Chart of Accounts Renumbering (DA0234)

Transcription

1 Chart of Accounts Renumbering (DA0234) First Released in CS/3 v2.0 Also available in all versions of Sage1000 and Line 500 Further Information Click below to view your selection of in-depth information for this project: Further Information... 1 Legal, Fiscal and any Standards Considerations... 2 Overview... 2 Details... 2 General Ledger Changes... 2 Chart of Account Renumbering... 2 Data Flow Diagrams... 5 Examples... 5 Example Example Example Example Example Example Limitations... 9 Technical Data Implementation - Existing Sites And/Or Existing Data...11 Licensing System Keys Data Dictionary Changes Options Forms Changes Suspended Fields Conversions Definition of Terms Implementation - New Line 500/Sage 1000 Installations With New Data Licensing System Keys Options Definition of Terms Sage (UK) Limited, All rights reserved. Page 1

2 Legal, Fiscal and any Standards Considerations Not Applicable Overview Within the General Ledger it is now possible to select a range of posting codes and create and transfer the balance of the posting code accounts to new posting codes. The redefinition of old to new can be carried out at posting code element level using wildcards if required. The new routine will create and post a General Ledger journal subject to checks on valid cost centres and account codes. Details General Ledger Changes Chart of Account Renumbering General Ledger posting codes can be renumbered via the new Chart of Account Renumbering option. The following screen is displayed in which a range of General Ledger posting codes can be entered. Each posting code element must be specified in the From and To fields, however wildcards (? ) can be used in place of a posting code element: Any wildcard entered in the From posting code elements must have an identical matching wildcard character in the To posting code elements in the same character position. To prevent transactions from being processed in the General Ledger whilst the General Ledger posting codes are being renumbered, the General Ledger Posting Code file is locked. The General Ledger posting codes, i.e. the General Ledger Chart of Accounts are processed in three stages: Stage 1 - Validation of the Target Posting Codes If Cost Centres are NOT in Use Sage (UK) Limited, All rights reserved. Page 2

3 If cost centres are not defined within General Ledger posting codes the following validation is carried out by the renumbering process: The system ensures that both the source posting codes and the target posting codes exist the renumbering process is terminated and the information reported to the System Log if any target posting codes are not found. If wildcards have been entered as part of the posting code elements the system ensures that all the source and target posting codes exist the target posting codes are made up from the elements entered and the wildcard portions of the source posting code. If the system key NLAUTO is set to YES, i.e. posting codes can be generated automatically, the individual account codes must also be set to allow the posting codes to be automatically generated. If cost centres are not in use NLAUTO has no effect. Posting codes are checked to ensure they are not suspended the renumbering process is terminated and the information reported to the System Log if any posting codes are suspended. If Cost Centres ARE in Use If cost centres are defined within General Ledger posting codes the following validation is carried out by the renumbering process: The system ensures that where a target posting code does not exist, the General Ledger cost centre and account codes do exist. The renumbering process attempts to create the missing posting codes provided that both the cost centre and the account code allow this action the renumbering process is terminated and the information reported to the System Log if any target posting codes are not found. The individual cost centre and account codes must have the flags set correctly to enable the target posting code to be created. Cost Centres and Account Codes are checked to ensure they are not suspended the renumbering process is terminated and the information reported to the System Log if any cost centres or account codes are suspended. Roll Back Roll Forward Transaction Logging (RBRF) If cost centres are defined within General Ledger posting codes the transaction is started at the beginning of the validation stage to encapsulate the creation of any new posting codes. The transaction is committed whether or not any new posting codes are created. Details of all new posting codes are reported to the System Log. The renumbering process calculates the number of posting codes included by wildcards within the range. If this number exceeds half the maximum number of lines on a General Ledger journal a message is displayed requesting the user to reduce the scope of the renumbering, i.e. to reduce the range entered. If this warning is ignored the number of posting codes included by the attempted renumbering is reported to the System Log. Grouped posting codes are also taken into account during the validation. Stage 2 - Generating and Posting G/L Journals A single General Ledger Journal is generated to transfer the entire balance from each individual old posting code to the new renumbered posting codes. The General Ledger Journal is given the following default journal description which is available for amendment if required: CoA Renumbering Journal The journal is posted as a normal General Ledger journal. The results of the journal posting are detailed on the Journal Audit Trail. Sage (UK) Limited, All rights reserved. Page 3

4 Roll Back Roll Forward Transaction Logging (RBRF) A transaction is started before writing the first page of the General Ledger journal and is committed after writing the last page of the journal. The transactions are handled by the standard General Ledger posting routines. Stage 3 - Suspending General Ledger Posting Codes Once the balances have been transferred to the new posting codes, the old posting codes are suspended to prevent further transactions from being posted, i.e. the Status field on the General Ledger posting code is set to Y. The System Log is updated with details of the suspended posting codes. Roll Back Roll Forward Transaction Logging (RBRF) A transaction is started at the beginning of this stage to encapsulate the suspension of all General Ledger posting codes. Sage (UK) Limited, All rights reserved. Page 4

