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System Parameters

Nominal Ledger system parameters instruct Autoline in very general, global ways, on how to handle transaction, account and report data.

As such they are means by which Autoline can be adapted to suit your particular business needs and in-house control procedures, without altering the software. Moreover, such changes are flexible and reversible in most cases.

Warning: Due consideration should be given before changing any of the system parameters as they not only effect users working in the Nominal Ledger module but those who need to access it from other modules.

The NL System Parameters Form

The NL System parameters form is displayed when you select the System parameters option from the NL system maintenance menu.

Note: The parameters held may differ from company to company in a multi-company situation. The system displays the company number of the current company on each tab of the System parameters form, in order to ensure that the parameters displayed are modified for the intended company.

Tabs

Buttons

Exit: Return back to the System Maintenance menu

Help: Displays this system parameters help topic in a Web browser.

Ad-hoc: This button is disabled.

Setup: This button is disabled.

Action Area:

Create: Create a new system parameter based upon

Radio Buttons:

Amend: Maintain the NL system parameters.

Delete: Delete the NL system parameters.

Save: Save the maintained NL system parameters.

Cancel: Cancel the maintenance of the NL system parameters.

System Flags Tab

System set-up mode: With this check box set to a tick for Yes, the system enables the entry of non-existent account codes into the Add/modify currency codes option. For multi-currency systems this will require setting back to a tick before being able to set up a new currency code after the system is running live. This enables the currency code to be set up first so that this code can then be entered on the bank account set up in the Add/modify expense codes.

The check box cannot be unset for No manually. This is achieved by running the option Verify chart of accounts at the end of which, if everything is in order, you/the consultant are given the option to take the system out of set-up mode.

Multi-currency: If the system is to run in full multi-currency mode then this check box should be set to a tick for Yes, otherwise it should be unset for No.

Branch analysis: If branch analysis is required this check box must be set to a tick for Yes. Branch Analysis is mainly relevant to Debtor and Creditor control, for reporting purposes, to ascertain which branches have the highest/lowest exposure. It can also be accessed within Grid Style journal entry in the Nominal Ledger.

Balance sheet cost centre analysis: If the Nominal Ledger structure is to include cost centre analysis of any Balance Sheet account, then this check box must be set to a tick for Yes, otherwise unset it for No. This controls the cost centre analysis for the Nominal ledger, not just at individual expense code level.

Auto-create mode: This parameter sets the mode of operation of the data entry screens with respect to the entry of Nominal Ledger Account codes.

Reprint immediate daybooks at end of day: This check box indicates whether you wish to have reprinted in the End-of-Day routine, any daybooks that were produced during the day as by-products of normal routine options which produce daybooks before returning to the menu. This can be useful when remote terminals are in use.

Reprint module daybooks at end of day: This check box indicates whether you wish to have reprinted in the End-of-Day routine, any daybooks that were produced by running the Print daybooks options found on the Nominal, Sales and Purchase Ledger Main menus. This can be useful when remote terminals are in use.

New page for each daybook item: If this field is set to Yes, this will cause each Nominal Ledger daybook item to appear on a separate page. If set to N, each item does NOT appear on a separate page. If set to S, the suppression of daybook prints will result (that is, no spooled or printed output is produced, but the relevant files are still updated. The rationale behind this setting is to reduce production of paper, bearing in mind daybooks can be retrieved and re-printed at a later date if required.)

Consolidation company: This is the field that indicates which NL company is to be used for consolidation purposes. All source companies must have the Consolidation Company ID set in System Parameters. The Consolidation Company itself must have its own ID in System parameters. This is how the system knows that it is a consolidation company and therefore gives the Consolidation option on the Main NL menu. For further detail, please refer to Company Consolidation

Outside scope VAT code: This simply indicates the VAT code to be used for transactions which are considered to be outside the scope of VAT. It must be a valid code set up in the VAT table.

