SunSystems 4

SunAccount Appreciation Guide

SunAccount Appreciation Guide
Issue 2 March 1997 (based on software version 4.2)
Copyright © 1982-2001 Systems Union Holdings Ltd
All rights reserved

The copyright of this manual and the computer software described herein and
provided herewith are the property of Systems Union Holdings Ltd. No part of
this publication or the computer software may be reproduced, transmitted,
transcribed, stored in a retrieval system, or translated into any human or computer
language, in any form or by any means without the express written permission of
Systems Union Holdings Ltd.

Systems Union Holdings Ltd

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Aerospace Centre
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Hampshire
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England
Phone: +44 (0) 1252 556000

All trademarks mentioned are the products of their owners

 Contents
User Assistance ........................................................................ 1
Overview of SunAccount ........................................................... 5
Implementing SunSystems ........................................................ 9
Analysing Information .............................................................. 25
Security ................................................................................... 35
Transferring Data To and From SunAccount ............................ 43
Budgets ................................................................................... 55
Audit Trail ................................................................................. 61
Transaction Entry in SunAccount ............................................. 65
Matching Transactions in SunAccount ..................................... 75
Correcting Mistakes After Posting ........................................... 85
Managing Your Debtors/Receivables ....................................... 89
Managing Your Creditors/Payables .......................................... 99
Managing Balance Sheet Accounts ....................................... 111
Closing The Period/Year ........................................................ 115
Managing Your Fixed Assets ................................................. 119
Multiple Ledgers in SunAccount ............................................ 129
Multi-Lingual SunSystems ..................................................... 131
Consolidating Data ................................................................ 135
Multiple Currencies in SunAccount ........................................ 139
Time Recording ..................................................................... 153
Reallocating Expenses .......................................................... 155
Inter-Company Postings ........................................................ 163
Automating Your Work - FreeFormat Macros ......................... 165
Reporting in SunAccount ...................................................... 167
A Guide to Italian Accounting ................................................ 227

Appendix A: Bank Payment File Layout ................................. 239

Appendix B: Sample Reports ................................................ 241

Contents
 User Assistance

OVERVIEW

This section outlines the manuals you can use to find out more about SunSystems.
It also covers the other ways in which you can investigate SunSystems and its
functionality.

THE APPRECIATION GUIDE

The SunAccount Appreciation Guide describes the scope of SunAccount. It covers

the procedures you may want SunSystems functions to perform. While the
procedures are outlined in the SunAccount Appreciation Guide, the functions are
described in the SunAccount Reference Manual. It is aimed at the manager
responsible for implementing SunSystems, and for controlling accounting
procedures.
There is a full section describing the user definable reports and documents available
within SunSystems.

THE REFERENCE MANUAL

Each SunSystems and SunAccount function is presented in alphabetical order.

This includes all functions in Ledger Accounting, the Fixed Asset Register, and
Corporate Allocations. Each section provides an overview of a function, followed
by descriptions of the boxes on the screen.
Where you see the text Conversion Module, this indicates that the option described
is only operational if you have a licence for multi-currency processing.
Where you see the text Multi-Lingual Module, this indicates that the option
described is only operational if you have a licence for the multi-lingual facility.
The Reference Manual also covers the SunSystems tools and shortcuts, such as
FREEFORMAT and CALCULATOR .

User Assistance 1
 THE WORKBOOK

The SunAccount Workbook teaches you the rudiments of SunAccount. It takes

you through logging in to SunSystems, navigating the screens, entering transactions,
creating records, and other simple procedures.
The Workbook examples use the demonstration database DEM which is provided
with your system. Although your own system setup may differ from the
demonstration database, the basic principles are the same.
Throughout the Workbook there are practice sessions which will test your
understanding.

THE REFERENCE CARD

A Reference Card is provided. This is convenient when you start to use

SunAccount, as it provides useful information on a single, easy to use, card.

THE DEMONSTRATION DATABASE

Three demonstration databases are provided with each system: DEM, DM1, and
DM2. Each is a fully operational database, which includes examples of all aspects
of SunSystems and SunAccount. You can use them to familiarise yourself with
the system, before using your live database(s).

THE SUNSYSTEMS PLATFORM MANUALS

The SunSystems Platform Manuals have been written to help you install and run
SunSystems in a variety of environments. They contain technical information and
advice and are critical to a successful implementation. The platform manuals
detail SunSystems upgrade procedures for new site.
Each SunSystems Platform Manual is divided into four sections:
Preparation, Installation, Running SunSystems, and the Appendices.

2 SunAccount Appreciation Guide Version 4.2

THE TECHNICAL REFERENCE MANUAL

The Technical Reference Manual is geared to the more technical user of

SunSystems. It includes information about the programming language, the structure
of the programs, naming conventions, user hooks, and translating SunSystems
into other languages. The appendices outline the layouts of all SunSystems files.

ONLINE HELP

Each box in SunSystems in online help enabled. If you need to find out what a
box does whilst you are using SunSystems, use HELP. See the section SunSystems
Tools, Buttons, and Keystrokes in the SunAccount Reference Manual for further
information.

ONLINE MANUALS

If you are using a graphical user interface (GUI) version of SunSystems, you can
access the SunAccount Reference Manual and SunAccount Appreciation Guide
online. This enables you to use the online manual’s powerful text searching
facilities. You can access the online manuals by selecting Help and then Contents
from the action bar.

User Assistance 3
4 SunAccount Appreciation Guide Version 4.2
 Overview of SunAccount

INTRODUCTION

SunAccount is a complete accounting system. It is simple to use and yet is flexible

enough to meet a wide range of accounting requirements. The system operates
according to the parameters you set, giving you complete control over the
procedures you use. You control all the accounting structures, entry types, and
reporting functions and you can tailor them to fit your business requirements.
All database entries are held in a single ledger and all transactions can be held as
long as you require. You can specify the analysis structure that you attach to each
transaction - which enables you to extract and report on data in the way that is
most meaningful to your business. You can achieve simultaneous reporting across
all ledgers, accounts, accounting periods, and analysis codes.
SunAccount comprises three main modules:
LA=Ledger Accounting
AR=Asset Register
CO=Corporate Allocations.
Data from a single ledger is accessed by each module so that, for example, changes
made in the ledger accounting module are reflected in the asset register module
and in the corporate allocations module.

Conversion Module
Comprehensive multi-currency processing is available. You can use unlimited
currencies and rates within each database and account. Currency translation is
performed on entry and, if required, on revaluation. You can produce reports in
each currency and you can report on your currency exposure.

Time Recording Module

You can use the Conversion module for time recording. You can have multiple
time rates, project costing, budget comparisons and combined time and cost
reporting.

Overview of SunAccount 5
 LEDGER ACCOUNTING

Ledger Accounting is an integrated accounting module which combines:

General Ledger
Accounts Payable
Accounts Receivable
Client Ledger
Budgeting
Consolidation
Project/Job Costing
Report Writers.
Updates to the general ledger and to payables/receivables are made simultaneously.
All accounts are updated in real time so that inquiries and reports are fully up to
date.

FIXED ASSET REGISTER

The Fixed Asset Register maintains asset and depreciation information. Up to ten
alternative depreciation methods can be applied in each of the budget ledgers, and
depreciation can be calculated automatically.
With the addition of the Conversion Module, assets can be valued and depreciated
separately in local and corporate currencies.
You can record, enhancements, disposals and other information to maintain an
asset history.

CORPORATE ALLOCATIONS

The Corporate Allocations module is an extension to the ledger accounting module.

It allows you to automate sophisticated allocation functions. You can distribute
costs across accounts, cost centres, projects, products, or other entities. You can
base the distribution on static ratios, and on financial or statistical data. Allocations
can be made within one database, or across a number of databases and companies.

6 SunAccount Appreciation Guide Version 4.2

What is a Database?
In SunSystems, a database is an operating entity. You may find that the terms
database and ledger appear, at times, to be interchangeable. In SunSystems, the
term ledger normally refers to the financial data held within a database and the
term database to the entity whose financial data is held.

SUNSYSTEMS

SunSystems functions allow you to control general aspects of your system. They
cover areas such as:
Defining operators
Setting permission levels
Creating databases
Backup/restore.
You should refer to the relevant sections in your SunAccount Reference Manual
for more information about each of these functions.

Overview of SunAccount 7
8 SunAccount Appreciation Guide Version 4.2
 Implementing SunSystems

INTRODUCTION

You should regard the design and implementation of SunSystems installation as a

project. It should be planned thoroughly, and well in advance of the start of
installation.
The objective of the implementation project is that you optimise the use of
SunSystems and the resources in your organisation. You can divide the project
into two stages: planning your implementation and organising data transfer.

PLANNING STAGE

Initially planning your implementation you should gather together all interested
parties. It is very important to clarify exactly what everyone expects to gain from
the system.
• Consult with managers. They are interested in reports, audit trails, and in
speedy and accurate processing. Discuss the type of reports they wish to see.
Ask them to provide samples, or drafts of the reports they require.
• Seek the assistance of your Information Technology department. They will
help you with the installation of SunSystems. They will also advise on areas
such as configuration, printer setup, and optimisation of your system.
• Involve your operations staff. They will be using SunSystems on a day to day
basis, and at its most detailed level.
The most important question to ask each of these groups of people is: ‘What do
you require from the system?’
Do not look at one user’s requirements independently of anothers. There will be
a high degree of overlap between each individual’s requirements. You should
allow sufficient time for this investigation stage to form a clear view of how to
proceed with implementing SunSystems.
SunSystems is a very flexible product and you will have to make choices about
how best the system can operate to meet your specific requirements. Once you
have documented the requirements of interested parties, you can produce an

Implementing SunSystems 9
 implementation plan. Draw up a timetable. As you progress with the project,
liaise with your colleagues to ensure that you are proceeding according to
specification.
It is worthwhile creating a prototype system before embarking on the live system
setup. The prototype will allow you to:
• Test your procedures on a small scale system
• Train operations staff
• Detect errors or shortfalls in reporting, analysis, etc.

Installing SunSystems
You are recommended to consult professionals regarding the installation of
SunSystems. The Platform Manual gives detailed instructions for preparing the
environment, installing the software, and data.

Planning your SunSystems Setup

The main SunSystems module allows you to control global functions such as:
• Who has access to SunSystems
• The level of access that operators have to functions in SunSystems and
SunAccount
• The languages that you wish to work with
• The location of databases and files
• Printer definitions
• Definitions for the terminals used (character interface only)
• User defined operator and quick buttons
• Some of the audit trail facilities.

10 SunAccount Appreciation Guide Version 4.2

 You should consider setting up the parameters listed above as part of the
implementation project. The decisions that you make are affected by the
environment in which you are running SunSystems, for instance, the location of
files is set in DB=Database Definitions, the terminals that operators use are set up
in TD=Terminal Definitions, and the printers that you use are set up in PD=Printer
Definitions.

Planning Operators and Security

You can create a unique ID and password in OD=Operator Definitions for each
person who will use SunSystems. You can create groups of operators. You can set
up permissions in OP=Operator Permissions enabling groups of operators to access
the specific functions and actions they require, or restricting groups of operators
from specific functions and actions. You can set up groups of operators in DA=Data
Access Groups to control access to specific records in certain functions controlling
access, for example, to specific accounts. Limiting the availability of functions to
specific operators forms part of your security control system.
You should refer to the section Security, in this manual, for further information on
this subject.

Planning the Structure of your Implementation

SunSystems is very flexible, and it is therefore important that requirements are
specified correctly, and in sufficient detail. This section covers some of the things
you should consider.

Implementing SunSystems 11
How many Databases should you Use?
You may need just one database because you are accounting for a single entity.
Similarly, you may have two or more distinct operating entities, each of which
will require its own database.
If, for example, you have four branch offices in different locations, it can be difficult
to decide whether they should operate separately. You should consider the
following:
• Do they file separate statutory accounts?
• Does each maintain its own debtors/receivables and creditors/payables
accounts?
You could separate accounting functions into individual databases. If, for example,
your creditors/payables staff are located at one site and the staff who process
debtors/receivables are located elsewhere, you might consider creating separate
databases for each function.

Creating Databases
New databases are created in FC=File Creation. You can create a standard skeleton
structure, which can be copied to other databases. See the section Multiple Ledgers
in SunAccount, if you require more information.

Which Reports do you Need?

Investigate your organisation’s reporting requirements. Determine which reporting
requirements can be met using the standard reports available in SunSystems.
If you have exhausted the standard reports provided by FA=Financial Analysis,
look at the facilities FS=Financial Statements and FT=Financial Tables. See the
section Reporting in SunAccount in this manual, if you require further information.
You might find that there is an overlap between the reporting requirements of
various departments. In any case, it is worthwhile trying to satisfy a number of
requirements with one report, rather than having to produce an unnecessary quantity
of reports each month.
In addition to reports, you will almost certainly need to produce printed documents
or forms. Again, you may find that the documents provided with SunSystems will
fulfil your needs. You can also use the standard documents as a basis for designing
your own.

12 SunAccount Appreciation Guide Version 4.2

The Chart of Accounts
You should consider your reporting requirements and the volumes and complexity
of your different transaction types when deciding on the design of your chart of
accounts.
Begin with a list of all the accounts you need. There are six types of account in
SunAccount and each account must be set to one of them. Beside each account on
your list, add the account type:
• P-Profit and Loss
• B-Balance Sheet
• D-Debtor
• C-Creditor
• T-Client
• M-Memo

You should consider using, in certain cases, SunSystems’ analysis facilities instead
of accounts. For example, you can record expenses for cost centres in two ways:
1 Create an account for each cost centre and each expense type. This will result
in a large chart of accounts.
2 Create T-Codes for each cost centre with a single account for each expense
type. As transactions are booked to an account, the cost centre is recorded for
the transaction.

Implementing SunSystems 13
 For example, if you had five operating departments in your organisation, you could
define an expense account for each department and post transactions separately
by department. Alternatively, you could create a generic chart of accounts and
analyse transactions to the appropriate department within each expense account.
See the section Analysing Information in this manual for further information about
using analysis in SunSystems.

Balance Sheet Accounts

Take your original list and add subheadings such as: fixed assets, current assets,
current liabilities, long term liabilities, capital and retained earnings. Then list all
the accounts needed under each heading. Create drafts of the reports you will
require for balance sheet accounts to ensure your structure is satisfactory

Profit & Loss Accounts

There are two main headings for such accounts: income, and expenditure. Create
drafts of the reports you want to produce. Some reports may not show the detail
of all accounts, but might summarise accounts under a heading such as work in
progress, sales, general administration expenses, etc.

Debtors/Receivables, Creditors/Payables and Client Accounts

You need not list these accounts at the outset. However, it is a good time to
consider whether you are going to use sundry (one-off) debtor and creditor accounts.
If you intend to use sundry accounts, refer to the subsection Pay Method in the
Chart of Accounts section in your SunAccount Reference Manual for further
information about administering these accounts.
You should also consider how you are going to handle inter-company transactions.

Memo Accounts
Memo accounts are used to record nonfinancial information. Make a note of your
needs in this area.

Account Security
You can use DA=Data Access Groups to restrict access to accounts. You can also
identify the analysis codes which an operator can access. Please refer to the section
Security in this manual, for further information about account security.

14 SunAccount Appreciation Guide Version 4.2

 Work in Progress Accounts
You can create a work in progress account and use analysis to allocate project or
job numbers to this account, you could also set up each project as an account.
However, it may be easier to use one of the ten T-Codes to record the project/job
code. See the section Analysing Information in this manual for further information.

Creating Account Codes

This is a vital consideration, as there are many functions in SunAccount which
prompt you to enter a range of account codes. Creating a chart of accounts without
regard for the sequence in which the accounts will be required for reports and
procedures will undoubtedly have a detrimental affect on the smooth operation of
your system.
Your codes can be defined using letters, numbers, or a combination of both. It is
easier to keep balance sheet and profit and loss accounts in sequence by using
numeric codes. However, you might wish to use a combination of numbers and
letters for your debtor/receivables and creditor/payables accounts.
You should assign account codes so that similar accounts begin with the same
prefix. Obvious examples are debtor/receivables and creditor/payables accounts.
See the subsection Account Code Sorting for information about how account codes
are sorted and listed in SunSystems.

Length of the Account Code

A maximum of ten characters is available for each account code, with 30 characters
available for the description of the account. You can also enter a ten character
lookup code, which can be used in LOOKUP and QUERY, to help to find an account.
See the SunAccount Reference Manual section, SunSystems Tools, Buttons, and
Keystrokes for details of these facilities.

Account Code Sorting

Before you allocate codes, you should understand how codes are sorted and listed
in SunSystems. Numbers are sequenced from 0 to 9 and are placed before letters.
Letters are placed upper case before lower. For example, 81AS01, which will
show before 81as01, before AS8101, etc. and so on.
It is advisable to allocate a block of numbers to each group of accounts. For
example, sales accounts might be in the range 100-199. Cost of sales in the range
200-299, etc. If you set up a report which includes all the cost of sales accounts,
SunAccount will print out all the accounts in the specified range. When you add
more accounts within this range you do not need to alter your report definition.

Implementing SunSystems 15
 You can also use ND=Analysis Definitions to sort account codes. See the subsection
How Analysis Works in Analysing Information, or the section Analysis Definitions
in the SunAccount Reference Manual for further information.

Defining your Analysis Requirements

The analysis facilities in SunAccount are very powerful.
Consider the way you will analyse your accounts and transactions. Can you make
use of subcategories and masking for more detailed analysis? Please refer to the
section Analysing Information in this manual, for a full description of the analysis
features.

Defining the Rules for your Database

You must make a variety of choices when configuring your system. The majority
of these options are provided in LD=Ledger Definition and DB=Database
Definitions. Refer to these sections in your SunAccount Reference Manual. This
process can best be described as setting the operating rules for your system.

Using Ledger Definition

This function is part of the SunAccount Maintenance Setup menu.
Some of the most important rules are set in LD=Ledger Definition. Refer to the
section Ledger Definition in your SunAccount Reference Manual, for a full
description of each option.

16 SunAccount Appreciation Guide Version 4.2

Implementing SunSystems 17
 Periods and Dates
If you are planning to use monthly accounting periods, the period numbers must
match those of the periods within the financial year, not those of the calendar year.
For example, if your f year begins in April, then April is period 001, and not
period 004. The year is, by convention, the year in which the financial year ends.
So, for a financial year that covers the calendar year April 1994 to March 1995,
the accounting year is 1995.
This convention is necessary because SunAccount reports year-to-date figures by
collecting all transactions with the current year number. This is the year as entered
in the Current Period box in LD=Ledger Definition. To ensure that the correct
year-to-date figures are derived, you must use the same year number throughout
your financial year.
Enter the maximum number of periods which are required for one year in the
Maximum Number Periods box. Usually, 12 or 13 periods are required.
You can restrict the entry of transactions to a range of period numbers and dates
using the Open Periods From/To and Open Dates From/To boxes.

Transaction Entry Rules

You can force the printing of journal listings each time an operator posts a batch of
journals in SunAccount by using the Force Journal List box. You can also ensure
that the operator Id of the person who enters, or posts, a journal is recorded on
each journal using the Force Journal Source box.

18 SunAccount Appreciation Guide Version 4.2

 Conversion Module
There are a number of options which are relevant if you are using the conversion
module.
The Conversion Rate Tolerance % box enables you to specify by how much a spot
rate, entered during transaction entry, can vary from the rate held on CV=Conversion
Tables or DC=Daily Conversion Tables. An entry of zero prevents any deviation
from the ‘official’ rate.
The Other Amount Balancing box ensures that the other amount debits and credits
balance during transaction entry. This is in addition to ensuring that the base
amounts balance.
The Other Amount Payment box enables you to generate payments in other
currencies. Accompanying documentation can also show the chosen currency.

Ledger Archiving
This option switches on/off the archiving facility in SunAccount. You should
consider the importance of having historic transactions available for inquiries and
reports. See the section Closing the Period/Year, for further information on this
topic.

Rough Book Processing

You can use the setting in the Rough Book box to select to use rough book
processing with or without full prima nota accounting. See the section A Guide to
Italian Accounting for further information.

Sequencing
You can use an analysis category to record sequence numbers. You can specify
which, if any, transaction analysis categories you wish to use for the Transaction
Sequence Category and the Day Book Sequence Category. You can also specify
which series of sequence numbers, which you can define in SN=Sequence Number
Definitions, to use in several different functions. Sequence numbers can be
produced as required on a variety of reports and can help provide a transaction
audit trail.

Automated Bank Clearing

If you are using an automatic bank clearing facility, you should indicate this on
the Automatic Bank Payments box. This will create a bank payment file in
GP=Generate Payments, and GD=Generate Debits.

Implementing SunSystems 19
Over-Expenditure Check
You can introduce an over-expenditure check by switching this facility on.

Using Database Definitions to Define Your Rules for Your Database

This function is part of the SunSystems maintenance setup menu.
This option is accessed in SunSystems. You can create a default database definition
so that one set of rules can be applied to all databases.

A database definitions record identifies a number of fundamental rules for database

operation. This includes the name of the database, the location of files, the number
of decimal places required for the base currency, and the characters used to denote
thousand and decimal separators.
In addition, you can define the format for displaying dates in the database. There
are three options:
A = mm/dd/yyyy
B = dd/mm/yyyy
C = yyyy/mm/dd
Your primary budget ledger and purchase ledger are set here. These are described
in the section Budgets in this manual.

20 SunAccount Appreciation Guide Version 4.2

Planning Other Reference Data

Journals
Designing journals for specific entry requirements can speed up processing.
SunAccount provides you with the tools to define as many journals as you need.
You can attach journal presets, which define how the journal is entered and automate
certain journal elements, in order to improve accuracy and speed.
Confer with your colleagues and identify the types of transaction which are
processed. Look at the types of document you use and list them. There are likely
to be invoices, credit notes, bank statements, etc. You will probably find it efficient
to create a separate JD=Journal Definitions record for each document type.
JP=Journal Presets allows you to predetermine the entries that appear on each line
of a journal. A set of presets can be attached to each journal definition. Consult
with the teams who are responsible for entering journals, and where possible,
automate the entry of transactions.
In CA=Chart of Accounts you can specify that accounts are linked via journal
presets. This will determine that, if one side of a journal is posted to one account
the other side, for example, must be posted to the linked account specified.
You should consider that during JE=Journal Entry, you may discontinue using the
presets which are currently attached to the journal definition. You can do this with
the CS=Create Suppress Facility. In addition, you can attach another set of presets
to a journal during JE=Journal Entry by using AP=Amend Presets.

Names and Addresses

As with the chart of accounts, you are advised to compile a list of the names and
addresses and contact information of your debtor/receivables and creditors/
payables. You may find that the information required for these records is obtained
from several different sources.

Implementing SunSystems 21
Bank Details
GP=Generate Payments and GD=Generate Debits can produce a bank file for
interfacing to a clearing software package, for example, BACS (Bank Automated
Clearing System).
If you wish to use this facility, bank details for your customers and suppliers will
be required. Bank information is defined in BK=Bank Details.

22 SunAccount Appreciation Guide Version 4.2

Conversion Definitions
The function CV=Conversion Definition is available if you are using the
Conversion Module. This is where you define the currencies you will be using,
and how conversion gains and losses are to be recorded. You can also specify that
CV=Conversion Tables or DC=Daily Conversion Tables are used to convert other
currency amounts back to the base currency. In CV=Conversion Tables you may
define up to five reporting rates for each conversion code. Conversion rates can
also used for time recording.

Budgets
You should consider budgetary requirements early on in the implementation
process. You can consider the level of detail which is required. You may create
journal definitions solely for entering budget values. You might use journal presets
to speed up the entry of budget figures. Refer to the section Budgets for more
information.

ORGANISING DATA TRANSFER

Before you start to enter opening balances in your database the data to be entered
must be verified. You may have changed your chart of accounts structure and you
may have decided to make use of the analysis facilities in SunAccount. The
structure of your old ledgers may differ from the structure of your new database.
In this case, you will not be able to take simply the closing balances from your
trial balance.
If you are introducing new analysis, for example cost centre analysis, tax codes,
etc., you will have to decide whether to analyse the transactions which make up
your opening balance.
For open item accounts such as debtors/receivables and creditors/payables, you
should identify all the open item, or outstanding, transactions. They should be
entered in detail, in order to maintain an adequate history of the account.

Preparing the Entries

Unless you have a small database, you will find it easier to split the opening balance
postings into a number of batches. Very large batches are awkward to manage.
You will need a suspense account. You should create a suspense account which is
outside the normal account code range. When the opening balances are complete,
the balance on the suspense account will be zero.

Implementing SunSystems 23
Entering Opening Balances
Defining a JD=Journal Definitions record specifically for entering opening balances
is recommended. You might also use JP=Journal Presets, where appropriate.
Before you begin to enter your opening balances, you should ensure that there is
no test data on the database. You can recreate the database files using FC=File
Creation. You will also have to run a ‘dummy’ PC=Period Cleardown to ensure
that the Last Transaction and Transactions Present boxes in CA=Chart of Accounts
are cleared. To achieve this, cleardown a fictional period prior to any period with
data entered.
You are now ready to enter your opening balances using JE=Journal Entry.
Transactions for balance forward accounts should be posted to a period earlier
than your start period.

Running in Parallel
You should run your old system in parallel with SunAccount for a number of
periods. At the end of each period, ensure that all your reports tie up. Minor
adjustments may be required, and can be made during the parallel run.
Running the two systems in parallel allows a period for individuals to develop
confidence in SunAccount, and in their ability to operate it smoothly.

24 SunAccount Appreciation Guide Version 4.2

 Analysing Information

INTRODUCTION

Analysis is a term given to the facility in SunSystems which allows transactions,

accounts, or assets to be grouped together under pre-defined headings, for inquiry
and reporting purposes. SunSystems offers very powerful analysis capabilities:
• Analysis can be performed on transactions, accounts and assets:
T0-T9 (T-Codes) Transaction Analysis
A0-A9 (A-Codes) Account Analysis
F0-F9 (F-Codes) Asset Analysis.
• You can create any number of analysis codes under each analysis category.
• All categories allow subdivision, so that each character within a category can
be separately identified and reported
• Analysis is user definable
• Transactions can have up to ten analysis categories. Each transaction code can
be up to 15 characters long, with a maximum of 50 characters available in total
• Accounts can have up to ten analysis categories. Each account code can be up
to 15 characters long, with a maximum of 50 characters available in total
Assets can have up to ten analysis categories. Each asset code can be up to 15
characters long, with a maximum of 50 characters available in total
Analysis is completely user definable. You define the analysis categories and the
codes within those categories to provide the information that meets your business
operating and reporting requirements.
For example, if you want to report on sales performance by area, you can use
analysis. You can define an account analysis category of Area and link each sales
account with the area to which it belongs. Alternatively, you can define a transaction
analysis category and when sales are posted to the ledger enter an area code. Both
these methods will allow you to report on sales performance by area.
Understanding and using the capabilities for analysing data in SunAccount will
greatly enhance the quality of information and reporting available in your system.

Analysing Information 25
 It is worth taking time to consider your requirements for analysis. Identify your
reporting and information needs early in the planning process, and then design the
analysis structure accordingly. See the section Implementing SunSystems in this
manual.
It is important to consider the variety of ways in which SunAccount enables you
to analyse and report on your data. For example, if you enter relatively few
transactions about which you wish to capture detailed information, you may want
to use transaction analysis. Alternatively, if you process many transactions about
which there are limited reporting and information needs, it can be more efficient
for some data to be captured by journal type, with fewer analysis categories being
used. This can make entering and processing high volumes of information quicker.
You should consider that unnecessary transaction analysis increases the time taken
to enter and process transactions and you may wish to avoid this.

Why use Analysis?

Analysis allows transactions, accounts and/or assets to be grouped together under
specified headings. For example:
• It may be necessary to allocate all expense transactions for a database to a cost
centre. This enables you to produce monthly expense reports by cost centre.
If this facility were not available, you would have to allocate expenses to cost
centres manually, outside the system
• Project costing is often a requirement.You can allocate costs, such as employee
and material expenses, to project codes
• Product type could be an analysis category allowing sales transactions to be
grouped under product codes
• If you have a sales force you can use analysis to record the person who made
each sale. Commissions can be calculated on the basis of this analysis.

HOW ANALYSIS WORKS

Analysis can either be applied to a reference item or to a transaction. In other

words, you can analyse accounts and assets using A-Codes and F-Codes
respectively, and you can analyse transactions using T-Codes. When creating a
new account or asset you are prompted to enter analysis details. When entering
transactions you are prompted to enter transaction analysis details.
You can define the length of each analysis category in NL=Analysis Category
Lengths.

26 SunAccount Appreciation Guide Version 4.2

You can then define the analysis categories or headings in ND=Analysis Definitions.

Having defined analysis categories, you can define the analysis codes within each
category in NC=Analysis Codes.

Analysing Information 27
 Analysis codes are entered on the account, asset or transaction. You can determine
which analysis categories are presented for inclusion in a journal, either by journal
definition or by chart of accounts record. You can also restrict access to analysis
codes using operator group masking which is set up in OP=Operator Permissions.
See the section Security in this manual for further information about operator
groups.
ND=Analysis Definitions allows you to identify heading descriptions for groups
of:
• Analysis Categories
• AC-Account Codes
• AS-Asset Codes
• CV-Conversion Codes
These analysis headings are used for reporting and display purposes.
You can use the facilities in ND=Analysis Definitions to gain additional analysis
opportunities. For example, characters nine and ten in a debtor account code
might identify the sales region to which it belongs. Sales region may be required
as an analysis category. Using part of the account code simply frees up the ten
analysis categories for other purposes. This also applies to AS-Asset Codes.

28 SunAccount Appreciation Guide Version 4.2

Conversion Module
CV-Conversion Codes analysis allows you to group your conversion codes, created
in CV=Conversion Tables or DC=Daily Conversion Tables, under logical headings.

Bills of Exchange
If you use bills of exchange, you will want to identify the progress of the bill
through different stages. NC=Analysis Codes can be used to associate a description
with an allocation marker number to identify each of the different stages. This is
described in the section Managing Your Debtors/Receivables.

Subheadings
Each character in each analysis code can be identified separately. This is an
additional feature of SunSystems analysis. This means that you have up to 50
different analysis ‘categories’ for transaction, account and asset analysis. Each
analysis code can be subdivided with its own subheadings. The following example
explains how it might be used.
Analysing sales by sales region is a common requirement. You might identify T0
as the heading ‘Sales Region’. You might allow four characters for the region
code. The first two characters could represent a general regional description, such
as Europe, USA, Pacific region, etc. Characters three and four could narrow down
the location within the region to specific countries or areas, such as UK, France,
US East, US West, Hong Kong, etc. The hierarchy can be represented as follows:

Analysis Definition
Sales Region
<****>

Characters 1 + 2 Characters 3 + 4
General Region Country
<** > < **>

A sales report can therefore show two levels: one where each country is shown
separately, and another which shows the total sales for each region.

Analysing Information 29
 Where required, subheadings within an analysis definition can identify totally
unrelated items.
Following from this, analysis codes may be created for reporting or analysis
purposes only. In order to prevent these ‘descriptive’ codes being used in journal
entry, you can set Prohibit Posting box in NC=Analysis Codes to Y-Yes.

ENTERING ANALYSIS

When you create a new account or asset, enter the required analysis codes. QUERY
produces a list of available codes.

The analysis categories which are prompted for during transaction entry are
determined by a combination of the type of transaction you are posting, and the
account to which you are posting. JD=Journal Definitions allows you to specify
the T-Categories prompted for and the order in which they are prompted for in a
particular journal type. CA=Chart of Accounts allows you to specify which
T-Categories are to be prompted for a specific account. The chart of accounts
specification overrides the journal definition selection.

Unvalidated Codes
When creating your T-Category definitions you can choose not to validate codes
for this definition during transaction entry. This allows you to record analysis
which has not been pre-determined. For example, you might wish to record a
reference code, or a number relevant to a short-term project.

30 SunAccount Appreciation Guide Version 4.2

AMENDING ANALYSIS

You can amend the A-Category and F-Category at any time, simply by amending
the individual account or asset record. Remember, however, that such amendments
may affect your audit trail.
You can amend T-Codes using AA=AccountAllocation. This function is controlled
by OP=Operator Permissions, to allow you to control who may amend analysis
details.

MAPPING ANALYSIS

Analysis mapping is a powerful utility which allows you to move analysis codes
from one category to another. You can define specific characters within your
codes to be moved or appended. You may wish to use this facility if you are
amending your analysis to reflect changes in you business environment, or if you
have upgraded from previous versions of SunSystems and want to take advantage
of extended analysis facilities.
Analysis mapping can amend the analysis held against all transactions on your
ledger and in the reference functions. You can also amend the analysis held in
your archive and budget files. This ensures that you can maintain comparability
when you report on your data.
It is important to appreciate the powerful nature of this facility. Data may be lost
if your mappings are not designed with care. You are advised to follow these
recommendations:
1 Ensure that you take a security backup before running your analysis mapping
2 All postings should be completed, and the journal held file should be empty
3 All other operators should be logged out
4 Ensure that your settings in NL=Analysis Category Lengths do not truncate
any codes you intend to relocate in your mapping.
Because of their powerful capacity to change your data, the analysis mapping
functions AM=Analysis Mapping and MR=Analysis Mapping Rule Sets are not
included in the SunSystems menus. See the sections Analysis Mapping and Analysis
Mapping Rule Sets in the SunAccount Reference Manual for further information.

Analysing Information 31
 INQUIRING/REPORTING ON ANALYSIS

You can use AQ=Account Inquiry and AA=Account Allocation to inquire on

transaction analysis. You can see all the transactions for an account, or only those
transactions within the specified range. You can use the overlay facility to display
and report on all the analysis associated with your transactions.

Financial analysis reports allow you to sort analysis codes by up to three levels.
You can also define up to five selection options which can be based on analysis
categories. So you might, for example report monthly sales by salesman, within
country, within region.
Financial statements and tables allow up to two levels of sorting, while aged analysis
reports allow up to five levels for sorting and selection.
If you are reporting across more than one database, the analysis structure in each
database must be the same if reports produced by analysis category are to contain
meaningful data.
See the section Reporting in SunAccount in this manual for further information.

32 SunAccount Appreciation Guide Version 4.2

Hierarchical Analysis
It is possible to develop a hierarchical reporting structure using analysis
subcategories. Up to 15 characters can be defined for a T-Code, each of which
can represent a level in the hierarchy. By selecting subcategories for reporting,
you can effectively produce hierarchical reports. You can use one report structure
to present your data in a variety of ways by using subcategories.

Functions used to Set Up Analysis

Analysis Category Lengths
Analysis Codes
Analysis Definitions
Analysis Mapping
Analysis Mapping Rule Sets
Chart of Accounts

Analysing Information 33
34 SunAccount Appreciation Guide Version 4.2
 Security

INTRODUCTION

SunSystems provides a comprehensive security package. As systems become ever

larger, and the number of personnel with potential access to those systems increases,
the issue of security becomes critical.
The security procedures for SunSystems should be devised in conjunction with
your organisation’s existing security procedures. You should consult with the
appropriate personnel when developing your security procedures for SunSystems.
There are a number of issues which fall within the scope of SunSystems security:
• The control of personnel who have access to SunSystems and, consequently,
to SunAccount
• The level of access to databases, functions, actions, and accounts within
SunSystems can be determined for each operator, or for a group of operators
• The mechanism for monitoring amendments which have occurred within
SunSystems, often on a daily basis
• The security of files is an important issue; as well as prohibiting access to data
within SunSystems, you may also wish to limit access to SunSystems files on
the computer. This issue must be resolved in conjunction with the overall
security of your organisation
• The whole area of security backups of your data.

CONTROLLING ACCESS TO SUNSYSTEMS

A basic requirement is that only approved personnel should have access to

SunSystems. Your system security can often control this area, however SunSystems
also enables you to prevent unauthorised personnel from gaining access to the
main menu.
When you log in to SunSystems, you are prompted to enter an user operator Id.
You must enter a legitimate operator Id code to proceed beyond the login screen.
User Ids/operator Ids are defined in OD=Operator Definitions in the SunSystems

Security 35
 module. You can add a password for an operation definition which must be entered
at the login stage. You can also set the timespan for which this password will be
valid, and you can store previous passwords to ensure they are not reused.
If an invalid operator code is entered or the password is incorrect on three
consecutive occasions, not necessarily at the same login attempt, this is recorded
as a login violation. The cause of the violation is hidden from the operator. Any
subsequent attempt by the operator to log in will be unsuccessful until the Systems
Administrator has reset that operator code.

CONTROLLING ACCESS WITHIN SUNSYSTEMS

There are three levels of security within SunSystems:

• Access to a ledger/database
• Access to functions within a ledger/database
• Access to items such as individual accounts, analysis codes, etc.
OP=Operator Permissions controls access within SunSystems. Operators can be
gathered together into operator groups with permission levels defined at group
level. This is quicker and easier than creating permissions separately for each
operator. The group to which an operator belongs is set in OD=Operator
Definitions.

36 SunAccount Appreciation Guide Version 4.2

 D-Data Restrictions sets allow a further level of sophistication on the permissions
hierarchy. See the section Operator Permissions in the SunAccount Reference
Manual.

Controlling Access to Databases

You can specify that operators may access a single database or a range of databases.
You can define some of the characteristics of a database in DB=Database
Definitions, including the operator groups which have access to a database.

Controlling Access to Functions within a Database

You can control access to every option within SunSystems and SunAccount. For
example, you can control the access of a sales ledger clerk to GP=Generate
Payments.
You can create a hierarchy of levels of access to SunAccount with each level
represented by a group of operators and with individual operators assigned to an
appropriate group.
Only functions to which an operator has access will appear on the screen.
This helps you to set up appropriate segregation of duty controls within your
accounting function.
In OP=Operator Permissions, select the group for which you wish to create
permissions. Choose S-Menu Selections, and enter LA=Ledger Accounting, in
the System box.

Security 37
 You can then also define a default selection.
On completion of this screen you are presented with the action bar options. These
enable you to display the Maintenance options.

Enter Y-Yes beside the options which you wish the group to have access and enter
N-No if you wish access to be prohibited. Use ENTER to select the default defined
in the S-Menu Selections default permission.

38 SunAccount Appreciation Guide Version 4.2

 More detailed access levels can be defined for items which have a trailing ellipsis
‘. . . ’. You can enter A-Actions on these items, and the available actions for this
option are prompted. You can determine separately whether each action is accessible
or not. This can further enhance your segregation of duty controls.

Controlling Access to Individual Items

You can control operator’s access to specific account types. For example, only the
operator group to which senior management belongs might have access to the
more sensitive balance sheet accounts. Using DA=Data Access Groups similar
restrictions can be applied to individual account codes, journal types, and analysis
codes.

Security 39
 Choosing M-Miscellaneous restrictions in OP=Operator Permissions allows you
to control access to options such as the Open Period and Date Range boxes in
LD=Ledger Definition.

MONITORING CHANGES TO DATA

Your audit trail reports provide adequate information to allow you to trace
amendments to transactions on a ledger. AC=Audit Control allows you to monitor
changes to your reference data. Please refer to the section Audit Trail in this
manual.

FILE SECURITY

In addition to having a very secure system for users of SunSystems, you must
ensure that access to data files is restricted. Your Systems Administrator should
be involved with developing appropriate security structures for your system.
SunSystems allows you to specify separate directories for each database you create
and for files within that database. The relevant directories are identified in
DB=Database Definitions.

40 SunAccount Appreciation Guide Version 4.2

 Each operator can have their own subdirectory for storing work and print files.
This means that stored reports and temporary work files can be stored separately
for each operator. The subdirectories for storing an individual’s stored reports and
work files are identified in OD=Operator Definitions.