5 Data Flow Diagrams Examples The Data Sets described below have been used as the starting point for all of the examples. Posting Codes Data Set Posting Code Suspended? Group Balance N N N N N N N N N N N N Y N N N N N N N N N N N N N N N N N N N Sage (UK) Limited, All rights reserved. Page 5

6 Posting Code Suspended? Group Balance N N N N N N N N N N N N Cost Centres Data Set Cost Centre Create? 1-01 N 1-02 Y 1-03 Y 1-04 Y Account Codes Data Set Account Code Create? Y Y Y Y Example 1 Screen Input Posting Code Range: 1-1 From Elements To Elements ???? The first and simplest case will fail screen validation because the range of posting codes entered excludes the selection of posting codes. The use of Cost Centres does not have any bearing on this result. The posting code range only applies to the From posting codes. Sage (UK) Limited, All rights reserved. Page 6

7 Example 2 Screen Input Posting Code Range: 1-1 From Elements To Elements ???? Once again the outcome of this selection will be the same whether Cost Centres are in use or not. The input will fail at the validation stage of the renumbering process due to the fact that Posting Code is suspended and therefore the transaction is disallowed. Example 3 Screen Input Posting Code Range: 1-1 From Elements To Elements ???? Where cost centres are not in use, add posting code value 0.00, this selection will fail at the validation stage of the renumbering process due to the fact that Posting Code is suspended and therefore the transaction is disallowed. Where cost centres are in use this selection will fail at the validation stage of the renumbering process due to the fact that Cost Centre 1-01 does not allow automatic creation of posting codes. Sage (UK) Limited, All rights reserved. Page 7

8 Example 4 Screen Input Posting Code Range: 1-1 From Elements To Elements This simple example will result in the following changes to the initial data set. Posting Code Suspended? Balance Y N Example 5 Screen Input Posting Code Range: 1-1 From Elements To Elements ???? This selection passes the validation phase and will result in the following changes to the initial data set: Posting Code Suspended? Balance Y Y Y Y N N N N Sage (UK) Limited, All rights reserved. Page 8

9 Example 6 Screen Input Posting Code Range: 1-1 From Elements To Elements ???? Where cost centres are not in use this selection will fail at the validation stage of the renumbering process due to the fact that Posting Code does not exist and therefore the transaction is disallowed. Where cost centres are in use this selection will pass the validation stage of the renumbering process and will result in the following changes to the initial data set. Posting Code Suspended? Balance Y Y Y Y N N * New Posting Code N N Limitations The renumbering of posting codes is restricted to the General Ledger. The following limitations also apply: No occurrences of the General Ledger posting code within the General Ledger (i.e. commitments, short codes, special reports etc.) are converted. No occurrences of the General Ledger posting code within any other module are converted. As a result of the previous point, any outstanding transactions against a General Ledger posting code which has been renumbered (and therefore suspended), will cause a suspended journal to be created upon posting to the General Ledger. Cash matched against invoices containing suspended posting codes will result in suspended journals being created in the Vote Ledger. Suspended journals must be edited manually before posting to the General Ledger or Vote Ledger. The assumption is made that all new posting codes added in the General Ledger will be mapped via the General Consolidation Account map to their corresponding code in the Vote Ledger. Additional limitations are as follows: Posting code balances are transferred in total not at transaction level. Sage (UK) Limited, All rights reserved. Page 9

10 Where cost centres are not in use, the NLAUTO system key has no effect (i.e. cannot auto-create posting codes when cost centres are not in use). Where cost centres are in use and the posting code does not exist, the renumbering may only take place if the cost centre and account code elements exist to allow creation of the posting code. There is no mechanism to prevent suspended posting codes from subsequently being reinstated. Sage (UK) Limited, All rights reserved. Page 10

11 Technical Data *You must read the Implementation section before attempting to install this project* This section details important information relating to the installation of this project. If you require any further assistance please contact Customer Support. Implementation - Existing Sites And/Or Existing Data Licensing Project DA0234 (Chart of Accounts Renumbering) must be licensed for it to become available. System Keys Data Dictionary Changes Options The following option has been added: Module Option Description Command Menu nl nl_renumbering Chart of Accounts Renumbering nlrenum nl_house_4 Forms Changes The following forms have been added with unsuspended fields: Module Application Form nl nl_coa_renumbering main progress Suspended Fields Conversions Definition of Terms Sage (UK) Limited, All rights reserved. Page 11

12 Implementation - New Line 500/Sage 1000 Installations With New Data Licensing Project DA0234 (Chart of Accounts Renumbering) must be licensed for it to become available. System Keys Options Definition of Terms Sage (UK) Limited, All rights reserved. Page 12