SunAccount Reference Manual

SunSystems 4
SunAccount Reference Manual

SunAccount Reference Manual
Issue 10 March 1997 (based on software version 4.2)
Copyright © 1982-2001 Systems Union Holdings Ltd
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Contents
User Assistance ........................................................................ 1
SunSystems Tools, Buttons, and Keystrokes ............................. 5
FreeFormat Macros ................................................................. 13
What’s New in Version 4.2 of SunSystems .............................. 25
Actions .................................................................................... 35
Multi-Lingual SunSystems ....................................................... 43
Account Allocation ................................................................... 47

Account Inquiry ....................................................................... 69
Account Listing ........................................................................ 83
Aged Analysis ......................................................................... 87
Aged Analysis Layouts ............................................................ 89
Allocation Definitions ............................................................... 95
Allocation Ratios ................................................................... 103
Allocation Sources ................................................................ 109
Allocation Targets .................................................................. 115
Amend Password .................................................................. 119
Analysis Category Lengths ................................................... 121
Analysis Codes ..................................................................... 123
Analysis Definitions ............................................................... 129
Analysis Layouts ................................................................... 135
Analysis Mapping .................................................................. 145
Analysis Mapping Rule Sets .................................................. 149
Asset Analysis ....................................................................... 153
Asset Budget Records .......................................................... 157
Asset Diary ........................................................................... 159
Asset Disposal ...................................................................... 163
Asset Inquiry ......................................................................... 169
Asset Listing .......................................................................... 179
Asset Records ....................................................................... 183
Contents
Asset Register ....................................................................... 193
Asset Status .......................................................................... 197
Audit Control ......................................................................... 201
Balance File Rebuild ............................................................. 205
Balance File Update .............................................................. 207
Bank Details .......................................................................... 209
Budget Check Definition ........................................................ 213
Budget Definitions ................................................................. 217
Calculate Depreciation .......................................................... 219
Calendar Definitions .............................................................. 229
Cash Accounting Tax Allocation ............................................ 231
Change Budgets ................................................................... 233
Change Database ................................................................. 235
Change Printer ...................................................................... 237
Change Terminal ................................................................... 239
Chart of Accounts ................................................................. 241
Column Headings.................................................................. 253
Commitment Inquiry .............................................................. 259
Control Sequence Definitions ................................................ 263
Conversion Definitions........................................................... 265
Conversion Tables ................................................................. 271
Creditor Transfer .................................................................... 277
Daily Conversion Tables ........................................................ 283
Data Access Groups ............................................................. 287
Database Definitions ............................................................. 291
Daybook Listing..................................................................... 295
Debtor Transfer ...................................................................... 299
Definition Report ................................................................... 303
Depreciation Tables ............................................................... 305
Depreciation Tables Listing .................................................... 307
Export Consolidation ............................................................. 309
Export Definitions .................................................................. 313
File Backup/Restore .............................................................. 321
File Creation .......................................................................... 329
Financial Analysis ................................................................. 335
SunAccount Reference Manual Version 4.2

Financial Statements ............................................................. 341
Financial Tables ..................................................................... 345
Format Definitions ................................................................. 349
Formatted Layouts ................................................................ 353
Generate Allocations ............................................................. 357
Generate Debits .................................................................... 363
Generate Payments............................................................... 373
Journal Definitions................................................................. 387
Journal Entry......................................................................... 397
Journal Import ....................................................................... 423
Journal Listing ....................................................................... 437
Journal Presets ..................................................................... 441
Language Definitions ............................................................. 447
Ledger Definition ................................................................... 451
Ledger Export ....................................................................... 463
Ledger Revaluation ............................................................... 467
Mark for Disposal .................................................................. 473
Names and Addresses .......................................................... 475
New Period ............................................................................ 477
Operator Buttons ................................................................... 479
Operator Definitions .............................................................. 483
Operator Permissions............................................................ 489
Payment Listing ..................................................................... 513
Payment Profiles ................................................................... 517
Period Cleardown .................................................................. 525
Post Rough Book .................................................................. 533
Print Account Tax Listing ....................................................... 535
Print Formatted Accounts ...................................................... 537
Print Remittances .................................................................. 539
Print Statements.................................................................... 543
Print Tax Listing ..................................................................... 547
Printer Definitions .................................................................. 549
Register Definition ................................................................. 553
Report Definition ................................................................... 557
Sequence Number Definitions ............................................... 583
Contents
Spread Ratios ....................................................................... 587
Statement Layouts ................................................................ 589
Statement Line Contents ....................................................... 599
Table Columns ....................................................................... 607
Table Formats ....................................................................... 617
Table Headings ...................................................................... 623
Table Rows ............................................................................ 625
Tax Details............................................................................. 631
Tax Listing Layouts ................................................................ 637
Terminal Definitions ............................................................... 641
Transaction Matching ............................................................ 645
Transfer Layouts .................................................................... 655
Trial Balance.......................................................................... 661
View Stored Report ............................................................... 665
Void Payments....................................................................... 669
SunAccount Reference Manual Version 4.2

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 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 SunAccount Reference Manual also covers the SunSystems tools and shortcuts,
such as FREEFORMAT and C ALCULATOR .
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.
User Assistance 1
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 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 sites.
Each SunSystems Platform Manual is divided into four sections:
Preparation, Installation, Running SunSystems, and the Appendices.
2 SunAccount Reference Manual 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 is online help enabled. If you need to find out what a
box does while you are using SunSystems, use HELP . See the section SunSystems
Tools, Buttons, and Keystrokes 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
SunSystems Tools, Buttons,
and Keystrokes
OVERVIEW
SunSystems tools comprise a range of utilities designed to speed up and generally

assist with day to day operations.
This section provides a comprehensive guide to the tools and keystrokes available
in SunSystems. See the section FreeFormat Macros for information about the
FREEFORMAT tool.
You can access SunSystems tools in three ways:
• By entering a unique character at the beginning of a box, followed by a space
and then ENTER
• By pressing a function key
• By clicking an icon on the button bar (Graphical User Interface only).
If you are using the Graphical User Interface (GUI) version of SunSystems you
can use the SunSystems button bar. If you are using the character User Interface
(CUI) version of SunSystems you should use character or function keys to access
tools.
F Note: The function key numbers described are the standard keys used by
SunSystems. However, on certain keyboards these keys are not available, so
alternatives must be used. See your Platform Manual for details of changes
to these key designations.
QUERY
You can access the QUERY facility by clicking the QUERY button, by entering ‘?’
question mark, or by using the F5 key. QUERY is available from certain boxes that
access reference records. For example, you can use QUERY from the Account Code
box in JE=Journal Entry.
SunSystems Tools, Buttons, and Keystrokes 5

If you use Q UERY in the selection box, an enlarged QUERY window is displayed.
This window contains several columns of data; it provides more information than
the Q UERY windows which are accessed from the individual boxes on screen. You
can also access this enlarged QUERY window by choosing the action View from the
selection box.
When you use QUERY, a window is displayed asking for a code to start the list. If
you want to start the list of codes with a particular code, enter that code in the box
to be queried before you use Q UERY. When the list is displayed you can:
• Click OK, or press ENTER to list all records from the beginning
• Press LOOKUP within the QUERY window, to enter the Lookup code from which
the list should start.
Once the list of records is displayed you can use the arrow keys, PAGE UP/DOWN
keys, or scroll bar to move through them. Press ENTER, or use a double-click to
copy the currently highlighted code back to the reference box.
To close the QUERY window, either click the Cancel button, press ESC, or use ‘!’
exclamation mark.
BUTTON BAR
As well as the user-defined buttons, the button bar includes 11 predefined function
buttons with icons representing their use. As you move your cursor through
them, you will notice a description appears beneath each one. This is known as
ballooning.
As well as using your mouse, you can press TAB from the selection box to access
the button bar, and then use either TAB or the arrow keys to move through the
buttons.
Most of the buttons relate to the SunSystems tools described below, others can
speed up your use of a mouse in SunSystems.
OK
This is similar to pressing ENTER. It tells the system that you want to accept
the data entered on the screen and proceed to the next option.

CANCEL
This button cancels a procedure or entry. It has the same effect as using the
ESC key.
F1: HELP
This button accesses the online Help facility for the box containing the
cursor. You can also access the help facility by using ‘?’ a question mark or
the F1 key.
When you use HELP a window is displayed which contains information relevant to
the current box. If you access HELP from the selection box you are presented with
information about the current function.
Click the OK button in the HELP window, press ENTER, or press the ESC key to
close the HELP window.
F2: LOOKUP
This button accesses the LOOKUP facility, you can also use ‘=’ an equals sign
or F2. Some reference records have an alternative code, a Lookup Code.
You might use this when you cannot remember the main code. A shortened name
is often used as a Lookup Code. For instance in the chart of accounts you might
enter part of the account name, so that the records can be retrieved alphabetically.
In some reference record boxes, you may enter the Lookup Code instead of the
main code.
When you use LOOKUP a lookup window appears on the screen. For example, in
JE=Journal Entry you can use LOOKUP in the Account Code box:
• If you want to select an account called Brown, enter BROW ENTER . You are
offered the first account whose Lookup Code starts with BROW. You might
have used the same Lookup Code for several customer account called BROWN
or BROWNE. Scroll through the BROWN(E) accounts until you see the one
you want.
• Press ESC or click Cancel to close the lookup window.
• Press ENTER to accept the selected address code.

SQL users have an extra facility with LOOKUP. By entering ‘%’ percentage in the
lookup window or Lookup Code box, you can perform an SQL ‘like’ command.
Using the previous example, enter BRO% and you are only offered the codes
which begin with BRO. This can speed up the searching process.
See the section Actions for further advice on using the LOOKUP facility.
F3: DUPLICATE
This button accesses the DUPLICATE tool. You can also access DUPLICATE by
using ‘.’ a full stop/period or the F3 key.
DUPLICATE copies the box contents from the previous record into the current one,
providing it is in the same function. You might use this facility, for example, to
avoid re-keying the same entries if you are creating a number of account records
with similar details.
F4: FREEFORMAT
This button accesses the FREEFORMAT macro facility. You can also access
FREEFORMAT by using ‘\’ a backslash or the F4 key. The FREEFORMAT facility
is described in the subsequent section FreeFormat Macros.
F6: SHORTHAND
This button accesses the S HORTHAND tool. You can also access SHORTHAND by
using ‘~’ a tilde or the F6 key. The SHORTHAND tool enables you to enter
several commands at once in a window which appears at the foot of your screen.
You can use the DUPLICATE tool to recall the previous SHORTHAND command line.
The use of these two tools can speed up processes such as inputting similar records
or transaction lines.
In the SHORTHAND window, enter the items in sequence and separated by ‘ ’ a
space. For example, to store a report of accounts 64001 to 64010 you would type:
CA R 64001 64010 | | | S.

Note that you separate the contents of boxes with space characters. The special
characters | (or “”) indicates ENTER thus leaving the box empty and accepting the
default. You can use single quotes instead of double quotes. Use ‘-’ a hyphen to
put a space in the box.
When you have completed your command line, press ENTER or click OK and the
sequence of commands begins.
F7: DUP-TO-END
This button accesses the DUPTOEND facility. You can also access DUPTOEND
by using ‘:’ a colon or the F7 key. DUPTOEND is used with reference functions.
It repeats the contents of all remaining boxes, copying the information entered on
the previous screen, or filling them with spaces or zeroes as appropriate, if the
previous screen was of a different type. In Amend mode, this key allows you to
complete a screen without pressing the ENTER key in every remaining box.
F8: CALCULATOR
This button accesses the SunSystems CALCULATOR ; you can also use @ or
F8. You can copy the results of calculations directly from the calculator to
a SunSystems box. When you activate the CALCULATOR, a window with three
areas appears in the bottom right of the screen:
• Accumulator area where the current answer is displayed
• Input area in which you enter values
• Memory
The accumulator, input, and memory areas each can hold and display a number of
up to 13 digits and five decimal places.
For example, you might enter a value in JE=Journal Entry and need to accumulate
two figures to enter in the Amount box:
1 With the cursor in the amount box, press CALCULATOR. Enter the first value i.e.
282.49, then ENTER. The value moves to the accumulator area.
2 In the input area enter + 373.36 ENTER . The accumulated figure appears in the
accumulator area and the input area reverts to blank.
3 Use DUPLICATE to copy the value from the accumulator to the Amount Box
(655.85).

Calculator Functions
The following functions are available in the calculator:
Code Function Description
+ Add Add next entered amount to accumulator

- Subtract Subtract next entered amount from
accumulator
* or X Multiply Multiply accumulator by next entered
amount
/ Divide Divide accumulator by next entered
amount
C Clear Clear the accumulator
M+ Memory Add Add accumulator amount to memory
M- Memory Subtract Subtract accumulator amount from
memory
MR Memory Recall Replace accumulator amount with memory
amount
MC Memory Clear Clear the memory
+M Add Memory Add memory amount to accumulator
-M Subtract Memory Subtract memory amount from
accumulator
*M or XM Multiply Memory Multiply accumulator by memory amount
/M Divide Memory Divide accumulator by memory amount
The CALCULATOR responds to upper and lower case letters.
F Note: If the function area displays a ‘?’ question mark, it has not understood
the function you are asking it to perform.
Leaving the Calculator

Press DUPLICATE to leave CALCULATOR . The result of the calculation is copied to
the box you were in when you activated CALCULATOR.
Press ESCAPE to return to the box you were in when you activated the CALCULATOR
without copying the result of the calculation.

Memory
Use the special memory functions shown in the Calculator Functions table. When
you leave CALCULATOR, the memory is maintained. To see it, merely reactivate
CALCULATOR . The memory is only cleared to zero when you type MC, or when
you use Exit to leave SunSystems.
F9: CONTEXT
This button activates the Context window. You can also press the F9 key.
The Context window shows for the current operator:
• Operator Id
• Operator Name
• Database Code
• Database Name
• Printer Code
• Printer Name
• Date
• Current Period
• Whether the user is in an actual ledger/register or a budget ledger/register
• Operating System
• Serial Number
SHIFT BUTTONS
This button allows you to scroll through the current operator buttons. By clicking
the Shift Button, further operator buttons are displayed.
In the demonstration databases, new operator buttons have been created for the
operator DEM and SunSystems screens. These take you automatically to the
other modules. The buttons for Ledger Accounting, Fixed Asset Register, Corporate
Allocations, Sales Order Processing, and Inventory Control are displayed; click
the Shift Buttons button to display the operator button for Purchase Order
Processing.
See the section Operator Buttons for information about using operator buttons.

KEYSTROKES
ALT
You can use the F10 key as the ALT key; it allows you to access the action bar when
the cursor is in the selection box.
ESCAPE
You can use ‘!’ an exclamation mark as the ESCAPE key; this abandons the current
function. It allows you to stop in the middle of what you are doing and return the
cursor back to the selection box. Remember that if you are creating a reference
record, you will lose anything you have entered. You can use ESCAPE in any box
on the screen. You can also use ESCAPE to cancel reports before printing has
completed.

FreeFormat Macros
FREEFORMAT MACROS: AN OVERVIEW
FreeFormat macros allow you to automate tasks which are repeated used frequently
in SunSystems.
This section shows you how to create, edit, and run FreeFormat macros. It also
details the FreeFormat syntax rules and commands and tells you how you can
debug FreeFormat macros.
You normally run procedures by selecting options and entering values in the boxes
prompted. Using FreeFormat can save you time and effort in the following ways:
• By learning a sequence of commands which can then be rerun at any time. For
example, if you run a series of reports each week you can, instead of entering
all instructions manually, create a FreeFormat macro which replicates the
keystrokes with a single command. See the subsections Creating a Simple
FreeFormat Macro and Running a Simple FreeFormat Macro.
FreeFormat Macros 13
• By allowing standard FreeFormat macros to be interrupted to allow operators
to vary a predefined selection. See the subsections Expanding a Simple
FreeFormat Macro and Running an Expanded FreeFormat Macro.
• By allowing operators to use everyday language to run the macros. See the
subsection Running a FreeFormat by Entering Part of the Name.
FREEFORMAT FILE LAYOUT
Each time you create a series of FreeFormat macro instructions they are written to
a file, normally called STANDARD.MDF. The predefined FreeFormat macros
supplied with the Demonstration Database are held in a file called SSISSUE.MDF.
The STANDARD.MDF file is not issued with SunSystems files, but is created the
first time you activate F REEF ORMAT . The demonstration SSISSUE.MDF
FreeFormat macros are copied to STANDARD.MDF when it is created.
F Note: SSISSUE.MDF is not appended to an existing STANDARD.MDF

during an upgrade.
If you prefer to use another file to hold your FreeFormat macros (for example
COMJLP.MDF), you can do so by amending the command file name which launches
SunSystems, for example:
sun COMJLP.MDF
FreeFormat macros which you create are then stored in COMJLP.MDF rather
than STANDARD.MDF. Similarly, if you want to access those predefined
FreeFormat macros kept in SSISSUE.MDF, you must enter:
sun SSISSUE.MDF
FREEFORMAT MACROS: WHERE TO START
When you create FreeFormat macros you should consider their usage before you
begin. If they are always going to be run in background mode, your first entry
will be an operator Id (you might create a new operator specifically to run
FreeFormats). You may prefer to start all your macros from the LedgerAccounting
screen so that the operator who carries out the command can be recorded in an
audit trail (or as the journal source).

CREATING AND EDITING FREEFORMAT MACROS
The following sections lead you through the processes of creating a simple
FreeFormat and editing it to create an expanded FreeFormat. Expanded
FreeFormats enable you to include prompts for selections that are to be made as
the FreeFormat is executed.
Creating a Simple FreeFormat Macro

The following steps lead you through creating a simple FreeFormat macro which
generates and Stores on Disk a CA=Chart of Accounts report and stores the report
on disk.
1 From within Ledger Accounting activate FREEFORMAT. You can do this by
clicking the FF icon, by pressing the F4 key, or by entering ‘\’ backslash in the
selection box.
2 Type LEARN CA_REPORT and press ENTER to name and create the macro.
3 Select the pull down menu, Maintenance menu item, and then CA=Chart of
Accounts.
4 Select the action Report.
5 Enter the range 64001 to 64002 in the Account Code From/To boxes. Accept
the default for all other selection options, either by pressing ENTER or by
clicking OK.
6 Select the action Store on Disk.
7 When the report has finished and the cursor returns to the selection box, activate
FREEFORMAT again. Type STOP and FreeFormat ceases learning.
You can run this FreeFormat by activating FREEFORMAT and entering CA_REPORT
in the FreeFormat window.
See the subsection Running a Simple FreeFormat Macro.
Expanding a Simple FreeFormat Macro

The CA_REPORT FreeFormat is a simple macro. You can expand a simple macro
so that it incorporates more complex instructions, such as prompting for selections,
while it is being executed. This means that you can vary your selections while
running a standard FreeFormat. See the subsection Creating FreeFormat Macros:
Available Commands for details of additional instructions you can build into your
FreeFormats.
This is how you can alter the CA_REPORT FreeFormat so that a range of accounts
is requested while the FreeFormat is running:
1 Begin by activating FREEFORMAT.
2 Enter LEARN CA_REPORT. This produces the message COMMAND
ALREADY EXISTS. You are offered the options Delete, Replace, or Cancel.
3 Enter R-Replace to overwrite the existing set of instructions.
4 Continue to create the FreeFormat as explained in the subsection Creating a
Simple FreeFormat Macro, but stop at the Account Code From box.
5 In the Account Code From box activate FREEFORMAT again. The FreeFormat
window offers you the option to enter STOP, (ITEM NAME), or (COMMAND
NAME). Type (ACCFROM) and press ENTER . The cursor returns to the From
box, where you should enter an account code. This code is not learnt, but
must be entered for the learning process to continue.
6 The cursor is now in the Account Code To box. Activate FREEFORMAT. This
time type (ACCTO) and press ENTER. Once completed, the cursor returns to
the To box and you must enter another account code to identify the last account
in the range. This code is not learnt, but must also be entered to continue the
learning process.
7 Continue with the FreeFormat as described in the subsection Creating a Simple
FreeFormat Macro, and Store on Disk.
8 Complete the learning sequence by activating FREEFORMAT and entering STOP.
You may wish to be prompted with the same item several times during a FreeFormat
macro. For example, if you are printing a number of reports, you may want the
FreeFormat to stop each time and prompt you to make an entry in the Supplementary
Report Name box. The example FreeFormat command REPORTS+TITLES asks
for an item value for TITLE. The title you enter is used as the supplementary
report name for all reports selected in this FreeFormat.
See the subsection Running an Expanded FreeFormat Macro.
Creating FreeFormat Macros: Syntax Rules
Case Sensitivity
When you are creating FreeFormat macros you can use upper or lower case apart
from chaining or looping commands, which must be in upper case.

Item Values
You must enter item values in the same order as that in which the item names were
created - and you must enter them in parentheses.
Creating FreeFormat Macros: Available Commands
User Instruction
You can pause a FreeFormat during execution to enter an item value. During the
learn sequence, activate FREEFORMAT followed by ‘<<’ in the box in which the
item value is to be entered. When you run the FreeFormat macro, it stops in the
chosen box to allow the operator to enter a selection.
Chaining
You can link a series of FreeFormat macros by activating FREEFORMAT during the
learn sequence and entering the name of a FreeFormat macro you want to link to
in upper case and surrounded by square brackets - for example, [REPORT]. This
stops the learning of the first command automatically. When you run the first
FreeFormat macro, it is followed immediately by the second.
Looping
You can make a looped macro to, for example, amend boxes such as the settlement
terms for all debtor accounts. To do this activate FreeFormat during the learn
sequence and enter the name of the macro you are creating in upper case and
within square brackets. This stops the learning and creates the loop automatically.
In the example above, you would create a FreeFormat macro which would select
the Next account automatically, amend its details, and then rerun the command.
Interrupt
Having started a FreeFormat macro, you can stop at any time by using pressing
E SC .
Repeat
To repeat the previous FreeFormat macro, you can use DUPLICATE.
Break
To pause a macro and switch to debug mode you can use the BREAK command.
When the macro is running, the debug box will appear where you have entered
BREAK and you can run the macro in debug mode as described in the subsection
Debugging FreeFormat Macros.
Editing a FreeFormat Macro

You can use the debug facility to edit FreeFormat macros on a line-by-line basis
within SunSystems. See the subsection Debugging FreeFormat Macros for further
information.
Editing a FreeFormat Macro from Outside SunSystems

You can create and amend FreeFormat macros from outside SunSystems by editing
the *.MDF file which contains the macros. The *.MDF file is a text file so you
can use an operating system text editor or a word processor in ASCII text mode to
edit the commands.
Having accessed the *.MDF file you can see each line of each macro listed in the
sequence of entry. You should note that the following syntax is used:
FreeFormat Names: FreeFormat names appear in square brackets followed by
‘=’ equals.
If you are chaining to another macro, its title appears in square brackets. A chain
command like this should be the last line of the macro as any further entries are
ignored.
Item Names: Item names are identified by round brackets. You can add alternate
names by including ‘=’ equals:
(ACCFROM = STARTACCOUNTCODE)
Operator Interaction: Operator interaction, where the FreeFormat pauses for
the entry of a value, is shown by the ‘<<’ symbol.
Spaces: Spaces are represented by ‘-’ hyphens. Space is not the same as ENTER .
Backtabs: A backtab to the previous box on the screen is shown by ‘^’ carat.
Hyphens in macros: Where a hyphen is required as an entry in a macro it is
represented by an ‘_’ underscore in the *.MDF file.
Carriage Returns: Carriage returns are represented by ‘<>’ or by a blank line.
‘<>’ is used when a carriage return is learnt but you can use ‘<>’ or a blank line
when you are editing or creating a FreeFormat macro.

Deleting a FreeFormat Macro
To delete a FreeFormat macro activate FREEFORMAT and then enter LEARN and the
name of the FreeFormat you want to delete. This produces the message
COMMAND ALREADY EXISTS. You are offered the options Delete, Replace,
or Cancel. Choose Delete and the specified FreeFormat is deleted.
RUNNING FREEFORMAT MACROS
Running a Simple FreeFormat Macro

Activate FREE FORMAT by clicking the FF icon, by pressing the F4 key, or by
entering ‘\’ backslash in the selection box. Once activated, enter the name of the
macro you want to run, for example CA_REPORT, in the FreeFormat window.
You can also enter a shortened version of the FreeFormat name, for example,
CA_REP.
From the FreeFormat window you can also use QUERY to display a list of available
macros, and then select the FreeFormat macro you want to run using the arrow
keys. Press ENTER to accept your choice and RETURN, or the mouse buttons.
Running an Expanded FreeFormat Macro

Expanded FreeFormat macros are run in the same way as simple ones - you
activate FreeFormat and then enter their name in the FreeFormat window. However,
when you run an expanded FreeFormat macro you are prompted for the selections
chosen by the author of the macro.
Running the expanded CA_REPORT FreeFormat macro, described in the
subsection Expanding a Simple FreeFormat Macro:
You are prompted to enter a value for the first item name you created, ACCFROM.
Enter the account code 64001 and then press ENTER.
You are then prompted to enter the value for the second item name, ACCTO.
Enter the account code 64002 and then press ENTER. You can see the various
selections being made on the screen, ending with the report being stored to disk.
You can also enter the item values at the same time as the FreeFormat name. For
example, for the expanded FreeFormat macro CA_REPORT, you might enter the
following:
CA_REPORT (64001) (64002)
or even
CA_R (64001 64002)
as long as you separate the two values with a space. You are prompted to accept
the expanded form of your FreeFormat. Press ENTER to accept and continue
running the FreeFormat, or ESC.
Running a FreeFormat Macro by Entering Part of the Name

You can run a FreeFormat macro by entering a shortened version of the FreeFormat
name - for example CA_REP rather than CA_REPORT. If what you enter does
not match an existing FreeFormat, the nearest match is sought for. This facility
allows operators to use everyday language to run FreeFormats. For example, you
can run the CA_REPORT macro by entering
PLEASE RUN THE CA_REPORT
Running a FreeFormat Macro with Switches

You can run FreeFormat macros with switches to change the way in which they
behave. FreeFormat switches are entered after the name of the FreeFormat - for
example:
CA_REPORT/L
/D
Use a /D switch to run FreeFormat in debug mode. See the subsection Debugging
FreeFormat Macros for further information.
/L
Use a /L switch to generate a log file when running the FreeFormat macro. See
the section Generating a FreeFormat Log for further information.
F Note: You can also generate a log file by adding ‘,L’ as part of the command
string when running FreeFormat macros from outside SunSystems. See the
subsection Running FreeFormat Macros Without Logging In for further
information.
Running FreeFormat Macros Without Logging In

You can enter a simple command from the directory where you normally access
SunSystems to run FreeFormat macros without actually logging in.
F Note: You should run macros in interactive mode before running them in
background mode first, to ensure that they are working correctly, as errors
encountered in background mode are not brought to your attention.

The syntax is as follows:
sun commandfile,x,commandname (item1 item2 …)
The command file name must end with .MDF - for example STANDARD.MDF
x can be any of the following:
b for background, the screen does not display what is happening with the
macro. The screen remains at the operating system prompt. Your FreeFormat
must end with a command to log out of SunSystems.
e for echo, all the usual SunSystems screens are displayed. This operates
in a similar way to the background mode, but where an expanded sentence
exists, the FreeFormat requires confirmation before continuing.
i or blank for interactive, all the screens are displayed to allow operators
to input where the FreeFormat macro has ‘<<’. If an error is detected, the
macro stops.
commandname is the name of the FreeFormat macro you want to run.
(item1 item2 …) are the item values (for the item names created)
which must be entered in the same order and must also be separated by
spaces.
F Note: If you are using UNIX or VMS and you want to run a FreeFormat
macro from outside SunSystems, you should enclose the command in quotation
marks - for example:
sun “STANDARD.MDF,i,CHARTACCOUNTREPORT”
Refer to your Platform Manual for further information.
DEBUGGING FREEFORMAT MACROS
Debugging FreeFormat Macros: an Overview

You can run FreeFormat macros line-by-line to check that commands and data are
entered correctly. This facility is called running FreeFormats in ‘debug’ mode.
Running a FreeFormat macro in debug mode you can decide, on a line-by-line
basis, to proceed to the next line, to abandon the macro, to edit the line, or to
proceed directly to the end of the macro.
Debugging FreeFormat Macros
You can run macros in debug mode by using the /D switch, by activating
FREEFORMAT when a macro is running, and by using the BREAK command within
a macro.
When you run a macro in debug mode, the FreeFormat window appears at the
bottom of your screen. The window shows the name of the macro and that
FreeFormat is running in debug mode. You can see you the line number within
the macro being executed, as well as the command to be executed at that line. You
have five alternatives:
1 To accept the command to be executed and proceed to the next line by pressing
ENTER.
2 To abandon the FreeFormat macro by using the ESCAPE key.
3 To edit the command by, type your amendment over the current entry.
F Note: You can replace the existing command with more than one command
by separating each command with ‘~’ tilde. For example, AQ~110~E~N
would run AQ=Account Inquiry with account 110, would then Extract the
account details, and would then move on to the Next account.
4 To proceed to the end of the FreeFormat macro, or to the next point in the
macro where there is a BREAK command, by pressing the F7 key (-Zoom).
5 You can leave debug and return to normal FreeFormat mode by pressing the
F4 FREEFORMAT key.
When you are in debug mode, any amendments you make to a macro are saved to
a file named STANDARD.M01 where STANDARD is the name of the macro and
M01 represents the number of the revision to the macro (M01 for the first revision
to M99 for the ninety-ninth). You can then use this file to replace the original
STANDARD.MDF.
You can run macros in debug mode by using the /D switch, by activating
FREEFORMAT when a macro is running, and by using the BREAK command within
a macro.
Using the /D Switch in FreeFormat

Appending ‘/D’ to the name of the FreeFormat you type in the FreeFormat window
runs the FreeFormat in debug mode.

USING FREEFORMAT LOG FILES
FreeFormat Log Files: an Overview

You can generate a FreeFormat log file when running a FreeFormat macro. The
log file shows the commands that have been executed and the responses to those
commands. The log file also shows any messages displayed during the execution
of the macro and the responses to those messages.
FreeFormat Log Files: an Example

Using the CA_REPORT FreeFormat created in the subsection Creating a Simple
FreeFormat Macro as an example, the log file is in the format:
00001 CA_REPORT
00002 R
00003 64001
00004 64002
00005
00006
00007 S
You can see that each command executed appears on one line in the report.
The log file is stored in the main SunSystems directory and is called NAME.Lnn
where NAME is the name of the macro and nn is a two digit number that is
incremented automatically by SunSystems. You can use an operating system text
editor or a word processor in ASCII text mode to view the log file.
What’s New in Version 4.2 of
SunSystems
A number of powerful new features have been added for version 4.2 of SunSystems,
while many existing features have been improved and enhanced. If you have been
using an earlier version of SunSystems, it is important that you take the time to
read this section to become familiar with the changes which have taken place
since version 4.1 of SunSystems.
SUNSYSTEMS
Security Enhancements
Various security enhancements have been made:
• You can now set a password lifespan for operators or groups of operators.
• When operators change passwords, they cannot use a password that they have
used previously.
• You can now set a minimum password length for operators or groups of
operators.
If a user attempts to log in to SunSystems using the wrong password, they are
rejected and their attempt is counted as a violation. Once three violations have
been recorded for an Operator Id, the operator code must be revalidated by the
Systems Administrator before it can be used to log into SunSystems again.
For further information see the sections Operator Permissions, Amend Password,
and Operator Definitions. You may also want to refer to the section Security in
the SunAccount Appreciation Guide.
Enhancements to RD=Report Definition

DD=Document Definition and RD=Report Definition have been merged into
RD=Report Definition. You now need only use one function, RD=Report
Definition, to maintain all your reports and documents.
What’s New in Version 4.2 of SunSystems 25

Data items used in reports and documents are now chosen from the data dictionary
which makes the design of reports and documents easier and faster.
For further information see the section Report Definition. You may also want to
refer to the section Reporting in SunAccount in the SunAccount Appreciation Guide.
RD=Report Definition has been enhanced both to make it easier for you to control
reports and documents; new functionality has also been added:
• If you want to access all SunSystems reports and documents you can now
access RD=Report Definition from the SunSystems module
• You can convert digits to individual words, and into sentences
• You can produce cheques which are compliant with UK APACS formats
• You can control whether debit and credit values are printed
• You can specify whether or not cheques are to be printed
• You can set rules governing the ageing of transactions
• You can produce test pages for preprinted stationary
Improvements to the SunSystems Interface

There are a number of improvements to the SunSystems interface - both in character-
based versions of SunSystems and in GUI (Graphical User Interface) versions of
SunSystems.
Introduction of Pop-Up Windows

Some functions, such as LD=Ledger Definition and JD=Journal Definitions, which
have been enhanced with additional functionality, are now spread over more than
one screen. The location of these ‘pop-up’ windows is indicated by ‘>>’ a double
chevron. When you are entering data, these windows are displayed automatically.
When you are examining data, you can use the action Overlay to choose which of
these windows you want to see.
Changes to the way Query and Lookup Operate

The way in which the QUERY and LOOKUP tools operate has changed. See the
section SunSystems Tools, Buttons, and Keystrokes for further information.

Enhancements to FreeFormat Macros
There are several improvements to FREEFORMAT. These improvements give you
more control when creating and running FreeFormat macros. See the section
FreeFormat Macros for further information. You may also want to refer to the
section AutomatingYour Work - FreeFormat Macros in the SunAccount Appreciation
Guide.
Introduction of Online Manuals

In you run SunSystems 4.2 in a Microsoft Windows environment, you can access
online all the information contained in the SunAccount Reference Manual and in
The online manuals are available from a new Help option on the action bar; the
online manuals complement and supplement the online and context-sensitive help
available by using the HELP tool or pressing the F1 key.
In the online manuals you can search for information on a particular function by
clicking the initial letter of that function and then choosing the function you are
interested in from the list presented.
The online manuals also include a powerful text search tool which enables you to
identify which help topics include certain text. You can see the context in which
the text you have entered appears in a topic. If a topic provides the information
you are looking for, you can access information on that topic directly.
SUNACCOUNT
There are many new features in the three SunAccount modules:
Additional Selection Criteria in Account Allocation and Account Inquiry

You can now select and sort transactions by amount, and by transaction reference.
If you use the Conversion Module, you can also select and sort transactions by
other amount.
Enhancements to Generate Payments and Generate Debits

There are a number of enhancements to GP=Generate Payments and GD=Generate
Debits that make the functions easier and more efficient to use, and also increase
the ways in which you can select transactions for inclusion in a payments or debits
run.

Enhancements to Transaction Entry
Introduction of Online Allocation in Journal Entry

You can now allocate transactions directly from JE=Journal Entry. This means,
for example, that you no longer have to enter a transaction in journal entry and
then use AA=Account Allocation or TM=Transaction Matching to match it.
You can specify that the online allocation window is automatically presented for a
journal type in JD=Journal Definitions. Alternatively, you can use the action On-
line Allocation in journal entry to invoke the allocation window. You can allocate
the current transaction against unallocated entries on the ledger. Exchange
differences, settlement discounts and tax adjustments can be automatically
calculated and posted.
Because online allocation is available for all types of accounts, you can use it not
only to allocate cash payments and receipts against their respective invoices, but
also to allocate contra entries, for bank reconciliations, for controlling bills of
exchange.
For further information see the sections Journal Definitions and Journal Entry.
You may also want to look at the section Transaction Entry in SunAccount in the
SunAccount Appreciation Guide.
Enhanced Analysis
Since SunSystems version 4.0 the number of analysis categories in SunSystems
has doubled. So that you can make the most of the potential of this enhanced
analysis, two hidden functions have been introduced which enable you to map
and move analysis categories.
Increased Analysis Codes

Throughout SunAccount, the ability to analyse your data has been improved. There
are now ten Fixed Asset Analysis categories F-Codes. Each analysis category can
be up to 15 characters long. If you are upgrading from a version of SunSystems
prior to version 4.1, you should know that in SunSystems version 4.1 the number
of Transaction Analysis categories and Account Analysis categories was also
increased to ten.
For further information see the sections Analysis Category Lengths, Analysis
Definitions, and Analysis Codes. You may also want to refer to the section Analysing
Information in the SunAccount Appreciation Guide.

Analysis Mapping
To assist you in making the most of the enhanced analysis, two new functions
were introduced in SunSystems version 4.1.4. MR=Analysis Mapping Rule Sets
allows you to create a set of instructions you can use to map one analysis category
onto another AM=Analysis Mapping enables you to process the rule sets created.
Because of the powerful nature of this feature, both functions are hidden. For
further information refer to the sections Analysis Mapping Rule Sets and Analysis
Mapping.
Depreciation Calculations
A number of enhancements have been made to the ways in which you can calculate
depreciation.
Depreciation From a Given Day

You can now calculate depreciation from the date of purchase of an asset, rather
than from the period in which the asset was purchased. If you use straight line
depreciation for an asset you can enter values for the number of days in the first
depreciation period and the number of days in this period for which you want
depreciation to be calculated.
When you use CD=Calculate Depreciation, the value posted to the first and last
period of the asset’s life is based on the number of actual days in the first period
and the number of days in the first period before the asset was acquired.
See the sections Asset Record and Calculate Depreciation for further information.
You may also want to look at the section Managing Your Fixed Assets in the
Japanese Depreciation
You can also now calculate depreciation according to Japanese requirements. See
the section Asset Register for further information.
Payment Profiles
A new function, PP=Payment Profiles, allows you to group and store the criteria
you use to select transactions included in payment and debit runs. This enables
you to build up a set of frequently used payment and debit criteria. Several groups
of transactions can be included in a single payment profile.
See the section Payment Profiles for further information.

Increased Selection Criteria
The selection criteria that you can use when generating payments or debits has
been significantly increased. You can now select the payments and debits you
want to make by:
• Method of payment
• Account code
• Account priority
• Account analysis code
• Transaction analysis code
• Transaction reference
• Journal type
• Journal source
• Allocation marker.
You can also select the payments and debits you want to make by conversion
code.
Multicurrency Payment and Debit Runs

The addition of conversion codes to the range of selection criteria used in
GP=Generate Payments and GD=Generate Debits enables you to make payments
across a range of currencies in one payments run. You can create payment profiles
that include or exclude particular conversion codes.
Multicurrency Bank Transfer File Protection

Depending on the number of bank accounts that you operate, you can use the
Payment/Debit File Indicator box in a payment profile to set an indicator that is
included in the bank transfer file name for a payments or debits run. This means
that there is no possibility of the bank transfer file from one payment profile
overwriting the bank transfer file from another.
See the sections Generate Payments and Generate Debits for further information.

Single Payment for Bank Transactions
If you are using the Automatic Bank Payment Interface you can use the new box,
Single Transaction to Payment Account, to post a payment run to the ledger file as
a single transaction, rather than as one transaction for each payment. See the
sections Generate Payments and Generate Debits for further information.
Settlement Discounts in Generate Debits

When you are paid by direct debit, you can now apply settlement discounts. See
the section Generate Debits for further information.
Automatic Tax Calculations in Journal Entry

You can now automate the calculation of tax lines in journal entry.
You can also set withholding tax and other stoppages to be calculated and posted
automatically.
See the sections Journal Definitions and Tax Details for further information. You
may also want to refer to the section Transaction Entry in SunAccount in the
SunAccount Appreciation Guide for further information.
Increased Length of Journal Line Numbers

From SunSystems version 4.2, journal line numbers have increased from 5 digits
to 7 digits.
Introduction of Linked Accounts

In many organisations, particularly those organisations that are structured into
payables and receivables centres, there is a need to link accounts. For example,
there may be a need to link a customer account and a default revenue account, or
to link a supplier account and a default expense account. There is a new box, Link
Account Code, in CA=Chart of Accounts, which allows you to do this.
Once you have linked accounts, you can use journal presets to specify that if, for
example, one of your supplier accounts appears on the first line of a journal, the
linked revenue account is used on the second line of the journal.
See the sections Chart of Accounts and Journal Presets for further information.
You may also want to refer to the section Transaction Entry in SunAccount in the

Security Enhancements to Journal Presets
Journal Presets allows you to specify a range of entries that are made automatically
when a journal type using that preset is used. Various enhancements have been
applied to journal presets which increase the security of partly-automated
transaction entry and give you more control over the ranges of accounts to which
transactions can be posted.
You can prevent the amendment during journal entry of the setting specified in a
journal preset by setting the Force Presets box for that journal preset to Y-Yes.
This means that none of the entries set in the journal preset can be changed by
users during journal entry.
There are more specific ways in which you can control the entry of transactions
using journal presets. For example, you can now use masking in the Account
Code box in JP=Journal Presets. This enables you to restrict the entry of transactions
for a journal type to an easily-definable range of account codes. For example, if
you want to restrict the entry of transactions for a journal type to accounts with
six-character codes starting with 285, set the Account Code box in the preset used
by the journal type to 285***.
For further information about using presets to facilitate transaction entry see the
sections Journal Presets and Journal Entry.
Enhancements to Journal Import

You can now import journals that reverse automatically in the next period. Other
enhancements to Journal Import include:
• optional checks that imported journal references are unique
• a report of the total debits and total credits for imported journals
• more validation options
• changes to error messages
See the section Journal Import for further information.
Improvements for Italian Users

Several additional options and functions have been included in the Ledger
Accounting module to enable users to comply with Italian requirements. See the
section A Guide to Italian Accounting in the SunAccount Appreciation Guide for
further information.