SECURITY BACKUPS

The importance of taking regular security backups of your data files cannot be
emphasised too strongly. As with all machines, computers can fail. If this happens,
you must have a reliable and up to date backup which you can use to restore your
data.
Liaise with your Systems Administrator to devise a comprehensive backup
procedure. Your System Administrator will also advise on the device to use for
backup. Although SunSystems has its own backup facility, FB=File Backup/
Restore, it may not be practical to use this for your daily backups. See the section
File Backup/Restore in the SunAccount Reference Manual for further information.

What Files Should be Backed Up

Daily backups should be taken of your data files, i.e. those files which contain
information which you have created. It is recommended that you always backup
all data files, not just those which have changed since the last backup. Your Platform
Manual provides a comprehensive list of all SunSystems data files.
• You should also take a backup of your installation data, which contains your
operator definitions, printer setup, database definitions, etc.
• The report format file, which is used to store documents created in RD=Report
Definition, must also be backed up.
• The report format and data dictionary files should also be included in a backup
routine.
• If you are using the FREEFORMAT facility, you must ensure that you take a backup
of the associated files.

Example Backup Procedure

A simple backup procedure involves having five sets of backup tapes, labelled
Monday to Friday. Backup to the appropriate tape each day. Then, if you experience
a system failure, you can retrieve the previous day’s work.
You should maintain additional backup tapes at week and/or month end.
A permanent backup may be taken at year end.

Security 41
Storing Backups
Keep your daily backups in a fireproof safe. Your weekly or monthly backups
should be maintained off- site. This will minimise data loss in a worst case scenario.

Functions Included in your Security System

Database Definitions
Budget Definitions
Operator Definitions
Operator Permissions
Data Access Groups
Chart of Accounts
Analysis Codes
Analysis Layouts
Journal Definitions
Statement Layouts
Table Formats
Aged Analysis Layouts

42 SunAccount Appreciation Guide Version 4.2

Transferring Data To and From
SunAccount

Organisations have an increasing requirement to exchange data between levels,

departments and locations. This often involves the transfer of data from one
software package to another. SunAccount has been designed to facilitate the access
and transfer of data across databases, and also to and from other software packages.
In this section, the various methods for importing and exporting data from
SunAccount, are described.
You may find it useful to transfer SunAccount data for use in another software
package.
Alternatively, you may want to bring data from another package into SunAccount.
Transfer or import of data can be achieved where the data is presented in the
correct format. Several functions are available to perform the transfer. Your choice
depends on the data you are handling.
When you transfer, you must decide on the format in which data will be presented.
This is called the transfer format. The SunAccount transfer options offer various
transfer formats. The following table summarises the facilities available:

Type of Data I-Import/E-Export SunAccount Function Transfer Format

Reference Data Import/Export T-Transfer (Reference Data) NDF FLF CDF BDF
CDFQ LOTUS SYLK
2020
Debtor/Creditor/ Export DT=Debtor Transfer CDF BDF CDFQ
Client Data CT=Creditor Transfer
Ledger Data Import JI=Journal Import SAF SBF DPY ITF PCF
FSF
Export LX=Ledger Export LOTUS 2020 SAF
User Definable
Financial Data Export FA=Financial Analysis CDF BDF FCS CDFQ
FT=Financial Tables LOTUS SYLK 2020
FA=Financial Statements
Bank Payments Export GP=Generate Payments ETC
Export GD=Generate Debits XXXX

Transferring Data To and From SunAccount 43

 LEDGER EXPORT

Ledger export is a powerful facility which allows you to export data from Ledger
Accounting and Fixed Asset Register. Data can be manipulated during export:
• You can maintain the ability to produce analysis reports, without having to
retain detailed transactions. This is achieved by summarising transactions by
account code, period, debit/credit marker, allocation marker, analysis codes
and/or conversion code
• Journal Control in XD=Export Definitions allows a level of security. If switched
on, the journal number of exported transactions is recorded. During subsequent
exports, only new journals are selected
• When a subsidiary company’s financial year differs from the head office to
which it reports, Transfer Period in XD=Export Definitions can manipulate
the period number by +/- nnn number of periods. Transactions can be exported
with a new accounting period, for import into the head office accounting function
• Transactions can adopt a new Journal Type on export, which is required when
the target database has different journal definitions to the source database
• During export, the base and other amounts can be manipulated. See the
SunAccount Reference Manual section, Export Definitions for a table of the
various options
• The debit/credit marker for a transaction can be reversed during export using
the Amount Reversal options in XD=Export Definitions and XC=Export
Consolidation
• Up to five selection codes are available to enable you to narrow down the
transactions for export. Selections options are:
A0-A9 Account Analysis
T0-T9 Transaction Analysis
AC Account Code
CV Conversion Code (Conversion Module)
JS Journal Source
JT Journal Type
F0-F9 Asset Analysis (Fixed Asset Register)
AS Asset Code (Fixed Asset Register)
AL Allocation Marker
AT Account Type
RF Transaction Reference
AM Asset Marker (Fixed Asset Register).

44 SunAccount Appreciation Guide Version 4.2

 • You have the option to include rough book transactions when you export data.
See the section A Guide to Italian Accounting for an overview of rough book
processing
• A facility is available to cope with a situation where the ‘target database has a
different account code structure from the exporting database. XC=Export
Consolidation allows you to further specify the contents of the export file. You
can take a single account or a range of accounts, and transfer them to another
account code during export
• Analysis Codes can be manipulated during export. A variety of options is
available. See the SunAccount Reference Manual section, Export Consolidation
• Suppress Amount can suppress the base or other amounts during export.

What is Ledger Export used for?

LX=Ledger Export has wide ranging capabilities. Some of the ways this function
can be used are described below:

Export and Reimport Data to the Same Ledger

Data can be selectively exported by requesting say, a range of accounts; the results
are then reimported into the same database using JI=Journal Import. Since the
XD=Export Definitions option allows you to set an Amount Reversal indicator,
this can be used to zeroise an account, by importing the ‘existing’ transactions
while reversing the debit/credit indicator.

Export to a Budget Ledger

Data from the actual ledger can be transferred to a budget ledger.

Inter-company Postings
Data can be selectively exported, and reimported into another database using
JI=Journal Import. If the analysis codes contain a company code, data from one
company can be selectively transferred to another using this technique.
Inter-company postings can also be carried out using the Corporate Allocations
module. See the section Inter-Company Postings.

Consolidated Ledgers
SunAccount provides consolidation using financial reports. They act at the report
printing stage to draw together data from subsidiary databases, into a consolidated
report. See the section Reporting in SunAccount.

Transferring Data To and From SunAccount 45

 You can use LX=Ledger Export to physically transfer data to a consolidating
database. You can summarise data during export so that the consolidating database
contains the minimum number of transactions. A permanent consolidated database
can be retained and reported
Multiple consolidated databases can be maintained to hold purchases, sale, project
costs, or fixed asset information.

Reporting Databases
Summarise in XD=Export Definitions, is used to condense the data exported from
a ledger. When this is imported into another database, the database is more compact
speeding up your reporting facilities.

Multi-level Consolidation
For organisations with a multi level hierarchy databases can be stored at each
successive level with data being exported from each level to the next. At each
stage, adjustments can be applied. For example, branches can be consolidated
into regions, regions into countries and countries into the company head office.
Branches and regions can each report to meet local requirements with adjustments
made to meet country and company consolidated reporting requirements.

Multi-currency Consolidation
Ledger export can transfer the base amount to the other amount during export, or
vice versa.
This implies that data from a subsidiary database with differing base currencies
can be exported, and that during the export the base amounts can be transferred
into the other amount box. The results can then be imported into another database.
During the JI=Journal Import procedure, the base currency amount will be
calculated for each transaction, using the CV=Conversion Tables in the
consolidating database.

Transfer to other Software Packages

You can define formats using XD=Export Definitions to transfer data to other
software packages. You can use the transfer layout facility to export to, for example,
Lotus 1-2-3.
The data can remain in the other software package for reporting purposes.
Alternatively, it can be manipulated and then brought back to SunAccount using
JI=Journal Import.

46 SunAccount Appreciation Guide Version 4.2

Manipulating Transaction Items During Export
The transfer layout file can be used to control which transaction items are exported
to a file. For example, you can remove the allocation marker from a transaction
during export. You can also remove asset information during export, if it is not
required in the destination database.
During LX=Ledger Export, transactions are transferred to a file. The standard file
contains all transaction details, and is in SunAccount format (SAF), which can be
read by SunAccount via JI=Journal Import.
You can determine the contents of a transfer layout file by creating your own
layout. This allows you to specify exactly the contents of the export file created
during LX=Ledger Export. A layout file is a text file which can be created using
a text editor, or a word processing package. See the SunAccount Reference Manual
section, Export Definitions.

REFERENCE DATA TRANSFER

Reference transfer moves reference data from one database to another, or from
one software package to another. It is useful when, for example, you have created
a chart of accounts in one database which you wish to transfer the data to another
SunAccount database, or another software package. Transfer exports or imports
reference records to/from a file. Most reference maintenance functions in
SunSystems have a Transfer action.

Transferring Data To and From SunAccount 47

 When importing reference data, the file should be a text file presented in one of
the correct formats. The available formats for reference transfer are:
BDF Bar delimited format
CDF Comma delimited format
CDFQ Comma delimited format with quotes
FLF Fixed length format
Lotus Lotus 1-2-3
NDF Non-delimited format
SYLK Multiplan SYLK format
XLS Excel
2020 20/20 format.
If you wish to transfer reference data, choose the action Transfer from within the
corresponding reference maintenance function. So, for example, if you wish to
transfer names and addresses to a file, select Transfer from within NA=Names &
Addresses.

Transferring Data into a Database

Reference data can equally be imported into a database from a file. As with
E-Export, you must use one of the recognised file formats. Select the database
and the reference maintenance function you wish to import data to. Select the
action Transfer and choose I-Import. Complete the entries on the screen, and the
import will be initiated.

DEBTOR/CREDITOR TRANSFER

Debtor and creditor transfer are particularly useful for sending reminder/explanation
letters to your customers and suppliers. You can transfer data to a mail merge file
and then incorporate it into a standard letter. See the section Managing Your
Debtors/Receivables. DT=Debtor Transfer and CT=Creditor Transfer produce
files containing specific information about debtors, creditors and clients.
The data required is specified in TL=Transfer Layouts. Transfer layouts allow
you to indicate the format for the data, which may be any one of the following:
BDF Bar delimited format
CDF Comma delimited format
CDFQ Comma delimited format with quotes.
You can identify up to 20 data items to be included in the transfer. The data items
are described in the SunAccount Reference Manual section, Transfer Layouts.

48 SunAccount Appreciation Guide Version 4.2

 JOURNAL IMPORT

JI=Journal Import permits you to update your database with transactions

from outside the database.

Other Software Packages

Transactions can be created in another software package. For example, sales and
purchase transactions can be created in an order processing package, and then
imported into your SunAccount database automatically. You do not have to
manually enter the transactions in SunAccount.

Another Database
For a number of reasons, you might need to transfer transactions from one database
to another; using LX=Ledger Export in the source database and JI=Journal Import
in the destination database.
You might use journal import to pull transactions from subsidiary databases into a
consolidating database.
• You may manipulate transactions and export them from one database, and
then pull the results into another database. This may be used to convert currency
amounts.
• You may take budget figures for a year, uplift them by a percentage, and then
reimport the results into the budget database for the next accounting year. This
procedure may also be carried out using the CO=Corporate Allocations module.
See the section Reallocating Expenses.

SunBusiness
Transactions from SunBusiness update SunAccount through JI=Journal Import.
You have the option to review the import file before posting. By setting the Post
Transactions box to N-No, journal import will produce a report without actually
posting transactions to the ledger.
Transactions are validated before they are accepted, and a report is produced
underlining invalid or rejected items for each transaction. Rejected transactions
are shown with ** REJECT ** to the right of the transaction details. However, as
far as possible, substitutions are made and invalid transactions are only rejected as
a last resort. After the valid and substituted lines have been posted, balancing
entries are posted to the nominated suspense account. You can, however, stipulate
that a batch is posted only if every transaction line has been validated as being
correct.

Transferring Data To and From SunAccount 49

 The following formats are acceptable in JI=Journal Import:
ITF International Treasurer Format (Bank of America).
PCF Purchase Commitment Format. This format is used to transfer
purchase commitments from the Purchase Order Processing
module.
SAF SunAccount Format.
SBF SunBusiness Format.

FINANCIAL REPORTS TRANSFER

Each of the financial report writers in SunAccount:

FA=Financial Analysis
FS=Financial Statements
FT=Financial Tables.
allows you to print a report, while it is also written to a file. This means that each
of the reports produced can be incorporated into other software packages, such as
Lotus 1-2-3, etc.
The acceptable formats are:
BDF Bar delimited format
CDF Comma delimited format
CDFQ Comma delimited format with quotes
Lotus Lotus 1-2-3
SYLK Symphony
XLS Excel
2020 20/20 format.
The file contains the detailed report lines but does not show column headings,
page headings, total lines, or individual transactions.

BANK TRANSFER

You may transfer payments or debits from SunAccount into a central payment
clearing system. The United Kingdom’s system for nonpaper payment is called
BACS, or Bank Automated Clearing System. An affirmative in the Automatic
Bank Payments box in LD=Ledger Definition prompts GP=Generate Payments
and GD=Generate Debits to produce a bank transfer file containing the necessary
details. This can then be pulled into a software package handling funds transfer.

50 SunAccount Appreciation Guide Version 4.2

 The information on this file may also be used as input to other software; for example,
an inter-company settlement system. The layout of the bank transfer file is shown
in Appendix A of this manual.

FORMATS

When you transfer data you must select the format in which the data is to be
presented. Please refer to the table at the beginning of this section to see which
formats are available in each SunAccount function.
The formats available for the transfer of data to and from SunAccount are:

2020
20/20 format. This format is designed for transfer to Access 20/20. Files in this
format are given a suffix of .CDF.

BDF
Bar delimited format. This format uses a vertical bar ‘|’ or pipe symbol to separate
or delimit the different items of data on each line in the file. If the transfer function
finds an item that contains a bar, the item is enclosed in “ double quotes. Files in
this format are given a suffix of .BDF.

CDF
Comma delimited format means that commas are used to separate or delimit the
different items of data on each line in the file. If the transfer function finds that an
item, such as address line, already contains a comma, the item is enclosed in
“ double quotes. Files in this format are given a suffix of .CDF.
This format is suited for transfer to many processing packages

CDFQ
Comma delimited format with quotes is similar to CDF, however all nonnumeric
items are enclosed in “ double quotes. Examples of nonnumeric items are account
code, analysis code, and account name. Numeric items, and therefore items which
are not enclosed in quotes, include items upon which arithmetic calculations can
be performed. For example, column amounts, account balances, payment days,
etc. Files in this format are given the suffix, CDF.
This format is suite for transfer to DBASE, Framework and SuperCalc.

Transferring Data To and From SunAccount 51

Excel
Excel format. This is identical to CDFQ, except that the files are given the suffix
of .PRN. It thus satisfies the exact requirements of the file import (/FI) command
in Excel.

FLF
Fixed length format. This format means that different data items contained on
each line of a file are given a fixed length, with no delimiter between them. Each
line also has a fixed length. There are no delimiter characters at the end of each
record. Files in this format are given the suffix of .FLF.

FCS
Financial Control System. This format produces data and logic files in the symbolic
format required by the FCS-EPS range of modelling packages. Files in this format
are given a suffix of .ES.

ITF
International Treasurer format. This format is able to import a file in Bank of
America’s ‘International Treasurer’ format. Files in this format have no specific
suffix.

Lotus
Lotus 1-2-3 format. This is identical to CDFQ, except that the files are given the
suffix of .PRN. It thus satisfies the exact requirements of the file import (/FI)
command in Lotus 1-2-3 and Symphony.

NDF
Nondelimited file. This format is the same as the fixed length format FLF, except
that all spaces at the end of the line are removed and record delimiter characters
i.e. carriage returns, and/or line feeds, immediately follow the last nonspace
character on the line.

SAF
SunAccount format. This file imports a file in SunAccount transfer record format,
as described in Appendix A. This format is also created when you use the
SunSystems FB=File Backup/Restore function to backup a ledger or budget file.

52 SunAccount Appreciation Guide Version 4.2

SBF
SunBusiness format. This format imports a transfer file generated by the
SunBusiness system for the transfer of accounting transactions. It is an indexed
file.

SYLK
Multiplan format. This format is required for transfer to Multiplan. Files in this
format are given the suffix of .SLK.

Transferring Data To and From SunAccount 53

54 SunAccount Appreciation Guide Version 4.2
 Budgets

You can create up to ten separate budget files, for original, revised, and other
budget figures in each database in SunAccount. Each budget file is identified by
a single character from B to K.
Budget ledgers are created using FC=File Creation, and you can name them
appropriately in BD=Budget Definitions in SunAccount. Use the option
CB=Change Budgets to switch from the actuals ledger to a budget ledger, or vice
versa.
The reference information which has been defined on your actual ledger applies
to your budget ledgers, so you do not have to re-create the chart of accounts,
analysis codes, journal definitions, etc.

ENTERING BUDGETS

Manual Entry
Transactions can be entered to the budget ledgers using JE=Journal Entry, in the
same way as you would enter actual transactions. However, you may also prepare
your budget file in a spreadsheet package, and then transfer the data to the budget
ledger, using JI=Journal Import.
Budgets can be as detailed as you require. You can create budgets for individual
accounts. If you report budgets on a summary basis you can enter the budget for
a range of accounts in any one account which is included in that range. For
example, if you always report sales accounts as a range, you might set the budget
in the first sales account in the budget ledger.
Budgets can be entered by analysis category, for example, by department or project.
You can use standard JD=Journal Definitions for entering budgets. However, it is
advisable to define a journals specifically for entering budgets, so that they can be
easily differentiated.

Budgets 55
Pre-defining Budget Transactions
JP=Journal Presets can help you to speed up the entry of budget transactions. The
following may be useful where if you wish to enter an annual figure and spread it
over each period in the financial year:
1 The first preset line is a nonposting line, on which you enter the annual budget
amount.
2 You may define any number of subsequent lines, one for each period, each of
which are to be assigned an equal share of the annual budget. Enter 1R in the
Amount box.
3 It is advisable that the line corresponding to the last period of the year acts as
a rounding period. Enter 1RU in the Amount box to achieve this.
4 The balancing entry lines for each period can have P-Period in the Amount
box. This will ensure that entries for each period sum to zero. For a budget
spread over 12 accounting periods, therefore, you will have a nonposting line,
plus 12 debit and 12 credit posting lines.
Journal presets can cater for budgets which are not spread evenly throughout the
year. You can enter the appropriate ratio to be applied for each period in the
Amount box.

Generating Budgets in a Spreadsheet

Most spreadsheet packages will output a file in a format suitable for SunAccount.
You should refer to the section, Journal Import in the SunAccount Reference
Manual, for details of the required file layout.

Uplifting Budgets for a New Year/Period

Budgets for one year/period can be increased by a percentage to become the budgets
for the subsequent financial year. This can be achieved with the following
procedures:
1 Use LX=Ledger Export to transfer budgets to a spreadsheet package, manipulate
the figures, and then reimport them using JI=Journal Import
2 Budgets can also be uplifted using ledger export to transfer the base amount to
the other amount on the export file. On re-import, the conversion code ‘converts’
the other amount to the uplifted figure.
This can also be achieved using the CO=Corporate Allocations module. Please
refer to the section Reallocating Expenses.

56 SunAccount Appreciation Guide Version 4.2

 REPORTING BUDGETS

Budgets are available for inclusion on financial reports. You define the budget
figures you want to report by entering the appropriate column code in:
LC=Statement Line Contents
NL=Analysis Layouts
TC=Tables Columns.
Remember that the third letter of a column code determines the budget ledger.
For example, PBC will show the period budget for budget ledger C, PBF reports
period budgets for budget ledger F, etc.

OVER COMMITMENT AND OVER EXPENDITURE CHECKING

SunAccount has a facility to warn you, during transaction entry, when you are
about to overspend a budget figure. If you use this facility, you are warned if
your transaction causes an over commitment or over expenditure.
To use this facility, identify the comparison budget ledger in the Primary Budget
Ledger box in DB=Database Definitions.
If you use Purchase Order Processing in SunBusiness you must also define a
Purchase Commitment Ledger, to record purchase commitments.
You can give an operator permission, in OP=Operator Permissions, to override
the overspend warning an post journals despite an insufficient budget being
available.

Budget Check Definitions

Use BC=Budget Check Definitions to define the checking required for each account
that has a budget allocation. You can specify that an account in your actuals
ledger refers to a different account in your budget ledger. For example, you
might have a number of advertising expense accounts in your actual ledger referring
to a single total advertising budget account in your primary budget ledger. You
can exclude an account from a range by creating a separate budget check definition
for that account and entering a ‘-’ hyphen in the Budget Check Account box in
BC=Budget Check Definitions.

Budgets 57
Checking Budgets at Account Level
If you create a budget check definition for an account and analysis category
combination that has no budget, all transactions posted to that combination are
treated as over expenditure.

Checking Budgets at Analysis Level

The level of budget checking is also defined in BC=Budget Check Definitions.
You can check budgets for a set of two analysis categories.
In NC=Analysis Codes you can set the Budget Checking box to indicate that an
analysis code is to be used for budget checking. If this box is left blank, checking
is at account level only. The budget is checked at account level - after excluding
the budget amount allocated to specific analysis codes. To allow overspend at
analysis level as long as the account level budget is not exceeded you can use the
C-Combined flag.
If you have used the C-Combined flag available budget amounts are checked using
the Budget Check Analysis Categories in the following sequence:
1 A check for the specified Budget Check Analysis 1 Category and Budget Check
Analysis 2 Category.
2 A check for the specified Budget Check Analysis 1 Category and a blank
Budget Check Analysis 2 Category.
3 A blank Budget Check Analysis 1 Category and specific Budget Check Analysis
2 Category.
4 Both Budget Check Analysis Categories blank.
You should be aware that if you are reversing a posting that you have made,
budget availability may have changed. The reversal may not have the opposite
effect of the original transaction on available budget figures.
The Budget Stop box in NC=Analysis Codes can be used to prevent purchase
orders being entered or imported for an analysis code if the budget has been
exceeded in Purchase Order Processing in SunBusiness.

Over Commitment
If you check for over commitment, available funds are calculated by adding the
actual expenditure for the year to any outstanding commitments, and then
subtracting the result from the budget for the year. If the result is negative you
are warned when you enter a transaction that would result in you overspending
your budget allocation.

58 SunAccount Appreciation Guide Version 4.2

Over Expenditure
If you check for over expenditure, available funds are calculated by subtracting
the budget from the actual expenditure.
You can use TQ=Commitment Inquiry to review over commitment and over
expenditure.
In JE=Journal Entry you are warned if a line you enter will create an over
expenditure. If the lines of your journal do not exceed the available budget but
the total of the journal lines do create an overspend you are warned when you Post
the journal.
In AA=Account Allocation if you are using the Generate option you may be
warned or prevented from continuing with a transaction that creates a budget
overspend.
All functions that generate transactions may post transactions that exceed budget.
You should use TQ=Commitment Inquiry to review any over expenditure created.

Budgets 59
60 SunAccount Appreciation Guide Version 4.2
 Audit Trail

INTRODUCTION

Your organisation will have procedures and regulations which must be followed
to ensure that a sufficient history is maintained of your databases. Tractability is
also a key issue. SunAccount provides you with basic standard audit trail reporting
facilities. In addition, you can develop your own reporting procedures.

AUDIT TRAIL OF TRANSACTIONS

The standard reports, JL=Journal Listing, AL=Account Listing, TB=Trial Balance,

and DB=Daybook Listing, form the basis of the audit trail for transactions entered
in SunAccount. You can design most of your own reports in RD=Report Definition.
• JL=Journal Listing shows transactions by journal. You can design your own
journal listing reports, or use the samples provided.
• AL=Account Listing shows the same transactions as JL=Journal Listing, but it
puts them in account order. You can design your own account listing reports,
or use the samples provided.
• TB=Trial Balance summarises transactions into balances for each account on
the ledger. It shows previous period balances, total debit and credit movements
by account for the period, and period end balances by account. Memo accounts
are excluded. You can design your own trial balance reports using the financial
report writers
• DB=Daybook Listing shows transactions by reference, which fall within a
user-specified entry date range. You can design your own daybook listing
report, or use the samples provided.

Audit Trail 61
 AUDIT TRAIL OF REFERENCE DATA

In SunAccount you can monitor all additions to amendments to and deletions of

your reference data. The use of the function AC=Audit Control is optional. You
can choose to switch it on only for selected reference items. For example, you
might choose to maintain audit control on your chart of accounts, analysis codes,
and journal definitions only.

AC=Audit Control builds up a file of all changes to a reference file. You can
periodically print a report of such changes, and then file the report. Select the
action Report Audit Trail in the reference function for which you require a report.
Enter your selections on the audit report screen and then print, or store the report.
See the section Actions in the SunAccount Reference Manual for a list of reference
functions.
The report shows all changes which have occurred since the file was last cleared
down. The date of the change, and the Operator Id of the person who made the
change, are shown.

F Note: You should consider restricting use of AC=Audit Control to those

record types where it is required in your overall system of internal controls.
Creating audit records increases processing time, and disk space is used to
create audit files. Using audit control extensively affects the performance
of your system. To prevent audit report files from becoming too large you
can choose the action Clear Report once you have printed it.

62 SunAccount Appreciation Guide Version 4.2

AUDIT TRAILS AND ARCHIVED DATA

The use of an archive file allows you to back up your audit trail. Once you have
finished with a transaction, it is normal practice to remove it from the system. In
this way, the database remains manageable. If transactions were to remain ad
infinitum, the ledger would become so large that the response time of your system
would be affected. In particular inquiries and reports would take a long time to
produce.
Rather than delete transactions completely, you can remove them to an archive
file during PC=Period Cleardown. An archive file is created for each processing
year. You can access archived transactions in AQ=Account Inquiry and AL=Account
Listing. You will find more information on archiving in the section Closing the
Period/Year.

Audit Trail 63
64 SunAccount Appreciation Guide Version 4.2
 Transaction Entry in
SunAccount

This section describes the methods for entering transactions in SunAccount.

Transactions are created by many SunAccount functions. They can be generated
automatically as a result of running a procedure such as LR=Ledger Revaluation,
or they can be entered directly in SunAccount using JE=Journal Entry and
JI=Journal Import.

JOURNAL ENTRY

In SunAccount a journal is the name given to a number of transactions entered

together as one batch. The minimum batch size is two transactions: a debit and a
credit transaction which must balance.
JE=Journal Entry is the main transaction entry function in SunAccount. It provides
sophisticated features to assist with the quick and easy entry of accurate transaction
information.
Journal types are user-definable. You can create any number of journal types,
each of which can be specified to your requirements. You can, for example, use
one journal type for standard purchase transactions and another for more unusual
transactions where extra information about the transaction, such as the transaction
originator, may be recorded. You can enter many transaction lines for each journal.
At any stage you can use View to see the transactions entered in the current journal.
You can also use the actions BP-Period Balances and BT-Transaction Balances to
show the totals of transactions entered for each period, or for each transaction
reference, in the current batch.
You can post transactions to any period and date, unless restrictions have been
imposed in LD=Ledger Definition.
You can combine journal entry and transaction matching using online allocation.
See the section Matching Transactions in SunAccount for further information.

Transaction Entry in SunAccount 65

Security in Journal Entry
Restricting access to JE=Journal Entry, and to the actions available within JE=Journal
Entry, is controlled by OP=Operator Permissions. You should read the
corresponding section in the SunAccount Reference Manual for further information.
You may also wish to refer to the section Security in this manual.
Each journal entered in SunAccount has a unique identifying number which
provides an audit trail. The journal number is generated when transactions are
posted. Transactions generated automatically by SunAccount adopt the next
available journal number.
The Operator Id of the person who posted a journal can be recorded as the Journal
Source, part of the journal information. Three options are available on the Force
Journal Source box in LD=Ledger Definition. Blank indicates that no source is
automatically presented, the Journal Source is entered manually each time a journal
is created. Y-Yes, causes the Operator Id of the person who keyed in the journal
to be recorded. P-Post, causes the Operator Id of the person who posted the
journal to be recorded.

Supervisor Validation
Until a journal is posted, transaction details can be amended or deleted. If you
wish to add a separate procedure to validate journals which have been entered,
you can use the journal hold file to save transactions until they are validated. You
can retrieve held journals, using the action View Held Journals. Once approved,
journals can be posted. Held transactions are treated as unposted and are therefore
not included in general reports.

Analysis of Transactions
Up to ten analysis code details can be recorded for each transaction. These can be
predetermined as part of the journal type or they can be entered as part of the
transaction entry. See the section Analysing Information for more information.

Entering the Correct Codes

During JE=Journal Entry, an operator is required to recall a variety of codes,
whether they are account codes, asset codes, or analysis codes. SunAccount offers
two tools to assist with the selection of selecting the correct codes:
QUERY is available on all reference boxes in SunSystems. You can also use LOOKUP
to search for the record you require.
See the section SunSystems Tools, Buttons, and Keystrokes in the SunAccount
Reference Manual.

66 SunAccount Appreciation Guide Version 4.2

Batch Totals
While entering a journal, running totals of debits and credits and the difference
between the two totals are displayed in the top right of the screen. You can post a
batch only when the debits and credits for each period entered balance.

Checksum Query
During JE=Journal Entry you can use QUERY from the selection box to display the
balance of the account of the most recently entered journal line. The account
balance displayed excludes unposted transactions but includes any debits or credits
entered in earlier lines of the current journal.

ENTERING ASSET INFORMATION

Asset journals are identified by setting the Asset Details Entry box in JD=Journal
Definitions to Y-Yes. This detail includes the Asset Code and SubCode. You can
use QUERY to help you identify both of these codes. The Asset Marker box in
JE=Journal Entry enables you to differentiate the type of asset transaction to be
posted.

ENTERING CURRENCY TRANSACTIONS

Conversion Module. There are three essential components to conversion

transactions:
The base currency amount
The conversion rate
The other currency amount.
In transaction entry, you must provide two of the components; the third item is
derived. If you enter the base amount and the other amount, the rate is calculated.
Alternatively, if you one amount and the rate, the second amount is derived.
Journals are identified as conversion journals in JD=Journal Definitions by entering
Y-Yes in the Conversion box. This results in the currency code, rate, and other
amount boxes being presented in JE=Journal Entry.

Transaction Entry in SunAccount 67

Which Rate is Used?
There is a sequence in which SunAccount will search for a suitable exchange rate.
The CD=Conversion Definition record is checked to see if the appropriate rate is
held in CN=Conversion Tables or DC=Daily Conversion Tables. If a daily
conversion rate is being used a rate must be entered for the transaction date, or
within the day tolerance limit set.
The relevant rate is then checked for in the following order:
1 The specified accounting period and account code
2 The specified account code, and blank accounting period
3 The specified accounting period, and blank account range
4 A blank accounting period and blank range of accounts

DEFINING JOURNAL TYPES

Any number of journal types can be defined, each with their own characteristics.

68 SunAccount Appreciation Guide Version 4.2

JD=Journal Definitions allows you to specify the following:
• Which of the ten analysis categories are required
• Whether asset details should be entered
• Whether the journal is multi-currency
• If a transaction is a prepayment, or accrual, and will therefore reverse out in
the period subsequent to the entry period

Transaction Entry in SunAccount 69

 • Whether transaction ageing is required
• Whether a specific allocation marker is required for a journal type. You might
set an allocation marker of F-Force Payment on a journal type that you will
use for transactions requiring early payment
• Whether the journal can be used only in certain functions, i.e., in JE=Journal
Entry, JI=Journal Import and/or AA=Account Allocation
• Whether cash should be allocated online as part of the journal entry process
• Whether tax is to be calculated automatically on the amount entered.

PRESETTING JOURNAL ENTRIES

JP=Journal Presets can predetermine some, or all, of the entries for a journal. You
might, for example, preset the Accounting Period box on a journal type
to C-Current. A more sophisticated preset could automatically post balancing
journals. In fact, you can preset the entire journal, to use when posting recurring
journals.

70 SunAccount Appreciation Guide Version 4.2

The Amount box can be preset with any of the following:
• A percentage value may be entered which is based on a previous line entry
• J-Journal-out-of-balance posts the balancing amount for the current journal
• T-Transaction-out-of-balance posts the out of balance amount for the current
transaction reference
• P-Period-out-of-balance posts an amount to balance the entries for the period
• U-Transaction-out-of-balance, including non-posting amounts, takes account
of unposted amounts in generating the balancing figure.
You must consider the controls you require over transaction entry when using
presets.
You can use presets to specify that the entry of an amount to one account forces
the other side of the entry to be made to a specified linked account. You can
specify the accounts you want to be linked in CA=Chart of Accounts.
Allocation online of the current transaction can be automated in JP=Journal Presets.
See the section Matching Transactions in SunAccount for further information.

Transaction Entry in SunAccount 71

 ACCOUNT ALLOCATION

You can enter transactions in AA=Account Allocation using the Generate action.
This can facilitate the entry of settlement differences such as exchange differences
or those which arise during procedures such as discounting. This facility is not
designed as a general transaction entry function.

JOURNAL IMPORT

JI=Journal Import takes transactions which have been created outside the current
database, and posts them to the ledger. The source of these transactions can vary,
they may derive from another database, from another software package, or from
SunBusiness.
Transactions are validated before they are accepted into the ledger. Unvalidated
transactions are rejected and not imported. See the section Journal Import in your
SunAccount Reference Manual for details of the validation process.

TRANSACTION GENERATING FUNCTIONS

A number of functions within SunAccount include procedures which generate

transactions. They are:

Asset Disposal
DI=Asset Disposal can completely automate the postings involved in disposing of
an asset. It updates the profit and loss on sale of asset accounts and the fixed asset
register.

Calculate Depreciation
CD=Calculate Depreciation posts depreciation transactions to the identified Balance
Sheet and Profit & Loss accounts.

Generate Allocations
GA=Generate Allocations is available in the Corporate Allocations module. You
can use it to reallocate transactions such as intercompany postings.

72 SunAccount Appreciation Guide Version 4.2

Generate Payments
GP=Generate Payments calculates and clears the due balance for selected accounts.
This function generates postings to the creditor/payables accounts and to the bank
account. It also generates transactions to post any settlement discount due.

Generate Debits
GD=Generate Debits operates in a similar way to GP=Generate Payments. It
clears the due balances of the selected account range of debtor/receivables accounts.
It generates transactions on the debtor/receivables accounts, and on the bank
account.

Ledger Revaluation
LR=Ledger Revaluation generates transactions to account for unrealised gains
and losses. This process reports and/or posts the differences it generates to your
currency gains/losses accounts.

Transaction Matching
TM=Transaction Matching matches selected debit and credit transactions.
Settlement discount, and exchange gains/losses which arise during this process,
are posted to the identified accounts.

AUTOMATING TRANSACTION ENTRY

You can use JP=Journal Presets to automate the entries for a journal type. Besides
speeding up journal entry, presetting journals can improve accuracy.
If you have a number of journals which recur each period, you can use FREEFORMAT.
See the section FreeFormat Macros in the SunAccount Reference Manual for further
information.

REPORTING TRANSACTIONS

You can set the Force Journal List box in LD=Ledger Definition to Y-Yes. This
forces the printing of a journal listing each time a journal is posted. JL=Journal
Listing reports transactions, and is a basic audit trail report requirement. You can
design your own journal listing reports in RD=Report Definition.

Transaction Entry in SunAccount 73

 DB=Daybook Listing is similar to JL=Journal Listing, allowing you to design
your own basic audit trail reports. You can, however, sequence transactions by
date and period.
Each of the transaction entry functions: JE=Journal Entry, JI=Journal Import, and
AA=Account Allocation offer a Report action, which reports transactions before
posting. You can design your own reports for use with each of these functions in
RD=Report Definition.
A report is produced for each of the procedures within SunAccount which
automatically generates transactions. See the section Reporting in SunAccount
for further information.
FA=Financial Analysis can report transaction details. Enter Y-Yes in the Report
Transactions box to show transactions in addition to the summary totals.

CORRECTING ERRORS

However careful you are, mistakes can be made when entering transactions.
The section Correcting Mistakes After Posting, outlines the amendments you can
make to transactions which have been posted.

74 SunAccount Appreciation Guide Version 4.2

 Matching Transactions in
SunAccount

Within SunAccount you can match or allocate transactions online in JE=Journal

Entry or once transactions have been proofed, by using TM=Transaction Matching
or AA=Account Allocation. If you use online allocation you can match transactions
at the same time as you enter them onto your ledger. If you use another method,
the process is carried out separately. You will not always have the necessary
details of a transaction to allocate online; for example, if you are posting an
unidentified receipt from a bank statement. Online allocation is, however, often
the most efficient way to match transactions, particularly cash receipts.

ONLINE ALLOCATION

Online allocation is a quick and efficient way of matching transactions. It is

particularly useful for entering cash receipts and payments which are matched to
transactions on your debtor, creditor, and client accounts. You can, however, use
online allocation with all account types.
Online allocation is available when you are using journal types that have the
Allocation Marker box in JD=Journal Definitions set to A-Auto Allocation. You
can set the Auto Online Allocation box in JP=Journal Presets to Y-Yes to cause the
online allocation window to be presented automatically when a journal line is
completed.

Matching Transactions in SunAccount 75

 When you activate online allocation you are presented with two windows. You
can move between the two windows by clicking in the window you wish to activate,
or by selecting Swap Window.
The top window shows the details of the transactions entered for the current
account in this journal that have not already been allocated.
The bottom window shows unallocated transaction on the ledger for the current
account. You can choose how the ledger transactions are sequenced. The default
sequence is set in the Online Allocation window in JD=Journal Definitions. You
can set the Sequence of Transactions box to one of the following:
P-Period
D-Transaction Date
U-Due Date
R-Reference
B-Base Amount
O-Other Amount
0-9-Analysis Codes.
When you are using the cash allocation screen you can use the action Sequence to
resequence your ledger transactions.

76 SunAccount Appreciation Guide Version 4.2

Matching
To help you match transactions, as well as resequencing you have the option to
Find a transaction by date, period, reference, due date, base amount, other amount,
or transaction analysis code. Use ENTER to move through transactions that match
your search criterion until you reach the correct transaction. Use A BANDON to
place the cursor in the Allocation Marker box for that transaction.

Matching Currency Transactions

You can choose to allocate on Other Amount. At any time you can use the Totals
action to toggle the display of total debits, total credits, and the total out of balance
between base and other amounts. When allocating using other amounts, the
conversion definition record is used to specify which accounts any currency gains
or losses should be posted to.
If you have the Other Amount Balancing box set to Y-Yes in LD=Ledger Definition
both base amount and other amount allocations must balance.

Discounting
If transactions do not initially appear to balance, SunAccount checks if any discount
is due. It checks the Discount Days and Discount % boxes in CA=Chart of Accounts
record for the account code you are using. JD=Journal Definitions allows you to
define the accounts to be used for input discount and output discount. Online
allocation will automatically calculate any discount and tax on discount amounts.
You can use TD=Tax Details to set the tax rates to be used. You can also specify
that tax amounts are split to take account of, for example, withholding tax.
If the two amounts still do not match exactly, the JD=Journal Definition settings
for discount tolerance expressed as a percentage and an amount are checked.

