Autotransactions - Creating a new Autotransaction
Double-click 'Autotransactions' in the 'Settings' list. A list of existing Autotransactions appears. Click [New] in the Button Bar to enter a new record. When the Autotransaction has been entered, save it using the [Save] button and close the window by clicking the close box. Then, close the browse window using the close box again.
- Code
- This is the code that identifies this particular template. The code can consist of up to six alphanumeric characters. Each template must have a unique code, and codes should be used which do not duplicate Account numbers.
- When entering Nominal Ledger Transactions, specify this code instead of an Account to signify that this Autotransaction is to be used.
- Name
- Assign a descriptive name to the template, e.g. "Sales VAT included". The name is then shown in the 'Autotransactions: Browse' window.
- Account
- Paste Special
Account register, Nominal Ledger/System module
- Enter the Account numbers for the template, one per row.
- The number sign (#) can be entered to this field, to signify that the Account number, Description and amount are to be copied from the preceding line of the Transaction when you use the template. # is obtained using Alt-3 on a UK Macintosh keyboard.
- The exclamation mark (!) can be entered to this field, to signify that the previous line of the Transaction is to be overwritten by the result of the Autotransaction. See the following example for a detailed description of how this works.
- You can link an Autotransaction with a particular Account number. Enter the code of the Autotransaction in the Auto. Trans. field of the Account record (in the System module). When the Account number is entered in a Transaction record, the Autotransaction will be entered on the following rows automatically.
- Object
- Paste Special
Object register, Nominal Ledger/System module
- Here you indicate which Objects are involved in the Transactions. You can also enter a # sign to copy Objects from the preceding line of the Transaction.
- Description
- Text that describes each Transaction is entered in this field. You can also enter a # sign to copy text from the preceding line of the Transaction.
- Debit, Credit
- Paste Special
Calculation Formulae setting, Nominal Ledger
- A fixed amount can be entered here (e.g. a salary or a rent), or a formula for a calculation. You can enter a percentage as a number followed by a % sign (e.g. 30%). The Autotransaction will then apply the specified percentage to the amount on the preceding line of the Transaction. If you enter a number followed by two % signs (e.g. 30%%), the result of the percentage calculation will be rounded to the nearest whole number. You can also define a more complex formula using the Calculation Formulae setting and then enter the Code of that formula here. The Autotransaction will then apply the specified formula to the amount on the preceding line of the Transaction.
- If the amount or formula is entered in the Debit field, the calculated amount will be entered in the same column as the original amount. If it is entered in the Credit field, the calculated amount will be entered in the opposite column.
- However, if a Calculation Formula is entered in the Debit field, it will calculate an amount based on the amount in the Debit field in the row above and enter the result as a Debit. It is thus recommended that Calculation Formulae be entered to both the Debit and Credit fields in an Autotransaction.
- You can balance all the preceding lines of the Transaction by entering an equal sign (=) in the Debit or Credit field.
- Note that the Debit and Credit fields behave in a different manner if you have entered a Calculation Formula in either field. Please refer to the page describing the Calculation Formulae setting for full details.
- V-Cd
- Paste Special
VAT Codes setting, Nominal Ledger
- Enter any VAT Code to be entered to the Transaction row. This can be used to control the definition of reports.
Introduction to Settings in the Nominal Ledger