Intra-EU VAT code:

Latin accounting: Latin accounting is a concept used by some cultures whereby accounts are split into legal [required by the government for reporting] and analytical [more for business reporting purposes] sections. It has wider ranging implications and set up requirements, which are not discussed in this help topic, hence if a particular installation of Autoline will require Latin Accounting, the concept is enabled by ticking this check box. Further advice will be given by the installation consultant. Hence do NOT set this flag on unless certain the installation requires Latin Accounting.

Deposit VAT code: This field enables VATable deposits [for vehicles and parts that attract VAT] from Sales Ledger and Vehicle Stockbooks. Hence this code will set the default code to be used in Take Deposit routines. It must be a valid VAT code.

Deposit Balance in SL Accounts:

Deposit Contra Expense Code:

Display reconciled transactions as Default: By checking this tick box, the system displays reconciled transactions.

Use Accounts Open Interface : This flag enables you to have an interface with other software systems, as well as using Autoline. By enabling this function, the appearance of some of the menus in Autoline alter. As this is not used in all installations of Autoline, it is advisable that users should contact their installation consultant for more information related to this option.

Use document method drop down: Indicates that the document drop down facility is to be use in Purchase and Sales Ledger modules.

System parameters for ATRAN files

Backup device: Using the ellipsis button will allow the user to select a method for backing up previous year transaction files [ATRAN/OTRAN] during the NL end of period 1 [NOT the end of year process]. The choices are DATTAPE, EXABYTE, SLRTAPE,and TAPE drive. The user would select the option relevant to their server.

Force ATRAN backup: This flag determines whether the ATRAN files will be backed up at all [N] , forced [Y- in other words. to not continue with the period end process unless there is a valid backup device populated in the parameter and installed], or P to prompt user to put in a backup tape into the drive.

Currency Details Tab

Base currency code: This is the currency code to be used as a default in the system and to indicate the base currency [for example UKL]of the accounting system - must be set up in the currency code file with a description which matches the next parameter and have an exchange rate of one. This code must exist even for single currency systems. This field is not editable unless Autoline is in set-up mode.

Base currency name: The default name to be used for the base currency wherever applicable in the system [for example Sterling]. This description must match that set up in the currency code file to allow consistency in screen displays.

Base VAT Group: The VAT group used in conjunction with base currency. VAT group must be created in VAT groups/VAT option. If single currency, usually set to U. Only editable in set-up mode.

Alternative currency code: This is the currency code to be used as an alternative in the system and to indicate the base currency [for example EUR and Euro]

Alternative currency desc: The alternative name to be used for the base currency wherever applicable in the system [for example Euro].

EURO rounding non-latin/latin legal:

Euro Rounding latin analytic:

Note: If the system has been configured to run with Group Currencies, the following parameters will also be present for the number of currency groups configured.

Group 1

Separate DR/CR vals: This check box determines whether NL transactions will be held on the transaction records in separate Debit or Credit fields as well as a single signed value.

Group currency code: This field defines the currency of the currency reporting group.

Group currency name: This field defines the name of the currency of the currency reporting group.

NL Codes Tab

Cost centre input validation image: This defaults to #### and must not be changed for packed account code types unless Autoline is in set-up mode. Although the field itself can accommodate ########, other areas of Autoline will be adversely impacted, hence it should not be amended from ####, even within set-up mode.

Expense code input validation image: This can accommodate up to ######## characters but cannot be changed for packed account code types unless Autoline is in set-up mode. Usually customer installations have either #### or ######## as their set-up.

Default cost centre: This is the Cost Centre code which is to be used as a default into the Insert NL journal entries, Control journal entry and Edit NL standard journal options. If the validation image is altered, the cost centre must be altered as well [for example, if image is ###### then cost centre is now 000000 not 0000. This is solely a theoretical example, as the image should not be greater than #### , or 0000 in any case.