Introduction of a Balance File
A new file type - balance file - was introduced in version 4.1.4 of SunSystems.
The use of a balance file improves the performance of the following SunAccount
reporting functions:
• TB=Trial Balance
• FA=Financial Analysis
• FS=Financial Statements
• FT=Financial Tables
The balance file is a ‘summarised’ ledger file. See the sections File Creation,
Balance File Update, and Balance File Rebuild for further information on the
balance file. You may also want to refer to the section Reporting in SunAccount in
Introduction of Daily Conversion Tables

A new function, DC=Daily Conversion Tables, was introduced in SunSystems
version 4.1.4. Using daily conversion tables, you can create a conversion rate to
apply to a specific date. If you are using highly volatile currencies you can use
daily conversion tables to record frequent fluctuations. You can also use daily
conversion tables for time recording - for example, for recording special holiday
rates.
See the section Daily Conversion Tables for further information. You may also
wish to refer to the sections Multiple Currencies in SunAccount and Time Recording
in the SunAccount Appreciation Guide.
MISCELLANEOUS ENHANCEMENTS
New Function for Defining Analysis Category Lengths

There is a new function, NL=Analysis Category Lengths, which enables you to
define the lengths of all analysis categories. You no longer use DB=Database
Definitions to define the A-Codes and T-Codes lengths for a database. Analysis
code lengths are now held in the data dictionary.
For further information see the section Analysis Category Lengths in the SunAccount
Reference Manual. You may also want to refer to the section Analysing Information

SUNBUSINESS NEW FEATURES
New features in the Sales Order Processing, Inventory Control, and Purchase Order
Processing modules are described in the SunBusiness Reference Manual.

Actions
This section describes the options which are available in the Action pull down
menu. You can either highlight the option with your mouse and click to select it,
or use the arrow keys and press ENTER.
If you are using classic menus, choose these actions by entering the appropriate
letter in the selection box, and press ENTER.
Information entered for each database is stored in files. There are two main types
of file: the ledger file and the reference file. The journal hold file, and various
budget and archive files also store data.
Ledger files contain details of all transactions posted. Reference files contain the
static information that you have created in the reference functions, for example,
account records, journal types, and analysis codes. Though each reference record
is concerned with different data, the data is maintained in a consistent way. This
allows for the same actions to be available in all reference functions.
REFERENCE FUNCTIONS
The following list of SunAccount and SunSystems reference functions is presented

in alphabetical order:
GL=Aged Analysis Layouts AD=Asset Diary
AD=Allocation Definitions AR=Asset Records
AO=Allocation Ratios AC=Audit Control
AS=Allocation Sources BK=Bank Details
AT=Allocation Targets BD=Budget Definitions
NC=Analysis Codes CD=Calendar Definitions
ND=Analysis Definitions CA=Chart of Accounts
NL=Analysis Layouts CH=Column Headings
AA=Asset Analysis CS=Control Sequence Definitions
AB=Asset Budget Records CV=Conversion Tables
Actions 35
DB=Database Definitions SN=Sequence Number Definitions
DA=Data Access Groups SR=Spread Ratios
DT=Depreciation Tables SL=Statement Layouts
XC=Export Consolidation LC=Statement Line Contents
XD=Export Definitions TC=Table Columns
FD=Format Definitions TF=Table Formats
FL=Formatted Layouts TH=Table Headings
JD=Journal Definitions TR=Table Rows
JP=Journal Presets TD=Tax Details
LD=Language Definitions XL=Tax Listing Layouts
LD=Ledger Definition TD=Terminal Definitions
NA=Names & Addresses TL=Transfer Layouts.
OB=Operator Buttons
OD=Operator Definitions
PD=Printer Definitions
RD=Register Definition
Each reference function can comprise many records. For example, you may have
numerous accounts. Each record is identified by a unique code. Chart of account
records each have a unique account code; name and address records each have an
address code, etc.
The following actions are available from all reference functions:
CREATE
This allows you to create a new reference record.
AMEND
Use this to amend an existing record. Select Amend and enter the code of the
record you want to change. Then, using your mouse, move to the box(es) which
require change. On completion of the amendments, press OK to accept the changes.

DELETE
If you want to remove an existing record, select Delete and enter the record code.
You will then be asked:
DELETE?
choose Yes if you wish to continue with the deletion.
To delete a range of records, press ENTER in the record code box. A window
appears with From and To boxes. Enter the range of record codes you want to
delete. You are then asked:
DELETE SELECTIVELY (WITH SCREEN ECHO)?
If you choose Yes each record is displayed, and you are asked:
DELETE?
If you want to delete all records within the range without seeing them, choose No.
The system prompts:
ENTIRE RANGE WILL BE DELETED?
If you choose Yes, the records are deleted. A message is displayed:
DELETING ....
with the code of each record as it is deleted.
Some reference records are identified by two separate codes. For example, analysis
codes are identified using a combination of the analysis category and the analysis
code. In a range delete, you cannot specify the second code (the analysis code) so
you might select a range of analysis categories T3-T3 and then ask for selective
deletion. Each analysis record is then presented for deletion.
Asset records, chart of account records and name and address records cannot be
deleted if there are transactions present. See the section Period Cleardown.
EXAMINE
Choose Examine to display reference record details. Enter the code of the record
you want to examine and details are then displayed.
You may examine by LOOKUP code rather than the reference code. There are two
ways to do this:
• Select Examine, then in the record code box, e.g. Account Code box, enter
LOOKUP. The cursor moves to the Lookup Code box, where you can enter
the lookup code of the record you wish to examine.
Actions 37
• You can select Examine, and in the record code box, e.g. Account Code box,
enter QUERY. Once in QUERY, you can select the LOOKUP button. LOOKUP allows
you to determine whether the selection of items for display on the list is by
code or lookup code. On clicking the Lookup button, you are presented with a
window. Select either Code or Lookup to determine the item you wish to
lookup. You can also enter a start code. On pressing OK, the display will
commence with the records matching the criteria entered.
NEXT
Enter Next to display details of the next reference record. If the screen currently
shows no record details, then Next will display the first reference record. The
letter N remains in the selection box so that you may press ENTER to display
subsequent records.
REPORT
Use Report to produce reports showing all, or a range of records belonging to a

reference type. When you select Report, a further screen is displayed.
REPORT ENTRIES
Record Code From/To

nn characters
Enter the range of records to be reported. The name of the From and To boxes
depends on the reference function you are reporting. So if you are using NA=Names
& Addresses, the box description is Address Code From and To.
The range you select is printed at the top of the report. If you would prefer to
report in order of Lookup Code, rather than account code order, then enter LOOKUP
in the From box, and you are asked for a range of lookup codes.
Double Line Spacing

Y/N
A double spacing option is available. Enter Y-Yes to select double spacing. Press
ENTER, or enter N-No, to remain with single spacing.

Date Of Last Update From/To
date format
You may want to include only those records updated within the selected range of
dates.
Having completed the entries to the screen, you may select to Print Report or
Store on Disk.
TRANSFER
Transfer allows you to import or export reference records from, or to, a file. It is
useful when, for example, you have created a chart of accounts in one database
and wish to transfer it to a second database. The file which is imported does not
have to be generated within SunSystems, but can be any text file presented in the
correct format.
Multi-lingual Module only. If you Transfer data when logged in as an operator
whose language is other than the base, a warning message to this effect appears.
An import creates new records and overwrites records with the same code on the
reference file. When you select Transfer, an additional screen is displayed:
TRANSFER ENTRIES
Import Or Export
I/E
Enter I-Import to send data to a file or E-Export to retrieve it.
Actions 39
Transfer Format
maximum 5 characters
If you accept the default, NDF-Non delimited format is assumed. Otherwise,
specify a valid format:
Code Description
FLF Fixed length format

CDF Comma delimited format
BDF Bar delimited format
CDFQ Comma delimited format with quotes
LOTUS Lotus 123 file format
SYLK Multiplan format
Transfer File Name

Enter the path and the name of the file containing the data to be imported or
exported. The automatically generated file name for a chart of accounts file is
SACA-DEM.NDF. This is made up as follows:
Code Description
SA SunAccount
CA Represents the reference record type, i.e. CA=Chart of Accounts
DEM Represents the database, i.e. DEM is the demonstration database
NDF NDF represents the file layout format non delimited format
Record Code From/To

nn characters
The range of records to be imported or exported.
Date Of Last Update From/To

date format
You can choose to import or export only those records updated within a selected
range of dates. Press ENTER to select all dates.
Having completed the entries to the screen, select Process Transfer to perform the
export or import.

REPORT AUDIT TRAIL
If you have turned on AC=Audit Control for a particular reference type you will
have access to the option Report Audit Trail. When you select Report Audit Trail
in CA=Chart of Accounts the following screen is displayed:
REPORT AUDIT SCREEN
The function AC=Audit Control allows you to specify which reference types are
to have amendments logged to an audit file.
Report Audit Trail prints an audit trail of any changes made to that file e.g.
amendments, creations, deletions, etc. Full details of amended records are printed.
If an amendment has been made, the changes are underlined with inverted arrows
and the new version is printed below.
The date of the change is shown along with the operator Id of the person who
made the amendment.
When the report is complete, you are asked whether the reported changes should
be carried forward and shown on the next reference audit report. If you select
N-No, the current audit file is cleared.
Actions 41
REPORT AUDIT TRAIL ENTRIES
Report By Date Or Code

D/C
Enter D-Date to print amendments in date sequence, or C-Code to print details in
code sequence. Remember that all analysis codes for analysis category A0 are
shown before analysis codes for analysis category A1, etc.
Record Code From/To

nn characters
Enter the range of record codes to be reported. Press ENTER to select all.
Transaction Date From/To

date format
Enter the range of dates for which changes should be reported. Press ENTER to
select all dates.
EXIT
Use this action to leave the screen you are in. If you are in a SunAccount screen,
e.g. Ledger Accounting, Fixed Asset Register, or Corporate Allocations; using
Exit takes you to the SunSystems main menu screen. If you are in a SunSystems
function, Exit logs you out.

Multi-Lingual SunSystems
OVERVIEW OF MULTI-LINGUAL SUNSYSTEMS
Multi-Lingual Module Only.

A multi-lingual licence allows your operators to choose the language version with
which they wish to work.
In previous versions of SunSystems, you could operate only in a single human
language. Many language variants of SunSystems exist, but a single language had
to be adopted for an installation. Where data was transferred to another language
version of SunSystems, it had to be processed by a ‘translation’ program to convert
it for use in another language. So, for example, a user of an English system could
not directly access data created on a French language version of SunSystems, or
vice versa.
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 originally created.
Similarly, 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.
Multi-Lingual SunSystems 43
GLOSSARY
The following is a glossary of terms with which you should become familiar:
Base Language
This is defined as the main language of the system. It is identified in the serialisation
details as the Base Language, and is the default for the system.
Additional Languages
SunSystems can support up to four language versions; the base language and a
maximum of three additional languages.
In-houseLanguages
Systems Union provides four language versions of SunSystems:
English
French
German
Spanish.
Several other language versions of SunSystems are available. Please refer to your
supplier for details.
OperatorLanguage
OD=Operator Definitions enables you to identify the Operator Language for a
user. On logging into SunSystems, the operator is presented with their preferred
language.
You are advised to identify the Operator Language for each operator in SunSystems,
even if the required language is the base language. For further information see
the section Operator Definitions.
Database or Source Language

The database or source language is the language used to create a database. This
term may also be used to refer to the language in which a database was backed up/
restored in FB=File Backup/Restore.

LanguageCode
Each language is identified by a two digit code. This is normally the international
dialling code. The following are the codes for languages provided by Systems
Union:
01 English
33 French
34 Spanish
49 German.
A language is identified in SunSystems by its language code.
For further information see the sections Operator Definitions and Language
Definitions.
MULTI-LINGUAL DATA PROCESSING
It is important to remember the following when using multi-lingual SunSystems:

• An operator may only transfer data into SunSystems which has been created in
that operator’s language. In other words, if OD=Operator Definitions identifies
you as an English operator, i.e. the Operator Language box is set to 01, you
must only import files which were created in English. The transfer in/import
of files covers SunSystems facilities such as:
Transfer in reference functions
selecting I-Import
Restore in FB=File Backup/Restore
and JI=Journal Import, with the exclusion of the SunBusiness transfer
file.
• The language code is included as part of a file heading, thus identifying the
language in which the file was created.
• The SunBusiness transfer file must be imported in the database language. In
other words, the transfer file is always created in the source or database language.
This means that only operators using the database language can import
SunBusiness transfer files in JI=Journal Import. A user wishing to import a
French SunBusiness transfer file must be logged in as a French language
operator.
Multi-Lingual SunSystems 45
• If a language code is not defined for an operator, i.e. if the Operator Language
box in OD=Operator Definitions is blank, the operator assumes the base language
while working in SunSystems, and the database language when logging into
one of the modules.
So, for example, if such an operator logs into a system which has been serialised
with a base language of English, then all the SunSystems screens are presented in
English. When the operator logs into a French database, screens are displayed in
French.
Each data transfer file contains a language code which is determined by the operator
who created the file, or who backed up the file in FB=File Backup/Restore.
When a language code has not been identified for an operator, the files will contain
the base language as defined during serialisation, for all SunSystems transfer
files, and the source/database language for all transfer files created in SunAccount
or SunBusiness.
For further information about multi-lingual processing in SunSystems, see the
sections Language Definitions and Operator Definitions.

Account Allocation
LA=Ledger Accounting → Entry → AA=Account Allocation
OVERVIEW
Account allocation is used primarily to match transactions on an account. For

example, a debtor/receivables payment transaction is allocated or matched to the
original invoice. The process of allocation is explained in the section Managing
your Debtors/Receivables in the SunAccount Appreciation Guide.
The account allocation option also provides the following facilities:
• The marker R-Reconciled is used to highlight bank account transactions that
have been reconciled with the bank statement.
• The markers F-Force and W-Withhold identify transactions that are either to
be paid immediately or withheld from payment in GP=Generate Payments
and GD=Generate Debits.
• The marker C-Correction identifies transactions as internal corrections, and so
can eliminate them from financial reports. You can choose whether to include
C-Correction transactions in financial reports. See the section Ledger Definition.
• Markers 0 to 9 are used to record the status of a transaction. For example,
where bills of exchange are used. Numeric markers can be applied to all
transactions on debtor, creditor and client accounts.
• Transactions can be Generated in account allocation. This is useful when
exchange differences or settlement differences become evident during allocation.
• Transaction analysis codes can be amended in account allocation. This allows
the opportunity to rectify mistakes, or to reanalyse existing transactions.
• The transaction description and due date can be amended.
• Transactions can be sequenced by transaction date, allocation reference, period,
transaction reference or due date, and the result displayed or printed.
• When a transaction is allocated, the allocation reference, allocation date and
allocation period are all recorded. These three values can be examined in the
inquiry and reporting functions within SunAccount.
• Allocation markers can also be deallocated, or amended.
Account Allocation 47
Rough Book Processing
Account allocation displays rough transactions as well as hard transactions. Rough
transactions are identified with a ‘-’ hyphen displayed next to the allocation marker.
If in the LD=Ledger Definition, the Rough Book box is set to 1, you cannot
amend the T-Code analysis used for transaction sequence or day book sequence
numbers.
If you are using the Generate option in account allocation and rough book
processing is in use, postings are rough, as with other transactions. See the section
Journal Entry.
Other terms used in account allocation include:
Allocation Flags/Markers
Transactions are allocated or highlighted by flagging them with an allocation
marker. The different markers can be used to subsequently select transactions for
reporting purposes, or for payment.
Part Payment
If you receive a part payment, you can split the amount and allocate only the part
which has been paid. The unpaid portion of an invoice remains unallocated for
reporting on statements. If the cash amount is larger than the invoice, you can
split the cash and allocate part of it to the invoice.
How Account Allocation is Structured

Account allocation presents you with three basic screens, along with an additional
G-Generate screen:
• The Selection Page allows you to determine the account to work with. It also
enables you to narrow down the selection of transactions within the account by
choosing a range of periods, journal types, etc.
• The Transaction Pages display details of the extracted transactions.
• The G-Generate screen allows you to create and post transactions within
account allocation.
• The Summary Page displays totals of the extracted transactions, e.g. account
balance.
This section on account allocation is therefore divided into four subsections.

SELECTION PAGE
7 ENTRIES
Account Code
Enter the account code you wish to use. You can use the QUERY and LOOKUP
facilities.
To use the journal account facility, select the action Journal Account. This facility
is described later in this section.
At this stage you can choose to Extract details of the selected account code.
Alternatively, you may wish to narrow the selection of transactions based on the
options presented. To gain access to the selection options, choose the action
Amend.
F Note: If you see the warning message:

ALLOCATION IN PROGRESS ON THIS ACCOUNT. RETRY?
You should first check all other operators to see who is using the same
account.
You may find this warning appears after a system failure, or if an operator
has not logged out correctly.
You can clear the warning by typing Z.
Include Allocated
Y/N/Allocation Marker/hyphen/blank
If this box is Y-Yes, then allocated transactions are selected. If it is set to N-No,
they are excluded, which is the default. Transactions marked as:
F-Force
W-Withheld
B-Brought Forward
0-9-Numeric Allocation Marker
are treated as unallocated.
You can also specify an allocation marker to extract only transactions with a
particular marker.
Enter a ‘-’ hyphen to extract transactions with no allocation marker, i.e. blank.

Accounting Period From/To
format ppp/yyyy
If you want to display transactions for all periods, leave these boxes blank. Enter
C-Current to display transactions for the current period.
You can also enter a single period or range of periods to display. Restricting the
range of periods selected speeds up the extraction of data.

date format
Leave this blank if you want to extract transactions for all dates. Enter T-Today’s
Date to display transactions for today’s date only.
You can also enter a single date, or a range of dates to be extracted.
If you specify a period or range of periods in conjunction with a date or range of
dates, the extraction of data will take less time.
SQL users will notice a performance improvement regardless of any period criteria
entered.
Once you have made your selections, they are retained until you amend them or
Exit from the function.
Journal Type From/To

Enter the range of journal types you wish to look at. The default is ALL. You can
use the QUERY facility.
Journal Source From/To

Enter the range of journal sources you want to extract. The default is ALL.
Transaction Reference From/To

Enter the range of transaction references to include in the extraction. The default
is ALL.
Conversion Code From/To

Conversion Module. Enter a single code or range of conversion codes to be
extracted. The default is ALL. You can use the QUERY facility.
Debit/Credit
D/C/blank
Enter D-Debit if you wish to select only debit transactions. Leave blank if the
debit/credit marker is not relevant to your selection. Enter C-Credit if you wish
to select only credit transactions.
Amount From/To
maximum 15 digits
Enter the range of transaction values to be included in the extraction. Leave this
blank if the value of a transaction is not relevant to your selection.
Base or Other Amount

B/O/blank
Conversion Module. This box allows you to further refine your selection in the
previous box and identify whether the amount range will be based on the B-Base
or O-Other amount transaction value. This box is available only if you entered a
value in the previous box, i.e. it is only appropriate when a selection by amount
has been identified.
Leave this box blank to accept the default of blank.
Include Rough Book

Y/N
EnterY-Yes to include rough transactions in the extraction. Enter N-No to exclude
rough transactions.
Include Revaluation
Y/N
Conversion Module. Enter Y-Yes, to include revaluation transactions in the
extraction. Enter N-No to exclude revaluation transactions. Revaluation transactions
are generated by LR=Ledger Revaluation.
Open Analysis Window leading to Analysis Code Selections T0-T9 From/To

Y/blank
To extract a particular set of analysis codes, enter Y-Yes to call up the Analysis
Code Selection window. You can then enter a code or a range of codes to be
extracted. The default is all. You can use Q UERY.

8 ACTIONS
The following actions are offered on the selection page.
Start Account
Enter Start Account to select another account for allocation.
Journal Account
Journal account automatically selects and extracts accounts to which transactions
have just been posted in JE=Journal Entry. The objective of this facility is to
speed up cash allocation. Having entered cash receipts using JE=Journal Entry,
Journal Account ‘remembers’ the accounts to which you have posted receipts, and
selects and extracts the account details. The accounts are selected in account code
order.
It is important to note that Journal Account can only be used immediately after
posting the associated journal in JE=Journal Entry.
Once you have allocated and posted the transactions on the first account, select
Journal Account again and the next account is presented for allocation.
You can leave account allocation at any time and, when you return, Journal Account
recalls the next account.
If you choose Journal Account, you cannot make amendments to the selection
screen.
Next Account
Choose Next Account to select the next available account. This only operates if an
account code is currently displayed in the Account Code box.
Extract
Choose Extract to extract transactions meeting the criteria specified on the selection
screen. Once the relevant transactions are selected, the Transaction Page is
displayed.
Amend
When you first select an account code in AA=Account Allocation, the default
selection criteria of ALL is assumed. You must choose Amend to gain access to
the Selection Page options.
Once you have made these selections, they are retained until you amend them or
Exit from AA=Account Allocation.
F Note: Transactions can be marked for allocation in JE=Journal Entry. If

this is the case and the journal has not been posted, these transactions will
not be available to AA=Account Allocation.
TRANSACTION PAGE
When you choose Extract on the Selection Page, the first Transaction Page is
displayed. If the Conversion Module is in use, the conversion overlay is displayed.
If the Conversion Module is not in use, the description overlay is displayed.
Both formats are shown below:

The transaction pages list transaction details for the selected account. Up to 14
transactions are displayed on each page. The left side of the screen always remains
the same, showing the date, reference, amount and allocation marker.
The display on the right side of the screen can be changed to display the transaction
analysis, conversion, description, journal, allocation and due date details.
8 ACTIONS
Start
Choose Start to return to the Selection Page to select another account for allocation.
Next
Displays the next Transaction Page.
Back
Choose Back to move to the previous page.
First
Select First to return to the first Transaction Page.
Last
Last displays the last Transaction Page.
Amend/Alloc4
This action presents the following options:
Allocation
This allows you to allocate or flag transactions. The cursor moves to theAllocation
box of the first transaction displayed.
The following table shows the available allocation markers, and their uses. The
allocation marker can only be amended to the markers shown in the ‘May be
changed to’ column.
Allocation Marker Description May be changed to
Y-Allocate This marks a transaction as allocated. Not Applicable

(becomes As you select transactions, the total (see A-Allocated)
A-Allocated debits and credits displayed in the
after posting) top right of the screen are
incremented accordingly. The out
of balance figure must be zero,
i.e. the allocation must balance,
before it can be posted.
A-Allocated This identifies a transaction which space, 0-9, F, W,

has previously been marked Y, C, R, S
Y-Allocate and then posted.
B-Brought ForwardThis marker is used by GP=Generate Y, B, S

Payments if the amount to be paid is
discovered to be a debit balance.
These transactions are included in
subsequent payment runs until the
balance reverts to a credit. A similar
situation arises in GD=Generate
Debits, but where the amount to be
‘paid’ is discovered to be a credit
balance.
C-Correction Used to highlight transactions posted space, 0-9, F, W,

in error. Transactions with this Y, C, S
marker may be excluded from all
reports except JL=Journal Listing and
TB=Trial Balance. Use the Report
Corrections box in LD=Ledger
Definition to choose whether these
transactions are included in reports.
F-Forced This identifies transactions for space, 0-9, F, W,
payment during GP=Generate Y, C, R, S
Payments and GD=Generate Debits.
It allows you to mark transactions
for prompt payment.

P-Paid This marker is set against transactions space, 0-9, F, W,

that have been paid by GP=Generate Y, C, R, S
It cannot be entered manually.
R-Reconciled Used for reconciliation of bank space, 0-9, F, W,

account transactions with a bank Y, C, R, S
statement.
W-Withheld This works in reverse to the F-Forced space, 0-9, F, W,

marker. Transactions with this marker Y, C, R, S
are excluded from GP=Generate
0-9 Numeric allocation markers are space, 0-9, F, W,

generally used to record the status of Y, C, R, S
a transaction. This is particularly
useful for bills of exchange. Each
number represents a stage in the
life of the bill. These markers can
be incremented manually or by
printing specific documents.
See the section Format Definitions.
Space By entering a space, you can remove space, 0-9, F, W,

an allocation marker from the current Y, C, R, S
transaction.
S-Split Enter S-Split beside a transaction Not Applicable
(becomes where you want to split the amount (see A-Allocated)
A-Allocated to record a part payment or receipt.
after posting) A box appears and you are prompted
to enter the amount of the transaction
you want to allocate. You can also
enter a description for the ‘new’ split
transaction, or press ENTER to copy
the original description. The ‘new’
split amount retains the date,
reference, analysis, etc. of the
original transaction.
*-Amend Details Enter an asterisk in the allocation Not Applicable

marker box, and you will be
prompted to amend other details on
the current transaction. You can
change the description, due date,
and the analysis codes to which you
have access.
Description
Select Description and you can change the descriptions of several transactions.
Due Date
Select Due Date and you can change the due dates of several transactions. Manually
entered due dates are shown with an asterisk.
Analysis Codes 0-9

Enter the transaction analysis code 0-9 and you can change the chosen analysis
code of several transactions. You can only amend those analysis codes to which
you have access.
F Note: If you are using over commitment or overexpenditure checking

amending analysis code may create an over commitment or overexpenditure.
Totals
Conversion Module. This toggles the totals displayed in the top right of the
screen between base and other amounts.
Sequence4
Sequence allows you to resequence transactions in a number of ways. The default
display shows transactions in order of period. The following sequencing options
are available:
Transaction Date
This sequences transactions in date order.
Allocation
This sequences transactions by allocation reference. Allocated transactions are
sorted in the order of allocation date, allocation reference, journal number, and
unallocated transactions.

Period
Transactions are sequenced in period order.
Reference
Transactions are sequenced in transaction reference order.
Due Date
Transactions are sequenced in due date order.
Base Amount
This option enables you to sequence transactions by base amount value. The debit/
credit marker is ignored.
Other Amount
This option enables you to sequence transactions by other amount value. The
debit/credit marker is ignored.
Generate
The Generate option is dealt with separately later in this section.
Post
Once you have finished the allocation run, or completed the amendments to an
account, you must Post the allocations. Post is accepted only when the display at
the top right of the screen shows that the out of balance amount is zero (except in
the case of the flag R-Reconciled). When transactions are posted, the next allocation
reference is applied to all transactions with a marker A-Allocated.
When posting is complete, the account allocation Selection Page is redisplayed so
you can select the next account.
If you try to leave AA=Account Allocation without posting the amendments you
have made, the following message appears:
REVISION NOT POSTED, IT WILL BE SAVED UNPOSTED
If you choose to save the unposted journal, it is displayed when you next select
AA=Account Allocation. However, if you choose N-No, the following warning is
displayed:
REVISION NOT POSTED, IT WILL BE CLEARED
Choose Y-Yes to clear the entries you have made. Otherwise, choose N-No and
the cursor returns to the selection box to allow you to continue.
Report
Report produces an account listing for the current account, and selects transactions
which match the parameters defined on the Selection Page. When Report is
selected, you must enter a format code defined in RD=Report Definition. You are
offered the option to Print Report or Store on Disk.
Overlay4
On the Transaction Page, the left side of the screen remains static, showing the
date, reference, amount and allocation marker. However, using Overlay, you can
show other transaction details on the right side of the screen.
As explained previously, the default display for the Conversion Module is the
conversion overlay, whilst the default for a single currency system is the description
overlay.
On choosing Overlay, the following options are offered:
Analysis 0-9
This overlay displays the analysis categories and the codes associated with each
transaction. The display columns begin with the T-Code you select, e.g. T3
followed by T4, T5 and so on, until the screen is filled.
Conversion
The Conversion overlay displays the conversion code and other amount for each
transaction displayed.
Description
The Description overlay shows the accounting period and description.
Journal
The Journal overlay displays the journal type, number, line number, journal source
and entry period.
Allocation
The Allocation overlay displays the allocation reference, date and period for
allocated transactions.
Due Date
The Due Date overlay shows the due date for each transaction. Due dates with an
‘*’ asterisk next to them, indicate that the due date has been amended or entered
manually.

Range4
Allocation markers and the methods of allocation are described earlier in this section.
Range allows you to speed up the allocation process by selecting a range of
transactions.
You are offered a number of ways to select transactions for allocation. They are as
follows:
Allocation Range
When Allocation Range is selected, a box containing the following appears at the
top of your the screen:
Allocation Marker
Select the allocation marker you want to amend. The allocation markers are F-
Force, W-Withheld, Y-Unposted allocation, 0-9-Numeric, or a ‘-’ hyphen for no
allocation.
Set Allocation
Enter the new allocation marker.
Amount
Use this box only if you want to allocate transactions up to a specific amount.
Transactions meeting the other criteria specified are selected until they equal or
exceed the amount.
Use the DUPLICATE key to copy the ‘out of balance’ amount from the top right of
the screen into this amount box.
D/C
If you entered an amount, enter the associated D-Debit or C-Credit indicator.
Normally, if you have not entered an amount, you will leave this box blank.
However, you could leave the amount box blank and enter D or C in this box to
indicate that you wish only to select debit or credit transactions.
Period Range
Period From/To
Enter a single accounting period or a range of periods you wish to select for
allocation.
See earlier for a description of the other boxes.
Transaction Date Range
The following box is displayed:
Date From/To
Enter a single transaction date or the range of dates you wish to select for allocation.
Reference Range
Reference From/To
Enter a single transaction reference or a range of references you wish to select for
allocation.
Find4
The Find option allows you to search for a transaction by transaction date, period,
reference, or due date. You can also select a specific page number.
Transaction Date
Enter the transaction date of the transaction you wish to find, in the format dd/
mm/yyyy, mm/dd/yyyy or yyyy/mm/dd. Enter T to choose today’s date. The
transactions are scanned, starting at the current page. The first transaction found
to match this date is marked with an ‘*’ asterisk.
Press ENTER to move to the next transaction matching the criteria. Otherwise, use
ESC and the cursor moves to the allocation box of the selected transaction so it can
be amended.
Period
This operates in the same way as Transaction Date described previously. Enter a
valid period, or enter C-Current Period.
Reference
This operates in the same way as Transaction Date described previously. Enter
the reference you wish to find.
Due Date
This operates in the same way as Transaction Date described previously.
Page
This option is particularly useful when displaying details of a large account. Enter
the page number you wish to display. You can also enter +n or -n to move
forwards or backwards a specified number of pages.

Base Amount
This option allows you to find a transaction by the base amount value. If an exact
match is found the transaction(s) are displayed. If an exact match cannot be
found, then the transaction(s) with a value nearest to the entered amount are
displayed. The debit/credit marker is ignored.
Other Amount
This option enables you to find a transaction by the other amount value. If an
exact match is found the transaction(s) are displayed. If an exact match cannot be
found, then the transaction(s) with a value nearest to the entered amount are
Journal Account
This option is described in the subsection Selection Page earlier in this section.
SP Summary Page
Choose this action to use the Summary Page. The Summary Page is described
at the end of this section.
GENERATE
The Generate option allows you to enter and post journals as you would in
JE=Journal Entry. It enables you to generate transactions during the allocation
process, for example, to account for settlement discount or currency differences.
It is not practical to use this option as a general journal entry facility.
When you select Post, the generated transactions are posted with any other revisions.
They are posted to the current period, and use the next available journal number
and allocation reference.
F Note: If you see the message:

INVALID JOURNAL TYPE FOR THIS PROCESS
check the Suppress Use In box in JD=Journal Definitions.
F Note: If you are using overexpenditure checking, generating transactions

may mean that available budgets are exceeded. You may be warned or
prevented from continuing with the transaction. The exceeded budget may
be for the account you are using in AA=Account Allocation or account for
which a balancing entry is being generated.
Conversion Module
Generate can be used to enter a ‘balancing’ transaction if a currency loss or gain
arises. This may arise because of the difference between the conversion rates
when an invoice is posted and when a cash settlement is posted.
8 ACTIONS
Create
Choose Create to create a transaction.
Amend
Choose Amend to amend the details displayed on the current page.
Delete
Choose Delete to delete the current page.
Next
Displays the next generated transaction screen.
TP Transaction Page
Returns you to the Transaction Page.

7 ENTRIES
Journal Type, Transaction Date, Transaction Reference, Description

See the section Journal Entry.
Amount Debit/Credit
See the section Journal Entry. Use DUPLICATE to copy the out of balance amount
and D/C sign from the Transaction Page.
Balancing Account
Specify the account code to which the balancing entry should be made. When
posting exchange differences, the balancing account is normally a gain/loss on
exchange account.
You can use the QUERY facility.
Conversion Code
Conversion Module. Enter a valid conversion code. You can use the QUERY
facility.
Transaction Analysis Codes T0-T9

Depending on the journal type you selected and the account to which you are
posting, you are presented with analysis code boxes.
Once you have completed this screen, select Finish to redisplay the Transaction
Page. The generated transaction is displayed along with existing transactions and
has an allocation marker of Y-Allocate or R-Reconcile.
Select Post to post all generated transactions as a single journal along with allocations
and other amendments made in this run.
F Note: If certain transaction references appear to be right aligned, it may be

that they have been imported from SunBusiness. The Left Justify Journal
Import References box in LD=Ledger Definition can be used to ensure all
imported references are left aligned like those entered directly in SunAccount.
SUMMARY PAGE
On choosing the action SP Summary page, the following screen is displayed. If

you are using the Conversion Module the conversion screen is shown, with the
option to Overlay the period details. A period screen is displayed if you are not
using the Conversion Module.

The Summary Page shows the account balance, and period balances for the
current and previous year. Other account details, such as account analysis, payment
terms, settlement discount terms and telephone details are displayed.
Conversion Module
The Conversion Module default Summary Page shows the account and currency
balances. The conversion code entered in the Conversion Code box in CA=Chart
of Accounts is displayed in the top left of the screen.
8 ACTIONS
Start
Choose Start to return to the Selection Page to select another account for allocation.
Last
Choose Last to move to the final Transaction Page. Up to 14 transactions are
displayed on a transaction screen, therefore account details may be spread over a
number of screens.
Sequence
This option is described in the Transaction Page section.
Totals
Conversion Module. This action toggles the totals in the top right of the screen
between base and other amount.
Post
Report
On selecting Report, a window appears for you to enter the report format you
require. The standard report listing format is AAL1.
You can Print Report or Store on Disk an account listing for the current account.
Only transactions meeting the criteria defined on the Selection Page are included
on the report.
Overlay4
The action Overlay allows you to change the screen display as follows:
Conversion Module:
Conversion
If period balances are displayed, choose the actions Overlay and Conversion to
display the conversion summary page shown earlier in this section.
Period
If the conversion summary page is displayed, choose the actions Overlay and
Period to display the period balances screen shown earlier in this section.
Analysis
This action displays the account analysis codes A0-A9. If you selected a balance
sheet, profit and loss or memo account, this overlay is displayed automatically.
Telephone
Telephone displays information about the account on the right side of the screen.
This includes details from the CA=Chart of Accounts and the NA=Names &
Addresses records. Telephone numbers, contact, credit limit, etc. details are
presented.
Find4
Journal Account
This option is described in the Selection Page section.
TP Transaction Page
This action returns you to the first Transaction Page.
See also:
& Actions
Account Inquiry
Account Listing

Account Inquiry
LA=Ledger Accounting → Inquiry → AQ=Account Inquiry

CO=Corporate Allocations → Inquiry → AQ=Account Inquiry
OVERVIEW
AQ=Account Inquiry displays screens of information for a given account code.

Account inquiry presents you with three basic screens:
• The Selection Page allows you to determine which account to display. It also
enables you to narrow down the selection of transactions within the account by
choosing a range of periods, journal types, etc.
• The Summary Page displays totals of the extracted transactions, e.g. account
balance.
This section on account inquiry is therefore divided into three subsections.

Account allocation shows rough transactions as well as hard transactions. Rough
transactions are identified by a ‘-’ hyphen displayed next to the allocation marker.
Account Inquiry 69
SELECTION PAGE

7 ENTRIES
Account Code
Enter the account code of the account you wish to use. You can use the QUERY and
LOOKUP facilities.
At this stage you can choose to Extract details of the selected account code.
options presented. To gain access to the selection options, choose the Amend
action.
Include Allocated
they are excluded. This is the default. Transactions marked as:
F-Force
W-Withheld
B-Brought-Forward
You can also specify an allocation marker to extract only transactions with a
particular marker.
Enter a ‘-’ hyphen to extract transactions with no allocation marker, i.e. blank.
If you wish to select the default ALL for each of the subsequent selection options,
then use ESC at this stage rather than pressing ENTER through each option. This
saves you time. The cursor returns to the selection box, to allow you to extract
details for the account. This facility can be used on each box on the selection
screen, except for the Account Code box.
Include Archive
This box is only displayed if you selected Ledger Archiving in LD=Ledger
Definition. If this box is Y-Yes, then transactions cleared to the archive file are
displayed. See the section Period Cleardown.
Account Inquiry 71
format ppp/yyyy
You can also enter a single period or range of periods for display. Restricting the
If you are displaying archived transactions, you cannot select ALL periods. Having
completed these boxes, SunAccount checks that the archive files for the relevant
periods are available on disk. If not, you are prevented from continuing, and you
will have to load the relevant archive files onto your system.

date format
entered.



Enter the range of transaction references to include in the extraction. The default
is ALL.

Conversion Module. Enter a single code or range of conversion codes to be
extracted. The default is ALL. You can use the QUERY facility.
Debit/Credit
D/C/blank
Enter D-Debit if you wish to select only debit transactions. Enter C-Credit if you
wish to select only credit transactions. Leave this blank if the debit/credit marker
is not relevant to your selection.
Amount From/To
maximum 15 digits
Enter the range of transaction values to be included in the extraction. Leave this
blank if the value of a transaction is not relevant to your selection.
Base or Other Amount

B/O/blank
Conversion Module. This box allows you to further refine your selection in the
previous box and identify whether the amount range will be based on the B-Base
or O-Other amount transaction value. This box is available only if you entered a
value in the previous box, i.e. it is only appropriate when a selection by amount
has been identified.
Leave this box blank to accept the default of blank.
Include Rough Book

Y/N
EnterY-Yes to include rough transactions in the extraction. Enter N-No to exclude
rough transactions.
Include Revaluation
Y/N
Conversion Module. Enter Y-Yes to include revaluation transactions in the
extraction. Enter N-No to exclude revaluation transactions. Revaluation
transactions are generated by LR=Ledger Revaluation.
Open Analysis Window leading to Analysis Code Selections T0-T9 From/To

Y/blank
To extract a particular set of analysis codes, enter Y-Yes to call up the Analysis
Code Selection window. You can then enter a code or a range of codes to be
extracted. The default is ALL.
Account Inquiry 73
8 ACTIONS
The following action bar selections are offered on the Selection Page.
Start Account
Enter Start Account to select another account for inquiry.
Next Account
Choose Next Account to select the next account in the account code sequence.
This only operates if an account code is currently displayed in the Account Code
box.
Extract
displayed.
Amend
When you first select an account code in AQ=Account Inquiry, the default selection
criteria ofALL is assumed. You must choose Amend to gain access to the Selection
Page options.
Once you have made these selections, they are retained until you amend them or
exit from AQ=Account Inquiry.

