If a single Nominal Ledger is being divided up into separate divisions, perhaps to control the trading of separate types of business within one Nominal Ledger to avoid unnecessary consolidation, accounting divisions are used.
If this feature is used, the system automatically produces Inter-divisional journals (IDJs) to allow for cross charging a sale from one division into a balance sheet or expense account of another division. i.e. a movement between divisions will result in an IDJ being created and processed in order to redress the imbalance between divisions. This is in order to enable the true analysis of the indebtedness of one Division to another to be displayed within a daybook instead of the net result of movements between divisions. To achieve this analysis it is necessary to assign an owning division to each transaction and any other divisions used in the transaction will become contra divisions to the owning division.
However, in order for the IDJs to process and assign the correct balances to the correct account codes, the control table must be populated.
To access this option:
1. From the Autoline master menu select the Nominal Ledger option and the company you require.
2. Select the System Maintenance option.
3. Select the Inter Division journal control option.
4. The Inter Division journal control form is displayed.
IDJ's are posted from the processed NL/daily entries by daybook/item, rather than by daybook from NL/trans. Further Inter divisional analysis is possible due to the addition of a source division to the NL/divjl keypath. The source and contra divisions must be set up prior to processing IDJs.
This means that if the Autoline installation has one record per division [with 4 divisions] for each daybook type the table will have to have 108 records in it; e.g. [assuming 9 daybook types X 4 divisions X 3 combinations [of codes, e.g. division 0100, 0200 and 0300] = 108 records.
On entry to the form, the user must first click Create.
Daybook type:This must be selected, using the 
button to aid the search if necessary.
The records available here will be dependant on the daybook types that have already been setup. Usually there will be 9 types of daybook.
Division:By using the to aid the search process, the user can select the relevant division. The selection window displayed will list all the daybook types, the divisions and the contra divisions available. Select the division that will require control account population/amendment.
Contra Division: Again, the search is available here, and the selection window is identical to that as discussed above in the Division field, in that it displays the possible combinations of daybook type, division and contra division, e.g. daybook type 1 will have division 00, 01 and 02 and 03 [using a 4 division site as an example] , hence will have the potential contra divisions for division 00 as 01,02 and 03. [i.e. every division apart from the one currently selected.]
Detail Tab: This tab has a field entitled Control Account. This has an button to aid selection. The likely combinations ,using the same sort of divisional example is as follows: If daybook type 1 has been selected, and Division 01 has been selected, and Contra Division of 03 has been selected, the control account will normally take the division cost centre of the contra division- in this case it is 0300 for division 03. The expense code in the account code is usually [but not always] 9999, as this is a commonly used expense code for Inter Division control.
BUTTONS
Exit: Returns the user to the menu.
Help:Displays online help in the default browser.
Create: Using the radio buttons of blank or copy the user can create new records.
Amend: Amends previously created records.
Delete: Deletes previously created records.
Ad-hoc: Allows an enquiry to be run on the Inter Division control file.