Allocation Markers
Journal lines you have entered are automatically given an allocation marker
of Y-Allocate; this becomes A-Allocated after posting. If you match a line to
a ledger transaction and give the ledger transaction an allocation marker of
R-Reconcile, the allocation marker in the top window automatically changes
to R-Reconcile. The allocation entries you make must balance if you are
using Y-Allocate or R-Reconcile.
You can amend other allocation markers on your ledger transactions during online
allocation. The allocation markers available are:

Matching Transactions in SunAccount 77

 Y-Allocate
R-Reconcile
F-Forced
W-Withheld
0-9-Numeric Allocation Markers
S-Split
*-Amend Details
-Space

Saving Allocations
When you have completed the allocations you must save them to return to JE=Journal
Entry. You can save base amounts or other amounts. If you save base amounts,
any currency exchange differences are calculated on the other amount. If you
save other amounts, any currency exchange differences are calculated on the base
amount. The save option you select will determine the currency that is used to
check that allocations total correctly before they can be posted.
See the section Journal Entry in the SunAccount Reference Manual for further
information.

TRANSACTION MATCHING

If you want to allocate transactions without entering any transactions to the ledger
you can use TM=Transaction Matching. This automates the allocation process
within the criteria you specify.

78 SunAccount Appreciation Guide Version 4.2

 Enter an account type, range of accounts, and selection criteria by which to select
the transactions to match. You can specify up to three criteria that must be met
before transactions are matched.

Selecting Transaction and Matching Criteria

You can select transactions by transaction analysis category, conversion code,
transaction reference, and allocation marker.
You can also select up to three match criteria. The same options are available as
for selecting transactions. If you specify three match criteria, all three have to be
matched correctly.

Discounting
If you are matching debtor, creditor, or client accounts, TM=Transaction Matching
generates any settlement discount and tax on settlement discount amounts for you.
You can specify the account to which discounts must be posted and a discount
tolerance limit. If the discount falls outside the tolerance limit, the transactions
are not matched.

Matching Currency Transactions

You can match transactions by base amount or other amount. If you want to
match other amounts you must enter CV-Conversion Code as one of your match
criteria. When you match by other amount, currency gains or losses may be
generated. These are posted to the accounts specified in CN=Conversion
Definitions.

Matching Transactions in SunAccount 79

Reporting Transactions
You can choose to report transactions that fall within your selection criteria and
remain unmatched after running TM=Transaction Matching. You can choose to
report on all unmatched transactions, unmatched debits, unmatched credits, or
you can specify that no report is required. Additionally you can produce a report
of your matched transactions.
See the section Journal Entry in the SunAccount Reference Manual for further
information.

ACCOUNT ALLOCATION

If you do not want to automate the matching of your transactions you can use
AA=Account Allocation.
Account allocation consists of:
• A selection page where you select the transactions you wish to allocate
• A summary page that shows you the total balance of the transactions you are
allocating
• Transactions pages with the details of the transactions you are allocating
• A generate page that allows you to generate and post transactions from within
AA=Account Allocation.

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Selection Page

You can specify the ranges of accounting period, transaction date, journal type,
journal source, transaction reference, and conversion code you wish to select.
You can select transactions by T-Code. You can also choose to include in the
transaction pages those transactions that have already been allocated. This is
useful if you are using AA=Account Allocation to correct entries made in online
allocation or TM=Transaction Matching.
When you have made your selections, use Extract to see the transactions.

Transaction Pages
The transactions page is displayed when you first extract data. Use Next, Back,
First, and Last to navigate around the pages.

Matching Transactions in SunAccount 81

 You can use Amend/Alloc to allocate transactions. The options are as for online
allocation. See the subsection Allocation Markers. The allocation markers
Y-Allocate and R-Reconcile must balance before you can post amendments.
If you are allocating markers to several transactions, you can select a range of
transactions for allocation. This speeds up the allocation process. You can select
transactions for a range of allocation markers, periods, transaction dates, and
transaction references.
The Find and Sequence options allow you to locate and display transactions by
transaction date, period, reference, due date, page, base amount and other amount.

Summary Page
The summary page is displayed when you select SP=Summary Page. This shows
account and period balances. You can overlay conversion details if you are using
the Conversion Module.

Generate Screen
The generate screen enables you to enter and post journals as in JE=Journal Entry.
You can use this to post settlement discounts and currency differences. You can
restrict the journal types available by setting the Suppress Use In boxes on your
JD=Journal Definitions to exclude use in AA=Account Allocation. You are
restricted to posting only base amounts.
See the section Account Allocation in the SunAccount Reference Manual for further
information.

82 SunAccount Appreciation Guide Version 4.2

Functions Used in the Various Methods of Transaction Matching
Journal Entry
Journal Definitions
Journal Presets
Ledger Definitions
Chart of Accounts
Conversion Definitions
Tax Details
Transaction Matching
Account Allocation

Matching Transactions in SunAccount 83

84 SunAccount Appreciation Guide Version 4.2
 Correcting Mistakes After
Posting

However careful you are, mistakes can be made when entering transactions. This
section describes how corrections can be made while maintaining a proper audit
trail.

SUPERVISOR VALIDATION

Until a journal is posted, all transaction details can be amended or deleted. If you
wish to add a separate procedure to validate journals when they are entered, you
can use the journal hold file to save journals until they are validated by another
operator. Retrieve held journals, using the action View Held Journals. Once
approved, journals can be posted. Held transactions are treated as unposted, and
are therefore not included in general reports. You should be aware that, when
amending held journals, analysis codes used are not subject to the same validation
procedures as those in use at the time of the original posting.

SIMPLE AMENDMENTS

You can change the description, due date, and transaction analysis codes for a
posted transaction in AA=Account Allocation, permissions allowing. Select
AA=Account Allocation, and the desired account. On the details page, the action
Amend/Alloc allows you to change the description, due date, and transaction
analysis for a transaction.

Correcting Mistakes After Posting 85

 In addition to correcting errors, amending analysis is particularly useful if, for
example, you reorganise your cost centre structure. ND=Analysis Definitions
allows you to specify whether codes for an analysis heading can be amended after
posting. You can control access to this facility in OP=Operator Permissions.
You can also change allocation markers. You can set the allocation marker to:
• Y-Allocated
• R-Reconciled
• C-Correction
• F-Force Payment
• W-Withhold Payment
• 0-9 for numeric allocations
Enter a space to remove an allocation marker. See the section Matching
Transactions in SunAccount for more information.
Transactions can be de-allocated subsequent to posting in AA=Account Allocation.
All changes made in AA=Account Allocation must be posted before they are
written to the ledger.

86 SunAccount Appreceation Guide Version 4.2

AMENDING CRITICAL TRANSACTION INFORMATION

Account allocation does not allow the amendment of transaction date, reference,
debit/credit marker, and/or amount. You can only change these details by entering
correction transactions. This can be done in the following ways:
• Reverse the incorrect entry, and then enter the correct transactions manually in
JE=Journal Entry
• Use the LX=Ledger Export to transfer the erroneous transactions to a file with
the debit/credit marker reversed. Use JI=Journal Import to reimport the ledger,
when these transactions will reverse the incorrect postings. This method is
particularly useful if you are correcting a number of transactions.

CONCEALING CORRECTION TRANSACTIONS

Correction transactions can be identified as such by allocating them with

a C-Correction marker. Transactions which have a C-Correction allocation marker
can be excluded from financial reports. Use the Report Corrections box in
LD=Ledger Definition to specify whether correcting transactions are included or
excluded from reports.

VOIDING PAYMENTS

VP=Void Payments enables you to cancel or remove payments made in

GP=Generate Payments. You select the payment to cancel by identifying the
payment reference, usually the cheque reference. If no payment reference has
been generated, a dummy reference can be generated in PR=Print Remittances to
enable the transaction to be selected for reversal. You can choose to mark the
original transactions which were paid with an allocation marker of W-Withhold
or you can leave the allocation marker blank. See the section Void Payments in
the SunAccount Reference Manual for further information.

CORRECTING REFERENCE DATA

If you make a mistake while creating reference data, it is generally a simple

procedure to correct it. You might like to switch on the audit control facility, so
that you maintain an audit trail of changes. See the section Security for more
information on audit control. You may also want to refer to the section Audit
Control in the SunAccount Reference Manual.

Correcting Mistakes After Posting 87

88 SunAccount Appreceation Guide Version 4.2
 Managing Your Debtors/
Receivables

SunAccount provides you with the tools to manage these accounts successfully by
ensuring ready access to information which is useful to your organisation and to
your debtors/customers. Associated information such as contact names and addresses
used in your credit control procedure are all held in SunAccount.
You can maintain a history of an account for as long as you require. The history
files can be held, by year, in archive files.

DEBTOR/RECEIVABLES ACCOUNTS

As with other accounts in SunAccount, debtor accounts are created in CA=Chart

of Accounts. You should take some time to consider the account code structure
you will use for your debtor accounts. See the section Implementating SunSystems
for further information.

Managing Your Debtors/Receivables 89

 During transaction entry, an account can be accessed by its Lookup code. If you
cannot remember the account code you can use Q UERY and L OOKUP. The Lookup
is an additional identifier on the account and can resemble the account name. See
the section SunSystems Tools, Buttons, and Keystrokes in the SunAccount Reference
Manual for further information.

Uncleared Transactions
By defining an account as O-Open Item, you can ensure that transactions remain
on an account until they have been completely paid and matched. This ensures
that uncleared transactions remain on the debtor statements for as long as is necessary.
You can therefore always get a full picture of the trading position with your
customers.

Disputes with your Clients

In the event of a dispute with a customer, you can close or suspend an account. If
you close an account you are prevented from entering any new transactions. If
you suspend an account you can still post transactions to that account, however, a
warning message appears.

Currency Postings
If dealing with overseas accounts, you can specify the currency to be used for
postings to the account. You can also specify that an account is excluded from
LR=Ledger Revaluation. This is useful if you have agreed an exchange rate to be
used with your customer.

Payment Method
Direct debits can be generated in GD=Generate Debits, to collect the ‘due’ balance
on debtor accounts. Otherwise, receipts are recorded using JE=Journal Entry
and/or JI=Journal Import.

Credit Limit
The credit limit is shown on ageing reports. An account is highlighted if the
balance exceeds the credit limit.

Settlement Terms
For each account you can identify the settlement terms which have been negotiated
with the customer. The settlement terms are expressed as a number of days.

90 SunAccount Appreciation Guide Version 4.2

Settlement Discount
Settlement discount can be applied to each customer. When you are using online
cash allocation or TM=Transaction Matching, settlement discount is taken into
consideration when deciding whether transactions can be matched to each other.
If a receipt is less than the original invoice amount, but it fulfils the settlement
criteria specified, the transactions can be matched and a settlement amount posted
to balance the account.

Analysis
You can specify which T-Codes are relevant for transactions posted to an account.
You also have the opportunity to analyse your customer accounts with up to ten
account analysis categories, A0-A9.

Names and Addresses

NA=Names & Addresses stores additional information about a customer. This
includes:
• Up to six lines of 35 characters each to record the full name and address details
• Telephone, fax number, and contact name information.

Bank Details
If required, you can record a customer’s bank details in BK=Bank Details. This
includes the name of the account, sort codes, account number, etc. If you intend
to use GD=Generate Debits to create a bank transfer file to collect direct debits
from your customers, you must have completed the appropriate bank details record.

Managing Your Debtors/Receivables 91

 ONE-OFF ACCOUNTS

A requirement may exist to record sales which have been made on a ‘one-off’
basis. Rather than create an individual account for a customer who you will not
deal with again, you can record such entries in a general account. If you do so,
you must ensure that transaction descriptions adequately identify the customer
associated with each transaction.

CLIENT ACCOUNTS

Client accounts can be used when you both purchase goods from, and sell goods
to, a single account. This may be useful for inter-company accounts. During one
period you may receive a settlement payment to clear the account. During the
next period the account may be included in the generate payments run. If you are
not sure what the balance on an account is going to be from week to week, you
may want to designate it as a client account.

RECORDING TRANSACTIONS

Post transactions to a debtor account using JE=Journal Entry. See the section
Transaction Entry in SunAccount for further information.
JI=Journal Import can also update customer accounts with transactions generated
outside the database. This option is used to import transactions from SunBusiness.

92 SunAccount Appreciation Guide Version 4.2

Receipt transactions can be created automatically in GD=Generate Debits. This
facility is generally used to clear inter-company accounts, or for bills of exchange.
Selections are based on account code range, account priority, allocation marker,
transaction analysis code, and payment date. Receipt transactions are generated
and matched automatically.

INQUIRING ON DEBTOR/RECEIVABLE ACCOUNTS

AQ=Account Inquiry enables you to view details of an account.

You can display all transactions, or narrow down your choice by:
• Excluding/including allocated transactions
• Selecting a particular allocation marker
• Excluding/including archived transactions
• Selecting a range of periods to display
• Displaying a range of journal types
• Choosing a range of journal sources
• Selecting your transactions by T-Codes
• Identifying a range of conversion codes.
Once you make your selections, you can then Extract the details for the account.

Managing Your Debtors/Receivables 93

 The first screen you see shows summary information for the account, such as the
period balances or the conversion balances. Subsequent screens display the
transactions which fulfil the selection criteria. You can Overlay analysis, description,
conversion, journal, allocation and due date information. You can re-Sequence
the transactions to display them in transaction date, allocation, period, reference,
and due date order. You also have the option to Find a transaction; enter the
search criteria, and the system searches for transactions matching it.

REPORTING

Details of the current selections in AA=Account Allocation and AQ=Account

Inquiry can be reported by selecting the action Report.

MATCHING TRANSACTIONS

Good account management ensures that both you and your customers clearly
understand a statement of account. All transactions on a debtor account are held
until such time as they are cleared by a payment or a credit note. It is advisable to
match a receipt to an invoice when posting the receipt, if you are using a journal
type that activates online allocation, or as soon as possible after posting using
either TM=Transaction matching or AA=Account Allocation. You will eventually
want to remove the transactions from the system, or to move them to an archive
file. If transactions were left unmatched, it would soon become difficult to identify
which transactions relate to each other. Accounts which require this level of
maintenance are specified as O-Open Item in the Balance Forward/Open Item box
CA=Chart of Accounts.
If an account is not set to O-Open Item, it must not be set to B-Balance Forward.
This is generally only suitable for accounts where a customer clears the account
on a monthly basis and where little historic data is required, or for accounts where
cash sales are made or where cash is received with an order before goods are
despatched.
See the section Matching Transactions in SunAccount for further information.

94 SunAccount Appreciation Guide Version 4.2

 DEBTOR/RECEIVABLES REPORTS

Account Listing
AL=Account Listing reports can be maintained for internal use and used to provide
an audit trail. For each account this report shows the balance on the account for
periods before the start of the selected range.
Transactions which have been posted to periods outside the selected range are
excluded from the report.
You can design your own account listing reports in RD=Report Definition. Sample
reports are provided with the Demonstration Database.

Aged Analysis
Ageing reports are designed in GL=Aged Analysis Layouts. You can specify the
ageing ranges reports are produced by to match your credit control procedures.
Print ageing reports using GA=Aged Analysis. See the section Reporting in
SunAccount for further information about aged analysis reports.

Statements of Account
It is common practice to send a statement of account to customers on a regular
basis, so that they are kept informed of movements on their account. You can
produce statements that will also serve as invoices. You can decide whether to
include allocated transactions. You may wish to show transactions which have
been cleared in the previous period.
You can design your own statements in RD=Report Definition. See the section
Reporting in SunAccount for further information.

Reminder/Dunning Letters
Debt chasing, dunning, or reminder letters can be designed within SunAccount.
The issue of such letters can be controlled using allocation numbers. You might
have a number of standard letters of varying degrees of severity. Accounts can be
selected, and an appropriate letter despatched, depending on the age of their
outstanding debt. See the section Reporting in SunAccount for further information.

Managing Your Debtors/Receivables 95

Bills of Exchange
A bill of exchange procedure can be maintained within SunAccount. Allocation
markers are the main tools for monitoring bills of exchange. The numeric allocation
markers 0-9 are used to identify the stage a transaction has reached. The number is
incremented as the bill progresses through each stage of processing.
Documents which have been designed in RD=Report Definition can be printed at
the various stages of processing. FD=Format Definitions allows you to define the
range of allocation markers to include for a document. You can also define a new
allocation number setting for transactions, once the appropriate document has been
printed.

AUTOMATIC RECEIPTS

Direct Debits
SunAccount can generate a bank payment file of debits which you wish to claim
from your customers. This file must be processed by a third party software package
before it can be sent to a bank clearing system.
GD=Generate Debits uses a Profile Code, which is defined in PP=Payment Profiles,
to determine the currencies and transactions that are to be included in the debit
run, and to determine the selection criteria that are to be applied to them.

96 SunAccount Appreciation Guide Version 4.2

You can use PP=Payment Profiles to set up the following:
• A profile code and a name to identify the profile
• The range of account codes to be included
• The account priorities to be included
• The data access groups that can use the profile
• Whether the profile is to be used with GP=Generate Payments or GD=Generate
Debits
• A file indicator
• The allocation markers to be included
• The payment method to be used
• Up to five selection code categories and subcategories
• The range of currencies to be included or excluded in the profile. You should
specify a currency for your base currency by using a space.
If you want to produce a bank file, ensure that the Automatic Bank Payments box
on the Miscellaneous window in LD=Ledger Definition is set to Y-Yes. In
CA=Chart of Accounts, the Direct Debit box in the Miscellaneous window must
also be set to Y-Yes for each account which will be cleared using this method.
If you have selected to collect payments via the bank, and your customers have
provided you with the appropriate bank details, you are presented with the
Automatic Bank Payment Interface screen. This is where you determine the date
the bank should process transactions, and a default reference. You can also choose
to accumulate transactions for the debit account. See the section Generate Debits
in the SunAccount Reference Manual for further information.
If you have more than one bank details record for your customers you must specify
a Bank Sub code in PP=Payment Profiles or the default code will be taken from
CA=Chart of Accounts.

Managing Your Debtors/Receivables 97

 You must specify a file indicator in the payment profile. This single alphanumeric
character is used to enable up to 36 generate debit files to be retained in your
system.

GD=Generate Debits collects transactions which have reached or passed their due
date.
Discounts can be given to your customers specifically if payment is made by direct
debit. You can specify in CA=Chart of Accounts the percentage discount to be
given to your customer. You can also specify in the Immediate Settlement box
whether you should take the payment immediately, or when it falls due. As your
customer will have no control over the date on which you collect the direct debit,
the discount specified will always be given to your customer. You must enter in
GD=Generate Debits the account into which discount transactions are to be paid.

Recording Receipts Automatically

You can also use GD=Generate Debits to clear accounts, without producing a
bank file. This facility might be used for claiming bills of exchange, or for
settling inter-company accounts.

Functions in the Generate Debits Setup

Payment Profiles
Chart of Accounts
Ledger Definition
Bank Details
Generate Debits

98 SunAccount Appreciation Guide Version 4.2

 Managing Your Creditors/
Payables

SunAccount provides you with the tools to manage these accounts successfully by
ensuring ready access to information which is useful to both your organisation
and your suppliers.
You can maintain a history of an account for as long as you require. The history
files can be held by year, in archive files.

CREDITOR/RECEIVABLES ACCOUNTS

As with other accounts in SunAccount, creditor accounts are created in CA=Chart

of Accounts. You must take some time to consider the account code structure
which you will use for your supplier accounts. See the section Implementing
SunSystems for further information.

Managing Your Creditors/Payables 99

 During transaction entry, an account can be accessed by its Lookup code. If you
cannot remember the account code you can use QUERY or LOOKUP. Lookup is an
additional identifier on the account and it can resemble the account name. See the
section SunSystems Tools, Buttons, and Keystrokes in the SunAccount Reference
Manual for further information.

Uncleared Transactions
By defining an account as O-Open Item, you can ensure that transactions remain
on an account until they have been completely paid and matched. This ensures
that uncleared transactions remain on the creditor statement for as long as is
necessary.

Disputes with your Clients

In the event of a dispute with a customer, you can close or suspend an account. If
you close an account you are prevented form entering any new transactions. If
you suspend an account you can still post transactions to that account, however, a
warning message appears.

Currency Postings
If dealing with overseas accounts, you can specify the currency to be used for
postings to the account. You can also specify that an account is excluded from
LR=Ledger Revaluation. This is useful if you have agreed an exchange rate to be
used with your supplier.

Priority
Prioritising accounts enables you to rank accounts in order of importance. When
you generate payments, you can select accounts by their priority number, and so
clear more important accounts first. For example, you may pay some supplier
accounts within seven day and others within 30 days. You can then make payment
runs looking only at your seven day priority accounts once a week, and make a
run looking only at your 30 day priority accounts once a month.

Payment Method
A number of payment methods are available to assist you with managing your
payables function. You can choose from the following:

100 SunAccount Appreciation Guide Version 4.2

Cheque Payments
Choosing payment method C-Cheque Payments assumes that you want to print
cheques in SunAccount. The facilities are available in RD=Report Definition to
enable you to design your own cheques. See the section Reporting in SunAccount
for further information. You may also want to refer to the section Report Definition
in the SunAccount Reference Manual.

Bank Payments
Choosing payment method B-Bank Payment allows you to transfer payments for
creditor and client accounts from SunAccount into a central payment clearing
system. The United Kingdom’s system for non-paper payment is called BACS, or
Bank Automated Clearing System. Setting the Automatic Bank Payments box on
the Miscellaneous window in LD=Ledger Definition to Y-Yes prompts
GP=Generate Payments and GD=Generate Debits to produce a bank transfer file
containing the payment details. You can then export the file into a software
package which handles funds transfer. The information on this file may also be
used as input to other software, such as an inter-company settlement system. The
layout of the bank transfer file is shown in Appendix A of this manual.

Single Payments
Choosing payment method S-Single Payments is useful for ‘one-off’ purchases.
You can create a miscellaneous purchases account, into which you post transactions
relating to one-off purchases. In other words, you do not want to go to the
trouble of creating an account for a single purchase. See the subsection below,
One-Off Accounts.
Leave the Payment Method box blank if you not require any of the above.

Remittance Advice Documents

Remittance advice documents can be printed for any payment type. You can
design your own style of document in RD=Report Definition.

Settlement Terms
For each account you can identify the settlement terms which have been negotiated
with the supplier. These are held on the suppliers chart of accounts record.

Managing Your Creditors/Payables 101

Settlement Discount
Two levels of settlement discount can be applied to each supplier. During
GP=Generate Payments, settlement discount parameters are taken into
consideration, and payments are made net of settlement discount. Also, by
identifying the next payment date, SunAccount determines whether settlement
discount will still be available at the next payment run date. If so, it excludes the
payment from the current run. If not, the payment is included in the current run
even if the due date has not been reached.
Tax on the settlement discount portion of a transaction can be reversed from the
tax account during GP=Generate Payments. To utilise this facility, set the Tax On
Settlement Discount box in LD=Ledger Definition to Y-Yes. See the section
Ledger Definition in the SunAccount Reference Manual for further information.

Analysis
You can specify which T-Codes are relevant for transactions entered to an account.
You also have the opportunity to analyse your supplier accounts with up to ten
account analysis categories, A0-A9.

One-Off Accounts
A requirement may exist to record purchases which have been made on a ‘one-off’
basis. Rather than create an individual account for a supplier who you will not
deal with again, you can record such entries in a general account. The general
account will have a Payment Method of S-Single Payments. During GP=Generate
Payments, each line of the account is cleared separately. Associated documentation
is also produced separately for each line on the account. The transaction description
is taken as the account name.

CLIENT ACCOUNTS

Client accounts can be used both when you purchase goods from, and when you
sell goods to, a single account. This may be useful for inter-company accounts.
During one period you may receive a settlement payment to clear the account.
During the next period the account may be included in the generate payments run.
If you are not sure what the balance on an account is going to be from week to
week, you may want to designate it a client account.

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Names and Addresses
NA=Names & Addresses stores additional information about a customer. This
includes:
• Up to six lines of 35 characters each to record the full name and address detail
• Telephone, fax number and contact name information.

Bank Details
If required, you can record a supplier’s bank details in BK=Bank Details. This
includes the name of the account, sort codes, account number, etc. This is of
particular importance if you are generating a bank transfer file to clear payments.

You can create any number of bank detail records for each supplier. If you have
more than one record you can specify the bank record to be used with the payment
run by entering the relevant code in the Bank Sub code box in PP=Payment Profiles.
If you leave this box blank, the default Bank Sub code is taken from the chart of
accounts record for the supplier.

Managing Your Creditors/Payables 103

 RECORDING TRANSACTIONS

Enter transactions using JE=Journal Entry.

JI=Journal Import can also update creditor accounts with transactions generated
outside the database. This option is used to import transactions generated by
SunBusiness.

GENERATING PAYMENTS

GP=Generate Payments selects transactions which have become due, and creates
the transactions necessary to clear the payment.
GP=Generate Payments uses a Profile Code to look at the payment profile which
determines the currencies and transactions to be included in the payment run, and
the selection criteria that are to be applied to them.

You can use PP=Payment Profiles to set up the following:

104 SunAccount Appreciation Guide Version 4.2

 • A profile code and a name to identify the profile
• The range of account codes to be included
• The account priorities to be included
• The data access groups that can use the profile
• Whether the profile is to be used with GP=Generate Payments or GD=Generate
Debits
• A file indicator
• The allocation markers to be included
• The payment method to be used
• Whether to include balances on client accounts
• Up to five selection code categories and subcategories
• The range of currencies to be included or excluded in the profile. You should
specify a currency for your base currency using a space.
You can specify any number of payment profiles to be used.

Checking the Bank Balance

Before you proceed with a batch of payments in GP=Generate Payments, the
bank account balance is checked to ensure that sufficient funds are available to
cover the run. Depending on the setting in the Bank Account Overdrawn Warning
box in the Miscellaneous window of OP=Operator Permissions, you are warned if
the payment run will exceed available funds.

Optimising Settlement Terms

A next payment date can be entered during GP=Generate Payments. If settlement
discount will still be available at this future date, transactions will not be included
in the current run.

Managing Your Creditors/Payables 105

Associated Documentation
GP=Generate Payments creates the necessary documentation to accompany a
payment. This includes a listing of the transactions created, remittances, cheques,
etc.

Forcing/Withholding Payment
You can override the automatic due date selection criteria by flagging transactions
with F-Force or W-Withhold allocation markers. This can be done in JD=Journal
Definitions, so that all transactions for a particular journal type are flagged. You
can also selectively flag transactions using AA=Account Allocation. F-Forced
transactions can be paid immediately, regardless of the due date. W-Withheld
transactions are excluded from any payment run.

Automated Bank Clearing

You may transfer payments on creditors/payables and client accounts from
SunAccount into a central payment clearing system. The United Kingdom’s system
for non-paper payment is called BACS, or Bank Automated Clearing System. If
you want to produce a bank file, ensure that the Automatic Bank Payments box on
the Miscellaneous window in LD=Ledger Definition is set to Y-Yes. This prompts
GP=Generate Payments to produce a bank transfer file containing payment details.
This file can then be imported into a software package which handles funds transfer.
The information on this file may also be used as input to other software. For
example, an inter-company settlement system. The layout of the bank transfer
file is shown in Appendix A.

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 If you have selected to make payments via the bank and your suppliers have
provided you with the appropriate bank details, you are presented with the
Automatic Bank Payment Interface screen. This is where you determine the date
on which the bank should process transactions, and a default reference. You can
also choose to accumulate transactions for the payment account. See the section
Generate Payments in the SunAccount Reference Manual for further details.
You must specify a file indicator in the payment profile. This single alphanumeric
character is used to enable up to 36 files generated by payment runs to be retained
in your system.

Voiding Payments
VP=Void Payments can cancel or remove payments which have been made in
GP=Generate Payments. You select the payment to cancel by identifying a numeric
payment reference. You can mark the original transactions which were paid with
the allocation marker W-Withhold. Please refer to the section Void Payments in
the SunAccount Reference Manual.

INQUIRING ON CREDITOR/PAYABLES ACCOUNTS

AQ=Account Inquiry enables you to view details of an account.

You can display all transactions, or narrow down your choice by:
• Excluding/including allocated transactions
• Excluding/including archived transactions
• Selecting a range of periods to display
• Displaying a range of journal type
• Choosing a range of journal sources
• Selecting your transactions by T-Codes
• Identifying a range of conversion codes.
Once you make your selections, you can then Extract the details for the account.
The first screen you see shows summary information for the account, such as the
period balance or the conversion balances. Subsequent screens display the
transactions which fulfil the selection criteria. You can Overlay analysis, description,
conversion, journal, allocation, and due date information. You can re-Sequence
the transactions to display them in transaction date, allocation, period, reference,
and due date order. You also have the option to Find a transaction; enter search
criteria and the system searches for transactions matching it.

Managing Your Creditors/Payables 107

Reporting
Details of the current selections in AA=Account Allocation and AQ=Account
Inquiry can be reported by selecting the action Report.

MATCHING TRANSACTIONS

Good account management ensures that both you and your customers clearly
understand a statement of account. All transactions on a debtor account are held
until such time as they are cleared by a payment or a credit note. It is advisable to
match a receipt to an invoice when posting the receipt, if you are using a journal
type that activated online allocation, or as soon afterwards as possible. You will
eventually want to remove the transactions from the system, or to move them to
an archive file. If transactions were left unmatched, it would soon become difficult
to identify which transactions relate to each other. Accounts which require this
level of maintenance are specified as O-Open Item in the Balance Forward/Open
Item box in CA=Chart of Accounts.
If an account is not set to O-Open Item, it must be set to B-Balance Forward.
This is generally only suitable for accounts where the account is cleared on a
monthly basis and where little historic data is required.
GP=Generate Payments automatically matches payments to their original
transactions.

CREDITOR/PAYABLES REPORTS

Account Listing
This report can be maintained for internal use and as an audit trail. For each
account this report shows the balance on the account for periods before the start of
the selected range. Transactions which have been posted to periods outside the
selected range are excluded from the report.
You can design your own account listing reports in RD=Report Definition. Sample
reports are provided with the system.

Aged Analysis
Ageing reports are designed in GL=Aged Analysis Layouts. Print ageing reports
using GA=Aged Analysis. For further information on aged analysis reports see
the section Reporting in SunAccount.

108 SunAccount Appreciation Guide Version 4.2

Remittances
You can design your own remittances in RD=Report Definition. See the section
Reporting in SunAccount for further information.

Payment Listing
This report is primarily used to print payment details, but it can be used to list the
transactions associated with any type of journal or journal source.

Functions used to set up a Payment Run:

Payment Profiles
Chart of Accounts
Bank Details
Generate Payments
Ledger Definition

Managing Your Creditors/Payables 109

110 SunAccount Appreciation Guide Version 4.2
 Managing Balance Sheet
Accounts

Within the SunAccount single ledger, all accounts are created and maintained in a
similar way. There are, however, some important considerations in relation to
your balance sheet accounts.

STRUCTURING BALANCE SHEET ACCOUNTS

Refer to the section Implementating SunSystems, for a full explanation of the process
involved in structuring and designing your accounts. This deals with coding
structures, etc. There are two things to remember when setting up balance sheet
accounts:
• The account must be an Account Type B-Balance Sheet. An account identified
as a balance sheet account has an account balance carried forward from one
year to the next.
• You normally set the Bal. Fwd/Op. item box to B-Balance Forward. This
indicates to SunAccount that you do not wish to match/allocate transactions
on the account. When a PC=Period Cleardown is performed, balance forward
accounts are summarised according to specification, so that detailed transactions
are removed. See the section Closing the Period/Year. One exception may be
the bank account. Where you are using the bank reconciliation facility, you
should set the bank account as open item.

Debtors, Creditors and Client Accounts in the Balance Sheet

With a single ledger, it is not necessary to create control accounts for debtors,
creditors and client accounts. Balance sheet reports can simply show the total
balance for the entire range of each of these account types.

Accounts which alternate between Asset/Liability

The debit/credit balance on a number of balance sheet accounts may vary from
one month to the next. This is important in that it dictates where the account is
shown on balance sheet reports. An example is inter-company client accounts.

Managing Balance Sheet Accounts 111

 One month the net balance might dictate that you show the figure as a current
asset, while the next month it might belong under the current liability heading.
Financial tables and financial statements both allow you to suppress a line on a
report depending on whether amounts are debits or credits. In LC=Statement
Line Contents you can choose to suppress accounts with debit or credit balance.
This can be used to prevent netting off asset and liability accounts. In TC=Table
Columns or TR=Table Rows you can split debits and credits at transaction level.
For example, you can specify two columns are for debit transactions and one for
credit transactions. You can create two lines, one under the current asset heading
and another under the current liabilities heading. They both include the same
account range but have opposing settings in the Suppress Line/Account box. As a
result, the balance on the account range is shown under the heading which is
correct for the chosen period.

Fixed Asset Management

Asset management in SunAccount centres on the Fixed Asset Register. This
maintains full historic descriptive details of assets, acquisitions and disposals. It
also allows automatic or manual depreciation calculations. You can inquire or
report on assets.
The Fixed Asset Register is fully integrated with Ledger Accounting, so that
one posting updates asset values in your asset register and, in unison, updates the
relevant accounts in ledger accounting.
You should refer to the section Managing Your Fixed Assets in this manual, for
more information on this topic.
If you do not use the Fixed Asset Register, then asset management is performed
manually.

Memo Accounts attached to the Balance Sheet

Memo accounts are generally used to record nonfinancial information. A memo
account can be used as a backup to a balance sheet account. The balance sheet
account can show summary information, whilst the memo account can store detailed
backup information. For example, staff loans might show as one figure on the
balance sheet account, while a backup memorandum account provides detailed
information of individual loans.

112 SunAccount Appreciation Guide Version 4.2

Accruals and Prepayments
SunAccount caters for accrual and prepayment transactions in two ways:
• You can set up a journal in JD=Journal Definitions which automatically reverses
in the period subsequent to entry
• A standard journal definition can be used. During JE=Journal Entry, a minimum
of four lines are posted, two to the current accounting period, and two to the
subsequent account period. You can use JP=Journal Presets to automate this
procedure. You could, for example, post a quaterley accural or prepayment
which reverses over the next three accounting periods.

Showing Profit/Loss in the Balance Sheet

The profit/loss figure in balance sheet reports is taken as the net balance of all
income/expenditure accounts. The balance of accounts which have been identified
as Account Type P-Profit & Loss, is not carried over to a new accounting year.
This has implications for your balance sheet reports, because you are required to
show retained profit.
As part of your year end procedure, you must post the profit/loss for the year to a
balance sheet account, which you can name appropriately. See the section Closing
the Period/Year, for more information on this topic.

BANK RECONCILIATION

Bank reconciliation procedures can be carried out in SunAccount. The bank

statement is compared with transactions on your bank account. If transactions are
posted to the bank account as they arise, this procedure is carried out in
AA=Account Allocation. Transactions which have cleared are identified using
the allocation marker R-Reconciled. Extract the transactions for the bank account.
Select the action Sequence date or reference, so that transactions are in the order
you require. This makes it easier to find transactions. Then select the action
Amend/Alloc and enter R-Reconcile beside the appropriate transactions.
Items which have not been accounted for, such as bank charges, etc., can be entered
in account allocation using the action Generate or entered using a journal type that
allows online allocation on entry.
You can report uncleared transactions using the AA=Account Allocation Report
action. You should select only unallocated transactions to be included. Another
option is to design your own bank reconciliation reports using the financial report
writers.

Managing Balance Sheet Accounts 113

 You can also perform a bank reconciliation by posting from your bank statements.
Some countries require you to do this. Transactions generated in GD=Generate
Debits and GP=Generate Payments are posted to a clearing account. Other
transactions are posted from the bank statement. The bank statement will contain
contra entries for those debits and payments you have generated. Use Account
Allocation to reconcile your remaining transactions generating adjustments as
necessary. When you complete this process any unallocated transactions represent
your cash in transit.

WORK IN PROGRESS

Project oriented organisations such as consulting engineers, management

consultants, etc., record expenditure and income by project, campaign or event.
Usually, long term projects are treated as work in progress until they are complete.
Only when all the revenues and costs have been recognised and realised can the
profit and loss be ascertained and transferred to the profit and loss account. You
may alternatively transfer work which has been billed, with a proportion of the
associated costs, to the profit and loss account periodically. You may wish to
record profit or loss to date for a project, particularly if the project outturn is
known with a degree of certainty. Both of these scenarios can be handled by
SunAccount.
When setting up accounts to handle your project work you can decide whether
they should be B-Balance Sheet type accounts to reflect work in progress as an
asset or P-Profit and Loss type accounts which recognise revenue and expenditure
directly as a profit/loss to date figure in your ledger.
If you treat work in progress as an asset, when you transfer the projects results to
the profit and loss accounts you can use LX=Ledger Export to Export transactions
from the B-Balance Sheet type project accounts and then reimport them with the
signs reverse to contra the project entries for the completed project. You can
simplify this using FREEFORMAT macros.

114 SunAccount Appreciation Guide Version 4.2

 Closing The Period/Year

SunAccount is a very flexible, open system. No restrictions are imposed on

period processing. You can move freely from one period to the next, without
having to perform an official period close.
When you specify a period in NP=New Period, and in doing so you are setting the
current default period. This period is presented during transaction entry, report
selection, etc., as the current or default period. The number of periods in a year
is determined by the setting in the LD=Ledger Definition box, Maximum Number
of Periods. If you are operating on a calendar year, you will normally have
twelve periods or thirteen if you use a separate period for your financial year end
adjustments.
You can choose to apply restrictions on movement to another period, and for
security reasons, it is often prudent to do so. For example, you can prevent
operators from posting transactions to prior or future periods, by setting the Open
Periods range on the LD=Ledger Definition, to the current period. You may also
set constraints on the dates which can be used for transaction processing. You can
restrict access to NP=New Period in OP=Operator Permissions. Date restrictions
can also be set on the LD=Ledger Definition. See the section Security.

PERIOD/YEAR END PROCESSING

Although you are not forced to perform period/year end routines you will probably
want to carry out a standard period/year end procedure. There are a number of
common requirements, which are listed below. You can continue with entries for
the new period/year while in the process of ‘closing’ the previous period.

Reporting
You should ensure that all audit reports are printed and filed for each period. See
the section Audit Trail, for details of audit reports. You will invariably print a
variety of other reports, such as your Profit and Loss Account, Balance Sheet,
etc., which are designed using the financial report writers.
Normally, the same reports are printed at each period end. You can therefore use
the FREEFORMAT facility which will automate the production of month end reports.

Closing The Period/Year 115

 See the section Automating Your Work - FreeFormat Macros.

Period/Year End Adjustments

Sun Account accounts for period/year end timing differences. It caters for accrual
and prepayment transactions in two ways:
• You can set up a journal in JD=Journal Definitions which automatically reverses
in the period subsequent to entry
• A standard journal definition can be used. During JE=Journal Entry, a minimum
of four lines are posted, two to the current accounting period, and two to the
subsequent period. Presetting the journal in JP=Journal Presets, will allow
you to automate this procedure.

Transferring the Year End Profit to the Balance Sheet

In line with your accounting requirements, you will wish to transfer the previous
years net profit figure to a retained profit account in the balance sheet. Before
undertaking this procedure, print a TB=Trial Balance. This report will include a
line, Prior Year Net Profit/Loss. This is the amount to transfer. The procedure
for transferring this amount is described in the SunAccount Reference Manual
section, Period Cleardown.