Default expense code: This is the Expense code which is to be used as a default into the Insert NL journal entries, Control journal entry, Bank transfers and Edit NL standard journal options. The same applies to expense codes as it does to cost centres, in that if the input validation image is amended, [say to ########], the expense code field here must also be amended [for example to 00000000] Note that the image must be amended in increments of two. For example #### must be increased to ###### , NOT #####.

Cost centre for B/S codes without analysis: This indicates to the whole system which cost centre is to be used for Balance Sheet accounts that do not have any Cost centre analysis.

It is also used by the Apportion costs by cost centre which apportions costs automatically if the original values are posted to accounts with this Cost Centre, and the Expense code is set up with the relevant cost centre split table.

Revenue reserve account: This is the Expense code part of the revenue reserve account to be used at year-end when the Profit and Loss accounts are zeroed.

Reconciliation parts write off: This is the expense code part of the Nominal Ledger balance sheet account code to which any Reconciliation parts write off should be posted.

Reconciliation sublet write off: This is the expense code part of the Nominal Ledger balance sheet account code to which any Reconciliation sublet write off should be posted.

Do not create invalid accounts: This field avoids invalid cost centre and expense code combinations getting through to the transaction file in the NL.[this is sometimes a problem with postings sourced from VS modules whereby the validation of accounts is not as strict as it would be in say Inserting NL journals, consequently postings erroneously are put into the NL.trans file, but the chart of accounts does not verify due to the account code combination not really existing. The rectification process usually involves support and is often time-consuming.

Error accounts to use for invalid acs: Enter a valid account code [usually a suspense account of some sort] into this field, ALL erroneous postings will be posted to this account. Consequently the users can then monitor the postings into this account on a regular basis,determine where they should have been posted to, then perform journals to the correct accounts to present a true picture. Obviously this function is not mandatory.

Period Dates Tab

Test Posting Date based on today's date: This is related to Global Date Validation [preventing users from entering posting dates that are far from the current system date, or accounting period, and is used to determine what date is being used as the current period. By checking this tick box, the parameter is switched on, and the system determines the current period start and end dates as being the period in NL/dates which contains today's date. From that period it then decides whether a date entered is a prior, current or future period date. For further details on this topic, refer to Global Date Validation.

With the parameter switched off the system determines the current period as that set in System Parameters - Nominal Ledger - Period Dates tab if in a Company, or System Maintenance - Accounting Divisions - Division record if in a division of a Nominal Ledger.

Nominal Ledger accounting period NL and VAT columns

Period type

Day of month to end periods

Day of week to end period

Periods per year

Current period: This parameter is maintained by the system but must be set up in the first instance by you or consultant. It will increment every time the NL period end is run successfully.

Current year: This parameter is maintained by the system but must be set up in the first instance by you or consultant. This must be the year in which the financial year will end, for example set current year to 2002 for a financial year ending on 31/01/2002. This is also important for the purpose of back calculating depreciation in the Asset Register.

The following are generated for system use and cannot be changed on-line manually, and apply to NL and VAT:

If the current period or year are changed, then these will be automatically updated on saving the parameters.

Note: If any changes are made to the dates files,then the Nominal Ledger parameters should be loaded, by entering the option, and the parameters saved so that they will be updated.

Journal Tab

General

Journal style: By using the down arrow box, the user can select one of three styles of journal entry for each Nominal Ledger. It defaults to the normal line entry, but can be amended to Single Line Grid entry, or Double Line Grid entry, which allow journals to be inserted in a grid style [taking advantage of Windows functionality], either with one Debit OR Credit per line, or both the Debit AND Credit entry on one line.

Journal date default:

Journal date reset to default: This check box indicates whether the Journal date will be reset to the default for the next consecutive journal.

Allows future postings: By setting this from priority 0-9, future postings will be allowed or not depending on user priority. If set to N, future postings will never be allowed.

Override duplicate journal ref: Allows, where priority permits, the user to input more than one journal with the same reference.

