Company Profiles

Company Code

A unique ID for the company. You can use A to Z or 0 to 9.

Company Name, address and contact details

Boxes in which you can record the company name, address, telephone, facsimile and contact details.

VAT (Tax) Reg No.

The VAT registration number of the company. This is included on appropriate reports and documents.

Home Currency

The name of the operating currency of the company. If this box is left blank, the foreign currency features of the system are unavailable.

Company E-Mail

The e-mail address for the company.

Company Web Site

The URL for the company web site.

Company Reg. No.

The company registration number as provided by Companies House for limited companies. This code is optional.

Company BIC

Your company's BIC number which can be included on your stationery designs, and on email profiles created using the System Manager - Maintenance - Email Profiles form.

Company IBAN

Your company's IBAN number which can be included on your stationery designs, and on email profiles created using the System Manager - Maintenance - Email Profiles form.

Tax Description

The description of the Sales or purchase tax applicable to this company (for example, 'VAT' or 'GST'). The description you enter is used on forms and reports wherever tax applies.

Server

The SQL Server Name to be used for this company.

This only applies if your installation uses a SQL Server database.

Database

The Database Name to be used for this company.

This only applies if your installation uses a SQL Server database.

Open Period Accounting

An option that controls whether the Open Period Accounting feature in the Nominal Ledger is used. If you already use the Nominal Ledger, after you tick the box a financial calendar for the current year is created and you are asked whether you want a calendar to be created for the next financial year. After the calendars are created you should check them in the Financial Calendar form on the Utilities menu in the Nominal Ledger.

You cannot tick this option if there are current or old outstanding transactions in one or more of the Nominal Ledger transfer files(these are files that retain transactions posted in the Sales Ledger, Purchase Ledger, Cashbook, Payroll, Stock Control and Fixed Assets modules if the Real Time Update of the Nominal Ledger is not used). To transfer the transactions, choose the relevant Transfer command on the Utilities menu in the Nominal Ledger.

The system date must also be in the current Nominal Ledger period before you can tick this box. To set the date, choose the Date & Company command on the button.  

Warning: Once the option has been ticked, it cannot be unticked if transactions have been posted to future periods in the Nominal Ledger.

For more information see the Open Period Accounting Help topic.

Real Time Update of Nominal

An option that determines whether the Nominal application is updated in real-time as opposed to batch transfer. If this option is not selected, the transfer of transactions from other applications must be done using the appropriate transfer command. The Nominal - Utilities menu includes commands for the transfer of Nominal Ledger postings that originate in the Sales, Purchase, Cashbook, Stock and Payroll applications.

When you select this option  the application checks for the existence of Nominal Ledger postings awaiting transfer. If there are untransferred batches found, you will be prompted to run the corresponding transfer command to update the Nominal Ledger before the option is selected.

If the option is selected, the batch transfer facilities are not normally required because, assuming the correct conditions apply, the Nominal Ledger is updated as soon as a transaction is posted in the corresponding application. This option affects all applications that can originate Nominal Ledger transactions including Sales, Purchase, Cashbook, Fixed Assets, Invoicing, SOP, Purchase Invoice Register, Stock and Payroll transactions.

If you have this option selected and you use the Payroll application, you will still have to use the N/L Analysis command in the Payroll application to update the Nominal Ledger files.

Open Period Accounting is used, the following must apply for transactions to update the Nominal ledger in real-time:

• The application's system date must be in the current Nominal Ledger period.

• The transaction date must be in or older than the current Nominal Ledger period. If transactions are posted in advance (have a transaction date in advance of the current Nominal Ledger period) the ledger update will not occur until the Nominal - Utilities - Period End command is used. At this point, any transactions with dates that fall within the new Nominal Ledger period are transferred as a batch journal record.

The ledger updated will be the one linked to the corresponding application. For example, if the Sales application for company A is linked with the Nominal application in company B, then it is the company B ledger that will be updated in real time. This does not apply in the case of the Cashbook application because it must always be linked to a Nominal application within the same company database. For example, if you are using an alternative Nominal application, the Cashbook application will also be updated in the alternative company.