REMOVING OLD TRANSACTIONS

How long transactions are maintained on a ledger depends solely on your own
requirements. Transactions can remain on the ledger indefinitely. However, you
must weigh up the advantages of retaining these transactions against the
disadvantages of a large, often cumbersome ledger.
You may opt to retain transactions on individual accounts for a longer period of
time than for other accounts. For example, profit & loss and balance sheet
transactions may be retained for a year, where debtor/receivables or creditor/
payables transactions might be maintained for as long as they remain unmatched.
You should keep a record of the frequency for clearing down each group of accounts.
You might sign and date the records each time you perform a cleardown. This
ensures that you have adequate records of what has been cleared from the ledger.
Before you attempt a cleardown, you must ensure that all audit reports have been
printed, as this will not be possible once transactions are removed. Failure to do
so could cause a breakdown in your audit trail. Once you have cleared a period or
year, you no longer have the ability to print detailed transactions in JL=Journal
Listing, or other reports.

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Using Period/Year Cleardown
Removal of old transactions at a period end or year end is performed using
PC=Period Cleardown.

Select the relevant action, Period Cleardown or Year Cleardown. Period cleardown
will accumulate transactions on a period by period basis, while year cleardown
summarises transactions for a year.
Transactions are summarised only if they have an accounting period equal to, or
prior to the selected cleardown period/year.
Cleardown attempts to compress the ledger, so although individual transactions
are removed, summaries are maintained for reporting purposes. Transactions are
summarised by period, analysis codes and conversion codes. For example, you
can still report analysis and period details, even though the transactions are no
longer held on the ledger.
The setting on the CA=Chart of Accounts box, Brought Forward/Open Item,
determines how transactions are treated during cleardown. On B-Brought Forward
accounts, all transactions are summarised by period and analysis codes. On O-
Open Item accounts, only transactions with the allocation markers: R-Reconciled,
C-Corrections, A-Allocated or P-Paid, are eligible for cleardown, regardless of
the period in which they were entered.
You can choose to consolidate analysis codes during cleardown. This is especially
useful where you no longer require an analysis code for reporting purposes. An
affirmative in the Analysis Code Consolidation box moves you to a second screen

Closing The Period/Year 117

 where you can determine the extent to which analysis codes should be condensed.
If you are using budget checking, you can choose whether or not you wish to reset
the actual and budget ledger balances when you cleardown or leave them unchanged.
See the section Period Cleardown in the SunAccount Reference Manual.

Archiving Transactions
SunAccount offers you the option to remove cleared transactions to an archive
file, rather than deleting them. The entry in the LD=Ledger Definition box,
Ledger Archiving, determines whether this facility is used. Archive files are
created using the option FC=File Creation. You must create a file for each year of
processing.
Full details of archived transactions can be accessed in AQ=Account Inquiry, and
AL=Account Listing.

Reducing the File Size

Period cleardown does not in itself, reduce the size of your transaction file. If you
want it to compress as far as possible after a period cleardown, you must perform
a FB=File Backup/Restore to backup, and then restore the ledger file. This will
reorganise your data efficiently and reduce the overall file size.

118 SunAccount Appreciation Guide Version 4.2

 Managing Your Fixed Assets

Fixed asset management in SunSystems centres on the Fixed Asset Register

module. This fully integrates with the other SunAccount modules. For example,
depreciation posted for an asset in the asset register automatically updates the
relevant Profit & Loss and Balance Sheet accounts in Ledger Accounting. Up to
11 alternative depreciation methods can be applied to each asset using the budget
ledgers, for budgeting, forecasting, taxation values, etc.
Depreciation is applied automatically, in accordance with the methods you have
selected.
You can maintain comprehensive details about your assets. The fixed asset register
allows you to hold descriptive details of assets, along with associated acquisition,
disposal, depreciation, and other relevant information. Core data is defined in
AR=Asset Records. Further information such as insurance valuations, and
maintenance data can be held in AD=Asset Diary records.
A number of standard reports are available for the production of audit trail and
historic asset information. The report writers, FA=Financial Analysis and
FT=Financial Tables enable you to design your own asset reports. See the section
Reporting in SunAccount in this manual for further information.

Managing Your Fixed Assets 119

 FIXED ASSET INFORMATION

Information held on each asset record includes the following:

• Each asset has a unique identifier, a code. This can be up to ten characters in
length, with 25 characters of associated description
• Assets may have a unique lookup code which can be used for easy access
during JE=Journal Entry
• The asset register has its own F-Codes for analysis. F0-F9 categories are
available on the asset record to group assets under pre-defined headings. As
with Ledger Accounting, transactions entered in the asset register can use the
T0-T9 category structure
A start and end depreciation date or period, and year, can be identified for each
asset. You can specify a number of days depreciation to be charged in the first
period if you want to start depreciating your asset from a given day.
The default Balance Sheet and Profit & Loss posting accounts for depreciation
charges can be identified for each asset.
There are six main depreciation methods available:
S-Straight Line
D-Sum of Digits
B-Declining Balance

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 T-Depreciation Tables
M-Manual Depreciation
J-Japanese Straight Line.
For a description of each method see the section Calculate Depreciation in the
SunAccount Reference Manual.
A Final Value can be specified for an asset. This is a value below which an asset
will not normally be depreciated. If you enter Y-Yes in the Exclude Final Value
from Depreciation Calculation box in RG=Register Definition the gross book
value is depreciated. If this box is left blank, the gross book value less the final
value is depreciated. You can override this setting in AR=Asset Records.
If you are using J-Japanese Straight Line depreciation, the AR=Asset Records
screen changes and you can enter two final values. In the Calculation Final Value
box enter the final value used to determine the annual depreciation charge. In the
Posting Final Value box enter the value to which depreciation will continue to be
posted; this must not be greater than the value in the Calculation Final Value box.
Assets can be maintained in other currency values. The depreciation method and/
or percentages can differ between the base amounts and the other currency amounts.
AD=Asset Diary enables you to record additional information such as additions,
part disposals, insurance values, maintenance records, etc., for an asset. An asset
can have any number of asset diary entries associated with it. Up to four lines of
30 characters of description is available for each asset diary entry.
Up to ten budget records can be maintained for each asset, in addition to the actual
figures. AB=Asset Budget Records allows you to enter up to ten alternative
depreciation methods and percentages for an asset.
AA=Asset Analysis enables you to pre-define the analysis codes entered for
transactions associated with an individual asset record. Analysis codes can be
factored. So for example, depreciation amounts can be allocated over a number
of departments/cost centres, which are pre-defined using this option.

Managing Your Fixed Assets 121

 INQUIRING ON FIXED ASSETS

AQ=Asset Inquiry allows you to view details of an asset.

You can display all transactions, or narrow down your choice by:
• Excluding allocated transactions
• Selecting a range of periods or data to display
• Displaying a range of journal types or sources
• Selecting transactions by T-Codes
• Identifying an asset subcode.
Once you make your selections, you can extract the details for the asset. The
summary page shows summary information for the asset, such as depreciation, on
a period basis over the current and previous years and in base, or other, currency.
The detail screens display all the transactions which fulfil the selection criteria.
You can Overlay asset details, analysis, description, conversion, journal, and
allocation information. You can Sequence the transactions and display them in
transaction date, allocation, period, and reference order. You also have the option
to Find a transaction by entering search criteria that the system uses to search for
matching transactions.

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 REPORTING FIXED ASSETS

A number of standard reports are available in the fixed asset register. The first
three are user-definable report formats, although layouts which you can use or
adapt are supplied. You can use RD=Report Definition to design your own reports.

Asset Listing
AL=Asset Listing shows the net book value by asset for periods before the start of
the selected range. The transactions within the range are then listed, sequenced by
accounting period. Within each period, the transactions are sequenced by journal
within transaction date. The report also shows the net book value at the end of
each period. Transactions which are outside the selected period range are excluded
from the report.

Asset Register
AG=Asset Register lists information from the asset record including, if required,
asset diary records. It shows the gross value, depreciation, and net book for
selected assets.

Asset Status
AS=Asset Status is an exception report which highlights inconsistencies in the
asset register. Assets can be included, for example, if the end depreciation period
has been reached and the asset has not been fully depreciated. Assets which have
been marked for disposal can also be included.

Depreciation Tables Listing

TL=Depreciation Tables Listing reports depreciation table information. The asset
register can use depreciation tables to provide a flexible method of applying
depreciation. You can apply different percentages for each year in the life of an
asset. The report shows up to 12 columns across the page, and up to 270 recovery
years. Any column not adding up to 100% is highlighted as an error.

User Defined Reports

Where you want to report specific asset information, you should use the report
writers: FA=Financial Analysis, FT=Financial Tables, and FS=Financial Statements
using Asset code and/or asset marker as a selection criterion within the report.
See the section Reporting in SunAccount for information on these report writers.

Managing Your Fixed Assets 123

 ACQUISITIONS

Acquisitions are entered like other purchase transactions, in JE=Journal Entry, or

JI=Journal Import.
Fixed asset journals are identified by entering Y-Yes in the Asset Details Entry
box in JD=Journal Definitions. In order to identify that a transaction updates the
gross value of an asset, you must enter an asset marker of I-Initial, or V-Value. An
asset marker of D-Depreciation updates the depreciation value of an asset. I-
Initial uses the entry in the Start Period Depreciation box on the AR=Asset Record
to start depreciating the asset: V-Values uses the later of the Start Period Depreciation
box on the AR-Asset Record and the first posting to the asset. If you are using
depreciation tables you must use the I-Initial marker.

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 CALCULATING DEPRECIATION

Depreciation can be calculated automatically in CD=Calculate Depreciation.

The range of assets to be included is specified both by asset code, and/or asset
analysis F-Code. Identify the period for which depreciation will be calculated.
Choose to report and/or post the depreciation amounts. The balance sheet account
and profit & loss account which will be updated are identified. The accounts
specified in AR=Asset Records override any entries specified here.
You can consolidate your transactions to minimise the number of postings.
Consolidation can be done by asset code, and/or by any of the nine F0- F9 Code
headings.
Depreciation journals can be entered manually in JE=Journal Entry. Depreciation
transactions are identified by the marker D-Depreciation.

Changing the Method of Depreciation

You may be required to change the method/rate of depreciation for a given asset,
part way through its life.

Managing Your Fixed Assets 125

 The Fixed Asset Register caters for this using DT=Depreciation Tables. The
depreciation table should be defined with entries which reflect the depreciation
which has been generated to date. The new depreciation rates can be defined for
future years. If you are not using depreciation tables and you change the method
of depreciation during the life of the asset, SunSystems recalculates historic
depreciation according to the new method and posts a correction.

Spread Ratios
Spread ratios can be applied to depreciation calculations. This is required where
depreciation is not spread evenly over each period in the year. Apportionment of
the depreciation calculations is defined in SR=Spread Ratios. For example, if
you have 13 accounting periods in a financial year with 12 being calendar months
and the thirteenth holding year end adjustments, you will only want to calculate
depreciation for the 12 operational periods. Spread ratios allow you to specify
the number of operational periods in your financial year and to specify how the
annual depreciation charge should be split across these periods. You can also use
this to account for periods of, for example, four or five weeks.

Disposing of Fixed Assets

Asset disposal can be carried out manually by posting the relevant journals.
However, SunAccount can automatically post the relevant Profit & Loss and Balance
Sheet transactions, so that you need only enter the sale proceeds. You must post
sales proceeds prior to disposal of an asset as you cannot post journals to an asset.
Assets are marked for disposal using the option MD=Mark for Disposal or by
Amending the AR=Asset Record. A range of assets can be identified, by asset
code and by F1-F5 Codes. If you are disposing of a single asset, you may wish to
mark it for disposal manually. You do this in AR=Asset Records, by changing the
asset status to D-Disposed.
DI=Asset Disposal generates the relevant postings, reports the postings, and
optionally removes the asset details after disposal at two levels:
• Remove the asset code from transaction
• Remove the asset code from transaction and delete asset record, diary, and
analysis information.
The second option may not be available if you are using asset budgets and have
not run DI=Asset Disposal in the budget ledgers.

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Asset Budgets
Asset budgets may be used for any of the following:
• Taxation values
• Budgeting purposes
• Forecasting future depreciation
• Experimenting with alternative depreciation methods and policies.
The fixed asset register, like ledger accounting, allows up to ten budget files, B to
K. Budget ledgers operate in the same way as the actual ledger. For example, you
can use CD=Calculate Depreciation as you would in the actual ledger.

Multi-Currency Asset Information

The fixed asset register allows you to be maintain details for each asset in two
currencies; base amount and other amount. The other currency can vary from one
asset record to the next. Other currency assets can be maintained where assets are
physically located in different regions or countries. The other currency values
can be recorded and the asset can be depreciated in both currencies. The other
amount depreciation charge is calculated from the Other Amount Gross Value box
in AR=Asset Records and is not converted from the Base Value depreciation charge.
Financial reports enable you to report both base and other amounts, side by side
on the report.
The rules for depreciating assets vary from one country to another. You may enter
different depreciation rules for each value if you wish. This can allow you to
meet both local and head office reporting requirements. This results in non-
equivalent base and other amount values. To avoid this, you can use asset budgets
to carry out different depreciation methods.

Managing Your Fixed Assets 127

128 SunAccount Appreciation Guide Version 4.2
 Multiple Ledgers in
SunAccount

You can create any number of databases/ledgers in SunAccount. Each database is

an independent entity, with its own operating rules defined at the setup stage.
New databases are created using FC=File Creation. See the section Implementing
SunSystems. You may want to create a database for each operating entity within
your organisation.
You might find that there is interchange between the use of the terms database and
ledger. However, the term ledger normally refers to the financial data and the
term database to the overall entity.
A database is identified by a three character code, and a name. When you log in
to one of the SunAccount modules, e.g. LA=Ledger Accounting, you must choose
the database you wish to access. To select another database, Exit to SunSystems
and use the option CD=Change Database to identify the new database.

REFERENCE DATA

Creating a Master Database

A number of databases can have the same reference structure. In other words, the
chart of accounts, analysis codes, or other reference data may be common to the
databases. Rather than generate each database separately, you can create a skeleton,
which can be imposed on new databases during FC=File Creation. If such a
database exists, then during FC=File Creation, you are offered the option to install
the skeleton database.
The process of creating a skeleton database is as follows:
• Create a standard database, with all the common features. This database can
have any code
• Back up this database using FB=File Backup/Restore
• Rename the backup reference file, replacing the existing database code with
SKL

Multiple Ledgers in SunAccount 129

 • Move the renamed backup file to the SunSystems programme directory.
The backup file can then be restored to the new database during FC=File Creation.
If a database with the code SKL does not exist in the program directory, then this
option is not presented.

Transferring Reference Data from One Database to Another

Specific reference data can be transferred to another database. This is done using
the action Transfer, which is available in each reference option. For example, if
you wish to transfer conversion rates to another database, export the data to a file
using Transfer and E-Export in NC=Analysis Codes. Then CD=Change Database
to the new database, and in NC=Analysis Codes use Transfer again to I-Import
the file to the new database.
You should refer to the section Transferring Data To and From SunAccount.

Consolidating Data across Databases

Each of the SunAccount financial report writers can pull together details from a
number of databases to produce consolidated reports. See the section Consolidating
Data for further information.

ACCESS TO DATABASES

Access permissions to each database is controlled by OP=Operator Permissions.

If you do not have access to a database, you cannot include the database in
consolidated reports. See the section Security.

DATABASE LANGUAGE

You can maintain a number of different language versions of SunAccount. When

you create a new user or operator in OD=Operator Definitions, you must specify
which language the user wishes to work with. When an operator logs into
SunSystems, screens are presented in his preferred language. You can access
databases regardless of the language in which they were created.

130 SunAccount Appreciation Guide Version 4.2

 Multi-Lingual SunSystems

If you have a multi-lingual licence for SunSystems your operators can choose the
language in which they wish to work. You can have up to four languages running
simultaneously. Languages are defined in LD=Language Definitions
Multi-lingual processing implies that on any language version you can have
operators using an English, French, German, Spanish or other available language
system. Data can be accessed in up to four languages regardless of the language in
which it was created. For example, if your company is based in Paris with a
networked version in French, operators in London can work with the live system
in English, while operators in Frankfurt work in German.
Languages are associated with operators so that in the example above, if a member
of the London office was visiting Paris and logged into the system in Paris they
would see the English version of SunSystems displayed.

Base Language
The base language is the main language of the system. It is identified as such in
the serialisation details and is the default for the system. It is the language in
which the system was initially installed.

Additional Languages
SunSystems can support up to four language versions; the base language and up to
additional languages. These additional languages can be In-house languages
provided by Systems Union or other languages available from your supplier.

In-house Languages
Systems Union provides four language versions of SunSystems:
English
French
Spanish
German

Multi-Lingual SunSystems 131

 Several other language versions of SunSystems are available. Please refer to your
supplier for details.

Operator Language
The language for each operator is defined in OD=Operator Definitions. On logging
into SunSystems the operator is presented with their preferred language. If no
language has been defined for a user the system will automatically default to the
base language. On logging into a database you will be presented with the language
in which that database was created.

Database or Source Language

The language used to create a database is the source language. You should perform
the function FB=File Backup/Restore in the source language of the database. You
should ensure that you always restore in the same language as the previous backup.

Language Code
Languages are identified by a two digit code. SunSystems uses this code to
identify languages. This is normally the international dialling code. The following
are the codes for the languages provided by Systems Union:
01 English
33 French
34 Spanish
49 German
Other languages are available for SunSystems.Your supplier will be able to provide
you with details of these.

Right-to-Left Languages
If you have the appropriate software tools and use a character based screen handles,
you can choose whether the screen displays left-to-right or right-to-left. If you
are running a multi-lingual version you may have operators working in languages
such as Arabic on right-to-left screens while operators using other languages work
on left-to-right screens.

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MULTI-LINGUAL DATA PROCESSING

The language code of a file is included in the file heading. This identifies the
language in which the file was created. If a file is created by an operator who
does not have a language code defined in OD=Operator Definitions it is assumed
that they use the base language of the system, the language in which it was first
installed.
If you wish to Import or Transfer files into SunSystems you must ensure they are
in the same language as your operator definition. If you are a French operator
you can not import German files into SunSystems.

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134 SunAccount Appreciation Guide Version 4.2
 Consolidating Data

SunAccount enables you to consolidate data in a number of ways. The way you
choose will depend on the complexity and volume of your data, the type and
number of consolidation adjustments you are required to make, and on the nature
and variety of your business operations.
You can determine the levels at which you consolidate and whether you combine
your data or report across databases without moving data from your subsidiary
ledgers.
At its most simple level, consolidating may consist of reporting analysis codes at
their highest level. More complicated consolidations will involve multiple databases
possibly with some variation in structure.
You can report on consolidated data without actually combining the data. You can
do this by specifying that your reports include data from across more than one
database. This can be useful if you want to report on a variety of business
combinations for different purposes. See the section Consolidating Data for further
information.

REPORTING ON CONSOLIDATED DATA

You can produce reports in SunAccount that combine data from a number of
databases. You are restricted to consolidating data from 30 databases in
FA=Financial Analysis and from 50 in FT=Financial Tables. There is no restriction
on the number of databases you can consolidate in FS=Financial Statements.
Normally, the databases you are consolidating will have a similar structure. They
will have a similar chart of accounts and analysis structure.
If you want to produce consolidated reports, the structure of your databases and
the complexity of your reporting requirements will determine the report writer
you use.

Financial Analysis
You must have the same chart of accounts and analysis structure in each of the
databases you want to consolidate.

Consolidating Data 135

 Use NL=Analysis Layouts to specify that you want to report across databases.
The database code of the current database must be included.

Financial Tables
To consolidate your data in FT=Financial Tables, specify the database code in
TC=Table Columns. As the maximum number of columns you can include is 50
this is also the maximum number of databases you can include in a table.
You may have a number of operating units that carry out different businesses. For
example, all operating units may have similar operating costs but if one division
sells cars and another operates a service function and yet another operates a
chauffeuring service there will be a requirement to have different types of
expenditure recorded. It may be that the individual databases become too unwieldy
if they cover the needs of all the divisions.

Financial Statements
If you are designing reports in FS=Financial Statements you have more flexibility
than if you use FT=Financial Tables, being able to combine account codes and
analysis codes on a line by line basis. You can also use continuation lines to access
different account code ranges in each database.
You can include any number of databases in your consolidated report.

CONSOLIDATING DATABASES

You can combine your data to produce a single consolidated database. You may
need to do this is you have some centralised accounting functions or if you have
formal reporting requirements.
If you produce a consolidated database you can work on the consolidated data
while users of the subsidiary ledger are unaffected by any changes you make to
your combined ledger.
You can transfer data to a consolidation database using LX=Ledger Export followed
by JI=Journal Import. Your source data remains intact in your subsidiary database.
For further information see the sections Ledger Export and Journal Import in the
SunAccount Reference Manual.

Hierarchical Consolidations
You can have any number of consolidation levels within a hierarchy. You can use
a skeleton database structure at each level. For example you may have three

136 SunAccount Appreciation Guide Version 4.2

operating units within a division and consolidate at divisional level. You may
want to further consolidate divisional results at head office level.
You can report on your consolidated databases in exactly the same way as on your
subsidiary databases

CONSOLIDATING MULTI-CURRENCY LEDGERS

As with databases in the same currency you can choose to combine data physically,
or to report on combined data.
The Conversion Module offers extensive choices for multi-currency consolidation.
See the subsection Consolidating Currency Databases in the section Multiple
Currencies in SunAccount for more information.
Without the Conversion Module you can specify one conversion rate for each of
your subsidiary databases. To produce consolidated reports you must specify the
exchange rate to be used in the Consolidate Conversion Rate box in LD=Ledger
Definition.

MAINTAINING CONSOLIDATED DATABASES

If you are maintaining a consolidation database to which you have transferred

data, you will have data stored in more than one location on your system. It will
be stored in a subsidiary database and will then be combined with additional data
in the consolidated database. You may decide to archive consolidated data more
frequently than you archive the subsidiary ledgers. This ensures that your system
is not unwieldy.
Your ongoing reporting and operational requirements will determine the most
efficient way to maintain your consolidated information.

Consolidating Data 137

138 SunAccount Appreciation Guide Version 4.2
 Multiple Currencies in
SunAccount

SunAccount provides a comprehensive Conversion Module. You can create an

unlimited number of currency rates. You can apply individual rates you can
identify to each date or period, and/or to a range of account codes. In addition to
a primary rate, you can identify up to five reporting rates for each conversion
code. You can define a currency can be defined with up to nine decimal places.
All accounts can be multi-currency, and you can specify a currency to be used for
each account. Currency conversion takes place during transaction entry. Currency
gains/losses can be recognised and posted automatically. You can specify which
accounts realised gains, realised losses, unrealised gains, and unrealised losses are
posted to. Revaluations can be performed with gains/losses being posted to the
appropriate accounts. You can specify that only gains, only losses, both separately,
or net gains and losses are posted on revaluation. Revaluation procedures may
also run for reporting purposes only.
For example, you can process payables and receivables using other currencies.
You can make payments in any currency. You can record gains/losses on receipts/
payments automatically. You can produce statements and remittances in any
currency. You can include multiple currencies in a single payment run. For
further information see the section Payment Profiles in the SunAccount Reference
Manual
You can produce a variety of documents relating to your currency transactions. In
particular you can produce cheques in languages you have defined.
The SunAccount comprehensive reporting facilities allow you to produce reports
showing both base and other currency amounts. In consolidated reports you can
combine data from a number of ledgers, each of which may be in a different
currency.

Multiple Currencies in SunAccount 139

 DEFINING YOUR CURRENCIES

The Database Currency

The base currency for a database is specified the Base Conversion Code box in
LD=Ledger Definition.

Conversion Definitions
Currencies are defined in CN=Converison Definitions.

You can define the code and name of the currency. The currency gender, unit
name, and subunit name are recorded here. These are used when documents for
your currency transactions are produced. In particular, you can use the gender in
a language which has genders when you request cheques with the amount in sentence
form.
If you are transferring to or from a bank or other clearing system you must use
SWIFT currency codes. Otherwise, you can use any codes you wish. The
conversion definition record holds details of the accounts to which currency
differences are to be posted.
You can specify the accounts to be used for balancing transactions which are
generated when you run GP=Generate Payments or GD=Generate Debits. If you
do not specify these in CN=Conversion Definitions they can be entered in
GP=Generate Payments or GD=Generate Debits.

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 CN=Conversion Definitions also enables you to define the number of decimal
places your currency has.
If you specify that a daily currency rate is to be used, transactions in that currency
look for a rate in DC=Daily Conversion Tables. If this box is blank, a rate is
looked for in CV=Conversion Tables. The sequence in which rates are looked for
during transaction entry is set out in the subsection Which Rate is Used?
When a daily rate is used you can specify a tolerance, defined in days, to be used
when the system is looking for a rate to apply. For example, if you set a tolerance
of three days, as long as the date of the transaction entered is within three days of
the date set in the Effective Date box in DC=Daily Conversion Tables, that rate is
used.

CURRENCY RATES

Currency rates are specified in CV=Conversion Tables or in DC=Daily Conversion

Tables. You can define an unlimited number of currencies in either of these
functions.

Conversion Tables
You can define an unlimited number of conversion codes in CV=Conversion Tables.
You can create any number of rates for each currency. The different rates are
based on accounting period and account code range combinations. For example,
you could create a rate for each period in the year. In addition, you might create
different rates for balance sheet and profit and loss accounts. You can update rates
whenever an update is required.

Multiple Currencies in SunAccount 141

 You can specify a conversion rate with up to nine decimal places of detail. The
other amount can be multiplied or divided by the conversion rate. It is advisable
to adopt a standard for each database, so that all currencies in a particular database
are divided by or, alternatively, multiplied by the rate. This avoids confusion.
The other currency or other amount can have up to three decimal places.
You can define conversion difference accounts for each currency code. These
accounts are called on during revaluation, GP=Generate Payments, GD=Generate
Debits, TM=Transaction Matching, and online allocation. On the Miscellaneous
window in LD=Ledger Definition you can specify whether all differences are to
be posted to one account, or whether losses and gains are to be posted separately.
You also have the option to account for gains or losses only. For further information
about using conversion tables see the sections Conversion Tables, Daily Conversion
Tables and Conversion Definitions in the SunAccount Reference Manual.
You can specify up to five additional ‘reporting’ rates. These rates can be used in
financial reports. You might show the results of a number of different rates for
the same data on a single report. For example, you might show forecasted rate
amounts beside the actual figures, or you can enter a rate to convert directly to a
third currency for reporting purposes.

Daily Conversion Tables

Daily conversion tables can be used as well as conversion tables. You might want
to use daily conversion tables when you are dealing with an unstable currency
which fluctuates frequently. If you have not specified a valid rate in DC=Daily
Conversion Tables, a valid rate from CV=Conversion Tables is used.

142 SunAccount Appreciation Guide Version 4.2

 You can specify how frequently a daily rate should be entered by specifying a
number of days in the Day Limit box in CN=Conversion Definitions. If you set
a day limit of three, any transactions entered within three days of the date entered
in the Effective Date box in DC=Daily Conversion Tables of the date of a record
in DC=Daily Conversion Tables is accepted, and that daily conversion records
used to provide the translation rate.
Whilst daily rates are useful for transaction entry, you must maintain a currency
record in CV=Conversion Tables to be used by other functions such as LR=Ledger
Revaluation.

Defining the Currency for an Account

CA=ChartChart of Accounts enables you to impose control over whether or not
currencies other than the base currency can be posted to an account. You can
specify that a conversion journal must always be entered for an account by setting
the Conversion Code Control box to Y-Yes. This ensures that every transaction
which is entered on the account has an ‘other’ amount. If you leave the Conversion
Code Control box blank you can enter currency and noncurrency journals to this
account. If you set the box to N-No, you cannot enter currency amounts
In CA=Chart of Accounts you can also identify the currency code to be used as a
default with an account. Enter the conversion code in the Conversion Code box.
This code is presented during JE=Journal Entry where you may override it. In
JI=Journal Import the default code is applied when one does not exist on the
import file.

Multiple Currencies in SunAccount 143

 ENTERING CURRENCY TRANSACTIONS

There are four essential components to a conversion transaction:

1 The currency code
2 The base currency amount
3 The conversion rate
4 The other currency amount.
In JE=Journal Entry you must provide two of the last 3 components; the third item
is derived. So, for example, you can enter the base amount and the other amount.
The rate is then calculated. Alternatively, you can enter the other amount and the
rate, and the base amount is derived.
Journals are identified as conversion journals in JD=Journal Definitions. Enter
Y-Yes in the Conversion box. This results in the Currency Code, Rate, and Other
Amount boxes being presented during JE=Journal Entry, or received in JI=Journal
Import.

WHICH RATE IS USED?

There is a sequence in which SunAccount will search for a suitable exchange rate.
It checks the conversion definition to check whether it is looking for a rate in
CD=Daily Conversion Tables or CV=Conversion Tables. If daily rates are used
for a conversion definition and a valid daily rate is not found, a valid rate in
CV=Conversion Tables is used. SunAccount looks for rates in the following
order:
1 The specified accounting period and account code
2 The specified account code, and blank accounting period
3 The specified accounting period, and blank account range
4 A blank accounting period and blank range of accounts.

Spot Rates
You can enter spot rates in JE=Journal Entry. Move to the Rate box and enter the
correct rate.
The spot rate must be within the tolerance allowed for currency. A tolerance is
defined in LD=Ledger Definition. If you try to enter a spot rate which is outside
the percentage tolerance, the rate is rejected.

144 SunAccount Appreciation Guide Version 4.2

You can prohibit the entry of spot rates by entering a tolerance of 0% in the
Conversion Rate Tolerance % box in LD=Ledger Definition.

JOURNAL IMPORT

JI=Journal Import validates the journal definition to ensure that conversion is

switched on. If it is not, a transaction with currency details is rejected. See the
section Journal Import in the SunAccount Reference Manual.

MAKING OTHER AMOUNT PAYMENTS

SunAccount enables you to make payments and clear debits in other currencies.
The facility is determined by the setting of the Other Amount Payment box in
LD=Ledger Definition. You can then specify in PP=Payment Profiles that a
currency is to be included in GP=Generate Payments and GD=Generate Debits.
The values posted clear both the base amounts and other amounts outstanding at
historic rates. Transactions are allocated or matched during this process, and
cannot then be revalued.
Associated documentation, such as remittances and cheques, can be printed in the
selected currency. The gender, currency unit, and currency subunit details entered
in your currency definition can be used to print the amount of a cheque as a
sentence in the relevant language. You can also use the bank transfer facilities for
currencies other than the base currency.

ENTERING EXCHANGE DIFFERENCES WHEN ALLOCATING

CASH

For information about allocation or matching transactions to each other see the
sections Transaction Entry in SunAccount, Matching Transactions in SunAccount,
and Managing Your Debtors/Receivables in this manual. During this allocation
process, exchange differences come to light. You can use the action Generate to
create exchange difference transactions during the allocation process.
When you are using online cash allocation and TM=Transaction Matching, realised
exchange gain and loss transactions may come to light during the allocation
procedure. The exchange gain or loss accounts specified in DC=Daily Conversion
Tables, CV=Conversion Tables, and CN=Conversion Definitions are used to post
balancing entries. If no accounts have been specified, you are prompted to enter
exchange gain and loss account codes to which the balancing entries are posted.

Multiple Currencies in SunAccount 145

 BALANCING OTHER AMOUNTS

During transaction entry in SunAccount, the system ensures that the base debits
and credits balance. This can be extended to the other amounts entered. Enter Y-
Yes in the Other Amount Balancing box in LD=Ledger Definition you are forced
to balance both base and other amount entries. This makes accounting for exchange
differences more complex and should only be used when required.

INQUIRIES

AQ=Account Inquiry enables you to obtain additional information for currency

transactions. Firstly, the selection page allows you to extract transactions by
conversion code. For example, you might select to view USD transactions only.
Once you have selected and extracted the transactions, the summary page offers
you a conversion overlay. This shows you the account balance, broken down by
currency.
On the transaction screens, conversion overlays show you the conversion code and
the other amount details for each transaction.

RECORDING GAINS AND LOSSES

LR=Ledger Revaluation automatically accounts for fluctuations in currency rates.

When you enter transactions in SunAccount, the exchange rate appropriate to the
time period which the transaction is entered is selected. As exchange rates fluctuate,
the value of the transactions alter and you may want to reflect this in your monthly
accounts.

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 LR=Ledger Revaluation looks at the selected transactions and identifies the ones
that should be revalued. You can choose to post the revaluations and/or to report
them.
You can identify the transactions to be included in a revaluation precisely. In
LR=Ledger Revaluation you can narrow down your selection for revaluation by
account type, account code range, journal type range, journal number range, and
conversion code. You will normally want to revalue your unrealised currency
transactions such as your outstanding debtor and creditor balances. The rates used
for revaluation are those of the revaluation period.

Which Transactions are Excluded

LR=Ledger Revaluation excludes transactions which have been allocated using
the markers A-Allocated, P-Paid, C-Correction, and R-Reconciled.
You can also omit an account from the revaluation process by entering Y-Yes in
the Suppress Revaluation box in CA=Chart of Accounts.
You should revalue your ledger at the start or end of a period to prevent allocation
being made which can distort your revaluation figures.

Multiple Currencies in SunAccount 147

 DIFFERENCE ACCOUNTS

There are a variety of ways to post unrealised currency differences. You can
specify that gains and losses are posted to a currency gains and a currency losses
account, or to a net account. You may choose to post loss revaluations only. In
this case you identify a losses account. Your requirement might be to post gains
only. In this case you specify the relevant account.
The method of posting currency differences in LR=Ledger Revaluation is identified
in the Revaluation Method box LD=Ledger Definition.
There are a variety of ways to post realised currency differences when using
TM=Transaction Matching and online allocation in JE=Journal Entry. You can
specify that gains and losses are posted to separate accounts or a single net account.

REPORTING CURRENCIES

Standard Reports
You can include currency details in your audit reports such as AL=Account Listing
and JL=Journal Listing.

Ageing Reports
Aged analysis reports can show other currency details in place of the base amount
details. In this event you must ensure that conversion code is one of the sort
codes, otherwise report totals will not make sense.
Account balances always show in the base currency.

Statements and Remittances

As described in the subsection Making Other Amount Payments you can design
documents such as statements, remittances, and cheques to show other currency
details.

Financial Reports
Financial reports can include both base amount and other amount details. In
addition, financial reports can ‘revalue’ by using the reporting rates specified in
CV=Conversion Tables. On a single report, you can show the base amount, other

148 SunAccount Appreciation Guide Version 4.2

 amount, and up to five additional revaluation or conversion values. When reporting
currencies you must identify conversion code as one of the highest level sort codes
or report totals will not make sense.

Trial Balance
You can design a trial balance report showing other currency details, using the
FS=Financial Statements. Use the column codes PM-Period Credit and PN-Period
Debit to show the period movements. Use the column change to combine Year-
to-date profit and loss and balance sheet figures on the same report.

CONSOLIDATING CURRENCY DATABASES

For general details on consolidating data see the section Consolidating Data.
As with single currency databases, you can consolidate databases with a variety of
currencies for reporting purposes, or you can physically transferring the data to
another database.
The variety of options available for reporting multi-currency ledgers depends on
whether or not you have the Conversion Module.
SunAccount looks at the conversion tables in the main ledger for an applicable
exchange rate. If none is found, the Consolidation Conversion Rate specified in
the LD=Ledger Definition for the subsidiary ledger is used. So, if the main
ledger is held in US dollars and the subsidiary ledger is in French francs, the
conversion tables in the dollar database are the starting point used to find a suitable
exchange rate. For further information see the subsection Which Rate is Used?
FS=Financial Statements and FT=Financial Tables offer an additional facility.
You can choose to translate the transactions in the subsidiary ledger directly from
the other amount, rather than via the base amount. This allows you to translate
directly from the other currency, rather than translating via the base amount in the
subsidiary ledger. You can also report the other amounts collected from the
subsidiary database.
You can use LX=Ledger Export for multi-currency consolidation in the same way
as described in the section Consolidating Data for single currency consolidation.
However, there are some additional facilities.
The export file created during LX=Ledger Export can contain the base amount,
the other amount, and the conversion code for each transaction. You can specify
the values in these boxes are manipulated. For example, if the base currency of
the subsidiary ledger is US dollars, and the subsidiary ledger contains a transaction

Multiple Currencies in SunAccount 149

 for US dollars 3200 with an equivalent sterling amount of 2000, the following
table shows how the valid settings of base and other amount boxes in XD=Export
Definitions can affect the data on the export file:

Export Definition Export File

Base Other Base Other Conv. Code

Blank Blank 3200 2000 GBP

Base Blank 3200 Zero blank
Blank Base Zero 3200 USD
Other Base 2000 3200 USD
Blank Other Zero 2000 GBP
Base Other 3200 2000 GBP

The rate, even if included on the export file, is ignored and the rate used in
JI=Journal Import is derived either from the base amount and other amount, or by
using the relevant conversion table rate in the consolidating ledger. If applicable,
daily rates are used.

Maintaining Historic Rates for Ranges of Accounts

You can include or exclude Base amounts or Other amounts for particular account
ranges by using the Suppress Amount box in XC=Export Consolidation. This
enables you to decide which accounts should be consolidated at historic rates and
which should be recalculated during JI=Journal Import. For example, if you are
exporting a USD invoice from a GBP database to a USD database, you probably
want to keep the original dollar value rather than retranslating the GBP equivalent.

MULTI-CURRENCY ASSETS

The fixed asset register enables you to maintain details for each asset in two
currencies: the base amount and the other amount. The other currency can vary
from one asset record to the next, but one asset can only use one currency.
The base value and other value of an asset are depreciated separately. You can
enter different depreciation rules for each value. This can allow you to meet local
and head office reporting requirements. This results in non-equivalent base and
other amount values. To avoid this you can use asset budgets to carry out different
depreciation methods.

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Conversion of Amounts from One Currency to Another are Controlled by
the Settings in
Conversion Definitions
Conversion Tables
Daily Conversion Tables
Ledger Definition
Payment Profiles
Generate Payments
Generate Debits
Journal Definitions
Chart of Accounts
Register Definitions
Statement Layouts
Statement Line Contents
Table Columns
Analysis Layouts

Multiple Currencies in SunAccount 151

152 SunAccount Appreciation Guide Version 4.2
 Time Recording

The Conversion Module in SunAccount provides comprehensive time recording

facilities. You can have an unlimited number of charge out rates, which can be
applied during transaction entry. Costs can be revalued at different rates to give
you a range of information. You can use different cost rates for different projects.
The reporting facilities in SunAccount, including the financial report writers,
cater for your time recording reporting requirements.
There are three components in time recording:
The hours or time units
The charge rate
The total cost of the time.
Rates are created using CN=Conversion Definitions with either CV=Conversion
Tables or DC=Daily Conversion Tables. You can create any number of rates for
each individual on your staff or for each grade of employee. You can specify
when revised rates take effect.

Time Recording 153

 You may have multiple charge out rates for an individual. The rate may vary
according to the project they are working on. If projects are defined by accounts,
then in CV=Conversion Tables or DC=Daily Conversion Tables, you can record
different rates for each account.
Multiple reporting rates can be recorded in the Conversion Rates 2-6 on
CD=Conversion Definitions. For example, you might use the primary rate to
record the chargeout rate, while Conversion Rate 2 might hold the cost rate.
Financial reports can provide you with comparative figures showing rates side by
side.
If you wish to retrospectively revalue rates and the resultant cost of time you can
use LR=Ledger Revaluation.
You must provide the rate and the number of hours/time units worked during
transaction entry in order to generate the time cost. Transactions which are used
for time recording must be defined as conversion journals in JD=Journal Definitions,
otherwise you are not prompted for a conversion code. Once you provide the rate
and the number of hours/time units, the cost is generated as the transaction amount.
See the section in the SunAccount Reference Manual, Journal Entry.

CREATING PROJECT ACCOUNTS

Time can be recorded against project or work in progress accounts. You may
create just one account, or you may create a separate account for each project.
You may choose to use M-Memo type accounts to record time transactions and
only post these to the ledger once tasks or projects have been completed. See the
section, Managing Balance Sheet Accounts for more information on work in
progress.

