Before you can generate an export file, you must identify which accounts you want to include. For dealers with either one Nominal Ledger or a Nominal Ledger for each dealership, this is straightforward. However, for dealers with a central Nominal Ledger for multiple dealerships it can be more involved.
You can complete the account selection in one of three ways.
What do you want to do?
Complete the account selection by division
Complete the account selection by cost centre
Complete the account selection by account mask
If your company performs divisional accounting, you can use this procedure to select accounts of a certain division based on the two-character Nominal Ledger division code. This procedure is likely to be most suitable for dealers with only one Nominal Ledger. It creates a list of account masks covering all cost centres and expense codes for that division.
To select accounts by division:
Display the Export Nominal Ledger Accounts Form and, on the Selection Criteria tab, select the Division option button and click OK.
The grid is populated by the divisions existing in the Nominal Ledger.
Select the required Division.
The system automatically selects all accounts within the Nominal Ledger division and displays a dialog box with the following message:
All accounts within division selected
Click OK.
You are returned to the form, the grid being blank.
Select the View selection option button and click OK.
The grid is populated by all cost centres and expense codes within the division.
This procedure selects accounts by cost centre within a specific division. This is the most commonly used selection method.
To select accounts by cost centre:
Display the Export Nominal Ledger Accounts Form and, on the Selection Criteria tab, select the Cost centre option button, and click OK.
The grid is populated by the divisions in the Nominal Ledger.
Select the required division.
The grid is populated by all accounts of the selected division.
Select the account masks you want to include and click OK.
The following message is displayed:
Cost centre selection masks created
Click OK.
You are returned to the form, the grid being blank.
Select the View selection option and click OK.
The grid is populated by all cost centres and expense codes within the division.
This procedure enables you to include specific accounts based on the completion of the cost centre and expense code masks. The masks you enter can be any combination of numeric characters, not exceeding four digits. For example, if you enter a cost centre mask of 6*** and an expense code mask of ***9, the system finds any accounts with cost centre masks beginning with the number six and expense code masks ending with the number nine.
To select accounts by account mask:
Display the Export Nominal Ledger Accounts Form and, on the Selection Criteria tab, select the Account mask option and click OK.
The Cost centre and Expense code edit boxes at the bottom of the tab are populated by asterisks.
Enter the first Cost centre and Expense code, and click Save.
The edit boxes at the bottom of the tab become blank and the Save button is replaced by an OK button.
Click OK.
The edit boxes at the bottom of the tab are populated by asterisks.
Repeat the preceding two steps for each account mask that you want to create.
When you have completed your entries, select the View selection option button and click OK.
The grid is re-populated.
This procedure enables you to edit cost centre and expense code masks.
To edit account masks:
Display the Export Nominal Ledger Accounts Form and, on the Selection Criteria tab, select the View selection option button, and click OK.
Select the Edit option button followed by the grid row of the account mask to amend.
The Cost centre and Expense code edit boxes at the bottom of the tab are populated by asterisks.
Amend the account masks in the Cost centre and Expense code edit boxes, press TAB, and click Save.
The system saves the changes made, the Edit option button is cleared and the Display option button is selected.
This procedure deletes selected account masks so that they are not included in the export file.
To delete account masks:
Display the Export Nominal Ledger Accounts Form and, on the Selection Criteria tab, select the View selection option button and click OK.
Select the Delete option button followed by the grid row of the account mask to exclude.
The following message is displayed:
Are you sure you want to delete this mask
Click YES.
The system removes the account mask from the current selection.
This procedure deletes all stored account masks.
To reset all stored masks:
Display the Export Nominal Ledger Accounts Form and, on the Selection Criteria tab, select the Reset selection option button and click OK.
The system deletes all stored masks and displays the following message:
Selection criteria reset
Click OK to continue.
This tab is part of the Export Nominal Ledger Accounts Form. It enables you to select the cost centres and expense codes to include in the export file.
GRID:
Cost centre: A four-character code representing cost centres within a specific division
Expense code: A numeric code that identifies specific accounts that fall within a specified cost centre
Note: The asterisk * is a wildcard character that represents any numeric. For example, expense code 9*** indicates all expense codes starting with 9.
RADIO BUTTONS:
Division: When you click OK, all accounts within a specific Nominal Ledger division populate the grid.
Cost centre: When you click OK, all cost centres within a specific division populate the grid.
Account mask: Enables you to include specific accounts based on the completion of the cost centre and expense code masks
Reset selection: Deletes all stored account masks
View selection: Populates the grid with account masks to be included in the export file
Display: Populates the grid with account masks to be included in the export file, including any changes made via the Edit option button. Selected by default when you view the selection criteria.
Delete: Enables you to delete an account mask
Tip: Select the Delete option button followed by the grid row of the account mask that you want to exclude.
Edit: Enables you to edit the cost centre and expense codes
Tip: Select the Edit option button followed by the grid row of the account mask that you want to edit.
PUSH BUTTONS:
OK: Processes selections made on the tab
Note: Either the OK or the Save button is visible at any time, never both at the same time.
Save: Stores selections made on the tab
Cancel: Cancels the operation (active only in Edit mode)
Export Nominal Ledger Accounts Form
Generating and Downloading a Monthly Export File
