The Nominal Codes screen is accessed via Contract Administration / Final Washouts / Nominal Codes and also in Terminations / Final Washouts / Nominal Codes and enables amendment of Nominal codes for a selected Calculation Basis Code e.g. NT (Normal Termination).
The screen is split into three areas. These are the Titlebar , the Nominal Codes Dialogue Box and the column of Command Buttons down the right-hand side of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
To view or amend the Nominal codes for an existing Calculation Basis Code record the following procedure is used:
The cursor is located in the Calculation Basis Code field prompting selection of a basis code/description for the purposes of editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a Calculation Basis Details search form that enables selection from the current available basis codes. The required code is selected by highlighting with the mouse and the OK command button is used to confirm this selection and return to the Nominal Codes screen.
The Calculation Basis code is a two digit alphanumeric field.
Each row of this Tab displays an Invoice Types record and for each record the following columns of information are displayed:
- Description
The invoice type description e.g. Period Rentals + VAT
- Debit Expense Code
This is strictly two columns. The debit code to be used at Washout of the contract is displayed in the left-hand column and the full description for the code is displayed in the right-hand column.
A single-left-click in the debit code column displays an ellipsis button. A single-left-click of the ellipsis button displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Nominal Codes screen.
There are two scenarios which are as follows:
a The required debit Nominal code is entered if known. b The debit code is left as 0 . In this case the system uses the Nominal Credit Expense Code off the profile for the selected contract and makes the code the "debit" entry. The net result of these options is as follows:
If the budget is altered during the lifetime of the contract, two profiles will be on the contract record.
For example, the Maintenance Budget for periods 1 to 13 the Nominal codes are Dr 9000 , CR 8000 with a value of £1000 . For period 14 to 36 the Dr is still 9000 bur the Cr is now 8500 with a total of £3000.
In scenario a the system takes the value of £5000 from the quoted Nominal code and allocates it to the stated Credit Expense Code entry at Washout.
In scenario b the Washout postings are Dr 8000 with £1000 and Dr 8500 with £3000 . Both values are posted to the stated Nominal Credit Expense Code .
Note : If both the Dr and Cr entries for Washout are set to 0 then the system makes NO washout postings for that particular entry.
Amendment of the code only effects the selected Calculation Basis method and all contracts that are terminated using this basis have these selected Nominal codes as the default.
- Credit Expense Code
This is strictly two columns. The credit code to be used at Washout of the contract is displayed in the left-hand column and the full description for the code is displayed in the right-hand column.
A single-left-click in the credit code column displays an ellipsis button. A single-left-click of the ellipsis button displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Nominal Codes screen.
There are two scenarios which are as follows:
a The required debit Nominal code is entered if known. b The credit code is left as 0 . In this case the system uses the Nominal Debit Expense Code off the profile for the selected contract and makes the code the "credit" entry. When amending a credit entry the system calculates the postings utilising the same logic detailed above for editing a debit entry.
Amendment of the code only effects the selected Calculation Basis method and all contracts that are terminated using this basis have these selected Nominal codes as the default.
- Ledger
The appropriate ledger for the selected invoice type e.g. Purchase .
The list displays up to a maximum of fourteen records at any one time. To view the remaining records the Scroll Bar to the right of the screen can be operated in a number of ways:
A number of command buttons are available:
Exits the Nominal Codes screen and returns to the Final Washouts Menu .
Provides online access to a context sensitive Help screen.