TRANSACTION PAGE
When you choose Extract on the Selection Page, the first Transaction Page is
displayed. If the Conversion Module is in use, the conversion overlay is displayed.
If the Conversion Module is not in use, the description overlay is displayed.
Both formats are shown below:
Account Inquiry 75
analysis, conversion, description, journal and due date details.
8 ACTIONS
The following action bar selections are offered on the Transaction Page.
Start
Select Start to return to the Selection Page to select another account.
Next
Select Next to move to the next Transaction Page.
Back
Choose Back to move to the previous page. This may be the previous transaction
page, or if the current page is the first transaction page, the Summary Page.
First
Select First to return to the Summary Page.
Last
Last displays the last Transaction Page.
Sequence4
display shows transactions in order of period. The following sequencing options
are available:
Transaction Date
This sequences transactions in transaction date order.
Allocation
This sequences transactions by allocation reference.
Period
Transactions are sequenced in accounting period order.
Reference
Due Date

Base Amount
This option enables you to sequence transactions by base amount value. The
Other Amount
This option enables you to sequence transactions by other amount value. The
Report
Report produces an account listing for the current account, and selects transactions
which match the parameters defined on the Selection Page. When Report is
selected, you must enter a format code defined in RD=Report Definition. You are
offered the option to Print Report or Store on Disk.
Overlay4
On the Transaction Page, the left side of the screen always remains the same,
showing the date, reference, amount and allocation marker. However, using the
Overlay option, you can show other transaction details on the right side of the
screen.
overlay.
Analysis 0-9
This overlay displays the analysis categories and the codes entered on each
followed by T4, T5 and so on, until the screen is full.
Conversion
Description
Journal
and entry period.
Account Inquiry 77
Allocation
The Allocation overlay displays the allocation reference, date and period for
allocated transactions.
Due Date
‘*’ asterisk next to them, indicate that the due date has been amended or entered
manually.
Find4
reference or due date. You can also select a specific page number.
Period
This operates in the same way as the transaction date described earlier. Enter a
valid period or C-Current Period.
Transaction Date
Enter the transaction date of the transaction you wish to find in the format
dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/dd or enter T-Today’s Date. The
transactions are scanned, starting at the current page. The first transaction found
to match this date is marked with an ‘*’ asterisk.
Press ENTER to move to the next transaction matching the criteria.
Reference
This operates in the same way as the transaction date option described previously.
Enter the exact reference you wish to find.
Due Date
This operates in the same way as the transaction date described previously.
Page
This option is particularly useful when displaying details of a large account. Enter
the page number you wish to display. You can also enter +n or -n to move
forwards or backwards a specified number of pages.
Base Amount
This option enables you to find a transaction based on the base amount value. If
an exact match is found the transaction(s) are displayed. If an exact match cannot
be found, then the transaction(s) with a value nearest to the entered amount are

Other Amount
This option enables you to find a transaction based on the other amount value. If
an exact match is found the transaction(s) are displayed. If an exact match cannot
be found, then the transaction(s) with a value nearest to the entered amount are
F Note: If certain transaction references appear to be right aligned, it may be

that they have been imported from SunBusiness. The Left Justify Journal
Import References box in LD=Ledger Definition can be used to ensure all
imported references are left aligned, like those entered directly in SunAccount.
SUMMARY PAGE
Having extracted the selected account information, a Summary Page is displayed.

The period screen is displayed if you are not using the Conversion Module. If
you are using the Conversion Module the conversion screen is shown, with the
option to Overlay the period details.
Account Inquiry 79
The Summary Page shows the account balance, and period balances for the
current and previous year. Other account details, such as account analysis, payment
terms, settlement discount terms and telephone details are displayed.
Conversion Module
The Conversion Module default Summary Page shows the account balance and
currency. The conversion code entered in the Conversion Code box in CA=Chart
of Accounts is displayed in the top left of the screen.
8 ACTIONS
Start
Choose Start to return to the Selection Page and select another account.
Last
Choose Last to move to the final Transaction Page. Up to 14 transactions are
displayed on a transaction screen, therefore account details may be spread over a
number of screens.
Sequence4

Report
On selecting Report, a window appears for you to enter the report format you
require. The standard report listing format is AAL1.
You can Print Report or Store on Disk an account listing for the current account.
Only transactions meeting the criteria defined on the Selection Page are included
on the report.
Overlay4
The action Overlay allows you to change the screen display as follows:
Telephone
Telephone displays information about the account on the right side of the screen.
This includes details from the CA=Chart of Accounts and the NA=Names &
Addresses records. Telephone number, contact, credit limit, etc. details are
presented.
Analysis
This action displays the account analysis codes A0-A9. If you selected a balance
sheet, profit and loss or memo account, this overlay is displayed automatically.
Conversion Module:
Conversion
If period balances are displayed, choose the actions Overlay and Conversion to
display the conversion summary page shown earlier in this section.
Period
If the conversion summary page is displayed, choose the actions Overlay and
Period to display the period balances screen shown earlier in this section.
Find4
See also:
& Actions
Account Allocation
Account Listing
Account Inquiry 81
Account Listing
LA=Ledger Accounting → Reports → AL=Account Listing

CO=Corporate Allocations → Reports → AL=Account Listing
OVERVIEW
You can define account listing reports in RD=Report Definition. You can design
as many reports as you want, with each showing the information required. See
the section Report Definition for further information.
You can select a single account code or range of account codes and the periods for
which transactions are to be listed.
You can use an account listing report in several ways. For example, you can
choose the action Report in AQ=Account Inquiry to produce details of a single
account. This can show the current period transactions or a history of several
periods. When processing budgets, you can enter the whole year as the range and
produce a report of the year’s budget entries.
Account Listing 83
You can include transactions from the archive files in your report. However, the
report does not indicate which transactions came from an archive file.
You can choose to print each account on a separate page.
You can print a summarised account listing. This summarises transactions by
analysis detail and allocation marker.
Transactions with an entry period different from the accounting period to which
they were posted are highlighted with an ‘*’ asterisk. In other words, these
transactions were forward-posted or back-posted.
Profit and loss accounts are treated slightly differently. If you produce an account
listing for a range of periods spreading over more than one financial year, the
listing shows only transactions for the latest year. Details of earlier years are
ignored. If you want to list movements for an earlier year, you should select a
range of periods for that year only.
7 ENTRIES
Format Code
This code identifies the layout of the account listing. See the section Report
Definition for information about maintaining reports. An example format is AAL1.
Account Code From/To

If you want to include all account codes, leave these boxes blank. Otherwise,
enter the account code or range of account codes to be included in the listing. You
can use QUERY.

format ppp/yyyy
The default is to include transaction details for the current period. If all periods
are to be included enter A-All. Otherwise, enter the period or range of periods
you want to include. If you want to include archive transactions, you cannot
select A-All.

Include Archive
Y/N
This box is displayed only if the Ledger Archiving box in LD=Ledger Definition
is Y-Yes and a range of accounting periods, rather than all, has been selected.
If this box is set to Y-Yes, transactions cleared to an archive file are included. See
the section Period Cleardown for further information about archiving files.
New Page Per Account

Y/N
Enter Y-Yes if you want each account to be shown on a separate page. Enter N-
No, or leave the box blank, if you want a continuous listing.
Summarise Required
Y/N
Enter N-No, or leave the box blank, if you want transactions listed in full. If this
box is set to Y-Yes, the account listing combines transactions that have been split
for analysis or allocation, but which have the same accounting period, transaction
date, D/C marker, journal number, transaction reference, allocation code, and,
where relevant, conversion code. The description of the last transaction summarised
is used.
Include Rough Transactions

Y/N/R
You are offered this box if the Rough Book box in LD=Ledger Definition is set to
1 or 2. Enter Y-Yes if you want to select all transactions. Enter R-Rough to select
only rough transactions. Enter N-No, or leave the box blank, if you want to
exclude rough transactions from the report.
See also:
& Actions
Account Inquiry
Payment Listing
Report Definition
Account Listing 85
Aged Analysis
LA=Ledger Accounting → Reports → GA=Aged Analysis
OVERVIEW
GA=Aged Analysis generates aged analysis reports designed using GL=Aged

Analysis Layouts.
You can produce reports that analyse accounts by ageing period. You can split
transactions into a maximum of five ageing periods.
The following stages are involved in producing an aged analysis report:
1 Decide what information is required on the report and the order in which it
will be presented
2 Design the report using GL=Aged Analysis Layouts
3 Refine your selection of accounts, analysis codes, etc. in GA=Aged Analysis
4 Specify the base date and the ageing dates you require
5 Select Print Report or Store on Disk
Aged Analysis 87
6 The required data is extracted. You can press ESC at any stage during the
extraction to cancel the report
7 ENTRIES
Layout Code
Enter the layout code for the aged analysis report you wish to print. This is
defined in GL=Aged Analysis Layouts. The name of the selected report is
displayed. You can use QUERY.
Supplementary Report Name

You can enter a third title line, in addition to the two specified on the aged analysis
layout.
Selection Codes 1-5 From/To

The headings of the selection codes defined in GL=Aged Analysis Layouts are
displayed, for example, account code or department. Leave these boxes blank if
you want all codes for a particular selection, or enter the code or range of codes to
be printed. Use a ‘-’ hyphen to define a blank code.
If you have chosen a selection code of AB-Account Balance in GL=Aged Analysis
Layouts, then you must also specify whether the amount is a D-Debit or a C-
Credit.
Base Date For Ageing

date format
Enter the base date from which you wish to age transactions. If you want to use
today’s date, leave this box blank.
Ageing Date 1-5

date format
These dates are calculated from the date entered previously in the Base Date for
Ageing box and the number of days specified in the Default Ageing Days boxes in
GL=Aged Analysis Layouts. They can be amended.
See also:
& Actions
Aged Analysis Layouts

Aged Analysis Layouts
→Reports→
LA=Ledger Accounting→ →Setup Menu→
→GL=Aged Analysis Layouts
OVERVIEW
Aged analysis reports analyse account transactions into a maximum of five ageing
periods. Selection codes can be defined which control the ranges of codes offered
in GA=Aged Analysis. The report can be sequenced by up to five level codes.
You can choose to report on individual transactions and, if required, to report on
the other amount.
Aged Analysis Layouts 89

Ageing Bands
You can age transactions forwards or backwards, by due date, transaction date, or
allocation date. Assuming you are ageing debtors/receivables by due date and
backwards, then each transaction is added into one of the columns according to
the ageing days as follows:
• Column 1, if the due date is after the base date specified in GA=Aged Analysis.
These transaction are not yet due.
• Column 2, if the due date is on or before the base date and after ageing date 1
(calculated by subtracting ageing days 1 from base date). When ageing
backwards, then instead of adding, SunAccount subtracts.
• Column 3, if the due date is on or before the ageing date 1 and is after ageing
date 2 (calculated by subtracting ageing days 2 from base date).
Selection Codes and Level Codes

The five selection codes allow you to specify that only transactions, accounts, or
assets with the selected codes are to be considered. The five level codes control
the sequence of presentation of the report and, consequently, the stages at which
totals are shown.
Balance Sequence
One of the level code options is AB-Account Balance. If this option is selected
the sequence of the report will be account balance. Therefore you must select
whether you wish to sequence from high credit through to high debit, or high
debit through to high credit.
7 ENTRIES
Layout Code
This code identifies a layout report. You can use QUERY.
Report Name 1 & 2

2 lines, 30 characters each
Two lines of report name can be printed. The first line cannot be entirely blank.
A third line can be added when you print the report in the GA=Aged Analysis
function.

Account Types
Y/blank, 6 boxes
There are six account types: D-Debtor/Receivable, C-Creditor/Payable, T-Client,
B-Balance Sheet, P-Profit & Loss and M-Memo Accounts. Enter Y-Yes beside
the account type(s) you wish to include in this report. Leave the other boxes
blank.

Y/R/blank
Leave this box blank if you want to exclude rough transactions from your report.
Enter Y-Yes to include all transactions, rough and hard posted. Enter R-Rough to
include only rough transactions.
Exclude Allocated Transactions

Y/blank
Enter Y-Yes to exclude allocated transactions from your report. Leave this box
blank to include them. Transactions with the allocation marker C-Corrected are
always excluded.
Age By Due Date/Allocation Date/Transaction Date

D/L/T
If this box is set to T-Transaction Date then the transaction date is used as the basis
for ageing.
If this box is L-Allocation Date then the allocation date is used for ageing. Only
allocation markers A-Allocated and P-Paid are aged by the allocation date. Other
transactions are aged by their due date.
If this box is D-Due Date then the due date is used. The precedence for calculation
is as follows:
• If a due date is entered manually during JE=Journal Entry, this date has highest
precedence.
• If no specific due date is entered, but the JD=Journal Definitions has suppress
ageing set to Y-Yes, then the transaction date is taken to be the due date.
• Otherwise, the due date is calculated by adding the transaction date to the
payment terms specified on the CA=Chart of Accounts.
Age Forwards/Backwards
F/B
On debtor/receivables and creditor/payables accounts, ageing backwards tells you
how long outstanding transactions have remained unpaid.

On debtor accounts ageing forwards may be used to project receipts. On creditor
accounts it is useful for projecting outgoings. If you select both debtor and creditor
accounts, and F-Age Forward, the report shows your net cash flow.
Report Transactions
Y/blank
If this is left blank then a summary line is printed for each level code selected. If
this box is Y-Yes then the report shows individual transaction lines.
Totals By Debit/Credit
Y/blank
If this box is Y-Yes, then for each level code, the total debits, credits and net total
are shown. If this box is blank, only the net total is given.
Report Other Amount

Y/blank
Conversion Module. If this box is Y-Yes then transaction lines show the other
amount rather than base amount, and level code totals show other amounts split
by conversion code. The grand total is split by conversion code and is shown as a
single base amount figure.
Default Ageing Days 1-5

Maximum 3 characters
The ageing bands are described earlier in this section. The default shows only
three ageing bands of 30 days each occupying 132 print columns. If you wish to
print more columns, check that your printer is able to print more than 132 characters
on a single line.
Data Access Group

Identify the data access group applicable to an aged analysis layout record. This
facility enables you to prohibit/allow access to individual aged analysis layouts.
See the sections Operator Permissions and Data Access Groups.
You can only enter a group that includes the operator group defined in your
operator definition. Leave this box blank if you do not want access to this aged
analysis layout restricted to certain operator groups.

Selection Code 1-5
2 characters each
The selection codes are used to determine which transactions are shown on the
report. The categories you select are prompted for in GA=Aged Analysis when
you produce a report. You are then allowed to specify a range of codes within the
selected categories. To report by department, therefore, specify the department
analysis category, as defined by ND=Analysis Definitions, on the aged analysis
layout. At the printing stage specify a range of department analysis codes as
defined by NC=Analysis Codes.
If the Selection Code boxes are left blank, then the level codes are used as selection
codes.
The five selection codes are applied jointly, so a transaction must fall within all
the ranges of specified selection codes if it is to be included in the report.
Your selection codes can be any of the following:
Code Description
A0-A9 Account Analysis Categories

T0-T9 Transaction Analysis Categories
AC Account Code
AL Allocation Marker: A-Allocated manually B-Balance
Brought Forward (GP/GD=Generate Payments & Debits)
C-Correction F-Force Payment P-Paid (GP/GD=Generate
Payments & Debits) R-Reconciled W-Withheld Payment,
Dispute space-Unallocated (enter ‘-’ hyphen to select)
0-9-Special markers
AP Accounting Period
AB Account Balance
CE Credit Excess (see Note 1)
DC Debit/Credit
JT Journal Type
LC Account LOOKUP Code
PR Account Priority
RF Transaction Reference
TD Transaction Date
CV Conversion Code (see Note 2)
LR Allocation Reference

Note 1: The credit excess is only used on debtor, creditor, and client account types.
It is the difference between the account balance and the credit limit specified on
CA=Chart of Accounts.
Note 2: Conversion Module. CV-Conversion Code does not restrict the presentation
of base amount or other amount on the report.
Level Code 1-5

2 characters each
The level codes are used to determine the sequencing of the report, and the totals
to appear on it. Since the level codes are hierarchical, level 5 being shown within
level 4, etc., you should use level 5 before using level 4. If you are using
CV-Conversion Code, this must be the highest level.
You can use any of the selection codes listed previously as level codes. You can
also use AT-Account Type as a level code.
If no level codes are defined, then AC-Account Code is assumed to be level 5.
If AB-Account Balance or CE-Credit Excess is used as a level code, then accounts
are not merged on the report even if they share the same balance or excess.
However, they are sequenced by balance or excess.
Balance Sequence
C/D
Use this box if you have selected AB-Account Balance as a level code. If this box
is C-Credit then the report is sequenced with high credit first, through zero to
high debit. If this box is D-Debit then the report is sequenced with high debit
first, through zero to high credit. The default is C-Credit.
Page Level
1/2/3/4/5/blank
Enter the level number with which you would like to start a new page. For
example, if departmental analysis is at level 2 and you want to start a new page for
each department, enter 2. Leave this blank if you want continuous printing.
See also:
& Actions
Aged Analysis

Allocation Definitions
CO=Corporate Allocations → Maintenance → AD=Allocation Definitions
OVERVIEW
AD=Allocation Definitions allows you to specify the ground rules for an allocation.
It pulls together the AS=Allocation Sources, AT=Allocation Targets and, where
necessary, the AO=Allocation Ratios, thus selecting the correct transactions, defining
the rules for manipulation and then posting them. See the sections Reallocating
Expenses and Inter-Company Postings in the SunAccount Appreciation Guide.
An allocation definition may consist of a number of steps. This enables you to
carry out a number of sequenced procedures during a GA=Generate Allocations
run. A step or sequence may be based on the result of a previous step in the
sequence.
Allocation Definitions 95
There are two types of allocation, a C-Charge type allocation, and an S-Split type
allocation:
• A C-Charge type allocation selects the transactions specified in the allocation
source and posts them to the target account(s) without affecting the original
source.
• An S-Split type allocation automatically reverses the transactions selected in
the allocation source.
This may be employed when allocations are made across databases or for inter-
company postings.
Allocation definitions allows you to specify the period(s) to which the target
transactions will be posted. It is possible to specify a single period, or a range of
periods.
The transactions generated during GA=Generate Allocations are written to journal
import files. You can choose whether to update other databases automatically or
manually.
You can use DR=Definition Report to produce a listing of selected allocation
definitions.
Conversion Module. In a multi-currency database, the source base amount and
source other amount can be manipulated. You can choose to select only the base
amount, or other amount, or to swap the base and other amounts for posting to
target accounts in another database.
7 ENTRIES
Allocation Definition Code

This code identifies the allocation.
Allocation Sequence Number

maximum 99999
If an allocation has multiple steps, the sequence number allows you to define the
order in which these steps should be carried out during GA=Generate Allocations.
The order is important when the result of one step forms the basis for a subsequent
step. Steps within an allocation definition must have the same allocation definition
code and ascending sequence numbers.
An allocation sequence number must be entered regardless of the number of steps
in an allocation definition. So if only one step is required, enter 1 as the allocation
sequence number.

Allocation Definition Name
Enter a descriptive name to identify the allocation definition or allocation step.
The allocation definition name becomes the transaction description for any generated
transactions, unless they are generated at transaction level.
Allocation Type
C/S
Enter C-Charge for a charge type allocation, or S-Split for a split type allocation.
A C-Charge type allocation selects the transactions specified in the allocation source
and creates the target transactions without affecting the source transactions.
A charge type allocation might be used where you wish to choose and apply
further analysis to a source amount using a predefined ratio. The generated
transactions are posted to the target account, and the balancing entries are posted
to the target offset account. See the section Allocation Targets.
Another example of where a charge type allocation may be used is to create budgets.
The budgets may be based on the original source balances, but should not affect
the sources in any way.
An S-Split type allocation automatically reverses the transactions selected in the
allocation source. This may be used when allocations are made across databases
or for inter-company postings.
A split type allocation might also be used in the situation described previously,
where you wish to choose and apply further analysis to a source amount using a
predefined ratio. However, in this case, the target offset account must be left
blank, so that the transactions generated in the target account are offset by the
reversals created by the split type allocation, thus keeping the database in balance.
See the section Inter-Company Postings in the SunAccount Appreciation Guide.
Allocation Source Code

The allocation source code specifies the allocation source to be used with this
allocation definition.
It may be omitted only when the allocation type is C-Charge and the ratio basis,
defined in the AO=Allocation Ratios option, is F-Fixed Amount. In this situation
the source is derived from the allocation ratio. See the section Allocation Ratios.
Allocation Target Code
The allocation target code specifies the allocation target to be used with this
allocation definition.
It may be omitted if the allocation type is S-Split and the allocated amounts are to
be posted to the same range of accounts specified in the AS=Allocation Sources.
Allocation Ratio Code

The allocation ratio code identifies the allocation ratio to be used in generating
the target transactions for this allocation definition.
If an allocation ratio is not specified, 100% of the source is allocated to the target
during a GA=Generate Allocations run.
Transfer Period From/To

+nnn/-nnn/c+nnn/c-nnn/=/blank
This box allows you to specify to which periods the generated target transactions
are to be posted. The following table shows the possible combinations and their
results:
Period From Period To Result
blank blank Target transactions are posted to the Accounting

Period To specified in GA=Generate Allocations
±nnn blank Target transactions are posted to a period ±nnn
relative to the Accounting Period To specified in
GA=Generate Allocations
C±nnn blank Target transactions are posted to a period ±nnn
relative to the current period of the source database
±nnn ±nnn Target transactions are distributed evenly over the
range of periods, relative to the Accounting Period
To specified in GA=Generate Allocations
C±nnn C±nnn Target transactions are distributed evenly over the
range of periods, relative to the current period of the
source database
= blank Target transactions are posted to the accounting
period of the originating source transactions

Journal Type
The journal type specified is the default for transactions generated during
GA=Generate Allocations. A journal type must be entered. See also the Retain
Journal Type box described later in this section.
If the target transactions are to be posted to another database, you must ensure that
the journal type defined here exists in that database, otherwise they will be rejected
during the posting process.
Source Database Posting

E/S
Enter E-End to specify that transactions should be posted at the end of the
GA=Generate Allocations run. Enter S-Sequence to specify that transactions should
be posted at the end of each sequence within an allocation run. This option is only
important when an allocation definition contains a number of sequences.
When one sequence step within an allocation definition is dependent on the result
of a previous step, S-Sequence must be used, otherwise the chain of postings will
be broken and the results invalid.
Target Database Posting

D/M
This option only applies when target transactions are to be posted to another
database. Postings to the source database are made automatically, regardless of
the selection made here.
Choose D-Direct posting to automatically post target transactions during a
GA=Generate Allocations run. If an error occurs during the run and transactions
cannot be posted, a message appears on the generate allocations report and the
transactions will have to be manually imported to the target database using
JI=Journal Import.
Choose M-Manual if target postings to another database should be carried out
manually using JI=Journal Import. If this option is chosen, then during
GA=Generate Allocations, a journal import file is created. This file may be
imported to the relevant database using JI=Journal Import.
Base Amount
B/O/blank
If the Base Amount and Other Amount boxes are blank, then the target transactions
will have the same base and other amounts as the source transactions. The conversion
code is also transferred.
The base and other amounts may only be swapped when posting to another database.
The possible combinations are as follows:
Allocation Definition Generated Allocation

Base Other Base Other Conversion Code
Blank Blank Base Other Other
B(Base) Blank Base Zero Blank
Blank B(Base) Zero Base Base
O(Other) B(Base) Other Base Base
Blank O(Other) Zero Other Other
B(Base) O(Other) Base Other Other
B(Base) B(Base) INVALID COMBINATION
O(Other) O(Other) INVALID COMBINATION
O(Other) Blank INVALID COMBINATION
If the Other Amount box is blank and the Base Amount box is B, then the base
amount is placed on the target transactions. Neither the other amount nor the
conversion code is transferred.
If the Other Amount box is B, then the target transactions show the original base
amount as the other amount and the conversion code from the ledger definition is
transferred as the conversion code. If the Base Amount box is blank then the base
amount on the target transactions is zero. If the Base Amount box is O, then the
target transactions will show the original other amount as the base amount.
If the Other Amount box is O, then the target transactions will show the original
other amount as the other amount and the conversion code from the source
transactions will be transferred as the conversion code. If the Base Amount box is
B, then the target transactions will show the original base amount as the base
amount, otherwise the base amount on the target transactions will be zero.
The conversion rate is never exported but may, of course, be derived from the
base and other amounts.
Other Amount
B/O/blank
See the previous option.

Amount Reversal
Y/blank
If this box is Y-Yes then the debit/credit marker on all generated transactions will
be reversed.
Update Assets
Y/blank
Enter Y-Yes to generate transactions which contain asset details to be passed to the
Fixed Asset Register. Source transactions are accumulated for every combination
of asset code, subcode and marker, as well as conversion and analysis code.
Asset details are not posted to source or target offset accounts. For split type
allocations, source reversal transactions are generated for each combination of
asset details on the source transaction.
Transaction Level: Target & Source Reversal

Y/T/blank
Enter Y-Yes if you want the target and source reversal transactions to be made on
a one-to-one basis for each individual transaction. In other words, you can generate
target and source reversal postings at transaction level. Leave this blank to generate
target and source reversal transactions for the combinations of conversion and
analysis code.
Enter T-Target for target postings to be made on a one-to-one basis, whilst source
reversal transactions are generated for each combination of conversion and analysis
code.
Transaction Level: Include Offsets

Y/blank
If the Target & Source Reversal box is set to Y-Yes or T-Target, you can enter
Y-Yes in this box. This allows offset postings to be made for every individual
transaction on a one-to-one basis. Leave this box blank if the Target & Source
Reversal box is blank. Note that source offset transactions cannot be posted at
transaction level if the Target & Source Reversal box is set to T-Target.
Retain Journal Type

Y/X/blank
If the Transaction Level boxes are set to Y-Yes or T-Target you can use the original
journal type from the source transactions. Enter Y-Yes to retain the journal type
and ignore the setting in the Journal Type box on this screen.
Enter X-Except to retain the original journal type for any postings made on a
one-to-one basis, excluding source reversals.

Leave this blank if you are not generating at transaction level, or if you want to
use the journal type entered earlier.
Retain Journal Source

Y/blank
If the Transaction Level boxes are set to Y-Yes or T-Target you can use the original
journal source from the source transactions.
Leave this blank if you are not generating at transaction level, or if you want to
use the default journal source ALL.
See also:
& Actions

Allocation Ratios
CO=Corporate Allocations → Maintenance → AO=Allocation Ratios
OVERVIEW
The AO=Allocation Ratios option allows you to define the basis on which source
transactions should be manipulated to generate the target transactions in
GA=Generate Allocations. If an allocation ratio code is not defined in
AD=Allocation Definitions, then 100% of the source transaction value selected is
posted as the target transaction.
When an allocation ratio is employed, it is possible to generate target values based
on a combination of the original source value and a ratio calculation. There are
three classes of ratio that can be defined using allocation ratios:
Allocation Ratios 103

Relative Apportionment
This allows you to spread a cost or revenue based on statistical or financial data
held in the ledger or a budget ledger. You could, for instance, spread overhead
costs across departments based on floor space. In this case the floor space
information is held in a memo account and the ratio calculation is based both on
the values in this account and the source transactions.
Absolute Percentage
If the basis for allocation does not vary from month to month, a fixed percentage
allocation can be used. This allows costs to be split by predefined percentages.
For example 60% of the telephone costs might be allocated to the sales department.
Again, the percentage to be applied to each department is derived from a memo
account.
Fixed Amount
In addition to spreading a variable amount, fixed amount allocations can also be
made. You might, for example, allocate the first 1500 of building maintenance to
head office. See the sections Reallocating Expenses and Inter-Company Postings
7 ENTRIES
Allocation Ratio Code

This code is used to identify the allocation ratio.
Allocation Ratio Name

Enter a descriptive name to identify the allocation ratio.
Ratio Account From/To

5 ranges, maximum 10 characters each
Enter a single account code, or a range of account codes. The transactions in the
accounts selected form the basis of the ratio calculation. In the examples given
earlier, the floor space and percentage of phone bill figures would be held in
memo accounts, which would be specified here.

Ratio Analysis Code From/To
3 ranges, maximum 15 characters each
Identify the range of analysis codes to be used to generate the ratio calculations.
The valid analysis codes are transaction analysis categories T0-T9, and
CV-Conversion Code.
Again, if you use the example of the phone bill, the phone bill memo account
contains transactions that indicate the ratio or percentage to be applied to each
department. One of the T-Categories must therefore identify the department code
to use in apportioning the phone bill. This T-Code must be identified here in
order for the ratio calculation to be correctly applied to each department.
Transactions must meet all of the specified criteria in the three ranges.
Ratio Amount
B/Y/P/C
You must select one of the following amount values:
B-Balance
The transactions selected for calculation of the ratio will include all postings up to
and including the period(s) specified during GA=Generate Allocations.
Y-Year-to-date
The transactions selected for calculation of the ratio will include all postings
made during the current year, up to and including the period(s) specified during
GA=Generate Allocations.
P-Period
The transactions selected for calculation of the ratio will include transactions for
the period or period range selected during GA=Generate Allocations.
C-Change in Balance
The transactions selected for calculation of the ratio will include transactions
entered since the previous allocation run up to the period(s) selected during
GA=Generate Allocations.
Actual/Budget
A-K
Enter A-Actual if the ratio calculation is to be based on transactions in the actual
ledger. Enter B through to K to select transactions from one of the budget ledgers.

Ratio Basis
R/P/F
Once you have selected a range of transactions to form the basis for the ratio
calculation, you must then decide how to generate the final target transactions.
It is important to note that where you have defined a S-Split type allocation, the
source reversal amounts are generated from the allocation ratio figures. This is
relevant where you use the option P-Absolute Percentage, because in this case the
target values need not necessarily add up to 100% of the source, and even if they
do, rounding differences may occur. To ensure that a source is correctly reversed
in this case, use the option R-Relative Apportionment.
There are three types of ratio basis:
R-Relative Apportionment
The target transaction amount is generated by calculating the source amount as a
ratio of the total ratio and applying the result to the specified analysis code.
The calculation is as follows:
(Source Amount × Ratio Amount) ÷ Ratio Total = Target Transaction
For example, if the source amount is 200 and the following ratio amounts exist:
Department 1 20
Department 2 10
Department 3 10
Department 4 10
——
Total 50
Then for department 1, the target transaction is:
(200 × 20) ÷ 50 = 80
P-Absolute Percentage
In this case the ratio amount is treated as a percentage.
(Source Amount × Ratio Amount) ÷ 100 = Target Transaction
Then for department 1, the target transaction is calculated as follows:
(200 × 20) ÷ 100 = 40
F-Fixed Amount
In this case the ratio amount becomes the target transaction. Therefore in the
previous example the following applies:
Department 1 = 20

See also:
& Actions

Allocation Sources
CO=Corporate Allocations → Maintenance → AS=Allocation Sources
OVERVIEW
The AS=Allocation Sources option allows you to select the account or range of
accounts which will form the basis for generating the target transactions.
Once the account range and selection codes are defined, then you must select the
balance figures, year-to-date figures, period figures, change from the last run, or
average balance figures.
In order to be selected, transactions must fulfil all requirements specified in the
allocation source definition.
If more than one account range or selection codes is required, then continuation
lines can be defined using the allocation source continuation option.
When an S-Split allocation type is used, then the reverse postings and offset
postings may be consolidated. See the sections Reallocating Expenses and Inter-
Company Postings in the SunAccount Appreciation Guide.
Allocation Sources 109

7 ENTRIES
Allocation Source Code

This code is used to identify the particular allocation source.
Allocation Source Continuation

1 character
The continuation indicator specifies additional account and analysis ranges for
calculation of the source amount.
If a number of allocation sources are defined, the first continuation must be left
blank. Where a continuation number or letter is indicated, all boxes except the
account and selection ranges are ignored. Therefore the system only takes account
of the entries made in other boxes on the first allocation source.
Allocation Source Name

Enter a descriptive name to identify the allocation source.

10 characters each
Enter the range of accounts to be used in calculating the source amount. If the
allocation type (as defined in AD=Allocation Definitions) is S-Split, then the
selected transactions are reversed out during a GA=Generate Allocations run.
Offset Account
10 characters
As explained previously, when an S-Split type allocation is specified in
AD=Allocation Definitions, a transaction is generated to reverse out the source
amounts during a GA=Generate Allocations run.
Where the target transactions are to be posted to another database, and/or where
both a target and target offset account are defined in the AT=Allocation Targets, it
is necessary to generate balancing source transactions. The balancing source
transactions are posted to the account identified here.
In effect, when an S-Split type allocation is defined, you can have up to two
source postings and two target postings for each transaction selected.

Source Amount
B/Y/P/C/A
You must select one of the following amount values:
B-Balance
The transactions selected will include all postings up to and including the period(s)
specified during GA=Generate Allocations.
Y-Year-to-date
The transactions selected will include all postings made during the current year,
up to and including the period(s) specified during GA=Generate Allocations.
P-Period
Source transactions will include transactions for the period or period range selected
during GA=Generate Allocations.
C-Change in Balance
The source transactions will include transactions entered since the previous allocation
run, up to the period(s) selected during GA=Generate Allocations.
A-Average Balance
The average balance is calculated by finding the balance of each day in a period,
totalling these balances and dividing by the number of days in the period selected
during GA=Generate Allocations.
The CR=Calendar Definitions option is used to find the start date of each period
and it allows you to exclude days, such as weekends, from a period, and therefore
from the average balance calculation. If a calendar is not defined, the fiscal year
is assumed to be the same as the calendar year, with each month as a period and
with no excluded days.
Actual/Budget
A-K
Enter A-Actual if the source transactions are in the actual ledger. Enter B through
to K to select source transactions from one of the budget ledgers.

Retain Source Posting Period
Y/blank
EnterY-Yes for any source reversal and source offset posting to retain the accounting
period of the original transactions. Leave this blank to use the default Accounting
Period To set in GA=Generate Allocations. This option does not apply to source
continuations.
F Note: If offset accounts are not being used, the source reversal transactions
are always posted to the same period as the target transactions; this ensures
that the journals balance.
Selection Code
3 codes, 2 characters
Enter the criteria by which transactions within the specified range of accounts are
to be selected. Valid entries for the selection code are:
Code Description
A0-A9 Account Analysis Codes

T0-T9 Transaction Analysis Codes
F0-F9 Asset Record Analysis Codes (Fixed Asset Register)
CV Conversion Code (Conversion Module)
AL Allocation Marker
JS Journal Source
JT Journal Type
AS Asset Code (Fixed Asset Register)
AM Asset Value/Depreciation Marker (Fixed Asset Register)
AT Account Type
Selection From/To
3 ranges, maximum 15 characters
Enter a code range within the selection code.
You can use masks by entering ‘*’ in the character positions which are not relevant.

Threshold From/To
15 digits and D/C sign
Enter a range of values, D-Debit and/or C-Credit. The total of the source
transactions for this step must fall within the identified range in order for the
allocation to run. If the total of the source transactions is outside the range specified,
no allocations are generated. The GA=Generate Allocations report indicates the
reason for the exclusion.
Please note that if the To box is left blank, then zero is assumed. Therefore, if
you wish to identify a single source amount, rather than a range, you must enter
the amount in the From and To boxes.
Consolidate T-Codes Source Reversal

10 codes, Y/blank
When an S-Split type allocation is specified in AD=Allocation Definitions, a
transaction is generated to reverse the source amounts.
You can choose to consolidate some or all of the existing analysis on these
transactions. Enter Y-Yes below the analysis categories 0-9 if you wish to remove
the analysis when posting the source reversal transactions.
Consolidate T-Codes Source Offset

10 codes, Y/blank
As with the source reversal consolidation described previously it is also possible
to consolidate the offset account transactions.
You can choose to consolidate some or all of the existing analysis on these
transactions. Enter Y-Yes below the analysis categories 0-9 if you wish to remove
the analysis when posting the source reversal offset transactions.
See also:
& Actions
Allocation Targets

Allocation Targets
CO=Corporate Allocations → Maintenance → AT=Allocation Targets
OVERVIEW
• The AT=Allocation Targets option permits you to specify where transactions

selected by the allocation sources are to be posted.
• If you have used one of your T-Codes to identify a target database, you can
identify it here and transactions are automatically posted to the relevant database.
Otherwise, you can identify a target database code to which the target transactions
should be posted.
• It is also possible to identify whether you wish to post the target transactions to
the A-Actual or to one of the ten budget ledgers (B-K).
• You can specify a target and a target offset account for posting transactions
and, as with the source postings, you can choose to consolidate the target
posting analysis on some or all of the T-Code analysis categories.
Allocation Targets 115

7 ENTRIES
Allocation Target Code

This code is used to identify the particular allocation target.
Allocation Target Name

Enter a descriptive name to identify the allocation target.
Target Database Analysis Category

2 characters
This option can only be employed when one of the T-Categories on the source
database identifies the target database for each individual source transaction.
For example, if T1 identifies the eventual target database code, then during
GA=Generate Allocations, the T1 category from the source transactions is scanned.
The resultant target transactions are grouped by database for posting to the target
database(s).
An entry in this box takes precedence over an entry in the Target Database Code
box.
Target Database Code

Enter the three character code that identifies the database to which you wish to
post the target transactions. If this and the previous box are both left blank, it is
assumed that target transactions are to be posted to the source database.
Actual/Budget
A-K
You must specify whether the target transactions are to be posted to the A-Actual
ledger, or to any of the ten budget ledgers (B-K).
Target Account
Enter the account to which you want to post target transactions. This box can be
left blank for C-Charge type allocations, where the target transactions will retain
the account code of the source transactions.
Please note that if you use an M-Memo type account here, then the offset account
should also be an M-Memo account, otherwise the transactions will not balance.

Offset Account
Enter the account to which the reversing entry for the target transactions should
be posted. This is mandatory when the target database is different from the
source. An entry is also required where an S-Split or a C-Charge type allocation
has been defined, and where a source offset account has been identified in the
allocation source.
Consolidate T-Codes Target

10 codes, Y/blank
Enter Y-Yes below any of the analysis categories, 0 to 9, to indicate that the
transaction analysis from source transactions should be consolidated for the
generated target transactions.
It is important to remember that if you choose to consolidate target postings, you
will lose analysis which may have been generated as a result of AO=Allocation
Ratios.
Consolidate T-Codes Target Offset

10 codes, Y/blank
Enter Y-Yes below any of the analysis categories, 0 to 9, to indicate that the
transaction analysis from source transactions should be consolidated for the
generated target offset transactions.
Asset Code
Enter the asset code to be included on the generated target transactions. Leave
this blank to retain the asset code from the source transactions.
Enter a ‘-’ hyphen if no asset code is required.
Asset Subcode
Enter the asset subcode to be included on the generated target transactions. Leave
this blank to retain the asset subcode from the source transactions.
Enter a ‘-’ hyphen if no asset subcode is required.
Allocation Targets 117

V/I/D
Enter V-Value if the generated target transaction is to update the asset value.
Enter D-Depreciation to update the asset depreciation value, or I-Initial to update
the initial value.
Leave this blank to retain the asset marker from the source transactions.
Enter a ‘-’ hyphen if no asset marker is required.
See also:
& Actions
Allocation Sources

Amend Password
SS=SunSystems → Maintenance → Setup Menu → AP=Amend Password
OVERVIEW
AP=Amend Password amends the password for the current operator.