154 SunAccount Appreciation Guide Version 4.2

 Reallocating Expenses

The reassignment of expenses and other transactions can be performed manually

in SunAccount, using JE=Journal Entry. However, these procedures can be
automated in the Corporate Allocations module. This section describes some of
the facilities which Corporate Allocations offers.
Corporate Allocations enables you to split or reassign expenses and other
transactions automatically based on the criteria you specify. The splits or
reassignments can be across a range of databases, accounts or transaction analysis
categories.
The uses of corporate allocations include:
• Apportioning costs as in activity based costing - ABC
• Posting amounts across databases
• Using actual figures to form the basis of an uplifted budget
• Calculating interest on account balances.
Before transactions can be generated in Corporate Allocations, you must specify
the postings to be made and how the postings are to be produced. You can define
any number of allocation definitions. These will determine how values are assigned
and how postings are generated in GA=Generate Allocations.
An allocation has three or four components:
• The allocation source, which identifies the transactions to be included in the
allocation
• The allocation target, which identifies the accounts to which allocated data is
posted
• Allocation sources, targets and ratios are linked via AD=Allocation Definitions
• Optionally, you can define manipulations to be performed on your data between
source and target using AO=Allocation Ratios.

Reallocating Expenses 155

 ALLOCATION SOURCES

AS=Allocated Sources enables you to identify the source transactions for an

allocation. The source transactions can be re-posted to another account or database,
retaining their current structure. Alternatively, they can be manipulated before
they are posted to their destination, or they can form the basis for the generation
of new postings.

You can define thirty-seven source lines to be associated with a single allocation
step. You can have multiple steps in a procedure. Each source line allows you to
enter a range of account codes. You can further enhance your selection by the use
of selection codes. The source amount can be:
• Balances
• Year to Date
• Period
• Change from the Last Run
• Average.
You can specify a range of thresholds, so that values below, or above the threshold,
are excluded from the source.
To reduce a number of postings if you are reversing the source entries when
generating an allocation, you can specify that analysis details are consolidated.

156 SunAccount Appreciation Guide Version 4.2

If you are creating a budget from your actual figures you would want to copy
your source transactions. If you are allocating a utility cost across a number of
cost centres however, you may want to post a reversal of the original transaction.

ALLOCATION TARGETS

AT=Allocation Targets enables you to identify the target, or destination, for the
allocation. The target may be another database, another account, or a budget
ledger.

You can specify the target and account for posting transactions and, as with the
source postings, you can select to consolidate analysis on some, or all, of the
T-Categories.
If you have used one of your T-Categories to identify a target database, you can
specify it here. In this case, transactions from one source can be spread
automatically over a number of databases. Otherwise, you can identify a target
database to which all target transactions can be posted.

Reallocating Expenses 157

 ALLOCATION RATIOS

AO=Allocation Ratios is only required if you want to manipulate the source

information. It enables you to define the basis on which source transactions
should be manipulated to generate the target transactions. If a ratio is not defined,
the posting to target accounts equals the posting from source accounts.

You can use the following methods to manipulate your data:

By Relative Apportionment
Relative apportionment spreads a cost or revenue based on statistical or financial
data held in an actual or budget ledger. You can, for example, share overhead
building expenses based on floor space occupied by each department. You can use
a M-Memo account to hold the information, in this case floor space occupied by
department, used to manipulate your data. Alternatively, the ratio may be based
on financial data; for example, fax charges may be split based on telephone charges.

By Absolute Percentage
If the basis for allocation does not vary from one period to the next, a fixed
percentage may be applied. Perhaps 60% of the telephone expense is reallocated
to the sales department each period. In this instance, an absolute percentage can
be applied. You would hold the percentage information in a M-Memo type account
with the code for each department.

158 SunAccount Appreciation Guide Version 4.2

By Fixed Amount
This simply applies a fixed amount. For instance, you might allocate the first
1500 of the building maintenance expense to the head office cost centre.

F Note: When using a ratio, the transaction analysis T-Codes on new

transactions are copied from the T-Codes on the postings which define the
ratio in AO=Allocation Ratios.

ALLOCATION DEFINITIONS

AD=Allocation Definitions links the allocation source, the allocation target and
the allocation ratio to create the allocation procedure. You may combine any of
the above, in a number of different allocation definitions.

SEQUENCED ALLOCATIONS

Corporate allocations allows for stepped or sequenced allocations, where calculations

are carried out in a number of stages. For example, the costs of a marketing
campaign may be divided between companies in the group based on turnover.
Each company may then split the cost across sales departments on the basis of the
number of units sold. The process of apportioning the campaign costs would take
place in two steps. Firstly, the cost is split across group companies. Secondly, the
cost is split by unit sales across sales departments. You control this by defining the
point at which the allocation is posted.

Reallocating Expenses 159

 APPORTIONING EXPENSES

If costs are posted to an expense account as a total, it may be necessary to apportion

the total expense to each relevant cost centre to reflect accurately each cost centre’s
operating costs. This can be done in a variety of ways.

By Applying Percentages
You can define a percentage amount to be applied to each cost centre. The source
amount is divided up and the resultant values applied to the relevant cost centres.
The percentages may be maintained in memo accounts, along with any analysis to
identify which cost centre the percentage applies to. During GA=Generate
Allocations, the memo account is used to provide and the appropriate percentage
and code for each cost centre selected.

By Applying Ratios
As with percentages, ratios are defined in memo accounts. However, ratios can be
used where the basis for the reapportioning is not in monetary units. For example,
you might reassign a rental expense to each cost centre, depending on the floor
space each cost centre occupies. In this case, the cost to each department would be
calculated as a ratio of floor space. You would need to retain in a M-Memo
account the square footage figures by department.

By Fixed Amounts
Fixed amounts can be used for expenses which are predetermined. For example,
a head office might apply a fixed monthly management charge to each cost centre
for the services they provide.

CALCULATING COMMISSIONS

Corporate allocations can be used to generate and post commissions or any other
derived values. A threshold can be applied in AS=Allocation Sources, which can
determine, for example, the level of commission to apply. Interest charges are
generally a fixed percentage based on the average balance.

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INTEREST CHARGES

You can use Corporate Allocations to automate the generation of interest on loans.
For example, you may charge interest on loans to staff, or on outstanding
intercompany balances. The allocation source will be the average balance of the
loan, while the ratio will give the appropriate interest calculation.

UPLIFTING BUDGETS

You can use Corporate Allocations to uplift budgets. You can take actuals for the
source time scale, and uplift the figures to inflate the budget by a percentage.
This could be used for example, where the first quarter actuals were out of line
with budgets, to adjust budgets for subsequent periods. In this case, post percentages
of e.g. 110.00 or 120.00 to uplift by 10 or 20 percent.

PERFORMANCE MEASUREMENT

Although performance measurement varies considerably from one organisation

to another, it primarily uses nonfinancial measures. Such information can be
recorded on M-Memo accounts in SunAccount. CO=Corporate Allocations can
base calculations on nonfinancial information contained in these memo accounts.

ACTIVITY BASED COSTING

The principle of activity based costing is the allocation and apportionment of

overheads to the cost of producing a product or providing a service. In many
manufacturing environments, overheads are allocated across departments on a
simple volume basis. ABC aims to diversify the methods used to distribute costs
and to pay more attention to cost types and cost behaviour. ABC recognises that
the roles fixed and variable costs have in business decision making requires the
use of different allocation and apportionment methods.
Activity based costing reports can be generated by combining the information
held on your ledgers with nonfinancial information held on memo accounts.
You can use any number of allocation definitions to allocate expenses. Once you
have set up your allocations, you can easily produce analysis of costs in a form
that matches your business decision making needs.

Reallocating Expenses 161

162 SunAccount Appreciation Guide Version 4.2
 Inter-Company Postings

You can treat your inter-company transactions in a variety of ways in SunAccount.

You can choose to treat each posting in the way that best fits your business and
reporting requirements.

Inter-Company Transactions
You can set up inter-company accounts in CA=Chart of Accounts to record your
inter-company transactions. These can be debtor, creditor, or client account types.
If you trade with subsidiaries or other companies in your group you can use
GP=Generate Payments and GD=Generate Debits to raise payments and receipts.

Inter-Company Balances
You can charge interest on inter-company balances due to you. You can use a
memo account to add interest to your outstanding balances and then post them to
the relevant database. See the section Reallocating Expenses.

Head Office Recharging

Your head office may want to levy a management charge on its subsidiaries each
period. You can use the Corporate Allocations module to calculate and distribute
charges across databases or ledgers. This is likely to form part of your standard
period end accounting procedures and the steps involved can be automated using
FREEFORMAT macros. See the section Automating Your Work - FreeFormat Macros
in this manual, and the SunSystems Tools, Buttons, and Keystrokes section in the
SunAccount Reference Manual for further information.

Recharging Expenses
A company unit may buy goods or services that are utilised throughout the company.
SunAccount enables you to treat these transactions in a number of ways:
• Split the amount on journal entry and post amounts to your inter-company
accounts.

Inter-Company Postings 163

 • Post the amount in total to your purchase account and redistribute it using the
functions available in the Corporate Allocations module once the goods/
services are distributed. You can post the allocated amount to inter-company
accounts or directly to the expense accounts across databases.
• Post the amount to a single purchase and expense account using analysis to
record how it is utilised by company units. This would be a way of treating
each company within the group as a cost centre within a single ledger. This
may be appropriate if you have a centralised accounting function.
• You can choose to keep a central purchasing function and to export data across
databases on the basis of analysis to give each unit access to full reporting and
inquiry facilities on their data.

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 Automating Your Work -
FreeFormat Macros

You can save time and effort by using FREEFORMAT to automate tasks that are
frequently repeated. Normally, to run a procedure you must select the relevant
option and enter values in the boxes which are presented. With FREEFORMAT you
can automate the keystrokes. You can work efficiently by using FREEFORMAT
macros to control a series of operations that are always carried out together, such
as running your period end reports. For example, instead of requesting each of
your period end reports in turn, completing the boxes, and then waiting while the
reports are prepared and printed, you can use a FREEFORMAT macro to automate
the procedure.
You can rerun FREEFORMAt commands at any time. They can be made available to
all operators. In Windows versions of SunSystems you can add FREEFORMAT
macros to the button bars. See the section Operator Buttons in the SunAccount
Reference Manual for further information about creating and running FreeFormats.

Automating Your Work - FreeFormat Macros 165

 You can interrupt FREEFORMAT commands. This enables you to enter variables,
such as account code ranges, etc. You can be asked to supply information before
the command begins. For example, you might be asked, at the start of the macro,
for a range of periods.
If you are designing or using large macros you can run them step by step. When
you enter the name of the macro you can add a suffix of ‘/D’ to instruct the macro
to run in step by step mode. This is particularly useful if you are running a large
FREEFORMAT macro for the first time. If there are any problems in the design of
a macro these can be quickly identified using the step by step approach.
When creating a FreeFormat you can enter the command BREAK, when it reaches
that point, to instruct your macro to stop and to display the macro debug window.

166 SunAccount Appreciation Guide Version 4.2

 Reporting in SunAccount

The ability to provide meaningful information in a suitable and readable format is

a vital element of any financial solution.
SunAccount offers a number of reporting tools to cater for the variety of reports
which are required.
This area of the manual covers the reporting options within SunAccount. When
appropriate, examples are given to help explain functionality. The demonstration
databases, DEM, DM1, and DM2 are used to illustrate the examples. These
databases are issued with your software. To access the demonstration databases
enter 28th February 1991 as Today’s Date when logging into SunSystems.
There are three classes of reports in SunAccount:

Standard - non-configurable - Reports

There are a number of areas in SunAccount where standard, or non-configurable,
reports are available. These include reference data reports, e.g. a list of chart of
accounts details, and reports generated by processes, e.g. GP=Generate Payments,
LR=Ledger Revaluation.

User Definable Reports

SunAccount offers a number of user definable reporting options, each one is
designed to fulfil specific requirements.
User definable reports can be categorised as follows:
• Financial or Management Reports, including currency and time recording
reports
• Tax Reports
• Database Consolidation Reports
• Documents
• Audit Trail Reports
• Ageing Reports
• Asset Register Reports.
Each of the above is dealt with separately in this manual.

Reporting in SunAccount 167

 FINANCIAL/MANAGEMENT REPORTS

SunAccount provides three financial report writers: FA=Financial Analysis,

FS=Financial Statements, and FT=Financial Tables. Each offers a variety of
features which will assist you in preparing reports:
• FA=Financial Analysis is a quick and easy to use report writer. It provides an
analysis or view of SunAccount information, selected and sorted to your
specification. It allows you to list transactions included in your system.
• The presentation of FS=Financial Statements reports is very controllable. It is
used mainly to present management information such as profit & loss, balance
sheet, and similar reports.
• FT=Financial Tables is similar to FS=Financial Statements in that you have a
high degree of control over the presentation of information on a report.
However, it has the additional feature of allowing more flexibility in specifying
the contents of columns on a report. A FT=Financial Tables report can be
likened to a matrix.

Common Features in Financial Reporting

As with any report, you must specify the data to be included, the sequence and the
format of presentation of the data, and the destination of the report - whether it be
a printed report or a transfer file formatted for another product.
Some of the conventions for defining the above are standard across the three
financial report writers in SunAccount:

Columns
Financial reports include columns of data. You define what is contained in each
column. This can include actual, budget, and calculated data. In FA=Financial
Analysis and FS=Financial Statements, there are twelve columns and they are
defined in the boxes Column A - Column L in NL=Analysis Layout and
SL=Statement Layouts.
The codes you can enter in these boxes are listed in the section Column Headings
in the SunAccount Reference Manual.
Financial table reports provide a separate function, TC=Table Columns, for defining
your columns. This allows you to perform more complex calculations on your
data, and to print up to eighteen columns of data.

168 SunAccount Appreciation Guide Version 4.2

 F Note: The Column Data Codes used in Financial Tables are not the same
as the Column Codes in NL=Analysis Layouts and SL=Statement Layouts.
The Actual/Budget box, as you might expect, defines which Actual or Budget
ledger is to be reported.

Selection Codes and Level Codes

SunSystems reporting functions use selection codes and level codes. Selection
Codes dictate which transactions are to be included in the report. Level Codes
control the sequence (order) of the data on the report and also where total breaks
occur.
The following are valid selection and level codes: T0-T9, A0-A9, AC-Account
Code, JT-Journal Type, JS-Journal Source, AL-Allocation Marker, CV-Conversion
Code, F0-F9-Asset Analysis, AS-Asset Status and AM-Asset Marker. In addition,
you can report by any Subcategories you have set up. You can mix these options
in the same report.
In FA=Financial Analysis, selection and level codes apply at report level, in
FS=Financial Statements they apply at report and line level; in FT=Financial
Tables they apply at report row and column level.

Page Level
SunAccount automatically starts a new page when it needs to. However, the Page
Level box allows you to force a page break when the level number changes. This
is useful if you want to distribute a report to different departments or budget
holders.

Amount Format
This box controls how amounts are shown and rounded: D-Decimals, I-Integers,
T-Thousands, M-Millions. In FA=Financial Analysis and FS=Financial Statements
amounts are formatted at report level. In FT=Financial Tables amounts are
formatted by column.

Report Transactions
If this box is blank, transactions are not shown, just totals. To include the detailed
transactions on your report, enter Y-Yes

Report Codes
If you want to show account and analysis codes as well as descriptions, enter
Y-Yes in the Report Codes box. You must, however, leave Column A blank -
except in FT=Financial Tables where you can use a column type H-Header and a
code of RC-Row Codes.

Reporting in SunAccount 169

Wide Columns
This box is used to increase the width of columns. The default column width is 12
characters, this box allows you to extend the column width to 18 characters.

Line or Row Zero Suppress

If this box is set to Y-Yes, lines or rows where all the column values are zero are
not printed.

Transfer Format
If you want the report information to be read by a spreadsheet or other system,
you must put the transfer format code in this box. Different spreadsheets use
different formats.

Rough Transactions
If you are using the rough book facility, rough transactions can either be included
in, or excluded from, your reports. The demonstration database DM1 is designed
for full rough book processing.

Bracket Negatives
This box affects negative amounts; these are preceded by a minus sign unless the
Bracket Negatives box is set to Y-Yes.

Held Journals
The Held Journals box is used if you want to check for held journals before
producing the report.

Consolidate/Subsidiary Ledger
Each financial reporting function allows you to combine the results from more
than one database.
FA=Financial Analysis consolidates databases with the same chart of accounts and
analysis code structures. You can consolidate up to 30 databases in one report.
These are specified when you use FA=Financial Analysis to run the report.
FS=Financial Statements consolidates an unlimited number of databases. Each
can have a different chart of accounts and analysis codes. Consolidations are
defined in LC=Statement Line Contents. You can add subsidiary ledgers into the
main ledger, or show them as separate lines on the report.
Consolidations for FT=Financial Tables are defined in TC=Table Columns.
Subsidiary ledger information can be added to the main ledger within one column,
or shown as separate columns. The chart of accounts and analysis code structures
can be different. The number of ledgers to be consolidated in one report is
limited by the maximum of 50 column codes in any table.

170 SunAccount Appreciation Guide Version 4.2

PRINTING/STORING REPORTS

With all reports in SunSystems, you can choose to Print Report or to Store on
Disk. Stored reports can be viewed in the VR=View Stored Reports. To retrieve
the most recently stored report, use DUPLICATE in the Report Name box. In certain
operating systems, you can use wildcard characters such as ‘*’ asterisk, or ‘?’
question mark to produce a list of stored reports. You may also be able to produce
a list of stored reports by using Q UERY, and then choosing the report you want to
view.
Once selected, you can choose what to do with the report. You can view the
report, print it, or clear it.

PRODUCING REPORTS AUTOMATICALLY

FreeFormat macros can be used to automate the production of reports which are
produced periodically. For example, you might create a FreeFormat macro which
selects and prints all your month end reports. For further information see the
section Automating Your Work - FreeFormat Macros.

FINANCIAL ANALYSIS

Reporting in SunAccount 171

 You can design your own reports in FA=Financial Analysis. It is an ad hoc report
writer usually fulfilling internal reporting requirements. Financial analysis groups
together, summarises, or lists transactions using specified selection and sequencing
criteria.
You can use FA=Financial Analysis to produce sales or expense reports, project
and job costing information, and other reports which use the analysis coding
structure in your database.
NL=Analysis Layouts is used to design financial analysis reports. Once it has
been defined, you can use FA=Financial Analysis to print a report as often and
whenever you like.

Design involves specifying, for example, the account range to be included, how
the report will be sequenced, and the selection criteria required. A report can
have up to two lines of heading which is printed at the top of each page, plus a
third line which can be added when the report is produced.
The selection criteria might be any of the following:
T0-T9 Analysis Categories
A0-A9 Analysis Categories
F0-F9 Analysis Categories (Fixed Asset Register)
Account Code
Asset Code (Fixed Asset Register)
Allocation Marker
Asset Marker (Fixed Asset Register)

172 SunAccount Appreciation Guide Version 4.2

 Journal Source
Journal Type
Tax Code (Chart of Accounts)
Conversion Code (Conversion Module).
For instance, if one of your T-Categories identifies a sales region, you can design
a report which selects sales accounts, sequences sales by region for a specified
time period, and reports the totals for each region.
You can include up to twelve columns of figures on each report. This allows you
to show figures side by side for different time scales, for budgets, etc. The time
spans available include:
• This Period
• Last Period
• This Period Last Year
• The Variance of this Period versus Last Period
• This Quarter
• Last Quarter
• Year-to-date
• Balance
• Balance at Year End Last Year.
For a full listing of the available options see the section Column Headings in the
SunAccount Reference Manual, or look at the Reference Card. Budget figures can
be included from any of the ten budget ledgers. You can report in base or other
amount in any column. You can perform calculations on columns. For example,
column C may be the result of column A plus column B (A+B).
FA=Financial Analysis can perform forecasting based on actual and budget figures.
It can also produce a spread across periods based on actual and budget figures.
A report can be sorted by up to three levels. The sort options are the same as the
selection options described above. It is important to define logical sort sequences,
so that the information is presented in a useful format.
Amounts can be displayed in a number of formats:
• Showing full decimal places
• Rounded to integers
• Rounded to the nearest thousand
• Rounded to the nearest million.

Reporting in SunAccount 173

 The default report format for financial analysis is to show totals for each of the
sort levels chosen without detail. However, you can decide to show the individual
transactions which make up a total.
Financial analysis reports can consolidate information from a number of databases.
The consolidation is achieved by applying the selection criteria identified in
NL=Analysis Layouts to each of the databases to be consolidated, and then
combining the results. This assumes that the account codes, analysis structure,
and accounting periods have the same meaning in each of the databases to be
consolidated. Otherwise, the resultant report will not make sense. For further
details see the section Multiple Ledgers in SunAccount in this manual.
At the same time as you print or store a report, you can choose to output the report
to a pre-defined transfer format file. This enables you to pull the report into
another software package. The transfer formats available are:
• LOTUS Lotus 1-2-3
• SYLK Multiplan Sylk, Excel
• 2020 20/20
• CDF Comma delimited file
• CDFQ Comma delimited file with quotes
• BDF Bar delimited file
• FCS Financial Control System.
The file is written to the location specified for reports in DB=Database Definitions.
It will have the same file name as the report, but is prefixed with FT and suffixed
as described in the section Transferring Data To and From SunAccount.
Ratio analysis can be performed in financial analysis.

Printing Financial Analysis Reports

Print financial analysis reports using FA=Financial Analysis. You can use QUERY
to produce a list of the available reports. You are offered the option to enter
additional text, which is printed as part of the heading of the report.
The selection ranges defined in NL=Analysis Layouts are presented to allow you
to narrow the scope of the report. If you have not identified any selections in the
analysis layout, the level codes are offered as selections.
You are asked to identify the accounting period range to be included in the report.
The default is the current period.
You are asked to identify any codes to be included for any subcategories you are
using to select your data.

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 If you have set the Consolidation box in NL=Analysis Layouts to Y-Yes the first
time you access FA=Financial Analysis, you are prompted to enter up to thirty
database codes for consolidation in the report. If you subsequently want to amend
the databases included in consolidation reports, choose Amend Consolidation and
make the necessary adjustments.

Sample Expense Analysis

The demonstration database DEM contains an example of an expense analysis
report created using NL=Analysis Layouts, the layout code is EL.
Since this report is for expenses, it includes all the profit & loss accounts except
sales and cost of sales.
The column codes included in this report are two characters long, a third character
specifies which budget the data will be taken from: for example, PBC is the
Period Budget from budget ledger C. However this expense analysis includes:
PA-Period Actual
PR- Period Ratio
PH- Last Period
PI- Last Period Variance and
PJ-Last Period Variance as a Percentage.
CH=Column Headings shows you the headings associated with column codes.
Although these can be amended, you should be aware that the same codes may be
used by several different types of financial report.
Notice that the Selection Code boxes are blank. When the Selection Code boxes
are left blank, the items entered as level codes are presented as selections when
you run the report in FA=Financial Analysis. This expense analysis report levels
and selects by AC-Account Code.
To see the results of the EL layout, go to FA=Financial Analysis and run the EL
format. If you accept the defaults, this report is run for the current period
(02/1991) and for all accounts.

When to use Selection codes and when to use Level Codes

This can best be described by looking at another example. In NL=Analysis Layouts
the layout code is REC. This report lists all the unallocated transactions for a
particular account - thus showing all the transactions that have not been reconciled
against a bank statement. You will see that AL-Allocation Marker is used as a
selection code, and that AC-Account Code is a level code. This is because we
want to select only those transactions with a particular allocation marker, and then
to sequence and total them by account code.

Reporting in SunAccount 175

 You will be asked for the range of allocation markers to select when you produce
the report in FA=Financial Analysis.

FINANCIAL STATEMENTS

Whereas financial analysis reports are useful for internal reporting, financial
statements allow you to design management and financial reports such as a profit
& loss or balance sheet reports. You have much more control over the presentation
of information with financial statement reports than with financial analysis reports.
You also have more control over where subtotalling breaks occur in a report.
Where FA=Financial Analysis reports on a range of accounts, FS=Financial
Statements can pick and choose individual accounts, adding some together while
showing others individually.
You use two functions to design financial statement reports: SL=Statement Layouts
and LC=Statement Line Contents. This structure enables you to create one
statement layout and apply it to a number of statement lines and vice versa, enabling
you to produce several types of reports from the same source. Once it has been
defined, you can use FS=Financial Statements to print a report as frequently as
you like.
SL=Statement Layouts is similar to NL=Analysis Layouts. A report can have up
to two lines of description which are printed at the top of each page on the report
plus a third line which can be added when the report is produced. You may
include up to twelve columns of figures on each report, allowing you to show

176 SunAccount Appreciation Guide Version 4.2

figures for different time scales, for budgets, etc., side by side. The time spans
available include:
• This Period
• Last Period
• This Period Last Year
• The Variance of this Period versus Last Period
• This Quarter
• Last Quarter
• Year-to-date
• Balance
• Balance at Year End Last Year.
For a full listing of the available options see the Column Headings section in the
SunAccount Reference Manual, or look at the Reference Card. You can include
budget figures from any of the ten budget ledgers. You can report base or other
amount in any column. You can perform calculations on columns. For example,
column C may be the result of column A plus column B (A+B).
FS=Financial Statements can perform forecasting based on actual and budget
figures. It can also produce a spread based on actual and budget figures.
The selection criteria can be any of the following:
T0-T9 Analysis Categories
A0-A9 Analysis Categories
F0-F9 Analysis Categories (Fixed Asset Register)
Asset Code (Fixed Asset Register)
Allocation Marker
Asset Marker (Fixed Asset Register)
Journal Source
Journal Type
Tax Code
Conversion Code (Conversion Module).
A report can be sorted on two levels. The sort options are the same as the selection
options described above. It is important to define logical sort sequences, so that
the information is presented in a useful format.

Reporting in SunAccount 177

 Amounts can be displayed in a number of formats:
Showing full decimal places
Rounded to integers
Rounded to the nearest thousand
Rounded to the nearest million.
The default report format for financial statements is to show totals for each statement
line within each of the sort levels chosen. However, you can decide to show the
individual transactions which make up a total.
You can choose to bracket negatives in financial statement reports. This enables
you to show losses as a negative on a profit & loss report.
At the same time that you print or store a report, you can choose to output the
report to a predefined transfer format file. This enables you to pull the report into
another software package. The transfer formats available are:
• LOTUS Lotus 1-2-3
• SYLK Multiplan Sylk, Excel
• 2020 20/20
• CDF Comma delimited file
• CDFQ Comma delimited file with quotes
• BDF Bar delimited file
• FCS Financial Control System.
The file is written to the location specified for reports in DB=Database Definitions.
It will have the same file name as the report, but is prefixed with FT and suffixed
as described in the section, Transferring Data To and From SunAccount in this
manual.
Ratio analysis can be performed in FS=Financial Statements. For example, you
could show the ratio of expenses to total income. A ratio base is defined by
entering a range of accounts.
SL=Statement Layouts is concerned with more general aspects of a report, whereas
LC=Statement Line Contents enables you to itemise the information to be shown
on each line.
You can select individual accounts or a range of accounts. The account name can
be used as the description, or you can create your own description for the line.
Within each account range, you can also identify individual selection criteria.
You might have a requirement to report sales of product categories, where sales
are posted to one account and product category is a T-Code. You can identify the
account a number of times, each time selecting a different T-Code range.

178 SunAccount Appreciation Guide Version 4.2

 Continuation lines can be created where you want to include a number of account
ranges on a single line of the report.
The Column Change box enables you to alter the selected column from the
statement layout. This should be used, for example, where you want to show the
year-to-date profit on a balance sheet report.
Up to seven totalling levels can be defined with T7 being the smallest and T1 the
highest, generally the report total.
If you want to draw upon information from a subsidiary database, you can do so
for individual lines or for all lines.
You can choose to suppress a line or an account within a line, depending on the
balance of the account or account range. This can be used for client accounts
which may alternate between a debit or credit. If the accumulated balance is debit
they can be included on the balance sheet report under current debtors. If the
accumulated balance is credit they can be included under creditors. This may
change from one month to the next.

Printing Financial Statement Reports

Print financial statement reports using FS=Financial Statements. You can use
QUERY to produce a list of the available reports. You are offered the option to
enter additional text which is printed as part of the heading of the report.
You are asked to identify the period range to be included in the report. The
default is the current period.
The ranges of selections defined in SL=Statement Layouts allow you to narrow
the scope of the report. If you have not identified any selections in NL=Analysis
Layouts, the level codes are offered as selections.

Sample Balance Sheet Report

An example of a balance sheet report has been set up in the demonstration database
(DEM). Go to SL=Statement Layouts and examine the layout code BS.

Reporting in SunAccount 179

Statement Layouts

The same column codes are available in financial statements as in financial analysis.
This report uses:
BA-Account Balance, BH-Balance Last Period, BI-Variance between this period
and last, and BJ-Variance as a Percentage.
The entry on the Line Content Code box identifies the set of SL=Statement Line
Contents settings associated with this report.
The selection codes and level codes are defined in the same way as financial
analysis. The levelling in this balance sheet report enables you to have a separate
copy of the report for analysis codes, for example, for each department or project
code.
In addition to the boxes described in the Common Features in Financial Reporting
subsection, you will notice a box called Ratio Base A/c From/To; this is used if
one of your column codes reports a ratio. Ratio columns are calculated against
this range of accounts. For example, the base range might include both current
assets and fixed assets. The total of these accounts is taken to be 100%, and other
lines are calculated as a ratio of this.

Creating New Versions of the Same Report

You can easily create a new balance sheet report that includes the same lines as BS
but with a different layout. Using SL=Statement Layouts you can create a new
code. It is helpful to Examine the existing code BS first, then to Create the new

180 SunAccount Appreciation Guide Version 4.2

 statement layout code e.g. TEMP and use DUPTOEND. This provides an exact
copy of the BS layout which you can now Amend.
For example: you may want to retain the first column of data defined as
BA-Balance, but you can create a new column C with YA-Year-to-Date, to show
the movement this year.
The Line Content Code box will still point to BS, but you may want to change the
Amount Format box, and extend the range of decimal places. Having requested
longer values, you may also want to use the Wide Columns facility.
You can use this method to define, for example, a basic Profit & Loss Statement
report, and then create similar reports such as Departmental Profit & Loss, Project
Profit & Loss, etc., based on the same set of statement line contents.

Statement Line Contents

Each statement can comprise five types of lines:
Headings
Page Headings
Lines
Continuation Lines
Total Lines.
These are defined in LC=Statement Line Contents.

Reporting in SunAccount 181

Sample Balance Sheet Report
The same demonstration example of a balance sheet report has been set up in
LC=Statement Line Contents. Once again the line content code to Examine is
BS.
The lines are listed in numerical order as they would appear on the statement.
Using QUERY is a useful way to check that you have not left out any lines, and that
totals are in the right places.
The first line in this balance sheet report is number 10. The numbering is
incremented in tens or hundreds to leave space to add lines at a later stage. This
first line is a Line Type H-Heading, this indicates that it is a descriptive line with
no properties other than a Name. You can define blank line names of
type H-Heading to create spaces in your report. Line Type P-Page is similar,
except that it starts a new page before printing the heading.
The next Statement Line Number is 20, this is a Line Type L-Line, which reports
data. You must enter a name for this type of line. This name is printed as the line
description, enter ‘-’ hyphen for a blank description.
This line reports the range of asset balance sheet accounts, so the Account Code
From/To box has accounts 40000 to 46999 specified.
The Normal Sign box has been set to D-Debit because normally this figure will be
a debit. If an account show a credit value, it is printed as negative. This box only
affects the way in which values are printed.
If the Account Details box is set to Y-Yes, each account within the specified range
will be printed on a separate line. The names of the accounts are printed instead
of the line name.
If you want to include a title before the list of accounts, define a separate heading
line. You may also want to define a separate line for totals.
Another Line Type is C-Continuation. A continuation line does not appear
separately on the printed report but is added to the preceding line. This is a means
of including an account in a line even if it does not follow alphanumerically in
your specified range.
An example of this method in the BS report is statement line number 500. This
line reports the debtor accounts; the next line is number 525, a continuation line.
This adds accounts in the range 92000-92999 to the debtor accounts defined on
the previous line.
You can define as many continuation lines as you need, each one adding into the
previous L-Line type line. This facility for adding in one account, or a range of
accounts, to another account or range means that, however you design your chart
of accounts, you can extract the financial statements you need.

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Excluding a Single Account from a Range
You may want a L-Line to include a range of accounts except for an odd account
in that range. You can, of course, set up a line for the first part of the range, then
add a continuation line for the second part.
Alternatively, you can use the Amount Reverse box. You define a single line for
the whole range of accounts, for example 10000 to 29999. You then set up a
continuation line for the account that you want to exclude, for example account
25600. On the continuation line you enter Y-Yes in the Amount Reverse box.
Account 25600 is initially included in the total calculated in the first line, but the
continuation line then subtracts it from the total. The printed result excludes
account 25600. If you use this facility when printing transactions, they will
appear twice.

Reporting a line by Analysis Code

Sometimes you might only want to report transactions for a particular analysis
code on a line. For example, you might want to show the total fixed assets at each
of four locations on four separate lines.
Use the Analysis Category andAnalysis Code Range boxes to do this. For example,
you could define the lines as follows:

Line Type Line Name Account From/To Category Code From Code To

L Fixed Assets - Dept 1 40000-49999 T1 1 1zzzz

L Fixed Assets - Dept 2 40000-49999 T1 2 2zzzz
L Fixed Assets - Dept 3 40000-49999 T1 3 3zzzz
L Fixed Assets - Dept 4 40000-49999 T1 4 4zzzz

As well as reporting transactions by T0-T9 Code, you may also make Line Content
selections by:
• AL-Allocation Marker
• JS-Journal Source
• JT-Journal Type
• JN-Journal Numbers
• AT-Account Type
• CV-Conversion Code
• A0-A9 Account Analysis Codes

Reporting in SunAccount 183

 • F0-F9 Asset Analysis Codes
• AM-Asset Marker
• LR-Payment/Allocation References
• RF-Transaction References
• TC-Tax Codes

Reporting Depending on Account Balance

You can set up your balance sheet so that an account shows as an asset if it has a
debit balance, and as a liability if it has a credit balance.
For example, client accounts are totalled separately in the balance sheet report
BS-. Client accounts with a debit balance are totalled and reported as current
assets, and client accounts with a credit balance are totalled and reported as current
liabilities.
Examine Statement Line Number 550. The client accounts are selected on this
line, and the Suppress Line/Account box is set to C-Suppress if Credit. Also, the
Suppress at Account Level box is set to Y-Yes. Each account with a credit balance
is suppressed. Debit accounts are totalled and printed.
If this box was blank, and if there was an overall credit balance, all accounts in the
range would be totalled and then suppressed if there was an overall credit balance.
Now examine Statement Line Number 2250. This also reports client accounts,
under the heading current liabilities. This line reports accounts that have been
suppressed because they have a credit balance. The Suppress Line/Account box is
set to D-Suppress if Debit. Accounts reported under current assets will not be
included here.

Retained Earnings on Statements

Line 3200 reports retained earnings: that is, the profit for this Year to Date. The
columns defined for the report show balance figures, so for this line only we must
change the meaning of the columns so that they report Year to Date figures. This
is done by entering Y-Year to Date in the Column Change box: it turns a
B-Balance type Column Code into a Y-Year to Date Column Code for this line.
Similarly B-Balance turns Y-Year to Date or P-Period columns to balances and,
P-Period turns Y-Year to date or B-Balance columns to period figures.

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Thirteen Period Spread
FS=Financial Statements can use column codes that show the spread of either
actual or budget figures. Amounts for up to thirteen periods are spread across the
report for each line of a statement report. The report will start at Period 001 of
the Current Year and continue as far as figures are available. The Current Year is
the year of the period From selected when the report is printed.
The Column Codes that report Spreads are SA-Spread of Actuals and SB-Spread
of Budgets.

Totals
In addition to the totalling of accounts on a line by leaving Account Details blank,
there are also seven levels of totals that are used to total blocks of lines.
Total 1 is normally used for the grand total at the end of the statement. It is
followed automatically by a double underline. The other totals are preceded by a
single underline to differentiate them from the rest of the figures.
Each total level adds up all the figures either back to the beginning of the statement,
or up to the last total line with the same total number. It accumulates totals of a
larger number into the higher level total.
So, Total 3 will add back until it finds another line with Total 1, Total 2, or Total
3, or to the beginning of the statement. When it finds one of these, it stops
totalling and prints the result. It also resets to zero any totals it finds with higher
numbers than itself, such as Total 5 and Total 7.

Defining Your Total Levels

When you set up a financial statement, work out in advance where your totals are
going to be. Make the grand total of the statement, Total 1. Now look for the
larger totals within the financial statement. These will probably be your level 2
totals. Between each level 2 total look for the next largest totals and make these
level 3, and so on.
To define a Total line, you simply put in T-Total and the level, such as T1 or T4.
You can then add a Line Name to be printed beside the total, and put in the normal
sign for the total.

Reporting in SunAccount 185

 FINANCIAL TABLES

Financial tables define spreadsheet type reports. You have more control over the
information contained in the columns of the report then in financial analysis reports
or in financial statement reports. As well as making selections about what is
contained in each line of the report, as per financial statements, you can also make
more detailed selections for the columns.
There are two stages in creating a financial tables report. Firstly, the overall
layout is defined in TF=Table Formats. Then TR=Table Rows and TC=Table
Columns are used to determine what will appear in the rows and columns of the
report.
Financial tables must report by account code. However, account codes can be
reported either in the rows or in the columns.
TF=Table Formats pulls together the rows and columns. As with financial
statements, this method of design allows you to create a number of table rows and
table columns, and to combine them to produce a variety of reports.

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When it is being designed, a report can have up to two lines of heading at the top
of each page. When the report is produced a third line can be added.
You can sort financial table reports by up to two levels.
At the same time that you print or store a report, you can choose to output the
report to a predefined transfer format file. This enables you to pull the report into
another software package. The transfer formats available are:
• LOTUS Lotus 1-2-3
• SYLK Multiplan Sylk, Excel
• 2020 20/20
• CDF Comma delimited file
• CDFQ Comma delimited file with quotes
• BDF Bar delimited file
• FCS Financial Control System.
The file is written to the location specified for reports. It will have the same file
name as the report, but is prefixed with FT and suffixed as described in the
section Transferring Data To and From SunAccount in this manual. Along with
the printed columns on a report, you can choose to Transfer Internal Columns.
This enables you to transfer ‘hidden’ columns which have been created for
calculation purposes, but which have been excluded from the printed report.
TC=Table Columns enables you to identify the information to be shown in each
column of a financial table report. Up to 18 columns can be printed on a page, if
you can use compressed print. Without compressed printing facilities, up to eight

Reporting in SunAccount 187

 columns can be printed on a page. You will need to experiment to test the number
of columns your printer can fit on a page. Column data can be any of the following:
• BA Balance this Period
• BE Balance as of this Period Last Year
• BH Balance as of the Previous Period
• BK Balance at the End of the Current Year
• BP Balance at the End of the Previous Year
• PA Movement for this Period
• PE Movement for this Period Last Year
• PH Movement for Previous Period
• SA Spread Period
• SF Spread Forecast (Actual for the year to date, Budget for remainder of
theyear)
• SR Reset Spread
• YA Year-to-date
• YE Year-to-date for the Previous Year
• YH Year-to-date for the Previous Year End
• YK Year-to-date for this Year End.
The column information listed above can be shown for any of the following
Column Bases:
• A0-A9 Account analysis categories
• T0-T9 Transaction analysis categories
• F0-F9 Asset analysis categories (Fixed Asset Register)
• AC Account code
• RD Row description
• RC Row code
• AS Asset code (Fixed Asset Register)
• AM Asset marker (Fixed Asset Register)
• CV Conversion code (Conversion Module).
You can also identify up to three selection criteria. Before they are selected for
inclusion in the report, transactions must fulfil all criteria.

