Difference between revisions of "What does nominal review show me?"
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== Summary == | == Summary == | ||
| − | + | The Nominal Review is a very useful option to allow you to view, add or edit Nominal Transactions. | |
== More Information == | == More Information == | ||
| − | From here you can | + | From here you can: |
* View Manual and Automatic Journals. | * View Manual and Automatic Journals. | ||
* View Current and Historic data. | * View Current and Historic data. | ||
* Preview items waiting to be updated from the {{SL}} and {{PL}} . | * Preview items waiting to be updated from the {{SL}} and {{PL}} . | ||
* Print lists of transactions, balances and individual journals. | * Print lists of transactions, balances and individual journals. | ||
| + | * Edit certain types of journal. | ||
{{Note|text=The instructions below explain how to use each of the fields displayed when you enter Nominal Review. You do not have to fill them all in.}} | {{Note|text=The instructions below explain how to use each of the fields displayed when you enter Nominal Review. You do not have to fill them all in.}} | ||
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* At {{DataPrompt|Centre to}} enter the last centre to look at or press {{KeyPress|C-F1}} to search for a centre. | * At {{DataPrompt|Centre to}} enter the last centre to look at or press {{KeyPress|C-F1}} to search for a centre. | ||
* You may leave these fields blank to look at all Nominal Centres. | * You may leave these fields blank to look at all Nominal Centres. | ||
| − | * To look at a specific Journal or range of Journals enter the numbers in {{DataPrompt|Journal from}} and {{DataPrompt|to}}. | + | * If you wish to narrow down the range of centres at {{DataPrompt|Centre type}} select the type of centres to include in your search e.g. {{DataValue|P&L}}. This will then default to {{DataValue|All}} or use the dropdown to select a specific type of centre e.g. {{DataValue|Overhead}}. |
| − | * At {{DataPrompt|Date from}} and {{DataPrompt|to}} enter the date range to use. The figures displayed will show an {{Tab|Opening Balance}} up to the {{DataPrompt|Date from}} to allow you to see a {{Tab|Cumulative Balance}}. | + | * To look at a specific Journal or range of Journals, enter the numbers in {{DataPrompt|Journal from}} and {{DataPrompt|to}}. |
| − | * {{DataPrompt|Filter on}} is used to track down a transaction e.g. to search for journals relating to a specific | + | * At {{DataPrompt|Date from}} and {{DataPrompt|to}}, enter the date range to use. The figures displayed will show an {{Tab|Opening Balance}} up to the {{DataPrompt|Date from}} to allow you to see a {{Tab|Cumulative Balance}}. |
| − | * {{DataPrompt|Profit and loss cleardown?}} should be set to {{DataValue|No}}. | + | * {{DataPrompt|Filter on}} is used to track down a transaction e.g. to search for journals relating to a specific unit, you could enter the unit Stock Number here. This is an in depth search so may take a while to return results. |
| − | {{Information|text= When the [[How do I | + | * {{DataPrompt|Profit and loss cleardown?}} should usually be set to {{DataValue|No}}. |
| + | {{Information|text= When the [[How do I process a year end?|Profit & Loss Audit Trail and Cleardown]] is run at a Year end, an internal posting is made to return the P&L Centre balance to zero. To get a running total for a Profit & Loss Centre you should ignore these postings.}} | ||
* {{DataPrompt|Include historic?}} should be set to {{DataValue|Yes}}. This ensures you will see the correct balances for all centres. | * {{DataPrompt|Include historic?}} should be set to {{DataValue|Yes}}. This ensures you will see the correct balances for all centres. | ||
* {{DataPrompt|Include current?}} should be set to {{DataValue|Yes}}. | * {{DataPrompt|Include current?}} should be set to {{DataValue|Yes}}. | ||
| − | * {{SL}} and {{PL}} transactions which have not yet been [[How to process a month end|updated]] to the | + | * {{SL}} and {{PL}} transactions which have not yet been [[How to process a month end|updated]] to the {{NL}} will not be visible in Nominal Review unless {{DataPrompt|Include preview?}} is set to {{DataValue|Yes}}. |
* Click {{Button|Search}} or press {{KeyPress|F2}} to view the results. | * Click {{Button|Search}} or press {{KeyPress|F2}} to view the results. | ||
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* An {{Tab|Opening Balance}} up to the {{DataPrompt|Date from}}. | * An {{Tab|Opening Balance}} up to the {{DataPrompt|Date from}}. | ||
* A {{Tab|Period Total}} for the Date range entered. | * A {{Tab|Period Total}} for the Date range entered. | ||