You are asked automatically to amend your password if it has become invalid. If
you use ESC instead of changing your password, you are logged out of SunSystems
automatically.
You can also create and amend passwords in OD=Operator Definitions. See the
section Security in the SunAccount Appreciation Guide.
Amend Password 119

7 ENTRIES
Enter Old Password

If one exists, you are asked to enter the current password.
New Password
Enter the new password to be assigned to the current operator. The password
entered should be one that has not been used before for this operator. You can
enter spaces if you want the current operator to have no password at all, as long as
no password length has been set for this operator’s operator group in OP=Operator
Permissions.
If the password you enter has been used before for this operator, a message appears:
PASSWORD HAS ALREADY BEEN USED.
You should enter a new password, but make sure that it has not been used before.
Re-enter Password
Re-enter the new password. If it is entered correctly, a message appears:
PASSWORD SUCCESSFULLY AMENDED
If you do not enter the same password, the following message appears:
PASSWORD NOT CONFIRMED - RE-ENTER TWICE
See also:
& Actions
Operator Definitions
Operator Permissions

Analysis Category Lengths
→Setup Menu→
→Maintenance→
SS=SunSystems→ →NL=Analysis Category Lengths
OVERVIEW
Use NL=Analysis Category Lengths to set the length of all analysis categories.
Enter the name of the database and the analysis category whose length you want
to set, and then enter the length for the relevant category.
Having defined the length of an analysis category you can use ND=Analysis
Definitions to create analysis categories and subcategories, and NC=Analysis Codes
to define analysis codes.
See the section Analysing Information in the SunAccount Appreciation Guide.
Analysis Category Lengths 121

Amending Analysis Category Lengths
If you define analysis code lengths, analysis categories and analysis codes, and
subsequently wish to amend the length, you are advised to perform an FB=File
Backup and Restore before continuing. The file backup and restore process will
reassign the new lengths as appropriate.
F Note: There is no facility to use AC=Audit Control with NL=Analysis

Category Lengths. Given the powerful nature of this function you should
consider restricting access to it.
7 ENTRIES
Database Code
Enter the three character code that identifies the database in which you want to
maintain analysis category lengths.
Analysis Category
A, C, F, I, M, or T
Enter the analysis category type whose length you want to define.
Enter A-Account Analysis, C-Address Analysis, F-Fixed Asset Analysis, I-Item
Analysis, M-SunBusiness Transaction Analysis, or T-SunAccount Transaction
Analysis.
Description
Display only. You can see a description of the analysis category selected.
Length
0-15, blank
Enter the length of the codes you use in each analysis category; you can set a
length of up to 15 characters. The total combined length of analysis categories
within an analysis category type cannot exceed 50 characters.
See also:
& Analysis Codes
Analysis Definitions
Analysing Information in the SunAccount Appreciation Guide

Analysis Codes
LA=Ledger Accounting → Maintenance → NC=Analysis Codes

AR=Fixed Asset Register → Maintenance → NC=Analysis Codes
CO=Corporate Allocations → Maintenance → NC=Analysis Codes
OVERVIEW
The analysis codes within SunSystems enable you to perform powerful analysis
of transactions, assets and accounts. To learn about the implications of analysis
codes you should read the section Analysing Information in the SunAccount
Appreciation Guide.
First, you should identify how you are going to use the analysis categories. Then
for each analysis category you can create analysis codes. For example, you might
create a category called Product and then codes for individual product items. See
the section Analysis Definitions.
Analysis Codes 123

Code Length
The length of analysis codes is flexible. You can define the length of each code for
each database in NL=Analysis Category Lengths.
Analysis codes can be up to 15 characters long, and you can use all ten analysis
categories. However, the length of the combined categories cannot exceed 50
characters. For example, you could create five categories, T1 to T5, each with
ten characters. Alternatively, you could create ten analysis categories, T0 to T9,
each with five characters.
See the section Analysis Category Lengths for information on amending code
lengths.
Subcodes
This function is also used to create analysis subcodes. These are explained in the
section Analysis Definitions.
T-Codes
The Non Validated Codes box in ND=Analysis Definitions enables you to specify
that codes entered for an analysis category need not be validated. In other words,
you do not have to predefine legitimate codes for the category. This allows you to
record reference codes, short term codes, etc. where it is not practical to predefine
the entire code range. You can create T-Code categories that do not require analysis
codes to be defined, which is useful for short term project analysis. See the
subsection Non Validated Codes in the section Analysis Definitions.
7 ENTRIES
Analysis Category
2 characters
Select A0, A1, A2, A3, A4, A5, A6, A7, A8 or A9 for account analysis categories
and select T0, T1, T2, T3, T4, T5, T6, T7, T8 or T9 for transaction analysis
categories. Select F0, F1, F2, F3, F4, F5, F6, F7, F8 or F9 for fixed asset
analysis categories. If you are not sure which category to use, print a report of
your analysis definitions from ND=Analysis Definitions.
Select the analysis category AL-Allocation Marker if you wish to assign a
description to the numeric allocation markers 0-9.
SunBusiness uses other analysis categories: I0-I9, M0-M9 and C0-C9. The analysis
codes for these items may be defined in SunAccount.

Analysis Code
Enter the analysis code. For example, if you have an analysis category for division
you would enter the division code such as HQ for headquarters. It can contain
alphabetic characters, numeric characters or symbols (for example - / : , . ).
Remember that upper case and lower case letters are not the same, so Bae is
different from BAE. You are advised to restrict all codes to upper case for
consistency.
If you have selected the analysis category AL-Allocation Marker, enter a number
between 0 and 9.
You can create an analysis code of blank for each analysis category to represent
‘Not Analysed’.
When setting up a subcode, enter ‘*’ asterisks to indicate characters to be ignored.
Input the subcode and leave the rest of the box blank. You should not enter
asterisks to the right of a sub-code. For example, enter ‘*10 ’, and not ‘*10** ’.
Subcategory codes are used for reporting only and never in JE=Journal Entry. It
is advisable to set Prohibit Posting to Y-Yes for such subcodes.
Analysis Code Name

Enter the description/name to be associated with the code. The name is displayed
on reports and in JE=Journal Entry.
Lookup Code
Normally, you would use a shortened version of the analysis code name though
any code can be used. This code is used by the LOOKUP facility. You can leave the
LOOKUP code blank.
Prohibit Posting
Y/blank
This is only relevant to transaction analysis categories T0-T9. If this box is Y-Yes
and the code is used during JE=Journal Entry, a message appears:
POSTING TO THIS ANALYSIS CODE PROHIBITED.
This is useful if an analysis code is obsolete or if it has been created for reporting
purposes only.
If this box is set to Y-Yes, then the LOOKUP facility in JE=Journal Entry ignores the
analysis code.
Analysis Codes 125

Data Access Group
This box only applies to T-Codes and SunBusiness M-Codes.
Identify the data access group applicable to an analysis code T0-T9, and M0-M9.
This facility enables you to prohibit/allow access to individual analysis codes.
You can only enter a group that includes the operator group defined in your own
operator definition. Leave this box blank if you do not want to restrict access to
this T-Code or M-Code.
Budget Checking
Y/N/C/blank
If you are using budget checking or over-expenditure checking this box allows
you to determine whether you want checking to be carried out for this analysis
code. You can use this box to determine which analysis codes are to be checked at
analysis code level, and which are to be checked at account code level. This
depends on the settings in BC=Budget Check Definitions.
If the Override Over-Commit box in the Miscellaneous section of OP=Operator
Permissions is set to Y-Yes, a message is displayed which tells the operator that the
budget is being exceeded.
If you want this analysis code, when it is used on a transaction, to be used for
budget checking, enter Y-Yes.
If you do not want this analysis code on a transaction to be used for budget
checking, but you still want the budget checking to occur at account level, leave
this box blank.
If you do not want budget checking for transactions with this analysis code, enter
N-No.
Although the budget for this analysis code may be used up, if there is any budget
left at account level, you might want to allow a transaction with this analysis code
to use up that budget, as long as the overspend is less than the remaining account
budget. If so, enter C-Combined. See the section Budget Check Definitions.
Budget Stop
Y blank
If you want to prevent any new purchase orders being entered in PE=Purchase
Order Entry or PI=Purchase Import for this analysis code, enter Y-Yes.
If you want budgets for all postings using this analysis code to be open, leave this
box blank.

See also:
& Actions
Budget Check Definitions
Database Definitions
Analysis Codes 127

LA=Ledger Accounting → Maintenance → Setup Menu → ND=Analysis Definitions

AR=Fixed Asset Register → Maintenance → Setup Menu → ND=Analysis Definitions
OVERVIEW
Analysis definitions (or categories) and analysis codes provide the means to perform
powerful analysis within SunSystems. See the section Analysing Information in
There are three types of analysis definition relevant to SunAccount: account
analysis, transaction analysis and fixed asset analysis. SunBusiness uses other
analysis definitions which are described in the SunBusiness manuals.
Use NL=Analysis Category Lengths to set the length of analysis categories, and
ND=Analysis Definitions to define analysis categories and subcategories. Within
each category you can have any number of analysis codes. See the section Analysis
Codes.
Analysis Definitions 129

Code Length
The length of analysis codes is flexible. You can define the length of each code
for each database in NL=Analysis Category Lengths.
Any code can be up to 15 characters long, and you can use all ten analysis categories.
However, the length of the combined categories cannot exceed 50 characters. For
example, you could create five categories, T1 to T5, each with ten characters.
Alternatively, you could create ten analysis categories, T0 to T9, each with five
characters.
A0-A9 Account Analysis Definitions

Account analysis definitions are used to analyse accounts in the chart of accounts.
The codes are A0, A1, A2, A3, A4, A5, A6, A7, A8, and A9. For example, you
might use the A0 category to analyse sales territories. You would create analysis
codes for the each of your territories. When you create a new debtor on the chart
of accounts, you would identify to which sales territory it belonged. A financial
report which analyses accounts by sales territory would show the debtor account
balance under this sales territory.
T0-T9 Transaction Analysis Definitions

Transaction analysis definitions analyse transactions. They are T0, T1, T2, T3,
T4, T5, T6, T7, T8, and T9. For example, you might define the T3 analysis
category as product type. You would then create the individual products as analysis
codes in this category.
During JE=Journal Entry you can identify to which product type the transaction
belongs and this information is written on the transaction. A financial report
which analyses your output by product type shows the transaction grouped with
other transactions of the same product type.
Of course, you will not want to enter a code for all categories on each journal.
For example, product type might not be relevant to a balance sheet journal.
JD=Journal Definitions allows you to select which analysis categories are relevant
to each journal type.
In CA=Chart of Accounts you can specify the analysis categories you require for
each account. The selection made in the chart of accounts overrides the selections
made in JD=Journal Definitions.

F0-F9 Fixed Asset Analysis Definitions
Fixed asset analysis definitions are used to analyse asset records. They are F0, F1,
F2, F3, F4, F5, F6, F7, F8, and F9. They might be used by FA=Financial Analysis
to group assets by project, supplier and installation. Transaction analysis definitions
T0-T9 are used for asset register, journal postings and AA=Asset Analysis records.
See the section Analysing Information in the SunAccount Appreciation Guide.
Subcategories
Each analysis code may be up to fifteen characters long, depending on the length
defined in NL=Analysis Category Lengths. Using subcategories, you can isolate
individual characters with an analysis code for reporting purposes. This is best
explained using an example. Set up T3 analysis category as product type and then
set up product type analysis codes A10, A20, A30, A50, B10, B30, B40, C10, and
C50, where the first character represents the material from which the product is
made, and characters two and three represent the product size. On a report, you
may want to group together different product types which use the same material,
and on another report you might want to group different product types of the
same size. This is done as follows:
• Use ND=Analysis Definitions to create an analysis subcategory that specifies
which portion of the code is to be ignored. Subcategory A mask would have
asterisks over characters 2-5 ( ****) because only the first character is important.
Subcategory B mask would have asterisks over characters 1, 4 and 5 (* **).
• Use NC=Analysis Codes to create the subcodes for materials A, B and C and
for sizes *10, *20, *30, and so on. When you create subcodes, you should
place asterisks to the left of the code to indicate the characters to be ignored.
You should not, however, place trailing asterisks to the right of the code.
• Refer to the subcategory in the relevant NL=Analysis Layouts or SL=Statement
Layouts.
• When you run the report using FA=Financial Analysis or FS=Financial
Statements, you enter the subcode ranges. During JE=Journal Entry, you
must always use full analysis codes.
Account, Asset and Conversion Codes

To perform financial reporting on portions of these codes, you must do the
following:
• Use ND=Analysis Definitions to create an analysis subcategory, category AC,
AS, and CV, that specifies which portion of the code is to be ignored.

• Use the relevant reference maintenance function, CA=Chart of Accounts,
AR=Asset Records or CN=Conversion Definitions, to create the subcodes.
• Refer to the subcategory in NL=Analysis Layouts or SL=Statement Layouts.
Changing Analysis Headings

Be careful if you decide to change the meaning of an analysis category. Remember
that there will be old transactions with codes associated with the old meaning.
7 ENTRIES
Analysis Category
2 characters
To define account analysis categories enter A0, A1, A2, A3, A4, A5, A6, A7, A8
or A9. To define transaction analysis categories enter T0, T1, T2, T3, T4, T5,
T6, T7, T8 or T9. To define fixed asset analysis categories enter F0, F1, F2, F3,
F4, F5, F6, F7, F8 or F9.
This box is also used to define analysis subcategories for AC-Account Codes,
AS-Asset Codes, and CV-Conversion Codes (Conversion Module) to enable
financial reporting on a part of their codes. Enter AC, AS or CV in this box and a
subcategory code in the next box.
SunBusiness uses other analysis categories: I0-I9, M0-M9 and C0-C9. You can
define the analysis categories for these items in SunAccount.
Subcategory
1 character
Leave this blank if there is no subcategory. Otherwise, enter any character from
A-Z to distinguish the particular subcategory. This is used by SL=Statement
Layouts and NL=Analysis Layouts.
Analysis Heading
SunAccount displays this description on the screen and on reports. It should be
entered in upper and lower case letters to match other SunAccount headings.
If you are defining a subcategory, then this description will be associated with it.

Short Heading
SunAccount uses this short version of the description when it is appropriate, for
example Div. or Dept. instead of Division and Department. As with the analysis
heading, the short heading should be entered in upper and lower case letters.
Subcategory Mask
2/15 characters
If the Subcategory box has been left blank, then you are not required to enter
anything in this box. Otherwise you use this box to indicate which parts of the
analysis code should be ignored. Enter ‘*’ asterisks in the parts of the analysis
code to be ignored. See the example given earlier.
Non Validated Codes

Y/blank
This box is used for transaction analysis T-Codes only. It allows you to create a
transaction analysis category without having to set up the corresponding codes in
NC=Analysis Codes. In transaction entry you can enter anything in the analysis
code box, according to the transaction analysis length defined in NL=Analysis
Category Lengths. This is useful for analysing short term projects, or entering
dates, numeric values and other comments.
Enter Y-Yes if you do not want this code to be validated. This also suppresses the
ANALYSIS CODE NOT FOUND message in reports. Leave this blank for normal
validation.
Amend Codes
Y/blank
This box is used for transaction analysis T-Codes only. Enter Y-Yes if you want to
allow this code to be amended in AA=Account Allocation. Leave it blank if
amendment after posting is not allowed. If you have the Rough Book box in
LD=Ledger Definition set to 1, you cannot amend T-Codes after they have been
hard posted by DB=Day Book Listing or PT=Print Tax Listing.
F Note: If you are required to produce certain mandatory tax reports, you can
use T-Code analysis to identify various types of transaction. See the sections
Formatted Layouts and Print Formatted Accounts.
See also:
& Actions
Analysis Codes

Analysis Layouts
LA=Ledger Accounting→ →Reports→

→Setup Menu→→NL=Analysis Layouts
→Reports→
AR=Fixed Asset Register→ →Setup Menu→→NL=Analysis Layouts
→Reports→
CO=Corporate Allocations→ →Setup Menu→
→NL=Analysis Layouts
OVERVIEW
Financial analysis is a transaction based report writer fulfilling internal month end
reporting requirements. Several examples are shown the SunAccount Appreciation
Guide. See also the section Reporting in SunAccount in the SunAccount
Appreciation Guide. The following stages are involved in producing an analysis
layout report:
• Decide what information is required on the report and the order in which it will
be presented.
• Design the report using NL=Analysis Layouts. Specify what figures are to be
reported on which account range to include, and the order in which the data
will be presented.
Analysis Layouts 135

• Choose FA=Financial Analysis to print the report, making selections as
appropriate.
• Select Print Report or Store on Disk.
• The required data is extracted. You can press ESCAPE at any stage during the
extraction.

You can define up to five selection codes, which are presented when you print a
report in FA=Financial Analysis. They allow you to narrow down your selection
by account range, journal type, asset analysis, etc. The three level codes control
the sequence, or order, in which the report is produced and, consequently, the
stages at which totals are shown.
Columns
A report can have up to twelve columns. See the section Column Headings. You
can use either predefined columns, for example This Period Actual, This Period
Budget, This Period Budget Variance, Year-to-date Actual, or you can define
columns that have been calculated from values in other columns.
Conversion Module
In the Conversion Module, a column may be shown either in base amount or in
other amount (that is, the ‘foreign’ currency amount). By using This Period
columns (column codes Px) or This Year columns (column codes Yx), you can
report on the movement in foreign currency within the period or year-to-date
respectively. By using Balance columns (column codes Bx), you can report on
the balance outstanding, i.e. the exposure in each currency.
You can also specify which of the six conversion rates you wish to use, and the
base amount will be recalculated using the chosen rate.
Consolidation
An analysis report can draw together data from more than one ledger or database.
The section Multiple Ledgers in SunAccount in the SunAccount Appreciation Guide
covers the different methods of consolidating data.

Data Transfer
In addition to producing a printed report, FA=Financial Analysis can produce a
disk file of the extracted data, which can then be transferred to another software
package. See the section Transferring Data To and From SunAccount in the
Balance File
By summarising transactions from the ledger file you can improve the speed with
which financial analysis reports are produced. The balance file is a summarised
ledger or budget file used for this purpose.
The balance file is selected only when it is appropriate to the report setup. The
ledger file is used in preference to the balance file under the following circumstances:
• A balance file has not been created for this ledger/budget file. If the report
uses actuals and budget files, then the balance file will be used wherever it
exists. See the section File Creation.
• A report includes items such as transaction reference, description and journal
number, which are not held on the balance file.
• Selection or level codes are entered which are not held on the balance file.
• If rough book is switched on and the Rough Transactions box is set to N-No.
The balance file does not differentiate between rough and permanent postings,
so where you wish to exclude rough transactions, the report cannot use the
balance file.
If your report uses the balance file, you are offered the option to update the
balance file on selection of Print Report or Store on Disk.
7 ENTRIES
Layout Code
This code identifies the layout.
Report Name 1 & 2

Two lines of report name can be entered. The first line cannot be entirely blank.
A third line can be entered when you print the report in FA=Financial Analysis.

Column Codes A-L
12 codes, 3 characters each
Enter the column codes in the order you want them to appear across the report.
You can use QUERY for a list of available column codes, or see the section Column
Headings.
In addition to using the predefined columns, you can define columns which are
calculated at run time, based on other columns. The second character of a calculated
column must be Z or V.
The third character of the column code specifies from which budget ledger (B-K)
budget figures are to be taken. For example, PBB and YBB. It should be left
blank for the actual ledger figures.
A spread of up to 13 period amounts can also be requested in place of the regular
column codes. Codes SA and SB are described in the section Financial Analysis
under the heading Accounting Period.
You can leave columns blank to improve legibility.
Other Amount Columns

12 codes, 1 character each
Conversion Module. If this box is Y-Yes the other amount is shown for the
column code rather than the base amount. Therefore you can print budget
comparisons, last period comparisons and last year comparisons in the other
amount. If you leave the box blank, then base amount is shown.
You can enter a code between 1 and 6 (where 1 is the primary rate) to refer to the
conversion rates in CV=Conversion Tables. The report revalues the base amount
using the chosen conversion rate.
If your report includes more than one currency, it is important to remember to use
the conversion code as the highest level code (see later in this section). This
results in each currency being reported on separately.
If you wish to show both base amount and other amount, then define two columns,
one with Y-Yes in the Other Amount box and the second with the Other Amount
box left blank.
If you are using the Conversion Module for time recording, a report can show the
hours of time and the cost of the time in different columns.

maximum 10 characters each
This is the account code or range of account codes whose amounts are to be
analysed on the report. Amounts in memo account types are treated like any other
amounts. If you leave these boxes blank then all accounts are included.

This account range specifies the maximum range of accounts. If AC-Account
Code is used as a selection code, the accounts you select when printing the report
in FA=Financial Analysis can reduce the original selection of accounts. The range
of accounts selected defines the ratio.
Data Access Group

Identify the data access group applicable to an analysis layout. This facility enables
you to prohibit/allow access to individual analysis layouts. See the sections Operator
Permissions and Data Access Groups.
You can only enter a group that includes the operator group defined in your own
operator definition. Leave this box blank if you do not want access to this analysis
layout restricted to certain operator groups.
Printer Code
If you want to set a specific printer for this analysis layout, enter its printer code.
You can define printer codes in PD=Printer Definitions. If you want to use the
default printer with this analysis layout, leave this box blank.
If you do choose a specific printer, SunSystems changes back to the default printer
once the layout has been printed.
Selection Code 1-5

2 characters each
The selection codes are used to determine which transactions are shown on the
report. Whichever category is selected you are asked, when printing the report,
for the range of codes to be shown on the report. If you are reporting by department,
you specify the department analysis category (as defined by ND=Analysis
Definitions) on the analysis layout. When printing you specify the range of
department analysis codes (as defined by NC=Analysis Codes) to be included.
If the Selection Code boxes are left blank, then SunAccount uses the Level Code
boxes as selection codes.
The five selection codes are applied jointly, so a transaction has to fall within all,
not just one of, the ranges of selection codes specified, if it is to be shown on a
report.
Please note that the balance file is used to generate a report only when it is appropriate
to the selections identified for the report. See the subsection Balance File earlier
in this section. Your selection codes can be any of the following:

Code Description

F0-F9 Fixed Asset Analysis Categories (Fixed Asset Register)
AC Account Code
AL Allocation Markers may be selected as follows:
A-Allocated manually
B-Balance Brought Forward
(GP/GD=Generate Payments/Debits)
C-Correction
F-Force Payment
P-Paid (GP/GD=Generate Payments/Debits)
R-Reconciled
W-Withheld Payment, Dispute
space-unallocated (enter ‘-’ hyphen to select)
0-9-special markers
AM Asset Marker (Fixed Asset Register)
JS Journal Source
JT Journal Type
JN Journal Number
TC Tax Code
Subcategory
1 character
You can select the subcategory code associated with a particular breakdown of the
above analysis category. Subcategories are explained in ND=Analysis Definitions.
You cannot use subcategories with AL-Allocation Markers, AM-Asset Marker,
JS-Journal Source, or JT-Journal Type.

Level Codes 1, 2 and 3
2 characters each and subcategory 1 character each
The level codes are used to determine the sequencing of data and totals on a report.
At least one level code must be entered. Since the level codes are hierarchical
(level 3 being shown within level 2), you should use level 3 before using level 2.
If you are using CV-Conversion Code, this should normally be the highest level.
You can use any of the selection codes, listed earlier, as level codes.
If there are no selection codes, ranges of level codes will be prompted for when
you print a report.
Please note that the balance file is used to generate a report only when it is
appropriate to the level codes identified for the report. See the subsection Balance
File earlier in this section.
Page Level
1/2/3/blank
Enter the level at which you would like printing to start on a new page. For
example, if department is at level 2 and you would like a new page for every
department, enter 2. Leave this blank if continuous printing is required.
Amount Format
D/I/T/M/blank
Select the format for printing amounts. If this box is left blank, amounts are
formatted as integers, without any decimal places. The formats available are:
Code Description
D-Decimals Decimal places according to DB=Database

Definitions (or CV=Conversion Tables)
I or Space-Integers Whole currency units, no decimal places
T-Thousands Thousandths of currency units
M-Millions Millionths of currency units
Report Transactions
Y/blank
If this box is Y-Yes then detail transactions are shown regardless of the setting of
the Line Zero Suppress box. Due dates are shown if they were entered manually.
If you do not wish to show individual transactions, leave this box blank.
If the Report Corrections box on the ledger definition is set to Y-Yes, then

transactions marked with C-Correction are included in this report.
Transactions are not transferred to the transfer file.
Report Codes
Y/blank
If this box is set to Y-Yes then account codes or analysis codes are printed alongside
the description of the item, provided column A is left blank. If this box is left
blank then only descriptions are printed.
Held Journals
Y/blank
If this box is set to Y-Yes then you are informed at the printing stage if there are
held journals for this database.
Wide Columns
Y/blank
The number of columns that can be physically printed on a report depends on the
printer’s character width, number of characters printed per inch, and whether
standard or wide columns are chosen. When you print the report, if some amounts
are replaced by asterisks, it is because they are too large to fit into the regular
columns. To overcome this, enter Y-Yes in this box.
Printing with a normal column width of 11 characters, 12 columns occupy 186
characters. If printing with wide columns of 20 characters, ten columns occupy
254 characters. If fewer than 12 columns are required, then a proportionally
smaller width is used. A maximum of ten columns can be used with wide columns.
Consolidate
Y/blank
If this box is Y-Yes then SunAccount produces an FA=Financial Analysis report
which consolidates data from more than one ledger. See the section Financial
Analysis. Analysis categories and codes must be structured in the same way on
subsidiary ledgers if the consolidated report is to make sense.
It is important to remember that if the Conversion Module is used, the ledgers
being consolidated may be in different currencies.
If you are consolidating databases of different currencies, the rate used for
conversion is the rate in the Base Conversion Code box on ledger definition.

Transfer Format
You can produce transfer files to export information to other software packages,
e.g. spreadsheets or financial modelling software. The formats available and
their uses are shown in the following table:
Format Description
LOTUS Suitable for Lotus 1-2-3

CDFQ Comma delimited with quotes
EXCEL Suitable for Microsoft Excel
2020 Suitable for 2020
BDF Bar delimited
SYLK Suitable for SYLK
CDF Comma delimited
FCS Financial Control System
The transfer file is produced at the same time as the SunSystems report file. It is
stored in the same directory or drive as your print files, which is specified on
DB=Database Definitions. The transfer file contains the detailed report lines but
does not show column headings, page headings, total lines, or individual
transactions.
When transfer format files are read into a spreadsheet package, they appear as
separate columns. Where the target package can accept textual descriptions in
addition to amounts, descriptions are also present on each line. They describe
each of the analysis levels printed on the report. On most formats, the descriptions
precede the amounts on the line. See the Platform Manual for details of file
naming conventions.
Line Zero Suppress

Y/blank
If this box is Y-Yes then lines on which all amounts are zero are excluded from a
report. If you leave this box blank, then all lines are printed, regardless of their
value. If you are reporting on transactions then Line Zero Suppress is ignored.
Rough Transactions
Y/R/blank
Leave this box blank if you do not use rough book processing, or want to exclude
rough transactions from your report. Enter Y-Yes to select all transactions, rough
and hard. Enter R-Rough to select rough transactions only.

Please note that the balance file is used to generate a report only when this box is
set to Y-Yes, if rough book processing is switched on, or blank, when rough book
is not in use for this ledger. See the subsection Balance File earlier in this section.
See also:
& Actions
Column Headings
Financial Analysis

Analysis Mapping
SS=SunSystems → AM=Analysis Mapping
OVERVIEW
The process of analysis mapping involves two functions: MR=Analysis Mapping

Rule Sets and AM=Analysis Mapping. These functions are not included in
SunSystems menus because of their powerful capacity to change your data. Used
together, they allow you to change the structure of your existing analysis codes in
the following ways:
• You can move analysis codes from one category to another
• You can change specific characters within an analysis code
• You can transfer codes and characters to new codes
• You can expand your existing analysis
• You can consolidate your existing analysis structure
Analysis Mapping 145

• You can specify which data files are amended
• You can reorganise the structure of existing analysis codes
You define the criteria for the changes you wish to make in MR=Analysis Mapping
Rule Sets. You then use AM=Analysis Mapping to specify the files affected by the
mapping procedure and to process the changes previously defined.
F Tip: If you have been using a version of SunSystems prior to version 4.1,
you can use AM=Analysis Mapping to reorganise your analysis to take
advantage of the extended analysis codes added in versions 4.1 and 4.2.
F Important Note: You must appreciate the powerful nature of analysis

mapping. Unless your mappings are designed with care, you may lose
data. You are advised to do the following before running analysis mapping:
• Check that you have taken a security backup
• Confirm that all postings have been completed, and that the journal hold file is
empty
• Ensure that all other operators are logged out
7 ENTRIES
Database Code
3 characters
Enter the code of the database whose analysis you are reorganising.
Mapping Code
5 characters
Enter the code defined in MR=Analysis Mapping Rule Sets.
File Description: REFERENCE FILE

Y/blank
Enter Y-Yes to change the analysis codes held in the reference functions. These
include NC=Analysis Codes, CA=Chart of Accounts and, in the Fixed Asset
Register, AR=Asset Records and AA=Asset Analysis. Leave this blank if you do
not want to amend the reference file.
If a set of rules has been defined which maps several sources to one target category,
you should note that the only codes created as targets are either:
• Codes that have had transactions posted to the ledger in the same combination
or:

• Codes that have been assigned in CA=Chart of Accounts or AA=Asset Analysis
in the same combination
In other words, a new analysis code is not created for every possible combination
of source codes. The ledger and reference files are examined for existing
combinations and the results of this examination are used as the basis for creating
the new code. However, if your target has only one source, all codes are amended,
regardless of the postings.
Ledger File
Y/blank
Enter Y-Yes to change the analysis codes held against transactions posted to the
ledger. Leave this blank if you do not want to amend the ledger file.
Ledger Archive File

Y/blank
You are only offered this if you are using ledger archiving, i.e. if the Archiving
box in LD=Ledger Definition is set to Y-Yes.
Enter Y-Yes to change the analysis codes held in your archive files. A window
appears and you are prompted to enter the archive year. If you have more than
one year of archived information, you should run AM=Analysis Mapping several
times, requesting a different archive year each time.
Leave this blank if you do not want to amend the archive file(s).
Budgets B-K
Y/blank
These boxes only appear if you have created budget files. A separate box is
displayed for each of the budget files, B to K, you have created, together with the
budget name. Enter Y-Yes to change the analysis codes held in each budget file.
Leave this blank if you do not want to amend the budget file(s).
Once you have specified which mapping code you wish to process, a warning
message appears. This displays any analysis category which has not been defined
as a target category in MR=Analysis Mapping Rule Sets.
Ensure that none of these categories is still required before continuing.
F Note: Having completed analysis mapping processing, you should also

perform the following tasks:
• If you are using a balance file, you must use FC=File Creation to create a new
balance file, and BU=Balance File Update to gain access to the amended analysis.
Analysis Mapping 147

• You should ensure that the entries in ND=Analysis Definitions and NC=Analysis
Codes are satisfactory. You may find that you need to create analysis records,
or delete definitions or codes that are no longer required.
• You should check the Account Analysis lengths and Transaction Analysis length
set in NL=Analysis Category Lengths. The lengths specified here affect the
codes you have created. For example, you may have mapped a target code of
seven characters, but if the analysis category lengths for your database specify
a six character code, only the first six characters of the target code are displayed.
If you want to use all seven characters you must amend the corresponding
analysis length setting in NL=Analysis Category Lengths.
F Tip: If you want to retain the truncation and only keep the first six characters
of your new codes, use FB=File Backup/Restore on the reference file rather
than changing the database definition.
8 ACTION
Process
Choose Process to amend your analysis categories according to the rules defined
in MR=Analysis Mapping Rule Sets.
F Note: Before you choose Process you should ensure that there are no held
journals on your system. AM=Analysis Mapping does not check the journal
hold file.
See also:
& Actions
Analysis Mapping Rule Sets

Analysis Mapping Rule Sets
SS=SunSystems → MR=Analysis Mapping Rule Sets
OVERVIEW
MR=Analysis Mapping Rule Sets allows you to define a set of rules for use with
AM=Analysis Mapping. You use a mapping code to group the codes and characters
you want to change. For each mapping code you can define several source
categories and rule numbers. The rules, in the mapping code you select in
AM=Analysis Mapping, are processed together.
F Important Note: If you have not specified changes to a particular analysis

category, all codes within that category are deleted when you run
AM=Analysis Mapping. You must, therefore, create rules which define all
your current analysis categories. Where you want no change, you must
specify the same source analysis category and target analysis category.
Analysis Mapping Rule Sets 149

7 ENTRIES
Mapping Code
This code identifies a specific set of parameters.
Each mapping code is associated with a source category, for example T7. You can
define one mapping code for all of your sources, i.e. each of your T and A categories.
You can also define one mapping code with several rule numbers within each
source category to form a series of mappings. This allows you to perform several
steps on the same source category.
The Mapping Code is entered in AM=Analysis Mapping when you wish to run the
analysis mapping process.
Source Category
T0-T9/A0-A9/blank
Enter the analysis category of the codes you want to move. If you specify a
particular category, e.g. A2, as the source for another, but want to retain the
original codes within that category, you should define a further rule number with
that category, A2, as both the source and the target.
You can move any of your T-Codes or A-Codes, but you cannot combine the two
types of analysis. In other words, you are not permitted to specify a transaction
analysis category as a source for an account analysis category target.
Leave this box blank if you want to specify a constant character, or characters, to
be imposed.
Rule Number
1-15
Enter a number in the range 1 to 15. This allows you to define a series of moves
within this mapping code and source category.
Source: Characters From/To

1-15
These boxes enable you to specify the start and end positions of the characters
within the codes you want to move. For example, to move the first two characters,
enter 01 in the From box and 02 in the To box. You must enter a From and To
value. To specify a single character, enter the same value in both boxes.
Leave these boxes blank if you are specifying a constant value.

Source: Constant
5 characters
This box is only offered if you have not specified a source category. Enter up to
five characters that you wish to impose on the target categories.
Target: Category
T0-T9/A0-A9
Enter the analysis category to which you wish to map your changes. You can
move any of your T-Codes and A-Codes, but you cannot combine the two types of
analysis. In other words, you are not permitted to specify a transaction analysis
category as the source for an account analysis category target.
If you have defined several sources which are mapping to one target category, the
codes created in NC=Analysis Codes must satisfy one of the following requirements:
• Journals must have been posted with the same combination of analysis codes
as your sources.
• The same combination must have been assigned in CA=Chart of Accounts or
AA=Asset Analysis.
For example, if you specify a combination of T1 and T2 as your source for a new
T9 code, NC=Analysis Codes for T9 are only created for the posted combinations
of T1 and T2 codes. You may have other T1 and T2 codes defined, but unless
they appear together in journals in your ledger file, T9 codes are not created.
Note that codes you have set up in NC=Analysis Codes for masking purposes will
be lost.
If your target has only one source, all codes are created regardless of the postings.
Target: Characters From/To

1-15
These boxes enable you to specify the start and end positions of the characters
within the codes you are changing.
For example, to overwrite the last two characters of a ten character code, e.g. T7,
enter 09 in the From box and 10 in the To box.
If you wish to append these characters to your existing eight character T7 codes,
you must also define a rule which maps the source T7 characters 01 to 08, to the
target T7 characters 01 to 08. These combined steps force the system to retain
your original codes and add the two new characters onto the end.
Analysis Mapping Rule Sets 151

Maintain Source Description
Y/blank
Enter Y-Yes if you would like to retain the analysis code description from the
source code. Leave this blank if you do not want to retain the source description,
or if you are using a constant.
Maintain Source Lookup

Y/blank
Enter Y-Yes if you would like to retain the analysis code lookup from the source
code. Leave this blank if you do not want to retain the source lookup, or if you
are using a constant.
Maintain Prohibit Posting

Y/blank
Enter Y-Yes if you would like to retain the analysis code prohibit posting setting
from the source code. Leave this blank if you do not want to retain the source
prohibit posting setting, or if you are using a constant.
Maintain Data Access Group

Y/blank
Enter Y-Yes if you would like to retain the analysis code data access group from
the source code. Leave this blank if you do not want to retain the source data
access group, or if you are using a constant.
Maintain Budget Checking

Y/blank
Enter Y-Yes if you would like to retain the analysis code budget checking from
the source code. Leave this blank if you do not want to retain the source budget
checking, or if you are using a constant.
Maintain Budget Stop

Y/blank
Enter Y-Yes if you would like to retain the analysis code budget stops from the
source code. Leave blank if you do not want to retain the source budget stopping,
or if you are using a constant.
Once you have set up your mapping rules you can use AM=Analysis Mapping to
process the amendments. Remember to take a backup of your data files before
using analysis mapping.
See also:
& Actions
Analysis Mapping

Asset Analysis
AR=Fixed Asset Register → Maintenance → AA=Asset Analysis
OVERVIEW
Asset analysis is used in conjunction with the AR=Asset Records and AD=Asset
Diary. Whereas asset records specify which F0-F9 asset analysis categories are
held for the asset code itself, asset analysis allows you to specify which T0-T9
analysis codes are held for a particular asset code/asset subcode combination.
These T0-T9 analysis codes are shared with Ledger Accounting and could be
used for project numbers, suppliers, or installations and are used for financial
reporting.
When journals are entered for an asset in JE=Journal Entry, the asset analysis is
presented as the default analysis.
The transaction analysis codes are written to transactions generated during
CD=Calculate Depreciation.
Asset Analysis 153

You can create a number of asset analysis records for a single asset code, using the
Factor box to apportion analysis. During CD=Calculate Depreciation, the
depreciation amount is apportioned to the transaction analysis codes by the
predefined factor. During asset disposal, the disposal transactions generated are
split by analysis code according to the asset analysis factor for each asset.
The AR=Asset Register report shows details of asset analysis.
7 ENTRIES
Asset Code
10 characters
Enter the asset code to identify the asset you are working with. The asset code can
contain alphabetic characters, numeric characters or symbols (for example -, /, ., :).
Asset Subcode
Enter the asset subcode to be used in conjunction with this asset code to identify
this record. This box can be left blank if there is only one asset analysis record for
an asset.
Lookup Code
Normally, you would use a shortened version of the asset name though you can
use any other code. It is used by the LOOKUP facility.
Description
A description of this asset analysis record can be entered.
Analysis Codes T0-T9

up to 10 codes, maximum 15 characters each
The descriptions are displayed according to the analysis categories T0-T9 you
have created in ND=Analysis Definitions. For each category, enter the analysis
code to be used to analyse the asset subcode.
You can enter analysis codes created in NC=Analysis Codes. Press ENTER to leave
a box blank. The analysis codes appear as defaults during JE=Journal Entry and
are automatically posted with transactions generated during CD=Calculate
Depreciation and DI=Asset Disposal.

The codes correspond to T-Codes and take the length defined in NL=Analysis
Category Lengths. See the section, Analysing Information in the SunAccount
Appreciation Guide.
Factor
format 99999.99999
The factors entered for each subcode relating to a particular asset are used to
apportion depreciation calculated in CD=Calculate Depreciation. The depreciation
amount is split by analysis for each subcode.
It is important to note that unless a factor number is entered for an asset analysis
record, the analysis is not applied during CD=Calculate Depreciation.
See also:
& Actions
Asset Diary
Asset Records
Calculate Depreciation
Asset Analysis 155

Asset Budget Records
AR=Fixed Asset Register → Maintenance → AB=Asset Budget Records
Asset Budget Records 157

OVERVIEW
An asset budget record holds static data about an asset, such as taxation, forecasting,
budgeting and insurance information. Like the asset record, it holds information
such as accumulated depreciation. It shows the description, analysis and status
from the asset record. The section Managing Your Fixed Assets in the SunAccount
Appreciation Guide suggests how budget records may be used.
Asset budget records are optional and may be created for budget codes B to K
corresponding to the budget facility in Ledger Accounting. Budget data can be
reported alongside actual data on the financial reports FA=Financial Analysis and
FS=Financial Statements. You might have several budget registers, one for taxation
planning, one for forecasting, etc.
7 ENTRIES
See the section Asset Records. Only the boxes which differ from those described
in that section are described here.
Budget Code
B-K
Enter the budget code to identify the budget ledger you are working with.
Analysis Codes
F0-F9
Display only. These codes are taken from the asset record.
Asset Status
Display only. This is taken from the asset record.
See also:
& Actions
Asset Records

Asset Diary
AR=Fixed Asset Register → Maintenance → AD=Asset Diary
OVERVIEW
You may want to hold data about assets to supplement information recorded in
AR=Asset Records. An asset record can have any number of asset diary records
linked to it. Asset diary records are tied to an asset record by Asset Code. For
example, one diary record could hold details of the original asset as purchased,
while subsequent diary records could hold details of enhancements or part disposals.
The original asset record is unaffected by the addition of new diary records.
Asset diary records are used for information only. You can leave all boxes, apart
from the Asset Code box, blank. The details on the asset diary record can be
displayed and reported on reference reports. If you set the Print Diary Details box
in AG=Asset Register toY-Yes, asset diary records are reported in addition to asset
record details.
The section Managing Your Assets in the SunAccount Appreciation Guide explains
more about asset diary records.
Asset Diary 159

7 ENTRIES
Asset Code
10 characters
Enter a code to identify an asset. See the section Asset Records for information
about maintaining asset records.
Asset Diary Code

Enter the asset diary code to be used with the asset code to identify this diary
record. The code appears on the AG=Asset Register report.
Lookup Code
use any other code. This is used by LOOKUP.
Description
4 lines, maximum 30 characters each
If you want to describe this asset diary record, use these boxes. The description
you enter will appear on the AG=Asset Register report.
Serial Number
This box is used to record any serial numbers relating to enhancement or disposal.
Purchase Date
date format
Enter a purchase date, or other relevant date information.
Purchase Price
maximum 15 digits inclusive of 0, 1, 2, or 3 decimal places
Enter a purchase price, or other relevant value information.
Commission Date
date format
Enter a commission date, or other relevant date information.

