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This text refers to program version 4.3  

Control Accounts

Use this setting to specify the Accounts that are to be part of the sub-ledger Control Accounts feature. You can activate this feature in the Sales and Purchase Ledgers using the Sub-ledger Checking check boxes on the 'Debtors' or 'Creditors' cards of the Account Usage S/L and Account Usage P/L settings respectively.

The feature prevents you from posting to the specified Control Accounts manually from the Transaction register in the Nominal Ledger. Instead, you will only be able to post to these Accounts (such as, on the Sales Ledger side, Debtor Accounts) from the sub-ledger (i.e. from Invoices or Receipts in the Sales Ledger). If you try to post to a controlled Account directly from the Nominal Ledger (using the Transaction register) you will be given an alert message.

You can use this feature, for example, to ensure that Receipts are received in the Sales Ledger rather than by journal in the Nominal Ledger. Using the Nominal Ledger for this purpose is incorrect because the Receipt cannot be allocated against the appropriate Invoices. The feature also removes the risk of posting accidentally to your Debtor Account in Nominal Ledger Transactions.

You must list every Account that you want to be part of the sub-ledger control feature (i.e. the Accounts which are not to be used in the Transaction register) in this setting, including the Debtor and Creditor Control Accounts that you have specified on the 'Debtors' or 'Creditors' cards of the Account Usage S/L and P/L settings respectively. To do this, double-click 'Control Accounts' in the 'Settings' list. The 'Sub-ledger Control Accounts: Inspect' window is shown.

For each row, use the Code field to enter an Account Category. Two Account Categories are valid: 1 for accounts receivable (debtors), and 2 for accounts payable (creditors). In the Account field, enter the Account Number of the Control Account that you do not want to be used in the Nominal Ledger. Use 'Paste Special' if necessary. The text in the Type field is entered by the program, depending on the Account Category chosen.

Click [Save] to save the changes and close, or the close box to close without saving changes.

If you try to enter or change a Transaction posting to a protected Account, you will be given the following message:

If you are using the Sub-ledger Checking feature and need to specify separate Debtor Accounts for each Customer Category, those Accounts must first be listed in this setting. Similarly, all Accounts that are entered as Creditor Accounts in Suppliers and Supplier Categories must also be listed here.

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