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Each column can have a heading of up to four lines of ten characters each.
Budget figures can be included from any of the ten budget ledgers. You can
report in base or other amount in any column. You can choose to bracket negatives
in financial tables reports. This would for example, allow you to show losses as
a negative on a profit & loss report. The positive/negative indicator is controlled
by the Normal Sign box in TR=Table Rows.
Mathematical calculations can be performed on table column figures. This can
include statistical calculations.
Amounts can be displayed in a number of formats:
• Showing full decimal places
• Rounded to integers
• Rounded to the nearest thousand
• Rounded to the nearest million.
If hidden columns are used for interim calculations, they should have the same
format as the column containing the result of that calculation. If they do not have
the same format, rounding errors may occur.
If you want to draw upon information from a subsidiary database, you can do so
for individual columns.
TR=Table Rows defines each line of a report. It is similar to LC=Statement Line
Contents for financial statements.
You can enter a description for each line. As with TC=Table Columns you can
select the Row Basis for the line. The options are:
• A0-A9 Account analysis categories
• T0-T9 Transaction analysis categories
• F0-F9 Asset analysis categories (Fixed Asset Register)
• AC Account code
• RF Transaction reference
• AS Asset code (Fixed Asset Register)
• AM Asset marker (Fixed Asset Register)
• CV Conversion code (Conversion Module).
Break Out Details enables you to determine whether each item in the Row Basis is
shown separately, or whether they are accumulated into a single line.
You can also identify up to three selection criteria for each row and column on the
report. Transactions must fulfil all criteria before they are selected for inclusion
in the row or column.

Reporting in SunAccount 189

Printing Financial Tables Reports
Print financial tables reports using FT=Financial Tables. You can use QUERY to
produce a list of the available reports. You are offered the option to enter additional
text which is printed as part of the heading of the report.
You are asked to identify the period range to be included in the report. The
default is the current period.

Sample Direct & Indirect Expenses by Profit Centre Report

In TF=Table Formats examine the table code EXP.
The Row Content Code box identifies the rows that appear on this report. Rows
are set up in TR=Table Rows. The Column Content Code box identifies the
columns that appear on this report. Columns are set up in TC=Table Columns.
The Level Categories in FT=Financial Tables work in a similar way to the level
codes in SL=Statement Layouts.
The Transfer Internal Columns box is used when exporting the report. Enter
Y-Yes here to copy all columns to a file. If this box is blank then only those
columns being printed are exported.

Sample Profit Summary and Profit Summary by Department

In TF=Table Formats examine the Table Code PROFS. This report shows Gross
and Net Profit. This format is easily amended to report by department.
You can create a new profit summary that prints the same rows as PROFS but with
different columns. Using TF=Table Formats, you create a new code, it may be
helpful to examine PROFS first, then create the new code using DUPTOEND. You
can now amend the new format.
For example, the row content code and column content code of PROFS are retained,
since both columns and rows are used in the new report.
However, you can amend the Level 2 Category to T1 to produce a separate table
for each department.
The Bracket Negatives and Row Zero Suppress boxes are both set to Y-Yes.
Use FT=Financial Tables to print, or store, both the old and new reports. Comparing
the results, you can see the figures are different to those on the original report
because they are split by department, but the layout is very similar.

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Table Rows
The rows in a financial table may be based either on analysis codes or on account
codes. If account codes are used for the rows, analysis or other codes must be
used for the columns - and vice versa. Table rows are similar to the statement line
contents used in FS=Financial Statements.

Sample Direct & Indirect Expenses by Profit Centre Report

In TR=Table Rows examine Row Content Code EXP, Row Line Number 100.
The line number bears no relation to a particular line on your page, it simply
sequences the rows for a report. So, for example, row 100 would be printed
before row 200 and after row 50. Leave gaps when numbering rows so that you
can insert new rows later.
You can see that this Row Type has been set to H-Heading, which prints whatever
is in the Row Name box. The next row is another H-Heading row. However the
Row Name box is blank to produce a blank line in the report.
As with LC=Statement Line Contents, there is a further Heading Row Type:
P-Page. This prints headings at the top of a new page. The Underscore box
can be used with both H-Heading and P-Page type headings. Enter D-Double
or S-Single if you want a line printed across report columns. You must enter this
in the Row Name box to continue a line into the descriptive column.
Another Row Type is C-Continuation. Just like Continuation Lines in
LC=Statement Line Contents, C-Continuation Rows do not appear separately in

Reporting in SunAccount 191

 the report, but add into the preceding R-Row type row, or subtract from it if the
Amount Reverse box is used.
Examine Row Content Code EXP, Row Line Number 200. This is a Row Type
R-Row. This type of row reports transactions.
The Row Basis box defines the selection of data, since this is AC-Account Code,
accounts will be reported in the rows of this report. The Row Basis Range has
been set from 30000 to 36999, this is the range of accounts that will be reported
on this row. AC-Account Code must be the basis for all rows or all columns.
They do not, however, have to be shown.
The Break Out Details box is similar to the Account Details box in LC=Statement
Line Contents. In this example this box is set to Y-Yes. Each account in the
specified range will be printed on a separate line. The row name will be the
account name.
The Normal Sign box in this example dictates that debits are treated as positive.
The Report Code box has been set to Y-Yes. Therefore, the account code will be
printed on the report, assuming a column is defined for it in TC=Table Columns.
As with other financial reporting functions, the selection codes enable you to
specify the analysis categories and codes used as the selection criteria. In this case
they represent the selection criteria for this row.
The following codes can be used to select specific transactions on the row:
• A0-A9 Account Analysis Categories
• T0-T9 Transaction Analysis Categories
• F0-F9 Fixed Asset Analysis Categories
• AL Allocation Marker
• AM Asset Marker
• AT Account Type
• CR Credit Amount
• CV Conversion Code
• DR Debit Amount
• JN Journal Number
• JS Journal Source
• JT Journal Type
• LR Payment Allocation Reference
• RF Transaction Reference
• TC Tax Code.

192 SunAccount Appreciation Guide Version 4.2

Calculating and Printing Totals
Totals in TR=Table Rows work exactly as they do in LC=Statement Line Contents.
There are seven levels of total, T1-T7, which add into each other. Examine Row
Line Number 300. This is a T3 total. It will add up everything on the report up
to the last T3 total.
Totals are printed with a line of overscores, and T1 totals with a line of overscores
and underscores. You can enter N-None in the Underscore box to suppress these.

Table Columns
TC=Table Columns are quite different from FS=Financial Statements. Instead of
specifying a two character column code for each column of financial information
in TC=Table Columns you can define your own information about the columnar
data.

Sample Direct & Indirect Expenses by Profit Centre Report

In TC=Table Columns use QUERY in the Column Number box. Having entered
EXP in the Column Content Code box, you can see that there are six entries for
EXP.
The column number bears no relation to the print column. It identifies the logical
sequence in which columns are calculated. Like line and row numbers, it is a
good idea to leave gaps so that you can add new columns later.

Reporting in SunAccount 193

 Examine column number 1, you can see that the Column Type box is set
to H-Heading. This column type is used for printing the row code and row
description. If accounts are printed across the report, the row code is the account
code. The row description is set up for each row in TR=Table Rows.
The Column Basis for H-Heading columns will be either RD-Row Description or
RC-Row Code.
The Print Column number represents the column number in which the information
will be printed. The Row Description will be printed in Column 2. As it takes up
three columns, you must not use Print Columns 3 and 4 for other information.
Row Description and Row Column do not have to appear at the left hand side of
a report: they can be reported in any column
Use Next to display Column 3. This column prints the Row Code in Column 1. It
also prints the heading Account Code. You can see that up to four lines are
available for headings, this is the same as in CH=Column Headings used by financial
analysis and by financial statements.
These are the only boxes that have to be completed for Column Type H-Heading.

Printing Transaction Data in Columns

Having specified in TR=Table Rows which accounts are to be printed on each
row, in TC=Table Columns, you can specify which analysis codes are going to be
reported in each column. Examine Column Content Code EXP, Column Number
5.
Column Type D-Data indicates that this column reports transaction data. The
Column Basis is set to T1, therefore, transactions will be selected for inclusion in
this column depending on their code.
In the demonstration database, T1 represents the department. This analysis category
uses masking to break down profit centre, function, and employee.
The Column Basis Range shows which T1 analysis codes are to be included in this
column. To report all Departments beginning with 1, that is Profit Centre=1, the
entry is 1****.
The Profit Centre 1 figures will be printed in Column 5. The format is I-Integer.
The Column Data box defines the period of time being reported: YA-Year to
Date.

F Note: The Column Data Codes are not the same as the Column Codes in
NL=Analysis Layouts and SL=Statement Layouts.
Use Next to examine the next two Table Columns. You can see that the only boxes
that change from record to record are the Heading Lines, the Print Column, and
the Column Basis Range.

194 SunAccount Appreciation Guide Version 4.2

Continuation Columns
You can report two analysis codes together even if they do not fall within a range.
For example, you may want to include Profit Centre 4 with Profit Centre 1, but to
exclude Profit Centre 2 and Profit Centre 3.
Column Type C-Continuation is used to add transactions for a new Column Basis
Range to the last preceding Column Type D-Data.

Excluding Transactions from a Column

You can use the selection boxes on the right of the screen to include only particular
transactions. For example, if you only wanted to report profit centre expenses for
Product Groups 1-4, you could make Selection 1=T2 (Product Group) and the
Selection Range=1-4. All other Product Groups would then be excluded from the
report.

Calculations and Totals

The final column on the Direct & Indirect Expenses report shows the total for the
preceding three columns. Examine Column Content Code EXP, Column Number
11.
The Column Type is M-Mathematics. Rather than reporting transaction data, this
column performs a calculation on information elsewhere in the report. A
M-Mathematics column type has entries in the Overlay Mathematics window.
These boxes specify the columns being used in the calculation, and the mathematical
operator. The operators are +,-,*,/,%, and T-Total.
In this case the Mathematics column totals all columns in the range 5-9. These are
not the print column numbers, but the logical column numbers. They must be
smaller than the logical number of the mathematical column itself.

Reporting Quarters in Financial Tables

Although there is no Column Data code for quarter, you can still produce quarter
figures using FT=Financial Tables by using the Spread Column Data Codes.
You can set up three Table Column entries, representing the three accounting
periods included in the quarter. The Column Data code for each of them should
be SA-Spread. When the report is produced in FT=Financial Tables you will be
asked, as usual, to supply the range of accounting periods to be reported. You will
also need to enter the first period of the range to be included in the spread; use the
Spread Start Period box. The first column containing the SA-Spread Column
Data code extracts the figures for the period you specify in the Spread Start

Reporting in SunAccount 195

 Period box. The next SA-Spread Column extracts data for the following period,
and so on. In TC=Table Columns you can choose to print each of the three
columns and then total them into a quarter figure, or to total the three column
figures without printing and to print the quarter figure.
You can start accumulating figures from the beginning of the quarter again, by
defining a column with the code SR-Reset Spread (this column need not be printed)
- for example, to follow the Quarter Actual column with a Quarter Budget column.
The Column Data Code for the first Budget column would be SA-Spread, and
would be defined after the SR-Reset Spread column. This combination restarts
the spread at Spread Start Period.

Statistics
Statistics rows are a powerful facility of FT=Financial Tables. They can be used
in conjunction with mathematics columns to allow you to perform quite complex
calculations. They can also be used to print values which are excluded from
totals. Statistics rows are often not printed, but used for calculation in reports. A
statistic row can collect information which is used later. For example, you might
have a Row Type S-Statistic that totals income accounts. This total can then be
used by a table column to calculate ratio to sales.
There is an example of statistics in the demonstration database report PROFG - Gross
Profit Analysis by Product Group.
As well as columns showing net sales, cost of sales and so on, there is a column
that shows percentage contribution for each product group. To calculate percentage
contribution, a row is defined that calculates the gross profit for all product groups.
This is not printed on the report, but is used later by TC=Table Columns to
calculate the contribution for each product group as a percentage of the whole.
In TR=Table Rows, examine Row Content Code PROFG, Row Number 100.
You can see that this is Row Type S-Statistics. This row is extracting information
for all product groups. The row is not printed because the Suppress Row box is
set to Y-Yes.

Using Statistic Rows in TC=Table Columns

In TC=Table Columns examine Column Content Code PROFG, Column Number
15.
This is a Column Type M-Mathematics, however, the mathematics boxes show
that the second entry is type S-Statistic. This means that the value for the calculation
is not taken from the current row, but from the last statistic row defined. So, the
contents of Column 11 are divided by the total in Column 1. The contents of

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 Column 1 represent the total for all product groups, as this was selected by the
statistic row.

Sign Reversal in Mathematics Columns

Sometimes, the results of a calculation together with the Normal Sign specified
for the table row produce results that are shown as negatives when you want them
to be shown as positive values.
You can overcome this by defining a table column that has a zero value and is not
printed. Then define an M-Mathematics type table code that subtracts from the
zero column the column requiring reversal.

Sample Gross Profit Analysis by Product Group

The sign reversal technique is used in the demonstration database, look at Table
PROFG. Column 3 reports account 0: this does not exist in the chart of accounts,
so the column will have a zero value (it is not printed). Column 11 then subtracts
Gross Profit from zero, thereby reversing the sign. Columns 13 and 15 both
calculate percentages, and both use Column 11 so that the sign is printed correctly.

Adding and Subtracting Debits and Credits

Sometimes you have to think carefully before setting up even simple mathematics
such as additions. For example, in report PROFG - Gross Profit Analysis by
Product Group - the Gross Profit column is Column 9. If you Examine this
column, you can see that it is calculated by adding Column 5 and Column 7 - Net
Sales and Cost of Sales. This seems odd at first, because you would normally
subtract Cost of Sales from Net Sales to calculate Gross Profit. However, Net
Sales is a credit (negative) value and Cost of Sales is a debit (positive) value. So,
to calculate Gross Profit correctly, you must add them.

Avoiding Contention
If you use the same basis or selection criteria, for example AC-Account Code as
both a row and a column code, you will get an error message when you run the
report in FT=Financial Tables. This tells you that there is contention in the rows
or columns.
Check first that you are not mixing account and analysis codes in rows or columns.
It may be that you are using, for example, account codes on rows, and want to add
everything into the columns, regardless of analysis codes. You can do this by
leaving the Column Basis box and the Column Basis Range box blank.

Reporting in SunAccount 197

 REPORTING BUDGETS

You can report budgets through FS=Financial Statements, FA=Financial Analysis,

and FT=Financial Tables. You define the budget figures you want to report by
entering the appropriate column codes in SL=Statement Layouts and NL=Analysis
Layouts, or by using the Actual/Budget box in TC=Table Columns for financial
tables.
Remember that the third letter of a Budget Column Code determines the budget it
reports. For example, PBC reports Period Budget from budget file C, PBF reports
Period Budget from budget file F, and so on.

THE PROFIT & LOSS STATEMENT

The profit and loss statement is a statutory requirement in all company accounts.
You can design this report in FS=Financial Statements, and in FT=Financial Tables.
The sample described below uses the former.
The Layout Code is PL-? and once again you specify the accounting period at run
time. The PL- report also includes headings and subtotals. In addition, some
accounts are summarised on one line. The report also includes budget figures,
and shows the variance between actual and budget.

MULTI-CURRENCY & TIME RECORDING REPORTS

When you are reporting currency amounts, you must split your report by currency.
Otherwise Deutsche Marks and French Francs, for example, are added together
and the total is meaningless.
To split reports by currency you must use CV as a Level Code in SL=Statement
Layouts, NL=Analysis Layouts, and within TF=Table Formats. You can also use
CV-Conversion Code as a selection criterion in LC=Statement Line Contents,
TC=Table Columns, and TR=Table Rows.

Selection Code or Level Code?

If CV-Conversion Code is a selection code, you can specify the range of conversion
codes to be included when you use FS=Financial Statements, FA=Financial Analysis,
or FT=Financial Tables. For example, if you select from DEM to FFR, all the
Deutsche Mark and French Franc transactions are extracted and totalled by level
code.

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 If CV-Conversion Code is a level code, the transactions are sorted by currency and
Deutsche Marks are added together, French Francs are added together, and so on.
Remember, CV-Conversion Code should always be a level code.

Showing Foreign Currency Amounts on Reports

On both NL=Analysis Layouts and SL=Statement Layouts each Column Code
box has a box called Other Amount alongside it. TC=Table Columns also has a
box called Other Amount.
To report a foreign currency amount enter Y-Yes in the Other Amount box. For
example, to show the foreign currency balance of an account the Column Code
box would be set to BA and the Other Amount box would be set to Y-Yes.

Showing Base Currency and Foreign Currency

Having defined a Column Code with Y-Yes in the Other Amount box you can
define the same Column Code, but with the Other Amount box left blank. This
produces two columns of information, one showing the currency and one showing
the base amount.

What is the Currency Movement within the Period?

You can report the movement in currency within the period or year-to-date by
using This Period columns (Column Codes PA, PB, etc...) or Year to Date columns
(Column Codes YA, YB etc...).

Reporting the Currency Exposure

You can report the balance outstanding or ‘exposure’ in each currency by using
Balance columns (Column Codes BA, BB, etc...).

Revaluing Transactions for Reporting

You can revalue your foreign currency transactions for reporting purposes when
you use FA=Financial Analysis, FS=Financial Statements, and FT=Financial Tables.
First, you can recalculate the base amount using the Primary or Main Conversion
Rate for the appropriate period. To recalculate the base amount for an entire
report, enter 1 in the Other Amount box in NL=Analysis Layouts, SL=Statement
Layouts, and TC=Table Columns.
If you want to recalculate the base amount for a particular line of a financial
statement, enter Y-Yes in the Revalue from Other Amount box in LC=Statement
Line Contents.

Reporting in SunAccount 199

 You can also recalculate the base amount using one of the Reporting Rates 2-6
from CV=Conversion Tables.
For example, if you have French Franc transactions that were posted at an old
exchange rate, you can choose to report the base currency as it would be at the
current exchange rate, rather than reporting the historic rate held in the ledger.
Note that this does not post a revaluation difference to the ledger; it simply reports
the current base currency value of an other amount transaction.

Base Currency Reporting

Sometimes, your financial reports will show transactions for which there were no
other amounts. These are transactions that were entered only in base currency. To
avoid this, you must always ensure that during JE=Journal Entry the other amount
is entered. You can set this up in CV=Conversion Tables by setting an exchange
rate of 1 in the Base Conversion Code. This enables your users to enter a base
currency amount in the Other Amount box and have it multiplied by 1 and therefore
repeated in the base currency Amount box.

Time Recording
You can use the Conversion Module to provide a time recording system. See the
section Time Recording in this manual. Associated reports can be set up using the
techniques described above.

DESIGNING TAX REPORTS

This section explains how to report tax both domestically and for European Tax
Reporting. It uses as an example the Value Added Tax (VAT) report for UK
companies. However, the principles can be applied to satisfy the requirements of
other countries with different taxation systems
Most UK companies must complete a VAT return each quarter. This reports the
company’s total sales (output VAT), total purchases (input VAT), VAT charged on
sales, and VAT reclaimed on purchases.
You can set up VAT reports in FS=Financial Statements and in FA=Financial
Analysis. Two VAT reports have been set up in the demonstration database DEM.
The first reports totals, the second prints detailed transactions as an audit trail.

Sample Quarterly VAT Summary and VAT Detailed Transactions Reports

In SL=Statement Layouts examine the Layout Code VAT.

200 SunAccount Appreciation Guide Version 4.2

 This layout reports QA-Quarterly Actuals. The amounts are shown in D-Decimals,
and transactions are selected by AL-Allocation Marker.
The statement layout for VATD is similar. Note, however, that the Report
Transactions box is set to Y-Yes, and that the Line Content Code is different.
You may find it easier to look at the Line Contents for each of these reports by
printing them out.
You can see that for the first report VAT, the following are reported:
• VAT Totals
• Value of Inputs & Outputs
• Control Totals.

VAT Totals
VAT due on Sales (outputs) reports the Output VAT account.
VAT reclaimed on Purchases reports the Input VAT account.
Net VAT to be paid/reclaimed reports the sum of the two accounts.

Value of Inputs and Outputs

Value of Outputs is a total of the sales accounts. Value of Inputs is a total of
expense accounts, fixed asset accounts and inventory accounts.

Control Totals
Total VAT’able sales is a total of sales account transactions that are marked with
Tax code=V.
Total VAT’able purchases is a total of expense account and fixed asset transactions
that are marked with Tax code=V.
These are totalled. If you multiply the total by 17.5%, the result should be the
sum of the Output VAT and Input VAT accounts.
The VAT Detail Transactions report lists all the transactions for checking. It lists
firstly all the transactions in the Output VAT and Input VAT accounts, and then all
the transactions in the sales, expense and fixed asset accounts that are marked with
Tax Code =V. These can then be checked manually.
Once the layouts and line contents are set up, you can produce them from
FS=Financial Statements. You are asked for the periods that make up the Tax
Quarter you are reporting, and for the range of allocation markers you want to

Reporting in SunAccount 201

 select. You must report only transactions with a blank allocation marker. Do this
by entering a ‘-’ hyphen in the Allocation Indicator From box. You should leave
the Allocation Indicator To box blank.

EUROPEAN TAX REPORTING

Global Declaration
The global declaration was introduced in January 1993, and is represented by
boxes eight and nine on the VAT Return, form VAT100. The declaration includes
the total of outputs and inputs which arise from trade with customers and suppliers
who are VAT registered in member states.
You can produce the necessary information in SunSystems to allow you to complete
boxes eight and nine of the global declaration. To achieve this, it is recommended
that you create journal types specifically for EU transactions. It is advisable to
prefix the journal type code with a standard identifiable code, such as EU.
With inter EU member state transactions identified in this way, you can use the
financial report writers to select and report on EU transactions. This can be
achieved by using JT-Journal Type as a selection code in the report setup. When
printing your report, you can select journal types EU to EUZZZ.
Alternatively, inter-EU member state transactions can be identified using T-Category
analysis codes. For example, transaction analysis category T4 might be used to
identify European transactions. Once again, the financial report writers can select
transactions with the correct analysis codes for inclusion in your reports.

European Sales Listing

From 1st January 1993 a UK trader who is registered for VAT, and who is supplying
goods to other registered traders in the EU, has been required to send lists of their
EU sales to HM Customs and Excise. These lists are used to control the taxation
of goods moving within the EU. The requisite reports are called the European
Sales Listing (ESL) or the Aggregate Sales Listing, form VAT 101.
A number of functions within SunAccount are used to provide the statutory report:
• The CA=Chart of Accounts box, Tax Code holds the customer’s VAT number
• PA=Print Formatted Accounts, in conjunction with FL=Formatted Layouts,
allows you to generate the ESL report

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 • Sample RD=Report Definition reports are provided with SunAccount, to
produce the ESL. A default definition has been provided which matches the
layout of the VAT101 report. These document formats have been approved by
HM Customs.
By linking PA=Print Formatted Accounts with RD=Report Definition, a high
degree of flexibility can be built into the production and appearance of this report.
However, any changes should be approved by HM Customs.

Supplementary Statistical Declaration

Larger businesses, as defined by HM Customs & Excise, are required to submit
details of transactions relating to the movement of goods between EU member
States. The Supplementary Statistical Declaration (SSD) is required by the
Department of Trade and Industry (DTI).

OTHER TAX REPORTS

P11d
P11D information can be provided by SunAccount if the necessary information is
entered appropriately during transaction entry. You can use a T-Category to identify
each employee who receives expense payments. A report can be created using one
of the SunSystems report writers detailing expenses paid to employees.

1099
This statutory tax document is submitted by US companies to record domestic
trading. It can be designed in FL=Formatted Layouts and RD=Report Definition
to fit standard stationery. It is printed from PA=Print Formatted Accounts.
You must enter 1099 transactions with specific T-Codes and post them to vendor
accounts with specific A-Codes. This enables you to select only 1099 transactions
when you run the report. The T-Codes are linked to the accumulators in the
document format. Other information such as the payer’s federal Id and state
codes can be set up in NA=Names & Addresses. You can use the Tax Code box in
CA=Chart of Accounts for the vendor’s Id number.

Reporting in SunAccount 203

 DESIGNING REPORTS FOR THE CONSOLIDATION OF
DATABASES

Consolidation is the process of combining two or more databases to report at a

group, corporate, or international level. With SunAccount you can:
• Consolidate two or more single currency databases, each of which is held in
the same currency
• Consolidate two or more single currency databases when they are held in different
currencies
• Consolidate two or more multiple currency databases
There are examples of consolidation in the demonstration databases: DEM, DM1
and DM2. If you have a demonstration version of SunAccount, you will only be
able to use DEM, although you can produce consolidated reports. Contact your
supplier if you require a ‘live’ demonstration version of SunAccount.
If you want to view the demonstration databases example mentioned in this section,
you must perform the following steps:
1 First check that you do not have existing ‘live’ databases called DM1 and
DM2. This is vital, because the following steps will overwrite existing DM1
and DM2 databases.
2 Use FB=File Backup/Restore to Restore the Reference File, Database File and
Journal Hold File for databases DM1 and DM2.

Single Currency Consolidation

You can produce consolidated reports from: FA=Financial Analysis, FS=Financial
Statements and FT=Financial Tables.
Alternatively, you can use LX=Ledger Export and JI=Journal Import to write
transactions from subsidiary ledgers to a file and then post them to a consolidation
database. As well as producing consolidated financial reports, a permanent
consolidated database can be maintained.

Do all Databases have to use the same Chart of Accounts?

If you are using FA=Financial Analysis to consolidate, all your ledgers must have
the same chart of accounts. If you are using FS=Financial Statements, your
ledgers can have completely different charts of accounts. For example, the sales
account code could be 11000 in one database and SAL1 in another. This may also
be possible in FT=Financial Tables. However, it is easier for you if the charts of
accounts are the same.

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Do all Databases have to use the Same Analysis Codes?
This is only relevant if you are going to produce consolidated reports by an analysis
category, e.g. Product Group. Again, if you are using FA=Financial Analysis, the
analysis definitions and codes must be the same. If you are using FS=Financial
Statements or FT=Financial Tables they can be different.

CONSOLIDATED FINANCIAL ANALYSIS

You can use FA=Financial Analysis to consolidate up to 30 Databases. Firstly, the

report is set up in the normal way in NL=Analysis Layouts. For more information
about how to do this see the subsection Designing Reports for more information
about how to do this. Then, when you run the report using FA=Financial Analysis,
you are given an extra screen on which you can specify the codes for the databases
to be added into the report.
In the Consolidate box enter Y-Yes to consolidate several databases to produce this
report. Enter the codes in FA=Financial Analysis by choosing Amend
Consolidation.
You must include the code of the database you are currently using if you want it to
be included in the report. If you leave it out, it will be ignored.

Account and Analysis Code Structure

The range of accounts defined in NL=Analysis Layouts is applied to all the
databases. Consequently, the databases that you consolidate in FA=Financial
Analysis must have the same chart of accounts. Similarly, their analysis categories
must have the same meaning. When the analysis category is the same, check that
the codes also match. If you call an area NORTH in one Database and NTH in
another, you will not get the consolidated report you hoped for. If some databases
have extra codes you will get a message CODE NOT FOUND for databases where
no code exists.

Changing the Consolidation Codes

Next time you use FA=Financial Analysis to run the ELCON report, SunAccount
will remember which databases you consolidated last time, and will assume you
want to consolidate the same ones again. If you want to change the codes, either
by removing some or adding others, choose Amend Consolidation. The Financial
Analysis Consolidation screen is then displayed with your existing choices, so that
you can change them.

Reporting in SunAccount 205

 CONSOLIDATED FINANCIAL STATEMENTS

You can use FS=Financial Statements to consolidate databases. Unlike

FA=Financial Analysis, there is no limit to the number of databases you can
consolidate in this way. You can also consolidate databases that have different
charts of accounts and analysis codes.
In the Subsidiary Database box in LC=Statement Line Contents enter the database
code from which you want the transactions to be read.
It does not matter if your databases have different charts of accounts since the
lines that get figures from subsidiary databases are defined quite separately from
the lines that get figures from the consolidated database. You can also consolidate
databases with different analysis codes by using the Analysis Category box and
the Analysis Code From and To boxes in LC=Statement Line Contents. This
allows you to identify particular transactions within a range of accounts for a line.
You can have as many C-Continuation lines as you want for each database line, so
there is no limit to the number of databases you can consolidate on one report,
within a maximum of 99,999 lines per report.

CONSOLIDATED FINANCIAL TABLES

You can use FT=Financial Tables to produce consolidated reports. It may be

possible to consolidate databases that have different charts of accounts and analysis
codes. However, there is a limit to the number of databases you can consolidate.
This is because consolidation is performed in TC=Table Columns, and only 50
Column Codes can be specified for any report.
In TC=Table Columns the subsidiary database is specified.
Each database is shown in a separate column. You can aggregate the results into a
single column, showing the totals for both databases.

CONSOLIDATING DATABASES IN DIFFERENT CURRENCIES

In SunAccount you can consolidate two or more single currency databases when
the base currencies are different. For example, you might want to consolidate a
single currency US Dollar database and a single currency UK Sterling database.
SunAccount consolidates the databases in the same way as described in the
subsections Consolidated Financial Analysis, Consolidated Financial Statements,
and Consolidate Financial Tables. The only difference is that all the amounts in

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 the subsidiary database are divided by a single rate in order to convert them to the
consolidating database currency.
The consolidation rate for FS=Financial Statements, FA=Financial Analysis, in
LD=Ledger Definition and FT=Financial Tables is specified in the Consolidate
Conversion Rate, box in LD=Ledger Definition. The rate can be held to five
decimal places.
So, if you have a main database in Sterling, and a subsidiary database in US
Dollars, you can consolidate the US Dollar Ledger into the Sterling database by
dividing all the US Dollar amounts by a conversion rate. The rate is set in
LD=Ledger Definition in the US Dollar database. If, for example, you enter
1.632 in this box, all the amounts found in the US Dollar Ledger are divided by
1.632 before being added to consolidated reports.

Financial Statements, Financial Analysis & Financial Tables

Use LD=Ledger Definition to set a Consolidation Conversion Rate for each database
you are consolidating into the main database, that is, the one the report is run
from. The Consolidation Conversion Rate for the main database is left blank.
Each time you run a consolidated report in this way, you should check the
consolidation conversion rate specified for each of the databases and change it if
necessary.
You might want to run your consolidated reports from different databases to
produce reports that are consolidated in different currencies. For instance, you
might sometimes run the report from US Dollar database XYZ and sometimes
run the report from French Franc database ABC.
Again, you simply need to change the consolidation conversion rate for each of
the subsidiary databases. Change it to the rate that converts to the reporting
currency.

Multi-Currency Consolidation
Conversion Module only. You can consolidate two or more databases when each
contains transactions in many currencies. In consolidating, you must understand
whether the foreign currency amount or the base currency amount of the transaction
is consolidated, which rate is used, and so on.
During multi-currency consolidation the rate is always found in CV=Conversion
Tables from the main (consolidating) database. DC=Daily Conversion Tables are
not used.

Reporting in SunAccount 207

Financial Analysis
When the Conversion Module is in use, SunAccount looks at the CV=Conversion
Tables in the main database for an applicable exchange rate. If no applicable rate
is found, the conversion rate specified in LD=Ledger Definition in the subsidiary
database is used.
So, if the main database is held in US Dollars, and the subsidiary database in
French Francs, the CV=Conversion Tables in the US Dollar Database will be used
to find the applicable exchange rate.
SunAccount will first look at the LD=Ledger Definition of the subsidiary database
to find the Base Conversion Code. If the subsidiary database was held in French
Francs, the Base Conversion Code in LD=Ledger Definition might be FRF.
SunAccount will then look in CT=Conversion Tables in the consolidating database
(US Dollar database in our example) to find a rate or rates for Conversion Code
FRF. As usual, it checks for rates in the following order:
1 the specified Accounting Period and specified Account Code
2 the specified Account Code, but a blank Accounting Period
3 the specified Accounting Period, but a blank range of Account Codes
4 a blank Accounting Period and a blank range of Account Codes.
As soon as a suitable Rate is found, SunAccount uses that rate and ceases its
search. If after these checks no suitable rate is found, the Consolidation Conversion
Rate specified in LD=Ledger Definition in the subsidiary database is used. All
the transactions will be divided by this rate in order to convert to the Base Currency
of the consolidating database. If the Consolidation Conversion Rate is blank, a
rate of 1 is used.
If NL=Analysis Layouts specifies Conversion Rate 1-6 in the Other Amount box,
the appropriate rate from CV=Conversion Tables is used to revalue the Base Amount
from the subsidiary database. So, in our example, the French Francs would be
revalued at the appropriate rate before being consolidated.
The converted amount from the subsidiary database is now in the Base Currency
of the consolidating database, and will be added into reports in the usual way.

Financial Statements and Financial Tables

Multi-currency consolidation with FS=Financial Statements and FT=Financial
Tables can work in exactly the same way as consolidation in FA=Financial Analysis.
However, you have an additional option. You can choose to revalue the transactions
in the subsidiary database from the Other Amount rather than from the Base
Amount. This enables you to translate directly from the Other Amount in the

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 subsidiary database to the Base Amount in the main database without going through
the Base Amount in the subsidiary database. For example, if your French Franc
database holds dollar transactions and you consolidate into a dollar database, the
dollar amount is identified in both places.
You have seen that SunAccount can convert the French Francs of the subsidiary
database to US Dollars for reporting purposes. However, if the French Franc
database contains transactions with a UK Sterling equivalent, we might want to
consolidate into the main database by revaluing the Sterling amount rather than
the French Franc amount.
Using the previous example of a main database held in US Dollars and a subsidiary
database held in French Francs. This is achieved by using the Revalue from Other
Amount box in LC=Statement Line Contents or TC=Table Columns. If this box
is set to Y-Yes, the Other Amount and Conversion Code for transactions are taken
from the subsidiary database. The Base Amount for consolidation is calculated
from the Other Amount using the Conversion Tables in the main database.
Again, if Conversion Rate 1-6 is specified in the Other Amount box in
SL=Statement Layouts or TC=Table Columns, the appropriate rate is used for
revaluation purposes.

Examples
These examples are held in the DM2 Demonstration Database, this does not contain
any transactions, it is used simply for reporting. If you look at the Ledger Definition,
you will see that the Base Currency of the DM2 Database is USD-US Dollars.

DESIGNING REPORTS AND DOCUMENTS WITH REPORT

DEFINITION

This section explains how to use RD=Report Definition to design various reports
and documents. The demonstration databases provide examples of all the formats
used for the documents and reports listed below. You can use these examples to
help you set up your own formats.
You can access RD=Report Definition from SunSystems, as well as from the
SunAccount and SunBusiness modules. This enables you to see all of the following
reports and documents:
• Formatted Account Listing
• Asset Register Report
• Account Listing

Reporting in SunAccount 209

 • Asset Listing Report
• Asset Status Report
• Daybook Listing
• Quote/Invoice/Acknowledgement/Despatch
• Journal Listing
• Statistical Declarations
• Movement Document
• Movement Listing
• Account Tax Listing
• Purchase Order
• Picking List
• Payment Listing
• Purchase Listing
• Remittance Advice Notes
• Statements
• Sales Listing
• Tax Listing
You can create any number of layouts for any of these types of reports and
documents. The table below shows the modules and the functions used to print a
document or report.
Setting up report formats takes time; you must be methodical and precise to ensure
that the information you are printing is placed correctly on the page. This is
especially important if you are using pre-printed stationery.
When you first select RD=Report Definition, the control parameters screen is
displayed. This screen outlines general information about the report, e.g. the
size, and the page area designated for the report areas. Your cursor is in the
Format Code box, where you identify the report or document format. You can
use QUERY to view the formats already created.
You can import or export report formats, these are stored as .REP files. This
transferring is governed by the Transfer In and Transfer Out actions. You specify
the name of the file which contains the format in the File Name box. You must
enter the full path of the file.

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CONTROL PARAMETERS

The control parameters are dependent on the type of document or report. For
example, if you are working with a R-Remittance type document, the boxes
governing the printing of cheques are displayed.
All the control parameter boxes are described in detail in the Report Definition
section in the SunAccount Reference Manual.
The Report Type box is where you identify the nature of your of document. The
full range of Report types available in SunAccount and SunBusiness are:

Type Module Report Associated Functions

A LA Formatted Account Listing FL=Formatted Layouts

PA=Print Formatted Accounts
AG AR Asset Register Report AG=Asset Register
ALA LA Account Listing AL=Account Listing
ALF AR Asset Listing Report AL=Asset Listing
AS AR Asset Status Report AS=Asset Status
DB LA Day Book Listing DB=Day Book Listing
I SO Quote/Invoice/Credit Note PQ=Print Quotations
Acknowledgement PI=Print Invoices
Despatch/Miscellaneous PA=Print Acknowledgement
PS=Print Despatch Document
PM=Print Miscellaneous
Documents
JL LA Journal Listing JL=Journal Listing
K SO/PO Statistical Declarations KL=Statistical Layouts
PK=Print Statistical Declarations
M IC Movement Document PV=Print Movements
ML IC Movement Listing ML=Movement Listing
N LA Account Tax Listing XL=Tax Listing Layouts
PN=Print Account Tax Listing
O PO Purchase Order PP=Print Purchase Orders
P SO Picking List PP=Print Picking List
PL=Print Alternative Picking
List

Reporting in SunAccount 211

 Type Module Report Associated Functions

PLA LA Payment Listing PL=Payment Listing

PLP PO Purchase Listing PL=Purchase Listing
R LA Remittance Advice Notes PR=Print Remittances
S LA Statements PS=Print Statements
SLS SO Sales Listing SL=Sales Listings
T LA Tax Listing XL=Tax Listing Layouts
PT=Print Tax Listing

SAMPLE REMITTANCE WITH A CHEQUE

To help you understand how documents and reports are designed, examine the
format AR2-??. This is an example of a combined remittance and cheque. It can
be printed automatically after you have run GP=Generate Payments.
This document has the following settings in the control parameters screen:

Printer Controls:
You can specify that a particular printer code is used whenever this report format
is printed. This is useful if you use specific stationery for certain documents. The
sample remittance AR2 has no printer code set up so the user’s printer definition
is used.
Other boxes control the number of lines and the character width of your stationery,
this is not the number of lines you want to print. The maximum size of a document
is 300 lines by 999 columns. The AR2 format is designed to be printed on sheets
of paper 72 lines deep and 160 characters across.
You can choose to print the report totals after the last transaction line on the report
or at the bottom of the last page of the report. Any space between the last transaction
line and the report total is then printed with the filler line. However, this control
is not available for R-Remittance type documents.

Document Selections:
In SunAccount the document selection boxes apply to remittances, with or without
cheques, and to statements. You can choose, for example, not to print remittances
for amounts of zero or for debit balances.

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Consolidation:
The Prior to Cutoff Period box allows you to accumulate and print all transactions
prior to the specified period, as a single brought forward transaction.
The Transaction & Discount box is used when taking discount. GP=Generate
Payments creates one transaction amount and one discount amount. With this box
you can suppress the discount transaction line and print either the net value or
both values on one line.