Cost Centres in Nominal or Cost Centres in External Nominal

If you have the Nominal application, this is an option that determines whether cost centres are used in the Nominal Ledger ledger. If the option is selected, a further level of accounting analysis is available within the Nominal Ledger ledger by associating accounts with cost centre codes.

If you do not have the Nominal application, but do have the Payroll application, you can select the Cost Centres in External Nominal option. This enables you to analyse payroll costs by cost centre. You define cost centre details using the Nominal Cost Centres command on the Maintenance menu of the Payroll application.

Cashbook

An option that determines whether the Cashbook application is used for the company. This will switch the Cashbook on and calculate the balances for each bank account in the Cashbook using:

• The bank balances in the Nominal Ledger

• Any transactions that involve bank accounts posted elsewhere in the application but are not yet in the Nominal Ledger.

After setting up the Cashbook you must you also link receipt, payment and refund names to Cashbook Types:

• Link Sales Ledger Receipt Names using the Sales Ledger - Utilities - Receipt Names form.

• Link Sales Ledger Refund Names using the Sales Ledger - Utilities - Refunds Names form.

• Link Purchase Ledger Payment Names using the Purchase Ledger - Utilities - Payment Names form.

• Link Purchase Ledger Refund Names using the Purchase Ledger - Utilities - Refunds Names form.

Any receipts, payments or refunds that were posted as advanced are not reflected in the Nominal Ledger balances until after the Nominal Ledger - Utilities - Period End is run. However, they are included in the calculation of Cashbook bank account current balances as soon as the Cashbook is switched on. In this situation the balances will be different until the Nominal Ledger Period End is run to move the Nominal Ledger into the next period.

You cannot switch the Cashbook on if:

• There are journals or recurring journals in the Nominal Ledger involving bank accounts.

• Any adjustment names in the Sales or Purchase Ledgers are linked to a bank account.

• The Sales Ledger to Nominal option is not ticked if you use the Sales Ledger (they must be linked).

• The Purchase Ledger to Nominal option is not ticked if you use the Purchase Ledger (they must be linked).

Switching the Cashbook off: Before you are allowed to switch the Cashbook off, you must first transfer transactions from the Cashbook transfer file to the Nominal Ledger. All Cash Book information will be lost if this option is cleared.

Purchase Invoice Register

An option that determines whether the Purchase Invoice Register in the Purchase Ledger is used.

Sales Ledger to Nominal

An option that determines whether the Sales and Nominal applications are linked. If selected, the Nominal application must be present and the accounts relevant to the Sales application must be created, such as debtors control, debtors suspense and so on. Unless you have selected the Real Time Update of Nominal option, transactions are transferred from the Sales to the Nominal application using the S/L Transfer command on the Utilities submenu in the Nominal application. If the Real Time Update of Nominal option is selected, the Nominal application is updated when sales transactions are posted.

Purchase Ledger to Nominal

An option that determines whether the Purchase and Nominal applications are linked. If selected, the Nominal application must be present and the accounts relevant to the Purchase application must be created, such as creditors control, creditors suspense and so on. Unless you have selected the Real Time Update of Nominal option, transactions are transferred from the Purchase to the Nominal application using the P/L Transfer command on the Utilities submenu in the Nominal application. If the Real Time Update of Nominal option is selected, the Nominal application is updated when purchase transactions are posted.

Stock Control to Nominal

An option that determines whether the Stock and Nominal applications are linked. If selected, the Nominal application must be present and the accounts relevant to the Stock application must be created, such as goods in and out, stock assets, suspense and so on. If the BOM application is in use, you will also need WIP accounts. Unless you have selected the Real Time Update of Nominal option, transactions are transferred from the Stock to the Nominal application using the Stock Transfer command on the Utilities submenu in the Nominal application. If the Real Time Update of Nominal option is selected, the Nominal application is updated when stock transactions are posted.