This option allows you to enquire on any transactions that have been made in the Nominal Ledger in the Current transaction file, the Archived transaction files and the Previous years transactions.This facility is NOT designed to show just a snapshot of account balances, more a full suite of all debits and credits,if necessary, for specific daybooks.
To perform a Transaction enquiry:
From the Autoline master menu select the Nominal Ledger option and the company you require.
The Nominal Ledger menu is displayed.
Select the Transaction enquiry option.
The File Selection form is displayed.
RADIO BUTTONS:
Current transaction file: Set this radio button to make enquiries on Nominal ledger transactions in the current transaction file.
Archived transactions: Set this radio button to make enquiries on Nominal Ledger transactions in this years archived transaction files.If a divisional system, Autoline will prompt the user to enter the relevant division.
Previous year: Set this radio button to make enquiries on Nominal Ledger transactions in the Previous financial years transactions files.With divisional installations, Autoline will prompt the user for the relevant year and the relevant division to enquire on.
BUTTONS:
Exit: Returns you to the Nominal Ledger Menu.
OK: Displays the Selection criteria form for the selected transaction file.
Posting Date and To: You may choose to view postings posted between the two dates entered here, or leave blank for any dates.
Tip: A search facility can be activated on these two fields by
clicking the 
button. This gives you access to a
calendar from which you may wish to select your dates.
Periods: A for All, C for current, F for future, P previous.
Cost Centre & Expense Code: These fields identify accounts in the Nominal Ledger to which the transactions to be investigated were posted. When the Cost centre and Expense code are entered, the system will display their full names to ensure that they are the ones required. Masks [e.g **0010] can be used to select groups of Accounts here.
Tip: A search facility for valid account codes is available on this
option, on both the cost centre and expense code elements of the
account. This is activated by clicking the button. Shortnames and wordsearches enable more efficient searches.
Suffix, Journal Reference, Narrative and Customer Reference: By entering any of the above data for particular accounts, you may select postings whose accounts contain these suffixes, references or narrative. Masks can be used to select groups of Accounts here. The Suffix is only reliable on those accounts where the expense code has been set-up for suffix control (usually balance sheet accounts, such as vehicle stocks where the vehicle stock number is the suffix code).
The Journal Reference will normally be an invoice number for sales transactions or the internal document number for purchase transactions.
The contents of the Narrative field will vary according to the source of the transaction.
The contents of the Customer Reference field will normally be related to either a Vehicle Stockbook number or the customer who has ordered or bought a vehicle.
Source Module: There are two fields here: The first is a field that excludes a certain module .To use this facility, use the
box and select NOT, and then tab to the next field. The button can then select the actual module to exclude. [e.g NOT SL will search on every module EXCEPT the SL.The field that is to be entered accepts letter codes [e.g SL for Sales Ledger] which identifies the source module of the system from which transactions are to be selected.e.g NL will search on ONLY the NL. Entering a blank will match on any module.
Tip: A full window search of modules is available on this
field. It is activated by clicking the
button.
Source Company: The same sort of functionality as per Source Module is available here. e.g Any company can be excluded by using the NOT statement in the
box.This field allows postings to be selected from
a particular company. This field defaults to the current company.
This is required when more than one accounts company uses this
Nominal Ledger. Leaving a blank will match on any company.
Tip: A full window search of companies is available on this
field. It is activated by clicking the
button.
Account code: Postings may be selected based on the specific Sales or Purchase Ledger account to which the transactions were allocated, where relevant. In addition to this, the input here supports the mask concept,[e.g **20] so that you can deliberately select only certain characters of the account code and select a 'group' of accounts conforming to those characters.
Daybook Number: This field allows transactions to be selected
on the basis of Daybook number.There is an
button to search for a specific daybook number.[This button when used, will produce a display window with all daybooks listed, so the user can select the one they want. There is also the facility to enter daybooks in a range from a specified number to a specified number, using a second
as a search button. If just a from value was entered, the system automatically populates the other box with the same value, so just one daybook is searched for. Enter 0 for match on any daybook.
Daybook Item: This field allows transactions to be selected on the basis of Daybook item. Enter 0 for match on any daybook.
Transfer batch: This field allows transactions to be selected on the basis of Transfer batch number. Enter 0 for match on any daybook.
