter the code of the database to be backed up or restored. If you leave this box
blank then you are asked if you wish to backup the installation file, data dictionary
file and report format file.
Data Files
Enter Y-Yes by each file you want to backup. If you are using multi-volume
backups it is advantageous to backup each file separately so that individual files
can be restored.
Ledger File
Y/N
If you are using SunAccount you will have a ledger file which holds the ledger
transactions. The ledger file should be backed up every day if you are entering
transactions on a daily basis.
When a balance file has been created for A-Actuals, R-Restoring the ledger file
recreates the balance file. A message appears to this effect:
BALANCE FILE WILL BE CLEARED
Movement File
Y/N
If you are using SunBusiness Sales Order Processing or Inventory Control, you
will have a file containing inventory movements. The movement file should be
backed up every day. Remember that sales orders can create inventory movements.
Asset Register
The asset register details are included in the ledger file. Therefore, there is no
separate option to backup or restore this file.
The screen offering backup/restore of the installation, data dictionary, report and
format files, is displayed by pressing ENTER in the Database Code box.
Installation File
Y/N
This file contains the information defined in SunSystems which is common to all
databases, such as OD=Operator Definitions, PD=Printer Definitions, DB=Database
Definitions, etc.
See also:
& Actions
Database Definitions
File Creation
Upgrading section in the Platform Manual
Ledger/Business Definition
When all the files have been created, the cursor returns to the selection box at the
top of the screen. You now need to complete the LD=Ledger Definition,
RG=Register Definition, and/or the BD=Business Definition.
Skeleton Database
A ‘skeleton’ database holds reference data common to a number of databases.
This skeleton can be imposed on a new database during file creation. This is
useful if you have many databases with similar configurations. The master database
must be called SKL, and must reside on the program directory in backup format.
If these conditions are fulfilled, you are prompted during FC=File Creation to
install the skeleton database. EnterY-Yes if you wish to impose the master reference
data on your new database; otherwise enter N-No. See the section Multiple
Ledgers in SunAccount in the Appreciation Guide.
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial reports and the TB=Trial Balance report are produced. The balance
file is a summarised ledger or budget file used for this purpose. The following
reporting functions use the balance file:
• Financial Analysis
• Financial Statements
• Financial Tables
• Trial Balance
8 ACTION
7 ENTRIES
File Names
Y/N
A list of file names appears on the screen. Enter Y-Yes against each file you want
to create.
The Reference File must be created for every database.
The Ledger File must be created for SunAccount.
See also:
& Actions
Database Definitions
File Backup/Restore
OVERVIEW
This function prints analysis reports. There are a number of examples in the
SunAccount Appreciation Guide. The stages are as follows:
• Design a report using NL=Analysis Layouts.
• Use FA=Financial Analysis to specify which transactions are to be included.
• Select either Print Report or Store on Disk.
• SunAccount performs an extract which can be cancelled by pressing ESC.
• The report is printed or stored. If a transfer format has been specified on the
analysis layout, then a transfer file is also produced.
Consolidation
If you have selected consolidation on the analysis layout, the screen shown later
prompts for a list of database codes to be included. Previously selected codes are
displayed. You must include the current database code if its data is required in the
consolidated report.
The consolidation is achieved by applying the selection criteria specified in
NL=Analysis Layouts to each of the ledgers, and combining the results. This
assumes that the account codes, analysis codes, and periods have the same meaning
in each of the ledgers. If they have different meanings, the results will be nonsense.
When printing or storing the report, SunAccount looks for the names of accounts
and analysis codes in the database currently being processed (the consolidating
database). It does not look in each of the subsidiary ledgers. If account or
analysis codes are not found in the consolidated ledger, the amounts are shown,
but the names are printed as NOT FOUND.
Conversion Rates
If you are not using the Conversion Module, then subsidiary ledger amounts are
divided by the conversion rate on the subsidiary LD=Ledger Definition. If no
rate is present, then a rate of one is assumed.
7 ENTRIES
Layout Code
maximum 5 characters
The code for the analysis you wish to print, as defined in NL=Analysis Layouts.
The name of the report is displayed.
See also:
& Actions
Analysis Layouts
Column Headings
OVERVIEW
This option allows you to print financial statements. There are many examples in
the SunAccount Appreciation Guide. The stages involved in generating financial
statements are as follows:
• Decide what information is required and the order in which it should be
presented.
• Create the lines of the report using LC=Statement Line Contents.
• Design the general features of the report using SL=Statement Layouts.
• Use FS=Financial Statements to make further selections and to produce the
report.
• Select either Print Report or Store On Disk.
Budgets
If you have entered a column code on the statement layout which requires budget
information SunAccount looks for the relevant budget file. If it cannot find it, the
budget amounts are shown as zero on the report.
Consolidation
You can consolidate figures from one or more databases. The databases to be
consolidated are defined within the LC=Statement Line Contents. The section
Financial Analysis describes which rates are applied on consolidation, both with
and without the Conversion Module. See also the section Conversion Tables.
Fixed Assets
Financial statements can only be used with the Fixed Asset Register if you are
also using Ledger Accounting. Even then, the relevant functions are only available
from within Ledger Accounting.
Balance File
If your report uses the balance file, you are offered the option to update the
balance file on selection of Print Report or Store on Disk.
Layout Code
maximum 5 characters
The code identifying the statement you wish to print, as defined in SL=Statement
Layouts. The name of the report is displayed.
See also:
& Actions
Column Headings
Statement Layouts
Statement Line Contents
OVERVIEW
This function prints financial tables. Financial tables are generated as follows:
• Decide what information is required and the order in which data will be presented.
• Design the general format of the report using TF=Table Formats.
• Create rows on the report using TR=Table Rows.
• Create columns on the report using TC=Table Columns.
• Use FT=Financial Tables to make run time selections.
• Select either Print Report or Store on Disk.
• SunAccount performs an extract which can be cancelled by pressing ESC.
Budgets
In TC=Table Columns, you can specify data which is taken from budget databases.
Subsidiary Ledgers
You can consolidate figures from more than one database. The database or databases
to be consolidated are defined in TC=Table Columns. The section Financial
Analysis describes which rates are applied on consolidation, both with or without
the Conversion Module. See also the section Conversion Definitions.
Fixed Assets
Financial tables can be used with the Fixed Asset Register.
7 ENTRIES
Table Code
maximum 5 characters
Enter the code for the financial table you want to print. This is defined in TF=Table
Formats. The name of the report is displayed; this can be up to two lines and is
also set in TF=Table Formats. You can use QUERY to display a list of available
reports.
→Procedures→
LA=Ledger Accounting→ →Setup Menu→
→FD=Format Definitions
OVERVIEW
This function allows you to specify additional information about the documents
you print in PR=Print Remittances and PS=Print Statements. It also allows you
to specify the cheque numbers to be used when printing cheques. When processing
bills of exchange, you can use a format definition to update the allocation markers.
See the sections Reporting in SunAccount and Managing Your Debtors/Receivables
in the SunAccount Appreciation Guide for further information.
Format Code
maximum 5 characters
This is the unique code used to identify this format. Use QUERY to display all the
available formats.
Format Description
maximum 25 characters
This description appears on the PS=Print Statements and PR=Print Remittances
request screen. It cannot be left blank.
Formatter Name
maximum 5 characters
This is the format code as defined in RD=Report Definition. The formats shown
below are included with the demonstration database [DEM].
Remittances
AR1 Remittance Format Blank
AR2 Remittance + Cheque
AR3 Cheque Only
Statements
AS1 Debtor Statement Single Currency
AS2 Debtor Statement Multi-currency
Format Title
maximum 25 characters
Enter the title to be printed at the top of the statement or remittance document.
See also:
& Actions
Report Definition
Print Remittances
Print Statements
→Procedures→
LA=Ledger Accounting→ →Setup Menu→
→FL=Formatted Layouts
OVERVIEW
This function allows you to define the selection criteria and report format to be
used in PA=Print Formatted Accounts. It can be used to produce the European
Sales Listing report for European Community tax requirements, and 1099s for
US tax requirements. The layout defined here is used in conjunction with
RD=Report Definition.
Layout Code
maximum 5 characters
This code identifies the formatted layout. Use Q UERY to display the available
layouts.
Layout Name
maximum 25 characters
The name of this report is displayed on the PA=Print Formatted Accounts screen.
Account Types
Y/blank
There are six account types: D-Debtor, C-Creditor, T-Client, B-Balance Sheet,
P-Profit & Loss, and M-Memo accounts. Enter Y-Yes beside the account types
you wish to include in this report.
Report Transactions
Y/blank
Enter Y-Yes to produce a listing of all transactions. Leave this blank for a report
aggregated by account.
Format Code
maximum 5 characters
Enter the format code defined in RD=Report Definition.
See also:
& Actions
Report Definition
Print Formatted Accounts
OVERVIEW
A journal import report is created for each GA=Generate Allocations run, whether
transactions are posted or not. This report enables you to check individual
transactions for errors that may have arisen.
Post Transactions
Y/N
Enter Y-Yes if you wish to generate the target transactions, and post them to the
specified database(s). If no errors are encountered, then the postings are made and
a new journal number is generated. This journal number is printed on the generate
allocations report. A journal import report is also generated during a generate
allocations run. This details transactions where errors exist, and highlights the
errors. Enter N-No if you wish to produce a validation report without posting the
target transactions. Again, a generate allocations report and a journal import
report are created.
Process As Rough
Y/N
If in the LD=Ledger Definition, the Rough Book Processing box is set to
2-Optional, then you are offered the option to post transactions as rough or to
hard post them.
Suppress Transactions
Y/N
Enter Y-Yes if you want the allocations report to list totals only for transactions,
for each sequence in the allocation. Enter N-No if you wish to see full details on
the report.
See also:
& Actions
Allocation Definitions
Allocation Ratios
Allocation Sources
Allocation Targets
Journal Import
OVERVIEW
F Note: If you are using overexpenditure checking, you should note that
transactions are posted during GD=Generate Debits even if budgets are
exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
Inter-company Postings
You can use GD=Generate Debits to settle inter-company accounts.
Allocation Markers
Use AA=Account Allocation, JD=Journal Definitions, or the JE=Journal Entry
online allocation function to assign an allocation marker, F-Force or 0-9, on selected
transactions. GD=Generate Debits can then select these transactions and settle
them. The Minimum Payment Level box on the LD=Ledger Definition can be
used to restrict settlement to certain numeric allocation markers.
Due Date
The due date is the date on which a transaction is due for payment. The precedence
for calculation is as follows:
1 If a due date has been entered manually during JE=Journal Entry or
AA=Account Allocation, this date has highest precedence.
2 If the Suppress Ageing box in the journal definition is set to Y-Yes, then the
transaction date is taken as the due date. Otherwise, the due date is calculated
by adding the payment terms, from CA=Chart of Accounts, to the transaction
date.
3 If the due date is on, or before, the selected base date for payment, the
transaction is paid.
The due date is ignored if the allocation marker is F-Force.
The due date is also ignored if the Immediate Settlement box in CA=Chart of
Accounts is set to Y-Yes.
Bank Details
If settlement is by bank transfer, then details of your debtor/receivables or client
banks are required. You can define multiple banks for each debtor, creditor and
client account in BK=Bank Details. The default bank subcode to be used in generate
debits can be identified on the CA=Chart of Accounts record, or in PP=Payment
Profiles. Bank account details can be included on the statement.
If an invalid bank code is identified in either of those options during a GD=Generate
Debits run, transactions due for settlement are ignored, depending on the settings
in LD=Ledger Definition in the Automatic Bank Payments box.
Profile Code
maximum 5 characters
Enter a profile code previously defined in PP=Payment Profiles.
Post Transactions
Y/N/R
If this box is N-No then postings are not made. In order to produce a bank transfer
file, it is necessary to run GD=Generate Debits with Y-Yes in this box.
If the Rough Book box in LD=Ledger Definition is set to 2, you can enter R-Rough
in this box to post to the rough book.
Code Description
If subcategories have been defined on the profile, then the selection box may appear
with masking in the form of ‘*’ asterisks.
Debit Date
date format
Enter the date to be used as the transaction date for transactions generated during
this payment run. The default is today’s date.
Debit Account
maximum 10 characters
Enter the account to which balancing transactions will be posted. It would normally
be your bank account.
BANK PAYMENT
This screen is displayed if you have selected the payment method B-Bank in
CA=Chart of Accounts, and in the LD=Ledger Definition, the Automatic Bank
Payments box is set to Y-Yes, W or I. You can use the bank transfer file as input to
a software package which will prepare the transactions for an automated clearing
system, for example BACS.
8 ACTIONS
Amend Consolidation
Select Amend Consolidation to gain access to this screen. It allows you to split
the debits according to the analysis codes on the original transactions or to apply
new analysis to the settlement transactions. By entering ‘..’, the debit entries have
the same analysis codes as the original transactions. Alternatively, you can select
specific analysis codes that you wish to appear on the generated transactions.
See also:
& Actions
Bank Details
Chart of Accounts
Conversion Definitions
Generate Payments
Ledger Definition
Payment Profiles
OVERVIEW
F Note: If you are using overexpenditure checking, you should note that
transactions are posted during GP=Generate Payments even if budgets are
exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
The payment profile can specify that transactions are selected by allocation marker.
This can be either on the profile, or at run time in generate payments. The allocation
markers relevant to generate payments are:
• F-Force Payment. This allocation marker can be used to identify transactions
to be settled regardless of due date, or any other criteria.
• 0-9-numeric allocation markers can be used to select transactions at different
stages of a bill of exchange, etc.
• W-Withhold marker can be used to exclude transactions from any payment
run. For example, you might use it for disputed transactions.
It should be noted that an allocation marker range, entered at run time in
GP=Generate Payments overrides the entries on the profile.
Use AA=Account Allocation, or JD=Journal Definitions, to flag transactions with
F-Force, or 0-9.
The Minimum Payment Level box on LD=Ledger Definition is used to restrict
payment to certain numeric allocation markers.
If you specify that transactions are selected for payment by D-Due Date, allocation
markers are irrelevant as only unallocated transactions are included. Using AL-
Allocation Marker as a selection criterion may mean that no transactions are
selected.
Due Date
The due date is the date on which a transaction becomes due for payment. The
precedence for calculation is as follows:
1 If a due date has been entered manually during JE=Journal Entry or AA=Account
Allocation, this date has the highest precedence.
2 If a due date is not entered, but in the JD=Journal Definitions, the Suppress
Ageing box, is set to Y-Yes, then the transaction date is taken to be the due date.
3 Otherwise, the due date is calculated by adding payment terms, on the CA=Chart
of Accounts, to the transaction date.
4 If this due date is on, or before, the selected base date for payment, the transaction
is paid by the due date payment option which also pays any allocations of F-
Force Payment.
Postings
Each time you run GP=Generate Payments, transactions are generated as follows:
• One payment transaction is posted to each creditor/payables account for the
net amount (gross less discount).
• One transaction is posted to the bank account for each creditor.
• Optionally, a single discount transaction (including any tax) is posted to a
discount account, and the tax on any settlement discount may be posted to a
tax account. See the subsections Taking Discount and Tax on Settlement
Discount later in this section.
Generated payment transactions have the journal source PAYMT. Generated
settlement discount transactions have the journal source PAYDS.
Analysis Codes
Normally SunAccount consolidates all transactions belonging to a particular
creditor/payables account, regardless of analysis codes, and generates a single
balancing debit transaction to the creditor. If you select Amend Consolidation
then you can split the consolidated postings by analysis codes T0-T9.
One-off Cheques
It is likely that you buy goods or services on a one-off basis and the creditor/
payables account is unlikely to be used again. Rather than setting up separate
creditor/payables accounts, create a single miscellaneous purchases account with a
payment method of S-Single Payments. A payment is generated for each
transaction in that account and the name for the cheque or remittance is taken
from the transaction description. See the section Chart of Accounts for further
details.
Taking Discount
Each creditor/payables account on CA=Chart of Accounts can have two sets of
settlement terms. If either, or both, of these are used, GP=Generate Payments
tests whether or not a transaction is eligible for either discount.
A transaction is eligible for the first discount if the discount date, calculated by
adding the account’s first discount days to the transaction date, is on, or before,
the selected base date for discount. The amount of discount is calculated by
multiplying the transaction amount by the first discount percentage on the creditor
account. If the transaction is not eligible for the first discount, then SunAccount
checks whether it is eligible for the second discount. See the section Chart of
Accounts.
The tests for discount are performed before the due date tests described earlier.
So if a transaction is eligible for discount, it is paid, even if it is not yet due for
payment according to the payment terms. To prevent this happening, you can
adjust the dates, i.e. base date for payment, base date for discount, next payment
date. The next payment date is particularly useful. If, on that date, the transaction
is eligible for the same discount, it is not paid during this payment run.
Bank Details
If settlement is by bank transfer, then details of your creditor or client banks are
required. You can define multiple banks for each debtor, creditor and client account
in BK=Bank Details. The default bank code to be used in generate payments, can
be identified on the CA=Chart of Accounts record, or in PP=Payment Profiles.
Bank account details can be included on remittances.
If an invalid bank code is identified in either of those options during a GP=Generate
Payments run and the Automatic Bank Payments box is set to ‘Y’ in LD=Ledger
Definition, the transactions for payment are ignored. If the Automatic Bank
Payments box in Ledger Definition is set to ‘W’ the error is reported and processing
continues. If it is set to ‘I’ the error is ignored and processing continues.
7 ENTRIES
Profile Code
maximum 5 characters
Enter a profile code previously defined in PP=Payment Profiles.
Post Transactions
Y/N/R
In order to post generated transactions, print remittances, or produce a bank transfer
file, it is necessary to run GP=Generate Payments with Y-Yes in this box. If this
box is N-No then postings are not made, but a report showing the items selected
for payment is produced.
If the Rough Book box in LD=Ledger Definition is set to 2, you can enter R-Rough
in this box to post to the rough book.
Payment Date
date format
Enter the date to be used as the transaction date for transactions generated during
this run. The default is today’s date.
Code Description
If subcategories have been defined on the profile, then the selection box may
appear with masking in the form of ‘*’ asterisks.
Payment Account
maximum 10 characters
Enter the account to which the balancing transactions for the payment are to be
posted. It would normally be your bank account. You are warned if there are
insufficient funds in this account. It must not be an M-Memo type account.
If you are paying by conversion code, i.e. the Other Amount Payment box in
LD=Ledger Definition is Y-Yes, and the payment profile selects conversion codes,
then the Payment Account can be picked up from the CN=Conversion Definitions
record. If the accounts have not been defined for a currency in conversion
definitions, the account entered here will be used.
BANK PAYMENT
8 ACTIONS
See also:
& Actions
Bank Details
Chart of Accounts
Conversion Definitions
Generate Debits
Ledger Definition
Operator Permissions
Payment Profiles
Print Remittances
7 ENTRIES
Journal Type
maximum 5 characters
Enter a code to identify the journal. For example, you might use PI for purchase
invoices, or SI for sales invoices.
Journal Name
maximum 25 characters
During JE=Journal Entry, SunAccount uses the journal name as the transaction
description. You can then add to it, or overwrite it.
Suppress Ageing/Discount
Y/blank
If this box is set to Y-Yes, the transaction date becomes the due date, i.e. the
transaction is ‘due’ immediately. This may be appropriate for transactions such as
cash receipts. The section Generate Payments describes the precedence for
calculating due dates. The selection in this box affects the following functions:
GA=Aged Analysis
CT=Creditor Transfer
DT=Debtor Transfer
GP=Generate Payments
GD=Generate Debits
JI=Journal Import
Input/Output
I/O
Enter I-Input if you want to use the input tax account codes from the TD=Tax
Details record for posting tax calculations. Enter O-Output if you want to use the
output tax account codes from the TD=Tax Details record for posting tax
calculations.
Unique References
Y/blank
Set this box to Y-Yes if you want to ensure that the transaction reference for the
current journal has not previously been used for the account to which you are
posting. This check facility applies only to account types D-Debtor, C-Creditor,
and T-Client.
