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This text refers to program version 8.5  

Sub Systems

This page describes the Sub Systems setting in the Nominal Ledger.

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One of the benefits of the integration between different modules in Standard ERP means that Nominal Ledger Transactions can be generated automatically from records in registers in many other modules. For example, a Nominal Ledger Transaction can be generated automatically from each Sales Invoice, debiting a Debtor Account and crediting a Sales Account and, if appropriate, a VAT Account, thus registering each Sales Invoice in the Nominal Ledger. Having these Transactions generated automatically saves time and removes the possibility for error.

Typically, Nominal Ledger Transactions will be generated automatically from Sales and Purchase Invoices, Receipts and Payments in the Sales and Purchase Ledgers. Nominal Ledger Transactions representing inward and outgoing movements of stock and movements of stock between warehouses will be generated automatically from the Stock module, and Nominal Ledger Transactions representing the movement of cash will be generated automatically from the Cash Book module. Nominal Ledger Transactions representing the registration and payment of expenses will be generated automatically from the Expenses module.

A register containing records that can cause Transactions to be created is known as a "Sub Systems" register. You can activate the automatic generation of Nominal Ledger Transactions separately for each Sub System register. You can also specify whether Transactions will be generated from every record in a Sub System register, or from records entered after a particular date.

If you do specify that Nominal Ledger Transactions are to be generated from records in a particular Sub System register, the Transactions will be generated when you save records in the register after marking them as OK.

Use the Sub Systems setting in the Nominal Ledger to activate the automatic generation of Nominal Ledger Transactions for each Sub System register, and if necessary to set activation dates. To work with this setting, ensure you are in the Nominal Ledger and click (Windows/macOS) or tap (iOS/Android) the [Settings] button in the Navigation Centre to open the 'Settings' list. Double-click or tap 'Sub Systems' in this list to open the following window:

Tick the check boxes representing the Sub System registers from which Nominal Ledger Transactions are to be generated. Further Sub Systems are shown on the 'Logistics' and 'Cash and Other' cards. Whenever you save a record that you have marked as OK in a Sub System register that you have selected here, a Nominal Ledger Transaction will be generated automatically. Make sure you have specified the Accounts that will be used in these Transactions in the appropriate settings (start with Account Usage S/L in the Sales Ledger, Account Usage P/L in the Purchase Ledger and Account Usage Stock in the Stock module).

If you have specified that a particular Sub System is to generate Nominal Ledger Transactions, you can make an exception for Sub System records that fall within a particular number sequence. For example, if it is the general case that Invoices will generate Nominal Ledger Transactions when they are marked as OK and saved, you can choose to not have Transactions created from Invoices whose Number falls within a particular range. You should do this using the appropriate Number Series setting for the Sub System in question (Number Series - Invoices in the example). Please refer to the web page describing the appropriate Number Series setting for details.

Use the From Date field to indicate the date from which Transactions are to be generated. This will be useful when you are entering opening balances when you are changing to Standard ERP from another accounting system. If you have entered an overall opening balance for the Debtor Account for example, any Invoices that you transfer from the old system and enter as Sales Ledger opening balances should not generate Transactions posting to that Account as well.

It is therefore recommended that you select the check boxes according to your requirements and that, for each Sub System, you enter a From Date that is later than the Transaction Date used in all your opening balance transactions. This will ensure that the opening balances will not be posted to the Nominal Ledger, and there will also be no danger that you will forget to select the check boxes when you need to enter new Sub System transactions.

If you do not wish to use the feature whereby Nominal Ledger Transactions are generated automatically, or if you forget to activate it for a particular Sub System, you can use the N/L Transfer, Sub Systems report in the Nominal Ledger to print a list of all Sub System transactions. You can use this report as a basis for entering the equivalent Nominal Ledger Transactions manually. You can also use the 'Create N/L Transactions' Maintenance function in the System module to create such Nominal Ledger Transactions in batches.

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Settings in the Nominal Ledger:

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