This menu contains processes and options that are less frequently used, and are more likely to be used by senior staff, as the options are usually related to house-keeping and maintenance tasks.
Before any transactions are updated to the Nominal Ledger or any other financial module, they are held in a transaction [Invoice] buffer. This is used to interface all other modules with the Nominal Ledger.
In most cases the ledgers are updated when the daybooks are printed. All details are held in the buffer to facilitate reprint and recovery procedures. Nominal Ledger journals are also passed through the buffer for these reasons.
A facility exists to centrally reprint certain daybooks at the end-of-day which can be very useful for systems with a central processor but remotely located terminals used to input financial information and print daybooks. This is achieved by the Nominal Ledger parameters:
Reprint immediate daybooks at end of day: This parameter 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 parameter indicates whether you wish to have reprinted in the End-of-Day routine any daybooks that we 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.
If either of these parameters are set, then previously printed daybooks will be reprinted by the option Central reprint of daybooks which is generally run as part of the Timed Operations procedure. For more information, refer to System Parameters.
The daybooks themselves are controlled from the Nominal Ledger regardless of the source of the information or in which module they are printed.
A single series of Daybook numbers is associated with them for each Nominal Ledger. Because each accounts company must have associated with it a Nominal Ledger company, the daybook number is set when setting up live data in the system.
When each daybook is printed, the unique daybook number (for that company) is printed clearly for audit trail and filing.
The number of each daybook is written to a Daybook Log with such details as input batch number, terminal and user ID, source module, date of printing, and so on.
Depending on the Nominal Ledger parameter settings, it also contains a status flag which indicates to the system whether the daybook requires to be centrally reprinted at the End-of-Day. Items at status I will require a reprint.
The transaction buffer will retain all transactions for a particular input batch until a daybook has been successfully printed for it and it has been centrally reprinted if the parameter settings require it. After the daybooks have been centrally reprinted, they will be removed from the buffer by the Clear Processed Batches option.
Transaction [Invoice] buffer status settings are as follows:
Blank [space] - Not processed
P - Processed fully
W - Withheld after daybook run
H - Held, pending investigation
R - Released for processing (previously held)
Daybook log status settings are as follows:
I - Result of Immediate posting run, requires a printed copy daybook at the End-of-Day via central reprint.
C - Centrally reprinted.
P - Processed without requiring central reprinting.
X - Failure in processing, must be investigated by the support department.
R - Recovered failed daybook.
W - Withheld items in daybook.
In the buffer store, the sign of the value is the sign for Nominal Ledger posting, i.e. Debits (+) and Credits (-).
Central reprint of NL daybooks: This is a high access/priority level option on the Miscellaneous menu which re-prints all of the Daybooks on the system. It will not print Daybooks which have not yet been printed using the Print daybook option or the Print all daybooks option.
Print all NL daybooks: This is a high access/priority level option on the Miscellaneous menu which prints all of the unprinted Daybooks on the system. It requires exclusive access to the NL invoice buffer, hence the system should be in stand-alone mode.
Reprint NL daybook: The Reprint NL daybook option allows you to reprint any current Daybook which has already been printed [providing it is still in the invoice buffer] It also functions as a simple and powerful search of Daybooks.
Print daybook for partition: This option allows you to print the daybooks for a specific partition [in other words, a user who cannot print daybooks themselves]
Inter-division journals: The Miscellaneous menu contains a special option to allow journals between the Inter-Company transactions which are retained within the main Accounting Company. Cost Centres specified as inter-company are verified and transactions are transferred accordingly. Inter divisional journals, when processed, allow the user to determine the true value of debt between company divisions, and as such are not relevant to non-divisionalised installations.
