The nominal codes program allows you to enter the correct Nominal Ledger Cost Centres and Expense codes against each permutation set up in the nominal permutations table.
Warning: Due to the importance of this detail, this should be done with a member of support and your company accountant, when installing your system.
The entries are split between Balance sheet items and Profit/Loss items. Obviously, the more complex you make the permutations table, the more entries you have to make.
It is advisable to set up a single entry for Parts and Labour in the nominal permutations table, which appear here in the nominal table with all of the other entries set to blank. The system will use this record as a default. If lines are created in Point-of-Sale that affect postings, and for which a permutation does not exist, the system will use the main Parts and Labour permutation to make the posting. It would normally be set to post to several error accounts within the Nominal Ledger and will highlight any invalid sales permutations made at Point-of-Sale.
When all of the nominal codes for each permutation are entered, there is a facility to validate the entries. This confirms that posting entries have been made for every possible combination of sales analysis.
The form has two tabs
Warning:The Parts analysis tab is only available when the Latin Stock and Parts Purchase analysis boxes are ticked on.
To enter nominal codes:
The POINT OF SALE menu is displayed.
Select Miscellaneous options.
The SO MISCELLANEOUS OPTIONS menu is displayed.
Select the Nominal codes option.
The Nominal Codes form is displayed.
Select one of the following radio buttons to indicate which nominal table you want to access:
In the nominal table, select the row against which you want to enter nominal codes.
Enter the Cost Centre and Expense Codes for the Balance sheet and/or Profit and loss postings.
Click the Save button.
Tip: To check that you have entered codes against all keys in the table, click the Validate button.
The Nominal Codes form is displayed when you select the Nominal codes option from the SO MISCELLANEOUS OPTIONS menu. From this form you can identify the nominal codes to which postings are to be made for parts and labour permutations.
Select one of the following radio buttons:
Parts: Allows you to set up balance sheet and profit & loss cost centres for parts. This option is selected by default.
Labour: Allows you to set up balance sheet and profit & loss cost centres for labour.
Depending on the option that you select, the table on the left-hand side of the form is updated to display the nominal permutations for either parts or labour. For example, for parts, a table similar to the following is displayed.
Code Permutation In use Parts or Labour (P/L) P Yes Franchise code M_L_RV_ABCDEFGHIJKNOPQSTUWXYZ Yes Analysis code ABCDEFGHIJK_LMNO_Y_ZPQRSTUVWX_* Yes Customer code No Sale code RE_T_I_W_D_A_BCFGHJKLMNOPQSUVXYZ Yes Department code P_W_F Yes
Code: This is the six part key entered on either the Parts permutation tab or Labour permutation tab in the nominal permutations.
Permutation: The nominal permutation for the code.
In use: Is the code in-use? A code is in-use if it is ticked on either the Parts permutation tab or Labour permutation tab in the nominal permutations table. The Customer code is not normally used.
Note: If the Labour variance and Parts variance boxes are ticked on the Main tab of the POS parameters, the Point-of-Sale posting table is used to analyse the labour and parts variances from negotiations and menus. By ticking these boxes, an * is seen in the POS NL permutations table (as shown in the above example) and the nominal table.
Each column in the nominal table corresponds to each of the six keys on either the Parts permutation tab or Labour permutation tab in the nominal permutations. For example, the six keys on the Parts permutation tab are; 1) Parts/Labour; 2) Franchise codes; 3) Analysis codes; 4) Customer codes; 5) Sale type; and 6) Department codes. Below is an example that shows a few rows of a nominal table. The first column relates to Parts/Labour, the second column to Franchise codes, the third column to Analysis codes, the fourth column to Customer codes, the fifth column to Sale type and the sixth column to Department codes. In this example, keys 1-3 and 5-6 on the Parts permutation tab are switched on (ticked), which means that the permutations for these keys are displayed in the nominal table. The fourth key, customer codes, is switched off (unticked), and this is indicated here in the fourth column of t he nominal table which is empty.
P _ _ _ _ _ P M A _ _ _ P M A _ R P P M A _ R W P M A _ R F P M A _ T P P M A _ T W P M A _ T F
Note: If the Labour variance and Parts variance boxes are ticked on the Main tab of the POS parameters, the Point-of-Sale posting table is used to analyse the labour and parts variances from negotiations and menus. By ticking these boxes, an * is seen in the POS NL permutations table and the nominal table displayed here. For each line in the nominal table, the system creates a second line with an asterisk (*) where the analysis code is normally displayed. The POS NL codes with the * permutations must be completed by your Autoline consultant. If the Labour variance and Parts variance boxes are not ticked, and the Parts menu price account on t he Main tab of the POS parameters is set to 0 (zero), the difference is posted to the Menu price account.
For each permutation in the nominal table you must identify the nominal codes (cost centres and expense codes) to which postings should be made. When you select a row in the table, the fields in the Balance sheet and/or Profit & Loss group boxes are enabled depending on the selection. For example, for rows with only one key (such as P), you are required to identify the nominal codes for Balance sheet and Profit & Loss postings, for rows with three keys (such as P, M, A), you are required to identify the nominal codes for Balance sheet postings only, and for rows with five or six keys (such as P, M, A, R, P), you are required to identify the nominal codes for the Profit & Loss postings only.
