The Master Posting Table defines what system field values are posted to the Nominal Ledger; where they are posted to (in general terms, as opposed to specific account codes), and at what stage of the vehicle life, or accounts status, the posting is made. Because of this method of design, if several transactions are to post to the same account, the account number will only have to be entered once in the Detailed Posting Tables - a worthwhile feature if there are several posting tables (one for each model).
Warning: This facility defines the data dictionaries for the new- and used vehicle detailed posting tables, and must not be amended without first taking advice from a Software Support, or implementation, consultant. Even after this has been done, it must never be run whilst there are other users in the Vehicle Stock-books system.
Once the program is selected from the menu, enter a Vehicle type by clicking the button to select one of the two options:
New Vehicles
Used Vehicles
The first page of the New- or Used Vehicle Master Posting Table is displayed.
This form is displayed when you select the Master Posting Tables option from the VS MISCELLANEOUS MENU. It enables you to define what system field values are posted to the Nominal Ledger; where they are posted to (in general terms, as opposed to specific account codes), and at what stage of the vehicle life, or accounts status, the posting is made.
A cursor is positioned in the first column of the screen along side the first posting definition. There are twelve columns on the screen (excluding the cursor positioning one), which contain the following information:
GRID:
Field Name: The name of the vehicle stock-book database field containing the value that is to be posted. The field name will be validated against the new- or used vehicle stock-book data dictionary.
Oc[currence]: In some cases, the field referenced in the first column will be of an Occurs nature, in which case the occurrence specified here will determine exactly which field value to post.
Date Field: The transaction posted to the Nominal can be posted with an effective date taken from any of the date fields held in the vehicle stock-book database. The entry here specifies which date field to use. The field name will be validated against the new or used vehicle stock-book data dictionary.
Oc: The logic has been built in to the system that the date field itself may occur more than once. Currently no date does, so this column is skipped over.
S [accounts status]: The posting is generated when the vehicle record reaches, or passes, a given accounts status. The entry here is the accounts status at which the posting should take place (normally A for Adoption, or I for Invoiced).
T: This column will prompt you as to whether the debit posting is to a Balance sheet or Non-balance sheet (profit and loss) account.
Debit Mne: This column will contain the posting mnemonic or label to which the value will be debited. At this stage, in the master posting table, the definition is purely descriptive. The input here, and in the credit column, will build up the data dictionary for the detailed posting tables. If this is not already defined, the Master Posting Table Line Details Form is displayed. You can Create-mnemonic including an up-to-20-character description of what it is to be used for, or continue without creating a new mnemonic and re-input an existing one.
R: In this column you will be prompted as to whether the cost centre mask for the debit posting should be taken from the Physical location, the Buying location, the Selling location, or whether No cost centre mask should be used. It is normal that balance sheet postings would use the Physical location and profit and loss postings would use the Selling location, with the exception of vehicle write-downs.
Suffix field: As well as updating the Nominal Ledger with the value, the transaction can also contain a suffix (usually the vehicle stock number) which is utilised to facilitate reconciliation of the Nominal Ledger accounts concerned. The entry here is the name of the VSB field to be used as a suffix.
Oc[currence]: Once again, the suffix field may be of an Occurs type (for example, the DEPREF, or deposit reference field, which occurs three times). If the suffix is an Occurs field, the specific occurrence to be used in this case should be entered here.
T: This column will prompt you as to whether the credit posting is to a Balance sheet or Non-balance sheet (profit and loss) account.
Credit Mne: This column will contain the posting mnemonic or label to which the value will be credited. At this stage, in the Master posting table, the definition is purely descriptive. The input here, and in the debit column, will build up the data dictionary for the detailed posting tables. If this is not already defined, the Master Posting Table Line Details Form is displayed. You can Create-mnemonic including an up-to-20-character description of what it is to be used for, or Continue without creating a new mnemonic and re-input an existing one.
R: In this column, you will be prompted as to whether the cost centre mask for the credit posting should be taken from the Physical location, the Buying location, the Selling location, or whether No cost centre mask should be used.
Suffix field: As well as updating the Nominal Ledger with the credit value, the transaction can also contain a suffix (usually the vehicle stock number) which is utilised to facilitate reconciliation of the Nominal Ledger accounts concerned. The entry here is the name of the VSB field to be used as a suffix.
Oc[currence]: Once again, the suffix field may be of an Occurs type (for example, the DEPREF, or deposit reference field, which occurs three times). If the suffix is an Occurs field, the specific occurrence to be used in this case should be entered here.
To make any changes to the Master Posting Table, right-click. A menu is displayed.
MASTER POSTING TABLE RIGHT-CLICK MENU:
The menu allows you to do the following:
Edit Line
Delete Line
Add Line
Copy Line
Note: If any changes have been made, and they are required to be implemented, it is imperative to click Save. If any new posting mnemonics are created in this program, all detailed posting tables have to be amended to specify the account number(s) to which that posting should be made.
Last generated [Date/Time/User]: This will display at the bottom of the form, and gives the following details:
PUSH BUTTONS:
Vehicle Type: Vehicle type to be selected (New, or Used)
Save: Saves all the changes you have made
Cancel: Aborts any changes you have made
Help: Displays help on the current program in your default company browser