Insure Value
Enter the insurance value, or other relevant value information.
Insure Due Period

format ppp
Enter an insurance due period, or other relevant date information.
Insure Description
Enter a description relating to the insurance.
Decommission Date
date format
Enter a decommission date, or other relevant date information.
Disposal Date
date format
Enter a disposal date, or other relevant date information.
Disposal Price
Enter a disposal price, or other relevant value information.
Disposal Reference
Enter a disposal reference.
Maintenance Frequency
Enter a maintenance frequency.
Maintenance Description
Enter maintenance information.
See also:
& Actions
Asset Records
Asset Register
Asset Diary 161

Asset Disposal
AR=Fixed Asset Register → Procedures → DI=Asset Disposal
OVERVIEW
DI=Asset Disposal can automate the procedures for disposing of a selected asset
or group of assets. You can use this function to:
• Report on assets which are marked for disposal
• Reverse transactions on an asset record so that the asset’s net value is zero
• Reverse transactions on an asset record and then remove the asset details.
There are two stages involved in disposal of an asset:
• Mark the asset to be disposed of. This can be done manually in the AR=Asset
Records function. Select the asset code you wish to mark for disposal, and
change the Asset Status to D-Dispose. Alternatively, use the MD=Mark for
Disposal option to mark an asset or range of assets for disposal.
Asset Disposal 163

• Select DI=Asset Disposal to reduce the asset value to zero and remove the
asset details.
If force journal listing is switched on in RG=Register Definition, then a listing of
the generated transactions is printed.
F Note: If you are using overexpenditure checking you should note that
transactions are posted during DI=Asset Disposal even if budgets are
exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
Postings
Once processed, disposed assets have their asset disposed flag, on the AR=Asset
Records record, set to Y-Yes. Transactions are posted to the disposal period
specified on the asset record. The postings are as follows:
• Credit the balance sheet asset account with the gross value, including any
adjustments
• Debit the profit and loss account specified with the same amount
• Debit the balance sheet accumulated depreciation account with the accumulated
depreciation value
• Credit the profit and loss account specified on the screen with the same amount.
You can process assets three times through DI=Asset Disposal; once to report on
assets for disposal, secondly to post the disposal journal, and then subsequently to
remove transactions and delete the asset record.

Rough book processing is a facility designed to cater for Italian accounting
standards. However, the features of rough book processing are used widely.
The main feature of rough book is the facility to post transactions as rough, or
pencil entries. In other words, you can record transactions and subsequently
amend them. Until they are hard posted, they can be amended. Hard posting can
be described as the point when transactions are committed to the ledger, thus
preventing further amendment. See the section A Guide to Italian Accounting in
If the Rough Book box is set to 1 in the LD=Ledger Definition, all postings are
automatically posted as rough. If the Rough Book box is set to 2, you are given
the option to post as rough or hard. Your operator permissions may also restrict
the posting options available. See the section Operator Permissions.

Rough journals can be recalled for amendment and hard posting using the
JE=Journal Entry option, Recall Journal. Only journals which are rough are
available. You can post the journal as hard by selecting the action Post, and then
Post. You can also use DB=Day Book Listing, PT=Print Tax Listing, or the
function RP=Post Rough Book, to hard post a batch of journals.
Another feature associated with rough book, but which can be used independently,
is the ability to record a sequence code and number for each transaction line or
reference in a journal. This is a useful feature which helps to ensure data integrity.
The sequence data is held on a T-Category.
The journal reference on recalled rough transactions cannot be amended. This
ensures that the sequence numbering within registration date is maintained.
Sequencing can also be applied to system generated transactions, including DI=Asset
Disposal. See the section Ledger Definition. You can also record a registration
date, as defined on the SN=Sequence Number Definitions, which will override
the normal entry date for a journal with a ‘user defined’ date stamp. See the
section Sequence Number Definitions.
The ability to force transactions to balance by reference is another feature associated
with rough book processing, but which can be used independently. This is switched
on in the LD=Ledger Definition box, Balance by Reference. See the section
Ledger Definition.
7 ENTRIES
Asset Code From/To

Enter the range of asset codes to be disposed of. The default is ALL.
Analysis Category
F0-F9/blank
You can select assets for disposal according to their asset analysis category. Leave
this blank to select all analysis categories.
Code From/To
Use these boxes to restrict your choice to selected F-Codes within the asset analysis
category you have selected. Leave this blank to select all F-Codes.
Asset Disposal 165

Disposal Period From/To
format ppp/yyyy
Enter a single period, or a range of periods. The default is the current period.
Transactions are posted to the disposal period specified on the asset record, provided
it falls within the range of periods selected here. If the disposal period on the
asset record is blank, then transactions generated during the disposal are posted to
the last period in the disposal period range. The disposal period on the asset
record is also updated with this period.
P & L Account - Disposal Of Assets

Specify the profit and loss account to which the disposal transactions are posted.
Post Transactions
Y/N/R
The default for this box is N-No, which indicates that transactions are not to be
posted. A preliminary report outlining details of proposed disposals is printed.
Enter Y-Yes if you wish to post and optionally remove asset details.
If the Rough Book box in RG=Register Definition is set to 2, you can enter
R-Rough in this box to post the transactions as rough.
Remove Asset Details

N/T/Y
This box is displayed only if you selected Y-Yes or R-Rough for the previous
option, and are therefore posting. Select the default of N-No if details are not to
be removed. Enter T-Remove Transactions, and transaction details for the disposed
asset are cleared from the asset register. However, they are still accessible in
AQ=Account Inquiry.
Enter Y-Yes to remove the transaction details and the asset record, along with the
associated asset diary, and asset analysis details. The asset record is not removed
if there is an asset budget associated with the asset. Before using this option, audit
reports should be printed. If you are processing asset budgets, then only the asset
budget record is deleted.

Disposal Suspense Account
This account is used if any of the transactions generated by disposal have memo
type accounts. To make sure the disposal journal balances, any memo accounts
are replaced by this disposal suspense account.
See also:
& Actions
Asset Records
Mark for Disposal
Asset Disposal 167

Asset Inquiry
AR=Fixed Asset Register → Inquiry → AQ=Asset Inquiry
OVERVIEW
The AQ=Asset Inquiry function displays screens of information for a given asset
code. Asset inquiry presents you with three main screens:
• The Selection Page allows you to determine which asset record details to
display. It also enables you to narrow down the selection of transactions relating
to an asset by choosing a range of periods, journal types, asset subcodes, etc.
• The Summary Page displays depreciation for the current and previous years.
It also displays the gross value, depreciation value and net book value. This
section on asset inquiry is consequently divided into three subsections.
SELECTION PAGE
Asset Inquiry 169

Asset Code
Enter the asset code you wish to inquire on. You can use the QUERY and LOOKUP
facilities.
At this stage you can choose to Extract details of the selected asset code.
options presented. To gain access to the selection options, choose the action
Amend.
Include Allocated
they are excluded. Transactions marked as:
F-Force
W-Withheld
B-Brought-Forward
You can also specify an allocation marker to extract only transactions with this
marker.

format ppp/yyyy
You can also enter a single period or range of periods to display. Restricting the

date format
entered.


Asset Subcode From/To

Enter a single code or range of subcodes for which transactions are to be extracted.
The default is ALL.
Open Analysis Window

Y/N
Enter Y-Yes to Open Analysis Window and enter codes or ranges of codes to be
extracted. Enter N-No if you do not wish to restrict the analysis codes in your
selection.
Asset Inquiry 171

Analysis Categories T0-T9 From/To
For each analysis category, enter a code or range of codes to be extracted. The
default is ALL. You can use the QUERY facility.
8 ACTIONS
The following action bar selections are offered on the Selection Page.
Start Asset
Choose Start to select another asset code.
Next Asset
Choose Next Asset to select the next asset in the asset code sequence. This works
only if an asset code is currently displayed in the Asset Code box.
Extract
displayed.
Amend
When you first select an asset code in asset inquiry, the default selection criteria is
assumed.
You must choose Amend to gain access to the selection page options.
However, once you have made these selections, they are retained until you amend
them, or exit from AQ=Asset Inquiry.

TRANSACTION PAGE
The default overlay is the asset details.
descriptions, asset details, analysis, conversion details, etc.
8 ACTIONS
Start
Select Start to return to the selection page and select another account.
Next
Choose Next to display the next transaction page.
Back
Choose Back to display the previous transaction page.
Asset Inquiry 173

First
Select First to return to the first transaction page.
Last
The Last action displays the last transaction page.
Overlay4
On the transaction page, the left side of the screen always remains the same, showing
the date, reference, amount and allocation marker. However, using the Overlay
action, you can display different transaction details on the right side of the screen.
On choosing the Overlay action, the following options are offered:
Analysis 0-9
The Analysis overlay displays the analysis categories and the codes entered on
each transaction. The display columns begin with the T-Code you select, e.g. T3
followed by T4, T5, and so on until the screen is full.
Conversion
Description
Journal
and entry period.
Allocation
The Allocation overlay shows the allocation reference, date and period for allocated
transactions.
Asset Details
The Asset Details overlay displays the account code to which the asset details are
posted, the asset subcode, and the asset marker (V/I/D).

Sequence4
The Sequence option allows you to sequence transactions in a chosen order. The
default display shows transactions in order of period. The following sequence
options are available:
Transaction Date
This option allows you to sequence the displayed transactions in transaction date
order.
Allocation
This sequences transactions by allocation reference. Allocated transactions are
sorted by allocation date, allocation reference, journal number and, finally,
unallocated transactions.
Period
Reference
Report
Select Report and a window appears for you to enter the report format you require.
The standard report listing format is AAL1.
You can Print Report or Store on Disk an asset listing for the current asset. Only
transactions meeting the criteria defined on the selection page are included on the
report.
Find4
or reference. You can also display a specific page number automatically.
Transaction Date
Enter the transaction date in the format dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/
dd, of the transaction you wish to find. Enter T to choose today’s date. The
selected transactions are scanned, starting at the current page. The first transaction
found to match this date is marked with an ‘*’ asterisk.
Press ENTER to move to the next matching transaction.
Asset Inquiry 175

Period
This operates in the same way as the Transaction Date option described previously.
Enter a valid period or C-Current Period.
Reference
This operates in the same way as the Transaction Date option described previously.
Enter the exact reference you wish to find.
Page
This option is particularly useful when a large number of transactions exist for an
asset code. Enter the number of a page you wish to display. You can also enter +n
or -n to move forward or back a number of pages. These entries also apply to the
selection box.
SP Summary Page
Choose this action if you wish to access the summary page. See below for details
of the Summary Page.
SUMMARY PAGE
The summary page shows the depreciation values for the previous and current
year. The gross value, depreciation value and net book value are also displayed.

Other asset details, such as the depreciation method, depreciation percent, etc. are
shown.
8 ACTIONS
Start
Choose Start to return to the selection page and enter another asset code.
Next
This option is described under the Transaction Page.
Last
Choose Last to move to the final transaction page. Up to 14 transactions are
displayed on a transaction screen, therefore asset transactions may be spread over
a number of screens.
Sequence4
This option is described under the Transaction Page.
Report
Select Report and a window appears for you to enter the report format you require.
The standard report listing format is AAL1.
You can Print Report or Store on Disk an asset listing for the current asset. Only
transactions meeting the criteria defined on the selection page are included on the
report.
You can Print Report or Store on Disk, an asset listing for the current asset code.
Only transactions meeting the criteria defined on the selection screen are included
on the report. You cannot, however, produce reports that match the transaction
date criteria defined on the selection screen.
Overlay4
Conversion Module. The Overlay action allows you to toggle the screen display
between the base and other currency details:
Conversion
Conversion Module. If the period overlay is displayed, choose the Conversion
action to display the conversion depreciation summary page shown.
Asset Inquiry 177

Period
If the conversion summary page is displayed, choose the Period action to display
the period overlay screen shown earlier.
Find4
This option is described under the Transaction Page heading.
TP Transaction Page
This action returns you to the first transaction page.
F Note: If certain transaction references appear to be aligned on the right, it

may be that they have been imported from SunBusiness. The Left Justify
Journal Import References box in RG=Register Definition can be used to
ensure that all imported references are aligned on the left, which is similar
to transactions entered directly in SunAccount.
See also:
& Actions
Account Inquiry
Asset Listing

Asset Listing
AR=Fixed Asset Register → Reports → AL=Asset Listing
OVERVIEW
This report shows asset transactions sequenced by asset code. You can select a
range of asset codes, analysis codes and the periods for which transactions are to
be listed.
For each asset, the report shows the balance for the asset for periods before the
start of the range. The transactions within the range are then listed, sequenced by
accounting period. Within each period the transactions are sequenced by journal
line number within journal number within transaction date.
Finally, the report prints the asset balance at the end of the period range.
Transactions present on the ledger for periods after the range are not included.
In addition to the transaction details shown on an account listing, asset information,
such as the V/D/I marker, is shown.
Asset Listing 179

At the end of a period you can produce an asset listing as part of your audit trail.
The report can be used in many other ways. For example, you can print a single
asset as a result of an inquiry on that asset. This can show the current period’s
transactions, or a history of several periods. When processing budgets you can
enter the whole year as the range and produce a report of the year’s budget entries.
Transactions with an entry period different from the accounting period to which
they were posted, are highlighted by an asterisk. In other words, these transactions
were forward-posted or back-posted.
Conversion Module
If the Conversion Module is in use, AL=Asset Listing prints a second line to
show conversion code, other amount, and conversion rate on relevant transactions,
as part of the audit trail.
7 ENTRIES
Format Code
Enter the code of the report format you want to use for this asset listing report.
See the section Report Definition for further information about report formats.
Asset Code From/To

If you want all asset codes printed, use the default of ALL. Otherwise, enter the
asset code or range of asset codes to be printed.
Analysis Category
F0-F9/blank
You can restrict the assets included in your listing to a specified asset analysis
category. Leave this blank to select all asset analysis categories.
Code From/To
maximum 15 characters/blank
Use these boxes to restrict the assets to selected F-Codes within your specified
analysis category. Leave this blank to select all F-Codes.

format ppp/yyyy
If you want transaction details printed for just the current period, the current
period is the default. If you want all periods included for which there are
transactions present, enter A to select all periods. Otherwise, enter the period or
range of periods to be printed.
New Page Per Asset

Y/N
Enter Y-Yes if you wish to present the details for each asset on a separate page.
Otherwise, use the default of N-No.
See also:
& Actions
Account Listing
Report Definition
Asset Listing 181

Asset Records
AR=Fixed Asset Register → Maintenance → AR=Asset Records
Asset Records 183

OVERVIEW
An asset record holds static data about each asset. It also displays the gross value,
net value and accumulated depreciation. With the Conversion Module, these
values can be held for other amount as well as base amount. Asset records are
created for each asset and are identified by an asset code. They are used in
conjunction with asset diary records, asset analysis records, and asset budget records.
Asset Codes
Choosing and structuring your asset codes is important. There are many functions
within the Fixed Asset Register which allow you to choose a range of asset codes.
You may also choose to have a certain type of asset beginning with a specific code
or character. For example, you might decide that all vehicles should begin with
the characters VEH. The sections Planning Your Implementation and Managing
Your Fixed Assets in the SunAccount Appreciation Guide cover this topic.
Analysis Codes
You can record F0-F9 analysis codes against an asset code on the asset record and
T0-T9 analysis codes against an asset subcode on the asset analysis record. You
can also create analysis masks. See the section Analysis Codes.
Depreciation
This is described with the function CD=Calculate Depreciation. See the section
Calculate Depreciation.
Depreciation from a Given Day

The standard procedure in SunSystems for calculating S-Straight Line depreciation
in the first period, is to generate a full period’s depreciation. However, you do
have the option to charge a portion of the period’s depreciation, which relates to
the number of days in the first month for which the asset is ‘active’ or ‘live’. You
determine the number of days in the start period, and then nominate the number
of days for which the asset is ‘active’ in the period. In other words, you identify
the ratio of active days to the total number of days in the period. For example, if
you purchased an asset on 20 April, which is in a 30 day period, you might charge
10 days of depreciation in the first period.
Between the first and last period in the life of the asset, depreciation is calculated
as normal.

The balance of the depreciation remaining from the first period is posted in the
final period. Following the example given earlier, ten days of depreciation would
be charged in period one, for an asset purchased on 20 April. The final 20 days
would be charged in the final period. If you enter a first period and a depreciation
percentage, the last period in the life of an asset is calculated as usual and one
extra period added. If you enter a first period and a final period, it is assumed that
you have taken account of the two part periods.
7 ENTRIES
Asset Code
10 characters
Enter the asset code identifying the asset. This can contain alphabetic characters,
numeric characters or symbols (for example - / . :). The asset code is always in
upper case.
Asset Name
Enter an asset name. This box cannot be left blank.
Lookup Code
use any code. This is used by the LOOKUP facility.
Analysis Codes F0-F9

These headings are displayed according to the analysis categories F0-F9 you have
created in ND=Analysis Definitions. For each category, enter the analysis code to
be used to analyse the asset. These analysis codes must have been created using
NC=Analysis Codes. If the analysis code does not exist, a warning message is
displayed. The use of analysis codes is optional.
Asset Status
S/D/blank
Enter S-Suspend in this box if you no longer wish to use the asset. Whenever the
asset code is used in JE=Journal Entry, JI=Journal Import, or AS=Asset Status,
you are warned that the asset has been suspended. DI=Asset Disposal and
CD=Calculate Depreciation both ignore suspended assets.
Asset Records 185

Enter D-Dispose if the asset is to be highlighted for disposal in DI=Asset Disposal.
You cannot post transactions to assets with a status of D-Dispose. Enter a space to
remove an existing asset status.
Start Period Depreciation

format ppp/yyyy
This is the period in which depreciation is to commence. Note that depreciation
cannot be generated automatically for periods prior to the acquisition period of an
asset. You can, however, use manual depreciation to post to prior periods.
End Period Depreciation

format ppp/yyyy
This is the projected end of the asset’s life. This box is optional. You can leave it
blank where the life of the asset is determined by the depreciation method entries.
Last Period Depreciation

format ppp/yyyy
Display only. This is the last period in which the asset was depreciated either by
CD=Calculate Depreciation, or manually using JE=Journal Entry or JI=Journal
Import.
Disposal Period
format ppp/yyyy
If an asset has been selected for disposal, you can enter the period to which disposal
transactions will be posted in DI=Asset Disposal. Assets are marked for disposal
earlier in the Asset Status box, or using the MD=Mark for Disposal option. You
can leave the disposal period blank, in which case DI=Asset Disposal updates it
when disposing of an asset.
BS Depreciation Account
This is the balance sheet account to which depreciation transactions are to be
posted. If this is left blank, then the default account entered in CD=Calculate
Depreciation is used.
P&L Depreciation Account

This is the profit and loss account to which depreciation transactions are to be
posted. If this is left blank, then the default account entered in CD=Calculate
Depreciation is used.

Final Value Calculation Override
Y/blank
Enter Y-Yes to override the setting of the Exclude Final Value From Depreciation
Calculation box in RG=Register Definition. See Final Value later in this section.
Asset Disposed
Y/blank
Display only. Once the asset is disposed of by means of DI=Asset Disposal, this
box is set to Y-Yes.
Transactions Present
Y/blank
Display only. This indicates whether transactions exist for this asset record. It
must be blank before you can delete an asset record. Use PC=Period Cleardown
to reset this flag.
Date Last Transaction

date format
Display only. This is the latest date on which transactions were posted for this
asset.
Gross Value
maximum 18 digits
Display only. This value reflects the original value of the asset plus any additions,
revaluations, or disposals, i.e. all transactions with asset marker I or V. The value
displayed reflects changes made by JE=Journal Entry, JI=Journal Import or DI=Asset
Disposal.
Accumulated Depreciation
maximum 18 digits
Display only. The value displayed is the total depreciation posted to this account.
It reflects changes made by CD=Calculate Depreciation, JE=Journal Entry,
JI=Journal Import or DI=Asset Disposal, i.e. all transactions with an asset marker
of D-Depreciation.
Net Value
maximum 18 digits
Display only. This value is the gross value less accumulated depreciation and thus
reflects changes made by CD=Calculate Depreciation, JE=Journal Entry, JI=Journal
Import or DI=Asset Disposal.
Asset Records 187

Depreciation Method
S/D/B/M/T/J/blank
The setting of this box determines the depreciation method used by CD=Calculate
Depreciation. Enter S-Straight Line, D-Sum of Digits, B-Declining Balance, M-
Manual, T-Table Depreciation (using DT=Depreciation Tables) or space if no
depreciation is required. For details of these methods, see the section Calculate
Depreciation.
Additionally, depreciation can be spread according to the spread ratio code defined
on the RG=Register Definition, and/or apportioned by asset subcodes and analysis
codes according to the AA=Asset Analysis defined.
The J-Japanese depreciation method is specific to Japanese accounting requirements.
In effect, there are two ‘final’ values in the depreciation calculation. The first is
a final value as per the other available depreciation methods. This is known as the
Calculation Final Value. Once the asset value reaches the first depreciation value,
another procedure for calculating depreciation takes over, and depreciation is
calculated until the asset reaches the second final value, known as the Posting
Final Value.
Enter J-Japanese if you wish to use this method for depreciating an asset. The
boxes Calculation Final Value and Posting Final Value appear.
When using the J-Japanese depreciation method, it is important to note the
following:
• If an end period depreciation is entered rather than a depreciation percentage,
then it must relate to the period in which Calculation Final Value will be
reached. In other words, the period in which normal depreciation will end.
• Transactions with an asset marker of V-Value are irrelevant to this depreciation
method, and therefore should not be used.
• This depreciation method ignores the Exclude Final Value from Calculation
box.
• This depreciation method does not work in conjunction with the depreciation
from a given day facility.
Depreciation Percent
format nn.nnn
This percentage is used by the B-Declining Balance method of depreciation and,
optionally, S-Straight Line. See the section Calculate Depreciation. For straight
line depreciation, enter the end period or a depreciation percentage, but not both.

Final Value
maximum 16 digits
This is the final value of an asset. It may be a scrap or residual value. Final value
can be treated in either of the following ways:
• The final value is deducted from the gross value, before calculating depreciation.
• The final value is treated as a base line, below which depreciation is not
calculated. In other words, depreciation is calculated on the gross amount, but
stops once the final value is reached. The final depreciation transaction is
adjusted to ensure that the net book value is equal to the final value.
If you wish to use the second method, then set the Exclude Final Value From
Depreciation Calculation box to Y-Yes in RG=Register Definition. This method
will then apply for the database. You can override the choice made on the
RD=Register Definition for individual assets using the Final Value Calculation
Override, described earlier in this section.
The override also works in reverse, in that you can leave the Exclude Final Value
From Depreciation Calculation box blank, and override this setting for individual
assets.
This method of treating the final value applies to the following depreciation
methods:
S-Straight Line
D-Sum of Digits
B-Declining Balance
Leave this box blank if the final value for the asset is zero.
Calc Final Value

999999999999.999
This box appears if you have chosen the J-Japanese depreciation method. Enter
the calculation final value. This is the first final value and is the cut off point for
the rate entered in the Depreciation Rate box.
Posting Final Value

999999999999.999
This box appears if you have chosen the J-Japanese depreciation method. Enter
the posting final value. This is the second final value, and is the cut off point for
the additional depreciation calculation required by the Japanese depreciation
method.
Asset Records 189

Table Code
For assets requiring the T-Table Depreciation method, you specify the depreciation
table created in DT=Depreciation Tables. See the section Depreciation Tables.
Column
A column number as defined on DT=Depreciation Tables.
No. Of Days in Start Period

maximum 999
This box relates to the feature, available for S-Straight Line depreciation, which
allows you to start to depreciate an asset part way through the first period. See the
subsection Depreciation from a Given Day earlier in this section.
Enter the number of days in the first period in the life of the asset. For example,
if you wish to start to calculate depreciation on 20 April, the number of days in
the start period is 30, as April is a thirty day month. The entry in the next box,
No. of Active Days, is compared to the entry in this box, and a ratio of the active
days to total number of days is calculated. This is used to calculate the correct
portion of depreciation to charge in the first period in the life of the asset.
No. Of Active Days

maximum 999
This box relates to the feature, available for S-Straight Line depreciation, which
allows you to start to depreciate an asset part way through the first period. See the
subsection Depreciation from a Given Day earlier in this section.
Enter the number of days for which you wish depreciation to be calculated in the
first period in the life of the asset. For example, if you purchase an asset on 20
April, then you will charge ten days of depreciation in period one. The entry in
this box is therefore 10.
Between the first and the final period, depreciation is calculated as normal.
The balance of the depreciation left from the first period is posted in the final
period, plus one. Following the example given earlier, ten days of depreciation
would be charged in period one, for an asset purchased on 20 April. The final 20
days would be charged in the final period, plus one.

Conversion Code
Conversion Module. The code entered will be the conversion code for the asset.
Whenever the asset is used in JE=Journal Entry, this code is displayed.
The remaining boxes apply to the other currency and are used like their base
currency equivalents. Note that you may wish to use a different method of
depreciation for base and other currencies.
See also:
& Actions
Asset Diary
Journal Entry, subsection Asset Register
Asset Records 191

Asset Register
AR=Fixed Asset Register → Reports → AG=Asset Register
OVERVIEW
This report shows information for one or more asset records, including asset
analysis information, with each optionally followed by the relevant asset diary
records.
You can select a range of asset codes, a range of analysis codes, and the periods for
which asset details are to be listed.
The report shows asset values, i.e. gross value, depreciation value and net value,
for each asset code and for each asset subcode present for that asset.
Asset Register 193

7 ENTRIES
Format Code
Enter the code of the report format you want to use for this asset register report.
Asset Code From/To

If you want to include all assets, use the default of ALL. Otherwise enter the asset
code or range of asset codes to be printed.
Analysis Category
F0-F9/blank
You can restrict the selection of assets by analysis category. Leave this blank to
select all analysis categories or use the default of ALL. Otherwise enter the
analysis category to be used as the basis for selection of analysis codes in the
following boxes.
Code From/To
Use these boxes to restrict the inclusion of assets to selected F-Codes within a
selected asset analysis category. Leave this blank to select all F-Codes.

format ppp/yyyy
If you want transaction details printed for the current period, leave this box blank
and the current period is assumed. If you want all periods selected enter A for
ALL. Otherwise enter a period or range of periods to be printed.
New Page By Asset Code

Y/N
If this box is Y-Yes then each asset code will begin on a new page.

Print Diary Details
Y/N
If this box isY-Yes then each asset code’s asset diary records are printed in addition
to the asset record.
See also:
& Actions
Asset Listing
Report Definition
Asset Register 195

Asset Status
AR=Fixed Asset Register → Reports → AS=Asset Status
OVERVIEW
Asset status reports on assets fulfilling the following conditions:

• Assets that have information missing. For example, the start period for
depreciation.
• Assets that have a net value which is less than their final value.
• Assets expected to be fully depreciated but which are not so. For example,
where the accounting period is after the end period depreciation but the net
value is not equal to the final value, or zero.
• Assets that are fully depreciated whose net value is equal to the final value, but
which are not marked with the status D-Disposal.
• Assets fully depreciated and marked with the status D-Disposal with or without
transaction details.
Asset Status 197

• Assets marked with the status S-Suspend.
• Assets marked with the status D-Disposal.
Conversion Module
Where relevant, a second line is printed to show currency information.
7 ENTRIES
Format Code
Enter the code of the report format you want to use for this asset status report.
Asset Code From/To

If you want all asset codes printed, use the default of ALL. Otherwise, enter the
asset code or range of asset codes you want included in the report.
Analysis Category
F0-F9/blank
You can enter an analysis category to form the basis of your asset selection. Leave
this blank to select all analysis categories.
Code From/To
Use these boxes to restrict your report to selected F-Codes within your specified
analysis category. Leave this blank to select all F-Codes.
Accounting Period
format ppp/yyyy
This box is used to evaluate the status of an asset from the start of the asset’s life
to a particular period. Leave this blank if you want transaction details printed
from the start of the asset’s life up to the current period.

Asset Status
D/S/blank
Enter D-Disposal to show assets that are marked for disposal. Enter S-Suspended
to include assets with a status of suspend. Leave this box blank to disregard the
asset status.
Fully Depreciated, Still In Use

Y/N
If this box is Y-Yes, the report shows assets that have been fully depreciated, that
is, those where the net value is equal to the final value, but they are not marked
for disposal (asset status D). If this box is N-No, such assets are not shown.
Disposed, Transactions Present

Y/N
If this box isY-Yes, the report shows disposed assets that have transactions present.
Disposed, No Transactions Present

Y/N
If this box is Y-Yes, the report shows disposed assets with no transactions that still
remain as an asset record.
Value Beyond End Depreciation Period

Y/N
If this box is Y-Yes, the report shows assets that were expected to be fully
depreciated but they are not. For example, assets where the accounting period on
the request screen is after the end period depreciation but the net value is not equal
to the final value. If this box is N-No, these assets are not shown.
See also:
& Actions
Asset Listing
Report Definition
Asset Status 199

Audit Control
AUDIT CONTROL SUNSYSTEMS
SS=SunSystems → Maintenance → Setup Menu → AC=Audit Control
Audit Control 201

AUDIT CONTROL LEDGER ACCOUNTING
SS=SunSystems → Maintenance → Setup Menu → AC=Audit Control
AUDIT CONTROL FIXED ASSET REGISTER
AR=Asset Register → Maintenance → Setup Menu → AC=Audit Control

AUDIT CONTROL CORPORATE ALLOCATIONS
CO=Corporate Allocations → Maintenance → Setup Menu → AC=Audit Control
OVERVIEW
Audit control is an optional facility which improves the security of reference

records. For each reference record type selected for audit control, an audit file is
automatically created and a line is added to it each time you change (Create,
Amend, Delete, Transfer) details for that record type.
Audit files should be printed and deleted regularly using Report Audit Trail, described
in the section Actions. Report Audit Trail is only offered when AC=Audit Control
is switched on for that reference function.
You are recommended to restrict reference audit only to those record types for
which you actually require it, since it is an overhead in two ways:
• It uses disk space to create the audit files
• Creating audit records increases processing times
Audit Control 203

SunSystems Audit
Note that the SunSystems Setup Menu offers audit control on:
AC=Audit Control
DB=Database Definitions
OD=Operator Definitions
PD=Printer Definitions
CS=Control Sequence Definitions
LD=Language Definitions
DA=Data Access Groups
OB=Operator Buttons
Thus you can monitor when functions have been selected and deselected for audit
trail.
AUDIT CONTROL ENTRIES
Function Names
Enter Y-Yes against the reference record types for which you require an audit
trail.
See also:
& Actions

Balance File Rebuild
LA=Ledger Accounting → Maintenance → BR=Balance File Rebuild
OVERVIEW
This function allows you to rebuild your balance file. There are two reasons for
rebuilding your balance file(s):
• When you have run several balance file updates, the physical structure of the
file on your disk can become disorganised or fragmented. This slows down
the speed of access to the file, and makes reporting less efficient. Rebuilding
your balance file reorganises the structure.
• You can roll forward previous years’ data as a brought forward balance. This
has a similar effect to the Year Cleardown action in PC=Period Cleardown.
You can specify a year prior to your current year, known as ‘last year’, into
which all previous values are accumulated. This also results in more efficient
reporting.
Balance File Rebuild 205

SQL users do not require the reorganisation facility of BR=Balance File Rebuild.
However, the ‘roll forward’ option may be of use.
Balance File Update

Balance file update is a maintenance facility. It updates the balance file with the
latest transactions from your ledger, or budget file, so that reports using the balance
file give a true representation of the data.
7 ENTRIES
Roll Forward Last Years Balances

Y/blank
Enter Y-Yes to move the values for prior periods into last year’s balance totals.
The year to be rolled forward is specified in the next box.
This box defaults to Y-Yes for SQL users.
Leave this blank to perform a simple rebuild of the records held in the balance
file, without amalgamating prior years’ values.
Year To Roll Forward

YYYY
If you have entered Y-Yes in the previous box, you must specify the year to be
rolled forward. This must be prior to the current year.
For example, if you specify 1990, all transactions up to the final period of that
year are rolled forward into a year end balance for 1990.
See also:
& Actions
Balance File Update
File Creation
Period Cleardown

Balance File Update
LA=Ledger Accounting → Maintenance → BU=Balance File Update
OVERVIEW
which financial reports and the TB=Trial Balance report are produced. The balance
file is a summarised ledger or budget file used for this purpose.
The balance file holds data summarised by:
• Account code
• Debit and Credit
• Analysis code
• Conversion code, and
• Period
Balance File Update 207

In addition, you can consolidate individual T-Codes to compact the ledger
information further. The balance file is selected only when it is appropriate to the
report setup. Therefore financial reports which include items such as transaction
reference, description and journal number, do not use the balance file. In addition,
the balance file does not differentiate between rough and hard postings to the
ledger. The system will select the balance file as opposed to the ledger file, only
when it is appropriate to do so.
Balance file update is a maintenance facility. It updates the balance file with the
latest transactions from your ledger, or budget file, so that reports using the balance
file give a true representation of the data.
When you request a report which uses the balance file, you are offered the option
to update the balance file. This is the same as BU=Balance File Update. However,
if you are printing a series of reports for a particular time frame, you can choose
to update the balance file once, and then produce the reports for that snap shot of
the ledger.
The time taken to update your balance file depends on the number of transactions
entered since the last update. You can use FREEFORMAT to update the balance file
and then create a series of reports. For example, you may choose to update your
balance file prior to running weekly or monthly financial reports.

It is advisable to rebuild files periodically using BR=Balance File Rebuild. When
a balance file has been in use for some time, it can become fragmented, and the
rebuild procedure reorganises the file. Additionally, the rebuild procedure allows
you to roll forward previous years’ data.
8 ACTIONS
When you select Process, the ledger file is read and postings made since the last
update are consolidated and added to the balance file.
See also:
& Actions
File Creation

Bank Details
LA=Ledger Accounting → Maintenance → BK=Bank Details
OVERVIEW
GP=Generate Payments can produce a bank transfer file of payments on creditor/

payables and client accounts for use by an automatic clearing system such as the
UK Bank Automated Clearing System, BACS. Similarly GD=Generate Debits
can transfer direct debit information from debtor/receivables accounts. To prepare
the bank transfer file from SunAccount, a BK=Bank Details record must be defined
for each account which has the Payment Method set to B-Bank.
The bank transfer file can be used as input to a software package that handles
transmissions to an automatic clearing system. The information in this file can
also be used as input to other software, for example, an inter-company settlement
clearance system.
Bank Details 209

The section Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide covers the different methods of transferring data and describes
the link between SunAccount and BACS.
F Note: To create details of your own company bank account, enter the payment
account code used in the Default Payment Account Code box in
GP=Generate Payments.
7 ENTRIES
Account Code
Enter the account code of the debtor, creditor, or client account within SunAccount
for which bank details are to be defined. The account code must exist on the chart
of accounts.
Bank Subcode
Enter the code you use for this bank account. You can use several bank accounts
for each debtor, creditor, or client account. This enables you to define any number
of banks from which you can draw funds, or into which you can deposit funds,
when settlement is by bank transfer.

You may need more than one bank account so you can process different currencies
for a creditor or debtor account. You settle the account by currency, and
consequently different banks. For example, you might identify a US dollar bank
account for a range of suppliers, using a bank code of USD. When you choose to
settle these accounts, you can select the USD currency transactions and the USD
bank accounts. Payments are generated and the settlement ‘paid’ into the appropriate
currency account.
The default bank code for an account can be identified on the CA=Chart of Accounts
record. Additionally, you can select the bank sub code in PP=Payment Profiles.
Leave this box blank if a single bank is required for an account.
Bank Name
Enter the name of the bank which holds the account.
Bank Branch
Enter the name of the branch where the account is held.
Bank Sorting Code

Enter the sort code which identifies the bank and branch.
Bank Account Name

Enter the name as shown on the bank account. If you do not know this, enter the
supplier name.
Bank Account Number

Enter the bank account number.
Lookup Code
You can enter a lookup code to help find this record more easily. This entry is
optional.
Bank Details 211

Transaction Limit
maximum 9,999,999,999,999.99
You can impose a maximum amount to be paid in a single transaction to an account.
This is intended to help limit the extent of gross fraud or error. If during
GP=Generate Payments or GD=Generate Debits a sum is calculated which exceeds
this limit, no entry is made on the bank transfer file. The report printed after
payments generation highlights any payments that have exceeded the transaction
limit.
Transaction Reference
If you wish to use a specific reference for payments to this account holder, enter
it here. If this box is left blank, the default GP=Generate Payments reference is
used instead.
Direct Debits First Payment

Y/blank
Direct debits only. If this box is set to Y-Yes, the next payment on the bank
transfer file is marked as the first to this account. This flag is automatically
cleared after the first run.
Comments
Enter any text relevant to the bank details.
Address Code
This identifies the bank address which should be defined in NA=Names & Addresses.
See also:
& Actions
Chart of Accounts
Generate Debits
Generate Payments
Payment Profiles

Budget Check Definition
LA=Ledger Accounting→ →Maintenance→

→Setup Menu→
→BC=Budget Check Definition
→Maintenance→
AR=Fixed Asset Register→ →Setup Menu→
→Maintenance→
OVERVIEW
This function enables you to create a set of budget and overexpenditure checking
parameters. You can create a budget or overexpenditure check definition to link a
single account or group of accounts, in the actual ledger, to the budget or
commitment check account and analysis codes you want to use for budget or
commitment checking, in a budget or commitment ledger.
If you are using budget checking, when you enter a transaction, budget checking
is attempted against a budget check definition for a specific account. If a budget
check definition for a specific account is not found, budget checking is attempted
against a budget check definition created for a range of accounts containing the
relevant account. You can therefore create budget check definitions to exclude
particular accounts from a budget check definition created for a range of accounts.
Budget Check Definition 213

You can exclude particular accounts from budget checking altogether by entering
a ‘-’ hyphen in the Budget Check Account box in BC=Budget Check Definition.
If you create a budget check definition for a combination of account codes and
analysis codes that has no budget, a zero budget is created. This means that every
transaction posted to that combination of account codes and analysis codes is
treated as an over commitment.
If you have set the Budget Checking box in NC=Analysis Codes to C-Combined,
transactions are posted to the most specific budget available. If this has been
exceeded a less specific budget is used if one is available. You should note that if
a transaction is reversed, the reversal is made against the least specific budget
available. This means that if you reverse a transaction you may find that this does
not have the opposite effect of the original transaction on available budget figures.
F Note: You should create budget check definitions when you set up
SunSystems. Once you have created budget check definitions you should
avoid amending them, particularly in mid-year. If you do change the budget
check definitions once you have started to use budget control checking,
none of the checks made with the old definitions are updated to reflect the
changes.
F Warning: If an account balance is amended in the time between when an

over commitment check is made and the account is updated with the
transaction being checked, an account can become over committed.
7 ENTRIES

Enter the account code or range of account codes you want to include in this
budget check definition. Leave both boxes blank to include all account codes.
If there is an account or range of accounts within another range with different
budget checking parameters, you can create a different budget check definition,
though see the note later.
If you want to exclude a specific account within a range from budget checking,
create a budget check definition for that account with the Budget Check Account
box set to ‘-’ hyphen.
F Note: You must not create a budget check definition with a range which
overlaps that of another budget check definition. You can, however, create
a budget check definition with a range that falls within another budget
check definition. For example, creating ranges of 1 to 99 and 70 to 79 is
allowed, while creating ranges of 1 to 99 and 70 to 109 is not.