| − | * The {{Tab|Nominal Balance}} shows the value posted directly to/updated to the | + | * The {{Tab|Nominal Balance}} shows the value posted directly to/updated to the {{NL}} for the period. |
| − | * Any {{SL}} and {{PL}} transactions which have not yet been updated to the | + | * Any {{SL}} and {{PL}} transactions which have not yet been updated to the {{NL}} are shown in the next two columns, i.e. Invoices, Credits and Payments to/from Customers and Suppliers. |
* The {{Tab|Preview Bal.}} adds/deducts the balances in the {{SL}} and {{PL}} columns to the {{NL}} balance. | * The {{Tab|Preview Bal.}} adds/deducts the balances in the {{SL}} and {{PL}} columns to the {{NL}} balance. | ||
| − | * Select a Centre and click {{Button|Choose}} to [[What does | + | * Select a Centre and click {{Button|Choose}} to [[What does nominal review show me?#Viewing Transactions for a specific Centre|view the transactions]] that make up the balances shown. |
| + | * Alternatively click {{DataValue|All}} to see all transactions for all centres listed. | ||
=== Viewing Transactions for a specific Centre === | === Viewing Transactions for a specific Centre === | ||
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* The colour of each transaction indicates whether it is: | * The colour of each transaction indicates whether it is: | ||
;{{DataValue|Historic}} | ;{{DataValue|Historic}} | ||
| − | : | + | :A transaction which has been [[How do I process a year end?|fully processed.]] |
;{{DataValue|Fixed}} | ;{{DataValue|Fixed}} | ||
| − | :A transaction which cannot be edited | + | :A transaction which cannot be edited where it is an automatic posting by the system, it is a Sales or Purchase Ledger Transaction updated to the Nominal or any part of the journal has been reconciled. |
;{{DataValue|Editable}} | ;{{DataValue|Editable}} | ||
| − | :A journal which can be edited. | + | :A journal which can be edited. |
;{{DataValue|Preview}} | ;{{DataValue|Preview}} | ||
| − | : | + | :A transaction which is in the {{SL}} or {{PL}} waiting to be updated to the {{NL}} as part of the [[How to process a month end|month end procedure.]] |
| − | Move across a line to view information about the transaction. Depending on the modules you are using you may see a | + | Move across a line to view information about the transaction. Depending on the modules you are using you may see a {{DataValue|Transaction}}, {{DataValue|Unit Stock Number}}, {{DataValue|Workshop Job Number}}, {{DataValue|Stock Code}}, {{DataValue|Order Number}} and other relevant information. |
| − | * Depending on the transaction type you may be able to click {{Button|Document}}, {{Button|View}} or {{Button|Re-Print}}. | + | * Depending on the transaction type, you may be able to click {{Button|Document}}, {{Button|View}} or {{Button|Re-Print}}. |
* Click {{Button|View}} to see the Journal Entry for a posting. This shows you the double entry behind a transaction. | * Click {{Button|View}} to see the Journal Entry for a posting. This shows you the double entry behind a transaction. | ||
| + | * You will also see the type of centre to aid with checking values. | ||
=== Printing Transactions === | === Printing Transactions === | ||
| − | Click on the {{Button|Print}} icon to | + | Click on the {{Button|Print}} icon or press {{KeyPress|C-P}} to output the results of your search. |
| + | * Click {{Button|Print}} to print the report. | ||
| + | * Click {{Button|Excel}} to create an XML workbook. The file will default to being saved into your {{FilePath|SX\SXICONS\OUTPUT}} folder but you may select a different folder and filename if you wish. | ||
| + | * Click {{Button|CSV}} to create a CSV file. The file will default to being saved into your {{FilePath|SX\SXICONS\OUTPUT}} folder but you may select a different folder and filename if you wish. | ||
| + | |||
| + | == FAQs == | ||
| + | * Q. '''How do I re-arrange the order of the transactions?''' | ||
| + | * A. Hover your mouse pointer over any of the column headings e.g. {{DataPrompt|Date}} and left click. Be aware the total balance on the Cumulative and Period Balance columns will move with the row of the genuine last item listed. Before checking a total balance figure please hover your mouse pointer over any of the column headings e.g. {{DataPrompt|Date}}, right click and choose {{DataValue|Reset}}. | ||
| + | |||
| + | * Q. '''Can I preview a P&L report prior to closing the month end?''' | ||
| + | * A. You cannot produce a preview P&L but using the {{DataPrompt|Centre type}} filter and ensuring {{DataPrompt|Include preview?}} is set to yes will allow you to see all the P&L codes and balances for the period. You can then output these transactions to Excel and sort them into the types of codes to prepare your own P&L preview report. The {{DataPrompt|Period Total}}, {{DataPrompt|Sales Ledger}} and {{DataPrompt|Purchase Ledger}} should be totalled per centre to provide the totals for the period. | ||