Tip: If you have omitted to identify a Nominal Ledger account code for any of the keys in the nominal table, the row is highlighted in red. To view a list of incomplete keys, click the Validate button.
These fields are only enabled for permutations that control balance sheet postings to the Nominal Ledger. For each of the following accounts, you must enter a Nominal Ledger account code (cost centre and expense code) to indicate where the values are posted:
Stock account: The account to which the value of stock (parts/labour) is posted.
Surcharge stock: The account to which the value of parts surcharges in stock is posted.
Goods in suspense: The account to which the receipted value of stock (parts/sublet) is posted.
Work in progress: The account to which the parts value booked to jobs not yet invoiced is posted, which includes credit reversed parts/labour values.
These fields are only enabled for permutations that control Profit & Loss postings. For each of the following accounts, you must enter a Nominal Ledger account code (cost centre and expense code) to indicate where the values are posted:
Sale: The account to which the sales value of goods is posted.
Discount: The account to which the discount value of goods is posted.
Cost of sale: The account to which the cost value of goods is posted.
Surcharge sale: The account to which the surcharge sale value is posted.
Surcharge cost: The account to which the surcharge cost of sale value is posted.
Note: The Surcharge cost is only used if the COS surcharge field is ticked on the Parts 2 tab of the Flags-Priorities POS parameters.
PUSH BUTTONS:
Delete: Deletes the selected record from the nominal table.
Save: Saves the record.
Validate: Click this button to check that you have entered Nominal Ledger account codes for each of the keys in the nominal table. (If you have omitted to identify a Nominal Ledger account code for any of the keys in the nominal table, the row is highlighted in red.)
Update NL_expen$.deptbal$ flags: This button is only displayed for priority 9 users, and is normally only used on set-up. The nominal codes data is held in a file called XX.SO.nomin. In this file, the following fields are set to Y if the Cost centre analysis field (DEPTBAL) is ticked on the expense code:
- GISCC
- COSCC
- DISCCC
- GOODSCC
- SALECC
- STOCKCC
- SURCHCC
- WIPCC
In this case, the system uses the cost centres identified here in the nominal table to post to the Nominal Ledger. If this button is clicked, these fields are set to N which means that the system uses the Default cost centre identified on the NL Codes tab of the NL system parameters. This would normally be done in the situation where only one bank account exists (as in the case of a Limited company, for example), and postings are made to one fixed cost centre.
These fields are only enabled for permutations that control balance sheet postings to the Nominal Ledger. For each of the following accounts, you must enter a Nominal Ledger account code (cost centre and expense code) to indicate where the values are posted:
What do you want to do?
Parts purchase analysis codes grid:
This grid area contains a list of the previously recorded Parts purchase analysis codes, if no previous codes have been entered a message is displayed in the grid informing the user that no parts purchased analysis records exist for the selected balance sheet permutation.
Type: The Sales Ledger account type to be used to analyse parts purchase.
Goods purchase: The account to which the value of the goods purchased is posted.
Description: Description of the goods purchase account.
Goods in suspense: The account to which the receipted value of stock (parts/sublet) of the goods in suspense is posted.
Description: Description of the goods in suspense account.
PUSH BUTTONS:
Add: Add a new Parts purchase analysis account to the nominal table.
Amend: Amend an existing Parts purchase analysis account.
Delete: Delete an existing Parts purchase analysis account.
Select a balance sheet permutation:
Highlighting a Balance sheet permutation from the displayed list on the right hand side of the Nominal Codes form lists any previously recorded Parts purchase analysis codes for the highlighted balance sheet permutation
Add a new parts purchase analysis code:
Highlighting the Balance sheet permutation from the displayed list on the right hand side of the Nominal Codes form to activates the Add button.
Selecting the Add button displays the Parts purchase analysis form.
Enter or Select via the Drop Down 
the required Sales account type.
Enter or Select via the Ellipsis 
the required Goods purchase Cost center or Expense code.
Enter or Select via the Ellipsis the required Goods in suspense Cost center or Expense code.
Click the OK button to add the selected goods accounts to the parts purchase analysis table of nominal codes.
Type: The Sales Ledger account type to be used to analyse parts purchase.
Good purchase: The goods purchase account to be used to analyse part purchases.
Goods in suspense: The goods in suspense account to be used to analyse good in suspense.
PUSH BUTTONS:
OK: Add the selected Parts purchase analysis accounts to the nominal table.
Cancel: Cancel the process of adding Parts purchase analysis accounts.
Amend an existing parts purchase analysis code:
Highlighting a Parts purchase analysis code from the Parts purchase analysis codes grid displayed list on the left hand side of the Nominal Codes form activates the Amend button.
Selecting the Amend button displays the Parts purchase analysis form
Maintain the Type, Goods purchase and Goods in suspense details as required.
Select the OK button amends the selected parts analysis code from the nominal table.
Delete an existing parts purchase analysis code:
Highlighting a Parts purchase analysis code from the Parts purchase analysis codes grid displayed list on the left hand side of the Nominal Codes form activates the Delete button.
Selecting the Delete button displays the Delete confirm form
Selecting the OK button deletes the selected parts analysis code from the nominal table.