Cheque and Ageing Control Parameters

You can see that the AR2 document includes a cheque. The Cheques on Document
box is set to D-Document. This specifies a new cheque number for every document,
rather than for each new page. When you run PR=Print Remittances you are
prompted for the Next Cheque Number and this becomes the transaction reference
on the payment transactions generated by GP=Generate Payments.
The setting for AR2 ensures that the cheque number is incremented correctly if
the transaction details for an account runs over one page of stationery. This
setting can also be used if the remittance details are printed in a separate document
from the cheques but the cheque number is printed on both.
You can also print ageing details on certain documents by specifying the ageing
bands in the six columns provided. The relevant transactions are accumulated
into seven totals or accumulators. You can choose whether to age by the transaction
date or by the due date. You can also print a table of ageing totals for up to ten
currencies.
Having looked at the Control Parameters, use Format Details to display the main
design screen of RD=Report Definition. This is where you specify the position of
each item on the page.

FORMAT DETAILS

This screen represents a map of your document or report. The top line provides
a numeric scale, like a ruler, to help you position the elements of your document.
The asterisks ****** show you where items of data have been plotted. The
descriptive text, e.g. ‘Remittance Date’, appears as it does in the printed document.
Notice that your cursor is in the top left corner of the document, if you type a
word and save the change, that word will appear as a piece of fixed text on the
printed document.

Reporting in SunAccount 213

 Unlike other SunAccount functions RD=Report Definition does not use theAction
pull down menu. Instead, to access the various selection options you use the F5
key for the report options and the F2 key for specifying data items. To leave the
format details screen use ESC.
Using the AR2 format details as the example, press the F5 key. This opens a
window displaying the various report options.

MOVING AROUND THE FORMAT

The report options allow you to specify the different areas of the report. There is
also an option to delete a whole line, and an option to exit the format details
screen and return to the control parameters screen. Use the A RROW keys to highlight
an option and press ENTER to select it. Notice that as you select a different area,
the screen changes to display that portion of your document or report.
Notice that the display in the top left of the screen shows the current report area
and line number.
The Page Heading is currently displayed. It represents the top of each page. The
AR2 document has the text Remittance Date and Page defined in this area. You
would also include items such as the report name.
Subheadings are used for subtotalling purposes in certain reports.
The Transaction area is the main body of the report. This is where transaction
lines are listed. Although there is no limit to the number of transactions lines,
apart from the lines available on each page of your stationery, you would normally
define one or two lines in the transaction area. When you come to print the
document, these lines are repeated for each new transaction until the footing
areas are reached.
In the AR2 format you can see asterisks have been defined in the transaction area
representing various data items. Notice that the last line of the page heading area
has text representing column headings for the transaction area. This includes:
Date, Reference, Description, Debit, and Credit.
The Filler area is designed as one line, which is repeated to fill in the unused space
in your transaction area. For example, if a particular account has only two
transactions for which payments have been generated, their remittance advice
note will include several lines of filler.
These are used for subtotalling purposes in certain reports.
The Page Footing area is printed at the bottom of every page (except the last).
The AR2 format has the following text defined in the page footing: Balance Carried
Forward together with a total item.

214 SunAccount Appreciation Guide Version 4.2

The Report Footing area is printed at the bottom of the last page of the document,
you can specify totals and general text messages. AR2 has the cheque defined in
this area, since there may be several pages of transactions to print before the totals
can be calculated and printed in the cheque Amount spaces.
The End Formatting option is like selecting Exit. This closes the format details
screen and returns you to the Format Code box in the Control Parameters screen.
The Delete Line option forces you to confirm the deletion before settings on the
current line are removed.
To familiarise yourself with the sample remittance the following section outlines
the different data items used in AR2. You should first use QUERY to move back to
the Page Heading area, and move your cursor directly to the top left hand corner
of the document.

DEFINING ITEMS

Use F2 to open the Data Items window. This is where you specify the position of
items of information, using line and column numbers.
Notice that you are currently in create mode; this is because no items have been
defined on line 1, column 1 of AR2.
The Line Number box and Start Column box identify the position on the page.
The line number must fall within the document controls set on the control parameters
screen. You can, however, use the Start Column box to include a value in your
report calculations without printing it - for example, an accumulator value that
remains invisible. You achieve this by entering a Start Column value that exceeds
the Report Width specified on the Control Parameters screen.

F Note: Should you need to Amend, Examine or Delete this invisible item,
you must first increase the Report Width; make the necessary changes in the
format details screen; then return the Report Width to its original setting.
In the Item Type box you can specify one of three types of item: S-String,
D-Data, or T-Totals.
S-String items are pieces of text or narrative, for example: Summary or Balance
Due.
D-Data items are taken from SunSystems data files or tables. For example:
transaction amounts, account codes, names and addresses. Each data item is
held in the data dictionary file.
T-Total items are accumulated values e.g. amounts from transaction lines.
They are normally used in the page and document footing areas.

Reporting in SunAccount 215

 Click Cancel to close the Data Items window. Now use the arrow key to move
your cursor to the first asterisk on line three. Use F2 to reopen the Data Items
Details window.
Because there is an item of data defined at this position, there are more boxes
displayed in this window. The boxes displayed depend on the data item defined.
Also notice that you are able to use Create, Amend, or Delete when an item has
already been defined at the current position. The system defaults to Amend, but
you can use ALT+B (or the arrow keys if you are using the character based version)
to move back to the Create/Amend/Delete box.
The Start Column box is highlighted, you are looking at column 32. You can
enter another position to move the current settings along the line.
The Start Sequence Code and Stop Sequence Code boxes enable you to print data
items in a specific font. This option is associated with CS=Control Sequence
Definitions which controls the various print styles. The AR2 format is entirely
printed in the fonts determined by the default printer definition.

Defining Only If Items

The Only If Item box and its Value setting is a very flexible tool. You can define
several items in the same position, these can be pieces of text, data items, or totals.
The item which is printed is the one which satisfies the specified condition.
An example of this has been created in the document footer of AR2. Cancel the
current item details box, and use the F5 key to move to the report footer area.
With the ARROW keys move your cursor down to line 18 and use RIGHTARROW
until you are at the first X displayed on this line.
Now use the F2 key; because there is more than one item defined at this position,
the Item Selection window appears. There are three items to choose from. The
first on the list is the data item for Document Date, the second and third are both
string items of XXXXXXXX. Highlight Document Date and press E NTER.
The Data Items window is displayed and you can see the details for the D-Data
type item Document Date. This data item has been defined in Column 6, the next
box is set to 1. To define more than one item in the same position this sequence
box must be set.

F Note: The Only If box specifies T01, this is a T-Total type item which
represents the grand total accumulator. Totals are described below in the
section Defining Total Items. The condition for printing the Document
Date item in the AR2 document, has been set at Greater Than 0.000. In
other words the date will only be printed if the grand total is more than
zero.

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Defining Data Items
The next box in this item details window is COM. This is an abbreviation for
Common Fields. All data items are grouped under various record types. The
name of this box changes depending on the record type selected.
Use QUERY from this box to open the Record Types window. This shows you the
record types available for an R-Remittance type document/report. The record
types include: Common Report Fields, Chart of Accounts, Bank Details, and
Analysis Categories. Selecting the record type opens the Data Items window, you
can see the item Document Date is available under Common Fields.
Use ESC to close the Data Item and Record Type windows. The Data Items
window also includes other boxes that affect the definition of data items.

Assigning Space to Data Items

The Start Character box specifies the first character of the data item that is to be
printed. If you wanted to exclude the first two characters of an item, you would
set the Start Character box to three.
The Print Length box also allows you to print part of an item by truncating its
length. The full print length of the selected item appears as a default, and the
Data Items window provides the default length of each item. The document date
Print Length in AR2 has been set to print in full.
When designing a report layout you should allow extra characters for the decimal
point and any prefix or suffix in numeric items.

Suppressing Items and Lines

The Suppress Line/Value and Item Indicator boxes are used to specify when the
item or line should be printed. You can specify a condition for the value of each
item. The line or item is suppressed if the specified condition is met.
You can leave these boxes blank and the item or line will always be printed. You
can suppress the line if the current item is equal to, greater than, or less than a
specified value. Note that debits are negative and credits positive. You can suppress
the item if it is a credit, debit, zero or credit, zero or debit, or not zero.
There is an example of items being suppressed in the AR2 format. Go to the
transaction area and move to line 1 and column 63. Two columns of amount have
been designed showing the debit and credit amounts separately.
If the Suppress Line item occurs after values have been accumulated to totals the
line value is retained in the accumulator. If the Suppress Line item occurs before
accumulation it is not retained in the accumulator.

Reporting in SunAccount 217

Decimal Places and Debit Credit Markers
You can specify the number of decimal places shown on your document or report.
Enter ‘-’ hyphen if you are printing currency amounts and you want to use the
decimal places specified in CN=Conversion Definitions.
The Sign Print Indicator box is used to specify how to print credit and debit
values. You can print in brackets if credit or debit, print CR after the credit
amounts, print DR after the debit amounts, or print no signs. The Edit Code box
dictates the use of leading zeros and thousand separators, there is also a setting
which produces amount in an APACS acceptable format.

Amounts in Words
Printing numeric amounts and dates in words is controlled by the Convert to
Words and Date Format Code boxes. You can produce amounts and dates in
words in several languages by specifying the language code you want to use. You
can also print a string of words by using the data items for Thousands, Hundreds,
Tens and so on, or Amount In Words Sentence. The AR2 format uses these D-
Data items in the report footing area in column 16, this prints the amount in
words on the cheque portion of the remittance.

Accumulating into Totals

The Accumulators allow you to subtotal and total any amounts in your document
or report. You can define up to 50 accumulators by placing a + or - (plus or
minus) beneath the accumulator number. There is an example of this in the
transaction area of AR2 in line 1, column 63.
Items can be added to several accumulators to be printed in the page footing and
document footing areas defined as T-Total items. Accumulators might hold, for
example, analysis or tax values. For further information see the subsection Defining
Total Items.

Defining String Items

You can define S-String type items by entering them directly onto the format
details screen, or by specifying the line and column number in the Data Items
window. There are many instances of string items in the AR2 format, clearly
visible in the format details screen. However, the example used earlier shows the
string item in conjunction with an Only If condition.
In the report footing area use the arrow keys to move your cursor to line 18 and
RIGHTARROW until you are at the first X displayed on this line. Re-open the item

218 SunAccount Appreciation Guide Version 4.2

 selection window by pressing F2, and highlight the second item on the list, this is
a string item of eight Xs.
Once the data Items window is open you can see this string is still defined at
column 6, however the adjacent sequence code is set to 2. The Only If setting
specifies that the line of XXXs will be printed if the grand total is less than 0.001.
In other words, the document date will not be printed on your cheques for values
less than a penny.
The remaining area of the Data Items window mimics the current area of the
format details screen, including the ruler. You can simply type your narrative
string in this space.

Defining Total Items

T-Total Items comprise a maximum of 50 accumulators. You can use the Clear
After Print box to set the accumulator to zero once the associated total item is
printed.
The AR2 format includes a T-Total item, this is the grand total of the values
printed in the transaction area. Defined as T01, it is printed in the amount box of
the cheque.
Once you have finished creating or amending, use the F5 key and select End
Formatting from the Format Areas window. This returns you to the control
parameters screen.

Reporting in SunAccount 219

 EXAMPLE FORMATS FROM THE DEMONSTRATION DATABASES

(supplied in SSREPORT and 01*.REP files)

Version 4.2 Format Type Description

AFA1 A Formatted Account Listing Sample 1099

AFA2
FAG1 AG Asset Register Report
AAL1 ALA Account Listing Abbreviated
AAL2 Account Listing s/c Account Listing
AAL3 Account Listing works with DM1
AAL4
FAL1 ALF Asset Listing Report
FAS1 AS Asset Status Report
ADB1 DB Day Book Listing works with DM1
ADB2
SQ1 I Quotation Invoice m/c invoice
SI1 Acknowledgement ProForma Despatch Note
SI2 Credit Note
SA1
SA2
SD1
SC1
AJL1 JL Journal Listing
AJL2 Journal Listing for held journals
AJL3 Journal Listing for single currency
AJL4 Journal Listing for unbalanced journals
AJL5 Journal Listing for single currency held
AJL8 journals works with DM1
SSD1 K Statistical Declarations (sales)
PSD1 Statistical Declarations (purchases)
IM1 M Movement Document for stock
IM2 Movement Document for transfers
IM3 Movement Document for returns
IM4 Movement Document for purchase orders

220 SunAccount Appreciation Guide Version 4.2

Version 4.2 Format Type Description

IML1 ML Movement Listing (LB)

IML2 Movement Listing (LR)
IML3 Movement Listing to show alloc ref.
AAT1 N Account Tax Listing
AAT2 Account Tax Listing
PO1 O Single Currency Purchase Order Multi-currency
PO2 Purchase Order
SPL1 P Picking List based on SBPIC
SPL2 Picking List based on SBPQI
SPL3 Picking List based on SBPQL
APL1 PLA Payment Listing
PPL1 PLP Purchase Listing
AR1 R Remittance Advice Note (no cheque)
AR2 Remittance Advice Note (with cheque) will apply
APACS
AR3 Remittance Advice Note (cheque only) will apply
APACS
AS1 S Statement Multi-currency Statement
AS2
SSL1 SLS Sales Listing
SSL2 Sales Listing
ATL1 T Tax Listing
ATL2 Tax Listing
ATL3 works with DM1
ATL4 works with DM1
ATL5 works with DM1
ATL6 works with DM1
N/A X Statement/Remittance (Special)

Reporting in SunAccount 221

 DESIGNING AUDIT TRAIL REPORTS

JL=Journal Listing, AL=Account Listing, and TB=Trial Balance comprise the

audit trail reports in SunAccount.
JL=Journal Listing prints transactions journal by journal; AL=Account Listing
prints the same transactions, but account by account; TB=Trial Balance summarises
the transactions into balances for each account.

Sample Journal Listings

JL=Journal Listings uses RD=Report Definition to determine the structure of the
report. There are several sample formats provided with SunSystems:
• AJL1 Journal Listing
• AJL2 Journal Listing for held journals
• AJL3 Journal Listing for single currency
• AJL4 Journal Listing for unbalanced journals
• AJL5 Journal Listing for single currency held journals
• AJL8 Journal Listing works with the DM1 database
Having created the RD=Report Definition format, use JL=Journal Listing to run
the report. Selection criteria includes:
• Journal Type From/To
• Journal Source
• Journal Number.
You can Select By Entry period, Entry date or Accounting Period and specify the
appropriate dates
If you do not supply a journal number, journals in the date you specified are
printed. Note that Entry Date is NOT the same as the Transaction Date. Entry
Date is the date the journal was posted.

Sample Account Listings

Account listings use RD=Report Definition to determine the structure of the report.
There are several standards formats provided with SunSystems, these include:
• AAL1 Account Listing
• AAL2 Abbreviated Account Listing

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 • AAL3 S/C Account Listing
• AAL4 Account Listing works with the DM1 database
Having created the report definition format, use AL=Account Listing to run the
report: Selection criteria include: Account Code From/To, Account Source, and
Accounting Period. You can choose whether or not to include archived data in
your report.

The Trial Balance

The trial balance verifies that the period debits and credits balance. You can either
use TB=Trial Balance to produce a fixed report or you can use one of the financial
reporting functions to design your own.
Use TB=Trial Balance by simply specifying the accounting periods or entry dates
to be included. You have the option to summarise debtor, creditor, and client
balances.
The resulting trial balance shows the opening and closing balance for each account,
and the total debits and total credits this period. It also shows the period movement
- the difference between debits and credits. The balances all total to zero, showing
that the ledger or database balances.

DESIGNING AGEING REPORTS

Ageing reports sort transactions into ageing bands. You can age transactions for
all types of accounts and all purposes, but the most frequently used aged reports
are aged debtors, aged creditors, and cash flow reports.
Ageing reports can help you to plan your credit control activity and your payments.
An aged debtor report shows your customers’ outstanding debts to you. An aged
creditor report shows your commitments to suppliers and when you are due to pay
them.
SunAccount provides a specific report writing function for the production of
ageing reports: GA=Aged Analysis. The first example uses a layout code AD.
This report has been set up in GL=Aged Analysis Layouts as an aged debtor
report.
Aged analysis enables you to specify, for example, the type of accounts that are to
be covered by the report, the order in which they are printed, and whether they
are aged forwards or backwards.

Reporting in SunAccount 223

 SAMPLE AGED ANALYSIS LAYOUT

In the aged debtor analysis report AD, you can see that under Account Types only
D-Debtor and T-Client account types have been requested.
The Exclude Allocated Transactions box has been set to Y-Yes, so transactions
marked A-Allocated, R-Reconciled, or P-Paid will be excluded. Transactions
marked C-Correction are always excluded.
The AD layout has the Age by Due Date/Transaction Date box set to D-Due Date.
The ageing has been set backwards, so the default ageing days below will be
subtracted from the base date when the report is produced. The report shows what
was due and when. Ageing forwards shows when transactions fall due.
Each transaction will be listed on the report because the Report Transactions box
has been set to Y-Yes. You can leave this box blank for a summary aged total for
each account.
The Default Ageing Days 1-5 boxes define the ageing band columns on the report.
If they are left blank, the defaults of 30, 60 and 90 days are used. This means that
transactions will be grouped as 1-30 days overdue, 30-60 days overdue and 60-90
days overdue. You can override these settings when you print your report.
As with the financial reporting functions, you can specify selection categories. In
the AD layout the Selection Code 1 box is set to AB-Account Balance. When you
produce the report using GA=Aged Analysis, you will be asked what range of
Account Balances are to be included.
The Level Codes, which define the sequence of the report, are set to AC-Account
Code. This means that the AD report will be listed in account code sequence, with
totals for each account. You can use the level codes to produce an aged report
with subtotals. For example you could amend this report layout so that Level
Code 4 is AT-Account Type. There would be a total for each account and a total
for each account type.
The Balance Sequence option is used only when AB-Account Balance is a Level
Code. It determines the numeric sequence the balances are reported. The default
is to list high credits through zero to high debits.
Having designed your report, it can be printed from GA=Aged Analysis. The
selection criteria at run time are: the range of account balances, and whether
debits or credits are included. In an aged debtors report it is usual to select only
accounts with Debit balances. The remaining selection boxes allow you to specify
the Ageing dates.
The AD report layout has been set up to include debtors (customers) and clients.
If you specify accounts with debit balances. Only debtors and clients with credit
balances do not appear.

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Ageing
In this report, invoices and credit notes are aged from their due date, rather than
their transaction date or the date they were entered. The due date is calculated by
adding the payment days from CA=Chart of Accounts to the transaction date, or
you may have entered a specific due date in JE=Journal Entry or AA=Account
Allocation.
GL=Aged Analysis Layouts allows you to age transactions from their transaction
date if you wish.

Credit Limit
At the end of a customer’s account is a total for each column, and the Account’s
Total Outstanding amount is shown to the left. The total outstanding amount is
followed by two asterisks (**) if the customer’s credit limit has been exceeded.
At the end of the report are report totals. Since the AD report includes all debtors
and clients with debit balances, these totals represent the total
The demonstration database DEM also includes an aged report layout called AC.
This is similar to AD, but ages outstanding creditor and client amounts into the
future. This can help your cash flow, for example, if you wanted to make payments
to a maximum of 50,000, you could produce an aged creditor report to decide
which payments to make.

FIXED ASSET REGISTER REPORTS

In addition to the three SunAccount financial reporting functions, there are three
specific asset reporting functions: AL=Asset Listing, AG=Asset Register, and
AS=Asset Status. The design of these three reports is controlled by RD=Report
Definition.
There are several example formats provided with SunSystems, these include:
• FAG1 Asset Register Report
• FAL1 Asset Listing Report
• FAS1 Asset Status Report.
The asset listing report lists asset transactions, and forms part of the audit trail. It
is similar to the database Accounting function: AL=Account Listing, and shows
asset transactions for the ledger sequenced by asset code instead of account code.
You would normally print it for all asset codes for the current period at the end of
a period and use it as a permanent record.

Reporting in SunAccount 225

 The Asset Register report shows asset values (gross value, net value and final
value) for each asset code and for each asset sub code present for that asset, by
adding values from the asset transactions. You can also print asset diary records if
you want.
Asset Status is designed to report a number of different status conditions, and
helps you to manage your assets. An Asset Status report highlights any or all of
the following information:
• Assets which have information missing. For example, their start period for
depreciation
• Assets which have a net value less than their final value
• Assets expected to be fully depreciated which are not so (set the Value beyond
End Depreciation Period box to Y-Yes)
• Assets fully depreciated but not marked for disposal (set Fully Depreciated
box to Y)
• Assets marked with Status S=Suspend (set the Asset Status box to S)
• Assets that have been disposed but still have transactions present
• Assets that have been disposed, have no transactions, but still have an Asset
Record.

226 SunAccount Appreciation Guide Version 4.2

A Guide to Italian Accounting

This section offers general guidance to the ways in which you can use SunAccount
to produce reports which comply with Italian statutory reporting requirements. It
explains how, with co-ordinated use of the tools provided by SunAccount, you
can produce these reports. It also suggests ways in which SunSystems’ security
features can be used to exercise maximum control over systems administration
and journal entry.
This section should be read in conjunction with the relevant sections in the
SunAccount Reference Manual.

GLOSSARY

Fiscal Reports-Libri Bollati

An Italian statutory report, usually at transaction level, showing daily ledger activity.
An example is the Libro Giornale (q.v.).

Definitive Request
A box in DB=Daybook Listing and PT=Print Tax Listing. When set to Y-Yes,
transactions are posted from the rough ledger to the main ledger. In DB=Daybook
Listing they are also numbered when they are hard posted to the main ledger.

Hard Posting
Posting to the main ledger. A term used to differentiate rough posting and hard
posting.

IVA Reports
Italian value added tax reports.

A Guide to Italian Accounting 227

 Libro Giornale
The statutory report which shows daily transaction activity. Transactions must be
shown in ascending registration date and entry sequence.

Prima Nota
The Italian phrase for a daybook, regarded as a rough ledger. Literally, the ledger
in which a transaction is first recorded. This is a book of prime entry.

Protocollo
An incremental number, generated without gaps in the sequence, applied during
the registration of transactions to the Prima Nota. Protocollo must be used for
sales, purchases, and credit notes, and can additionally be used for other transactions
which can be grouped as required. For sales transactions, invoice number may
double as protocollo number, or there may be two distinct sequences.

Registration Date
The date on which a transaction is registered to the Prima Nota. This may be the
actual entry date, or transactions may be grouped to a weekly, ten-day, or even
monthly Registration Date.

Registration Details
The details that must be recorded in the Prima Nota against each transaction.
These consist of a registration (entry) date and, typically, an incremental protocollo
number which, for sales and purchases, is sometimes prefixed with a code.

Post Rough Book

The SunAccount function that equates with Prima Nota accounting. You can
rough post a transaction using this and then hard post the transaction from the
rough book to the main ledger.

Rough Posting
Posting to the rough ledger or Prima Nota. A term used to differentiate hard
posting and rough posting.

228 SunAccount Appreciation Guide Version 4.2

 Statutory Reports
In the context of rough book processing, statutory reports are those reports produced
by the functions DB=Daybook Listing, and PT=Print Tax Listing.

BACKGROUND

Legal
Italian law requires that organisations provide financial statements and fiscal reports
for inspection by the authorities. Fiscal reports must be presented on officially
stamped paper. Once finally produced neither financial statements nor fiscal reports
can be revised.

The Prima Nota

Because organisations have to produce a definitive listing, it has become common
practice in Italy to rough post all transactions to a rough book, the Prima Nota.
Once entered, transactions and transaction details can be revised within the rough
book until the civil or fiscal reports are required, when they are hard posted to the
main ledger.

Registration
The entry of all transactions to the rough book is stamped using a registration
(entry) date. It is usual to supplement this date stamp with at least one incremental
number which is, sometimes, prefixed with a code. In Italy, a user will usually
want to set both a transaction sequence number on registration in the rough book
and a daybook sequence number on hard posting. These registration details are
written onto the paperwork associated with the transaction. This provides an
audit trail, leading from the statutory reports to the originating invoices, credit
notes, etc.

The Rough Book

Within SunAccount you can use the rough book facility as the Prima Nota.
Changing the setting of the Rough Book box in LD=Ledger Definition to 1 ensures
that all transactions are automatically rough posted to the rough book. You can
then amend and report on them before carrying out a hard posting to the main
ledger. If the Rough Book box is set to 2, the rough posting to the rough book is
optional.

A Guide to Italian Accounting 229

Definitive Listings and Reports
Having posted your transactions to the main ledger, you can reprint at any time
the definitive listings and reports required by the Italian authorities.

REGISTRATION TO THE PRIMA NOTA

When transactions are rough posted to the Prima Nota they are registered by date
and by number. Ideally, for the purposes of Italian statutory requirements, each
transaction has a unique identification reference. The registration numbers
generated are used as the protocollo numbers in fiscal reports. You can set both
registration date and registration number details in SunAccount using SN=Sequence
Number Definitions. Typically, separate sequences of registration details are
required for purchase and for sales transactions.
You can use a T-Category on LD=Ledger Definition to hold Protocollo, or
transaction sequence codes. You can use a T-Category on the LD=Ledger Definition
to hold a daybook code. Using SN=Sequence Number Definitions you can then
define the series of codes that you wish to use. You must define the starting
number for your daybook code.
If you have specified a Transaction Sequence Category you can also specify
sequences to be used for system generated journals for each of the following
functions:
• GP=Generate Payments
• GD=Generate Debits
• TM=Transaction Matching
• VP=Void Payments
• LR=Ledger Revaluation
• TA=Cash Tax Allocation
• CD=Calculate Depreciation (Fixed Assets module only)
• DI=Asset Disposal (Fixed Assets module only)
A single sequence number code will be used for each batch posted.

Setting Registration Dates

If you set the Registration Date box for a Sequence Number Code in SN=Sequence
Number Definitions to the start date of your entry period, all transactions using
this sequence number code will be stamped with this date as their registration
entry date.

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 For each sequence number code you define, a warning is given if you set a
registration date to a date earlier than that previously used for the sequence number
code. This helps ensure that the registration numbers and dates increase in parallel.

Setting Transaction Registration Numbers

Set and amend transaction registration number sequences using the Next Sequence
Number box in SN=Sequence Number Definitions.
Set the SN=Sequence Number Definitions box Automatic/Manual/Date
to A-Automatic for a sequence number code, and, at each transaction, registration
numbers are incremented automatically. If you set this box to M-Manual, or to
D-Date, a unique reference number is not provided for each transaction.
If you set the sequence number code to M-Manual, you are asked to enter a
sequence number for each new transaction reference in JE=Journal Entry. You
cannot use a M-Manual sequence number for system generated journals.
If you set the sequence number code to D-Date, no number is recorded but the
registration date is entered.
To enter a registration date and a sequence number you must enter both a registration
date and an A-Automatic or M-Manual sequence number.
In the Transaction Sequence Category box in LD=Ledger Definition you should
have set a transaction analysis category T-Code to hold the transaction registration
sequence number.

Assigning Registration Details to a Specific Journal Type

Use the Sequence Number Code box in JD=Journal Definitions to assign a specific
sequence number code to a journal type to a sequence number code. This means
that all postings you make using this journal type will use the registration date you
have entered in the Registration Date box in SN=Sequence Number Definitions as
the entry date; the Sequence Number Code and the Next Sequence Number, if
used, will be held as the appropriate T-Code. When you run reports you can use
the T-code as a selection and sort criterion.

Obtaining an Automatic Listing of Postings to the Rough Book

Set the Force Journal List box in LD=Ledger Definition to Y-Yes, and you will
obtain a printout of the registration details of all postings immediately after posting.
Use RD=Report Definition to design a report to provide the registration date and
number details you require.

A Guide to Italian Accounting 231

 In addition, if you use the Registration Date, this is displayed in a message
immediately after posting a journal. If the Automatic/Manual/Date box in
SN=Sequence Number Definitions is set to A-Automatic, the Sequence Number
is A-Automatic, the Sequence Number Code used is also displayed, or the first
and last codes if multiple references are posted in one journal in JE=Journal Entry.

Setting Daybook Sequence Numbers

Set and amend a daybook number sequence using the Next Sequence Number box
in SN=Sequence Number Definitions.
To generate daybook numbers you must set the Automatic/Manual/Date box in
SN=Sequence Number Definitions for the code used for daybook sequence numbers
to A-Automatic. The date is irrelevant here.
Daybook sequence numbers are incremented automatically only when you run
DB=Daybook Listing with the Definitive Request box set to Y-Yes. Use the
Sequential Audit Register flag in LD=Ledger Definition to specify whether daybook
sequence numbers are incremented by transaction line or by transaction reference.
To meet Italian accounting requirements, daybook sequence numbers must be
used for all fiscal transactions.

POSTING FROM THE PRIMA NOTA

When you are satisfied that transactions posted to the rough book are correct, you
will want to post them to the main ledger. This will probably be when you are
ready to produce the statutory reports. You perform this hard posting, use
DB=Daybook Listing or, less commonly, the PT=Print Tax Listing. These two
are the only functions you can use to post transactions from the rough book when
the Rough Book box in LD=Ledger Definition is set to 1.

Running DB=Daybook Listing

You should use DB=Daybook Listing with the Definitive Request box set to N-No
until you are sure that all entries are correct.

F Note: Until you have requested a definitive daybook listing, the sequence
numbers which are generated for the daybook report are not permanent but
are generated for this copy of the report only.
Running DB=Daybook Listing with the Definitive Request box set toY-Yes causes
all the rough book flags to be removed from transactions; you will have hard
posted transactions from the rough book to the main ledger. The daybook numbers
generated are written to the T-Code specified in LD=Ledger Definition.

232 SunAccount Appreciation Guide Version 4.2

Running PT=Print Tax Listing
You are recommended not to use PT=Print Tax Listing to perform your hard
posting to the main ledger in Italy unless you produce an annual daybook. If you
do want to use the function for your hard posting, you should set the function’s
Definitive Request box to Y-Yes. In all other cases you should ensure that the box
is set to N-No.
You can select account types and ranges of gross, net, and tax accounts to include
on your tax listing.
Additionally you can select transactions by:
Account and transaction analysis category
Debit/credit indicator
Conversion Code
Journal Source
Transaction Reference
Allocation Reference

REPORTING AND THE PRIMA NOTA

You can use the functions DB=Daybook Listing, PT=Print Tax Listing, and
PN=Print Account Tax Listing to produce statutory reports.

Daybook Listing
You can run a daybook listing as described above. If you want to change the
design of the report use RD=Report Definition.

Tax Listing
Use PT=Print Tax Listing to produce tax listing reports for either purchases,
sales, or other transaction types. Select the dates and periods you wish to report
on, and set the function’s Definitive Request box to Y-Yes to remove the rough
flag and hard post transactions to the main ledger. In Italy it is recommended you
should only use this report with the Definitive Request box set to N-No.
Use RD=Report Definition to create and amend the design of your IVA reports.
You should set the Report Type box to T-Tax Listing to produce a tax list by
document/transaction reference. You can, for example, design your report so that
it shows the sequence number generated for each transaction reference at registration
to the Prima Nota.

A Guide to Italian Accounting 233

 If you leave the Date/Period Sequence box in XL=Tax Listing Layouts blank, the
date or period used for selecting transactions is also used for sequencing them.
You can select one of the following to sequence your transactions:
• DD Due Date
• ED Entry Date
• LD Allocation Date
• TD Transaction Date
• AP Accounting Period
• EP Entry Period
• LP Allocation Period
The sort sequence for your transactions is:
Date/period is selected
Transaction sequence code/number
Transaction reference
Journal number/Line Number
You can determine the content of your IVA reports using XL=Tax Listing Layouts.
This function enables you to control selection criteria, such as account type, at run
time. You can set the Sequence Number Code box to the required code for purchases
or sales so that only purchase sequences or sales sequences are selected for the
listing. You should therefore use a separate sequence number code for purchase
and for sales documents if you intend to produce separate sales and purchases tax
listings, or separate listings for EU transactions, as most Italian organisations do.
If you want to be able to select entry dates or registration dates at run time, set the
Date/Period Selection box to ED-Entry Date.

SECURITY ISSUES AND THE PRIMA NOTA

You can use the SunSystems functions OD=Operator Definitions, OP=Operator

Permissions, and DA=Data Access Groups to control access to rough book facilities.

User Designation
You can designate certain operators as the only people allowed access to
SN=Sequence Number Definitions to amend registration dates. Similarly, they
should be the only people able to amend OP=Operator Permissions to control
open periods.

234 SunAccount Appreciation Guide Version 4.2

Data Access Groups
You can use the function DA=Data Access Groups to control the access to the
rough book and hard posting.
For example in a purchasing department, purchase entry clerks and a purchase
department administrator may have access to post to the rough book. The
administrator would be allowed to control amendments to the registration date for
the entry of purchasing journals, and would also be able to restrict the open period
that purchase entry clerks could use. The purchase entry clerks would only have
access to JE=Journal Entry.
You can provide a similar set of controls for a sales department. The sales
department may well have finished a statutory registration period’s journal entries.
They would therefore wish to use a different open period than the purchase
department, rather than wait for the purchasing department to complete. When
the purchase department has completed, statutory reports can be run irrespective
of the fact that the sales department are registering journals to the next registration
period.
If you want your organisation to work in this, or a similar way, it is recommended
that you set the Open Periods boxes in LD=Ledger Definition flexibly, but that
you control different business operations using the Open Periods box in
OP=Operator Permissions.

Amending Rough Postings

The following table shows the amendments you can make to rough postings. It
provides information for full and optional rough book processing.

A Guide to Italian Accounting 235

 Rough Book Box Set to 1
Posting Status JE=Journal Entry AA=Account Allocation

Rough Posted Journals All details amendable. Allocation marker,

Journal lines can be description, due date,
created, amended or and T-Codes can all
deleted. From version be amended. T-Codes can
4.1.4 new transaction be prevented from
references may NOT being changed with
be created the Amend Codes box in
ND=Analysis Definitions
Rough Posted and No details can be Allocation marker,
Allocated amended description, due date, and
T-Codes can all be
amended. T-Codes can be
prevented from being
changed with the Amend
Codes box in
ND=Analysis Definitions
Hard Posted No details can be Only the allocation
amended marker can be amended

F Note: With full rough book processing (the Rough Book box in LD=Ledger
Definition is set to 1) you cannot change daybook or transaction sequence
numbers.

236 SunAccount Appreciation Guide Version 4.2

Rough Book Box Set to 2
Posting Status JE=Journal Entry AA=Account Allocation

Rough Posted Journals All details amendable Journal lines can be created,
amended, or deleted. New
transaction references can be
created
Allocation marker,
description, due date, and T-
Codes can all be amended.
T-Codes can be prevented
from being changed with the
Amend Codes box in
ND=Analysis Definitions
Rough Posted and No details can be Allocation marker,
Allocated amended description, due date, and T-
Codes can all be amended.
T-Codes can be prevented
from being changed with the
Amend Codes box in
ND=Analysis Definitions
Hard Posted No details can be Allocation marker,
amended description, due date, and T-
Codes can all be amended.
T-Codes can be prevented
from being changed with the
Amend Codes box in
ND=Analysis Definitions

THE SUNACCOUNT PRIMA NOTA - TYPICAL USAGE

Most users of SunAccount’s Prima Nota facility will want to ensure the integrity
of their data and reports. It is therefore important that transactions remain in the
rough book until they are definitive. Once you have produced definitive daybook
or tax listings, the rough book is closed.

A Guide to Italian Accounting 237

 You may wish to use the following set of typical procedures as a basis from which
to devise your own:
• Amend SN=Sequence Number Definitions so that the Registration Date box
shows the date at the start of the registration period. This date is then independent
of the calendar date and is concurrent with the accounting period used in
JE=Journal Entry
• Increment the registration date as wished for sequence number codes until all
transactions have been registered to the required registration period
• Run statutory reports (if using DB=Daybook Listing, or PN=Print Tax Listing,
check that the Definitive Request box is set to N-No) so that you can check the
accuracy of data in the rough book. Use action Recall Journal in JE=Journal
Entry to amend incorrect entries in the rough book
• Post all entries for the required registration period (entry date range) from the
rough book to the main ledger by running DB=Daybook Listing, or PT=Print
Tax Listing, with the Definitive Request box set to Y-Yes
• Run statutory reports to produce the necessary civil and fiscal reports. The
reports produced are fixed and final, and the Prima Nota for the relevant
registration period is closed.

Sample Reports
Included with the demonstration database are four Italian tax listing document
formats. These are ATL3.FMT, ATL4.FMT, ATL5.FMT and ATL6.FMT. The
demonstration database also includes one Italian daybook listing format,
ADB2.FMT
To examine the document formats, use the action Transfer In in RD=Report
Definition to import the formats into SunSystems and then use Format Details to
view the document details.
To keep accounts in line with Italian Accounting principles, you must have
appropriate settings in the following functions:
Daybook Listing
Ledger Definition
Print Tax Listing
Sequence Number Definitions
Tax Listing Layouts

238 SunAccount Appreciation Guide Version 4.2

 Appendix A: Bank Payment File
Layout

The bank payment file contains details of payments which are to be processed
through a bank transfer system. It is generated during GP=Generate Payments
and GD=Generate Debits, if the LD=Ledger Definition Automatic Bank Payments
box is switched on. In addition, accounts to be included for this method of
payment, must have a payment method of B-Bank Payment, in the CA=Chart of
Accounts record.

