Maintaining Ledgers

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Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

It is very rare that a new ledger is required, as existing ledgers have been created and set up as part of the installation process. The following example shows how to create a School Fund ledger to demonstrate how a new ledger can be created. The following sections then show how to add/edit ledger properties.

Creating / Editing a Ledger

  1. Select Maintenance, then select Ledgers from the menu.
  2. The Ledger Maintenance window is displayed. Select ADD NEW, then select LEDGER.
  3. A <New item> is displayed in the left-hand panel and automatically selected. Enter a code for the ledger (limited to 12 characters) in Ledger.
  4. Enter a title to help identify the ledger in Title.
  5. Next, complete the required details to create a ledger, as described in the following sections.
  6. When you have completed all the required ledger settings, select SAVE.

Specifying Ledger Types

On the General tab, select the type of ledger from the Type drop-down list. This determines how the ledger is used within the system. The following options are available:

OPTION

DESCRIPTION

Sales

Select if the ledger is used for sales accounts that include customer names and addresses.

Purchase

Select if the ledger is used for supplier accounts that include supplier names and addresses.

Assets

Select if the ledger is used for recording assets.

Analysis

Select if the ledger is used to record analysis records.

VAT Multiple

VAT Single

Select the applicable option based on whether each ledger account is a VAT Period for a multiple or single rate system.

Subcontract

Select if the ledger is used for subcontractor accounts that include names and addresses.

Defining the Initial State of Documents Posted to a Ledger

On the General tab, select the initial state of documents posted to the ledger from the Initial State drop-down list.

Changing the Initial State of an existing ledger affects all the accounts in the ledger. However, individual accounts can subsequently have their status amended as required.

The following options are available:

OPTION

DESCRIPTION

Null

Documents posted to this ledger are not available for allocation.

Open

Documents posted to this ledger are available for allocation (recommended option).

Hold

Documents posted to this ledger have Hold status and are unable to be allocated/paid until they have been moved.

Open External

Only selected for bank ledgers.

Applying Account Code Restrictions

By default, when a user creates an account for this ledger, no restrictions are applied.

On the Settings tab, in the Account range panel, you can specify restrictions for accounts created within the ledger.

Select Unique if any account code entered when creating an account on the ledger must fall within the specified range in From and To.

Enter the range of codes in From and To, e.g. A001 - Z100.

Applying Ledger Validation

On the Settings tab, in the Account Settings panel, you can specify a validation pattern for account codes linked to the ledger, and determine if payment terms and bank details need to be entered when creating accounts.

By default, validation is applied to the account code to force it to contain three characters followed by up to 9 numbers followed by three characters.

If required, you can amend the validation of this code to force certain letter/number combinations to suit your needs.

The validation is determined using a regular expression (a sequence of characters that define a search pattern). An internet search on “regular expression” will provide more information as required.

The default expressions for the account code is as follows:

^[A-Z,0-9]{3}[0-9]{3}[A-Z]{3}

The following table provides a list of typical expressions that can be combined to define the validation of the account code. One or more options can be combined (separating each one with a space).

EXPRESSION

DESCRIPTION

/^

Defines the start of the string.

(?=.*[A-z])

Must contain one lowercase or uppercase character.

(?=.*[a-z])

Must contain one lowercase character.

(?=.*[A-Z])

Must contain one uppercase character.

(?=.*[0-9])

Must contain one digit from 0-9.

(?=.*[$@])

Must contain one special character from the list you define in the square brackets [] - in this example the $ and the @ symbol.

\S{6,12}

Must be a minimum of 6 characters and a maximum of 12 (the numbers can be changed in the expression to match the minimum and maximum characters required).

$/

Defines the end of the string.

Combining these expressions into a string then determines the minimum requirements of the account code (the expressions can be in any order).

In Pattern, enter any expression you want to set for the account code that must be adhered to when creating an account on the ledger.

Bank details required - (applicable to SALES and PURCHASE ledgers only) select to make entering bank details mandatory when creating an account for this ledger.

Payment terms required - (applicable to SALES and PURCHASE ledgers only) select to make entering payment terms mandatory when creating an account for this ledger.

Specifying the Allocation Write off

On the Settings tab, in the Allocation Write Off panel you can managed the way the allocation of any values to be written of are handled.

The following options are available:

OPTION

DESCRIPTION

Write-off limit

Enter a limit that can be written off in a normal allocation, i.e. 5.00 (do not enter any currency symbols i.e. £, $, etc). This value is applied to both credit and debit entries.

Write-off document

Select the type of document to be used for writing off entries. Select Drill (...), then double-select to select the required document type, i.e. ASWO - Write Off (where AS represents the location code of the document) from the Select a document type dialog.

Currency document

Select the document to be used for writing off the difference that occurs when the account sums to zero in the account currency but does not sum to zero in the home currency. Select Drill (...), then double-select to select the required document type, i.e. ASGJ - Journal (where AS represents the location code of the document) from the Select a document type dialog.

Specifying Ledger Security

On the Security tab, you can specify the security settings for ledgers. For more information, please see Overview of Security Roles.

Select Drill (...) in any of the Security fields, then double-select to select the security role required from the Select a role for dialog. For more information, please see Applying Security to a Ledger.

Setting Ledger Access Levels

By default, the Access level for a new ledger is set to 3. This can be increased to restrict access to the ledger if required.

Input allowed is selected by default and should only be deselected if you want to prevent documents from being posted to this ledger.

For more information, please see Applying Security to a Ledger.

Viewing the Nominals Linked to a Ledger

When a ledger is first created, no nominals are linked to the ledger. Linking a nominal to a ledger forces an account from the ledger to be selected whenever the nominal is chosen. For more information, please see Creating a Nominal.

Creating Payment/Discount Terms

For more information, please see Creating or Editing Payment and Discount Terms.

Related Topics

  1. Hiding Ledgers no Longer Required
  2. Producing a Ledger List
  3. Adding Analysis fields to a Ledger
  4. Changing the Nominal Linked to a Ledger