Conversion
Y/blank
Conversion Module only. If this box is set to Y-Yes, this journal type will
request the entry of multi-currency details during journal entry. This details
include the conversion code, conversion rate, and other amount.
If you leave this box blank, journals entered using this journal type can only use
the base currency.
Sequence of Transactions
P/D/U/R/B/0-9/blank
While recording transactions in JE=Journal Entry, you can simultaneously match
them, or allocate them, to existing transactions for the same account. For example,
you can allocate receipt transactions to their original invoices. The online allocation
function in JE=Journal Entry presents unmatched transactions to allow you to
make the allocations. See the section Journal Entry for further information about
online allocation.
Discount Tolerance %
999999999.99
This box identifies the discrepancy, in percentage terms, between ‘allowed’ and
actual discount, which can be written off as further discount during online
allocations in JE=Journal Entry. The agreed percentage discount for an account is
specified in CA=Chart of Accounts, where you can define two levels of discount
which depend on the speed with which the transaction is settled. See the section
Chart of Accounts for details of setting discounts for an account.
The tolerance percentage identified here is the difference between the system
generated ‘allowed’ discount and the actual discount taken. If the difference falls
within the tolerance specified in this box, it is written off as additional settlement
discount.
F Note: If you are required to produce an ESL for European tax reporting, or
a 1099 for US tax requirements, you can use T-Code analysis to identify the
various types of transaction. See the sections Formatted Layouts and Print
Formatted Accounts.
OVERVIEW
Journal entry records ledger and asset transactions. It is used for all types of
transactions: sales invoices, purchase invoices, cash receipts, cash payments,
expenses, movement of assets or liabilities, depreciation or any other journal type.
The screen varies according to the journal definitions you select.
The following stages are involved in entering a journal:
• Select Start Journal.
• Specify a journal type and journal source. The journal type must have been
defined in JD=Journal Definitions. The journal source may be presented
automatically as the operator Id. See the section Ledger Definition.
Totals/Balance
The total debit, credit and out of balance amounts are displayed at the top right of
the screen. The out of balance amount for the current journal reference is displayed
in the bottom right of the screen. Whereas the entire journal must balance, the
transactions grouped by transaction reference need not, unless you are using rough
book processing, described later. Amounts posted to memo accounts are not added
to these totals. If you are using the Conversion Module, Totals allows you to
toggle between base and other amount totals.
Conversion Module
If a journal definition has Y-Yes in the Conversion box, then JE=Journal Entry
shows a rate and two amount boxes, the base amount and other amount. You can
enter any two of these and the third is calculated. The rate is picked up either
from the CV=Conversion Tables, or from the DC=Daily Conversion Tables. Daily
conversion tables are used if in CN=Conversion Definitions, the Daily Rate box is
set to Y-Yes. See the section Daily Conversion Tables.
T-Code Analysis
JD=Journal Definitions allows you to specify which analysis categories you wish
to be prompted with during JE=Journal Entry. However, the analysis category
specification on the CA=Chart of Accounts record overrides the JD=Journal
Definitions.
As a result, you may be prompted with certain analysis categories on one transaction
line, and with different ones on the next.
Online Allocation
Online allocation allows you to simultaneously record and allocate or match
transactions. You can separate these procedures by recording journals in JE=Journal
Entry, and allocating them using the AA=Account Allocation, or the
TM=Transaction Matching functions.
The online allocation facility is particularly useful for matching receipts to invoices
on D-Debtor, C-Creditor or T-Client accounts. It can also be used for bank
reconciliation, and other procedures that require allocation, or matching, of
transactions.
Online allocation is journal specific. In other words, it is set in the Allocation
Marker box on the JD=Journal Definitions.
7 ENTRIES
Journal Type
maximum 5 characters
Enter a valid journal type as defined in JD=Journal Definitions.
Journal Source
maximum 5 characters
The journal source is for reference only. You could enter the initials of the originator
of the journal, a code identifying the department that raised the documents, a
batch number, or any other identifier you want to present on reports. Do not use
the source ‘SYSTM’ since it is reserved for identifying system generated
transactions.
If the Force Journal Source box is Y-Yes in LD=Ledger Definition, then the
current operator Id is entered as the journal source. If the Force Journal Source
box is set to P-Poster, then the operator Id of the user who posts a journal will
replace the initial journal source of the operator who enters the journal.
Transaction Reference
maximum 10 characters
If the Unique Reference box in JD=Journal Definitions is set to Y-Yes, the system
checks that the reference has not previously been used for the account to which
you are posting. This check is carried out on debtor, creditor and client accounts.
Line Number
maximum 999
This box is automatically incremented within the current transaction reference. If
you change the reference, then the line number is adjusted to the next number
within the new reference.
Transaction Date
date format
Enter the date you want to apply to the transaction. The default is the date on the
preceding lines of the current transaction reference. Enter T for today’s date.
Postings are made to the date entered here provided it is within the range of open
dates specified in LD=Ledger Definition.
Due Date
date format
This box is displayed only if JD=Journal Definitions has requested due date entry.
Normally a due date is calculated using transaction date and the settlement terms.
See the section Chart of Accounts, subsection Payment Terms. If the Suppress
Ageing/Discount box is set to Y-Yes the transaction date is copied to the due date.
If due date entry is required then the user can enter a due date, leave it as the
transaction date, or leave this box blank, in which case it is calculated according
to payment terms.
Description
maximum 25 characters
The default for this box is the journal name of the journal type you have entered.
You can, however, over-type this. If the Description Per Line box in JD=Journal
Definitions is set to Y-Yes, you are prompted to enter a description for each new
line reference. If the Description Per Line box is set to ‘-’ hyphen, then you are
prompted to enter a new description on each new line, and the description is reset
to spaces each time.
Account Code
maximum 10 characters
Enter a valid account code created in CA=Chart of Accounts. The account name
is displayed. You can use the QUERY or LOOKUP facilities.
If the current line is preset and you wish to omit it, then blank out the account
code. A message will appear indicating that the line is unused. You can continue
with other preset lines as normal. When you post the unused lines will be removed
and other lines renumbered accordingly.
Subcode
maximum 5 characters
Fixed Asset Register. Enter a valid subcode for the asset code entered previously.
You can leave this box blank. You can use the QUERY or LOOKUP facilities. Associated
analysis codes are placed in the analysis boxes.
Asset Marker
V/I/D/blank
Fixed Asset Register. Enter V-Value if this line is to update the gross value on the
asset record, or D-Depreciation if it is to update the accumulated depreciation.
Use I-Initial for the first posting to a new asset, or if you are taking assets from an
existing asset register. See the earlier subsection Fixed Asset Register.
Conversion Code
maximum 5 characters
Conversion Module. Enter a conversion code defined in CN=Conversion
Definitions. If there is a default conversion code for the account code or asset
code, it is displayed.
There are three conversion values: a rate, the base amount and other amount. You
can key in any two of these and the third is calculated. The conversion rate
tolerance percentage defined in LD=Ledger Definition, allows you to determine
an acceptable tolerance between the entered rate, i.e. the spot rate, and the rate
held on the conversion tables.
The DC=Daily Conversion Tables rate is used if the Daily Rate box is set to Y-Yes
on the CN=Conversion Definitions record for the currency. Additionally, you
must have defined a rate appropriate to the date and account code entered in the
transaction line.
If daily rates are not in use, then the appropriate rate from the CV=Conversion
Tables record is used. The conversion tables can contain several records for a
conversion code, i.e. there may be a number of account and period ranges specified
for a single conversion code. The system selects the appropriate conversion rate
to apply, according to the following hierarchy:
• The first conversion code selected will have an accounting period and account
code or range that matches the entry.
Other Amount
maximum 15 digits
Conversion Module. This is the other currency amount. You can leave this box
blank and it will be calculated. See the Amount box details later in this section.
Rate
format 999999999.999999999
Conversion Module. The rate for the conversion code entered is displayed. You
can enter a spot rate. However, the new rate must be in accordance with the
conversion rate tolerance percentage entered in LD=Ledger Definition. This box
can also be left blank, in which case, the rate will be calculated from the amount
and other amount boxes.
Amount
maximum 15 digits
Enter the amount of the transaction. If the amount is in whole units the decimal
point and decimal places can be omitted. The format of amounts (number of
decimal places, decimal separator, thousand separator) depends upon the settings
in DB=Database Definitions. The following options are available:
• Enter J to calculate the journal out-of-balance amount.
• Enter T to calculate the transaction out-of-balance amount.
• Enter P to calculate the period out-of-balance amount.
• Enter U-Transaction out of balance to calculate the transaction out-of-balance
amount plus the net out-of-balance total of any non-posting line, where account
type is specified as ‘*’ asterisk in JP=Journal Presets.
Debit/Credit
D/C
Enter D for a debit amount, or C for a credit amount.
The first three actions are offered when you first select JE=Journal Entry:
Start Journal
This option allows you to start a new journal.
Recall Journal
This allows you to recall transactions that have been posted as rough, in rough
book processing. See the subsection Rough Book Processing earlier in this section.
You are prompted to enter the rough journal number. Once it is recalled you can
amend and re-post it as rough, or hard. It remains as a rough journal until hard
posted in DB=Day Book Listing, PT=Print Tax Listing, RP=Post Rough Book,
or using the JE=Journal Entry option, Post.
Create
This creates a new line with presets where relevant. If the journal definition has
Y-Yes in the Create Without Pause box, then a new line is automatically created
without having to use Create.
Amend
Having specified the transaction reference and line number, you can amend any
entry. If you amend a line flagged as deleted, it is reinstated.
Delete
Having specified the transaction reference and line number, you can delete an
entry. It is marked LINE DELETED, the amounts are deducted from the totals
and it is not posted. If you amend a line that is flagged as deleted, it is reinstated.
If you delete a line on which online allocations have been performed, then the
following message is displayed:
ALL ALLOCATIONS FOR THIS TRANSACTION WILL BE CANCELLED
Report
This is used to report on a journal before it is posted. You are asked to enter the
format code defined in RD=Report Definition, and you are offered the option to
Print Report or Store on Disk.
Hold
This appends the current journal to the held journal file, from which it can be
retrieved using View Held Journals. You are then presented with the choice to
Start or View Held Journals. Start and View Held Journals are described earlier.
First
The first line of the current transaction reference is displayed.
Last
The last line of the current transaction reference is displayed.
Next
The next line of the current transaction reference is displayed.
Back
The previous line of the current transaction reference is displayed.
FF-First
The first line of the first reference of the entire journal is displayed.
LL-Last
The first line of the last reference of the entire journal is displayed.
NN-Next
The first line of the next reference is displayed.
BB-Back
The first line of the previous reference is displayed.
Start
Use this to start a new journal.
Online Allocation
This action takes you into the online allocation facility, which is described later in
this section.
View
The screen shows 14 journal lines, starting with the first line of the current transaction
reference. You can then use N, B, F, L, NN, BB, FF, LL, as described earlier.
While you are using View, these options operate on a page basis rather than a
reference basis.
There are also overlays, similar to AQ=Account Inquiry, which change the display
on the right side of the screen: description, conversion, analysis, due date, asset,
and the T-Codes 0-9. You are only offered the overlay options relevant to the
current journal, for example the conversion overlay option is not offered if you
are viewing a single currency journal. You can return to the main journal entry
screen by using ESCAPE, or by selecting the action TP Transaction Page.
CS-Create Suppress
This creates a new page without applying presets defined in JP=Journal Presets.
AP-Amend Presets
During journal entry, you can select new presets and apply them to this journal.
Enter the new journal preset code and continue with the journal.
RA-Reference Amend
This option allows you to amend a transaction reference. You are asked for the
existing reference and then for the new reference. All lines with the existing
reference are amended to the new one. The Unique References box setting in
JD=Journal Definitions is ignored in this instance.
Totals
Conversion Module. Totals allows you to toggle the journal total debits/credits
and out of balance by display between the base and other amounts.
Journal
This toggles between journal and transaction totals, the base amount values for
the journal.
Other Totals
This toggles between base and the other amount values for the journal.
When you use View, BP Period Balances or BT Transaction Balances, you are
presented with an additional action:
TP Transaction Page
Choose this action to return to the transaction entry screen.
Opening Balance
This is the account balance, read from the CA=Chart of Accounts record. It does
not include unposted transactions.
Transaction Credits
This is the total of all credits entered in this journal for this account, up to and
including the current line. It ignores lines that have been deleted, or are unused.
Transaction Debits
The total of all debits entered in this journal for this account, up to and including
the current line. This ignores any lines that have been deleted, or are unused.
Closing Balance
This is the total of the three previous values.
F Note: If you do not use a graphical screen, a new selection called W-Swap
Window has been added to switch control from the top to the lower window
and vice versa.
Discount Processing
If the allocations do not balance, then the system will check to see if discount is
available. If it is, then discount can be calculated on transactions with an allocation
marker of Y-Allocate. Available discount is calculated based on the entries in the
Chart of Accounts boxes, Discount Days and Discount %.
If, after applying the discount, the transactions still do not balance, then the discount
tolerances may be applied. Discount tolerance is defined in JD=Journal Definitions.
On application of the tolerances, the matched transactions can then be saved.
Tax on settlement discount can also be applied at this stage. See the section Tax
Details for further information.
If the available discount is greater than required to match the transactions, the
transactions will still be allocated and the discount for each transaction will be
reduced on a pro rata basis in order to achieve a balance. If a discount budget will
be exceeded you are warned.
Page Down
Displays the next screen of transactions available for allocation.
Page Up
Choose Page Up to move to the previous page of transactions available for
allocation.
Swap Window
Select Swap Window to move between the upper and lower sections of the screen.
First
Select First to return to the first page of transactions available for allocation.
Last
Select Last to move to the last page of transactions available for allocation.
Amend/Alloc4
This action presents the following options:
Allocation
This allows you to enter an allocation flag, and the cursor moves to the allocation
box of the first transaction.
The following table shows the available allocation markers, and their uses. The
allocation marker can only be amended to the markers shown in the ‘May be
changed to’ column.
Description
Select Description and you can change the description of a transaction.
Due Date
Select Due Date and you can change the due dates of a transaction. Manually
entered due dates are shown with an asterisk.
Analysis Codes 0-9
Select the transaction analysis code 0-9 and you can change the chosen analysis
code of several transactions. You can only amend those analysis codes to which
you have access.
Totals
Conversion Module. This toggles the totals displayed in the top right of the
allocations screen between base and other amounts.
Sequence4
Sequence allows you to resequence transactions in a number of ways. The default
display shows transactions in order of period.
You can set the default sequence for presentation of allocation transactions for
each journal definition. See the section Journal Definitions.
Overlay4
On the transaction page, the left side of the screen remains static, showing the
date, reference, amount and allocation marker. However, using Overlay, you can
show other transaction details on the right side of the screen.
As explained previously, the default display for the Conversion Module is the
conversion overlay, whilst the default for a single currency system is the description
overlay.
On choosing Overlay, the following options are offered:
Conversion
The Conversion overlay displays the conversion code and other amount for each
transaction displayed.
Description
The Description overlay shows the accounting period and description.
Journal
The Journal overlay displays the journal type, number, line number, journal source
and entry period.
Find4
The Find option allows you to search for a transaction by date, period, reference,
due date, base amount, other amount or analysis code. You can also select a
specific page number.
Transaction Date
Enter the transaction date, in the format dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/dd,
of the transaction you wish to find. Enter T to choose today’s date. The transactions
are scanned, starting at the current page. The first transaction found to match this
date is marked with an ‘*’ asterisk.
Press ENTER to move to the next transaction matching the criteria. Otherwise, use
ESCAPE and the cursor moves to the allocation box of the selected transaction so
that it can be amended.
Period
This operates in the same way as the Transaction Date described previously. Enter
a valid period or enter C-Current Period.
Reference
This operates in the same way as the Transaction Date described previously. Enter
the exact reference you wish to find.
Due Date
This operates in the same way as the Transaction Date described previously.
Base Amount
Enter the base amount of the transaction you wish to find. If an exact match
cannot be found the transaction with the nearest base amount to that entered will
be highlighted.
Save
The Save option completes the allocation process and returns to the journal entry
screen. At this point the system ensures that allocations balance and, if necessary,
will apply discount, etc. as outlined previously in the subsection Discount
Processing.
In the stage between saving the allocations, and Posting the entire journal, the
transactions that have been allocated acquire an ‘Allocation in Progress’ status.
When the journal is posted, the transactions entered in the journal and matched
online, acquire the correct allocation markers, and an allocation date, reference
and period.
In the Conversion Module the Save options are:
SaveBase
Save Base will match the base amounts, i.e. it will sum the base amounts and
ensure that they balance before returning to the journal entry screen.
Save Other
Save Other will match the other amounts, i.e. it will sum the other amounts and
ensure they balance before returning to the journal entry screen. See the earlier
subsections Other Amount Balancing and Allocating Other Amount.
8 ACTIONS
Select this option to display each held journal. The following actions are available:
Next
The next page of held journals is displayed.
Back
The previous page of held journals is displayed.
First
The first page of held journals is displayed.
Last
The last page of held journals is displayed.
Select
The cursor moves to a selection box at the top right of the screen. Enter the
journal reference number to view it. The selected journal is copied into the main
JE=Journal Entry screen.
Clear Journal
To clear a held journal, select the action Clear Journal, and identify the journal.
You are warned:
JOURNAL WILL BE CLEARED OK?
Choose Yes to continue and clear the selected journal.
Return
Select Return to return to the journal entry screen.
Journals are removed from the held journal file under the following circumstances:
• If the journal is Posted
• If the journal is Cleared
See also:
& Actions
Journal Definitions
Journal Presets
Budget Check Definitions
Analysis Codes
OVERVIEW
Journal import updates your ledger with transactions held on a specified import
file. If you are using budget checking, you should note that although the ledger is
updated, transactions are not checked against budgets.
The transactions imported can be generated from SunBusiness, Corporate
Allocations, or from another software package. The following stages are involved:
1 The journal import screen is completed.
2 The import file is validated and a progress message displayed.
Editing
Some imported items are edited before they are validated:
• On all amount fields, trailing spaces are removed and the data shifted right.
• On all amount fields, leading spaces are replaced by zeros.
• If the debit/credit indicator is blank, it is ascertained from the content of the
amount fields. A minus sign results in a debit.
• On all amount fields, minus signs are removed and data shifted right if necessary.
• If the Left Justify Journal Import References box in LD=Ledger Definition is
set to Y-Yes, all transaction references are shifted to the left to match the
SunAccount format.
Validation
The rules for validation are given later in this section. As far as possible,
substitutions are made and invalid transactions are rejected only if absolutely
necessary. After the valid and substituted lines have been posted, balancing entries
are posted to the error suspense account. Given the constraints of periods and
currency, as few postings as possible are made to the suspense account.
Report
A report is generated during JI=Journal Import, outlining the transactions from
the file. Invalid items for each transaction are indicated. Rejected transactions
are printed with ** REJECT ** to the right. Transactions that include substitutions
are marked SUBSTITUTE. The total debits and credits are shown for each journal.
Conversion Module
Conversion is performed only if the Conversion box in JD=Journal Definitions is
set to Y-Yes, for the journal type to be imported.
Where transactions include an other amount only, the import routine generates the
base amount using the normal conversion criteria. Rounding differences that
arise can be written to a suspense account. See the Allow Balancing Transactions
box later in this section.
The DC=Daily Conversion Tables rate is used if the Daily Rate box is set to Y-Yes
on the CN=Conversion Definitions record for a currency. Additionally, you must
have defined a rate appropriate to the date and account code entered in the transaction
line. A posting will be rejected if:
• A rate cannot be found, or if
• A rate is found, but the difference between the effective date and the transaction
date is greater than the number of days defined for the conversion code
If daily rates are not in use, then the appropriate rate from the CV=Conversion
Tables record is used. The conversion tables can contain several records for a
conversion code i.e. there may be a number of account and period ranges specified
for a single conversion code. The system selects the appropriate conversion rate
to apply, according to the following hierarchy:
• The first conversion code selected will have an accounting period and account
code or range that matches the entry.