Multi Item Journals:By checking the tick box, this will force the user to enter an item reference when inputting journals. The item reference must balance before the user can enter a different item reference, or post the journal. For further detail, refer to Posting journals

Same a/c on adjacent lines of journal Y/N: Can the same account code be referenced on two consecutive journal input lines? Tick the check box for Yes or leave unset for No.

Priority for auto-reverse on journals

The auto reverse facility posts the journal as typed and also a similar journal with all the values signs reversed with a date governed by the next parameter.

Auto-reverse date

Print daybook on exit from journal

Imported Journals

Remote (PC) directory for Imported files: If Imported Journal options are used, this field must represent the PC directory for Imported files. For example C:\tfr.

HOST (local) directory for Imported files: If imported Journal options are used, this field must represent the host (imported to) directory and path name.

Data starts at line: The expected line after text header at which the data starts.

Inter Division Journals

Print daybook on exit from Journal

Date Ranges

Date variance forwards (days): Indicates the variance days after entering a journal (9999 switches this function off).

Date variance override priority: Defines the priority need to overwrite the date variance.

Date variance backwards (days): Indicates the variance days before entering a journal (9999 switches this function off).

Bank Reconciliation Tab

Bank transfer

Default date: Bank transfer date default.

Reset date to default: Set the check box to a tick for yes or leave unset for no. (for next consecutive journal)

Same A/c on adjacent lines: Can the same bank account code be referenced on two consecutive bank transfer input lines? Tick the check box for Yes or leave unset for No.

Print daybook on exit: Set the check box to a tick to Print a daybook on exit, else leave unset.

Edit suspense account: If set to a tick, this check box will allow the input of a currency difference suspense account when using the bank transfer program on multi currency systems.

Display hash totals: If set to a tick, this check box will adjust the bank transfer program input screen to show a hash total of all currency values as well as a value converted to base currency, for the purpose of batch checking data on input.

Allow Future Postings:

Manual reconciliation

Report format: This parameter controls which Report Generator layout is used to produce the audit trail of the on-line help bank reconciliation process.

Print deposit slips

Cash payment type: This is used when using the till reconciliation facility in the Sales Ledger, when the user has the opportunity to print a breakdown of the cash received [in terms of ten pound notes, 50 pence coins etc] Hence the field that is populated here will dictate which cash payment type will allow the user to print a deposit slip when reconciling.

Currency Revaluation

Default date

Print daybook on exit: This check box can only be set to a tick so that the Nominal Ledger is updated immediately, eliminating the possibility of duplicating the revaluation.

Value dates

Use value dates: This check box can only be set to a tick so that the Nominal Ledger journals and Nominal Ledger Bank Reconciliation can use an additional date as well as posting date, to help illustrate when monies have cleared. Note that this feature is not usually used in UK operations.

EOD/Period Tab

End-of-Day

Default format identifier for EOD trial balance: This is used as a default by the End-of-Day module but is overridden by the ED format specified in the company details in Timed Operations.

End of Period Tab

Sort orders for nominal ledger print

Format identifier for trial balance: Three-character TB format code to be used in the End-of-Period run.

Number of periods to retain rolling open-item transactions: This is the number of periods for which transactions will be retained for an Expense code with open-item code set to R.

Keep copy of NL files while carrying out EOP: This check box can only be set to a tick if there is enough spare space on the NL disk.

Allow Cancel after printing EOP Reports: When this check box is set to a tick the cancel will be permitted.

When unset it will cause the print routine to continue straight into the carry-forward routine without any further prompts.

Close divisional companies independently: This check box determines whether multiple divisions within the same accounts companies are closed independently from each other. If this check box is set to a tick for Yes then independent period-end routines can be run for each division. If it is unset for No then all divisions will be closed together.

