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This text refers to program version 8.5  

Calculation Formulae

This page describes the Calculation Formulae setting in the Nominal Ledger.

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An Autotransaction is an accounting template that you can use to simplify the entering of various transactions of the same type such as rent payments, salary payments and recurring journals. An Autotransaction can place a fixed value in a Transaction, it can place a value in a Transaction that is a percentage of another value already in the Transaction, and it can use a formula to calculate a value from an existing value. If you need to use a formula, you should define that formula by entering a Calculation Formula.

Entering a Calculation Formula

The Calculation Formulae setting is in the Nominal Ledger. To enter a new Calculation Formula record, ensure you are in this module and open the 'Settings' list by clicking (Windows/macOS) or tapping (iOS/Android) the [Settings] button in the Navigation Centre. You can also use the Ctrl-S (Windows) or ⌘-S (macOS) keyboard shortcuts. Then, double-click or tap 'Calculation Formulae' in the 'Settings' list. A list of existing Calculation Formulae appears. Select 'New' from the Create menu (Windows/macOS) or + menu (iOS/Android) to enter a new record. Alternatively, highlight a Calculation Formula in the list and select 'Duplicate ' from the same menu to create a new record that is based on an existing one. When you have entered the Formula, save it using the [Save] button or by tapping √ and close the window by clicking the close box or by tapping <. Then, close the browse window using the close box or < again.

To enter a Calculation Formula, follow these steps:
  1. Enter the unique Code by which the Formula will be identified. This can consist of up to twenty alphanumeric characters. Do not use a code that could be mistaken for a formula (e.g. do not use a code consisting of a number followed by a % sign such as "10%" or "+10%").

  2. Use the Spec. field to assign a descriptive name to the Formula, to be shown in the 'Calculation Formulae: Browse' window.

  3. Use the grid area to draw up the Formula. This can use any combination of percentages (entered in the % column) and fixed values (entered in the Amount column).

    The example in the illustration above takes an amount and calculates from it a figure based on a graduated percentage scale, in a similar manner to income tax calculations. It will calculate and add the following figures together:

    1% of the first 99.999 of any amount
    5% of the next 99.999
    10% of the next 299.999
    20% of any remaining amount.

    For example, applying the formula to the figure 5,000 produces 936.00 (1% from the first 99.999 = 1, 5% from the range 100-199.999 = 5.00, 10% from the range 200-499.999 = 30.00 and 20% on the rest = 900.00).

    It is recommended that you enter figures with at least two decimal places in the To column so that the number ranges are as close to each other as possible without gaps and without overlapping For example, ranges of 0-99.999 and 100-199.999 (or even 0-100 and 100-200) will produce a more accurate result than 0-100 and 101-200.

Having entered a Calculation Formula as described above, the next step is to add it to an Autotransaction . To do this, enter the Code of the Formula in the Debit or Credit fields in a row in the Autotransaction.

When you use the Autotransaction in a Nominal Ledger Transaction, the result of the Calculation Formula will be treated as a Debit or as a Credit. This depends on whether you entered the Calculation Formula in the Debit or Credit fields in the Autotransaction row as follows:

Debit
If you placed the Calculation Formula in the Debit field in the Autotransaction row, the result will be treated as a Debit.

Credit
If you placed the Calculation Formula in the Credit field in the Autotransaction row, the result will be treated as a Credit.
In this example, we have entered the Code of the Formula illustrated earlier on this page in the Debit field, so the result of this Formula will be a Debit:

Using an Autotransaction with a Calculation Formula in a Nominal Ledger Transaction

Having added a Calculation Formula to an Autotransaction, you can now use the Autotransaction in a Transaction or Simulation. Begin by entering the Account Number for the relevant expense category and the amount in the first row. In the second row, enter the Code of the Autotransaction in the Account field:

Press Tab or Return or click or tap in another field. The Autotransaction will be applied to the first row of the Transaction with the following result:

Applying the Formula to a value of 5000.00 will result in a figure of 936.00 as described earlier on this page. This will be a Debit as we had placed the Calculation Formula in the Debit field in the Autotransaction row.

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Settings in the Nominal Ledger:

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