F Note: You can only create one budget check definition for each account.
Budget Check Account

This box is used to set the account used for funds availability checking for this
account/analysis code combination. Funds availability checking allows you to
compare your expenditure against a budgeted amount, and against your current
commitments. You can use OP=Operator Permissions to ensure that commitment
limits or budgets are not exceeded. See the section Operator Permissions for
If this account/analysis code combination is to be subject to commitment checking
or budget checking, enter the account code of the account to be used to monitor
available funds. You can enter the code for this account or, alternatively, you may
choose to group accounts hierarchically under a control account, in which case
you should enter the control account code here.
F Note: If you are using a control account, you must also have an entry in the
Budget Check Account box for this account.
If you want the account or range of accounts entered in the Account Code From/
To boxes to be excluded from budget checking, enter a ‘-’ hyphen.
If you want each account entered in the Account Code From/To boxes to be used
for budget checking, leave this box blank.
To invoke budget checking, post a budget amount to the primary budget ledger
defined in DB=Database Definitions. To invoke commitment checking, post a
commitment amount to the commitment ledger, which is also defined in
DB=Database Definitions. Any postings to the actual ledger are measured against
these amounts. You are warned if the budget or commitment is exceeded.
Budget Check Analysis 1 Category

A0-A9, T0-T9, blank
Enter the account or transaction analysis category you want to budget check. To
check at account level, leave this box blank.
Budget Check Analysis 1 Subcategory

A-Z
Enter a valid code for a subcategory of the analysis category entered in the previous
box. This allows you to use masking for budget checking. You cannot enter a
subcategory unless you have entered a category. See the section Analysing
Information in the SunAccount Appreciation Guide for further information.
Budget Check Definition 215

Budget Check Analysis 2 Category
A0-A9, T0-T9, blank
Enter the second account or transaction analysis category you want to budget
check. To check at account level, leave this box blank.
Budget Check Analysis 2 Subcategory

A-Z
Enter a valid code for a subcategory of the analysis category entered previously.
You cannot enter a subcategory unless you have entered a category.
Budget Type
M/S
If this budget is for a financial year, enter S-Single Year. If this budget is not for
a financial year, for example, if it is for a project, or for more than one financial
year, enter M-Multi Year.
For example, if you set up a budget where project related costs are budgeted in
one account and overheads in another, you can set the project budget to M-Multi
Year to control travelling costs over the life of the project, and the overhead
budget to S-Single Year, and control the travelling expenses of administrative
staff on an annual basis.
The setting in this box is used during PC=Period Cleardown, to determine how
budget and actual balances are reset. The setting is also reflected in the balances
shown in TQ=Commitment Inquiry. If the budget type is S-Single, the current
year budget is shown; if the budget type is M-Multi-year, the cumulative budget is
shown.
See also:
& Actions
Analysis Codes
Chart of Accounts
Journal Import
Period Cleardown

Budget Definitions

→Setup Menu→
→BD=Budget Definitions
→Maintenance→
AR=Fixed Asset Register→ →BD=Budget Definitions
→Setup Menu→
→Maintenance→
CO=CorporateAllocations→ →Setup Menu→
→BD=Budget Definitions
OVERVIEW
BD=Budget Definitions allows you to control SunAccount’s rough book facility

and to control access to budget ledgers. You can maintain a budget definition for
each budget ledger associated with the current database code. Before you can use
a budget ledger, you must create the budget ledger file in FC=File Creation. See
the section Budgets in the SunAccount Appreciation Guide for further information.
Budget Definitions 217

7 ENTRIES
Budget Code
B-K
Enter a character to identify the budget ledger you want to maintain.
Budget Name
This name is displayed on the screen and on reports as the name of the budget
ledger. For consistency, use upper case only. For example, FORECASTS.
Rough Book
blank/0/1/2
Use this box to turn the rough book facility on/off. The rough book facility
allows you to keep transactions in a ledger, amend them and report on them,
before they are posted as hard transactions.
If you want to use the rough book enter 1. This means that all postings from
JE=Journal Entry go directly to the rough book. Rough book transactions can
only be posted to the actual ledger by running DB=Daybook Listing reports.
If you want the option to post the transactions as rough or hard enter 2. See the
section A Guide to Italian Accounting in the SunAccount Appreciation Guide for
further information on rough book processing.
If you do not require rough book processing enter 0 or leave this box blank.
Data Access Group

Identify the data access group applicable to this budget definition. This facility
enables you to control access to individual budget definitions. See the sections
Operator Permissions and Data Access Groups in this manual.
You can only enter a data access group that includes the Operator Group defined
in your operator definition. If you do not want to control access to this budget
definition, leave this box blank.
See also:
& Actions
Ledger Definition

AR=Fixed Asset Register → Procedures → CD=Calculate Depreciation
OVERVIEW
This function calculates and posts depreciation for a range of asset codes for
periods between the last time depreciation was calculated and the selected period.
The section Managing Your Fixed Assets in the SunAccount Appreciation Guide
explains how this function should be used.
The asset record holds the following depreciation information:
• The depreciation method (explained later).
• The gross value of the asset (calculated from transactions).
• The accumulated depreciation (calculated from transactions).
• The net value of the asset (the difference between the two preceding values).
• The final value of the asset which can either be deducted before depreciation
is calculated, or can be a value below which depreciation is not calculated.
Calculate Depreciation 219

Conversion Module. Information about other currency depreciation.
F Note: If you are using overexpenditure checking, you should note that
transactions are posted during CD=Calculate Depreciation even if budgets
are exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.
Exception Conditions
You cannot post depreciation to an asset which has the status D-Disposal or S-
Suspend.
The final value is a value below which depreciation is not calculated. It can either
be deducted before depreciation is calculated, so that it is always excluded from
depreciation calculations, or depreciation can be calculated on the gross amount,
until the net value reaches the final value. In the final depreciation calculation,
only the difference between the net value and the final value is generated.
It is important to note that the net value may be less than the final value if
depreciation is posted manually or if the gross value is reduced by posting a
disposal. Such exception conditions are shown on the AS=Asset Status report.
Depreciation
The following abbreviations are used in defining the calculations involved in the
various methods of depreciation:
Abb. Description Meaning
PD Period Depreciation The depreciation calculated for one

period
Gval Gross Value The full value of the asset
AcDp Accumulated Depreciation The accumulated depreciation
Dp% Depreciation Percentage The percentage for calculating
depreciation (from the asset record)
Nval Net Value The depreciated value of the asset
Nval=Gval - AcDp
Fval Final Value The value of the asset at which
depreciation stops (from the asset
record)
Rval Remaining Value The value remaining to be depreciated
Rval=Nval - Fval
Erv Extra Remaining Value Gval - (AcDp + PFV)
Rlife Remaining Life The number of periods between the
last period and the end period

Abb. Description Meaning
Erl Extra Remaining Life Original asset life *(CFV - PFV)/(Gval

- CFV)
PFV Posting Final Value Defined on the asset record
CFV Calculation Final Value Defined on the asset record
Slife Sum of Digits of Remaining Life Slife=(Rlife x (Rlife + 1)) ÷ 2
S-Straight Line
Assets are allowed a life of up to 100,000 years. When start and end periods have
been specified, PD=(Rval ÷ Rlife) x Spread Ratio for this month. When an end
period is not specified but a percentage is given, then the percentage is used to
calculate an end period. The same formula is applied.
S-Sum Of Digits
PD=(Rval * Rlife) ÷ Slife.
B-Declining Balance
PD=Rval * Dp% ÷ Periods per year.
M-Manual
Period depreciation is posted manually.
T-Table
Depreciation is posted according to DT=Depreciation Tables.
J-Japanese
PD=Erv/Erl
Uses the same calculation as S-Straight Line for its normal life and PD=Erv/Erl
for its extended life.

Period Weighting
Depreciation may be weighted over different periods by using a spread ratio
specified in RG=Register Definition and SR=Spread Ratios.
Analysis and Subcode Weighting

The factors on a group of asset analysis records enable depreciation to be
apportioned over subcodes and analysis codes when depreciation is calculated, for
example floor areas, or head counts. If the factor box in AA=Asset Analysis is
left blank then no analysis is generated for this subcode.
Conversion Module
Depreciation is calculated for both base and, if present, other currency. It is based
on the depreciation method recorded on the asset record and the total gross value
and depreciation accumulated from asset journals present on the ledger.

Rough book processing is designed to cater for Italian accounting standards.
However, the features of rough book processing are used widely.
preventing further amendment. See the section, A Guide to Italian Accounting in
If the Rough Book box in LD=Ledger Definition is set to 1, all postings are
JE=Journal Entry option, Recall Journal. Only those journals that are rough are
Post. You can also use DB=Day Book Listing, PT=Print Tax Listing, or the
function RP=Post Rough Book, to hard post a batch of journals.

Sequencing can also be applied to system generated transactions, including
CD=Calculate Depreciation. See the section Ledger Definition. You can also
record a registration date, as defined on the SN=Sequence Number Definitions,
which will override the normal entry date for a journal with a ‘user defined’ date
stamp. See the section Sequence Number Definitions.
Ledger Definition.
Depreciation from a Given Day

The standard procedure in SunSystems for calculating S-Straight Line depreciation
in the first period, is to generate a full period’s depreciation. However, you do
have the option to charge a portion of the period’s depreciation, which relates to
the number of days in the first month for which the asset is ‘active’ or ‘live’. On
the AR=Asset Record, you determine the number of days in the start period, and
then nominate the number of days for which the asset is ‘active’ in the period. In
other words, you identify the ratio of active days to the total number of days in
the period. For example, if you purchased an asset on 20 April, which is during
a thirty day period, you might charge ten days of depreciation in the first period.
Between the first and last period in the life of the asset, depreciation is calculated
as normal.
The balance of the depreciation remaining from the first period is posted in the
final period. With the example given earlier, ten days of depreciation would be
charged in period one, for an asset purchased on 20 April. The final 20 days
would be charged in the final period.
If you enter a first period and a depreciation percentage, the last period in the life
of the asset is calculated as usual and one extra period added. If you enter a first
period and a final period, it is assumed that you have taken account of the two part
periods.

7 ENTRIES
Asset Code From/To

The default is for all assets to be depreciated. Otherwise, enter the asset code or
range of asset codes to be depreciated. You can use the QUERY facility.
Analysis Category
F0-F9/blank
Enter the analysis category to be used to select assets or leave this blank to select
all analysis categories.
Code From/To
Use these boxes to restrict the F-Codes you have selected within an analysis category.
Leave this blank to select all F-Codes
Depreciation Period
format ppp/yyyy
Depreciation is calculated for periods between the last period for depreciation and
the period selected here. The default is for depreciation to be calculated up to the
current period. Otherwise, enter the period up to which depreciation is to be
calculated.
Post Depreciation
Y/N/R
If you wish simply to report on depreciation calculations without posting them,
enter N-No. Enter Y-Yes if you want the calculated depreciation to be posted.
If the Rough Book box in RG=Register Definition is set to 1 or 2, you can enter
R-Rough in this box to post the transactions as rough. A depreciation report is
also produced if Y-Yes or R-Rough is selected.
Posting Period
S/H
Enter S-Single if you want the calculated depreciation posted to the period specified
on the screen. Enter H-Historic if you want the calculated depreciation posted to
the period to which it relates.

If the period for calculation starts in a previous year, then CD=Calculate
Depreciation calculates depreciation for prior years, though not for years that
have been closed on the RG=Register Definition. In this case single period
depreciation will take place.
Assets using DT=Depreciation Tables method of depreciation do not post to prior
years but will report discrepancies.
Suppress Transactions
Y/N
Enter Y-Yes if you only wish to print transactions generated during this run.
Enter N-No if all transactions are to be printed, including old depreciation and
value transactions.
Balance Sheet Account Code

Normally depreciation is posted to the balance sheet account on the asset record.
If it is blank then the account code entered here is used. SunAccount does not
check that the account entered is a B-Balance Sheet type account.
Profit And Loss Account Code

Normally the balancing transaction is posted to the profit and loss account on the
asset record. If it is blank then the account code entered here is used. SunAccount
does not check that the account code entered is a profit and loss type account.
Accounts to which depreciation is posted should be suppressed from LR=Ledger
Revaluation. This is because the depreciation methods may be different for base
and other currency and therefore the conversion rate, being contrived, has no
relevance in a revaluation.
Consolidate Profit And Loss Postings

Y/N
Normally two postings are generated for each depreciation calculation: one to the
balance sheet accumulated depreciation account and the other to a profit and loss
depreciation expense account.
If this box is Y-Yes, then another screen appears for you to specify how you wish
to consolidate the profit and loss postings.

CONSOLIDATION SCREEN
7 ENTRIES
Consolidate
Y/blank
Enter Y-Yes to consolidate postings generated for the specified range of asset
codes. Leave this blank to avoid consolidation.
Asset Code From/To

You can specify the range of asset codes to be consolidated. Leave these boxes
blank for all asset codes to be consolidated.
Consolidate
Y/blank
Enter Y-Yes to consolidate transactions with the specified range of analysis codes.
Leave this blank to avoid consolidation by an analysis category.

Analysis Code From/To
For each analysis category you can specify the range of analysis codes to be
consolidated into a single profit and loss posting. Leave these boxes blank if you
wish all analysis codes for the category to be consolidated. Analysis codes are
removed if the analysis is not allowed for the chosen account. See the section
Chart of Accounts.
See also:
& Actions
Asset Analysis
Asset Records
Spread Ratios

Calendar Definitions
→Setup Menu→
→Maintenance→
CO=Corporate Allocations→ →CR=Calendar Definitions
OVERVIEW
The calculation of average balances for use in AS=Allocation Sources depends on

which transaction dates that relate to an accounting period. CR=Calendar Definitions
enables you to:
• Specify the start date for each accounting period.
• Indicate the dates in a period that are to be excluded from the average balance
calculation. These might include weekends and bank holidays.
The number of days included in the calculation of average balances is the number
of days between the start of a period and the start of the next period, less the
number of days for which the Exclude Day box is set to Y-Yes. This means that,
for example, to specify the number of days used for calculating average balances
in period 12 you must create a calendar definition which includes the start of
period 13.
Calendar Definitions 229

If you are using any calendar definitions you must create a calendar definition for
period 001. If a calendar is not defined, all dates are included in the average
balance calculation and the accounting periods are assumed to be calendar months.
7 ENTRIES
Month
format mm/yyyy
Enter the month to which this calendar applies.
Exclude Day
Y/blank
Enter Y-Yes to exclude this date from the calculation of average balances, for
example weekends.
Period Start
1-999/blank
Enter the number of the period that starts on this date; or leave this box blank.
See also:
& Actions
Allocation Sources
Generate Allocations

Cash Accounting Tax Allocation
→Procedures→
LA=Ledger Accounting→ →TA=Cash Accounting Tax Allocation
OVERVIEW
Tax legislation in a number of countries allows for tax to become payable on the
receipt date, rather than the invoice date. A notional tax liability is calculated on
the invoice and is posted to a notional tax account. When a receipt is recorded for
the invoice, the notional tax amount is posted to the actual tax account, when it
becomes due.
TA=Cash Accounting Tax Allocation allows you to identify transactions for a
range of customers. It selects the allocated invoices and receipts within the range,
and moves the tax amount from the notional account to the actual account.
You can specify a range of gross accounts, and enter the notional or original tax
suspense account code(s) used. This function allocates the credit value on the tax
suspense account and posts an allocated balancing debit to the same account. This
effectively cancels the original tax posting. A balancing credit is then generated
and posted to the actual tax account specified on this screen.
Cash Accounting Tax Allocation 231

This function does not perform the allocation of debit to credits. You should refer
to the sections Account Allocation and Transaction Matching for details about
allocation.
transactions are posted during TA=Cash Accounting Tax Allocation even if
budgets are exceeded. Use TQ=Commitment Inquiry to check on
overexpenditure.
7 ENTRIES
Gross Account Codes

Enter up to two ranges of account codes whose tax values you want to transfer.
Tax Account Codes

These boxes allow you to specify a maximum of five notional or tax suspense
account codes, and up to five actual tax account codes for the balancing credit
value.
See also:
& Account Allocation
Transaction Matching

Change Budgets
LA=Ledger Accounting → Maintenance → CB=Change Budgets

AR=Fixed Asset Register → Maintenance → CB=Change Budgets
CO=Corporate Allocations → Maintenance → CB=Change Budgets
OVERVIEW
For each actual ledger/register, you can have up to ten budget ledgers/registers.
These budget ledgers/registers are identified by the letters B through K and can be
used to hold data for budget figures. See the section Budgets in the SunAccount
Appreciation Guide.
Use CB=Change Budgets to switch between actual and budget ledgers/registers,
and vice versa. In a budget ledger you can use all functions in Ledger Accounting,
except GP=Generate Payments, GD=Generate Debits and PR=Print Remittances.
You can use all functions in the Fixed Asset Register in a budget register.
In the budget ledger you can use all functions in Corporate Allocations.
Budget ledgers/registers are created using FC=File Creation. See the section File
Creation.
Change Budgets 233

7 ENTRIES
Actual/Budget
A-K
To switch to the actual results, enter A-Actual. To switch to a budget, enter the
letter corresponding to the required budget ledger (B-K). The budget ledger
name, which is defined in BD=Budget Definitions, is displayed.
See also:
& Actions
Budget Definitions
File Creation

Change Database
SS=SunSystems → Maintenance → CD=Change Database
OVERVIEW
If you wish to use a different database you must do the following:

• Exit to SunSystems
• Select CD=Change Database
• Select the new database code. Use QUERY to see a list of available databases
• Select LA=Ledger Accounting, AR=Asset Register or CO=Corporate
Allocations to use the selected database.
New databases are created using FC=File Creation.
See also:
& Actions
File Creation
Change Database 235

Change Printer
SS=SunSystems → Maintenance → CP=Change Printer
OVERVIEW
Default Printer
Printer details are defined using PD=Printer Definitions and CS=Control Sequence
Definitions. The main system printer is defined as the default printer in PD=Printer
Definitions. The default printer has a printer code of blank.
Other printer definitions can then be selected using CP=Change Printer. Although
presented as an option in SunSystems, change printer can be selected from any
screen.
You can create several printer definitions that direct their output to the same
device, normally a port. These definitions might have different printer control
codes, or paper length.
Change Printer 237

Each operator definition can hold a printer code to which the operator is assigned
when logging in to SunSystems. If a printer code is not specified, or a code is
entered for which there is no printer definition, the operator is assigned to the
default printer definition. See the section Operator Definitions.
You can assign more than one operator to a printer code. The operating system
and your system configuration dictates whether or not SunSystems detects when
two or more users attempt to use the same printer simultaneously. See the Platform
Manual for more information.
7 ENTRIES
When you select CP=Change Printer, a box appears on the screen for the new
printer code. The current printer code and name are also displayed.
Enter the new printer code, or use QUERY to display a list of available printer
codes.
All reports, listings and documents are sent to the printer you have selected unless
you specify in your report definition that another printer is to be used.
If you change the details of a printer definition, you must select CP=Change
Printer, and re-select that printer code for the changes to take effect.
RD=Report Definition, FA=Financial Analysis, FS=Financial Statements and
FT=Financial Tables allow you to select a printer code for a specific document
run, for example cheques, remittances, etc. Once the print run is complete, the
original printer code is re-selected.
See also:
& Actions
Control Sequence Definitions
Printer Definitions

Change Terminal
SS=SunSystems → Maintenance → CT=Change Terminal
OVERVIEW
Change terminal allows you to select another terminal definition. When

CT=Change Terminal is selected a box appears on the current screen for the new
terminal code. The current terminal code and description are also displayed. This
function is not available in MS Windows.
Change Terminal 239

7 ENTRIES
Terminal Code
Enter the terminal code for the terminal definition you wish to select. Enter a
space and press ENTER to select the default terminal. You can use QUERY to display
a list of existing codes.
See also:
& Actions
Terminal Definitions

Chart of Accounts
LA=Ledger Accounting → Maintenance → CA=Chart of Accounts

AR=Fixed Asset Register → Maintenance → CA=Chart of Accounts
CO=Corporate Allocations → Maintenance → CA=Chart of Accounts
Chart of Accounts 241

OVERVIEW
SunAccount uses a combined ledger; you do not require a separate ledger for
sales/receivables, purchases/payables and nominal ledger postings. The combined
ledgers, or database, consists of a chart of accounts record for each account. See
the section Overview of SunAccount in the SunAccount Appreciation Guide. Each
account belongs to one of six account types:
• Balance sheet accounts record details of assets and liabilities
• Profit and loss accounts record details of income and expenditure
• Debtor/receivables, creditor/payables, and client accounts record information
about payables and receivables
• Memo accounts hold details that do not affect the trial balance.
Client Accounts
Client accounts are used where you are purchasing from, and selling to, the same
account, so they do not fit into the category of either debtor or creditor. One
month you might need to print a remittance or cheque, whereas the next month
you just need a statement to be printed for the same account.
Throughout this manual, reference to a debtor/receivables account indicates a
debtor account or a client account with a debit balance, while reference to a
creditor/payables account indicates a creditor account or a client account with a
credit balance.
Debtor, Creditor and Client Accounts

Additional information is held on the chart of accounts record for debtor, creditor
and client accounts, such as payment and discount terms.
Memo Accounts
Memo accounts are used for non financial data that does not appear on the balance
sheet, or for summary or any other accounts which do not form part of the trial
balance. For example:
• Recording inventory quantities/values, using conversion tables to revalue
inventory
• Keeping a diary of repayments due on loans
• Recording personnel information for inclusion in reports

• Presenting alternative valuations of assets and liabilities in reports.
Generally, SunAccount treats memo accounts like balance sheet accounts, carrying
forward balances from one year to another. They do not have address records or
settlement details. You are advised to give all your memo accounts adjacent account
codes which are quite separate from other account types, so they can be easily
identified.
You can post to them using either double or single sided entries, but they cannot
be used as a balancing entry for a posting to another account type. This ensures
that the postings of all other account types remain in balance. When SunAccount
is checking that a journal is in balance, it ignores postings to memo accounts.
The posting rules described in the previous paragraph apply also to the following
functions:
AA=Account Allocation (Generate option)
CD=Calculate Depreciation (Fixed Asset Register)
DI=Asset Disposal (Fixed Asset Register)
GA=Generate Allocations (Corporate Allocations)
GD=Generate Debits
GP=Generate Payments
JE=Journal Entry
JI=Journal Import
LR=Ledger Revaluation (Conversion Module)
TM=Transaction Matching
Memo accounts are included in all reporting functions except TB=Trial Balance.
They can be shown on JL=Journal Listings but the values are not included in the
journal totals.
Your Choice of Account Codes

When choosing an account code structure for a chart of accounts, it is important
to spend some time planning the structure so that it is suited to your requirements.
The section Planning Your Implementation in the SunAccount Appreciation Guide
offers some advice.
Many SunAccount functions, such as GP=Generate Payments, offer a range of
account codes. It is therefore important that similar accounts are coded sequentially
so that SunAccount works efficiently and effectively for you.

Grouping by Priority
Debtor, creditor and client accounts can be prioritised. PP=Payment Profiles
allows you to select by priority. This is another important method of grouping
accounts.
Addresses
On the chart of accounts record there is an address code which points to the
NA=Names & Addresses record. This holds the postal name and address for
debtors, creditors and clients. Several chart of accounts records can use the same
address code. The name and address information can be printed on statements
and remittance advice documents.
Removing Old Accounts

An accounts can only be deleted when no transactions exist for it. In order to
achieve this, ensure that the account balance is zero, and then run a PC=Period
Cleardown for that account.
7 ENTRIES
Account Code
Enter a code to identify the account in your chart of accounts. The account code
can contain alphabetic characters, numeric characters or symbols (for example - /
. :). Note that upper case and lower case letters generate different account codes,
so Bae is different to BAE. You are advised to restrict all codes to upper case
only. Remember that accounts beginning with a numeric will be sequenced before
alphabetic codes. See the section Planning Your Implementation in the SunAccount
Appreciation Guide.
Account Name
An account name is mandatory. Since several debtor, creditor, and client accounts
can have the same name and address record, the account name on each account
record should be different to identify them.
The account name need not form part of the address details to be printed on
statements and remittances, and therefore it can contain any descriptive comment
you wish.

Lookup Code
Normally, you would use an easily identified, shortened version of the account
name, though you can use any code. Both the LOOKUP and QUERY facilities use the
lookup code. The Lookup Code box can be left blank.
Account Type
D/C/T/P/B/M
D-Debtor identifies customer or receivables accounts.
C-Creditor identifies vendor or supplier accounts.
T-Client identifies accounts whose balance may be either debit or credit, as described
earlier in this section. If the account balance is debit then a statement may be
required, whereas if the account balance is credit, GP=Generate Payments can be
used to settle the account.
P-Profit & Loss identifies income and expenditure accounts, which are reported
on your profit and loss statement.
B-Balance Sheet identifies asset and liability accounts, which are reported on
your balance sheet statement.
M-Memo identifies memo accounts, as described earlier in this section. Once
entered, you cannot subsequently amend that account type.
Balance Forward/Open Item

B/O
An account can be classified as being balance forward or open item. The distinction
between the two is relevant during PC=Period Cleardown.
Balance forward accounts are summarised during PC=Period Cleardown, regardless
of the allocation markers on individual transactions. Profit and loss and balance
sheet accounts are normally classified as balance forward to minimise the number
of historical transactions retained. An exception to this might be the bank account.
See the section Period Cleardown.
On open item accounts, only allocated transactions are summarised during
PC=Period Cleardown. Normally debtor, creditor and client accounts are open
item. The bank account may also be nominated as an open item account, for
reconciliation purposes.

Account Status
C/S/blank
S-Suspend normally indicates that you no longer wish to use the account but that
it cannot be deleted because transactions are present.
If a suspended account is entered in JE=Journal Entry or AA=Account Allocation,
you are warned that the account has been suspended. This warning can be
overridden.
S-Suspended or C-Closed accounts cannot be nominated in procedures where an
account code is required, such as GP=Generate Payments, CD=Calculate
Depreciation, LR=Ledger Revaluation, etc.
C-Closed is stronger than S-Suspend in that it prohibits posting.
Account Analysis Codes A0-A9

up to 10 codes, maximum 15 characters
In order to use account analysis, you must first create them in ND=Analysis
Definitions and NC=Analysis Codes. If the analysis code does not exist a warning
message appears, but you are not prevented from entering it in this box. See the
section Analysis Category Lengths for information about the number of characters in
A-Codes. See also the section, Analysing Information in the SunAccount
Appreciation Guide.
Last Transaction
Display only. The transaction date of the last posting to the account is displayed.
F Note: Rough book processing can affect the last transaction date presented
here. If, in the LD=Ledger Definition, the Rough Book Processing box is
set to 1-Rough Book, then transactions can be entered, held, and subsequently
deleted. The last transaction date will retain the date of the last transaction
entered, even though it may have been deleted.
Enter T-Codes
Y/N/blank
This facility allows you to specify whether transaction analysis categories are to
be mandatory, optional or disallowed for this account. The selections are employed
during:
AA=Account Allocation
GA=Generate Allocations (Corporate Allocations)

GD=Generate Debits
JE=Journal Entry
JI=Journal Import
LR=Ledger Revaluation
Enter Y-Yes below the category, if a T-Code must be included on transactions for
this account. The analysis category is prompted for during JE=Journal Entry,
regardless of the selections made in JD=Journal Definitions. This also applies to
validation during JI=Journal Import and when amending analysis codes in
AA=Account Allocation.
Enter N-No if the transaction analysis category is not allowed. It is then not
offered during JE=Journal Entry.
Leave this blank to use the T-Category selections made on JD=Journal Definitions.
The transaction analysis you use should have been established using ND=Analysis
Definitions and the analysis codes created using NC=Analysis Codes. If the code
does not exist, a warning message appears, but you are still permitted to enter Y-
Yes here.
Link Account Code

If you are using linked accounts in JP=Journal Presets, enter the code of the
account you want to link to this account.
In JP=Journal Presets, if you specify that the account code on line 002 is the link
account of the account on line 001, when you enter journals using that preset you
are automatically presented with the link account on line 002 of the journal. For
example, if you link a telephone expense account to a telephone company creditor
account, and enter the creditor account on line 001 of the journal, you are presented
with the linked expense account on line 002.
Suppress Revaluation
Y/blank
Conversion Module. If this box is Y-Yes, then the account is not revalued during
LR=Ledger Revaluation, even if it is within the range of account codes requested.
Otherwise, leave this box blank.

Data Access Group
Identify the data access group applicable to a chart of accounts record. This facility
enables you to prohibit/allow access to individual accounts. See the sections
Operator Permissions and Data Access Groups.
operator definition. Leave this box blank if you do not wish to restrict access to
the account.
Conversion Code Control

Y/N/blank
Conversion Module. If this box is Y-Yes, then in order to post to this account, a
conversion code must be supplied during JE=Journal Entry and JI=Journal Import.
If this box is blank, then a conversion code may optionally be supplied. If it is N-
No, the conversion code must be omitted.
Conversion Code
Conversion Module. The code entered is the default conversion code for the
account. Whenever the account is used in a conversion journal, this code is displayed.
The code can be amended, even if the Conversion Code Control box is set to Y-
Yes. In JI=Journal Import, it is applied if a transfer file record does not contain a
valid conversion code.
Default Bank Subcode

Enter the default bank code, defined in BK=Bank Details, to be used for this
account when settlement is by bank transfer. This is required only if you defined
more than one bank account for this account. See the section Bank Details.
Bank account details for settlement via bank transfer are held in BK=Bank Details.
You can identify multiple banks for each debtor, creditor, or client account. This
enables you to define any number of banks from which you can draw funds, or
into which you can deposit funds. You may require multiple banks for suppliers
or customers for processing different currencies, i.e. you settle the account by
currency, and consequently different banks. For example, you might identify a
US dollar bank account for a range of suppliers, using a bank code of USD.
When you settle these accounts, you can select the USD currency transactions and
the USD bank accounts. Payments are generated and the settlement ‘paid’ into
the appropriate currency account.
Leave this box blank if a default bank is not required.

Comments
Enter any descriptive comment. If you use this box for tax details and want to
move the information to the Tax Code box, then refer to the section File Backup/
Restore in this manual, and the Upgrading section in the Platform Manual.
Transactions Present
Display only. This box shows an entry of Y-Yes if transactions have been posted
to this account.
The remaining boxes only appear for D-Debtor, C-Creditor and T-Client accounts.
Address Code
The address code identifies the NA=Names & Addresses record associated with
this account. It is often reasonable for the account code and the address code to be
the same. To duplicate the account code in the Address Code box, use the DUPLICATE
key.
The address code can be left blank, or added later.
Tax Code
You can use this box to enter a tax code which can be printed on documents. This
is useful for the customer tax number on the European Sales Listing, or the
identification number for US tax report 1099. See the sections Formatted Layouts
and Print Formatted Accounts. Leave this blank if you do not require a tax code.
Direct Debit
Y/blank
Enter Y-Yes if you wish to settle an account using GD=Generate Debits. In other
words, if you determine the collection of receipts. This box applies to D-Debtor
and T-Client accounts only.
Leave this box blank if direct debit settlement is not required for this account.
Immediate Settlement
Y/blank
EnterY-Yes if you wish settlement to be generated as soon as the next GD=Generate
Debits run is undertaken. In other words, the due date on unsettled credits is
ignored.

Leave this blank if you wish to include a transaction in a GD=Generate Debits run
when the transaction is due for settlement, according to the terms identified in the
Payment Terms box. This is applicable only when the payment option in
PP=Payment Profiles is set to D-Due Date, Z-Allocation Marker and Due Date.
If the payment option is set to F-Force or A-Allocation Marker, the due date is
ignored, regardless of the setting in this box.
Priority
1 character, alphanumeric
Priority is a means of grouping debtor/receivables, client, and creditor/payables
accounts together for whatever reason. You can enter a number or character to
represent the group to which an account belongs. Certain functions allow you to
select accounts by their priority number, such as GA=Aged Analysis Reports.
You could use a priority code to group creditor/payables accounts for inclusion in
a payment profile. For example, you could categorise accounts that are crucial to
the operation of the business, and those which are not.
Pay Method
C/B/S/blank
In PP=Payment Profiles you can select accounts to be settled by their pay method.
Enter C-Cheque Payment for accounts paid by cheque.
Enter S-Single Payments to print one-off cheques for each transaction on an
account. This allows you to identify a number of accounts as ‘miscellaneous’ or
‘one-off purchase’ accounts. GP=Generate Payments produces a separate remittance
and/or cheque for each transaction line using the transaction description as the
payee’s name.
Enter B-Bank Payment if an account is settled using the automatic bank payment
method. This option can only be used if the LD=Ledger Definition box, Automatic
Bank Payments, is set to produce a bank transfer file. Also, BK=Bank Details
must be used to set up the necessary bank account information.
This option can be used where payments are made using automated payment
systems, such as BACS (Bank Automated Clearing System). See the section
Generate Payments for further details.
You can print remittances and/or cheques for all creditor and client accounts,
regardless of payment method, provided payment is made using GP=Generate
Payments.

If you do not wish to use any of the above methods of payment, leave this box
blank.
Credit Limit
maximum 9,999,999,999
This box can be left blank, in which case the account is assumed to have no credit
limit.
When used on a debtor account, it is reported on GA=Aged Analysis reports. If
the account total is greater than the credit limit, ‘*’ asterisks are printed beside the
account total.
Payment Terms
maximum 999 followed by 1 character M/N/blank
The due date is calculated by adding the payment days entered in this box, to the
transaction date. The due date is the date on which a transaction becomes due for
settlement. It is recalculated each time SunAccount reports or displays a due date.
Therefore, amendments made to an account’s payment terms are immediately
reflected in the due date reported. If the due date is entered manually during
JE=Journal Entry, JI=Journal Import or AA=Account Allocation, it is not
recalculated.
If the second box is M-Monthly, SunAccount applies monthly payment terms
which are calculated differently. The day number in the transaction date is replaced
by the last day of the month, and the payment terms days are added to this month
end date. The effect is to group the month’s transactions together and to treat
them as if they were all dated on the last day of the month.
If the second box is N-Net monthly, then the due date is calculated as today’s date
plus N months, and the due date becomes the last day of that month.
On debtor, creditor and client accounts, the Payment Terms box is used to determine
the transaction due date in AQ=Account Inquiry and AA=Account Allocation, and
to age transactions on GA=Aged Analysis reports.
It is also used to determine whether a transaction is due for payment. See the
sections Generate Payments and Generate Debits. If the Payment Terms box is
left blank, the transaction date is taken as the due date, except where the due date
is entered manually.
GP=Generate Payments uses the Discount Days boxes to determine eligibility for
discount.

Discount 1: Days
maximum 999
The discount date is calculated for each transaction by adding the number of
discount days to the transaction date. The discount date is the last date on which
you are eligible to take discount for early payment. Discount days can be left
blank if no discount is to be deducted.
If the second Payment Terms box is M-Monthly, then the discount date is based
on month end date, like the due date.
Discount 1: %
format 99.999
The discount amount is calculated by multiplying the transaction amount by the
discount percentage. On creditor accounts, GP=Generate Payments calculates the
discount amount. On debtor accounts, the discount percentage is used by
TM=Transaction Matching and GD=Generate Debits.
The discount percentage can be left blank.
Discount 2: Days & Discount 2: %

You can record a second set of settlement terms (discount information) to be used
during GP=Generate Payments and GD=Generate Debits. If a transaction is not
eligible for the first discount, SunAccount checks whether it is eligible for the
second discount.
See also:
& Actions
Journal Presets
Names and Addresses

Column Headings
LA=Ledger Accounting→ →Reports→→Setup Menu→→CH=Column Headings

AR=Fixed Asset Register→→Reports→
→Setup Menu→→CH=Column Headings
→Reports→
CO=Corporate Allocations→ →Setup Menuu→
→CH=Column Headings
OVERVIEW
FA=Financial Analysis and FS=Financial Statements use the column codes from
CH=Column Headings. You can also define column headings that are calculations,
with the result being determined at the time of printing. Column heading
calculations must be based on two columns that appear on the report to the left of
the calculated column.
Column Headings 253

7 ENTRIES
Column Code
Enter a column code. You can use QUERY for a list of available codes. Details of
the standard column heading codes are given later in this section. Enter a third
character B-K to specify to which budget ledger a description relates.
If you wish to create a new column calculation you must use AZ, BZ through to
ZZ or, for variance type calculations, AV, BV through to ZV. Variance calculations
can only be used in FS=Financial Statements and take into consideration the Normal
Sign box setting in LC=Statement Line Contents.
Other Amount
1 character
Conversion Module. Enter Y-Yes if you wish to amend/create a description for
an other amount. By using numbers 1-6 you can also set up descriptions for the
six conversion rates associated with a conversion code defined in CV=Conversion
Tables. Leave this box blank if the description depicts the base amount.
Column Heading 1, 2, 3 and 4

The four headings (descriptions) are printed on successive lines of a report page
heading. The standard column headings are shown later.
Column Calculation
Enter an algebraic expression in the form xfy, where x and y are values A-L
(referring to columns A to L in the report) and f is an operator (+, -, /, *, %).
So A/B means column A divided by column B. A%B means column A divided by
column B and then multiplied by 100.