| + | |||
| + | * Q. '''Can I preview a Balance Sheet report prior to closing the month end?''' | ||
| + | * A. You cannot produce a preview Balance Sheet but using the {{DataPrompt|Centre type}} filter and ensuring {{DataPrompt|Include preview?}} is set to yes will allow you to see all the Balance Sheet codes and balances for the period. You can then output these transactions to Excel and sort them into the types of codes to prepare your own Balance Sheet preview report. Do be aware that you should set your date range to be {{DataValue|00/00/000}} to the end date you are producing the sheet at. The Nominal review will only include centres with transactions in the period so entering a specific date range may exclude centres with a running balance but no items in the period specified. The {{DataPrompt|Preview Balance}} column contains the total at the period end. | ||
| + | |||
| + | * Q. '''Why can't I see transactions from the last financial year?''' | ||
| + | * A. Items from a previous year are still present but are hidden and their running total shown in the {{DataValue|Opening Balance}} line. To view these items you need to set the {{DataPrompt|Include historic?}} flag to {{DataValue|Yes}}. | ||
| + | |||
| + | * Q. ''' Why is a journal fixed?''' | ||
| + | * A. A journal is fixed if; it has been posted by the system as an automatic journal, it is a Sales or Purchase Ledger item updated to the Nominal as part of the month end, any part of the journal has been reconciled through the Bank or Nominal Reconciliation options, it has been included in a submitted VAT Return or has been printed on the P&L or Balance Sheet Audit Trails. If you need to correct a fixed posting you will need to post an additional transaction for the correction. | ||
== See also == | == See also == | ||
| − | * [[How to process a month end]] | + | * [[How to process a month end]] |
| − | * [[How do I | + | * [[How do I process a year end?]] |
| − | * [[Posting | + | * [[Posting cashbook entries]] |
| − | * [[Posting | + | * [[Posting journals]] |
| − | * [[The | + | * [[The banking journal]] |
| + | * [[How do I extract nominal transactions to a csv file?]] | ||
{{KB_Tags|nominal review, show preview, nominal ledger, nominal, ledger, nominal history, journal}} | {{KB_Tags|nominal review, show preview, nominal ledger, nominal, ledger, nominal history, journal}} | ||
| − | {{KB_NL}}{{ | + | {{KB_NL}}{{ZN_Accounts}}{{ZN_Admin}} |
Latest revision as of 13:58, 8 July 2024
Contents
Summary
The Nominal Review is a very useful option to allow you to view, add or edit Nominal Transactions.
More Information
From here you can:
- View Manual and Automatic Journals.
- View Current and Historic data.
- Preview items waiting to be updated from the Sales Ledger and Purchase Ledger .
- Print lists of transactions, balances and individual journals.
- Edit certain types of journal.
 | The instructions below explain how to use each of the fields displayed when you enter Nominal Review. You do not have to fill them all in. |
Go to " Nominal Ledger Nominal Review".
- At "Centre from" enter the first centre to look at or press <Ctrl+F1> to search for a centre.
- At "Centre to" enter the last centre to look at or press <Ctrl+F1> to search for a centre.
- You may leave these fields blank to look at all Nominal Centres.
- If you wish to narrow down the range of centres at "Centre type" select the type of centres to include in your search e.g. 'P&L'. This will then default to 'All' or use the dropdown to select a specific type of centre e.g. 'Overhead'.
- To look at a specific Journal or range of Journals, enter the numbers in "Journal from" and "to".
- At "Date from" and "to", enter the date range to use. The figures displayed will show an [Opening Balance] up to the "Date from" to allow you to see a [Cumulative Balance].
- "Filter on" is used to track down a transaction e.g. to search for journals relating to a specific unit, you could enter the unit Stock Number here. This is an in depth search so may take a while to return results.
- "Profit and loss cleardown?" should usually be set to 'No'.
 | When the Profit & Loss Audit Trail and Cleardown is run at a Year end, an internal posting is made to return the P&L Centre balance to zero. To get a running total for a Profit & Loss Centre you should ignore these postings. |
- "Include historic?" should be set to 'Yes'. This ensures you will see the correct balances for all centres.
- "Include current?" should be set to 'Yes'.