Field Name Pos Length Type Dec Description Comment

BANK-SORT-CODE 001 015 X - Sort Code from Creditor/Debtor Bank

Details

BANK-ACCOUNT-CODE 016 034 X - Bank Account Number ‘ ‘ ‘ ‘

BANK-ACCOUNT-NAME 050 035 X - Bank Account Name ‘ ‘ ‘ ‘

BANK-BASE-AMOUNT 085 018 N 3 Base Amount Paid

FILLER 103 004 X - -

BANK-DEBIT-CREDIT 107 001 X - Base Amount Debit/Credit Ind’r

BANK-FIRST-PAYMENT 108 001 X - First Payment Indicator

FILLER 109 003 X - -

BANK-REFERENCE 112 018 X - Transaction Reference from Creditor/Debtor Bank Details

FILLER 130 007 X - -

BANK-PROCESS-DATE 137 010 X - Payment Processing Date

FILLER 147 004 X - -

BANK-SUN-AC 151 015 X - Account Code SunSystems Creditor/Debtor

Account

BANK-CURRRENCY 166 005 X - Conversion Code

BANK-OTHER-AM 171 018 N 3 Other Amount Paid

BANK-OTHER-DC 189 001 X - Other Amount Debit/Credit

BANK-PAYER-NUM 190 034 X - Own Bank Account Number i.e. of Payment Account

Appendix A: Bank Payment File Layout 239

240 SunAccount Appreciation Guide Version 4.2
 Appendix B: Sample Reports

The following examples are standard reports that you can produce in SunAccount:
Journal Listing
Account Listing
Payment Listing
Trial Balance
Aged Analysis
Financial Analysis - Expense Analysis (EL)
Financial Statements - Balance Sheet (BS)
Financial Tables - Direct and Indirect Expenses (EXP)
Daybook Listing
Print Statements - Debtor Statement
Print Remittances - Cheque and Cheque with Remittance Advice

Appendix B: Sample Reports 241

 JOURNAL LISTING

242 SunAccount Appreciation Guide Version 4.2

/062/Lines Per Page
Demonstration Database GBP JOURNAL LISTING Page 1 Printed 28/02/1991 11:26

Journal Type: SALEG Journal Source: ALL Journal Number: 306 Accounting Period: 02/1991
To: 312
------------------------------------------------------------------------------------------------------------------------------------
Line Account Account Name Trans Date Due Date Debit Amount Credit Amount A n a l y s i s C o d e s
No. Code Description Period Reference Other Amount Other Amount WWW Contr Proj Tax
Asset Asset Name Sub Code V/I/D
------------------------------------------------------------------------------------------------------------------------------------

Journal Number: 0000306 Type: SALEG Name: General Sale Entry Date: 28/02/1991 Source: DEM

4 11000 General Sales 03/02/91 639.00 11BLF B102 V

02/1991 883654
5 64008 The Comfibeep Company 03/02/91 750.83 11BLF V
02/1991 883654
6 94100 Sales Tax 03/02/91 111.83 11BLF V
02/1991 883654

Journal Totals 750.83 750.83

Journal Number: 0000307 Type: SALEG Name: General Sale Entry Date: 28/02/1991 Source: DEM

4 11000 General Sales 02/02/91 598.00 11MAH A102 V

02/1991 IIWY
5 64013 J.Haymore & Co 02/02/91 269.53 11MAH V
02/1991 IIWY
6 94100 Sales Tax 02/02/91 104.65 11MAH V
02/1991 IIWY
99,999 64013 J.Haymore & Co 02/02/91 433.12 11MAH V
02/1991 IIWY

Journal Totals 702.65 702.65

Journal Number: 0000312 Type: SALEG Name: General Sale Entry Date: 28/02/1991 Source: DEM

16 11000 General Sales 12/02/91 835.00 11BLF A102 V

02/1991 2954
17 64900 One-Off Debtors 12/02/91 981.13 11BLF V
Jobbing Printers Ltd 02/1991 2954
18 94100 Sales Tax 12/02/91 146.13 11BLF V
02/1991 2954

Journal Totals 981.13 981.13

Report Totals 2,434.61 2,434.61

END OF REPORT

Appendix B: Sample Reports 243

 ACCOUNT LISTING

244 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database GBP ABBREVIATED ACCOUNT LISTING Page 1 Printed 28/02/1991 11:51

Account Code: 64005 Accounting Period: 02/1991

64006
------------------------------------------------------------------------------------------------------------------------------------
Account Trans Reference Journal Journal Alloc Debit Amount Credit Amount Due Date Description
Period Date Due Date Type No. Line Other Amount Other Amount
------------------------------------------------------------------------------------------------------------------------------------

Account Code: 64005 Name: Olde Englande Solutions Inc. Type: DEBTOR

01/1991 Brought Forward 519.50 D 106,665.02 106,145.52

02/1991 09/02/91 55390 SALEG 0000172 21 P 9,671.92 09/02/91 General Sale

02/1991 14/02/91 PPP32 SALEC 0000174 7 A 117.50 14/02/91 Consultancy Sale
02/1991 27/02/91 T55WE CR 0000177 18 A 177.83 27/02/91* CASH RECEIPT
02/1991 27/02/91 T55WE CR 0000177 99,999 A 459.17 27/02/91* CASH RECEIPT
02/1991 27/02/91 SYSTM 0000179 7 P 9,671.92 27/02/91* PAYMENT
02/1991 Period Total 519.50 C 9,789.42 10,308.92

Account Balance 0.00

by Conversion Code:

Account Code: 64006 Name: The Highgate Shop Type: DEBTOR

01/1991 Brought Forward 6,440.36 D 110,489.71 104,049.35

02/1991 09/02/91 33266 SALEG 0000172 22 P 8,616.57 09/02/91 General Sale

02/1991 09/02/91 WW7689 SALEG 0000172 23 P 5,418.33 09/02/91 General Sale
02/1991 09/02/91 WW7689 SALEG 0000172 24 4,551.74 09/02/91 General Sale
02/1991 20/02/91 553HGT SC 0000175 2 A 1,888.62 20/02/91 SALES CREDIT
02/1991 27/02/91 7245 CR 0000177 19 655.17 27/02/91* CASH RECEIPT
02/1991 27/02/91 SYSTM 0000179 9 P 14,034.90 27/02/91* PAYMENT
02/1991 Period Total 2,007.95 D 18,586.64 16,578.69

Account Balance 8,448.31 D

by Conversion Code: 8,448.31 D GBP

Report Balance 8,448.31 D

by Conversion Code: 8,448.31 D GBP

END OF REPORT

Appendix B: Sample Reports 245

 PAYMENT LISTING

246 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database PAYMENT LISTING Page 1 Printed 28/02/1991 14:26

A/c Code: 81001 Prd: 01/1991 Trans Date: ALL Trans Ref: ALL Alloc Ref: ALL Jrnl Type: SYSTM Source: PAYMT
To: 81010 To: To: To: To: To: SYSTM To: PAYMT
Include Allocated: Y
------------------------------------------------------------------------------------------------------------------------------------
Account Transaction Journal Description Payment Alloc Due A l l o c a t i o n
Period Date Reference No. Line Amount Date Reference Date Period
------------------------------------------------------------------------------------------------------------------------------------

Account Code: 81001 Name: Sartorial Supplies Syndicate

01/1991 30/01/91 0000169 0000002 PAYMENT 14,693.92D P 30/01/91 281 30/01/1991 01/1991

Account Total 14,693.92D

14,693.92

Account Code: 81002 Name: Sigma Supply Company

01/1991 30/01/91 0000169 0000005 PAYMENT 12,236.11D P 30/01/91 282 30/01/1991 01/1991

Account Total 12,236.11D

12,236.11

Account Code: 81003 Name: Masterful Manuf. - Account A

01/1991 30/01/91 0000169 0000008 PAYMENT 12,287.18D P 30/01/91 283 30/01/1991 01/1991

Account Total 12,287.18D

12,287.18

Account Code: 81004 Name: Masterful Manuf. - Account B

01/1991 30/01/91 0000169 0000011 PAYMENT 10,113.43D P 30/01/91 284 30/01/1991 01/1991

Account Total 10,113.43D

10,113.43

Account Code: 81005 Name: Hardwick and Green

01/1991 30/01/91 0000169 0000013 PAYMENT 8,359.16D P 30/01/91 285 30/01/1991 01/1991

Account Total 8,359.16D

8,359.16

Account Code: 81010 Name: Sunny Accountants

01/1991 30/01/91 0000169 0000015 PAYMENT 837.92D P 30/01/91 286 30/01/1991 01/1991

Account Total 837.92D

837.92

Report Total 58,527.72D

END OF REPORT

Appendix B: Sample Reports 247

 TRIAL BALANCE

248 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database GBP TRIAL BALANCE Page 1 Printed 28/02/1991 14:35

Accounting Period: 02/1991

------------------------------------------------------------------------------------------------------------------------------------
Account Account Name Account Opening Period Period Period Closing
Code Type Balance Debits Credits Balance Balance
------------------------------------------------------------------------------------------------------------------------------------

11000 General Sales P 71,117.73C 68,758.42 68,758.42C 139,876.15C

12000 Software Sales P 31,325.84C 31,325.84 31,325.84C 62,651.68C
13000 Consultancy Sales P 4,217.50C 2,365.50 2,365.50C 6,583.00C
18000 Returned Sales P 1,607.34D 1,607.34 1,607.34D 3,214.68D
19000 Discount On Sales P 1,229.67D 1,229.67 1,229.67D 2,459.34D
22100 Hardware/General COS P 33,536.67D 62,806.67 29,270.00 33,536.67D 67,073.34D
22200 Software COS P 13,585.42D 14,420.84 835.42 13,585.42D 27,170.84D
23000 Packaging P 3,182.30D 3,182.30 3,182.30D 6,364.60D
24000 Shipping P 4,596.14D 4,747.83 4,747.83D 9,343.97D
25000 Discount Received P 4,004.67C 4,004.67 4,004.67C 8,009.34C
32100 Salaries P 10,090.58D 10,090.58 10,090.58D 20,181.16D
32200 Employee Tax (PAYE) P 2,452.75D 2,452.75 2,452.75D 4,905.50D
32300 Employee Tax (NI) P 2,332.33D 2,332.33 2,332.33D 4,664.66D
34100 Bad Debt Provision P 419.00D 419.00 419.00D 838.00D
34200 Write Off P 65.08D 65.08 65.08D 130.16D
34300 Cost of Debt Recovery P 15.06D 15.06 15.06D 30.12D
35100 Telecommunications P 2,581.33D 2,581.33 2,581.33D 5,162.66D
35200 Electricity P 2,332.91D 2,332.91 2,332.91D 4,665.82D
35300 Fuel P 3,446.67D 3,446.67 3,446.67D 6,893.34D
35400 Repairs and Maintenance P 1,758.00D 1,758.00 1,758.00D 3,516.00D
35500 General Consumables P 800.05D 899.77 899.77D 1,699.82D
35600 Rent P 2,333.33D 2,333.33 2,333.33D 4,666.66D
36100 Plant P 2,343.10D 1,571.42 1,571.42D 3,914.52D
36200 Fixtures/Fittings P 132.03D 132.03 132.03D 264.06D
36300 Vehicles P 2,929.03D 2,929.02 2,929.02D 5,858.05D
37100 Advertising P 1,901.29D 1,901.29 1,901.29D 3,802.58D
37200 Miscellaneous Professional P 1,404.01D 1,404.01 1,404.01D 2,808.02D
37300 Entertaining P 627.68D 627.68 627.68D 1,255.36D
37400 Travel P 1,860.72D 1,860.72 1,860.72D 3,721.44D
37500 Reimbursable Expenses P 213.67D 213.67 213.67D 427.34D
38200 Bank Interest Paid P 0.00 489.75 489.75D 489.75D
38300 Bank Interest Received P 0.00 500.00 500.00C 500.00C
40100 Plant B 170,200.00D 0.00 170,200.00D
40200 Fixtures/Fittings B 7,000.00D 0.00 7,000.00D
40300 Vehicles B 153,000.00D 0.00 153,000.00D
46100 Plant Depreciation B 26,321.30C 1,571.42 1,571.42C 27,892.72C
46200 Fixtures/Fittings Depreciation B 1,113.18C 132.03 132.03C 1,245.21C
46300 Vehicles Depreciation B 39,431.34C 2,929.02 2,929.02C 42,360.36C
52100 Bank Account 96 23 75 33 B 411,884.99D 116,305.35 135,172.33 18,866.98C 393,018.01D
53000 Overdraft B 500,000.00C 41,666.67 41,666.67 0.00 500,000.00C
54100 US Dollars B 12,239.90C 0.00 12,239.90C
62100 Inventory General/Hardware B 281,682.55D 89,039.53 62,806.67 26,232.86D 307,915.41D
62200 Inventory Software B 174,593.61D 27,838.47 14,420.84 13,417.63D 188,011.24D
Summary 64001 To 64999 D 126,727.22D 120,378.49 94,309.05 26,069.44D 152,796.66D
65600 Rent B 25,666.67D 2,333.33 2,333.33C 23,333.34D
Summary 71400 To 71400 T 1,456.02D 0.00 1,456.02D
Summary 81001 To 81900 C 193,100.45C 78,131.92 88,075.67 9,943.75C 203,044.20C
84100 Bad Debt Provision B 5,475.00C 419.00 419.00C 5,894.00C
84200 Standard Accruals B 89,401.80C 8,360.91 8,360.91C 97,762.71C
94100 Sales Tax B 104,712.63C 281.28 17,928.73 17,647.45C 122,360.08C
94200 Purchase Tax B 5,483.69D 5,692.76 5,692.76D 11,176.45D
96100 Share Capital B 100.00C 8.33 8.33 0.00 100.00C
97000 Retained Earnings B 164,631.86C 0.00 164,631.86C

Total Prior Years Profit/Loss 208,277.71C 0.00 208,277.71C

Ledger Total 0.00 607,193.85 0.00

607,193.85 0.00

END OF REPORT

Appendix B: Sample Reports 249

 AGED ANALYSIS

250 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database GBP AGED DEBTOR SUMMARY Page 1 Printed 28/02/1991 16:46

Selection Ranges
----------------

Account Balance From 1 To 5000 Debit

Level Codes
-----------

Level 5 Account Code

Allocated Transactions Included

Transactions aged by Transaction Date

Transactions aged Backwards

Report Base Amount

Account Types Debtor

Client

Demonstration Database GBP AGED DEBTOR SUMMARY Page 2 Printed 28/02/1991 16:46

Base Date 28/02/1991

------------------------------------------------------------------------------------------------------------------------------------
After
28/02/1991 28/02/1991 29/01/1991 30/12/1990 30/11/1990
------------------------------------------------------------------------------------------------------------------------------------

Account Code 64004 James Brown & Co Priority Payment Terms Credit Limit 100000
Tel: 01 225 25456 Fax: Len Hearne

887.39 9,972.10C 683.33C 10,127.07 1,415.75

Account Code 64008 The Comfibeep Company Priority Payment Terms Credit Limit 10000
Tel: 01 387 2325 Fax: Jim McFarlane

3,320.47 10,945.97C 1,036.48 12,748.69 481.27

Account Code 64013 J.Haymore & Co Priority Payment Terms Credit Limit
Tel: 01 803 62587 Fax: Ken Thorn

1,101.62 34.15 1,469.85 42.38 444.76C

Account Code 64900 One-Off Debtors Priority Payment Terms Credit Limit
Tel: Fax:

2,032.04 916.05 920.75 65.08C 260.32

Account Code 64999 Debtor Suspense Priority Payment Terms Credit Limit
Tel: Fax:

376.00 376.00

Account Code 71400 Acme Holdings Priority Payment Terms Credit Limit
Tel: Fax: George Davidson

1,456.02 74.66 1,381.36

GRAND TOTALS
9,173.54 19,967.87C 3,119.75 22,927.72 3,093.94

END OF REPORT

Appendix B: Sample Reports 251

 FINANCIAL ANALYSIS - EXPENSE ANALYSIS (EL)

252 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database Expense Analysis Page 1 Printed 28/02/1991 16:51
with last period comparison
Period: 02/1991

PERIOD PERIOD LAST LAST LAST

RATIO% PERIOD PERIOD PERIOD
VARIANCE VARIANCE%

Salaries 32100 10,090.58D -25.6 10,090.58D 0.00 0.0

Employee Tax (PAYE) 32200 2,452.75D -6.2 2,452.75D 0.00 0.0
Employee Tax (NI) 32300 2,332.33D -5.9 2,332.33D 0.00 0.0
Bad Debt Provision 34100 419.00D -1.1 419.00D 0.00 0.0
Write Off 34200 65.08D -0.2 65.08D 0.00 0.0
Cost of Debt Recovery 34300 15.06D 0.0 15.06D 0.00 0.0
Telecommunications 35100 2,581.33D -6.6 2,581.33D 0.00 0.0
Electricity 35200 2,332.91D -5.9 2,332.91D 0.00 0.0
Fuel 35300 3,446.67D -8.8 3,446.67D 0.00 0.0
Repairs and Maintenance 35400 1,758.00D -4.5 1,758.00D 0.00 0.0
General Consumables 35500 899.77D -2.3 800.05D 99.72D -12.5
Rent 35600 2,333.33D -5.9 2,333.33D 0.00 0.0
Plant 36100 1,571.42D -4.0 2,343.10D 771.68C 32.9
Fixtures/Fittings 36200 132.03D -0.3 132.03D 0.00 0.0
Vehicles 36300 2,929.02D -7.4 2,929.03D 0.01C 0.0
Advertising 37100 1,901.29D -4.8 1,901.29D 0.00 0.0
Miscellaneous Professional 37200 1,404.01D -3.6 1,404.01D 0.00 0.0
Entertaining 37300 627.68D -1.6 627.68D 0.00 0.0
Travel 37400 1,860.72D -4.7 1,860.72D 0.00 0.0
Reimbursable Expenses 37500 213.67D -0.5 213.67D 0.00 0.0
Bank Charges 38100 0.00 0.0 0.00 0.00 0.0
Bank Interest Paid 38200 489.75D -1.2 0.00 489.75D 0.0
Bank Interest Received 38300 500.00C 1.3 0.00 500.00C 0.0
Realised Currency Gains 38400 0.00 0.0 0.00 0.00 0.0
Realised Currency Losses 38500 0.00 0.0 0.00 0.00 0.0

REPORT TOTAL 39,356.40D 100.0 40,038.62D 682.22C 1.7

END OF REPORT

Appendix B: Sample Reports 253

 FINANCIAL STATEMENTS - BALANCE SHEET (BS)

254 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database BALANCE SHEET Page 1 Printed 28/02/1991 17:50

Period: 02/1990

BALANCE BALANCE LAST LAST

LAST PERIOD PERIOD
PERIOD VARIANCE VARIANCE%

FIXED ASSETS
Assets 279,500.00 180,500.00 (99,000.00) (54.8)
Depreciation (9,278.61) (4,372.01) 4,906.60 112.2
---------- ---------- ---------- -----
270,221.39 176,127.99 (94,093.40) (53.4)

CURRENT ASSETS
Cash on Short Term Deposit 0.00 0.00 0.00 0.0
Cash on Hand & Petty Cash 64,439.67 81,599.73 17,160.06 21.0
Inventory 347,537.87 329,997.38 (17,540.49) (5.3)
Debtors 397,977.97 342,737.97 (55,240.00) (16.1)
Client Accounts 0.00 0.00 0.00 0.0
Prepayments 20,000.00 22,000.00 2,000.00 9.1
--------- ---------- ---------- ----
829,955.51 776,335.08 (53,620.43) (6.9)

CURRENT LIABILITIES
Creditors 358,912.61 231,233.18 127,679.43 55.2
Client Accounts 0.00 0.00 0.00 0.0
Accruals 15,136.46 7,568.23 7,568.23 100.0
Bad Debt Provision 5,866.00 5,447.00 419.00 7.7
Bank Overdraft 500,000.00 500,000.00 0.00 0.0
Taxation 26,787.29 27,797.84 (1,010.55) (3.6)
---------- ---------- ---------- -----
906,702.36 772,046.25 134,656.11 17.4

---------- ---------- --------- ------

NET CURRENT ASSETS 76,746.85 (4,288.83) 81,035.68 1889.5
---------- ---------- ---------- ------
193,474.54 180,416.82 (13,057.72) (7.2)
========== ========== ========== =========

CAPITAL
Share Capital 100.00 100.00 0.00 0.0
Retained Earnings 28,742.68 15,684.96 13,057.72 83.2
Last Years Retained Earnings 164,631.86 164,631.86 0.00 0.0
---------- ---------- --------- ----
Total 193,474.54 180,416.82 13,057.72 7.2
========== ========== ========= =========

END OF REPORT

Appendix B: Sample Reports 255

 FINANCIAL TABLES - DIRECT AND INDIRECT EXPENSES (EXP)

256 SunAccount Appreciation Guide Version 4.2

/066/Lines Per Page
Demonstration Database Direct & Indirect Expenses Page 1 Printed 28/02/1991 15:14
By Profit Centre

Accounting Period: 02/1991

Account Profit Profit Profit

Code Centre 1 Centre 2 Centre 3 Total

DIRECT EXPENSES

35100 Telecommunications 2,581 1,033 1,549 5,163

35200 Electricity 778 2,868 1,021 4,667
35300 Fuel 1,149 4,237 1,508 6,894
36100 Plant 102 588 204 894
----- ----- ----- ------
Total Direct Expenses 4,610 8,726 4,282 17,618

INDIRECT EXPENSES

37100 Advertising 882 1,901 0 2,783

----- ----- ----- -----
Total Indirect Expenses 882 1,901 0 2,783

----- ------ ----- ------

TOTAL EXPENSES 5,492 10,627 4,282 20,401
========== ========== ========== ==========

END OF REPORT

Appendix B: Sample Reports 257

 DAYBOOK LISTING

258 SunAccount Appreciation Guide Version 4.2

 /066/Lines Per Page
Demonstration Company Limited
DAYBOOK LISTING
PERIOD 02/1991

ENTRY DATES FROM 28/01/1991 TO 28/01/1991

SEQUENCE NUMBER CODE DB
DEFINITIVE REQUEST (Y/N) N

DB SEQ NO ENTRY DATE TRNS SEQ NO SEQ DATE INV NO INV DATE DESCRIPTION ACCNT CODE DR AMOUNT CR AMOUNT
---------------------------------------------------------------------------------------------------------------------------------------------------------------
YEAR TO DATE TOTALS 0.00 0.00
...............................................................................................................................................................

000001 28/01/1991 000009 28/01/1991 CONSULT553 04/02/1991 Consultancy (+ Hours 13000 1,050.00
000002 28/01/1991 000009 28/01/1991 CONSULT553 04/02/1991 Consultancy Sale 64009 1,233.75
000003 28/01/1991 000009 28/01/1991 CONSULT553 04/02/1991 Consultancy Sale 94100 183.75
000004 28/01/1991 000009 28/01/1991 CONSULT836 18/02/1991 Consultancy (+ Hours 13000 840.00
000005 28/01/1991 110033 28/01/1991 CONSULT836 18/02/1991 Consultancy Sale 64007 987.00
000006 28/01/1991 110033 28/01/1991 CONSULT836 18/02/1991 Consultancy Sale 94100 147.00
000007 28/01/1991 000010 28/01/1991 CONSULT733 23/02/1991 Consultancy (+ Hours 13000 280.00
000008 28/01/1991 000010 28/01/1991 CONSULT733 23/02/1991 Consultancy Sale 64004 329.00
000009 28/01/1991 000011 28/01/1991 CONSULT733 23/02/1991 Consultancy Sale 94100 49.00
000010 28/01/1991 000011 28/01/1991 TRAIN3385 28/03/1991 Consultancy Sale 13000 1,050.00
000011 28/01/1991 000011 28/01/1991 TRAIN3385 28/03/1991 Consultancy Sale 64007 1,233.75
000012 28/01/1991 000011 28/01/1991 TRAIN3385 28/03/1991 Consultancy Sale 94100 183.75
000013 28/01/1991 000011 28/01/1991 CONSULT299 22/01/1991 Consultancy (+Hours) 13000 320.00
000014 28/01/1991 110034 28/01/1991 CONSULT299 22/01/1991 Consultancy Sale 64999 376.00
000015 28/01/1991 110035 28/01/1991 CONSULT299 22/01/1991 Consultancy Sale 94100 56.00
000016 28/01/1991 110036 28/01/1991 CONSULT883 28/01/1991 Consultancy (+Hours) 13000 2,100.00
000017 28/01/1991 000012 28/01/1991 CONSULT883 28/01/1991 Consultancy Sale 64012 2,467.50
000018 28/01/1991 000012 28/01/1991 CONSULT883 28/01/1991 Consultancy Sale 94100 367.50
DAILY TOTAL FOR 28/01/1991 6,627.00DR 6,627.00CR
---------------------------------------------------------------------------------------------------------------------------------------------------------------
PAGE NUMBER 1
TOTAL PER PAGE 6,627.00DR 6,627.00CR
TOTAL TO PAGE 1 6,627.00DR 6,627.00CR
TOTAL FOR PERIOD 6,627.00DR 6,627.00CR
GRAND TOTALS 6,627.00DR 6,627.00CR

Appendix B: Sample Reports

259
 PRINT STATEMENTS - DEBTORS STATEMENT

260 SunAccount Appreciation Guide Version 4.2

 DEBTOR STATEMENT

Your Organisation Name Marine Security Systems

Your Street 1561 Third Avenue
Your Town New York
Your County/State NY 10028
Your Country USA

Your Tel. No.

Statement Date 28/02/91 Page 1

Account Code 64003 Name Marine Security Systems

699452

Date Reference Description Debit Credit

07/12/90 T4412 General Sale 9,139.11

SRY 699295-1

28/01/91 DDH56 CASH RECEIPT 668.50

09/02/91 T4412 General Sale 9,139.11
23/02/91 GG68I Miscellaneous 6,466.67
27/02/91 DDH56 CASH RECEIPT 668.50
MOORE PARAGON UK LTD

Current 30 Days 60 Days 90 Days + AMOUNT DUE

2,003.94 668.50CR 9,139.11 0.00 10,474.55 GBP

Appendix B: Sample Reports 261

 PRINT REMITTANCES - CHEQUE AND CHEQUE WITH REMITTANCE

YOUR COMPANY DETAILS

ANY BANK PLC
00-00-00
DAT E PAY
* * * * * * * * * * * * * * * * * * * * * *
28/02/91 Megatron Productions 81006
010107 MOORE PARAGON

AMOUNT OF
POUNDS IN
WORDS
SEVENTY FIVE THOUSAND NINE HUNDRED AND SEVENTY ONE POUNDS 00 £ **75,971.00**
PENCE AS IN For and on behalf of
FIGURES YOUR COMPANY NAME
A/C Payee

Authorised Signatory Authorised Signatory

Cheque Ref: 000250 000001 01 2345 12345678

262 SunAccount Appreciation Guide Version 4.2

 REMITTANCE ADVICE
Megatron Productions Your Organisation Name
48505C
Jubilee House Your Street
1278 Stratford Road Your Town
Birmingham B29 6TT Your County/State
Your Country

Remittance Date 28/02/91 Page 1

Account Code 81006 Name Megatron Productions

Date Reference Description Debit Credit

04/04/90 ER999C Stock Purchase 2,343.33

25/04/90 BB6288 Miscellaneous 4,331.92
03/05/90 ER999C Stock Purchase 2,343.33
25/05/90 BB6288 Miscellaneous 4,331.92
04/06/90 ER999C Stock Purchase 2,343.33
24/06/90 BB6288 Miscellaneous 4,331.92
03/07/90 ER999C Stock Purchase 2,343.33
23/07/90 BB6288 Miscellaneous 4,331.92
02/08/90 ER999C Stock Purchase 2,343.33
24/08/90 BB6288 Miscellaneous 4,331.92
01/09/90 ER999C Stock Purchase 2,343.33
27/09/90 BB6288 Stock Purchase 4,331.92
03/10/90 ER999C Stock Purchase 2,343.33
28/10/90 BB6288 Stock Purchase 4,331.92
01/11/90 ER999C Stock Purchase 2,343.33
26/11/90 BB6288 Stock Purchase 4,331.92
02/12/90 ER999C Stock Purchase 2,343.33
24/12/90 BB6288 Stock Purchase 4,331.92
01/01/91 001 Simple Journal 2,543.25
04/01/91 ER999C Stock Purchase 2,343.33
25/01/91 BB6288 Stock Purchase 4,331.92
02/02/91 ER999C Stock Purchase 2,343.33
23/02/91 BB6288 Stock Purchase 4,331.92

AMOUNT DUE
75,971.00

YOUR COMPANY DETAILS

ANY BANK PLC

00-00-00
Cheque Ref: 000250
DAT E PAY
* * * * * * * * * * * * * * * * * * * * * *
28/02/91 Megatron Productions 81006

AMOUNT OF Hundred Thousands Ten Thousands Thousands Hundreds Tens Units

£ **75,971.00**
010107 MOORE PARAGON

POUNDS IN
WORDS PENCE
AS IN FIGURES ZERO SEVEN FIVE NINE SEVEN ONE 00

For and on behalf of

YOUR COMPANY NAME
A/C Payee

Authorised Signatory Authorised Signatory

000001 01 2345 12345678

Appendix B: Sample Reports 263

264 SunAccount Appreciation Guide Version 4.2
 Index
A Analysis Mapping 31
Analysis Mapping Rule Sets 31
A-Code(s) 25, 27 Applying
Absolute Percentage 158 Percentages 160
(see also Analysis) Ratios 160
Account Archive Files 63, 89, 99, 118
Code 15, 66 (see also Period Cleardown)
Code Length 15 Archived Transactions 93, 107, 118
Type 39, 111 Archiving 19
Account Allocation 31, 72, 80, 106, 113 Asset 121
Account Inquiry 93, 107, 118, 146 Budgets 127
Account Listing 61, 95, 108, 118 Code(s) 66, 67, 120
Accounting Details 69, 119
Period(s) 18, 117 Disposal 6, 126
Year 18, 115 Enhancement 6
(see also Period(s)) Marker 124
Accrual(s) 69, 113, 116 Subcode(s) 67
Acquisitions 112, 119 Asset Analysis 121
(see also Asset) Asset Budgets 121
Activity Based Costing 161 Asset Diary 121
Adjustment(s) 73, 116 Asset Disposal 72, 126
Aged Analysis 95, 108 Asset Inquiry 122
Aged Analysis Layouts 95, 108 Asset Records 125, 126
Ageing 70 Audit 85
Report(s) 90, 95, 108 Report 115, 148
Allocated Trail 9, 10, 61, 66, 108, 119
Transactions 93, 107 Trail Reports 40
Allocating Audit Control 62
Cash 75 Automatic Bank Payments 19
Allocation (Account Allocation)
Marker(s) 70, 147 B
Markers 77, 106
Numbers 95 Backup
Online 75 Procedure 41
Reporting 80 (see also File Backup/Restore)
Saving 78 BACS 22, 50, 101, 106
Allocation (Corporate Allocations) (see also Bank Details)
Of Overheads 161 Balance
Ratio 158 Forward 94, 108, 111
Analysis Balance Sheet 115. 125, 126
Category 25, 69 Account(s) 14, 111
Code Length 25, 66 Report(s) 111
Length 25 Bank
Requirements 16 Account 73
Sub Code 29 Charges 113
Analysis Category Lengths 26 Details 22
Analysis Codes 27, 29 Payments 101
Analysis Definitions 27 Payments File 19, 96, 239
Analysis Layouts 57

Index i
 Reconciliation 113 Control
Transfer File 101, 103 Account 111
Bank Details 91, 103 Conversion
Bank Statements 21 Code 29, 93, 107, 139
(see also Account Allocation) Module 5, 19, 23, 29, 67, 127, 139, 149
Base Rate Tolerance 19
Currency 67, 144, 150 Rate(s) 23, 67
Bills of Exchange 29, 96, 98 Conversion Tables 29, 46, 141, 149
(see also Format Definitions) Correcting Mistakes 45, 74
Branch Office 12 Corrections 87
Brought Forward 117 Cost Centre 6, 26
Budget(s) 56, 57, 121 Analysis 23
Comparisons 5 Costing
File(s) 55 Time 153
Ledger 45 Credit 65
Budget Check Definitions 57 Limit/Rating/Worthiness 90
Budget Definitions 55 (see also Aged Analysis)
Budgeting 23, 119 Note(s) 21, 94, 108
Creditor(s)
C Accounts 14, 21, 23
Creditor Transfer 48
Calculate Depreciation 72, 125, 127 Currency 90, 100
Calculating Amounts 23, 49
Discounts 77 Assets 150
Calendar (see also Multi-Currency, and Ledger Revalua-
Year(s) 18 tion)
Cash Conversion 139
Allocation 73, 75 Deviation 19
Change Budgets 55 Difference 148
Change Database 129, 130 Exchange Rate(s) 73
Characters Fluctuation 19, 146
Number of 15, 25 Gains 148
Chart of Accounts 13, 24, 89, 94, 97, 99, 108, Gender 140
117, 239 Losses 148
Cheques 101 Rates 146
Clearing Down 116 Realised Gains/Losses 148
Client Subunit 140
Account(s) 14, 92, 102, 111 Unit 140
Closed Unrealised Gains/Losses 148
Account 90, 100 (see also Multi-Currency, and Ledger Revalua-
Closing Balance(s) 23 tion)
Closing The Period/Year 115 Currency Definitions 140
Combining
Account Codes 136 D
Analysis Codes 136
Commission(s) 26, 160 Daily Conversion Tables 29, 141
Company 12 Database(s) 129
Consolidating Data 135 Location of 10
Consolidating Databases 49, 136 Database Definitions 37, 40
Consolidation 135 Date 18
Adjustments 135 Format 20
Hierarchical 136 Daybook Listing 61, 74
Of Analysis 117 Debit 65
Reporting On Data 135 Debtor 23
(see also Period Cleardown) Account(s) 14, 21
Contact Name 91, 103 Statement 90
Debtor Transfer 48

ii SunAccount Appreciation Guide Version 4.2

Decimal(s) File(s)
Places 20, 142 Location of 10, 20
Separator 20 Security 40
Default Final
Database 20 Value 121
Depreciation 112 Financial Analysis 50, 74, 123
Declining Balance 120 Financial Report(s) 45, 57, 148
Depreciation Tables 121 Financial Statements 50, 123
Japanese Straight Line 121 Financial Tables 50, 123
Manual Depreciation 121 Financial Year 44, 56
Marker 125 Fixed Asset Register 6, 67, 112, 119
Method 119, 127 Fixed Amount 159
Period 120 Fixed Assets 119
Straight Line 120 Fluctuation 146
Sum of Digits 120 (see also Exchange Rates, and Ledger Revalua-
Value 123 tion)
(see also Asset, and Calculate Depreciation) Forecast(ing) 119, 127
Year 120 Foreign
Depreciation Tables 123, 126 Currency 67, 141
Depreciation Tables Listing 123 Format Definitions 96
Destination 157 FREEFORMAT 73, 115, 165
Direct Debit(s) 96 Commands 166
Discount Funds
Direct Debit Payments 98 Transfer 50, 106
Disposal 112, 119
Document G
Format File 41
Type 21 Generate Allocations 72
Due Date 98, 104 Generate Debits 19, 22, 50, 73, 90, 93, 101, 145,
Dunning Letters 95 239
(see also Bills of Exchange) Generate Payments
19, 22, 50, 73, 101, 102, 104, 105, 108, 145,
E 239
Gross
Exchange Value 123
(see also Conversion, and Multi-Currency) (see also Asset)
Gains/Losses 73
Rates 139 H
Exchange Differences 148
Losses 148 Hierarchy 15, 29
Expenditure and Income 114 Analysis 33
(see also Profit & Loss) Historic
Expense(s) Data 94, 108
For Cost Centres 13 Transactions 19
Report(s) 26 History Files 99
Export Consolidation 44, 150 (see also Archiving)
Export Definitions 44, 46, 150
I
F Information Technology Department 9
F-Code(s) 25, 27, 120, 125, 126 (see also System Administrator)
(see also Analysis) Inquiries 19
Fax Number 91, 103 Installation
File Backup/Restore 41, 118, 129 Data 41
(see also Backup) Inter-company
File Creation 24, 55, 118, 129 Accounts 92, 98, 102
Allocation 6

Index iii
 Posting 45 Managing Your Creditors 99
(see also Ledger Export) Managing Your Debtors 89
Settlements 101, 106 Manufacturing
Transactions 14 Environments 161
(see also Ledger Export) Mark for Disposal 126
Balances 163 (see also Asset Disposal)
Invoice(s) 21 Match
Italian Accounting 227 Criteria 79
(see also Transaction Matching)
J Transactions 75
(see also Transaction Matching)
Journal 67 Matching
Hold File 85 Currency Transactions 77, 79
Number 66 Transactions 77
Source(s) 66, 93 Memo Account 14, 61, 112, 161
Type(s) 93, 107 (see also Account Type)
Journal Definitions 30, 67, 106, 113 Multiple Ledgers 129
Journal Entry 21, 55, 65, 67, 92, 104, 113, 120, Multi-Currency 69
125, 143 Consolidation 46
Journal Import 45, 46, 49, 55, 72, 92, 104, 140, Processing 5
150 Multi-Lingual
Journal Listing 61, 73 Module 10
Multiple
L Currencies 139
Language
Base 131
N
Language Definitions 131 Names & Addresses 21, 91, 103
Language Version 10 New Period 115
Languages (see also Period(s))
Additional 131 Non Financial Information 14
Right-to-Left 132 Number of Periods
Layout In a Year 115
File 47
Ledger Definition 16, 50, 65, 102, 115, 118, 140, O
239
Ledger Export 44, 45, 47, 56 One-Off
Ledger Revaluation 73, 90, 100, 146 Accounts 102
Ledger(s) Online Cash Allocation 75
Archiving 19, 63 Open
Level of Access 10 Item 90, 94, 108, 117
(see also Permissions) Opening Balance(s) 23, 24
Libri Bollati 227 Operator 7
Libri Giornale 227 Groups(s) 36
Logging In/Out 36 Id 18, 35, 66
(see also Date, Operator, and Password(s)) Operator Definitions 35, 36, 41, 130
Long Term Projects 114 Operator Permissions 36, 37, 66, 115, 130
LOOKUP 15, 66, 90, 100 Operator Buttons 165
Outstanding Transactions 23
M Over Commitment 57
Over Expenditure 20, 57
Macro(s) 116, 165 Overview
(see also FREE FORMAT) Of SunAccount 5
Running Step by Step 166
Mailmerge 48
Maintenance 121
Management charge 163

iv SunAccount Appreciation Guide Version 4.2

P Report Definition 108
Report(s) 9, 12, 19
Parallel Run 24 Allocations 80
Part Disposals 121 Rates 139
Password(s) 36 Structure 33
Payment 94, 108 Reporting
Method 100 Analysis 32
Profile Code 104 Time and Time Costs 153
Payment Profiles 104 Retained
Performance Measurement 161 Profit 113
Period Cleardown 24, 63, 111, 117, 118 Reverse 87
Period(s) 18 Reversing
Balance 65 Credit/Debit 44, 69, 113, 116
Number of 18 Rough Book 45, 229, 231, 236
Period/Year End Routines 115
Period Credit 149 S
Period Debit 149
Sales
Permissions 7, 10, 28, 36
Transactions 26
Planning 9
Security 14, 28, 35, 40, 44, 66
Prefix 15
Backups 35, 41
Prepayment(s) 69, 113, 116
Sensitive
Primary
Accounts 39
Rate 139
Data 39
Prima Nota 228, 229, 230
Sequence 15
(see also Rough Book)
Allocations 159
Printed
Settlement
Document(s) 12
Discount 73, 91, 102
Forms 12
Terms 90, 105
Printer Definitions 11
Single
Print File(s) 41
Payment 101
Product Types 26
Profit & Loss 115, 126 (see also Payment)
Sorting 15
Account(s) 14, 125
Source
Figure 113
Transactions 156
Profit to Date 114
Spot Rate(s) 144
Project 114
Costing 5, 26 Spread Ratios 126
Spreadsheets 56
Project Work In Progress 114
(see also Transfer)
Protocollo 228
Statement Line Contents 57
Prototype System 10
Statement(s) 139
Q Of Account 95
Subheading(s) 29
Q UERY 15, 30, 66, 90, 100 Subsidiary
Database(s) 45, 49, 137
R SunBusiness 49, 72, 92, 104
Sundry
Reassignment of Expenses 155 Account(s) 14
Recharging Expenses 163 Suspense Account 23, 49
Reference System
Transfer 47 Administrator 40, 41
Relative
Apportionment 158 T
Reminder Letter(s) 48, 95
Remittance(s) 109, 139 T-Code(s) 25, 27, 91, 93, 102, 107, 120, 157
Remove Tables Columns 57
Old Transactions 117 Target 157
(see also Period Cleardown) Account 157

Index v
Tax
On Settlement Discount 102
Reports 23
Values 127
Taxation 119
Telephone Number 91, 103
(see also Names & Addresses)
Terminal 10
Terminal Definitions 11
Test
Data 24
Time Recording 5, 23
Tolerance 144
Traceability 61
Transaction
Balance 65
Entry 18, 30
(see also Journal Entry)
Line 65
Transaction Matching 73, 78, 91, 145
Transfer
Format 51
Layout File 47
Reference Data 130
Transfer Layouts 48
Transferring Data 72
To Other Software Packages 46
Trial Balance Report 23, 149
Trial Balance 61, 116

U
Uncleared Transaction(s) 90

V
Validating Journals 85
Validation
Of Imports 49
Of Unposted Journals 66
Variables 166

W
Work In Progress 15, 114
Work File(s) 41

Y
Year
End Procedure 113
End Profit 116
(see also Period Cleardown)
To Date 18

vi SunAccount Appreciation Guide Version 4.2