Adding or Modifying MA Expense Codes

This option is used for the creation and on-going maintenance of the expense codes that form your budget chart of accounts. A cost centre is combined with an expense code to identify a unique account code against which your actuals and budgets are held.

To add/modify expense codes:

From the Master menu select the Management accounts option and the company you require.

The MANAGEMENT ACCOUNTS menu is displayed.
Select the System maintenance option.

The MA SYSTEM MAINTENANCE menu is displayed.
Select the Add/modify MA expense codes option.

The Expense Codes Form is displayed.
Add/modify records by selecting the Create or Amend buttons on the Expense Codes form accordingly.

Expense Codes Form

The expense code is as defined for your particular system, but is most usually numeric in the range 0 to 999999.

The Details Tab

The fields held on the Details tab are as follows:

Short name: This is a code of up to eight characters that is used where relevant in the system to provide a short name search. It should not be left blank.

Description: A description of the expense code in full that uses no more than thirty characters.

Analysis code: Up to sixteen characters. The use of this code can be of major importance to your company reporting structure. Its use is described in full in the topic which deals with design and set-up of the drill down system

Account type: Identifies the expense code as either a Profit and loss account or a Balance sheet account (P or B entered as applicable)

Expense code group: A valid Nominal Ledger group code must be entered here. A search facility is provided, activated by clicking the Ellipsis button . This code is relevant if the group level reporting command is used in the production of any of your financial reports. Where group codes are not applicable, you should find that a default code of 'blank'(i.e. three space characters) has been set up in the Nominal Ledger.

Default profile: If a profile code is entered here (a search facility is provided, activated by clicking the ellipse [...] button) it can be used in the 'Adjust MA budgets/actuals' facility on the 'Miscellaneous options' menu. It appears as a default if the profile feature is used in the 'Edit MA budgets/actuals' option on the main menu.

Note: This field is not mandatory, and is only applicable to profit and loss account types.

Normal balance sign: Enter '+' or '-'. This is used by the standard Revision 8 graph feature to determine if positive or negative values (debits or credits) should be above the horizontal axis.

Accounting division: This field is used to illustrate the division the expense code relates to. It is selected by clicking the and selecting Okay [or Cancel if you don't want to continue with your selection].

BUTTONS

Help: Displays help on the current application using the default browser.

Exit : Returns you to the MANAGEMENTS ACCOUNTS menu.