• If the above has not been defined, the system searches for a conversion code
with an account range that includes the account to which the posting is being
made, and where the accounting period range is blank.
Reversing Journals
If the transaction being imported refers to a journal definition which has the Next
Period Reversal box set to Y-Yes, and the complete journal is valid, a reversal for
the amount of the transaction is posted to the relevant account in the next period.
Multi-Lingual Module
Multi-Lingual module only. Please note that when importing SBF-SunBusiness
Format and PCF-Purchase Commitment Format files, you must be logged in to
SunAccount with an operator Id whose operator language, as defined on
OD=Operator Definitions, is the base language for the system. The base language
for a system is determined during serialisation.
Transfer Filename
maximum 30 characters
Enter the full disk filename, including a prefix to identify the directory location
of the file. If format SAF is selected, a default name is not presented. However,
with the SBF option, the SunBusiness transfer filename is displayed. You can
overwrite the default filename.
Post Transactions
Y/N/blank
If this box is set to Y-Yes, the import file is validated, the journals are posted and
a report produced.
If the box is set to N-No, the transactions are validated and reported only.
Leave this box blank if the journal is to be posted only if there are no errors, or if
you want to accept system generated discrepancies. See the following two boxes:
Allow Balancing Transactions and Error Suspense Account.
Process As Rough
Y/N
If the Rough Book box in LD=Ledger Definition is set to 2-Optional Rough
Book, you can enter Y-Yes in this box to validate the transactions and/or post them
as rough. Enter N-No to validate the transactions and/or post them as hard. The
validation processes ensure that journals balance may therefore give different results,
depending on whether the transactions are posted as rough or hard.
VALIDATION
Account Code
10 characters
A valid code as specified in CA=Chart of Accounts, without status S-Suspend or
C-Closed. Substitute: error suspense account.
Accounting Period
yyyyppp
Blank or in the format yyyyppp, within the open period range specified in
LD=Ledger Definition. Substitute: default posting period.
Transaction Date
yyyymmdd
Blank or in format yyyymmdd, within the open date range specified in LD=Ledger
Definition. Substitute: today’s date.
Blank
2 characters
Two blank characters.
Record Type
1 character
M (see the note at the end of this section). Record type C is ignored.
Journal Number
7 digit
JI=Journal Import generates a value for this item.
Blank
2 characters
Two blank characters.
Amount
18 characters
This must be numeric with up to three decimal places, leading and trailing spaces
and an optional minus sign. Spaces (zeros) are permitted. This is rejected if
invalid. The amount can be calculated from other amount and conversion code if
left blank.
Allocation Marker
1 character
For D-Debtor, C-Creditor, and T-Client accounts, an allocation marker may be
applied depending on the settings on JD=Journal Definitions. Accepted entries
are a space, A-Allocated, C-Correction, F-Force Payment, R-Reconciled,
W-Withhold Payment, P-Paid, B-Brought Forward, and 0-9. See the section
Account Allocation.
Journal Type
5 characters
This must be a valid code created in JD=Journal Definitions, with the Suppress
Use In Journal Import box left blank. It can also be SYSTM. It is rejected if
invalid. SYSTM type journals are assumed to have conversion switched on, so
that entries are accepted.
Journal Source
5 characters
No validation. Transactions with journal source REVAL are noted as being
generated by LR=Ledger Revaluation. These are ignored for conversion purposes.
Transaction Reference
10 characters
No validation.
Blank
5 characters
Five blank characters.
Description
25 characters
No validation.
Entry Date
yyyymmdd
JI=Journal Import generates a value for this item.
Other Date
yyyymmdd
This is the due date. The Due Date box on JD=Journal Definitions is ignored. If
this date is not supplied, and the Suppress Ageing box is set to Y-Yes, then the
transaction date is copied to the due date. If the Suppress Ageing box is left blank
on the journal definition, then the due date is calculated from the payment terms
specified on the CA=Chart of Accounts record.
If a date exists for the transaction, it is validated and used where possible. If the
date is not valid, and the Suppress Ageing box is set to Y-Yes in JD=Journal
Definitions, then the transaction date is copied to the due date.
Payment/Allocation Reference
10 characters
If the allocation marker is A-Allocated or P-Paid, then this reference must be
numeric, or it is substituted with zero. If the allocation marker is set to any other
value, then this reference is ignored and set to zero.
Blank
5 characters
Five blank characters.
Payment/Allocation Date
date format
If the allocation marker is A-Allocated or P-Paid, then this must contain a valid
date, or it is substituted with today’s date. You can have a date outside the open
dates range in LD=Ledger Definition. If the allocation marker is set to any other
value, then this date is ignored and set to zero.
Payment/Allocation Period
yyyyppp
If the allocation marker is A-Allocated or P-Paid, then this must contain a valid
period, or it is substituted with the default posting period. You can have a period
outside the open periods range in LD=Ledger Definition. If the allocation marker
is set to any other value, then this period is ignored and set to zero.
Asset Code
10 characters
Fixed Asset Register. If the previous box is V-Value, D-Depreciation or I-Initial
Value, this must be a valid code in AR=Asset Records, and the asset must not be
suspended. Rejected if invalid.
Asset Subcode
5 characters
Fixed Asset Register. Optional. If present, must be a valid code in AA=Asset
Analysis Records. Rejected if invalid.
Conversion Code
5 characters
Conversion Module. Valid code as specified in CV=Conversion Tables or
DC=Daily Conversion Tables. Validated according to conversion code control on
CA=Chart of Accounts. If it is Y-Yes, then this must not be blank. If it is N-No,
then this must be omitted. If it is blank, the conversion code is optional. Rejected
if invalid.
Conversion Rate
18 characters
Conversion Module. Numeric with optional leading and trailing spaces, decimal
point to nine decimal places. Spaces are permitted. It is rejected if invalid.
Validated according to conversion rate tolerance on the LD=Ledger Definition
which controls the permitted percentage variation between the CV=Conversion
Tables rate or the DC=Daily Conversion Tables rate, and the rate entered here.
Other Amount
18 characters
Conversion Module. Numeric with optional leading and trailing spaces, decimal
point to three decimal places and an optional minus sign. Spaces are permitted.
If Other Amount Balancing box on LD=Ledger Definition is Y-Yes, then the
other amount must balance by period and for the entire journal. Rejected if
invalid.
Linked Text
1 character
Not currently used.
Analysis Codes
maximum 10 codes, maximum 15 characters
These must be valid codes defined in NC=Analysis Codes and NL=Analysis
Category Lengths. If the individual analysis categories are not defined in either
CA=Chart of Accounts or JD=Journal Definitions, they are ignored. If the codes
are not supplied they are imported as blank, provided a blank analysis code has
been created. If the codes are invalid, they are rejected.
F Note: Record types N, E and T can still be read if your records include T1
to T5 analysis only. However, if your records include T0 and/or T6 to T9,
then they can no longer be used.
See also:
& Actions
Chart of Accounts
Journal Definitions
Journal Presets
OVERVIEW
Journal listing reports are crucial to your audit trail. You can use RD=Report
Definition to design any number of journal listing reports. You can design reports
to include individual journals, or details of a range of journals. You can select
journals to include in your listing by type, source, number, or by the date or
period in which they were entered.
You should print a journal listing after each JE=Journal Entry session so that, at
the end of an accounting period, you have a complete record of all journals entered
during the period. After you have run PC=Period Cleardown, some of the journal
details are summarised and it may no longer be possible to produce a full JL=Journal
Listing. If you try to print details of a journal that has been partially, or fully
cleared down, the journal listing will be incomplete and will therefore not balance.
7 ENTRIES
Format Code
maximum 5 characters
This code identifies the report format to use for the journal listing. See the
section Report Definition for information about maintaining report formats.
Select By
E/D/A
If you want to select journals by entry period, choose E-Entry Period. This is the
default. If you want to select journals by entry date, choose D-Entry Date. If you
want to select journals by accounting period choose A-Accounting Period.
Suppress Transactions
Y/N
If you do not want transaction details to be included in your listing enter Y-Yes. If
you do this, the description of each journal is printed followed by the journal total
line.
See also:
& Actions
Journal Entry
Report Definition
Journal presets enables you to predefine some, or all, of the entries for a journal.
You can create up to 999 preset lines for each journal definition. Journal presets
speed up the entry of a journal, particularly where the data entered is frequently
repeated. It also allows you to automate data entry, and so improve accuracy.
F Note: The posting of budget figures can be automated, using the percentage
option in the Amount box.
7 ENTRIES
Preset Code
maximum 5 characters
Enter a code to identify this set of presets. The code must be identified in the
journal definition with which it is associated. See the JD=Journal Definitions
box, Preset Code.
Line Number
maximum 999
Enter the line number to which a preset is to be applied.
Each of the following boxes can have an entry of ‘-’ hyphen, to indicate a preset
of blank, or ‘..’ two dots, to indicate that an entry should be duplicated from the
equivalent box on the previous line of the journal.
Line Prompt
maximum 25 characters
Text entered in this line is displayed during JE=Journal Entry. It can act as a
prompt to an operator, for example ‘Enter net amount on this line’.
Transaction Date
date format or relative value
This can be preset as an absolute value (date format) or as a relative value. If this
box is set to T-Today’s Date, then today’s date is used. If this box is set to T+nnn
or T-nnn, nnn days after or before today’s date is used. If this box is set to +nnn
or -nnn, nnn days after or before the transaction date on the base line is used.
You can also use a suffix of M-Months to add or subtract months, and a suffix of
N-Net to add and subtract months and adjust to the last day of the month. For
example, if today’s date is 17 January, then T+3M gives a transaction date of 17
April, whereas T+2N gives 31 March.
Due Date
date format or relative value
If the Due Date Entry box on JD=Journal Definitions is set to Y-Yes, this box can
be preset as an absolute value (date format) or as a relative value. If this box is set
to T-Today’s Date, today’s date is used as the due date. If this box is set to T+nnn
or T-nnn, nnn days after or before today’s date is used. If this box is set to
TD+nnn or TD-nnn, nnn days after or before the transaction date is used. If this
box is set to +nnn or -nnn, nnn days after or before the due date on the base line is
used.
You can also use a suffix of M-Months to add or subtract months, or a suffix of
N-Net to add and subtract months and then adjust to the last day of the month, as
described previously.
Description
maximum 25 characters
If the Description per Line box in JD=Journal Definitions is not blank, this
description is used for the current line.
You can enter an account name or an account code as the description on a journal
line. Enter @nnnN (where nnn is a number 1-999) to copy the account name
associated with the account code on line nnn. Enter @nnnA to copy the account
code on line nnn. The number (nnn) must be lower than the preset line you are
creating.
Account Type or
D/C/T/P/B/M/*/blank
Enter D-Debtor, C-Creditor, T-Client, P-Profit & Loss, B-Balance Sheet, or
M-Memo. In JE=Journal Entry the account code entered is matched with the
specified account types. Leave both boxes blank if the account code has been
specified in the previous box.
If this preset line is to remain unposted, i.e. it forms the basis for a calculation,
enter an ‘*’ asterisk in this box. This indicates that details entered on this journal
line are not to be posted.
F Note: The ‘-’ hyphen and ‘..’ dots facilities explained earlier, are not valid
in these boxes.
Asset Code
maximum 10 characters
Fixed Asset Register. Enter a valid asset code as defined in AR=Asset Records.
Subcode
maximum 5 characters
Fixed Asset Register. Enter a valid asset subcode as created in AA=Asset Analysis.
V/I/D
V/I/D/hyphen/blank
Fixed Asset Register. Enter V-Value if this line is to update an asset value,
D-Depreciation if it is to update an asset depreciation value, or I-Initial if it is to
update an asset’s initial value. Enter a ‘-’ hyphen (preset blank), or leave this box
blank if this line does not update asset values. Two dots ‘..’ is not a valid option.
Other Amount
maximum 15 digits, J/T/P/U
Conversion Module. Enter an amount with zero, one, two or three decimals.
You can also enter a percentage or ratio in this box.
A percentage can be entered where the line is based on a previous entry. See the
Base Line Number box. The percentage can be in the range 99999.999999999%
to 999999999.99999%.
A ratio (range 99999.999999999R to 999999999.99999R) can also be used. It
works in a similar way to the percentage amount, but only one base line may be
referred to per journal definition.
Alternative valid entries are:
J calculates the journal out-of-balance amount, and enters it in this box.
T calculates the transaction out-of-balance amount, and enters it in this box.
P calculates the period out-of-balance amount, and enters it in this box.
U calculates the transaction out of balance amount plus the net out-of-balance
amount of all unposted lines (where the account type is ‘*’ asterisk). This is
normally used with ratios.
Rate
format 999999999.999999999
Conversion Module. Enter the conversion rate you want to use for this line. If
you want the appropriate rate for the conversion code entered in the Conversion
Code box to be used, leave this box blank.
Amount
maximum 15 digits
This box has the same entries as the Other Amount box. See the details for that
box for further information.
Force Presets
Y/blank
To prevent operators from changing the values entered for this preset line when
creating journals, enter Y-Yes. Leave this box blank to enable the preset values to
be overwritten.
F Note: The values entered for this preset line are only forced when a journal
is being created; they can be changed when a journal is being amended.
See the section Operator Permissions for details of how to prevent operators
from amending journals.
See also:
& Actions
Chart of Accounts
Journal Definitions
Journal Entry
→Setup Menu→
→Maintenance→
SS=SunSystems→ →LD=Language Definitions
OVERVIEW
7 ENTRIES
Language Code
00-99
This code identifies which language is displayed. The four standard languages
supplied with SunSystems have numeric codes based on international telephone
dialling codes.
You can use QUERY to show the language codes available. These are:
Code Language
01 English
33 French
34 Spanish
49 German
Language Name
maximum 30 characters
This is the name of, or a description for, the language code.
Decimal Separator
1 character
Select a character to separate the integer and decimal amounts of a figure. This is
normally a full stop/period but any non-numeric character is allowed.
If you leave this box blank, but enter a value in the Thousand Separator box, the
decimal separator default is a full stop.
If you leave the Decimal Separator and Thousand Separator boxes blank, the
decimal separator and thousand separator specified in DB=Database Definition
apply to all operators who have this language code entered in the Operator Language
box in OD=Operator Definitions.
F Note: The decimal and the thousand separators should not be the same.
Right-To-Left Language
Y/blank
If the language you are defining is read from right to left, enter Y-Yes. If the
language is read from left to right, leave this box blank. You will be able to use
this feature only if you have the appropriate software tools and if you use a
character based screen handler.
See also:
& Actions
Database Definitions
Operator Definitions
Ledger definition allows you to specify rules about how you would like your
database to operate. For example, you can specify which periods are currently
valid, whether currency amounts must balance, and so on. See the section Planning
Your Implementation in the SunAccount Appreciation Guide for more information
about defining a ledger.
7 ENTRIES
Database Name
display only
The name of the current database, defined in DB=Database Definitions, is displayed.
Current Period
format ppp/yyyy
This box shows the current accounting period for this database. You can change
the current accounting period either by entering the new period in this box, or by
using NP=New Period.
If you operate a monthly accounting calendar, a period must coincide with the
period number in the financial year. For example, if your accounting year starts
in April, then April is period one. The year number is, by convention, the year in
which your accounting year ends. Thus April 1991, in a financial year April 1991
through to March 1992, is identified as 01/1992.
Rough Book
0/1/2/blank
This box is used to turn on the rough book (prima nota) facility. This allows you
to keep transactions in a ‘rough’ ledger, where you can amend them and report on
them before they are posted permanently to the ledger.
Balance by Reference
Y/blank
Enter Y-Yes to force all the journal lines with the same transaction reference to
balance. References that do not balance cannot be posted in JE=Journal Entry or
imported in JI=Journal Import. If you entered 1 in the Rough Book box, then Y-
Yes is assumed.
Leave this box blank if you do not want to force journal lines with the same
transaction reference to balance.
F Note: If you want to use a sequential audit register, you must enter a T-Code
category to hold the sequence number in the Daybook Sequence Category
box described earlier. See the section Sequence Number Definitions for
further information about applying sequence numbering to transactions.
Ledger Archiving
Y/blank
Ledger archiving relates to PC=Period Cleardown. During period cleardown,
you can delete ‘old’ transactions, or move them to an archive file. Enter Y-Yes to
transfer ‘old’ transactions to the archive file.
If you leave this box blank, ‘old’ transactions are deleted during PC=Period
Cleardown.
F Note: If you want to archive transactions, you must first create an archive
file for each year.
See the sections Period Cleardown and File Creation for further information about
archiving transactions.
Revaluation Method
S/L/G/blank
Conversion Module. This box allows you to determine where gain and loss
transactions generated during LR=Ledger Revaluation are posted.
Leave this box blank if you want the net losses and gains posted to a single
conversion difference account. Enter S-Separate if you want gains and losses to
be posted to separate accounts. Enter L-Losses Only to specify that losses only
are to be posted (to a single account), or G-Gains Only to specify that gains only
are to be posted.
The revaluation method determines the accounts presented during LR=Ledger
Revaluation and TM=Transaction Matching.
Report Corrections
Y/blank
If this box is set to Y-Yes, transactions with the allocation marker C-Correction
are included in financial reports. Leave this box blank to exclude C-Corrections
from financial reports.
Overexpenditure Check
Y/blank
Enter Y-Yes if you want to check your expenditure during JE=Journal Entry. If
insufficient funds are available you cannot post the journal. Leave this box blank
if you are not using funds availability checking.
See also:
& Actions
Register Definition
Database Definitions
OVERVIEW
How to Export
The export process involves three stages.
XD=Export Definitions specifies which transactions are to be exported. You
can select by a number of criteria including period, analysis codes, and journal
numbers.
XC=Export Consolidation allows you to be more specific about how data will
look when exported.
Then you use LX=Ledger Export. A file of transactions is created and a
summary report shows the total number of transactions, and the total debits
and credits, in both base and other amounts, that have been exported.
7 ENTRIES
Export Code
maximum 5 characters
This is the XD=Export Definitions code you want to use for this export.
Accounting Period
format ppp/yyyy
Transfer Period
format ppp/yyyy or relative value
The transfer period becomes the accounting period on exported transactions. If
the Transfer Period box in XD=Export Definitions is left blank, you must enter a
period here. You can enter an absolute value, for example 02/1991, or a relative
value, for example -002. An entry of -002 generates accounting periods on the
export file which are two periods prior to the accounting period of the source
transactions.
See also:
& Actions
Export Consolidation
Export Definitions
OVERVIEW
Conversion Module
Ledger revaluation creates adjustments to reflect fluctuations in exchange rates.
For example, if there is a movement in exchange rates between the date of posting
a transaction and today, LR=Ledger Revaluation can generate the necessary
adjustments to account for this change. It calculates the difference between the
posting rate and the rate currently held on CV=Conversion Tables.
Revaluation is achieved by calculating the change in the base amount between
posting and the current date. The current rate is called the revalue rate; the posted
rate is called the ledger rate. Unrealised revaluation postings are generated by
conversion code, within each account. Postings are also split by analysis codes, so
that future financial reporting is not impaired.
F Note: If you are using overexpenditure checking you should note that
transactions are posted during LR=Ledger Revaluation even if budgets are
exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
The method of posting gains and losses is dependent on the choice made in the
Revaluation Method box in LD=Ledger Definition.
There are four options available in the Revaluation Method box in LD=Ledger
Definition:
• If you want the net losses and gains posted to a single conversion difference
account leave the box blank.
• If you want gains and losses to be posted to separate accounts enter S-Separate.
• If you only want losses to be posted, to a single account, enter L-Losses.
• If you only want gains to be posted, enter G-Gains.
F Note: If you are using FREEFORMAT macros and you see the message above,
the macro has terminated - the program returns to the menu and the warning
message is displayed once more. You must press ENTER again to continue.
7 ENTRIES
Revaluation Period
format ppp/yyyy
Enter the period for which transactions are to be revalued.
For P-Profit & Loss type accounts, only transactions with an accounting period
which matches the revaluation period are selected.
For other account types, all transactions with an accounting period equal to, or
prior to, the revaluation period are included.