Column Headings
Code Standard Column Heading Meaning
This Period
PA PERIOD This period actual
PB PERIOD BUDGET This period budget
PC PERIOD BUDGET VARIANCE This period variance of
actual from budget
PD PERIOD BUDGET VARIANCE % This period % variance of
actual and budget
PE PERIOD LAST YEAR This period last year actual
PF PERIOD LAST YEAR VARIANCE Variance of this period and
this period last year
PG PERIOD LAST YEAR VARIANCE % Variance of this period and
this period last year, as a
percentage
PH LAST PERIOD Last period actual
PI LAST PERIOD VARIANCE Variance of this period and
last period
PJ LAST PERIOD VARIANCE % Variance of this period and
last period, as a percentage
PM PERIOD DEBITS This period debit (use PM
& PN to design a trial
balance)
PN PERIOD CREDITS This period credit (use PM
& PN to design a trial
balance)
PR PERIOD RATIO % This period ratio
This Quarter
QA QUARTER This quarter actual
QB QUARTER BUDGET This quarter budget
QC QUARTER BUDGET VARIANCE Variance of this quarter
actual and this quarter
budget
QD QUARTER BUDGET VARIANCE % Variance of this quarter
actual and this quarter
budget, as a percentage
Column Headings 255

QE QUARTER LAST YEAR This quarter last year actual

QF QUARTER LAST YEAR VARIANCE Variance of this quarter and
this quarter last year
QG QUARTER LAST YEAR VARIANCE % Variance of this quarter and
this quarter last year, as a
percentage
QH LAST QUARTER Last quarter actual
QI LAST QUARTER VARIANCE Variance of this quarter and
last quarter, as a percentage
QJ LAST QUARTER VARIANCE % Variance of this quarter and
last quarter, as a percentage
QR QUARTER RATIO % This quarter ratio (say, ratio
to sales)
Year-To-Date
YA Y-T-D Year-to-date actual
YB Y-T-D BUDGET Year-to-date budget
YC Y-T-D BUDGET VARIANCE Variance year-to-date actual
and year-to-date budget
YD Y-T-D BUDGET VARIANCE % Variance of year-to-date
actuals and year-to-date
budgets, as a percentage
YE Y-T-D LAST YEAR Year-to-date actual last year
YF Y-T-D LAST YEAR VARIANCE Variance of current year-to-
date and year-to-date last
year
YG Y-T-D LAST YEAR VARIANCE % Variance of current year-to-
date and year-to-date last
year, as a percentage
YH LAST YEAR END Last year end actual
YK YEAR END Year end actual
YL YEAR END BUDGET Year end budget
YM Y-T-D DEBITS Year-to-date debit
YN Y-T-D CREDITS Year-to-date credit
YR Y-T-D RATIO % Year-to-date ratio

Balance
BA BALANCE Balance actual
BB BALANCE BUDGET Balance budget
BC BALANCE BUDGET VARIANCE Variance of balance actual
and balance budget
BD BALANCE BUDGET VARIANCE % Variance of balance actual
and balance budget as a
percentage
BE BALANCE LAST YEAR Balance this period last year
actual
BF BALANCE LAST YEAR VARIANCE Variance of balance this
period and balance this
period last year
BG BALANCE LAST YEAR VARIANCE % Variance of balance this
period and balance this
period last year, as a
percentage
BH BALANCE LAST PERIOD Balance last period actual
BI LAST PERIOD VARIANCE Variance of balance this
period and balance last
period
BJ LAST PERIOD VARIANCE % Variance of balance this
period and balance last
period, as a percentage
BK BALANCE YEAR END Actual balance at year end
(for forward postings on
balance sheets)
BL BALANCE YEAR END BUDGET Budget balance at year end
BR BALANCE RATIO % Balance ratio
BS BALANCE YEAR START Actual balance at start of
year
Column Headings 257

Forecast
FA FORECAST BASED ON ACTUAL Year end forecast based on
actual, where forecast =
actual to - date x total
number periods/number of
periods to - date
FB FORECAST BASED ON BUDGET Year end forecast based on
budget, where forecast =
actual to - date + budget for
remaining periods
Spread
SA PERIOD SPREAD Period spread of actuals
SB BUDGET SPREAD Period spread of budgets
F Note: The headings for column codes SA and SB are fixed and cannot be
changed.
See also:
& Actions
Analysis Layouts
Financial Analysis
Financial Statements
Statement Layouts

Commitment Inquiry
LA=Ledger Accounting → Inquiry → TQ=Commitment Inquiry
OVERVIEW
The commitment facility allows you to define budgets, against which, actual and
committed expenditure is compared. DB=Database Definitions allows you to
specify two budget ledgers, one primary budget ledger, and another for
commitments. As transactions are entered, the committed and actual expenditure
is compared with the budgeted expenditure. TQ=Commitment Inquiry allows
you to examine commitment information for an account.
Commitment checking can be used to control over expenditure. It is carried out
during:
PE=Purchase Order Entry in SunBusiness
VM=Purchase Invoice Matching in SunBusiness
VE=Purchase Invoice Entry in SunBusiness
JE=Journal Entry in SunAccount
Commitment Inquiry 259

When adding a transaction in any of the above, you are warned if the transaction
value will cause the budgeted expenditure to be exceeded. If you choose to
overcommit, you can continue entering the transaction.
TQ=Commitment Inquiry shows the following:
• Account name. When you enter an account code, the associated account name
is displayed.
• Budget. This is the balance of the chosen account in the Primary Budget Ledger
specified in DB=Database Definitions. This budget ledger can be in the range
B-K.
• Actual. This is the balance of the chosen account in the actual ledger. It is
important to note that this figure may be recalculated by running PC=Period
Cleardown. If this account on the SunAccount ledger is not cleared down at
the end of each financial year, the figure shown on this screen will include
previous year’s postings. See the section Period Cleardown.
• Commitment balance. This is the balance of the chosen account in the Purchase
Commitment Ledger specified in DB=Database Definitions. This budget ledger
can be in the range B-K.
• Budget remaining. This figure is derived by adding the committed and actual
expenditure together, and subtracting the result from the budget. The resulting
figure is the remaining budget.
F Note: Budget and actual balances are recalculated when you enter Y-Yes in
the Reset Budget Check Balances box in PC=Period Cleardown. This
recalculates balances for the current ledger.
7 ENTRIES
Account Code
Enter the account code for which you wish to view budget details. You can use the
QUERY facility.
Analysis Category 1
A0-A9/T0-T9/blank
If you want to see commitments at analysis category, subcategory, or code level
for this account, enter the analysis category you want to examine. You can use
QUERY to select a category. If you want to see commitments at account level, leave
this box blank.

Analysis Subcategory 1
A-Z
If you have set up budget checking for the category entered in the previous box
above, you can use masking to see commitments for a range of analysis codes.
See the section Analysing Information in the SunAccount Appreciation Guide. If
you want to see the commitments for all codes in the analysis category you have
selected, leave this box blank.
Analysis Code 1
If you want to see commitments at analysis code level for this account, enter the
analysis code that you want to examine. You can use QUERY to select a code.
Analysis Category 2
A0-A9/T0-T9/blank
If you want to examine the commitments for two analysis categories, subcategories,
or codes for this account, enter the second analysis category you want to examine.
You can enter the same category as in the Analysis Category 1 box.
Analysis Subcategory 2
A-Z
If you have set up budget checking for the category entered in the previous box
above, you can use masking to see commitments for a range of analysis codes.
See the section Analysing Information in the SunAccount Appreciation Guide. If
you want to see the commitments for all codes in the analysis category you have
selected, leave this box blank.
Analysis Code 2
If you want to see commitments at analysis code level for this account, enter the
analysis code that you want to examine. You can use QUERY to select a code.
F Note: Analysis categories, subcategories and codes can only be selected if

they have been specified in your BC=Budget Check Definitions.
Commitment Inquiry 261

8 ACTIONS
Select Transfer if you want to I-Import budget information, or E-Export budget

information. Data for a selected account range is exported to a file. This can then
be used in another software package.
The Report option allows you to produce a report of budget information for a
selected account range.
See also:
& Actions
Ledger Definition

→Setup Menu→
→Maintenance→
SS=SunSystems→ →CS=Control Sequence Definitions
OVERVIEW
In PD=Printer Definitions and RD=Report Definition, you can specify printer

commands to instruct the printer to output reports in a particular format. For
example, you might select normal or compressed mode. The print strings required
for some printers, usually laser printers, are often long and may not fit in the
PD=Printer Definitions boxes. The CS=Control Sequence Definitions function
allows you to specify a 40 character print sequence.
You can also embed control sequences within documents designed using RD=Report
Definition. See the Platform Manual for information about commonly used
printers.
Control Sequence Definitions 263

7 ENTRIES
Sequence Code
Enter the sequence code to identify the print string.
Sequence Name
Describe the purpose of the sequence. For example, Compressed, HPLJIII.
Control Sequences 1, 2, 3 and 4

Enter suitable decimal codes as defined in your printer manual. You must enter
three digits for every character, so for 27 (esc) and 14 you would enter 027014. If
the sequence of numbers is more than 30 digits, continue in the next box. See the
Platform Manual for examples of printer control sequences.
See also:
& Actions
Report Definition
Printer Definitions

Conversion Definitions
LA=Ledger Accounting → Maintenance → CN=Conversion Definitions

AR=Asset Register → Maintenance → CN=Conversion Definitions
OVERVIEW
Conversion Module only.

The functions comprising the definition of currency, time recording, weight, and
other rates in Ledger Accounting are:
CN=Conversion Definitions
CV=Conversion Tables
DC=Daily Conversion Tables
CN=Conversion Definitions is the top level record, allowing you to set general
information. This includes an identifying code, description, realised and unrealised
gains and losses account, decimal places setting, etc. When setting conversion
rates for currencies, you normally create one conversion definition per currency.
Conversion Definitions 265

For example, you might create a Deutsche Mark or a US dollar conversion
definition. Once you have set up a conversion definition you can create a conversion
table or a daily conversion table for that conversion definition.
You can create any number of conversion tables for each conversion definition.
You can define rates for different periods and account ranges. Similarly, in daily
conversion tables, you can create rates which are applied by date and account
ranges, as opposed to period and account ranges. See the sections Conversion
Tables and Daily Conversion Tables for further information about defining
conversion rates.
7 ENTRIES
Conversion Code
This code identifies the currency or other conversion rate. You might, for example,
use USD for US dollars, FR for French francs, etc. For time recording, you
would enter codes for each employee level, e.g. Senior Consultant and Junior
Consultant.
The conversion code links the conversion definition record to CV=Conversion
Tables and to DC=Daily Conversion Tables.
Conversion Name
You must enter a conversion name. It is used for information purposes on various
screens and reports.
Currency Gender
F, N, M, or blank
The gender of the currency determines the words used in the sentence construction
for statements, remittances, and cheques in RD=Report Definition. Enter F-
Feminine, N-Neuter, M-Masculine, or leave the box blank for no gender.
Currency Unit Name

You can include the currency unit name in RD=Report Definition documents.
This is particularly useful when amounts are converted to words on cheques. See
the section Report Definition for further information.

Currency Subunit Name
You can use the Include Currency Subunit Name box in RD=Report Definition to
print a subunit name at the end of the sentence when amounts are converted to
words. Enter the name of the subunit of the currency. For example, cents is the
currency subunit name for the US dollar.
Conversion Difference Account Codes

This is where you identify the account codes to be used for posting difference
amounts generated by the system. This includes realised and unrealised gains and
losses. Realised gains and losses are generated by the following functions:
JE=Journal Entry Online Allocation
Unrealised gains and losses are generated by LR=Ledger Revaluation.
Net or Losses Realised

This is the account to which net realised amounts, or realised losses are posted. If
you do not define a Gains account in the following box, then all realised amounts
are posted to this account. Otherwise, losses are posted to this account.
Gains Realised
This is the account to which realised gains are posted. If this box is left blank,
then all realised transactions generated by the system are posted to the net or
losses account described previously.
Net or Losses Unrealised

This is the account to which net unrealised amounts, or unrealised losses, generated
by LR=Ledger Revaluation, are posted. Whether the net values, or losses only,
are posted to this account, depends on the setting on the LD=Ledger Definition in
the Revaluation Method box. If the setting on this box is blank, then the net
values of gains and losses are posted to this account. If the setting is S-Separate,
then losses are posted to this account, while gains are posted to the account specified
in the next box. If the setting is L-Losses only, then only losses are generated and
posted to this account. Finally, if G-Gains only is the setting in the Revaluation
Method box, then G-Gains only are posted and this account is ignored.

Gains Unrealised
This is the account to which unrealised gains, generated during LR=Ledger
Revaluation, are posted.
Gains will be posted to this account if, on the LD=Ledger Definition, the
Revaluation Method box is set to blank, S-Separate, or G-Gains only. If this
box is set to L-Losses only, then LR=Ledger Revaluation will not generate any
gains.
Payment Account
This box allows you to identify the account from which funds are taken during
GP=Generate Payments for payments generated in this currency. Normally this
would be a bank account code. If you leave this box blank, the account code
entered during GP=Generate Payments is used. GP=Generate Payments can also
settle T-Client accounts, so this account can also ‘receive’ funds.
Debit Account
This box allows you to identify the account to which funds are added during
GD=Generate Debits for receipts generated in this currency. Normally this would
be a bank account code.
If this box is left blank, then the account code entered during GD=Generate Debits
is used.
Decimal Places
0/1/2/3/blank
Enter the number of decimal places to be used by all other amounts associated
with this conversion definition. If this box is left blank, the default is two decimal
places.
Daily Rate
Y/blank
Enter Y-Yes if you want to use daily rates defined in DC=Daily Conversion Tables
for JE=Journal Entry and JI=Journal Import, in preference to the rates defined in
CV=Conversion Tables. An entry of Y-Yes precludes the use of rates defined in
CV=Conversion Tables, in JE=Journal Entry, and in JI=Journal Import. See the
section Daily Conversion Tables for further information about using daily conversion
rates.

Day Limit
1-99/blank
The Day Limit box relates to the Daily Rate box. Enter the number of days for
which a daily conversion rate will remain valid. Day number 1 is the current day.
For example, if you created a DC=Daily Conversion Tables record with an effective
date of 07/01/91, by entering 07 in this box, the rate is enforced from 7 to 13
January 1991. By entering 01 in this box, the rate is valid for 7 January 1991
only.
See also:
& Actions
Conversion Tables
Daily Conversion Tables
Ledger Definition

Conversion Tables
LA=Ledger Accounting → Maintenance → CV=Conversion Tables

AR=Fixed Asset Register → Maintenance → CV=Conversion Tables
OVERVIEW
Conversion Module
The functions comprising the definition of currency and time recording rates in
Ledger Accounting are:
CN=Conversion Definitions is the top level record, allowing you to input general
information about a currency or time recording rate. This includes an identifying
code, description, realised and unrealised posting accounts, decimal places, etc.
You normally create one conversion definition per currency. For example, you
might create a Deutsche Mark, or US dollar conversion definition.
Conversion Tables 271

You can define rates for different periods and account ranges. Similarly, in
DC=Daily Conversion Tables, you can create rates applied by date and account
ranges, as opposed to period and account ranges.
Conversion tables allows you to define conversion rates which convert other amounts
to base amounts, or vice versa. This is used mainly to convert other currency
amounts to a base currency, but also record rates for time recording.
Each set of rates is stored in a conversion table identified by a conversion code
(for example, USD for US dollars), an accounting period, and/or an account code
range. You can have several USD conversion table records relating to various
accounting periods and account ranges.
Alternatively, you can leave the Accounting Period and Account Range boxes
blank, thus applying just one set of conversion rates to all periods and accounts.
The primary rate is used in:
JE=Journal Entry
JI=Journal Import
The conversion rates 2-6 are used only in financial reporting.
See the section Multiple Currencies in SunAccount in the SunAccount Appreciation
Guide.
The conversion tables can contain several records for a conversion code, i.e. there
may be a number of account and period ranges specified for a single conversion
code. The system selects the appropriate conversion rate to apply, according to
the following hierarchy:
• The first conversion rate selected will have an accounting period and account
code or range that matches the entry.
• If the above has not been defined, the system searches for a conversion rate
with an account range that includes the account to which the posting is being
made, and where the accounting period range is blank.
• The third search is for a specific accounting periods where a range of accounts
has not been specified.
• Finally, if none of the above matches can be found, the system will search for
a conversion rate that has a blank account code and accounting period range.
If a rate is not found, JE=Journal Entry rejects the conversion code.
You are advised to define a conversion code, without an accounting period and
account range, so that a default exists.

If the Daily Rate box is set to Y-Yes in CN=Conversion Definitions, then the rates
defined in conversion tables are not used in JE=Journal Entry and JI=Journal
Import.
Financial Reports
Financial reports use the conversion rates from the main database when
consolidating details from subsidiary databases.
When consolidating a number of databases in financial reports, in a single currency
system, the rate is taken from the LD=Ledger Definition box, Consolidate
Conversion Rate, in the subsidiary database. This defaults to 1.00000.
Fixed Asset Register

Assets can have other currency amounts, identified by the conversion code entered
on the AR=Asset Records and AB=Asset Budget Records.
7 ENTRIES
Conversion Code
This code identifies the currency or rate and should relate to a code defined in
CN=Conversion Definitions.
For example, you might use USD for US dollars, or DEM to identify Deutsche
Marks. For time recording, you might use conversion codes, such as T/S for
technician.
You can specify a conversion code a number of times and then identify a different
accounting period or account range. This enables you to attach precise rates to
each period and account.
Accounting Period
format ppp/yyyy
This is the accounting period to which the rate applies. Leave this blank to enter
a single rate to apply to all accounting periods.

Enter the account code, or range of account codes, to which the rate applies.
Leave this blank if the rate applies to all account codes, or if you wish to enter a
default rate for those account codes not specifically defined.
Multiply Or Divide
* or /
Enter ‘*’ multiply if the other amount is to be multiplied by the conversion rate to
give the base amount. Enter ‘/’ divide if the other amount is to be divided by the
conversion rate to give the base amount.
Primary Conversion Rate

format 999999999.999999999
This conversion rate is used in JE=Journal Entry, JI=Journal Import and LR=Ledger
Revaluation. It is not used by JE=Journal Entry or JI=Journal Import, if daily
rates are defined on the CN=Conversion Definition. Even if you are using DC=Daily
Conversion Rates, you will probably want to use a primary conversion rate for
other functions, such as LR=Ledger Revaluation.
Conversion Rates 2-6

format 999999999.999999999
The rates entered in these boxes are used in financial reporting. The other amount
boxes in NL=Analysis Layouts, SL=Statement Layouts and TC=Table Columns
accept entry of numbers in the range 1-6. One represents the primary rate, whilst
2 to 6 represent the reporting conversion rates. These rates may be used to revalue
reports.
Override Definition Settings

The following settings can be defined for the currency generally on the
CN=Conversion Definitions record. However, if you wish to apply different names
or conversion difference accounts to individual conversion tables, then complete
the following:
Conversion Name
This is the conversion name associated with the conversion table.

You can identify the account code to be used for posting difference amounts
generated by the system. This includes realised and unrealised gains and losses.
Realised gains and losses are generated by the following functions:
JE=Journal Entry
JI=Journal Import
Unrealised gains and losses are generated by LR=Ledger Revaluation
Net or Losses Realised

you do not define a gains account in the following box, then all realised amounts
generated are posted to this account. Otherwise, losses are posted to this account.
Gains Realised
losses account specified in the previous box.
Net or Losses Unrealised

This is the account to which net unrealised amounts, or unrealised losses, generated
by LR=Ledger Revaluation, are posted. Whether the net values, or losses only,
are posted to this account, depends on the setting in the LD=Ledger Definition
box, Revaluation Method. If the setting in this box is blank, then the net values of
gains and losses are posted to this account. If the setting is S-Separate, then losses
are posted to this account, while gains are posted to the account specified in the
next box. If the setting is L-Losses only, then only losses are generated and
posted to this account. Finally, if G-Gains only is the setting in the Revaluation
Method box, then G-Gains only are posted and this account is ignored.

Gains Unrealised
This is the account to which unrealised gain amounts, generated during LR=Ledger
Revaluation, are posted.
Gains will be posted to this account if the Revaluation Method box on the
LD=Ledger Definition is set to blank, S-Separate, or G-Gains only. If this
box is set to L-Losses only, then LR=Ledger Revaluation will not generate any
gains.
See also:
& Actions
Conversion Tables
Ledger Revaluation

Creditor Transfer
LA=Ledger Accounting → Procedures → CT=Creditor Transfer
OVERVIEW
CT=Creditor Transfer produces files of information about creditor and client

accounts which can be used by other software packages to produce letters, name
and address labels, etc. For further information on other ways of transferring data
from SunAccount, see the section, Transferring Data To and From SunAccount in
To transfer creditor information to such a file, you must perform the following
steps:
1 Use TL=Transfer Layouts to identify the items of information you want to
include on the file, and to specify the format in which this data will be presented.
The format code allows you to specify the layout of the data. For example,
choose the transfer format CDF to output data in ‘comma delimited format’.
See the section Transfer Layouts for further information.
Creditor Transfer 277

2 In CT=Creditor Transfer select a transfer layout code and complete the
selections, specifying which accounts will be included in the transfer.
3 Specify the output filename for the data file.
4 Select the action Process Transfer to proceed with the transfer of data. The
transfer file will comprise one line for each account transferred.
To understand how ages and amounts are calculated, you should note the following:
• Transactions are ignored if their allocation marker is A-Allocated, P-Paid,
C-Correction, or R-Reconciled. You can also choose whether to include, or
exclude, withheld transactions.
• Transactions after the period specified in the Cut-off Period box are ignored.
Calculating Oldest Debt

Oldest debt is calculated as follows. All payments for an account are accumulated
regardless of date. Invoices are ‘deducted’ from the total payments amount at the
dates they were entered. At a certain date, the balance will cross a threshold to
become a credit balance. The first recorded credit balance is deemed to be the
oldest debt. In other words, the oldest debt will be recorded in the time span
during which the balance moved from debit to credit.
Calculating Amount of Debt

The amount of debt is deemed to be the difference between the debt at the beginning
of the time span and the end of the time span. The time span is determined by the
settings in the Age Outstanding (Days) From and To boxes. This allows you to
identify the debt for a specific time span. For example, if you set the Age
Outstanding (Days) From box to 20 days and the Age Outstanding (Days) To box
to 30 days, debts older than 30 days are excluded. The advantage of this is that
you can transfer details of specific ageing periods separately.
7 ENTRIES
Transfer Layout
5 characters
Enter the code of the transfer layout which specifies the layout of the transfer file
you want to produce. This layout must have been created in TL=Transfer Layouts.

10 characters
Enter the range of account codes you want to transfer. Leave these boxes blank to
transfer all C-Creditor and T-Client accounts. See the section Chart of Accounts
for further information on account types.
Account Priority From/To

1 character
Enter the priority or range of priorities to be transferred. The priority of an
account is set in the Priority box in CA=Chart of Accounts; it can be recorded on
all D-Debtor, C-Creditor, and T-Client account types. Leave this box blank to
transfer all priorities.
Analysis Codes From/To

maximum 5 selections
You can use account analysis codes within categories A0-A9 to further narrow
down the range of accounts included in your transfer file. Only accounts in the
account code range matching the analysis codes you select are included in your
transfer file.
The analysis categories displayed are determined by the settings of the Selection
Code boxes in TL=Transfer Layouts.
Amount of Debt From/To

maximum 15 digits no decimal places
You can select the creditors to transfer by the size of the debt. Leave both boxes
blank to transfer accounts regardless of the size of the debt.
Leaving both boxes blank will lead to the inclusion of creditors with zero balances
(no debt) and creditors who are in debt to you. To exclude creditors with zero
balances or who are in debt, enter From 1 and To 999999999999999.
Age Outstanding (Days) From/To

maximum 999
You can select the creditors to transfer by the age of their debt. Leave both boxes
blank to transfer accounts regardless of the age of the debt.
The age of a transaction is taken from its due date, i.e. the date on which the
transaction is due for payment. The due date is calculated as follows:
• If a due date is entered manually during JE=Journal Entry or AA=Account
Allocation, that the date has highest precedence.
• If a due date is not entered manually during JE=Journal Entry but the journal
type used has the Suppress Ageing box set toY-Yes, the transaction date is used
as the due date.

payment terms on the CA=Chart of Accounts record.

date format
Enter the date from which you wish ageing to be calculated. Leave this box blank
to use today’s date.
Cut-off Period
format ppp/yyyy
Transactions posted to periods later than the cut-off period are ignored when
accounts are selected for inclusion in the transfer file.
Suppress Withheld Transactions

Y/N
Enter Y-Yes to exclude transactions that have an allocation marker of W-Withheld.
Selection Based On Oldest Debt

Y/N
If this box is set to Y-Yes, accounts are only selected for transfer if they have gone
into credit in the ageing band described earlier. See the subsection Calculating
Oldest Debt earlier in this section, for more information. If you are running
several transfers, each for different age ranges, then you can use this box to ensure
that an account is only selected once.

Y/R/blank
1 or 2. Enter Y-Yes to select all transactions. Enter R-Rough to select only rough
transactions. Leave this box blank to select non-rough, ledger transactions only.
Output File Name

Enter the name of the file that is to hold the transferred data. The filename used
must comply with the rules of the operating system, but can be prefixed by any
drive identifiers or directory path names.
You will probably establish your own conventions for naming files. For example,
files produced for different ages of debt could include the number of days debt,
such as CRED60 or CRED90.

8 ACTIONS
Process Transfer
Having completed the relevant boxes on the screen, use Process Transfer to perform
the transfer. The message TRANSFER COMPLETE appears when the transfer
process has finished.
See also:
& Actions
Chart of Accounts
Debtor Transfer
Transfer Layouts
Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide

LA=Ledger Accounting → Maintenance → DC=Daily Conversion Tables

AR=Fixed Asset Register → Maintenance → DC=Daily Conversion Tables
OVERVIEW
Conversion Module
The functions comprising the definition of currency and time recording rates in
Ledger Accounting are:
CN=Conversion Definitions is the top level record, allowing you to input general
information about a currency. This includes an identifying code, description,
realised and unrealised posting accounts, decimal places, etc. You normally create
one conversion definition per currency. For example, you might create a Deutsche
Mark or US dollar conversion definition.
Daily Conversion Tables 283

You can define rates for different periods and account ranges. You are advised to
create a conversion code in CV=Conversion Tables to be used by the following
functions:
All financial reporting functions
DC=Daily Conversion Tables allows you to define conversion rates associated
with specific dates. This is particularly useful for highly volatile currencies,
where frequent fluctuations occur.
Daily conversion tables can be used for time recording. For example, accounting
for special holiday rates.
Daily conversion rates are used in JE=Journal Entry and JI=Journal Import, where
the appropriate daily rate is applied.
The CN=Conversion Definitions box, Daily Rates, must be set to Y-Yes before
rates defined in daily conversion tables are used. Equally, if the CN=Conversion
Definitions box, Daily Rates, is set to Y-Yes, and daily conversion tables are not
defined for the conversion code, you cannot continue with the entry.
If the entries do not fit the date and account code criteria for the corresponding
daily conversion code, a warning message is displayed, and you are prevented
from entering base or other amounts for that currency.
If a valid daily rate is found, it is applied if the difference between the transaction
date entered, and the effective date on the daily conversion tables, is within the
day limit set in CN=Conversion Definitions.
Manually entered rates are compared with the daily rate. The difference, if any,
is subject to the conversion rate tolerance percentage set in LD=Ledger Definition.
7 ENTRIES
Conversion Code
This code identifies the currency or rate. For example, you might use USD for
US dollars, or DEM for Deutsche Marks. For time recording you might create
conversion codes for consultancy, or training.
The code must relate to a conversion code defined at the top level in CN=Conversion
Definitions. You can create any number of daily conversion rates for a conversion
definition.

Effective Date
date format
Enter the date from which this rate is effective. Leave this box blank to create a
default or ‘oldest possible’ rate for this conversion code. This default rate will not
be used if you define a day limit in CN=Conversion Definitions.

Enter the account code, or range of account codes, to which the rate applies.
Leave this blank if the rate applies to all account codes, or if you wish to enter a
default rate for those account codes not specifically defined.
Multiply Or Divide
* or /
Enter an ‘*’ asterisk if the other amount is to be multiplied by the conversion rate
to give the base amount. Enter an ‘/’ oblique if the other amount is to be divided
by the conversion rate to give the base amount.
Daily Conversion Rate

format 999999999.999999999
This is the conversion rate used in JE=Journal Entry and JI=Journal Import. This
box cannot be left blank.
Override Definition Settings

The following settings can be defined for the currency generally on the
CN=Conversion Definitions record. However, if you wish to apply different
conversion difference accounts to individual conversion tables, then complete the
following:
Conversion Name
This is the conversion name associated with the conversion table.

You can identify the account codes to be used for posting difference amounts
generated by the system.
Daily Conversion Tables 285

Net Or Losses Realised
you do not define a gains account in the following box, then all realised amounts
are posted to this account. Otherwise, losses are posted to this account.
Gains Realised
losses account specified in the previous box.
See also:
& Actions
Conversion Tables
Journal Entry
Journal Import
Ledger Revaluation

Data Access Groups
SS=SunSystems → SU=Setup Menu → DA=Data Access Groups
OVERVIEW
OP=Operator Permissions in SunSystems allows you to identify any number of

access combinations. Each combination is created as an operator group. Individual
operators are assigned to a group in OD=Operator Definitions. DA=Data Access
Groups allows you to pull together operator groups for inclusion in, or exclusion
from, individual records in the options:
BD=Budget Definitions
CA=Chart of Accounts
NC=Analysis Codes T0-T9 and M0-M9
JD=Journal Definitions
NL=Analysis Layouts
SL=Statement Layouts
TF=Table Formats
GL=Aged Analysis Layouts.
Data Access Groups 287
For example, in OP=Operator Permissions you identify a number of groups or
levels of access to include in, or exclude from, the functions in SunSystems. You
then create OD=Operator Definitions for the personnel who will use SunSystems.
They will have varying degrees of access, depending on the operator group to
which they belong. You might exclude certain operators from entering journals,
others might be restricted to inquiring on data, etc. At the detailed level of
determining which individual records an operator can have access to, you can
then define a number of data access groups, to which operator groups belong.
You can use wildcards in the form of asterisks in the group codes. So, for example,
you could include all operator groups that start with A, by entering A****.
7 ENTRIES
Data Access Group

Enter the code for the data access group you wish to create. Use QUERY to display
a list of existing codes.
Description
Enter a suitable description for the group. This might be Senior Management,
Operator Clerk, etc.
Exclude/Include
E/I
As described in the overview, access group codes can be identified on individual
records in a number of SunAccount options. This box enables you to identify
whether an access group is to act as an ‘includer’ or ‘excluder’. Operator groups
listed on a data access group identified as I-Inclusion, will have access to the
records that have that data access group. E-Exclude will exclude operators from
records with the associated group code.
Operator Groups: Default Operator

Y/blank
Enter Y-Yes, if you wish to include the default operator in this data access group.
The default operator group has a code of blank.
Enter up to 64 operator groups. You can use QUERY to present a list of available
operator group codes.

See also:
& Actions
Data Access Groups 289

→Setup Menu→
→Maintenance→
SS=SunSystems→ →DB=Database Definitions
OVERVIEW
This screen is used to define your databases or ledgers. Use it to give each database
a name, to specify the date format, and to tell the system where to keep the
relevant files. The Platform Manual gives full details on the location of files.
The maintenance of database definitions should be undertaken by the system
manager when no other users are logged in to SunSystems. After making changes,
Exit from SunSystems, and re-enter to continue.
F Note: Use NL=Analysis Category Lengths to set the length of analysis

categories for each database.
Database Definitions 291

7 ENTRIES
Database Code
3 characters
Enter a three character code to identify your database. Leave this box blank for
the default database definition. The default database settings for the file drives
and multi-volume backups are used by other database definitions whose boxes are
left blank. Defaults are displayed on the right hand side of the screen.
Database Name
30 characters
Enter the name you wish to display at the top of all reports for this database.
File Drives
10 characters
Enter the drive and/or directory where each file is to be located. The directory
must have been created, the drive must exist, and a floppy disk must be in the
floppy disk drive during use (if a floppy disk drive has been specified).
Further information about the location of files, and the use of logical names, is
given in the Platform Manual.
If you leave these boxes blank, then the drives specified on the default database
definition will be used. These are displayed under the assumption of blank heading.
Remember to put a ‘\’ backslash after the directory name.
Multi-Volume Backups
Y/N/blank
This box is for DOS and OS/2 users only. Enter Y-Yes if you backup onto floppy
disks, to enable files to be split across disks. You are advised to backup using a
new disk for each file, so you can restore individual files. Enter N-No if you do
not want to backup onto floppy disk. Leave this box blank to use the setting from
the default database definition.
Data Access Group

Identify the data access group which is applicable to a database definition. This
facility enables you to prohibit/allow access to individual databases. See the
sections Operator Permissions and Data Access Groups.

You can only enter a group that includes the operator group defined in your operator
definition. Leave this box blank if you do not want access to this database restricted
to certain operator groups.
Date Format
A/B/C
This box determines the appearance of all dates within SunSystems; they relate to
different international standards. Enter one of the following options:
A - mm/dd/yyyy USA
B - dd/mm/yyyy UK
C - yyyy/mm/dd Oriental
Primary Budget Ledger

B-K
If you are using over commitment or over-expenditure checking, enter a valid
budget ledger code. These values are compared to the actuals and/or commitments
and warning messages appear if the budgeted amount is exceeded when posting to
the ledger.
Create budget ledgers in FC=File Creation. Purchase Order Processing also
uses the primary budget ledger. See the section Commitment Inquiry.
Purchase Commitment Ledger

B-K
Enter a valid ledger code to be used for commitments.
SunBusiness users only. Purchase Order Processing uses this box to identify
the budget ledger to which purchase commitments are posted. This must not be
the same as the primary budget ledger. See the Commitment Transfer section in
the SunBusiness Reference Manual.
Decimal Places - SunAccount

0/1/2/3/blank
Enter the number of decimal places you want to use for the base amount in this
database. Base amounts can contain a maximum of 15 digits, including any decimal
places. If 0 is selected, only integers can be entered. If 1 is selected, one decimal
place is provided. If this box is left blank or 2 is selected, two decimal places are
provided. If 3 is selected, then three decimal places are provided.
Do not change this entry once transactions have been posted to a database. The
other amount’s decimal places are defined in CV=Conversion Tables.
Database Definitions 293

Decimal Separator
1 character
Select a character to separate the integer part of an amount from the decimal
places. This is normally ‘.’ a full stop/period, but any non-numeric character is
allowed. Leave this blank for the default of full stop/period.
Thousand Separator
1 character
Select a character to separate thousands from hundreds, and millions from thousands,
and so on. This is normally a ‘,’ comma, but any non-numeric character is allowed.
Enter a ‘-’ hyphen to have thousands separated by a space.
The two separators must not be the same. You must not amend these boxes once
transactions have been posted to this database.
Decimal Places - SunBusiness

0/1/2/3/blank
Enter the number of decimal places you want to use for the base amount in this
database. base amounts can contain a maximum of 15 digits, including any decimal
places. If 0 is selected, only integers can be entered. If 1 is selected, one decimal
place is provided. If this box is left blank or 2 is selected, two decimal places are
provided. If 3 is selected, then three decimal places are provided.
Do not change this entry once transactions have been posted to a database. The
other amount’s decimal places are defined in CV=Conversion Tables. See the
section Conversion Tables in this manual.
See also:
& Actions
File Backup/Restore
File Creation
Ledger Definition

Daybook Listing
LA=Ledger Accounting → Reports → DB=Daybook Listing
OVERVIEW
Italian tax regulations stipulate that transactions be posted as rough, before being
approved and converted to hard or permanent transactions. The DB=Daybook
Listing can report on rough transactions. During printing, you can optionally
remove the ‘rough’ flag from transactions included in the report. A sequence
number can also be applied. The daybook sequence code is defined in SN=Sequence
Number Definitions, and the sequence number is posted to the daybook category.
Both the daybook sequence code and sequence category are specified in LD=Ledger
Definition.
If a transaction already has a sequence number applied to it, no new number is
allocated.
Daybook Listing 295

When the Sequential Order box in LD=Ledger Definition is set to Y-Yes,
DB=Daybook Listing processes transactions as follows:
• A sequence number is applied to each journal line rather than each transaction
reference
• Not rough book. Entire journals, rather than individual transaction references,
are selected and processed
• Not rough book. Transactions are stored by journal line number within journal
number within entry date
• Rough book. Purchase transactions are sorted by sequence number within
sequence code within entry date
• Rough book. Sales transactions are sorted by reference within sequence code
within entry date
Although this option is designed to comply with Prima Nota regulations, you can
use it to print other reports you require.
Daybook listing reports are designed using RD=Report Definition. Transactions
can be sequenced by entry date, and can include totals for each day, each page, the
year-to-date, and at the end of the report.
7 ENTRIES
Entry Date From/To

date format
Enter a date or range of dates to be included in your report.
Definitive Request
Y/N/blank
Enter Y-Yes if you want to remove all the rough book flags. Enter N-No to leave
the rough book flags in place. Leave this box blank for the default of N-No.
If you set this box toY-Yes, all rough journals must balance by transaction reference
before they can be posted to the ledger. If this box is set to N-No or blank, the
report highlights rough journals that do not balance by transaction reference.

Format Code
Enter the format code for this report. Use the RD=Report Definition function to
define the layout of the report.
See also:
& Actions
Report Definition
Tax Details
Tax Listing Layouts
Daybook Listing 297

Debtor Transfer
LA=Ledger Accounting → Procedures → DT=Debtor Transfer
OVERVIEW
DT=Debtor Transfer produces files of information about debtor and client accounts
which you can use with other software packages to produce letters, name and
address labels etc.
To transfer debtor information to such a file, you must perform the following
steps:
• Use TL=Transfer Layouts to identify the items of information you want to
include in the file, and to specify the format in which this data is presented.
The format code allows you to specify the layout of the data. For example,
choose the transfer format CDF to output data in ‘comma delimited format’.
See the section Transfer Layouts.
Debtor Transfer 299

• In DT=Debtor Transfer select a transfer layout code and complete the selections,
specifying which accounts you want to include in the transfer.
• Specify the output filename for the data file.
• Select the action Process Transfer to proceed with the transfer of data. The
transfer file comprises one line for each account transferred.
7 ENTRIES
Transfer Layout
5 characters
Enter the transfer layout code which defines the layout of the transfer file to be
produced. This layout must have been created using TL=Transfer Layouts.

10 characters
The range of account codes to be transferred. Leave blank to transfer all creditor
and client accounts. See the section Chart of Accounts.

1 character
The priority or range of priorities to be transferred. The priority can be recorded
on all debtor, creditor and client accounts. Leave blank to transfer all priorities.

maximum 5 selections
This option allows you to further narrow down your range of accounts by imposing
A-Code ranges. Only accounts in the account code range which also meet the
specified criteria will be included.
You define the account analysis categories in TL=Transfer Layouts.
Amount Of Debt From/To

maximum 15 digits no decimal places
You can transfer creditors according to the size of their debt. Leave blank to
transfer accounts regardless of the size of the debt. Note, however, that leaving
this box blank will include creditors with zero balances (no debt) and those who
are in debt to you. To exclude these, enter From 1 and To 999999999999999.

Age Outstanding (Days) From/To
maximum 999
You can transfer accounts according to the age of their debt. Leave blank to
transfer accounts regardless of the age of the debt.
The age of a transaction is worked out from its due date, which is the date on
which the transaction is due for payment. The precedence for calculation is as
follows:
• A due date entered manually during JE=Journal Entry or AA=Account
Allocation, has the highest precedence
• If a due date is not entered but the JD=Journal Definitions has Suppress Ageing
set to Y-Yes, then the transaction date is taken to be the due date
payment terms on the CA=Chart of Accounts record.

date format
Enter the date from which you wish ageing to be calculated. Press ENTER for
today’s date.
Cut-off Period
format ppp/yyyy
Transactions posted to periods later than the cutoff period are ignored.
Suppress Withheld Transactions

Y/N
Enter Y-Yes to exclude transactions that have an allocation marker of W-Withheld.
Selection Based On Oldest Debt

Y/N
If this box is Y-Yes then accounts are only selected for transfer if they have gone
into debit in the ageing band described previously. If you are running several
transfers, each for different age ranges, then you can use this box to ensure that an
account is only selected once.
Debtor Transfer 301

Y/R/blank
transactions. Leave this box blank to select non-rough transactions only.
Output Filename
Enter the name of the file that is to hold the transferred data. The filename used
must comply with the rules of the operating system, but can be prefixed by any
drive identifiers or directory path names.
You will probably establish your own conventions for naming files. For example,
files produced for different ages of debt could include the number of days debt,
such as CRED60 or CRED90.
8 ACTIONS
Process Transfer
Having completed the relevant boxes on the screen, enter Process Transfer to
perform the transfer. The message TRANSFER COMPLETE appears when the
transfer process has finished.
See also:
& Actions
Creditor Transfer
Transfer Layouts
Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide

Definition Report
CO=Corporate Allocations → Reports → DR=Definition Report
OVERVIEW
Use DR=Definition Report to produce a list of allocation definition setups. The

list, which you can produce for a single allocation definition or for a range of
allocation definitions, shows the allocation source, allocation target, and allocation
ratio associated with each allocation definition.
Definition Report 303

7 ENTRIES
Allocation Definition Code From/To

If you want to include all allocation definitions in your report, leave these boxes
blank. If you want to include a single allocation definition or a range of allocation
definitions in your report, enter the Allocation Definition Codes in these boxes.
Allocation Sequence Number From/To

maximum 99999
If you want to include all steps of the selected allocations in your report leave
these boxes blank. If you want to include a single step or range of steps of the
selected allocations in your report, enter the Allocation Sequence Numbers in
these boxes. See the section Allocation Definitions for details of how to set up an
allocation. See the sections Reallocating Expenses and Inter-Company Postings
in the SunAccount Appreciation Guide for general information about corporate
allocations.
See also:
& Actions
Allocation Ratio
Allocation Sources
Allocation Targets
Reallocating Expenses in the SunAccount Appreciation Guide
Inter-Company Postings in the SunAccount Appreciation Guide

Depreciation Tables
→Maintenance→
→DT=Depreciation Tables
OVERVIEW
If the Depreciation Method box in AR=Asset Records is set to T-Table, the

depreciation calculation for that asset is based on a depreciation table. The table
states the percentages to be applied for each year of the asset’s life. This provides
a flexible method of specifying depreciation. See the section Managing Your
Fixed Assets in the SunAccount Appreciation Guide and the section Calculate
Depreciation in this manual for information about other methods of calculating
depreciation.
When using depreciation tables, the appropriate percentage (year) is selected by
taking the year for which depreciation is being calculated, subtracting the start
depreciation year, and adding one year. The gross value of the asset is multiplied
by the appropriate percentage to give the total depreciation for the financial year.
Any discrepancies between historic depreciation and what should have been
calculated, are reported during CD=Calculate Depreciation.
Depreciation Tables 305

7 ENTRIES
Table Code
This code identifies the table.
Table Column
2 digits
The table column identifies a particular set of depreciation rules.
Set Of 30 Years
1/2...9
A single block within a column covers 30 years of an asset’s life. If you wish to
specify depreciation details for assets whose life is, for example, 60 years, use two
blocks: one for the first 30 years and one for the second 30 years. Up to nine
blocks of 30 years can be defined.
Heading
This heading is shown on the depreciation table listing report.
Depreciation Percentage For Year 1-30

maximum 99.999
Enter the appropriate depreciation percentages for each year. When you create a
new table you can use the DOWNARROW key or press ENTER to copy the percentage
from the current box to the next box. Zero is a valid amount. If the percentages
in a depreciation table do not total 100%, this is reported at the bottom of the
listing for a table in TL=Depreciation Tables and AS=Asset Status.
See also:
& Actions
Depreciation Tables Listing
Table Headings

AR=Fixed Asset Register → Reports → TL=Depreciation Tables Listing
OVERVIEW
You can produce listings of groups of depreciation tables. Up to 12 percentage

columns can be shown across a page, along with a column showing the recovery
year. If the percentages in a depreciation table do not add up to 100%, this is
noted at the bottom of the table.
See the section Managing Your Fixed Assets in the SunAccount Appreciation Guide
for further information about calculating depreciation.
Depreciation Tables Listing 307

7 ENTRIES
Table Code From/To

Specify one or a range of tables. If you want to include all tables on your listing
leave these boxes blank.
Table Column From/To

Specify a single column, or a range of columns.
New Page Per Table

Y/N
If you want to start a new page for each table, leave this box blank. Enter N-No
if you want a continuous print.
See also:
& Actions
Depreciation Tables
Table Headings

Export Consolidation
LA=Ledger Accounting→ →Procedures→

→Setup Menu→
→XC=Export Consolidation
→Procedures→
AR=Fixed Asset Register→ →XC=Export Consolidation
→Setup Menu→
→Procedures→
→XC=Export Consolidation
OVERVIEW
There are three stages involved in exporting data from your ledger. These are
described in the section Transferring Data To and From SunAccount in the
SunAccount Appreciation Guide. They are as follows:
1 XD=Export Definitions allows you to specify which transactions should be
exported. You can select items using a number of criteria, including period,
analysis code, and journal number.
2 XC=Export Consolidation allows you to be more specific about how data will
look when exported.
3 LX=Ledger Export creates the export file.
Export Consolidation 309

7 ENTRIES
Export Code
Enter the code of the export definition you want to use for this consolidation.
Export Line
maximum 99999
Each export definition can have several associated consolidation lines identified
by a line number. The line number determines the sequence in which the
consolidations are performed.