Base Value: This field allows transactions to be selected on the basis of their value in the currency of the Nominal Ledger.
Currency value: This field allows transactions to be selected on the basis of their value in a foreign currency where appropriate.
Reconciled: This field will extract transactions with a Reconciled flag present.By putting an R in this field, all reconciled items will be searched for, and leaving it blank will search only for unreconciled items,while leaving it with the asterisk symbol in the field will search for all transactions.
An indicator on the screen tells you whether you are in slow or fast display mode. As Autoline becomes more certain as to the exact information you require, it will make the transactions available faster.
Autoline recognises certain fields, such as Cost Centre, Expense Code and Daybook number as providing a decisive indication of the particular information required. As you complete these fields, the display mode will change, to indicate that Autoline knows that it needs to search fewer records.
RADIO BUTTONS
Forwards: Selecting the Forwards radio button, and then clicking the Proceed button displays transactions in ascending date order with the oldest postings displayed first and the most recent postings last, within ascending account code order, if more than one account code is involved. For each transaction, the system displays the cost centre and expense code, the transaction date,the suffix, the source module and company number that generated the transaction, the posting reference, the narrative, the reconciled flag (on those accounts of a C or c open item type), and the base currency value. At the foot of each screen, and at the end of the list, the total number of transactions and the base currency values are totalled.
Backwards: Selecting the Backwards radio button and then clicking the Proceed button displays transactions in descending date order with the most recent postings displayed first and the oldest postings last, within descending account code order, if more than one account code is involved.
Totals: Selecting the Totals radio button and then clicking the Proceed button displays a summary detailing the number of transactions contained within the selection criteria, the total value in the base currency, and the value in foreign currency where relevant.
Print: Selecting the Print radio button and then clicking the Proceed button directs the output of the transactions included within the selection criteria to the currently selected printer. The transactions are displayed in ascending date order, within ascending account code order if more than one account code is involved.
For each transaction Autoline prints the daybook number and the item number within daybook, the cost centre and expense or analysis code, the suffix where relevant, the date of the transaction, the source module and company number that generated the posting, the journal type where appropriate, the Sales or Purchase Ledger account where relevant, the posting reference, the narrative, the base currency value, the foreign currency value where appropriate (if there is no foreign currency involved then the base currency value is repeated), and the reconciled flag (on those accounts of a C or c open item type). At the end of the report, the base and foreign currency values are totalled.
Sort Sequence: The radio buttons Daybook no., Cost centre, or Expense, Suffix or Postdate allow you to select the sort sequence of transactions that will be displayed. The implications so far as to the speed of display are also displayed. This will be seen as SLOW, MEDIUM or FAST.
BUTTONS
Exit: Returns you to the NOMINAL LEDGER MENU
Proceed: Once all the selection criteria have been entered, click the Proceed button to commence the search.
Reset: Resets any selection criteria back to the defaults provided when the program was first accessed.
Help: Displays help on the current application in your default company browser.
Search Results
Transactions matching the selection criteria will be displayed in the grid, and the grid can be scrolled up and down. The fields displayed are Cost Centre, Expense code, Posting date, Source Module, Company, Suffix, Journal Reference and Narrative, whether the transaction is reconciled or not, and finally the basevalue of the transaction. Additional information about individual transactions may be obtained by selecting a line in the Search Results table and then clicking the Detail button. Greater detail is displayed, along with the facility to display daybook details [click the Daybook button ] and view additional text from NL Journals where applicable, by clicking the Document button.The year and period is displayed as well in this form- note that as soon as daybooks are processed, an accounting year and period is assigned, depending on the actual date entered when the transaction was created, and which period and year that date corresponds to in terms of the Nominal Ledger dates file.
By right clicking the mouse in the grid, the facility to Drill into daybook/item appears. This will access the NL.daily file and will show the other transactions within the daybook , as well as the actual transaction that is currently displayed, unless the System Parameters Journal tab, Multi Item field has been enabled, whereby any daybooks created from journal input, and subsequently drilled into, will only display the item reference that the transaction line relates to.[i.e not all the other daybook items within the daybook] At this point, detail and document displays are also accessible from right clicking the mouse.