So, for P-Profit & Loss type accounts, only the currency movement for the period
is generated. For B-Balance Sheet accounts, the entire balance of the account is
revalued.
Post Transactions
Y/N/R
If this box is set to Y-Yes, revaluations are posted. Leave the box blank if you
wish only to report the revaluations.
If the Rough Book box in LD=Ledger Definition is set to 1 - Mandatory Rough
Book or 2 - Optional Rough Book, you can enter R-Rough to post revaluations to
the rough book.
If the revaluation period, is set to the current period this box is skipped and set to
N-No. This is to prevent you from revaluing the current period before entries are
complete.
Suppress Transactions
Y/N/Z
The responses available in this box depend on the setting of the Revaluation Method
box in LD=Ledger Definition.
The options Y-Yes and N-No are offered as standard and enable you to decide
whether full transaction details are to be included in the revaluation report. Choose
Y-Yes to suppress printing of transaction details. Choose N-No to print full details.
The Z-Suppress option is offered only when the Revaluation Method box in
LD=Ledger Definition is not left blank. If you enter Z-Suppress, only transactions
which have been revalued are included in your report. Therefore transactions
which meet the selection criteria, i.e. account, journal type, journal number range,
etc., but which do not require revaluation, are excluded from the report.
See also:
& Actions
Conversion Definitions
Conversion Tables
Ledger Definition
OVERVIEW
Prior to using DI=Asset Disposal, you need to identify and flag the assets to be
disposed of. You can either change the asset status to D-Dispose on the individual
AR=Asset Records and specify the disposal period, or you can use the MD=Mark
for Disposal option to flag a range of assets. This process is explained further in
the section Managing Your Fixed Assets in the SunAccount Appreciation Guide.
When you have completed the entries on this screen, choose Process to mark the
selected assets for disposal.
Analysis Category
F0-F9/blank
You can restrict your selection by analysis category. Leave blank to select all
assets within your specified asset code range.
Code From/To
maximum 15 characters/blank
Use these boxes to restrict your selection of F-Codes within a selected asset analysis
category.
See also:
& Actions
Asset Disposal
OVERVIEW
Names & Addresses records hold debtor, creditor and client addresses as they are
printed on remittances and statements. You need only create them if you intend
printing statements or remittances. See the section Managing Your Debtors/
Receivables in the SunAccount Appreciation Guide.
If you wish to print your own organisation’s name and address on statements or
remittances, create a name and address record using address code 0000000000.
Address Code
maximum 10 characters
Enter the Address Code specified on the corresponding CA=Chart of Accounts
record. It may contain alphabetic or numeric characters, or symbols (for example,
- / : , . *). Remember that upper case and lower case letters are treated differently,
so BAe is not the same as BAE. You are advised to restrict all codes to upper case
for consistency.
Lookup Code
maximum 10 characters
Normally, you would use a shortened version of name and address line 1, though
you can use any code. This is used by LOOKUP. You can leave this box blank.
See also:
& Actions
Chart of Accounts
Formatted Layouts (this includes further information about producing
tax reports)
OVERVIEW
NP=New Period allows you to change the current period. The current period is
the default accounting period used for posting journals. It also appears as the
default period when printing reports, calculating depreciation, etc. The current
period is displayed on the screen by pressing F9.
The current period can also be changed in LD=Ledger Definition.
The current period applies to both SunAccount and SunBusiness.
You should take care when using this option in a multi-user environment. The
current period is read as each user logs in to SunSystems, and this period will
apply throughout the session. Therefore, if one user amends the current period,
the new period will not be effective for other users currently logged in.
It is standard practice to print audit trail reports, such as account listing, JL=Journal
Listing and TB=Trial Balance, before moving to a new period.
See also:
& Actions
Ledger Definition
→Maintenance→
→Setup Menu→
SS=SunSystems→ →OB=Operator Buttons
OVERVIEW
If you are using a graphical user interface, operator buttons allows you to create
button bars within SunSystems. Button bars provide quick access to frequently
used function keys and FREEFORMAT macros. You simply click on the button, and
the function key or FREEFORMAT macro is initialised.
You can create up to two lines of ten button bars; one line which is available in all
areas of SunSystems, and another line which is module specific. A set of button
bars can be created for an operator, or they can be generally available.
The button bars are automatically invoked when you log in to SunSystems.
If you make amendments to OB=Operator Buttons, you must log out of
SunSystems, and log in again, before the amendments take effect.
The SuperUser can create a default set of buttons which apply to all operators,
and modules, by leaving the Operator Id, and Module boxes blank.
Operator Id
maximum 3 characters
Enter your own operator Id in this box. You can only alter the operator buttons
associated with your own operator Id.
The SuperUser of SunSystems can alter operator buttons for all operators.
If you are logged in as the SuperUser, enter a space to create default buttons,
which will be used by all operators without their own setup.
OB=Operator Buttons is subject to the same permission restrictions which you
may choose to apply in OP=Operator Permissions.
Module
SS/LA/AR/CO/SO/IC/PO/blank
Leave this blank to create system wide buttons, or enter one of the following two
character codes which represents a SunSystems module:
SS-SunSystems
LA-Ledger Accounting
AR-Asset Register
CO-Corporate Allocations
SO-Sales Order Processing
IC-Inventory Control
PO-Purchase Order Processing
If you enter a module code, then the associated buttons will be available only in
that module. For example, if you enter LA=Ledger Accounting, the operator
buttons created will be available in ledger accounting only.
Button Assignment
maximum 20 characters
The button assignment identifies the function key, keyboard command, or
FREEFORMAT macro, you require. The following function keys and commands are
available:
_ _ACCEPT
_!_ESCAPE
Button Name
maximum 14 characters
Enter a description for the button. This will appear on the button bar line at the
top of the screen.
If this box is left blank for a macro type button, the first 14 characters from the
Button Assignment box are copied to this box, to become the button description.
In the case of a function key button, the first three characters are removed from
the text in the Button Assignment box, and the remaining text is used as the button
name.
See also:
& Actions
FreeFormat Macros
Operator Definitions
The Platform Manual, for information about graphical user interfaces
→Setup Menu→
→Maintenance→
SS=SunSystems→ →OD=Operator Definitions
OVERVIEW
FreeFormat
A FREEFORMAT command will fail if the operator Id is logged in to SunSystems
already. Therefore, it is advisable to maintain an operator definition specifically
for FREEFORMAT command files. See the section FreeFormat Macros for further
information.
SuperUser SUN
An operator Id called SUN exists as a SuperUser within SunSystems. It is advisable
to create an operator definition for SUN, and to protect it with a password.
The SuperUser is the only operator Id with access to areas such as:
• Serialisation
• The ZP parameters
The SuperUser SUN cannot be used to access SunSystems modules such as Ledger
Accounting and Sales Order Processing.
The SuperUser SUN should be maintained by the system manager.
F Important Note: If you lose or forget the password for the SuperUser SUN
you will not be able to recover it. You will be unable to access any of the
functionality that is available only to the SuperUser.
Amend Password
You can amend an operator’s password using OD=Operator Definitions. You can
also amend your own password using AP=Amend Password. See the section
Amend Password for further information.
Operator Id
maximum 3 characters
Enter the operator’s initials, a number, or any code. This is used by an operator
when logging in to SunSystems. In a number of operating systems the operator
Id is incorporated into the filename of a stored report. For this reason, you should
avoid the use of characters such as . \ * - , etc.
Operator Name
maximum 25 characters
Enter the name of the operator. You might also use an operator name such as
Overnight Reporting where an operator definition is created to carry out a specific
routine.
Operator Group
maximum 5 characters
Operator groups are defined in OP=Operator Permissions. An operator group
allows you to create a set of restrictions and apply them to a range of users. For
example, if you have several data entry operators you can prevent all of them
from having access to sensitive data, by entering the same operator group on each
of their operator definitions.
Password
maximum 10 characters
Enter a password to control the use of an operator definition.
You must enter the password twice to confirm it. You will notice that the password
is not displayed on the screen. When you wish to amend a password you must
enter the current password first, then enter the new password twice. You can
amend passwords in OD=Operator Definitions and in AP=Amend Password.
It is important that the system manager takes a note of an operator’s password, as
it is never displayed or printed on any reports.
See the section Amend Password for more information on passwords.
Terminal Code
5 characters
Character User Interface. Enter the terminal code of the terminal this operator
will use. If this box is blank, the default terminal definition is used.
Classic Menus
Y/blank
Leave this blank to retain action bar screens. Enter Y-Yes if you want to use the
classic style menus. See the section Accessing and Navigating SunSystems in the
SunAccount Workbook for further information.
Query Level
0/1/2
Query level defines the level of assistance required when selections are made
within SunSystems. QUERY allows you to display a list of available reference
items and can be used on key boxes. For example, in FA=Financial Analysis you
can use Q UERY to list the available reports. See the section SunSystems Tools,
Buttons, and Keystrokes for further information about using Query.
Enter 2 to benefit from the facilities of level 1. In addition, wherever you enter
an invalid or incorrect reference code, QUERY is automatically presented to enable
you to make a valid choice.
Operator Language
2 digits
Multi-Lingual version only. This box allows you to view SunSystems in another
language version. Enter the language code defined in LD=Language Definitions.
There are four standard language codes available:
Code Language
01 English
33 French
34 Spanish
49 German
Leave blank if you do not have a Multi-Lingual licence, or if you want this
operator to have the base language displayed while working in SunSystems, and
the database language when logging in to one of the modules.
See the section Multi-Lingual SunSystems in the SunAccount Appreciation Guide
for further information.
Violation Date
This box records the date of the latest violation.
Database
Display only. If the operator is logged in, this box displays the database they are
currently using.
System
Display only. If the operator is logged in, this box displays the system or module
they are currently using.
Function
Display only. If the operator is logged in, this box displays the function they are
currently using.
See also:
& Actions
Amend Password
Operator Buttons
Operator Permissions
→Setup Menu→
→Maintenance→
SS=SunSystems→ →OP=Operator Permissions
OVERVIEW
OP=Operator Permissions enables you to define operator groups. You can also
use OP=Operator Permissions to control operator group access to SunSystems
and SunAccount functions, and to the actions available in those functions as well
as to account types, open periods and dates, and many other such items. In
addition, you can control operator group access to individual account codes, to
account and journal types, and to T-Codes and SunBusiness M-Codes using the
D-Data Restrictions settings in OP=Operator Permissions, in conjunction with
DA=Data Access Groups.
Enter *** in the Database Code box, and the cursor skips to the Menu Selections
Default Permission box. Enter Y-Yes or N-No in this box, and a window appears
with the SunSystems action bar options: Inquiry, Maintenance, Setup, System,
and Other. Use arrow keys to highlight an option and select it by pressing ENTER .
You can control access to the functions and actions detailed in the table below. In
the heading of the table C stands for Create, A for Amend, D for Delete, T for
Transfer, RA for Report Audit Trail, and CA for Create Audit Trail.
If a function in the window is followed by ‘...’ you can select A-Actions to call up
a third window, where you can define the actions available to an operator group
when using that function. Enter N-No to prevent the members of this operator
group from using the action you have selected. Leave the box blank to allow the
action to be used.
Account Types
D/C/T/P/B/M/blank
This allows you to specify the account types that this operator group can have
access to. Enter C-Creditor, D-Debtor, T-Client, P-Profit & Loss, B-Balance
Sheet, or M-Memo account. Leave this blank if you want this operator group to
have access to all account types.
Other Boxes
various parameters
These boxes relate to SunBusiness transactions. See the SunBusiness Reference
Manual for further information.
Note 1: Also Start Journal, Recall Journal, Hold, Start, Post, Rough,
Clear Journal, Other Operators, Reference Amend, Amend Presets,
Unbalanced Z option, Release Z option.
Note 2: Post and Rough.
Note 3: Post, Rough, Generate, Amend/Alloc Allocation, Amend/Alloc
Description, Amend/Alloc Due Date, Amend/Alloc Analysis 0-9, Unbalanced
Z option.
AC=Audit Control • • •
CN=Conversion Definition
CV=Conversion Tables
DC=Daily Conversion Tables
Note 1: The actions you can control in the function QE=Quotation Entry
are Approve, Convert, and Reject.
Purchase Order Processing
In Purchase Order Processing you can control access to all of the following
functions. Where the actions available in that function are marked with a bullet,
you can also control access to those actions. For the key to this table, see the
paragraph before the table in the subsection Creating SunSystems Permissions
earlier in this section:
IB=Inventory Balances • • • • •
NC=Analysis Codes • • • • • •
NP=New Period
AS=Assembly Structure • • • • • •
Maintenance BD=Business Definition • • •
Setup ND=Analysis Definitions • • • • • •
LI=Ledger Interface • • • • • •
CA=Chart of Accounts • • • • • •
LD=Location Definitions • • • • • •
SD=Stock Take Definitions • • • • • •
MV=Movement Values Definition • • • •
SB=System Labels • • • •
AC=Audit Control • • •
CN=Conversion Definitions
CV=Conversion Tables
DC=Daily Conversion Tables
7 ENTRIES
Operator Group
maximum 5 characters
This code identifies the operator group. It is also entered on the individual
OD=Operator Definitions screen, allowing you to have one set of controls defined
for several operators.
You can enter any alphanumeric characters except ‘*’ asterisk.
Leave the box blank to define a set of permissions for the default operator.
Group Name
30 characters
When using Create you are prompted to enter a descriptive name for this operator
group. This name is displayed when you use Amend, Delete, Examine or Next.
Password Length
0-10, blank
Enter the minimum length of the password for this operator group. If you want
passwords and their lengths to be optional, enter ‘0’ zero. Leave this box blank to
use the minimum password length set for the default operator group.
Once you have set this minimum length, operators who are allocated to this operator
group cannot create passwords with fewer characters than the number specified.
Database Code
3 characters
Enter the database code that members of this operator group are allowed access
to. Leave the box blank to set up permissions for the default database. Enter ***
to define permissions for SunSystems, which are used by all databases without
specific permissions.
System
LA/AR/CO/SO/PO/IC
If you entered S-Menu Selections in the previous box, specify the module whose
menu selections you want to control.
F Note: If you amend the entry in this box, all entries previously using the
old default value change to using the new default value.
Copy
When you choose Copy, a window appears with Copy From boxes for the operator
group and database code to use as your source. You can enter a database code of
*** to repeat the SunSystems permissions you have created; in this case you
should enter *** in the Copy To: Database Code box.
The Copy To: Operator Group need not have been created before you use Copy.
Having completed the boxes the message:
PERMISSIONS WILL BE COPIED?
appears. If the destination operator group already exists, you are warned:
ALL PERMISSIONS FOR TARGET GROUP/DATABASE WILL BE
OVERWRITTEN
or
SUNSYSTEMS PERMISSIONS WILL BE OVERWRITTEN
Choose Yes to copy the permissions or No to amend or cancel the request.
See also:
& Actions
Data Access Groups
Operator Definitions
See also the section
Security in the SunAccount Appreciation Guide
OVERVIEW
This facility enables you to select and list cheque payments or other transactions.
It is explained further in the section Managing Your Creditors/Payables in the
SunAccount Appreciation Guide.
7 ENTRIES
Format Code
maximum 5 characters
Enter the code of the report format you want to use for this payment listing
report. See the section Report Definition for further information about report
formats.
Include Allocated
Y/N/A/C/P/R/0-9/hyphen
If this box is set to Y-Yes, the listing shows all transactions, regardless of their
allocation marker. If this box is set to N-No, only unallocated transactions are
included. Allocation markers B-Brought Forward, F-Force, W-Withheld, and
0-9 are treated as unallocated.
Alternatively, you may enter a specific allocation marker to only include transactions
with a specific marker. Valid markers are:
A-Allocated
C-Corrected
P-Paid
R-Reconciled
0-9 numeric markers.
Enter ‘-’ hyphen to select transactions with a blank allocation marker.
See also:
& Account Allocation
Generate Payments
Report Definition
→Setup Menu→
→Procedures→
LA=Ledger Accounting→ →PP=Payment Profiles
Payment profiles allows you to define criteria by which transactions are selected
for payment in GP=Generate Payments, or settlement in GD=Generate Debits.
You can define any number of profiles, each containing different criteria including:
Account Code range
Conversion Code range
Account Priority range
Data Access Groups
Payment Options, etc.
Additionally, you can define selections which will be prompted for during
GP=Generate Payments and GD=Generate Debits. These include:
Account Code
Transaction Reference
Journal Type
Journal Source
Allocation Marker
A0-A9 Analysis Codes
T0-T9 Analysis Codes
Therefore, where requirements are straightforward, you can create a single profile,
which selects all accounts and all transactions by due date.
You can also develop many complex profiles, where the bank from which you
wish to draw funds determines the setup of each profile. For example, you could
create a profile that includes a number of currencies, all of which are ‘paid’ from
the same bank.
Another example would be to create a profile for each account priority.
Another advantage of using various profiles, is that when GP=Generate Payments
or GD=Generate Debits is run for a profile, the resultant payment/debits file
acquires a code which is unique to the profile. You can have up to 36 different
payment/debits files at any one time. A payment/debits file is removed only when
another GP=Generate Payments or GD=Generate Debits run is generated for the
same profile.
Profile Code
maximum 5 characters
Enter a unique identifier for the profile.
Profile Name
maximum 30 characters
Enter a name for the profile.
Payment Option
D/F/A/Z/blank
Enter D-Due Date, or leave this box blank, if you wish to generate payments or
debits on the basis of their due dates. Transactions marked with the allocation
marker of F-Force Payment are included. Transactions marked W-Withhold
Payment, or which have the allocation numbers 0-9, are excluded.
Enter F-Force Payment to pay only those transactions marked F-Force Payment.
Enter A-Allocated and a window appears for you to enter a range of allocation
markers. This range identifies the allocation markers to be included in the profile.
Transactions whose allocation markers fall within the selection range are included
in the payment, provided they are also due.
Enter Z to select transactions by allocation marker, ignoring the due date. This is
similar to the A-Allocated option, and a window appears for you to enter a range
of allocation markers.
AL-Allocation Marker can be entered as a selection code for the profile. See the
Selection Code box details later in this section. Therefore if you wish to enter an
allocation marker range at run time, leave this box blank and enter AL-Allocation
Marker as a selection code.
It should be noted that an allocation marker range, entered at run time in
GP=Generate Payments and GD=Generate Debits, overrides the entries in this
box.
Bank Subcode
maximum 5 characters
This box is only available if the Payment Method box is set to B-Bank. Enter the
bank code to be used for this profile. Bank account details for settlement via bank
transfer are held in BK=Bank Details. You can identify multiple banks for each
debtor, creditor, or client account. This enables you to define any number of
banks from which you can draw funds, or into which you can deposit funds. You
may require multiple banks for suppliers or customers for processing different
currencies, i.e. you settle the account by currency, and consequently different
banks. For example, you might identify a US dollar bank account for a range of
suppliers, using a bank code of USD. When you choose to settle such accounts,
you can select the USD currency transactions and the USD bank accounts. Payments
are generated and the settlement ‘paid’ into the appropriate currency account.
If no bank subcode is entered and the payment method is B-Bank, the default
bank subcode from the associated CA=Chart of Accounts record is used.
Leave this box blank if bank accounts is not an issue in defining payment profiles.
Selection Code
1-5
Up to five selection criteria can be identified on a profile. They are presented at
run time in GP=Generate Payments or GD=Generate Debits, and allow you to
refine the scope of the profile. The selections made in generate payments and
debits are ‘remembered’ and recalled when the profile is selected subsequently.
Category
The selection category can be any of the following:
Code Description
Subcategory
maximum 1 character
Enter the subcategory code associated with the analysis categories A0-A9 and T0-
T9. Subcategories are explained in the section Analysis Definitions.
See also:
& Actions
Chart of Accounts
Conversion Definitions
Conversion Tables
Generate Debits
Generate Payments
OVERVIEW
File Backup/Restore
If you take a note of the disk requirements of your data files, both before and after
a cleardown, you will notice that there is no immediate change. However, when
you use FB=File Backup/Restore, the disk space freed during the cleardown becomes
available. The benefits of FB=File Backup/Restore are fully described in the
section File Backup/Restore.
