Detailed Posting Tables
Warning: In order to avoid corruption to the Vehicle Stockbook/Nominal Ledger reconciliation process, detailed posting tables 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 when there are other users in the Vehicle Stockbooks system.
To create, amend, copy or delete detailed posting tables:
From the Vehicle Stockbooks Main menu, select the Miscellaneous options option.
The VS Miscellaneous menu is displayed.
Select the Detailed posting tables option.
The Detailed Posting Tables form is displayed.
This form is displayed when you select the Detailed posting tables option from the VS Miscellaneous menu. It enables you to create, amend, copy or delete detailed posting tables.
Menu Bar and Toolbar:
Posting Type:
Either Balance Sheet or Profit and Loss, selectable with an option button, depending on what type of posting you want to do.
Vehicle Type:
Either New or Used, selectable with an option button, depending on the type of vehicle.
Posting table key fields:
Franchise code: One, two or three-character franchise code, selectable from the drop-down button, which is the prime key to the table, and cannot be amended.
Model code: Alpha-numeric code, up to ten digits long, selectable from the drop-down button, for the specific model.
Location type: Branch or group of branches, selectable from the drop-down button, to which the detailed postings about that type of vehicle belong. It is the element of the detailed posting table key after the vehicle franchise, model, and possibly variant analysis.
Note: If branch analysis is not required, then Location type has a default value of zero. If branch analysis is required you should select the correct Location type of the branch or branches for the posting table that is to be accessed. The last input prompt will always be for the Vehicle type of either N for new or U for used.
For those users who are part of a dealer group, the detailed posting tables can also be unique in Franchise and model by location or branch. In this way, where necessary the nominal ledger codes for one branch can be completely different to another branch, as opposed to merely a change of cost centre. If specific posting tables by branch are not required, then a default location type of zero (defining no location analysis) is used. If specific posting tables by branch are required, then the location types prompted for when defining the tables are set up in the opt
ion Location posting codes in the Management menu of the System utilities module. The Location posting codes are then entered or cross-referenced in the actual branch Location codes on that same menu in the field Posting table indicator. In that way, several branches can share one location posting code, where doing so would reduce the number of individual posting tables, as opposed to having the actual branch location code as part of the detailed posting table key.
Manufacturers introduce new vehicle models on an ongoing basis. You can create your own new model posting tables with minimal effort but maximum protection from error.
To copy a detailed posting table:
On the Detailed Posting Tables form, select Tools > Copy table from the menu bar or click the Copy button. 
The Copy detailed posting table wizard is launched, with the Copy file form for the Source stage displayed.
Tip: As you progress through the wizard, ticks and arrows on the left-hand side of the forms indicate which stages have been completed, which is the current stage and which stages are still to be done. Click Back at any time to return to the previous stage, or Cancel to abandon the wizard.
Select a vehicle from which to copy existing posting tables by using the drop-down buttons to complete the fields, as follows:
Franchise: Name of the franchise.
Model code: Model code for the selected franchise.
Location type: Location code for the vehicle.
Posting type: Posting table type. One of the following: copy a balance sheet (BS), profit and loss sheet (PL), or both (B).
Vehicle type: Whether you want to copy new (N), used (U), or both (B) posting tables.
Note: If any of the source posting tables you have entered do not exist, a prompt will inform you of this and you will be unable to continue. Click More for more details.
There may be additional fields, such as submodel or variant. If the system is set up in VSB posting code mode, only one box is displayed (for posting code).
Click Next.
The wizard's Copy file form for the Destination stage is displayed. Enter the destination table details (in the Franchise and Model code fields) in the same way as the source details, and then click Next.
Note: If the table you have entered already exists, a prompt will inform you of this and enable you to decide whether or not you want to overwrite the existing tables. Click More for more details.
The wizard's Copy file form for the Mask stage is displayed. Here you can replace any given expense codes from the source posting table with another given code in the destination table. For example, entering 9999 in the source and 1111 in the destination table will replace all expense codes that are 9999 in the original with 1111 when the file is copied. Click Next.
Note: You can also use # (hash) characters in these masks, which have a different effect depending on whether they are included in the source or destination masks. For source masks, # indicates that any number in that position will be considered a match. For example, 1#11 will match 1111, 1211, 1311 and so on. For destination masks, # means that whatever was already there will remain the same. For example, applying the mask 9#99 to the code 0000 results in 9099.
If you enter a source mask that is not used throughout the original file or files, a message informs you of this.
Click Next.
The wizard's Copy file form for the New balance stage is displayed, showing the new balance sheet table. Red cells indicate codes that are invalid (possibly having been changed by the mask, although they may have been invalid beforehand), while green cells show codes that have been changed by the mask and are valid.
Tip: If you find that the masks have not had the effect you expected, click Back, re-enter the masks and click Next again.
Click Next.
The wizard's Copy file form for the Used balance stage is displayed, showing the used balance sheet table. Red and green cell highlighting are used as before.
Click Next.
The wizard's Copy file form for the New profit / loss stage is displayed, showing the new profit / loss sheet table. Red and green cell highlighting are used as before.
Click Next.
The wizard's Copy file form for the Used profit / loss stage is displayed, showing the used profit / loss sheet table. Red and green cell highlighting are used as before.
Click Finish.
You are prompted to confirm whether or not you want to proceed with the operation, and told the effect that this will have.
Click Yes to accept the changes or No to abandon them.
You are returned to the Detailed Posting Tables form.