Assign alternative sequence: Allows control of whether you want Latin Sequences assigned to your atran files. Switching on this facility will assign a Latin Sequence to each Daybook for the Current account year transaction starting at 1 for the beginning of each financial year.[It effectively resets the daybook numbers to 1 for the start of the financial year] This assignment of sequence number actually takes place in the Nominal Ledger period roll over program.

There are three options available in this field: Set to "D" for daybook sequence, this will assign the to each daybook for current account year, as discussed above. Setting to "L" will result in the Latin-style document date sequence being used. This only applied when Full Audit Year end is switched on, and the re-sequencing actually takes place in the Close Prior Year Journals option rather than the Nominal Ledger End of Period. Setting to blank will result in the sequence not being re-assigned at all.

On true latin systems, this new parameter is ignored and latin sequence is always enforced. Consequently the parameter is not editable on latin systems.

Automatically post VAT journal

VAT Clearing Code: Nominal ledger expense code that Autoline uses to automatically post the total of the VAT input and output accounts. If left blank, manual posting is done.

VAT Clearing Journal Type: Code for the type of journal used in the VAT posting. For example, SL, PL and NL are valid journal type codes.

Prior year journals

Allow prior year journals: By ticking this check box, prior year journal options become present on the NL Period End options menu.

Prior year journal type: To make prior year journals effective, a specific journal type must be entered in this field. "PY" is a valid journal type.

Full audit year end: To enable this facility, tick the check box, leave blank if facility not required. This is a facility for Latin systems, relating to closing prior year journals, allowing for greater audit detail. When this parameter is enabled, and you save and exit, then re-enter the System Parameters option, six new fields are displayed on the form. These relate to journal types [for example which Full audit P/L jour type is used] , and a priority field.

Opening balance jnl type: To make prior year journals effective, a specific journal type must be entered in this field. "OB" is a valid journal type.

Account summary OB period:

Cash Book Tab

Cash Book

Available: By ticking the check box, this enables the Quick Cash menu options to be displayed on the NL main menu.

Reference unique to terminal/UserID: meaning each cash reference is unique to the terminal that is logged on/ Userid .

Variance limit for low priority users: Monetary amount of variance users are allowed to use in Reconcile Cash Book option. Used in conjunction with Priority to exceed variance limit: [that is,. the priority that the user can EXCEED this monetary amount]

Priority to exceed variance limit: Priority required to confirm the reconciliation of a cash book reference where the variance exceeds the Variance limit for low priority users.

Priority to display a Cash Book Summary: The Summary button on the Cash Book control form in the Cash Book menu option.

Priority to edit variance account: The account designated as variance account within Reconcile Cash Book.

Suffix control cashier control postings: Yes or No- if set to Yes, the SUFFIX field [in terms of posting detail] will be filled with the reference entered [that is, not the suffix as per the SUFFIX field]. If set to No, it the suffix field WILL be populated with the suffix. No differences occur in the actual operation of the options whether this is set to Yes or No.

Retention for Cash Book Details: This is the number of days that the details of cash book processing will remain in the file when using the Consolidate Cash Book Details option from the NL System Maintenance menu. If the parameter is set to 0, the retention function is effectively switched off. Hence if the headers are "older" than that designated by the parameter, they are removed . [see following screen shot that illustrates how the menu option works] The number of days on this form is dictated by the system parameter. Hence any Closed or Open [that is,. unreconciled] headers and transactions will not be cleared off. Any that fit the criteria will be cleared.

Cash Book/Bank Statement Posting date: This is the posting date that defaults in the processing forms [similar to NL journal entry] Hence B is "blank", "T" is today, and "E" is end of current period.

Cash Book Menu

PL account types: Which PL account type is to be used when using the Cash Expense Input option.

SL Company: Which SL company is to be used in NL Cash Book menu options.

PL Company: Which PL company is to be used in NL Cash Book menu options, such as Cash Expense Input

Process Bank Account

Available: Enables the option Process Bank Account on cash book menu [that is,. the "traditional" quick cash method]

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