Archiving
Archiving is a method of storing data you have cleared from the ledger file. It
copies the original details of transactions that have been summarised during
PC=Period Cleardown, to an archive file. Archived transactions can be viewed
using AQ=Account Inquiry and AL=Account Listing. Although these transactions
have been removed from the main ledger, you can still examine and report on
them using standard reports and RD=Report Definition reports. However, they
cannot be amended in any way, or included in financial reports. Archiving is
Balance File
The balance file is a summary of the ledger file. It is used to improve the efficiency
of some of the reporting functions. See the section Balance File Update, or
Balance File Rebuild.
Before period cleardown commences, the balance file is updated to ensure that all
transactions on the ledger file are reflected in the balance file. This only occurs
where a balance file has been created in FC=File Creation.
The balance file may again be updated at the end of period cleardown processing,
as consolidation of the ledger during period cleardown may need to be reflected
in the balance file.
Year Cleardown
Yearend cleardown is similar to period cleardown. However, rather than creating
summary transactions per period, they are produced for the last period of the
cleardown year. Older transactions are rolled forward into this single set of balances,
including previous years, not just the year being cleared. These balances are
closing balances for the year being cleared down and become opening balances
for the following year.
8 ACTIONS
Select Period to perform a period cleardown, Year for a year cleardown, or Reset
Budget Check Balance to reset budget check balances without clearing down
data.
Cleardown Period
format ppp/yyyy
If you are doing a period cleardown, enter the period number of the last period to
be cleared down. You cannot clear down the current period.
If you are doing a yearend cleardown, enter the year to be cleared down. You are
warned if you select to clear down last year, since you might require these figures
to be shown on reports.
CONSOLIDATION ENTRIES
F Note: If you set the Reset Budget Check Balance box to Y-Yes, any balances
for account/analysis code combinations that have ceased to exist since the
last cleardown are deleted.
F Note: Only account balances for the ledger being cleared down are
recalculated. If you reset budget check balances in your actuals ledger
TQ=Commitment Inquiry will show recalculated actual balances but not
recalculated budget or commitment balances.
If you are using the Commitment Ledger: If the commitment ledger file is
empty, all commitment balances are set to zero. If there are postings in the
commitment ledger they are all scanned, regardless of the accounting period or
year, and the commitment balance on each account is recalculated - based on the
accounts or account ranges in the actual ledger. The current budget check definitions,
which are defined in Purchase Order Processing, are also scanned.
If you are using the Actual or Budget Ledger: Enter the year of the budget that
you want to clear down.
If the Budget Type box in BC=Budget Check Definition is set to S-Single Year,
all transactions posted to periods in the year chosen are scanned, and their balances
are calculated with reference to the settings of the Budget Check Analysis boxes in
BC=Budget Check Definition.
If the Budget Type box in BC=Budget Check Definition is set to M-Multi Year, all
transactions posted to periods up to and including the year chosen are scanned,
and their balances are calculated with reference to the settings of the Budget
Check Analysis boxes in BC=Budget Check Definition.
Recalculating Values
The ledger transactions associated with each asset are read. From these the total
gross value, depreciation and net value are recalculated. The recalculated values,
if different, will replace those held on the AR=Asset Records.
As in Ledger Accounting, period cleardown for assets can be used to reset the
values in asset records after file corruption, or file restore.
Clearing Transactions
Transactions are only cleared down when the asset is fully depreciated. Fully
depreciated means that the net value (calculated as gross value less depreciation)
is equal to the final value. If the other amount is used, this must apply to both
base and other amount. The transaction present marker on the asset record is reset
so that the asset record can be deleted.
DI=Asset Disposal removes fully depreciated assets.
Please Note: Running a period cleardown from the Ledger Accounting module
only recalculates the balances for assets if the default of ALL account codes is
selected. Assets will be ignored if a range of account codes is entered.
OVERVIEW
RP=Post Rough Book allows you to change the status of a range of journals from
rough book to permanent ledger, or hard, postings. You must have the Rough
Book in LD=Ledger Definition set to 1-Mandatory Rough Book, or 2-Optional
Rough Book.
If you have set the Definitive Request box in DB=Daybook Listing to Y-Yes, the
rough book flags are reset automatically when you run a daybook listing report or
use PT=Print Tax Listing with the Definitive Request box set to Y-Yes. You can
post a rough book journal to the permanent ledger with the Recall Journal option
in JE=Journal Entry. Use RP=Post Rough Book to post a whole batch of rough
journals in one process.
7 ENTRIES
Journal Control
JN/TD/AP
Define the selection method of the rough journals using one of the following
codes:
Code Description
JN Journal Number
TD Transaction Date
AP Accounting Period
See also:
& Actions
Day Book Listing
Journal Entry
Ledger Definition
Print Tax Listing
OVERVIEW
This function is used to print the account tax listing reports, having specified the
selection criteria in XL=Tax Listing Layouts. The account tax listing functions
allow you to produce reports that group together all taxable transactions for an
account. This process can be used to produce year end tax reports like the Annual
Client/Supplier Listing required by Spanish and Belgian tax authorities.
You must design the report layout in RD=Report Definition and identify the tax
analysis category in LD=Ledger Definition. You may also need to define TD=Tax
Details.
Layout Code
maximum 5 characters
This code identifies this tax listing. You can use QUERY to view a list of available
layouts. See the section Tax Listing Layouts.
Period/Date Selection
period/date format
You must enter either the range of periods or dates to be included in your report.
This depends on the Period/Date Selection box in XL=Tax Listing Layouts.
See also:
& Actions
Report Definition
Tax Details
Tax Listing Layouts
OVERVIEW
Layout Code
maximum 5 characters
This code identifies the report defined in FL=Formatted Layouts. Use QUERY to
display a list of available layouts.
See also:
& Actions
Report Definition
Formatted Layouts
OVERVIEW
Reprinting Remittances
You can reprint all, or some, of your remittance advices and cheques as many
times as you wish, until you next run GP=Generate Payments.
Printing Cheques
If printing cheques, you are prompted to enter the next cheque number, or next
sequence number if you have set the Cheques on Document box in RD=Report
Definition to Z.
You specify that you are printing cheques by using a format with Y-Yes
or D-Document in the Cheques on Document box, on the control parameters
screen. FD=Format Definitions allows you to specify whether the next cheque
number is entered during PR=Print Remittances, or whether it is a fixed number.
The next cheque number appears after you have selected Print Report or Store on
Disk.
Conversion Module
You can create remittance formats that include foreign currency amounts and
conversion codes.
7 ENTRIES
Profile Code
maximum 5 characters
Enter the code of the payment profile for which remittances are to be printed.
You are prompted with the profile code if you entered PR=Print Remittances
directly from GP=Generate Payments.
Conversion Code
maximum 5 characters
This box appears only if the Other Amount Payment box in LD=Ledger Definition
is set to Y-Yes. In other words, this box only appears if you are generating
payments by conversion.
Enter the conversion code for which you wish to print cheques or remittances.
Reprint
Y/A/blank
If you want to reprint remittances that match the selection criteria, and have
already been printed, enter Y-Yes.
If you want to print remittances that match the selection criteria, regardless of
whether they have been printed, enter A-All.
If you want to print remittances that match the selection criteria, and have not
been printed, leave this box blank.
Remittances Or Payments
R/P
Use R-Remittance to print all remittances, whether or not they include a cheque.
You only use P-Payments when your document has been defined with a Y-Yes in
the Separate Cheques box, on the control parameters screen of RD=Report
Definition, in other words, where a separate cheque run is required.
Format Code
maximum 5 characters
Enter the code of the layout you want to use for these remittances. This code
must have been created in RD=Report Definition and/or in FD=Format Definitions.
See also:
& Actions
Format Definitions
Generate Payments
Payment Profiles
Print Statements
Report Definition
OVERVIEW
A statement lists the transactions for an account. Normally, you print statements
for D-Debtor, C-Creditor, or T-Client accounts. Statements are designed in
RD=Report Definition. Some standard layouts are provided, and you can amend
these to suit your requirements. Refer to the section Managing Your Debtors/
Receivables in the SunAccount Appreciation Guide.
Stationery Alignment
It is usually necessary to position paper accurately when printing statements on
preprinted stationery. If you choose Print Report, rather than Store on Disk, a
message is displayed:
PAPER ALIGNED?
Allocated Transactions
You can exclude allocated transactions from a statement.
Debtor/Creditor Summarise
SunAccount will summarise transactions that have the same:
Transaction Reference
Journal Number
Allocation Indicator
Debit/Credit Indicator
Conversion Code (Conversion Module)
If you prefer not to summarise transactions in this way, switch the Suppress Debtor
Summarise box and the Suppress Creditor Summarise box in LD=Ledger Definition
to Y-Yes.
Conversion Module
Statement formats that include other amount details are provided with SunSystems.
Transactions generated during LR=Ledger Revaluation are excluded from
statements. The statement, therefore, reflects the amount due in both base and
other amount, at the original entry date.
7 ENTRIES
Account Type
D/C/T/P/B/M
Enter the type of account for which you want to produce statements. You can
produce statements for any account type.
You can use RD=Report Definition to specify whether accounts with debit, credit,
or zero balances are included in a statement.
Priority From/To
1 character
The priority of an account is determined by the setting of the Priority box in
CA=Chart of Accounts. If you want statements printed for accounts, regardless
of their account priority, leave these boxes blank. Otherwise, enter an account
priority, or range of priorities. Enter a ‘-’ hyphen to select accounts with a blank
priority.
Cut-off Period
format ppp/yyyy
This is the equivalent of a Period To box. The statement only shows transactions
up to and including the specified cut-off period. If you want to use the current
period as the cut-off period, leave this box blank.
Statement Date
date format
If you want today’s date printed on a statement, leave this box blank. Otherwise,
enter the date you want to be printed. If the statement format includes an aged
analysis of transactions, the date entered here is used as the ageing date.
See also:
& Actions
Report Definition
Format Definitions
Print Remittances
OVERVIEW
This function is used to print the tax listing reports, having specified the selection
criteria in XL=Tax Listing Layouts. The print tax listing function allows you to
produce IVA registers required by Italian and other tax authorities. They are
sorted by date/period as selected, then by sequence number code, transaction
reference and journal/line number.
You must design the report layout in RD=Report Definition and identify the tax
analysis category in LD=Ledger Definition. You may also need to define TD=Tax
Details.
Layout Code
maximum 5 characters
This code identifies this tax listing. You can use QUERY to view a list of available
layouts. See the section Tax Listing Layouts.
Transaction Date
period/date format
You must enter either the range of periods or dates to be included in your report.
This depends on the Period/Date Selection box in XL=Tax Listing Layouts.
Definitive Request
Y/N/blank
This box only appears if the Rough Book box in LD=Ledger Definition is set to
1 or 2.
EnterY-Yes if you want to remove the rough book flags and hard post all transactions
printed on the report. Enter N-No to leave the rough book flags in place. Leave
this box blank for a default of N-No, until you have checked all transactions and
are ready to hard post them. You can reprint a definitive listing at any time.
See also:
& Actions
Report Definition
Tax Details
Tax Listing Layouts
→Setup Menu→
→Maintenance→
SS=SunSystems→ →PD=Printer Definitions
OVERVIEW
PD=Printer Definitions is where you specify the operating parameters for the
printers you want to use with SunSystems.
You can use the printer code to link an operator to a particular printer definition in
OD=Operator Definitions. If you are producing reports or documents that require
special stationery or specific printers, you can use RD=Report Definition to link a
report or document format to a specific printer definition. If there is no printer
specified for an operator, report or document, the default printer definition is
used. This has a blank printer code.
When you are working in SunSystems, you can use CP=Change Printer to change
to a printer other than the default printer or the one specified on your operator
definition.
7 ENTRIES
Printer Code
maximum 5 characters
Each printer is identified by an alphanumeric code which is used to select the
current printer. Letters are automatically converted to upper case. The default
printer has a printer code of blank.
Printer Description
maximum 25 characters
Enter a description to help you recognise both the printer and the port for which
this definition is used. This description is displayed on the screen when you use
CP=Change Printer.
Page Control
N/blank
Leave this box blank to set page control. Page control allows you to view and
print specific pages and lines of your report in VR=View Stored Report. However,
with page control turned on, the instructions to the printer are included in the
print file and when you choose Print Report an extra page is printed before your
document. Enter N-No to avoid the extra page.
See the section View Stored Report for information about viewing and printing
specific pages and lines.
Compressed Print
up to 5 codes, 3 digits each
If you require this printer to use compressed print, specify the control sequence
which sets the printer to compressed print mode. If the control sequence for the
printer exceeds 15 characters, you can use CS=Control Sequence Definitions to
specify a control sequence of up to 120 characters. You can then enter the sequence
code in this box. See the section Control Sequence Definitions for further
information.
Start Print
up to 7 codes, 3 digits each
Enter a series of codes to be sent to the printer at the start of each line printed.
Most printers do not require this. It can be used to take information routed back
to a terminal and divert it to a local printer attached to the console. Enter the
codes in the form described previously.
Stop Print
up to 7 codes, 3 digits each
Enter a series of codes to be sent to the printer at the end of each line printed.
Most printers do not require this. If a report is being diverted from a terminal to
a local printer, this string should be used to reroute output to the screen. Enter the
codes in the form described previously.
Form Number
maximum 5 characters
This box is for VMS users only. It allows a form number to be used in conjunction
with a print queue.
Number Of Copies
numeric 1-9
This box is for VMS and OS400 users only. Leave it blank to be prompted for
the number of copies at the time of printing. Under VMS, this entry is only used
if the print device is a print queue.
See also:
& Actions
Change Printer
Control Sequence Definitions
Database Definitions
For more information about the boxes on this screen which relate to
specific operating systems, you should refer to the Platform Manual.
→Maintenance→
AR=Fixed Asset Register→ →Setup Menu→
→RG=Register Definition
7 ENTRIES
F Note: You can reverse this selection for each asset, by setting the Final
Value Calculation Override box in AR=Asset Records and AB=Asset Budget
Records to Y-Yes.
See also:
& Asset Records
Asset Budget Records
Ledger Definition
Spread Ratios
OVERVIEW
RD=Report Definition allows you to design the reports and documents which are
produced in SunAccount.
Reports designed in RD=Report Definition are used in the following functions:
• AG=Asset Register
• AL=Account Listing
• AL=Asset Listing
• AS=Asset Status
• DB=Daybook Listing
• JL=Journal Listing
Report Structure
In RD=Report Definition, each report is divided into two parts: the Control
Parameters screen and the Format Details screen.
You use the Control Parameters screen to set general information about the report,
for example, the size of the report, and the printer used to produce the report.
The Control Parameters screen is displayed when you first select RD=Report
Definition.
You use the Format Details screen to set the detail of the report. The Format
Details screen is displayed when you select Format Details from the Control
Parameters screen selection box.
Report Heading
The report heading is where you specify items to be printed at the top of the first
page of your report, for example the report name and the date.
Page Heading
The page heading is where you specify items to be printed at the top of pages
other than the first page.
Sub Headings...
There are up to nine subheadings.
Transaction
The transaction area is the main body of the report. It is where the detail of the
report appears.
Sub Footings...
There are up to nine subfootings, these can be used for subtotalling.
Page Footing
Page footing area is printed at the bottom of every page (except the last). It may
contain a subtotal or a carried-forward figure.
Report Footing
The report footing area is printed at the bottom of the last page of the document;
you can specify totals and general text messages.
F Note: You may find that this warning appears after a system crash, or if an
operator has not logged out correctly.
Amending Reports
Select the code of the report that you want to amend. From the selection box on
the Control Parameters screen you can then choose Amend to amend the report’s
Control Parameters, or Format Details to amend the details on the report.
Page Up
Moves the display up a page.
Page Down
Moves the display down a page.
Top
Displays the top of the document.
Bottom
Displays the bottom of the document.
Left
Moves the display to the right.
Right
Moves the display to the left.
Scales
Displays the document with/without scales.
Parameters
Moves to the Control Parameters screen.
Format Details
Moves to the Format Details screen.
See the section Amending Reports for further information about amending reports.
Once you have completed the entries on the Control Parameters screen, the cursor
returns to the selection box. You can then choose one of the following actions:
Amend
Enter Amend if you wish to amend the details for a report.
Delete
Delete allows you to remove a report definition from the report format master
file.
Examine Format
Examine Format displays the current document format as it will look when it is
printed. When you choose Examine Format, you are able to select any of the
actions detailed in the section Previewing Report Formats.
Start
When you have finished working on a report, use Start to select a different report.
The cursor moves to the Format Code box where you can enter the code of the
report format you now wish to work on.
Format Details
Format Details displays the Format Details screen, where you specify the position
of each item on the page.
Format Code
maximum 5 characters
Enter the code of the report format you wish to work on.
File Name
maximum 30 characters
If you are transferring a file into, or out of, SunSystems, enter the name of the
file which contains the format. You should enter the full path of the file. See the
section Transferring Report Formats for further information.
Report Description
maximum 25 characters
This description is purely for your use. It is not printed on the report.
Report Type
1 character
This identifies the type of report. Report Types available in SunAccount are:
Printer Code
maximum 5 digits
This PD=Printer Definitions printer code is used whenever this report format is
printed. SunSystems changes back to the default printer when the print run is
completed. Leave this box blank to use the current printer.
Suppress Line-Up
Y/blank
Documents only. If you want to print a dummy page to test the alignment of the
report before printing the whole report, leave this box blank. If do not want the
dummy page to be printed, enter Y-Yes in this box.
F Note: Computer listing paper, printing at six lines per inch, is normally 66
lines per page.
Report Width
80-999/blank
Enter the number of characters to be printed across the page. These are defined as
column numbers. See the subsection Start Column under Format Details Entries
for further information.
F Note: This box is not connected with the S-Single Payments option, in
CA=Chart of Accounts and GP=Generate Payments.
Ageing Days
6 bands, 3 digits each
You may wish to print ageing details on certain documents. You specify the
ageing bands in the six columns provided. SunAccount accumulates the relevant
transactions into seven totals (accumulators) numbered 61-67. The last of the
accumulators is for transactions older than the last ageing band. Other Amounts
are aged into totals 68-74. These totals may be printed (see the subsection Total
Items below).
Enter Format Details in the Control Parameters screen selection box to access the
Format Details screen.
Line Number
1-300
The first line of each document area is line number one. Enter the number of the
line on which the data item you want to define is located. This line number must
fall within the document controls set on the Control Parameters screen.
Start Column
maximum 999
The leftmost character on a line is in column one. Enter the column in which you
want to start printing the item you are including in your report or document. The
Line Number and Start Column identify a grid position on the page.
Sequence Code
0-9/A-Z/blank
If you want to use more than one item in the same location on your report or
document, enter a sequence character for the item. This is particularly useful if
you are using the Only If Item box or the Suppress Item Indicator box. The value
of the sequence character determines the order in which items are selected. You
might want to use this facility if, for example, you have two different phrases that
you want to appear in the same place on a report or document according to the
status of an account, the size of an account balance, and so on.
Item Type
S/D/T
There are three types of item: S-String, D-Data Item, and T-Totals. Your choice
of item type determines the boxes that are shown in the rest of the window.
Only If Item
Item from Data Dictionary
You can limit the appearance of items on your reports or documents to specific
situations. For example, you may want an item to appear only on the third page
of a report. Use this box to select the data dictionary data item you want to test.
You can use Q UERY.
If you wanted an item to appear only on the third page of a report you would use
QUERY to select the Record Type in which Data Item is stored - in this case, the
Common Fields record type contains the Page Number data item. You would then
set the Is box to E-Equals, and the Value box to three.
See the online manual for a complete list of data dictionary items.
Is
(E/G/L/R)
Use this box to apply a condition to the data dictionary item entered in the Only If
Item box. For example, if you wanted an item to appear only on the third page of
a report or document, you would set the Only If Item box to Page Number, you
would then set this box to E-Equals, finally you would set the Value box to 3.