- Sales Ledger and Purchase Ledger transactions which have not yet been updated to the Nominal Ledger will not be visible in Nominal Review unless "Include preview?" is set to 'Yes'.
- Click [Search] or press <F2> to view the results.
Viewing Transactions for a range of Centres
Centres will be listed on screen and will show :
- An [Opening Balance] up to the "Date from".
- A [Period Total] for the Date range entered.
- The [Nominal Balance] shows the value posted directly to/updated to the Nominal Ledger for the period.
- Any Sales Ledger and Purchase Ledger transactions which have not yet been updated to the Nominal Ledger are shown in the next two columns, i.e. Invoices, Credits and Payments to/from Customers and Suppliers.
- The [Preview Bal.] adds/deducts the balances in the Sales Ledger and Purchase Ledger columns to the Nominal Ledger balance.
- Select a Centre and click [Choose] to view the transactions that make up the balances shown.
- Alternatively click 'All' to see all transactions for all centres listed.
Viewing Transactions for a specific Centre
The first line will show the "Opening Balance" up to the "Date from".
- The colour of each transaction indicates whether it is:
- 'Historic'
- A transaction which has been fully processed.
- 'Fixed'
- A transaction which cannot be edited where it is an automatic posting by the system, it is a Sales or Purchase Ledger Transaction updated to the Nominal or any part of the journal has been reconciled.
- 'Editable'
- A journal which can be edited.
- 'Preview'
- A transaction which is in the Sales Ledger or Purchase Ledger waiting to be updated to the Nominal Ledger as part of the month end procedure.
Move across a line to view information about the transaction. Depending on the modules you are using you may see a 'Transaction', 'Unit Stock Number', 'Workshop Job Number', 'Stock Code', 'Order Number' and other relevant information.
- Depending on the transaction type, you may be able to click [Document], [View] or [Re-Print].
- Click [View] to see the Journal Entry for a posting. This shows you the double entry behind a transaction.
- You will also see the type of centre to aid with checking values.
Printing Transactions
Click on the [Print] icon or press <Ctrl+P> to output the results of your search.
- Click [Print] to print the report.
- Click [Excel] to create an XML workbook. The file will default to being saved into your 'SX\SXICONS\OUTPUT' folder but you may select a different folder and filename if you wish.
- Click [CSV] to create a CSV file. The file will default to being saved into your 'SX\SXICONS\OUTPUT' folder but you may select a different folder and filename if you wish.
FAQs
- Q. How do I re-arrange the order of the transactions?
- A. Hover your mouse pointer over any of the column headings e.g. "Date" and left click. Be aware the total balance on the Cumulative and Period Balance columns will move with the row of the genuine last item listed. Before checking a total balance figure please hover your mouse pointer over any of the column headings e.g. "Date", right click and choose 'Reset'.
- Q. Can I preview a P&L report prior to closing the month end?
- A. You cannot produce a preview P&L but using the "Centre type" filter and ensuring "Include preview?" is set to yes will allow you to see all the P&L codes and balances for the period. You can then output these transactions to Excel and sort them into the types of codes to prepare your own P&L preview report. The "Period Total", "Sales Ledger" and "Purchase Ledger" should be totalled per centre to provide the totals for the period.
- Q. Can I preview a Balance Sheet report prior to closing the month end?
- A. You cannot produce a preview Balance Sheet but using the "Centre type" filter and ensuring "Include preview?" is set to yes will allow you to see all the Balance Sheet codes and balances for the period. You can then output these transactions to Excel and sort them into the types of codes to prepare your own Balance Sheet preview report. Do be aware that you should set your date range to be '00/00/000' to the end date you are producing the sheet at. The Nominal review will only include centres with transactions in the period so entering a specific date range may exclude centres with a running balance but no items in the period specified. The "Preview Balance" column contains the total at the period end.
- Q. Why can't I see transactions from the last financial year?
- A. Items from a previous year are still present but are hidden and their running total shown in the 'Opening Balance' line. To view these items you need to set the "Include historic?" flag to 'Yes'.
- Q. Why is a journal fixed?
- A. A journal is fixed if; it has been posted by the system as an automatic journal, it is a Sales or Purchase Ledger item updated to the Nominal as part of the month end, any part of the journal has been reconciled through the Bank or Nominal Reconciliation options, it has been included in a submitted VAT Return or has been printed on the P&L or Balance Sheet Audit Trails. If you need to correct a fixed posting you will need to post an additional transaction for the correction.
See also
- How to process a month end
- How do I process a year end?
- Posting cashbook entries
- Posting journals
- The banking journal
- How do I extract nominal transactions to a csv file?