Value
maximum 15 digits
If you have entered values in the Only If Item box and in the Is box, use this box
to set the value to be tested. For example, if you wanted an item to appear only on
the third page of a report you would set the Only If Item box to Page Number, the
Is box to E-Equals, and this box to three.
F Note: You can use the Only If Item Is Value boxes, for example, to print
either FULL or SUMMARY depending on the setting of the Suppress Details
box on the report request.
Text Box
maximum 78 characters
String items only. If you have selected S-String Item, then the display at the
foot of the screen changes. Enter the text you wish to appear on your document.
The numbers should help you position your text.
F Note: If you want to enter a text string of more than 78 characters, set two
text strings to run consecutively.
Item Reference
Data Dictionary Items
Data items only. If you are creating a new item, the record description box
appears when you press ENTER . If you are amending an existing report use QUERY
to display the record description window. The record description window shows
record types available for the report type under such headings as: Common Report
Fields, Chart of Accounts, etc. Select the heading you require and then, from the
data item window, select the item you require.
Start Character
1-99
Data items only. This number specifies the first character of the data item that is
to be printed. For example, if you wish to exclude the first two characters of the
account code, you would set the Start Character to 3.
F Note: You can use this feature to design 1099 reports for US tax reporting.
See the section Tax Reporting in the SunAccount Appreciation Guide.
Print Length
1-99
Data items and totals only. You can print part of the item by specifying the
number of characters in this box. For example, if you want to print only the first
15 characters of the account name, enter 15. The full print length of the selected
item appears as a default.
When designing a report layout, if you allocate fewer characters than the total
length of the data item, it will be truncated; numeric items could lose the left-most
characters, and text items the right-most characters. Allow extra characters for
the decimal point and and prefix or suffix for numeric items.
F Note: To find the default length of data items, go to the Item Reference box
and use QUERY and then RETURN to select the Record Type you are using.
Use RETURN again to see the length of the data items on that record type.
The item description list gives the default length of each item.
Suppress Line
Normally, the line is suppressed and all items on the line excluded from the
accumulators if the condition is met. Note that items on this line before the current
item have already been added to the accumulator totals. This is a method of
accumulating something without printing it.
F Note: You can also use the Suppress Line Indicator to, for example, suppress
blank lines that are only printed when the report’s Double Line Spacing box
is set to Y-Yes. As an item has to be printed to use the Suppress Line
Indicator setting, you should use the Control Parameters screen to extend
the width of the report beyond its normal setting. You should then print the
item beyond the report’s normal width. Once you have set up the report,
you can reduce the width back to normal.
Value
maximum 15 digits
Enter the value against which the Suppress Line Indicator test is carried out.
Entry Result
To print debits and credits in two columns, you might define two data items, one
with indicator A and the other B.
Entry Result
Edit Code
1 character each
Data items and totals only. This box allows you to refine the presentation of
values and text on your report. The options which are available for numeric and
data items are different, and are therefore listed separately.
F Important note: If you use an edit code of 1 and the combined length of the
value, prefix, and suffix exceeds the print length of the item, a row of asterisks
is printed. To avoid this, you should allow an extra 4 characters for the
prefix and suffix asterisks when you calculate the print length of the item.
If you use an edit code of 3, to ensure that each item is followed by at least
one asterisk you should check that the item’s print length is at least one
character longer than the longest value to be entered.
Convert To Words
maximum 2 characters
Numeric data items, totals, and dates only. Use this box to convert amounts
and dates from digits to words. The words are stored as data items which you
must then select for inclusion on your report or document.
You can convert digits into sentences, for example £2805.65 becomes TWO
THOUSAND EIGHT HUNDRED AND FIVE POUNDS AND SIXTY FIVE
PENCE. You can also convert digits into factors of ten which, for £2805.65,
would appear as TWO EIGHT ZERO FIVE .65 - i.e. two thousands, eight
hundreds, no tens, five units, .65 in figures. Each of the language versions print
VOID (in the correct language) if the value is zero or greater than 999,999,999.
If you want to convert amounts into factors of ten, enter W-Words. The words
into which the amount is converted are held in the Common Fields record as the
following data items, which are each 10 characters long:
F Note: If you enter a language code, you can control the format of the
sentence by changing the settings of the Include Currency Subunit Name
and the Other Sentence Change boxes in RD=Report Definition.
Leave this box blank if you do not want the amount to be converted to words.
F Note: If decimals are printed and the decimal value is zero, the number of
zeros printed depends on the number of decimal places specified either in
the Number of Decimal Places box or in DB=Database Definitions. For
example, setting 3 decimal places results in 000/1000.
Entry Result
Entry Result
1 01 January 1998
2 1 January, 1998
3 January 1, 1997
4 1-Jan-1997
5 January 97
6 Jan, 97
7 1st January 1997
8 January 1st 1997
A mm/dd/yyyy
B dd/mm/yyyy
C yyyy/mm/dd
Relevant Accumulators
50 characters +/-
Numeric data items and totals only. There are 50 accumulators into which you
may add numeric items. Place a plus ‘+’ or minus ‘-’ beneath the accumulator
number. The current item could be added to several accumulators, some of which
may be printed in the page footing and some in the document footing area.
Accumulators might hold different item totals. For example, analysis or tax
values. These accumulated values can be printed as a total item.
For a list of items available in RD=Report Definition, use the on-screen QUERY
facility.
→ Maintenance→
LA=Ledger Accounting→ → Setup Menu→
→SN=Sequence Number Definitions
→Maintenance→
AR=Asset Register→ → Setup Menu→
→SN=Sequence Number Definitions
OVERVIEW
7 ENTRIES
Actual/Budget
A-K
Enter a letter to identify the ledger to which you want this sequence number applied.
You can have separate numbering sequences for the actuals ledger, and for budget
ledgers B to K.
Description
maximum 30 characters
You can enter a description for this sequence number.
Automatic/Manual/Date
A/M/D
If you enter A-Automatic, this sequence is updated by the system.
If you enter M-Manual, the sequence number must be entered during JE=Journal
Entry and JI=Journal Import.
D-Date is used where registration date control is required, without a sequence
number. See the Registration Date box details later. In this case, the sequence
number code, identified previously, is written to the transaction sequence category
identified in LD=Ledger Definition. A sequence number is not applied.
Registration Date
date format
Enter the date you wish to record as the entry date for this sequence number code.
This date will appear on all transactions created in JE=Journal Entry, JI=Journal
Import with journal types using this sequence number code, and in AA=Account
Allocation.
See also:
& Actions
Analysis Codes
Analysis Definitions
Journal Definitions
Ledger Definition
→Maintenance→
AR=Fixed Asset Register→ →Setup Menu→
→SR=Spread Ratios
OVERVIEW
Ratio Code
maximum 3 characters
Enter a code to identify a set of ratios.
Ratio Name
maximum 30 characters
Enter a name describing the set of ratios.
Operating Periods
maximum 999
Enter the number of periods for which depreciation will be calculated during a
financial year. This is normally 12, i.e. monthly accounting periods. This value
cannot exceed the entry in the Maximum Number of Periods box in RG=Register
Definition.
Leave this box blank if the operating periods for depreciation purposes and the
maximum number of periods are the same.
See also:
& Actions
Register Definition
OVERVIEW
Columns
A financial statement can include up to twelve columns. See the section Column
Headings. You can either use predefined columns, for example This Period Actual,
This Period Budget, This Period Budget Variance, Year-to-Date Actual etc., or
you can define columns that are calculated based on other columns.
Conversion Module
With the Conversion Module, a column can show either base amounts or other
amounts. By using This Period columns (column codes Px) or This Year columns
(column codes Yx), you can report on the movement in foreign currency within
the period, or year-to-date, respectively. By using Balance columns (column
codes Bx), you can report on the balance outstanding (exposure) in each currency.
You can, in addition, use any of the conversion code’s six rates, to revalue.
Consolidation
By using the Subsidiary Ledger box on LC=Statement Line Contents, a financial
statement can draw together data from more than one database. The section
Multiple Ledgers in SunAccount, in the SunAccount Appreciation Guide covers
the different methods of consolidating data.
Data Transfer
In addition to producing a printed report, financial statements can be used to
produce a disk file of the extracted data, that can then be imported into another
software package. The section Transferring Data To and From SunAccount in the
SunAccount Appreciation Guide covers the different methods of transferring data.
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial statements are produced. The balance file is a summarised ledger
or budget file used for this purpose.
The balance file is selected only when it is appropriate to the report setup. The
ledger file is used in preference to the balance file under the following circumstances:
• A balance file has not been created for this ledger/budget file. If the report
uses actuals and budget files, then the balance file will be used wherever it
exists. See the section File Creation.
• Selection or level codes are entered which are not held on the balance file.
• Rough book is switched on and the Rough Transactions box is set to N-No.
The balance file does not differentiate between rough and hard postings, so
when you exclude rough transactions, the balance file is not used.
If your report uses the balance file, you are offered the option to update the
balance file on selection of Print Report or Store on Disk.
7 ENTRIES
Layout Code
maximum 5 characters
This code identifies a report layout. For example, PL1 for a profit and loss
statement, BS for a balance sheet.
Printer Code
maximum 5 characters
If you want to set a specific printer for this statement layout, enter its printer
code. You can define printer codes in PD=Printer Definitions. If you want to use
the default printer with this statement layout, leave this box blank.
If you do choose a specific printer, SunSystems changes back to the default printer
once the layout has been printed.
Category
Your selection codes can be any of the following:
Code Description
Note that using CV-Conversion Code does not restrict the presentation of base
amount or other amount on the report.
F Note: The balance file is used to generate a report only when it is appropriate
to the level codes identified for the report.
Page Level
1/2/blank
If you want page breaks after each level 1 code, enter 1. If you want page breaks
after each level 2 code, enter 2. If you want the report to print without page
breaks between levels, leave this box blank.
Code Description
Report Transactions
Y/blank
If this box is Y-Yes, then transaction details are shown regardless of the setting of
the Line Zero Suppress box. Due dates are shown if they were entered manually,
otherwise they are excluded, since financial statements does not calculate them
before printing. If you do not wish to show individual transactions, leave this box
blank.
If the box Report Corrections on the LD=Ledger Definition is Y-Yes, then
transactions marked C-Correction are included in this report.
Transactions are not transferred to the transfer file.
Report Codes
Y/blank
If this box is set to Y-Yes, and the column code A box is left blank, then account
and analysis codes are printed on each account line, alongside the description.
Leave this blank to omit the account and analysis codes from the report.
Held Journals
Y/blank
If this box is Y-Yes, then you are informed when printing if there are journals on
the held journal file. See the section Journal Entry.
Wide Columns
Y/blank
The number of columns that can be printed depends on your printer character
width, the number of characters per inch, and whether standard or wide columns
are chosen. If, when you print the report, some amounts are replaced by asterisks,
Bracket Negatives
Y/blank
If this box is Y-Yes, then negative amounts are shown in parentheses. If you wish
to show them with a minus sign alongside, leave this box blank.
Transfer Format
maximum 5 characters
You can produce transfer files to export information to other software packages,
e.g. spreadsheets or financial modelling software. The formats available and
their uses are shown in the following table:
Format Description
The transfer file is produced at the same time as the SunSystems report (.PRN)
file. It is stored in the same directory or drive as your print files. The transfer file
contains the detailed report lines but does not show column headings, page headings,
total lines, or individual transactions.
Most transfer formats separate amounts using commas. When they are read into,
say, a spreadsheet package, they appear as separate columns. Where the target
package can accept textual descriptions in addition to amounts, descriptions are
also present on each line. They describe each of the analysis levels printed on the
report. On most formats, the descriptions precede the amounts on the line. As
Rough Transactions
Y/R/blank
Leave this box blank if you do not use rough book processing, or want to exclude
rough transactions from your report. Enter Y-Yes to report all ledger transactions,
rough and hard. Enter R-Rough to report rough transactions only.
Please note that the balance file is used to generate a report only when this box is
set to Y-Yes, if rough book processing is switched on, or blank, when rough book
is not in use for this ledger.
See also:
& Actions
Analysis Layouts
Balance File Update
Column Headings
Financial Statements
Operator Permissions
Statement Line Contents
OVERVIEW
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial statements are produced. The balance file is a summarised ledger
or budget file used for this purpose. The ledger file is used in preference to the
balance file if selection codes are entered which are not held on the balance file.
See the subsection Balance File in the section Statement Layouts for more
information on the balance file in financial statements.
7 ENTRIES
Line Content Code
maximum 5 characters
Enter the code identifying the statement line contents.
Line Name
maximum 30 characters
Specify the description to be printed on the line. You must enter a name for line
types L-Line and T1-T7-Totals. Use a ‘-’, hyphen for a blank line name. When
you are using account details, each account name is printed instead of the line
name.
Account Details
Y/blank
If this box is Y-Yes and the line type is L-Line, then instead of printing a single
line containing values for all the accounts in the selected account range, a separate
line is printed for each account in the range.
Normal Sign
D/C
It is the convention for financial statements to print lines without debit or credit
signs. If debit amounts occur on lines which normally show a credit amount (for
example, income), they are printed with a minus sign. Similarly, credit amounts
Amount Reverse
Y/blank
This is normally left blank. If this box is Y-Yes then, on line types L-Line or
C-Continuation, the debit/credit sign of the amount on the line is reversed, before
being printed and totalled.
Amount reverse might be used to exclude a particular account balance from a
range of account codes. A continuation line would be created for the account
code withY-Yes in the Amount Reverse box. This would have the effect of reversing
out the amount from the original range of account codes.
Column Change
B/P/Y/blank
This box is used with line types L-Line and C-Continuation. It allows you to
change the column values for this line. For example, in a balance sheet report,
you can show the year-to-date profit figure, in the midst of balances.
The column change option converts a period or year-to-date column, to a balance,
and vice versa. Quarter columns may be converted to balances, but the reverse
does not apply.
Where this box is left blank, the column will display the figures originally selected
in SL=Statement Layouts.
B-Balance shows balance amounts in columns originally designated as year-to-
date, period, or quarter columns in the statement layout. For example, PA-Period
Actuals or YA-Year-to-Date Actuals, will be converted to BA-Balance Actuals.
P-Period will show period amounts in a balance column.
Y-Year shows year-to-date amounts in columns originally designated as balances.
This will exclude amounts from before the start of the year. For example,
BA-Balance Actual is converted to YA-Year-to-Date Actual.
For example, on a year-to-date profit and loss statement which shows opening and
closing balances, you would use column change as follows:
Entry Description
A particular line may show a balance actual equal to zero, with values in the other
columns. To prevent these values from being printed twice, you should define
one line to include zero values and one line to exclude them. By using codes B
and E, you can prevent lines with balance actual equal to zero being printed.
The test for debit or credit is made after amount reversal.
If a line is suppressed, and the Line Type box is L-Line, the values are not carried
through to higher level totals. Continuation lines are suppressed according to
their preceding type L-Line. If the Line Type box is T-Total then D, C and A
codes are valid. If A is used on a total line, though the total is not printed, the
value is accumulated to higher level totals.
Subsidiary Ledger
3 characters
Leave this box blank if the statement takes values from the current database only.
If you wish to draw data from a subsidiary ledger, enter the relevant database
code. For example, you can show one line on the report for the current ledger,
and another for each of several subsidiary ledgers. If you want to summarise
these lines into one line, you would have an L-Line type line with a blank subsidiary
ledger code for the current ledger, followed by C-Continuation lines for each of
the subsidiary ledgers.
Conversion Module. The section Financial Analysis describes how ledgers in
different currencies are consolidated using multiple conversion rates. See also the
Revalue From Other Amount box described next.
See also:
& Actions
Analysis Definitions
Column Headings
Financial Statements
Statement Layouts
LA=Ledger Accounting→→Reports→
→Setup Menu→→TC=Table Columns
→Reports→
AR=Fixed Asset Register→ →Setup Menu→
→TC=Table Columns
→Reports→
CO=Corporate Allocations→ →Setup Menu→
→TC=Table Columns
A table format combines a table row and column definition, to create a report.
The table row defines the content of each row of a report, whilst the table column
specifies the content of each column in a report. A column code can have up to 50
column numbers associated with it.
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial statements are produced. The balance file is a summarised ledger
or budget file used for this purpose.
The ledger file is used in preference to the balance file if selection codes or
column basis codes are entered which are not held on the balance file.
If your report uses the balance file, you are offered the option to update the
balance file on selection of Print Report or Store on Disk.
Calculations
The value shown in a column can be the result of a mathematical calculation
based on other columns.
See the section Reporting in SunAccount in the SunAccount Appreciation Guide.
7 ENTRIES
Column Number
1-50
The column number dictates the order in which columns are processed, but not
the order in which they are printed. When creating new column numbers, space
them at intervals, so that you can add new columns later.
Print Column
1-18/blank
Enter a number to specify the printing position of the current column. If this box
is blank, the column is not printed. There are 18 print positions, but if you use
more than eight, you may need to use compressed print. See the Wide Columns
box in TF=Table Formats.
Amount Format
D/I/T/M/blank
Select the format for figures in this column. This affects how they are printed
and how they are used in any subsequent columns where this column is specified.
If this box is left blank, amounts are formatted as integers, without any decimal
places.
The formats available are:
D-Decimals Decimal places as specified in DB=Database Definitions,
CV=Conversion Tables, or in the following box, Decimal
Places.
I or blank-Integers Whole currency units.
T-Thousandths Thousandths of currency units, no decimal places, or as
specified in Decimal Places below.
M-Millions Millionths of currency units, no decimal places, or as specified
in the following box, Decimal Places.
Decimal Places
0/1/2/3/blank
You can specify the number of decimal places shown in this column. Enter 0 for
no decimal places. Enter 1 for a single numeric after the decimal point. Enter 2
to have two decimal places shown, or 3 for three decimal places. Leave this blank
for the default set in DB=Database Definitions or CV=Conversion Tables to apply.
Bracket Negatives
Y/N/blank
If this box is Y-Yes, then negative amounts are shown in parentheses. If this box
is N-No negatives are shown with a ‘-’ minus sign. If this box is blank, then the
bracket negatives setting in TF=Table Formats will be used for this column.
Suppress Amount
B/C/D/E/blank
This box allows you to suppress the printing of values according to their debit/
credit marker. If a value falls within the entry specified it will not be printed or
included in any totals for this column. The following table shows the entries
available:
Entry Description
Column Data
2 characters
The column codes specify the data you wish to appear in the column. Thus, they
are similar to the predefined column codes used by NL=Analysis Layouts and
SL=Statement Layouts. Valid codes are as follows:
SA-Spread Period shows the transactions for the Spread Start Period box in
FT=Financial Tables, and rolls forward a period so that the next SA-Spread Period
column includes the next period and so on. SR-Reset Spread resets the spread so
that the next SA-Spread Period column reverts to the Spread Start Period box in
FT=Financial Tables. SA-Spread Period could be used to produce individual
period totals for a series of three periods followed by a total for the quarter.
Actual/Budget
A-K/blank
Enter A-Actual if the data is to be taken from the actual ledger. Enter B-K and the
data will be taken from a budget ledger of the specified code. Leave this box
blank for the default of A-Actual.
Other Amount
Y/1-6/blank
Enter Y-Yes if the column is to show the other amount. Leave this blank if the
column is to show a base amount. Enter 1-6 to revalue the base amount from the
other amount using the appropriate rate from CV=Conversion Tables.
Column Number
2 characters
M-Mathematics columns only. Enter the column number (not the print column)
on which you wish to perform a calculation.
Row/Statistic
1 character
M-Mathematics columns only. Enter R-Row if the value to be used is to come
from every row of the report. Enter S-Statistic if the value is to come from the
previous statistic row. The default here is R-Row.
Operator
1 character
M-Mathematics columns only.
+ (add) the two columns are added together
- (minus) the second column is subtracted from the first
/ (divide) the first column is divided by the second
* (multiply) the two columns are multiplied
% (percent) the first column is expressed as a percentage of the second
Column Number
2 characters
M-Mathematics columns only. Enter the second column number (not the print
column) on which you wish to perform a calculation. If either column number is
blank it is treated as zero.
Row/Statistic
1 character
M-Mathematics columns only. Enter R-Row if the value to be used is to come
from every row of the report. Enter S-Statistics if the value is to come from the
previous statistic row. The default here is R-Row.
See also:
& Actions
Financial Tables
Table Formats
Table Rows
OVERVIEW
Level Codes
The level codes have two purposes:
• They allow you to specify that only transactions with these codes are to be
considered
• They control the sequence (order) of the report and, consequently, the stages at
which totals are shown. Each combination of level codes is printed on a separate
page.
Conversion Module
With the Conversion Module, a figure may be shown either in base amount or in
other amount according to the Other Amount box in TC=Table Columns.
Consolidation
A financial table can show data from more than one ledger by using the Subsidiary
Ledger box in TC=Table Columns. The section Multiple Ledgers in SunAccount
in the SunAccount Appreciation Guide covers the different methods of combining
data.
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial tables are produced. The balance file is a summarised ledger or
budget file used for this purpose.
The ledger file is used in preference to the balance file under the following
circumstances:
7 ENTRIES
Table Code
maximum 5 characters
This code identifies the particular table format.
Code Description
Please note that the balance file is used to generate a report only when it is
appropriate to the level codes identified for the report.
Page Level
1/2/blank
If you want page breaks after each level 1 code, enter 1. If you want page breaks
after each level 2 code, enter 2. If you want the format to print without page
breaks between levels, leave this box blank.
Transfer Format
maximum 5 characters
This box is used to specify the transfer format for exporting your report to other
software packages. See the section Statement Layouts for further information.
See also the section Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide. See also the Platform Manual for details of file naming
conventions.
Held Journals
Y/blank
If this box is Y-Yes then the operator is informed in FT=Financial Tables if there
are journals on the held journal file.
Bracket Negatives
Y/blank
If this box is Y-Yes then negative amounts are shown in parentheses. If you want
them to have a minus sign alongside, leave this box blank.
See also:
& Actions
Operator Permissions
Table Columns
Table Rows
→Maintenance→
AR=Fixed Asset Register→ →Setup Menu→
→TH=Table Headings
OVERVIEW
Table Code
maximum 5 characters
Enter the table code created in DT=Depreciation Tables.
See also:
& Actions
Depreciation Tables
Depreciation Tables Listing
OVERVIEW
TR=Table Rows specifies the vertical format for an FT=Financial Tables report.
TC=Table Columns allows you to define the content of each column on the report.
A table row and column are combined in TF=Table Formats to create the final
report.
See the section Reporting in SunAccount in the SunAccount Appreciation Guide.
7 ENTRIES
Row Type
H/P/R/C/S/T1-T7
H-Heading is used for headings, comments, and blank lines.
P-Page is like H-Heading, except there is a page break before printing the heading.
R-Row is used for lines in which amounts are to be shown.
C-Continuation is used for lines following an R-Row, where you wish to specify
further codes, or ranges of codes, to be incorporated into the previous R-Row.
Continuation lines are not printed separately on the report. The normal sign and
details of the previous R-Row are applied to C-Continuation lines.
Row Name
maximum 30 characters
On row types R-Row and T1-T7-Totals, you can define a name to be printed on
the row in the position defined by the column basis RD-Row Description in
TC=Table Columns.
Row Basis
maximum 2 characters
Use this box on row types R-Row, C-Continuation and S-Statistic only, to specify
one of the following categories as a basis for transaction selection.
Code Description
A row content code should not mix AC-Account Code with any other category.
Other categories may be mixed. If TF=Table Formats uses a table row based on
account codes, then its table column must be based on one or more of the other
categories, and vice versa.
Code Description
Please note that the balance file is used to generate a report only when it is
appropriate to the selections identified for the report.
Range From/To
maximum 5 characters each
Having selected a category, use these boxes to specify the range of category codes
whose amounts are to be included in this column. If only one code is required,
then enter it in the From box.
Normal Sign
D/C
Use this box on row types R-Row, S-Statistic and T1-T7-Totals. If the normal
sign is given as C-Credit, then a debit value line is printed in parentheses, or with
a minus sign. See the subsection Bracket Negatives in the section Table Formats.
Amount Reverse
Y/blank
This is normally left blank. If this box is Y-Yes then, on line types R-Row or
C-Continuation, the debit/credit sign of the amount on the line is reversed before
being printed and totalled.
Amount reverse might be used to exclude a code from a range of codes. A
continuation line would be created for the code with Y-Yes in the Amount Reverse
box which would reverse out the amount from the original range of codes.
Column Change
B/P/Y/blank
This box is used to change the value for this row in a certain type of column. For
example, in a balance sheet report, you can show a year-to-date profit figure, in
the midst of balances.
Column Change works like the same option in SL=Statement Layouts. It converts
a period or year-to-date column to a balance, and vice versa.
Where this box is left blank, the column remains unchanged.
Suppress Row
Y/blank
If this box is Y-Yes, then the current row is not printed but it is included in totals.
If a total row is suppressed, then the total, and those above it, are set to zero.
Report Code
Y/blank
On row type R-Row, if this box is Y-Yes then the relevant code is printed in the
column RC-Row Code. If a range of codes is used, the From code is printed in
the table column with column basis RC-Row Code. If break out details is Y-Yes
then the code is shown against each row in the range.
Underscore
S/D/N/blank
On row types H-Heading or P-Page Heading, enter S-Single for single underlining
or D-Double for double underlining. On row type T-Total, enter N-No to suppress
underlining before the total. On a T1 total, underlining is suppressed both before
and after. Leave this blank to print underscores on row totals.
F Note: If a table Column Type H-Heading exists with a Column Basis set to
RD-Row Description, any underscores are overridden by the contents of the
Row Name box specified in TR=Table Rows.
Row Offset
1-18/blank
If you are producing reports such as balance sheets, you can improve the look of
your report by specifying the number of columns to the right of the default that
this row is offset when it is printed. Enter a value between 1 and 18.
If you do not want a row to be offset, leave this box blank.
See also:
& Financial Tables
Table Columns
Table Formats
OVERVIEW
The Tax Details function is available only if a tax analysis category is identified in
LD=Ledger Definition. The tax analysis category allows you to nominate an
analysis category to be used to record a tax code on a transaction. See the section
Ledger Definition.
Any number of tax codes can be identified in NC=Analysis Codes.
Tax details allows you to perform tax calculations and append vital tax information
to the analysis code. This includes:
• A four line description.
• The tax rate can be used to generate the tax portion of a transaction in
JE=Journal Entry.
7 ENTRIES
Analysis Code
maximum 15 characters
Enter the analysis code associated with the tax details. The description associated
with the code is displayed.
Tax Rate
maximum 99.99999/blank
This is the percentage rate which is used to generate the tax amount in JE=Journal
Entry, and in calculating the tax portion of settlement discount. Enter a percentage
tax rate in the range 0 to 99.99999.
Enter the true percentage, because in JD=Journal Definitions, you determine
whether the tax calculation will be based on the gross or net of tax amount. See
the section Journal Definitions.
Stoppage Rate
99.99999/blank
This box allows you to identify a percentage of tax, royalties or other deductions
which is written to the input or output stoppage account. Two additional transaction
lines are generated; one which posts the amount to the input or output stoppage
account, and a contra of this amount which is posted to the account on which the
tax is generated, i.e. the account associated with the transaction line where the tax
analysis code is entered.
This facility is required for countries where withholding tax applies. For example,
tax can be applied to a purchase invoice, but is withheld and paid directly to the
Government by the company paying the invoice.
See also:
& Actions
Analysis Codes
Generate Debits
Generate Payments
Journal Entry
Online Allocation
Journal Definitions
Ledger Definition
Transaction Matching
→Procedures→
LA=Ledger Accounting→ →Setup Menu→
→XL=Tax Listing Layouts
OVERVIEW
This function allows you to define your tax listing reports. Having specified the
selection criteria on this screen, you then use PT=Print Tax Listing or PN=Print
Account Tax Listing to produce the report.
The tax listing functions allow you to produce tax registers, and the annual client/
supplier listings required by Spanish and Belgian tax authorities.
You must define the report layout in RD=Report Definition and identify the tax
analysis category in LD=Ledger Definition. You may also need to create appropriate
SN=Sequence Number Definitions and TD=Tax Details.
Layout Code
maximum 5 characters
This code identifies this tax listing.
Layout Name
maximum 25 characters
Enter the name of the layout. This helps you identify the correct layout when you
enter the layout code in PT=Print Tax Listing or PN=Print Account Tax Listing.
Selection Code
maximum 5 codes, 2 characters each
The following table shows the selection codes available for the tax listing report:
Code Description
Cash/Invoice
C/I
Enter C-Cash to include only allocated transaction references for gross accounts.
Enter I-Invoice to include all transaction references, allocated and unallocated,
within the range of gross accounts. Transactions with C-Correction allocation
markers are always excluded.
Date/Period Selection
2 characters
Enter the date/period you want to use to define the time period of each copy of this
report. The following codes are valid in this box:
Code Description
EP Entry Period
AP Accounting Period
LP Allocation Period
ED Entry Date
TD Transaction Date
LD Allocation Date
DD Due Date
Date/Period Sequence
2 characters
This box allows you to define the sequence for the tax listing report. The codes
listed previously are valid in this box. You can select by one code and sequence by
another.
If this is left blank, the selections in the Date/Period Selection box are used.
Format Code
maximum 5 characters
The format of your report must be designed in RD=Report Definition. The format
should be created as a document type T-Tax Report or PN=Print Account Tax
Listing. Enter the format code in this box.
See also:
& Actions
Print Tax Listing
Tax Details
→Setup Menu→
→Maintenance→
SS=SunSystems→ →TD=Terminal Definitions
OVERVIEW
If you are using a character user interface version of SunSystems, the terminal
definitions option allows you to define screen specifications. It is particularly
beneficial on multi-user systems, where a number of terminal models may be in
use.
For colour monitors, you can specify different colour combinations depending on
operators’ preferences.
In OD=Operator Definitions you can specify a terminal definition for each operator,
so that as soon as the operator logs in to SunSystems, the system picks up the
appropriate terminal definition.
You can specify whether the terminal has a graphical interface, so that windows
terminals can be mixed with character terminals.
Changing Terminals
If you want to change from one terminal definition to another while you are using
SunSystems, use CT=Change Terminal.
7 ENTRIES
Terminal Code
maximum 5 characters
Enter a code to identify the terminal. To amend the default terminal code, press
ENTER.
Terminal Description
maximum 30 characters
Enter a description to identify the terminal. This normally identifies the type of
terminal being defined.
Lines
24/25
Enter the number of lines on the monitor. This must be either 24 or 25. If the
terminal definition is to be used in conjunction with the action bar style screens,
this should be 25.
Columns
80/132
Depending on the terminal model, enter 80 for an 80 column screen, or 132 for a
132 column screen.
Colour Terminal
Y/N
If you have a colour terminal and wish to use the colour options, enter Y-Yes.
Otherwise, enter N-No.
If you select Y-Yes, you are prompted with the attribute options shown below.
Accept Attribute
0-7 & Y/N
The colours of entry/accept text and boxes on the screen are set up in the same
way as described for template attribute.
Display Attribute
0-7 & Y/N
The colours of display text and boxes on the screen are set up in the same way as
described for template attribute.
Message Attribute
0-7 & Y/N
The message text and box colours are set up in the same way as described for
template attribute.
Window Attribute
0-7 & Y/N
The window box and text colours are set up in the same way as described for
template attribute.
See also:
& Actions
Change Terminal
Operator Definitions
OVERVIEW
F Note: You cannot match purely on amount - you must enter some sort of
selection/matching criterion.
F Note: If you are using overexpenditure checking, you should note that
transactions are posted during TM=Transaction Matching even if budgets
are exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
7 ENTRIES
Account Type
D/C/T/P/B/M
Select the account type of the account(s) for which you wish to run the match
procedure. Only one account type can be chosen per run. Choose one of the
following: D-Debtor, C-Creditor, T-Client, P-Profit & Loss, M-Memo, or B-Balance
Sheet. The default is D-Debtor. If you choose T-Client accounts and you are
posting discounts, the system will always assure that the larger value is an invoice
and the smaller value a payment. Discount percentages and tolerances will be
applied to try and match transactions. For D-Debtor accounts no match is made if
a credit value is larger than a debit value for C-Creditor accounts no match is
made if a debit value is larger than a credit value.
When you enter one of these options, you are prompted to enter a range of codes
within this category.
The default is to select ALL.
Code Description
For example, if T1, T2 and CV-Conversion Code were selected then, in order to
match, a debit and credit transaction would have to have the same T1 analysis
code, T2 analysis code and the same conversion code.
If you have chosen to match by other amount, you are forced to enter
CV-Conversion Code as a match criterion. If you are generating settlement
discount, you can write the tax portion to identified accounts. The tax analysis
category set in LD=Ledger Definition must be one of your match criteria.
Entry Description
Post Transactions
Y/N/R
Enter Y-Yes to post the allocations and any resulting transactions. Enter N-No to
report on selected allocations, without posting them.
The default is N-No.
If the Rough Book box in LD=Ledger Definition is set to 2, you can enter R-Rough
in this box to post transactions to the rough book.
Discount Tolerance
maximum 99999/%
You have the facility to enter a discount tolerance amount, or percentage. If no
tolerance is allowed, then generated discounts must match the settlement terms on
CA=Chart of Accounts exactly, before allocation proceeds. This could lead to an
allocation being rejected because of a trivial discrepancy between the actual and
specified settlement discount.
To overcome this, you can enter an amount or percentage tolerance. When an
unbalanced allocation is encountered, the system first checks the payment terms
F Note: If you are not posting, then the Posting Period box is not prompted.
See also:
& Actions
Account Allocation
Chart of Accounts
Ledger Definition
Tax Details
→Setup Menu→
→Procedures→
LA=Ledger Accounting→ →TL=Transfer Layouts
OVERVIEW
7 ENTRIES
Transfer Layout
maximum 5 characters
Enter a code to identify the transfer layout.
Layout Name
maximum 30 characters
Give the transfer layout a descriptive name.
Transfer Format
maximum 5 characters
The transfer format code identifies the format of the transfer file. Valid codes are
BDF, CDF, and CDFQ; select one which is suited to the target software package.
See the subsection Transfer in the section Actions for details of the formats.
Account Balance
Item Name Description
LDBAL Ledger Account Balance
LDOVB Ledger Account Overdue Balance (Note 1, Note 2).
See also:
& Actions
Creditor Transfer
Debtor Transfer
OVERVIEW
Balance File
By summarising transactions from the ledger file you can improve the speed with
which a trial balance is produced. You can use a balance file to summarise ledger
or budget files. See the sections Balance File Rebuild and Balance File Update
for further information.
In TB=Trial Balance the balance file is used only when it is appropriate to the
selections made when you produce a trial balance. The balance file is used in
preference to the ledger file when the following conditions are met:
• A balance file has been created for the current ledger/budget file. See the
section File Creation for information on creating files.
• The Select By box in TB=Trial Balance is set to A-Accounting Period. As the
balance file does not contain dates, it cannot be used if you select by D-Entry
Date. A hidden option, L-Ledger File, allows selection by accounting period
and forces the report to be generated from the ledger file.
• The Include Rough Transactions box in TB=Trial Balance is set to Y-Yes. As
the balance file does not differentiate between rough and hard postings, you
can use the balance file only when rough transactions are included in the report.
If your report uses the balance file, you are offered the option to update the
balance file when you choose to Print Report or Store on Disk.
F Note: The balance file is not used to generate a report when rough
transactions are excluded. See the subsection Balance File earlier in this
section.
See also:
& Actions
Balance File Update
Financial Statements
Financial Tables
Ledger Definition
Statement Layouts
Statement Line Contents
Table Rows
OVERVIEW
All SunSystems reporting functions allow you to choose between Print Report
and Store on Disk. If you choose to store your report on disk, you can use
VR=View Stored Report to view it on screen . If you then want to print the report
you can choose the action Print Report from within VR=View Stored Report.
Printer Definitions
In PD=Printer Definitions the Page Control box allows you to access the page
selection facilities in VR=View Stored Report. If this box is set to Y-Yes, each
report contains printer control information including page and line numbers. This
information is printed and causes an extra page at the beginning of your report. To
avoid printing this information use a printer definition with Page Control set to N-
No.
The function CP=Change Printer can be used after you have viewed a stored report
that contains printer control details. Change to a printer definition that has Page
Control set to N-No. You must then store the report a second time, with the new
printer definition, before printing it.
7 ENTRIES
Report Name
maximum 14 characters
Enter the filename of the stored report. This may be a .PRN or .SPL file but you
need not enter the suffix. You can use DUPLICATE or QUERY to see a list of the most
recently stored reports.
In some operating systems, the wildcard characters ? (question mark) or % (percent),
and * (asterisk), produce a directory listing of the report files stored on disk. For
example, you could enter JL*.PRN or *.SPL. Use the U PARROW and D OWNARROW
keys to move up and down the directory listing. You can use the action Start
Report again to take you back to the report name prompt.
If you are viewing a report that has been stored with page controls, the current
page and line number is displayed. The format used is ppp.lll where ppp is the
page number and l11 is the line number.
The currently displayed report is printed.
See the section Printer Definitions, earlier, for information about page controls.
If you are viewing a report shown in a window, you must use ESC to access the
Actions.
Start Report
This action moves the cursor back to the Report Name box, allowing you to enter
a new report name.
Print Report
If your report has been stored with a printer definition that has Page Control set to
Y-Yes, you can identify a specific area of the report to print.
When you select Print Report a window appears with Page Selection From and To
boxes. Leave these boxes blank to select all pages, or enter From and To range.
When you have selected the page numbers, you are then offered the option to
P-Print Report or S-Store on Disk.
If your report has been stored with a printer definition that has Page Control set to
N-No, a message appears:
PRINTING REPORT P-PAUSE !-ABANDON
Clear Report
Enter Clear Report to delete the report from your print directory.
Page Selection
If your report has been stored with a printer definition that has Page Control set to
Y-Yes, you can specify the page and line number that you want to view. A window
appears with the instruction Enter Page Number. Enter the page and line in the
format ppp.lll, where ppp is the page number and lll is the line number on
the page.
Exit
This option closes VR=View Stored Report, and returns you to the main menu.
See also:
& Actions
Printer Definitions
The Platform Manual contains further information about printers and
printing.
OVERVIEW
F Note: If you are using overexpenditure checking, you should note that
transactions are posted during VP=Void Payments even if budgets are
exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
Payment Reference
maximum 10 characters
Enter the transaction reference of the payment to be voided. This is normally the
cheque number. This must be entered, otherwise void payments will not be able
to find the correct transaction to void.
A problem arises where a payment reference has not been generated for payment
transactions. VP=Void Payments cannot select a ‘blank’ reference. To overcome
this when voiding a payment, you should Store on Disk a dummy remittance/
cheque printout, using the option PR=Print Remittances.
See also:
& Actions
Generate Payments
Ledger Definition
Index i
Allocation Reference 514 to a Target Database 99
Allocation (Account Allocation) Alphanumeric Formatting 318
Amend/Alloc 55 Amend 36
Automating 645 Reports 561
Date 47, 58 Password 119
in Progress Message 50 Presets 410
Marker Ceiling 351 Amount
Markers 47, 48, 71, 93, 170, 278, 351, 352, Format 141, 596
365, 377, 381, 393, 431, 649 Reverse 101, 312, 317, 603, 604, 629
Online 393, 398, 401, 412, 446 Analysis
Part Payments 48 Budget Checking at Analysis Code Level 126
Period 47 Case Sensitive Codes 125
Reference 47, 58, 455, 526, 646 Category 389, 399, 474, 531
Will Be Cancelled Message 407 Code Amendment 47, 133
Allocation (Corporate Allocations) Code Validation 124, 133
Absolute Percentage 104, 106 Group Access to Codes 126
Definition Code 96, 304, 361 Length 131
Definition Report 303 Overlay 60, 77, 418
Fixed Amount 104, 106 Reports 335
Ratio Analysis Code 105 Sub Codes 124
Ratio Base Account 104 Subcategories 131
Ratio Basis 97, 106 (see also Address, A-Codes, C-Codes, etc.)
Relative Apportionment 104, 106 Analysis Categories
Sequence 96, 304, 361 Setting Lengths of Analysis Categories 121
Source 361 Analysis Category Lengths 121, 124, 130, 131,
Target 110 291, 325
Target Database 115, 116 Amending 122
Target Offset Account 110, 115, 117 Analysis Code Not Found 133
Target Transactions 96 Analysis Codes 121, 123, 131,
Transaction Level 101, 358 39, 153, 185, 222,
Transfer Period 98 310, 336, 343, 406, 434, 526, 531, 593
Type 96, 97 Controlling Access to 490, 508
(see also Generate Payments) Validation in Journal Import 434
Allocation Date Analysis Definitions 121, 129, 131,
Validation in Journal Import 432 139, 185, 389, 593, 595, 620
Allocation Definitions Account 130
95, 97, 103, 110, 357, 358, 361 Fixed Asset 131
Allocation Period Transaction 130
Validation in Journal Import 432 Analysis Headings
Allocation Ratios 95, 98, 103, 104, 357 Changing 132
Allocation Reference Analysis Layouts 132, 135, 274, 335, 336,
Validation in Journal Import 432 337, 612, 662
Allocation Sources 95, 97, 109, 110, 229, 357 Controlling Access to 490
Amount 111 Analysis Mapping 145, 149
Offset Account 110 Analysis Mapping Rule Sets 145, 149
Offset Consolidation 113 APACS Cheque Formats
Retain Posting Period 112 Printing 578
Reversal Consolidation 113 Apportion
Selection Codes 112 Depreciation 587
Threshold 113 (see also Asset, and Spread Ratios)
Allocation Targets 95, 98, 110, 115, 116, 357 Archive Files 35, 71, 84, 325, 330, 526
Allocations (Corporate Allocation) (see also Period Cleardown)
Target Account 116 Arrow Keys 306
Allocations Posting Asset
Direct 99 Analysis Factor 154
from a Source Database 99 Budget 158
Manually 99
Index iii
Files 326, 330, 332, 336 Printing 540
Ledger 138, 233, 254, 293, 592, 613 Printing to APACS Cheque Formats 578
Register 233 Printing to French Formats 578
(see also Corporate Allocations, and Change Classic Menus 35, 484, 486
Budgets) Clearing Down 525
Budget Check Definition 213 Client 402, 475, 648
Budget Checking 213, 423, 468 Accounts 209, 242, 245, 363, 539
at Analysis Code Level 126, 215 (see also Account Types)
Excluding Accounts from 213 Closed Account 246, 365, 376, 429, 648
Parameters 213 Closing Balances 411, 603, 661
Reset Balance 530 Colour
Budget Definitions 217 Customizing Screen Colours 642
Budgets Monitors 641
Controlling Access to 490 Terminals 642
Buffer Size 666 (see also Terminal Definitions)
Business Definition 330, 453 Column Headings 253, 255, 346, 590
(see also SunBusiness) Balance 257
Button Forecast 258
Assignment 480 Quarter 255
Bar 479 Spread 258
Name 481 Year To Date 256
Columns 642
C Basis 609
Calculation 253, 254
C-Codes 124, 132 Change 603, 629
(see also Analysis, and SunBusiness) Codes 138, 336, 338, 342, 590, 592, 612, 662
Calculate Depreciation 219, 243, 246, 305, 454 Content Code 608, 619
CALCULATOR 9, 138 Data 612
Calendar Months 230 Number 608, 614, 615
Calendar Definitions 111, 229 Other Amount 138
Cash Type 609
Payments 388, 397 Width 142, 596
Receipts 388, 397 (see also Start Column, Terminal Definitions, and
Cash Accounting Tax Allocation 231 Table Columns)
Chaining FreeFormat Commands 17 Combined Ledger 242
(see also FREE FORMAT) Commitment Check Account 462
Change in Balance 105, 111 Comma 597
Change Budgets 233 Commands
Change Database 235 FreeFormat Macros 17
Change Printer 237, 667 Comments 476
Change Terminal 239 Commission Date 160
Characters per Inch 596, 622 Commitment
Charge Type Allocation 97 Balances 526
Chart of Accounts 241, 242, 365, 375, 391, 403, Check Account 526
429, 663 Commitment Inquiry 259
Exporting Data 657 Company Name 475
Record 657 Comparisons 592
Structuring Your 243 Compressed Print 551
(see also Payment Terms) Consolidating Databases 336
Check Account 215 Consolidation 136, 142, 336, 342,
Checksum 411 377, 464, 529, 590, 618
Cheque Payments Listing 513 Allocation Source Offset 113
Cheques 521, 539, 540 Allocation Source Reversal 113
Control Parameters 568 Applying New Analysis When Generating
Number 349, 351, 540, 568, 671 Payments 385
Only 569 in Depreciation 226
Payment 250, 513 Multiple Conversion Rates 337
Index v
Language 44 Depreciation 388, 397, 444, 623
Name 453 Expense Account 225
Database Definitions Marker 438, 531
204, 259, 291, 323, 327, 330, 434, 486, 666 Method 177, 188, 220, 305, 399
Databases 292 Percent 177, 188, 220, 306
Changing 235 Reporting Fully Depreciated Assets Still In Use
Code 292, 324, 331 199
Controlling Access to 490, 510 Specify Start Date 184, 223
Creating 330 Value 169, 177
Displaying 11 (see also Asset, and Calculate Depreciation)
Name 292 Depreciation Tables 190, 225, 305, 307
Date Depreciation Tables Listing 307
Displaying 11 Description 47, 403
Format 291, 581 Overlay 60, 417
of Last Update 39 per Line 389, 403, 443
Daybook Device Name 551
Sequence 48, 458, 583 Difference of Exchange
Daybook Listing 295, 455, 458, 533 Account 652
Defining Reports 296 Direct
Debits Allocations Posting 99, 358
88, 93, 342, 346, 363, 365, 406, 424, 464, 610, Direct Debits 212, 249
628, 661 Posting 99
Debt Directories 292, 323, 486, 666
Amount of 279, 300 Path Names 280, 302
Calculating Amount of 278 Discount 252, 367, 376, 378, 568
Calculating Oldest 278 Account 381, 382, 394, 651, 671
Oldest 280, 301 Date 252, 367, 378
Debtor 242, 402, 475, 648 Days 252
/Creditor Summarise 544 Processing 413
Accounts 245, 391 Tolerance 395, 651
Settlement of 363 (see also Payment Terms, and Chart of
Debtor Transfer 299, 389, 655 Accounts)
Debugging FreeFormat Macros 21 Disk
Decimal 141, 596 Floppy 292
Places 9, 141, 293, 294, 405, 434, 611 Display
Point 294 Attribute 643
Separator 294, 448 (see also Terminal Definitions)
Decimal Places Current Period 51
Shown on Reports 576 Displaying
Declining Balance 221 Operator Information 11
(see also Depreciation) Serial Number 11
Default 369 System Information 11
Ageing Days 92 Disposal
Bank Transaction Reference 370, 383 Asset 163, 399
Database 292 Flag 404
Entry Period 477 of Assets 473
Posting Period 430 Period 166, 186, 473
Posting Period in Journal Import 429 (see also Asset)
Printer 237, 550 Divide 10, 614
Terminal 642 (see also Mathematics)
Definition Report 303 Document
Definitive Request 296, 533, 548 Format File 324, 327, 328
Delete Double
a Range 36, 37 Entry 243
FreeFormat Macros 19 Spacing 38
Reports 562 Underline 630
Index vii
FREEFORMAT 479 Hierarchy 595, 620
FreeFormat Macros High Intensity 643
Available Commands 17 (see also Terminal Definitions)
Chaining 17 Historic Period Balances 526
Creating and Editing 15, 18 Hyphen 9, 50, 88, 347, 351, 403, 466, 515, 545,
Debugging 21 601, 628
Expanded FreeFormats 15
File Layout 14 I
Interrupting 17
Looping 17 I-Codes 124, 132
Macro Log Files 23 (see also Analysis)
Overview 13 Importing 39
Repeating 17 Asset Journals 426
Running 19 Data 39, 424
Running With Switches 20 Data Validation 424, 429
Running Without Logging In 20 File Formats 424
Syntax Rules 16 File Names 428
French Cheque Formats Import Reports 425
Printing 578 Journals 423
Function Key 5, 479 Journals With Unique References 427
Funds Checking 215, 462 Report Formats 563
(see also Commitment Check Account) Reversing Journals 427
to The Rough Book 429
G Transactions 423
In-house Languages 44
Gains 468, 652 Include
Currency 460 Allocated 50, 71, 170, 515
General Journal 388 Archive 71, 85, 639
Generate Rough Transactions 52, 85
Option 47, 48 Index Files 323
Generate Allocations 96, Initial Value 399, 444
98, 103, 113, 116, 243, 246, 357, 454 (see also Asset)
Generate Debits Inquiries
47, 209, 233, 243, 247, 363, 389, 454, 518 Controlling Access to 508
Selection Criteria 518 Installation File 324, 327
Generate Payments 47, 209, 373, Insufficient Funds 381
389, 454, 518, 539, 568 Insure
Selection Criteria 518 Description 161
Glossary 44 Due Period 161
Grand Totals 601 Value 161
Graphical User Interface (GUI) 479, 641 Integers 9, 141, 596, 611
Gross Value Inter-company
164, 169, 177, 187, 219, 305, 399, 404, 531, Posting 96, 209, 364, 464
638 (see also Corporate Allocations, and Ledger
(see also Asset) Export)
Interfacing 137, 590
H Interim
Mathematics Column 609
Heading International Treasurer 428
Area 601 Interrupting FreeFormat Commands 17
Column Type 609 Invalid Journal Type Message 63
Lines 612 Inventory Control 326, 332
Row Type 626 Controlling Access to 506, 510
Held Journals 142, 398, 408, 596, 622 Inventory Recording 242
Clear 421
Report 421
(see also Journal Hold File, and Unposted
Journals)
Index ix
M Exporting 316
(see also Ledger Revaluation, Currency, and
M-Codes 124, 132, 287 Conversion)
Controlling Access to 508 Multi-Lingual Data Processing 45
Manual Posting 99 Multi-Lingual Module 43, 324, 333, 447
Manually Posting Allocations 99 Multi-Lingual Processing 46
Mark for Disposal 163, 473 Multi-Lingual System 484, 487
(see also Asset Disposal) Multi-User System 324, 477, 525, 641, 666
Markers (Allocation Markers) Multi-Volume Backup 292, 323
Allocate 56 (see also File Backup/Restore, and Backup)
Allocated 56 Multiply 614
Brought Forward 56 (see also Mathematics)
Correction 47, 56, 278
Force Payment 47, 56 N
Numeric 57
Names & Addresses 244, 249, 475, 658
Paid 57, 278
Exporting Data 658
Reconciled 47, 57, 278
Naming
Split 57
Currency Subunits 267
Withheld 47, 57, 278, 301
Currency Units 266
Masks 112, 131, 406, 610, 628
Files 280, 302
(see also Subcategory(ies))
(see also Files)
Match
Negative 612, 622
Criteria 649
(see also Debits, and Credit)
(see also Transaction Matching)
Net Book Value 169, 177, 184, 187, 219, 531
Transactions 47
(see also Asset)
(see also Transaction Matching)
New
Matching
Page 85, 181, 308
Process 645
Page per Journal 440
(see also Journal Account, and Account
(see also Upgrading)
Allocation)
New Period 477
Mathematics
Calculation 608 (see also Periods)
Next 38
Column Type 609, 614
Allocation Reference 455
Memo Account 104, 138, 242, 243, 245, 398, 471
Cheque Number 350
(see also Account Type, Corporate Allocations)
Option 38, 74
Memory 9
Menu Selections Payment Date 367, 378, 380
Period Reversal 390, 427, 434
Controlling Access to 496
Sequence Number 585
Message
Nominal Ledger 242
Attribute 643
Nonposting Lines 405
(see also Terminal Definitions)
Millions 141, 596, 611 Normal Sign 602, 629
Numeric Allocation 50
Minimum Payment Level 365, 460
(see also Allocation Markers)
Minus Sign 602, 614
Numeric Formatting 318
(see also Brackets)
Miscellaneous Permissions
Using Operator Permissions to Control 494
O
Month End Offset Account 117
Reporting 135 Oldest Debt 280
Movement 613 Calculating 278
File 326, 332 One-Off
of Assets 397 Cheques/Checks 250, 378
Multi-Currency Purchases 378, 521
311, 316, 368, 433, 456, 467, 541, 605, 614, 652 (see also Separate Payments)
Database 96 Open
Dates 454
Item 245, 526
Index xi
Previous Years 528, 661 Price 160
Prima Nota 218, 360, 456 Purchase Invoice 388, 397
Primary Rate 272 Purchase Invoice Entry 259
Print 341, 364, 374 Purchase Invoice Matching 259
Column Box 609, 611 Purchase Order File 326, 332
Control Sequence 263 Purchase Order Entry 259
Device 238, 486 Purchase Order Processing 293, 326, 332, 528
File 143 Controlling Access to 504, 510
(see also Files)
Length 575 Q
(see also Report Definition)
Queue 552 Quarter 338, 603
Reports 345, 438, 668 Q UERY 5, 71, 88
Print Account Tax Listing 535, 637 Level 487
Print Formatted Accounts 353, 537, 584 Queue 666
Print Remittances 233, 349, 374, 539, 569 (see also Printer, and Printing)
Print Statements 250, 349, 539, 543
Print Tax Listing 455, 533, 547, 637
R
Printer 484 Rate 398, 405, 445, 467
Code 139, 550, 565, 593, 620 Ratio
Controls 565 Base Account 104, 593
Description 550 Basis 97, 106
Not Available 666 Calculation 104
Ports 550 Code 588
(see also Change Printer) Name 588
Printer Definitions 204, 263, 327, 549, 667 (see also Corporate Allocations, and Asset)
Printers Re-extract 465
Displaying 11 Recall Journal 426, 533, 670
Linking to Reports 565 Receivables 242
Printing 92, 142, 622 (see also Debtor Accounts)
an Extra Page 550 Reconciled
APACS Cheque Formats 578 Marker 278
Cheques 540 Record
Column Widths 142 In Use Message 366
French Cheque Formats 578 Layout 424
Paused 666 Locking 366, 376
Printer Code 237 (see also Transfer)
Sample Reports 563 Type 318, 430, 435
Using Other Software 277, 299, 655 Will Not Be Restored Message 325
Priority 250 Record Type
Account 244, 279, 300 Available for Reports 574
(see also Hierarchy, and Precedence) Validation in Journal Import 430
Product Type 131 Reference
Profile File 35, 325, 330
Code 519, 541 Functions 36
Name 519 Maintenance 5, 325
Profit and Loss Records 12, 35, 37, 203, 325
Accounts 84, 164, 225, 242, 245, 471, 648 (see also Transaction)
Statement 589, 603 Reference Amend 410
Program Files 322 Register Definition 225, 330, 453, 553
Prohibit Posting 125, 246, 406 Reject 425
Promissory Notes 365 Relative Apportionment 104, 106
Pull Down Menu 35 (see also Allocation Ratios)
Purchase Remittances 475, 539
Commitment 428 Advice 244, 376
Date 160 Date 542
History File 326, 332
Index xiii
Password Intervals 510 (see also Transfer)
Selecting SSISSUE.MDF 14
Codes for Ageing 88, 93 Standard
Selection 610, 627, 628 Formats 350
Codes 88, 90, 93, 136, 139, 317, 343, 354, STANDARD.MDF 14
536, 548, 590, 593, 602, 638 (see also FREE FORMAT)
Sensitive Data 485 Start 407
Separate Character 574
Cheques/Checks 540 Column 571
Page 85 of Field 319
(see also New Page) Print 552
Payments 378, 521, 569 Sequence Code 572
Sequence 310, 590, 595, 620, 656 (see also Report Definition)
Code 571 Statement Layouts 132, 274, 341, 589, 590, 600,
Description 584 612, 662
Number 392 Controlling Access to 490, 593
Number Code 584, 639 Statement Line Contents
Option 76, 175, 416 254, 341, 590, 593, 599, 600, 627
(see also Transaction, and Daybook) Statements 244, 475, 539
Sequence Number Definitions Date 545
295, 457, 583, 639, 670 Line Number 600
Serial Number 160 Printing 543
Displaying 11 Stationery 550
Ports 550 Alignment 540, 544
Serialisation 46 Specifying for Reports 566
Settlement Statistic
Discount 645, 646, 649, 651 Row Type 627
Immediate 249 Stock Takes
of Debtor/Receivables Accounts 363 File 327, 332
Terms 252, 367, 378, 403, 646 Stop
Short Cut Keys 7, 405, 454, 477 Sequence Code 572
Shortened Names 7 Store on Disk 335, 341, 345, 364, 374
(see also LOOKUP) Straight Line 221
SHORTHAND 8 Depreciation 188
Sign Print Indicator 577 Depreciation Start Date 184, 223
(see also Report Definition) String Items
Single in Report Definition 560
Entry 243 Sub Codes 125, 222, 399, 404, 444
Payment 250 Subcategory(ies) 131, 317, 595, 620
(see also Payment) Code 140, 522
Skeleton Database 330 Mask 133
Source Subsidiary
Language 44 Ledgers 336, 346, 604, 605, 614
Reversal Consolidation 113 (see also Cons˚olidation)
Source Reversal Consolidation 113 Substitute 425
Spacing 38 Subtotal 601, 661
Split Sum of Digits 221
Allocation 96, 97, 109, 110 (see also Depreciation Method)
Spool 666 Summarise Debtor/Creditor Balances 663
(see also Printer, and Printing) Summary 368, 374, 380, 526
Spread 613 Accounts 85, 242
Period 347, 609, 621 Ledger 464
Ratio Code 554, 587 of Ledger Export 314
Ratios 222 Page 48, 53, 69, 169, 172
Start Period 613 SunAccount 260
Spread Ratios 587 SunBusiness 79, 132, 326, 423, 477
Spreadsheets 143 Analysis Categories 124, 132
Index xv
Balance 377, 410 Variance 342, 346
Credits 411 View Held Journals 407, 420
Date 93, 175, 246, 318, 375, 391, 403, 443, View Stored Reports 550, 665, 666
538 VMS 552, 667
Debits 411 Void 540, 672
Description 314, 378 Void Payments 669
Entry 397
(see also Journal Entry) W
File 313
Warnings
Limit 212
Report Format In Use By Another User 561
Page/Screen 48, 54, 69, 75, 169, 410
Wide Columns 142, 598, 611, 622
Reference 93, 112, 212, 398, 402, 541,
Windows 641
627, 649
Attributes 643
Selection 365, 376
(see also Terminal Definitions)
Sequence 48, 457, 583
Withheld
Transaction Date
Marker 47, 50, 280, 301, 366, 376, 672
Validation in Journal Import 430
(see also Allocation)
Transaction Matching 232, 243, 252, 454, 645
Word Processors 655
Selection Criteria 646
Work Files 484
Settlement Discount 651
Transfer 39, 143, 590
Data 309, 423, 621
Y
File 45, 248, 335, 342, 346, 424, 596 Year
File Name 40, 466 Cleardown 527
Format 40, 143, 335, 342, 346, 597, 621, 656 Number 453
In/Out 563 To Date 105, 111, 338, 603
Internal Columns 621
Layout 315, 318, 655, 656 Z
Period 98, 315, 465
Report Formats 563 Zero Suppress 143
Transfer Layouts 277, 299, 655
Trial Balance 242, 460, 477, 661
Troubleshooting
Automatic Log out 119
U
Underline 630
Underscore 630
Unique References 391, 402, 410
Unposted Journals
Listing 325, 438
Unrealised
Gains Account 471
Losses Account 471
Upgrading 323
Upper Case 10
Use of 244, 476
V
Validation 424
of Analysis Codes 133
(see also Transfer)
of Data in Journal Import 429
Valuations
of Assets 243
of Liabilities 243