Only transactions for accounts within the selected range are included in this
consolidation. Leave both boxes blank to select all accounts.
Output Account
If this box is blank, export records will contain account codes from the original
transactions. Enter a valid account code if you want the exported transactions to
adopt this code.
Analysis Categories
A0-A9/T0-T9/CV/JS/JT/blank
Analysis Codes
These boxes allow you to specify how T-Codes are exported. The analysis from
the selected transactions can be manipulated, removed or replaced with other
data. You can use this box to replace the existing T-Code analysis with A0-A9,
JT-Journal Type, JS-Journal Source, or CV-Conversion Code. Alternatively, you
can replace existing codes with spaces, or fixed codes.

The table below shows the results of entering different combinations of entries in
the category and code boxes. The results are valid for each of the analysis codes:
Category Code Result
blank blank The original T-Code is written to the export file

blank - (hyphen) The original T-Code is removed and the analysis
code on the export file is blank
Tn The original T-Code is replaced with the analysis
of the selected T-Code, e.g. T1 analysis is
replaced by T3 analysis
blank XXXXX The original A-Code analysis is replaced with
XXXXX, or any text entered
An The selected A-Code is written to the export file
JT The journal type is written to the export file
JS The journal source is written to the export file
CV The conversion code is written to the export file
Suppress Amount
B/O/blank
This box allows you to include both the base amount and the other amount for a
range of accounts, thus maintaining historic rates. On other accounts you can use
rates from the new (receiving) ledger during JI=Journal Import to recalculate the
new amount.
If this box is set to B, then the base amount on the export record is zero. If this
box is set to O, the other amount on the export record is zero. If this box is blank,
both amounts remain unaltered.
Export Consolidation 311

Amount Reversal
Y/blank
Enter Y-Yes if you want the credit/debit marker to be reversed on all transactions
within this consolidation. Leave blank to export debits and credits as they are.
F Note: If the Amount Reversal box is set to Y-Yes on XD=Export Definitions

and you then set this Amount Reversal box to Y-Yes, a double reversal is
created, i.e. debits and credits are exported unchanged.
See also:
& Actions
Export Definitions
Ledger Export

Export Definitions
LA=Ledger Accounting→ →Procedures→

→Setup Menu→
→XD=Export Definitions
→Procedures→
AR=Fixed Asset Register→ →XD=Export Definitions
→Setup Menu→
→Procedures→
→XD=Export
Definitions
OVERVIEW
There are three stages involved in exporting data from your ledger. These are
described in the section Transferring Data To and From SunAccount in the
SunAccount Appreciation Guide. They are as follows:
• XD=Export Definitions specifies which transactions should be exported. You
can select by a number of criteria including period, analysis codes, and journal
number.
• XC=Export Consolidation allows you to be more specific about how data will
look when exported.
• LX=Ledger Export creates an export file of transactions.
Export Definitions 313

7 ENTRIES
Export Code
This code identifies the export definition and is selected when using LX=Ledger
Export. XC=Export Consolidation records associated with this export definition
must have the same code.
Export Name
This describes the export definition. If the summarise option is used, it will become
the transaction description on each export transaction record.
Summarise
Y/blank
If this box is blank, then LX=Ledger Export creates one export transaction record
for each transaction selected. If this box is Y-Yes, then one export transaction is
created for each combination of account code, period, D-Debit/C-Credit, allocation,
analysis codes, and conversion code. The transaction date of the export transaction
will be the latest date detected on the source transactions. The asset details will be
blank.
This box, in conjunction with XC=Export Consolidation, can reduce the number
of records created during an LX=Ledger Export run.
Journal Control
Y/blank
If this box is set to Y-Yes, then the journal number of each exported transaction is
recorded. When a subsequent LX=Ledger Export is performed, only new journals
can be selected.
To avoid re-exporting a journal during ledger export, you are asked to specify a
cut-off journal number beyond which transactions will not be exported. Each
export definition maintains a record of the last journal number exported.
The first time you choose LX=Ledger Export, journal number of zero is
automatically set in the Journal Number From box. Journals cleared down by
PC=Period Cleardown are included. On subsequent runs, you are prompted to
select a To journal number only. To prevent journals being re-exported, the highest
journal number from the previous export is displayed in the From box.

When journal control is switched on, it is not possible to redefine the analysis
selections after the first LX=Ledger Export has been run. This ensures that exported
data is consistent from one export to another. When using the journal control
option, journals that have been forward-posted can be selected, since the accounting
period and period entered are ignored. If you specify a period for the export
records, then forward- and back-postings are combined into one period.
Journal control cannot be amended once an export definition has been used in
LX=Ledger Export. If you want to amend or remove journal control, you must
delete and recreate the export definition.
If this box is left blank, you are asked to select a range of accounting periods when
running LX=Ledger Export. The same transactions may therefore be exported
several times.
Transfer Period
blank, +/-nnn
If this box is blank, then during LX=Ledger Export, you are asked to enter an
absolute or relative period.
An entry in this box must be in the form of a relative period in the form +/-nnn.
The accounting period on the selected transactions is modified by the specified
number of periods, to determine the accounting period on export records. +000
and -000 are valid. Transactions can be posted to the next year.
Journal Type
If this box is left blank, then the journal definition from the source transactions is
used for the exported transactions. If you wish to select a uniform journal type for
the export file, then enter the journal type in this box. You must ensure that the
journal definition exists on the destination database, otherwise the transactions
will be rejected during JI=Journal Import.
If you set the Summarise box to Y-Yes, then this box cannot be left blank.
Transfer Layout
If this box is blank, then SAF, SunAccount Format, is assumed. This is the default
format used by JI=Journal Import. You can also enter LOTUS or 2020 formats, or
you can create your own layouts to manipulate exported data further. The facility
to manipulate the output format is described at the end of this section.

Base/Other Amounts
B/O/blank
The possible combinations are:
Export Definition Ledger Export

Base Other Base Other Conv. Code
Blank Blank Base Other Other

B(Base) Blank Base Zero Blank
Blank B(Base) Zero Base Base
O(Other) B(Base) Other Base Base
Blank O(Other) Zero Other Other
B(Base) O(Other) Base Other Other
B(Base) B(Base) INVALID COMBINATION
O(Other) O(Other) INVALID COMBINATION
O(Other) Blank INVALID COMBINATION
If both boxes are blank, then the amounts on the original transactions are transferred
to the export transaction record. The conversion code is also exported.
If the Other Amount box is blank and the Base Amount is B, then the base amount
is placed on the export transaction record. Neither other amount nor conversion
code are exported.
If the Other Amount box is B, then the export transaction record shows the original
base amount as the other amount. The conversion code from the LD=Ledger
Definition is exported as the conversion code. If the Base Amount box is blank,
then the base amount on the export record is zero. If the Base Amount box is O,
then the export record shows the original other amount as the base amount.
If the Other Amount box is O, then the export record shows the original other
amount as the other amount. The conversion code from the original transaction is
exported as the conversion code. If the Base Amount box is B, then the export
record shows the original base amount as the base amount. Otherwise the base
amount on the export record is zero.
The conversion rate is never exported but may, of course, be derived from the base
and other amounts.

Amount Reversal
Y/blank
If this box is Y-Yes, then the debit/credit marker on the export transaction records
shows the reverse to the marker on the source transactions. This may be used, for
example, where you wish to reverse the entries for an account.

Y/R/blank
rough transactions from your export. EnterY-Yes to include all ledger transactions,
rough and hard. Enter R-Rough to export only rough transactions.
Selection Codes
5 codes, 2 characters
Subcategory
5 codes, 1 character
You can enter up to five selection codes and subcategories, which are then offered
during LX=Ledger Export. A selection code can only be entered once in a
definition. Thus, during LX=Ledger Export, you can select ranges of the designated
codes, and so narrow down the number of transactions exported. The following
codes are valid:
A0-A9 Account Analysis
T0-T9 Transaction Analysis
AC Account Code
CV Conversion Code
JS Journal Source
JT Journal Type
F0-F9 Asset Analysis (Fixed Asset Register)

The following codes are available without subcategory masks:
AT Account Type
TD Transaction Date
DD Due Date
JN Journal Number
LD Allocation Date
LP Allocation Period
Selection codes or subcategory masks can only be amended prior to the first run
of LX=Ledger Export.
TRANSFER LAYOUT FILES
The transfer layout file enables you to describe in detail, the content and format of
the export file produced by LX=Ledger Export. The standard format is SAF, or
SunAccount format. If SAF is chosen, then the export file created during
LX=Ledger Export will be in the format recognised by JI=Journal Import.
Two other transfer layout files are supplied with SunAccount: SALOTUS.TLF
and SA2020.TLF. You can create a layout file to suit your own requirements. The
criteria for creating a layout file are as follows:
• The layout file must be named SAxxxxx.TLF, where xxxxx is the code specified
on XD=Export Definitions
• A transfer layout file must not have more than 50 records and the resulting
ledger export record must not exceed 512 characters
• The format of a layout file record is xbooolleec where:
x Record type X (text formatting) copies the data exactly as it is held on the
ledger backup record
Record type A (alphanumeric formatting) removes trailing spaces
Record type N (numeric formatting) removes leading zeros. If the whole
field is zero then only one zero is written

b Optional start of field delimiter. This may be any character (including a space)
but not a digit 0-9. If a delimiter is not required, then omit it
ooo Offset of the data within the SAF record
ll Number of characters to be read from the SAF record
ee Two optional end of field delimiters. These may be any character except
space
c Optional 40 characters of comments.
The following is the SALOTUS.TLF layout file:
A”00115", /ACCOUNT CODE

X”01607", /ACCOUNTING PERIOD
X”02308", /TRANSACTION DATE
A”03301", /RECORD TYPE
A”03407", /JOURNAL NUMBER
A”04105", /TRANSACTION NUMBER
N04815 /BASE AMOUNT - WHOLE UNITS
X.06303, /BASE AMOUNT - FRACTIONS
A”06601", /DEBIT/CREDIT INDICATOR
A”06701", /ALLOCATION INDICATOR
A”06805", /TRANSACTION TYPE
A”07305", /JOURNAL SOURCE
A”07815", /TRANSACTION REFERENCE
A”09325", /DESCRIPTION
X”11808", /ENTRY DATE
X”12607", /ENTRY PERIOD
X”13308", /ADDITIONAL DATE
A”14709", /ALLOCATION REFERENCE
X”15608", /ALLOCATION DATE
X”16407", /ALLOCATION PERIOD
A”17101", /ASSET INDICATOR
A”17210", /ASSET CODE
A”18205", /ASSET SUBCODE
A”18705", /CONVERSION CODE
N19209 /CONVERSION RATE - WHOLE UNITS
X.20109, /CONVERSION RATE - FRACTIONS
N21015 /OTHER AMOUNT - WHOLE UNITS
X.22503, /OTHER AMOUNT - FRACTIONS
A”24001", /ROUGH FLAG
A”24215", /ANALYSIS CODE 0
X”39208", /POSTING DATE
A”40001", /UPDATE ORDER BALANCE ?
See also:
& Actions
Ledger Export

File Backup/Restore
SS=SunSystems → Maintenance → FB=File Backup/Restore
File Backup/Restore 321

OVERVIEW
Backing up involves making a copy of the information on your computer. Restore

is used when something has gone wrong and you must revert to one of the backups.
Users of SunAccount have two methods of backing up and restoring and it is
extremely important to be aware of the differences and benefits of each:
• The operating system backup/restore is used to make a copy of your information
to keep in a safe place in case it is needed, for example if your computer
breaks down. It is normally a fast and efficient backup system which can be
used for daily and weekly backups.
• The SunSystems backup/restore can be used as a safeguard against computer
failure but is really a file reorganisation utility with very special benefits which
are described later.
There are two sections in the SunAccount Appreciation Guide, Security and Closing
the Period/Year, which discuss issues crucial to successful backups.
Operating System Backup & Restore

Certain computers, particularly those with cartridge tape backup facilities, provide
operating system software to perform backups. It is usually quicker and more
convenient to use the operating system backup routine instead of SunSystems
FB=File Backup/Restore. Ask your systems manager and/or supplier to advise
you.
An appendix to the Platform Manual lists the SunSystems files. They fall into
two categories:
• Program files
• Data files
When you receive SunSystems, you should make a working copy of the original
issue media. This can then be treated as the backup of your original disks and,
consequently, there is no need to take regular backups of your program files.
When Should I Backup?

Data files are constantly being amended, added to, etc. and so you must instigate
an appropriate backup routine for these files. Normally, you would backup your
data files every day, and take an additional copy each week. Consult your systems
manager for advise on this. Also, see the section Security in the SunAccount
Appreciation Guide.

When Would I Restore?
You are required to restore from backup if something prevents you from continuing
with your current data or computer.
SunSystems Backup & Restore

SunSystems FB=File Backup/Restore is only concerned with data files. For security
copies of data, it is more convenient to use the operating system backup routine.
SunSystems FB=File Backup/Restore is generally used for file reorganisation.
When transactions are deleted and summarised by PC=Period Cleardown, blank
spaces are left in the files, which are reused as you subsequently enter new records
or transactions. Consequently, you often have transactions for a single account
scattered over different parts of the disk. When you use AQ=Account Inquiry, for
example, the disk read head has to move to gather the transactions together.
SunSystems file backup reads, such files and, ignoring the blank entries, writes a
list of the transactions to a backup file (.BAK). This is consequently much smaller
than the original file. File restore reads the backup file and uses it to reconstruct
the data (.DAT) and index (.IDX) files.
If you decide to backup your data files to floppy disk, then you will most likely
have to use the multi-volume backups facility available in FB=File Backup/Restore.
You must specify in DB=Database Definitions that this facility is required. See
the section Database Definitions.
When Should I Use FB=File Backup/Restore?

If you have very large files it is worth doing an FB=File Backup/Restore after
each PC=Period Cleardown.
There is a hidden function called BI=Backup Indexed. If you are using FB=File
Backup/Restore for file reorganisation, using BI=Backup Indexed will cause the
index to be created more efficiently when you restore. When upgrading to a new
version of SunSystems, it is necessary to use FB=File Backup/Restore to backup
your old version and then restore into the new version. See the section Upgrading
in the Platform Manual.
Using FB=File Backup/Restore

First make sure that the identifier for the backup drive is set correctly on
DB=Database Definitions. If you have Y-Yes in the Multi-volume Backups box
in DB=Database Definitions, it is recommended that you backup each file separately.
You will be prompted to enter a succession of disks called Volume 1, 2, etc. These
prompts return to Volume 1 for each different file.

If you have a multi-user system, check that nobody else is using the SunSystems
database you wish to backup or restore. After entering a database code, a list of
file names appears on the screen. The number of file names varies depending on
which SunSystems modules you are using.
Multi-Lingual Module
If you are using the Multi-Lingual module you must restore files in the same
language in which they were backed up. For example, if you backed up a database
when logged in as a French operator, you can only restore it when logged in as an
operator whose operator language, as defined in OD=Operator Definitions, is set
to French.
Multi-Volume Backup
If you are backing up to floppy disk, it is likely that you will require the multi-
volume backup facility, as the backup files will not fit on a single disk. You can
switch this facility on in the DB=Database Definitions box, Multi-Volume Backups.
During a backup or restore, you are prompted to enter a new disk, as required.
You are advised to backup each file separately, so you can restore individual files.
8 ACTION
Select Backup, BI-Backup Indexed or Restore.
7 ENTRIES
Database Code
Enter the code of the database to be backed up or restored. If you leave this box
blank then you are asked if you wish to backup the installation file, data dictionary
file and report format file.
Data Files
Enter Y-Yes by each file you want to backup. If you are using multi-volume
backups it is advantageous to backup each file separately so that individual files
can be restored.

Reference File
Y/N
This file holds all reference maintenance records, for example account, item,
address, analysis code records, and so on. You should backup your reference file
regularly since you will be constantly adding and amending accounts, analysis
codes and so on. See the Actions section of this manual.
If you have specified a value of 0 in the Length boxes in NL=Analysis Category
Lengths, when you restore the reference file you are warned with the following
message:
LENGTH FOR ANALYSIS CODE nn IS 0, RECORD WILL NOT BE
RESTORED
This gives you the opportunity to check that particular analysis category is not
used. Choose No to cancel the restore and check NC=Analysis Codes and
NL=Analysis Category Lengths. Choose Yes to continue the restore, and lose
those analysis codes from your reference file. Enter A-All to continue the restore,
and lose all the 0 length analysis codes in your reference file.
Ledger File
Y/N
If you are using SunAccount you will have a ledger file which holds the ledger
transactions. The ledger file should be backed up every day if you are entering
transactions on a daily basis.
When a balance file has been created for A-Actuals, R-Restoring the ledger file
recreates the balance file. A message appears to this effect:
BALANCE FILE WILL BE CLEARED
Journal Hold File

Y/N
This file holds all unposted journals.
Ledger Archive File

99
The archive file holds transactions that have been removed from the main ledger
by PC=Period Cleardown. You must enter the year number of the file you wish to
backup.

Budget File
Y/N
This holds SunAccount budget transactions. It should be backed up whenever
you have entered budget figures. For every budget file created by FC=File Creation,
an entry is shown on the FB=File Backup/Restore screen, so you can select whether
or not to back it up. Each entry is identified by a letter B to K.
When a balance file has been created for budgets B to K, R-Restoring the ledger
file recreates the balance file. A message appears to this effect:
BALANCE FILE WILL BE CLEARED
Sales Order File

Y/N
If you are using SunBusiness Sales Order Processing, you will have a sales order
file containing sales order and invoice transactions. It should be backed up every
day.
Sales History File

Y/N
If you are using SunBusiness Sales Order Processing, you will have a sales
history file. It contains sales history transactions summarised by PC=Period
Cleardown. The sales history file should be backed up after each PC=Period
Cleardown.
Movement File
Y/N
If you are using SunBusiness Sales Order Processing or Inventory Control, you
will have a file containing inventory movements. The movement file should be
backed up every day. Remember that sales orders can create inventory movements.
Purchase Order File

Y/N
If you are using SunBusiness Purchase Order Processing, you will have a file
containing purchase order transactions. It should be backed up regularly.
Purchase History File

Y/N
If you are using SunBusiness Purchase Order Processing, you will have a
purchase history file. It contains purchase history transactions summarised by
PC=Period Cleardown. The purchase history file should be backed up after each
PC=Period Cleardown.

SunBusiness Transfer File
Y/N
This file contains the transactions being transferred from SunBusiness to
SunAccount. It should be backed up whenever you backup your SunBusiness
sales order or movement files.
Stock Take File

Y/N
If you are using the Inventory Control, stock taking facility, you will have a
stock take file. It should be backed up regularly.
Asset Register
The asset register details are included in the ledger file. Therefore, there is no
separate option to backup or restore this file.
The screen offering backup/restore of the installation, data dictionary, report and
format files, is displayed by pressing ENTER in the Database Code box.
Installation File
Y/N
This file contains the information defined in SunSystems which is common to all
databases, such as OD=Operator Definitions, PD=Printer Definitions, DB=Database
Definitions, etc.
Report Format File

Y/N
This file contains report formats created by RD=Report Definition, and is not
database specific.
F Important Note: If you are upgrading to SunSystems version 4.2, you

should refer to the Platform Manual for details of the procedures you should
follow. You should ensure that you do not overwrite reports created in
RD=Report Definition in versions of SunSystems prior to 4.2 with documents
created in DD=Document Definition in versions of SunSystems prior to
4.2 with the same name.

Data Dictionary File
Y/N
This file contains data items used by RD=Report Definition, and is not database
specific.
See also:
& Actions
File Creation
Upgrading section in the Platform Manual

File Creation
SS=SunSystems → Maintenance → Setup Menu → FC=File Creation
File Creation 329

OVERVIEW
A SunAccount database comprises a ledger, reference, journal hold, and possibly

a number of balance, budget and archive files. You might also have SunBusiness
files.
FC=File Creation creates the files for a database. You specify the database code,
database name and the files which should be created. Before creating a new
database, you must ensure that a database definition exists. This can either be a
default definition, or one which has been created specifically for the database you
are creating. See the section Database Definitions.
Ledger/Business Definition
When all the files have been created, the cursor returns to the selection box at the
top of the screen. You now need to complete the LD=Ledger Definition,
RG=Register Definition, and/or the BD=Business Definition.
Skeleton Database
A ‘skeleton’ database holds reference data common to a number of databases.
This skeleton can be imposed on a new database during file creation. This is
useful if you have many databases with similar configurations. The master database
must be called SKL, and must reside on the program directory in backup format.
If these conditions are fulfilled, you are prompted during FC=File Creation to
install the skeleton database. EnterY-Yes if you wish to impose the master reference
data on your new database; otherwise enter N-No. See the section Multiple
Ledgers in SunAccount in the Appreciation Guide.
Balance File
which financial reports and the TB=Trial Balance report are produced. The balance
file is a summarised ledger or budget file used for this purpose. The following
reporting functions use the balance file:
• Financial Analysis
• Financial Statements
• Financial Tables
• Trial Balance

The balance file holds data summarised by:
• Account code
• Debit and Credit
• Analysis code
• Conversion code, and
• Period
In addition, you can consolidate individual T-Codes to compact the ledger
information further. The balance file is selected only when it is appropriate to the
report setup. Therefore financial reports that include items such as transaction
reference, description and journal number, do not use the balance file. In addition,
the balance file does not differentiate between rough and hard postings to the
ledger. The system will select the balance file, as opposed to the ledger file, only
when it is appropriate to do so. See the sections Analysis Layouts, Statement
Layouts and Table Formats.
See the sections Balance File Rebuild and Balance File Update for further
information on the balance file.
8 ACTION
Select Create to create your database.
7 ENTRIES
Database Code and Name

Enter the code for the new database and then a name or description. The code can
be up to three characters long, and can be alphabetic or numeric. The name can
be up to 30 characters long and is printed at the top of all reports. You can change
the name later on the DB=Database Definitions screen.
File Names
Y/N
A list of file names appears on the screen. Enter Y-Yes against each file you want
to create.
The Reference File must be created for every database.
The Ledger File must be created for SunAccount.
File Creation 331

The Ledger Balance File can be created. See details under Ledger Balance File
heading.
The Journal Hold File stores unposted journals and must be created for
SunAccount.
The Ledger Archive File must be created if you wish to use the archiving facility.
See DB=Database Definitions and PC=Period Cleardown.
The Budget File can be created if you require budgets. It can, however, be
created later. Budget ledgers can be created by entering budget letters B-K.
The Sales Order File, Sales History File, Movement File are mandatory
SunBusiness transaction files.
The Purchase Order, Purchase History Files are used by the Purchase Order
Processing module.
A Stock Take File is required if you wish to use the stock taking facility in
Inventory Control.
Ledger Balance File

Enter A-Actuals to create a balance file for the actuals ledger. Enter B-K to create
a balance file for a budget ledger.
If you are creating a balance file for an existing database, with analysis definitions
and codes defined, a window appears for you to specify any T-Code consolidation
you want to perform. Each of your transaction analysis categories is displayed.
Enter Y-Yes beside those categories that can be consolidated. Leave blank if
consolidation is not required.
You cannot create a balance file in conjunction with the reference and ledger file.
When creating a new database, you must create the reference and ledger files first,
and then return to create the balance file(s). When you do this, you are warned
that no analysis definitions exist for consolidation, as the analysis definitions and
analysis codes have not yet been defined.
Having created your balance file, it remains empty until you update the file using
BU=Balance File Update. See the section Balance File Update.

Language Code
2 characters
Multi-Lingual module only. Enter the language code appropriate to this database.
You must enter a valid code which has been defined on LD=Language Definitions.
See also:
& Actions
File Backup/Restore
File Creation 333

Financial Analysis
LA=Ledger Accounting → Reports → FA=Financial Analysis

AR=Fixed Asset Register → Reports → FA=Financial Analysis
CO=Corporate Allocations → Reports → FA=Financial Analysis
OVERVIEW
This function prints analysis reports. There are a number of examples in the
SunAccount Appreciation Guide. The stages are as follows:
• Design a report using NL=Analysis Layouts.
• Use FA=Financial Analysis to specify which transactions are to be included.
• Select either Print Report or Store on Disk.
• SunAccount performs an extract which can be cancelled by pressing ESC.
• The report is printed or stored. If a transfer format has been specified on the
analysis layout, then a transfer file is also produced.
Financial Analysis 335

Budgets
If you have entered a column code on the analysis layout which requires budget
information, SunAccount looks for the relevant budget file. If it cannot find it,
the budget amounts are shown as zero on the report.
Consolidation
If you have selected consolidation on the analysis layout, the screen shown later
prompts for a list of database codes to be included. Previously selected codes are
displayed. You must include the current database code if its data is required in the
consolidated report.
The consolidation is achieved by applying the selection criteria specified in
NL=Analysis Layouts to each of the ledgers, and combining the results. This
assumes that the account codes, analysis codes, and periods have the same meaning
in each of the ledgers. If they have different meanings, the results will be nonsense.
When printing or storing the report, SunAccount looks for the names of accounts
and analysis codes in the database currently being processed (the consolidating
database). It does not look in each of the subsidiary ledgers. If account or
analysis codes are not found in the consolidated ledger, the amounts are shown,
but the names are printed as NOT FOUND.

Balance File
Conversion Rates
If you are not using the Conversion Module, then subsidiary ledger amounts are
divided by the conversion rate on the subsidiary LD=Ledger Definition. If no
rate is present, then a rate of one is assumed.
Multiple Rate Consolidation

Conversion Module. If the Conversion Module is in use, subsidiary ledgers can
be consolidated using multiple conversion rates. This applies to FS=Financial
Statements, FT=Financial Tables and FA=Financial Analysis. When consolidating
data from subsidiary ledgers, the conversion tables on the consolidating ledger
(not the subsidiary ledger) are checked for an applicable conversion rate. If no
applicable rate is found, then the conversion rate on the subsidiary LD=Ledger
Definition is used.
An applicable conversion rate on the conversion tables of the consolidating database
means one which has the same conversion code as the base conversion code in the
LD=Ledger Definition of the subsidiary database. The base conversion code
specifies the currency of the base amount in the subsidiary ledger.
If the conversion tables specify different rates for different accounting periods
and account code ranges, then the data being consolidated (that is, on the subsidiary
database) must correspond to these codes, before the conversion rate is considered
applicable. The rules used for checking the tables for the presence of a rate are
given in CV=Conversion Tables.
7 ENTRIES
Layout Code
The code for the analysis you wish to print, as defined in NL=Analysis Layouts.
The name of the report is displayed.

A third title line, in addition to the two from NL=Analysis Layouts, can be specified.

format ppp/yyyy
You can select any range of periods for which there is data. The selected range is
treated as this period on the report. If you were in, for example, period 006/1991
and you wanted the last half year results, you could request accounting periods
001/1991 to 006/1991 and this would all be shown under this period. The last
period is always the one prior to the period entered in the From box.
Year-to-date figures are taken to be amounts up to and including the accounting
period entered in the To box. For example, if you select accounting periods
003/1991 to 006/1991, year-to-date will be all periods between 001/1991 and
006/1991.
The period spread column codes (SA, SB) produce a line showing up to 13 period
amounts spread across the page. The line is printed immediately following the
regular statement line with period numbers above. Entering the column codes
YB-Year to Date Budgets and SB-Period Spread of Budgets in the first two columns
will print the year-to-date budget on the regular line, followed by a line analysing
the budget over the periods.
The periods to be included in period spread are determined from the contents of
the From box. For example, to report on the 13 periods up to 013/1991, enter
013/1991 in the Period From box and leave the Period To box blank. Period
spread always starts from period one of the current year and does not wrap into
the next financial year.
If quarter columns have been used, there will be two boxes, Accounting Quarter
From and To, which are used to select the accounting quarter. Enter the range of
periods which combine to give the quarter. If you enter 001/1991 to 003/1991,
these three periods are combined to give the figure for this quarter. The three
periods prior to the current quarter are used if the last quarter column code is in
use.

The analysis headings of the selection codes defined on NL=Analysis Layouts are
displayed. For example account code, or department. You can restrict the selection
of your report by entering a range of analysis codes. Leave blank to select all
analysis codes. Use a ‘-’ hyphen to define a blank code.
This box may look like <* **> if subcategories are in use.
See also:
& Actions
Analysis Layouts
Column Headings

LA=Ledger Accounting → Reports → FS=Financial Statements

CO=Corporate Allocations → Reports → FS=Financial Statements
OVERVIEW
This option allows you to print financial statements. There are many examples in
the SunAccount Appreciation Guide. The stages involved in generating financial
statements are as follows:
• Decide what information is required and the order in which it should be
presented.
• Create the lines of the report using LC=Statement Line Contents.
• Design the general features of the report using SL=Statement Layouts.
• Use FS=Financial Statements to make further selections and to produce the
report.
• Select either Print Report or Store On Disk.
Financial Statements 341

• The report is printed or stored. If a transfer format has been specified on the
statement layout, then a transfer file is also produced.
See the section Reporting in SunAccount in the SunAccount Appreciation Guide.
Budgets
If you have entered a column code on the statement layout which requires budget
information SunAccount looks for the relevant budget file. If it cannot find it, the
budget amounts are shown as zero on the report.
Consolidation
You can consolidate figures from one or more databases. The databases to be
consolidated are defined within the LC=Statement Line Contents. The section
Financial Analysis describes which rates are applied on consolidation, both with
and without the Conversion Module. See also the section Conversion Tables.
Fixed Assets
Financial statements can only be used with the Fixed Asset Register if you are
also using Ledger Accounting. Even then, the relevant functions are only available
from within Ledger Accounting.
Signs and Variance

If amounts are contra to the normal sign entered in LC=Statement Line Contents,
they are identified as being negative. Variance columns are signed according to a
favourable/unfavourable convention. For example, an increase in income would
be considered a favourable variance and be shown as positive, whilst an increase
in expenditure would be considered unfavourable, and be shown as negative.
This is achieved by showing positive variances on a line which is normally credit
(normal sign C-Credit) as unsigned, and positive variances on a line which is
normally debit (normal sign D-Debit) as negative.
You can create your own variance columns codes AV, BV, through to ZV, as
described in CH=Column Headings.
Balance File
342 SunAccount Reference Version 4.2

7 ENTRIES
Layout Code
The code identifying the statement you wish to print, as defined in SL=Statement
Layouts. The name of the report is displayed.

A third title line, in addition to the two on the SL=Statement Layouts, can be
specified.

format ppp/yyyy
You can select any range of periods for which there is data. See the section
Financial Analysis.

The analysis headings of the selection codes defined in SL=Statement Layouts are
displayed. An example of an analysis heading is department. Leave this blank if
you want all codes to be selected. Otherwise, enter the code, or range of codes to
be printed. Use a ‘-’ hyphen to define a blank code.
This box may look like <* **> if subcategories are being used.
See also:
& Actions
Column Headings
Statement Layouts
Statement Line Contents
Financial Statements 343

344 SunAccount Reference Version 4.2
Financial Tables
LA=Ledger Accounting → Reports → FT=Financial Tables

AR=Fixed Asset Register → Reports → FT=Financial Tables
CO=Corporate Allocations → Reports → FT=Financial Tables
OVERVIEW
This function prints financial tables. Financial tables are generated as follows:
• Decide what information is required and the order in which data will be presented.
• Design the general format of the report using TF=Table Formats.
• Create rows on the report using TR=Table Rows.
• Create columns on the report using TC=Table Columns.
• Use FT=Financial Tables to make run time selections.
• Select either Print Report or Store on Disk.
Financial Tables 345

• The report is printed or stored. If a transfer format has been specified on
TF=Table Formats, then a transfer file is also produced.
Comparing Financial Statements, Financial Analysis, and Financial

Tables
There are many similarities between the three report writing facilities. FT=Financial
Tables is most like FS=Financial Statements; TF=Table Formats corresponds to
SL=Statement Layouts, and TR=Table Rows to LC=Statement Line Contents.
In financial statements, though you specify the individual lines or rows of the
report, the columns are predefined in CH=Column Headings. Financial tables
allows you to specify the content of both the ‘vertical’ columns and ‘horizontal’
rows. You might decide to use account codes to govern the columns and analysis
codes to govern the rows. The columns, however, need not be taken directly from
the ledger but may be calculations derived from other columns.
The table can have up to 500 rows, and up to 50 columns, of which 18 can be
printed.
During the extract phase described earlier, SunAccount may find a conflict (or
contention) in the use of account codes or analysis codes. These should be corrected
on TR=Table Rows and TC=Table Columns. See the section Table Columns.
Budgets
In TC=Table Columns, you can specify data which is taken from budget databases.
Subsidiary Ledgers
You can consolidate figures from more than one database. The database or databases
to be consolidated are defined in TC=Table Columns. The section Financial
Analysis describes which rates are applied on consolidation, both with or without
the Conversion Module. See also the section Conversion Definitions.
Fixed Assets
Financial tables can be used with the Fixed Asset Register.
Signs and Variance

If amounts are contra to the normal sign entered in TR=Table Rows, they are
shown as negative.

Balance File
If your report uses the balance file, you are offered the option to update the balance
file on selection of Print Report or Store on Disk.
7 ENTRIES
Table Code
Enter the code for the financial table you want to print. This is defined in TF=Table
Formats. The name of the report is displayed; this can be up to two lines and is
also set in TF=Table Formats. You can use QUERY to display a list of available
reports.

Use this box to specify a third title line for the report. This extra line then appears
beneath lines 1 and 2 of the table name at the top of each page.

format ppp/yyyy
You can select any range of periods. The default is the current period. To produce
the report for a single period, leave the To box blank.
Spread Start Period

ppp/yyyy
You are offered this option only if your table columns include either SA-Spread
Period or SR-Reset Spread. Enter the period you wish to use for the start of the
spread. The default is the current period.
Level Codes 1 and 2 From/To

The headings of the level codes defined on TF=Table Formats are displayed. The
default is all occurrences of the codes. Otherwise, enter the analysis code or range
of analysis codes (account or conversion codes) to be printed. Use a ‘-’ hyphen to
define a blank analysis code.
This box may look like <* **> if subcategories are in use.
The Level Codes are applied jointly so a transaction will have to fall within both
ranges of the specified Level Codes if it is to be shown on the report.
Financial Tables 347

See also:
& Actions
Table Columns
Table Formats
Table Rows

Format Definitions
→Procedures→
→FD=Format Definitions
OVERVIEW
This function allows you to specify additional information about the documents
you print in PR=Print Remittances and PS=Print Statements. It also allows you
to specify the cheque numbers to be used when printing cheques. When processing
bills of exchange, you can use a format definition to update the allocation markers.
See the sections Reporting in SunAccount and Managing Your Debtors/Receivables
in the SunAccount Appreciation Guide for further information.
Format Definitions 349

7 ENTRIES
Format Code
This is the unique code used to identify this format. Use QUERY to display all the
available formats.
Format Description
This description appears on the PS=Print Statements and PR=Print Remittances
request screen. It cannot be left blank.
Formatter Name
This is the format code as defined in RD=Report Definition. The formats shown
below are included with the demonstration database [DEM].
Remittances
AR1 Remittance Format Blank
AR2 Remittance + Cheque
AR3 Cheque Only
Statements
AS1 Debtor Statement Single Currency
AS2 Debtor Statement Multi-currency
Format Title
Enter the title to be printed at the top of the statement or remittance document.
Next Document Number

maximum 10 digits
This number is required if you are printing cheques. It allows you to enter the
‘next’ cheque number. This number is incremented according to the setting in the
Print Document Numbers box in RD=Report Definition.

Suppress Number Override
Y/blank
If this box is blank then you can override the next cheque number presented in
PR=Print Remittances. The Enter Next Document Number box is offered, and
you can enter a number. This number is written back to the document number box
in FD=Format Definitions.
Allocation Marker From/To

0-9/hyphen/blank
Use these boxes to restrict the transactions selected for printing with this format
definition. They are used by PS=Print Statements, in order to print only those
transactions with a particular numeric allocation marker or range of allocation
markers.
Enter 0-9 to select a specific allocation number.
Enter a ‘-’ hyphen to select transactions with a blank allocation marker.
Leave this blank if the allocation marker is irrelevant to the selection.
New Allocation Marker

0-9/+/hyphen/blank
The allocation marker for a transaction can be incremented on completion of
printing. This box identifies the new marker which will replace the existing
allocation marker.
Enter a number in the range 0-9 to be the new allocation number to be applied
after printing.
Enter ‘+’ to increment the allocation number provided it has not reached the
ceiling identified in the next box. Once the ceiling is reached, incrementing will
cease.
Enter a ‘-’ hyphen to set the allocation marker to blank.
Leave this blank if this facility is not required.
Allocation Marker Ceiling

0-9/blank
Enter the maximum allocation number for transactions included in documents
with this format. This box is used in conjunction with the ‘+’ plus sign in the
previous box, New Allocation Marker. The ‘+’ plus sign indicates that the allocation
marker will be incremented up to the ceiling identified here.
Leave this blank if this feature is not required.
Format Definitions 351

Sequence By Allocation
Y/blank
This feature allows you to print statements in the sequence of the allocation dates
and references. EnterY-Yes if transactions are to appear in allocation date/reference
order. Unallocated transactions appear after allocated ones, in period/transaction
date sequence.
Leave this box blank if you want transactions to be printed in period/transaction
date order.
See also:
& Actions
Report Definition
Print Remittances
Print Statements

Formatted Layouts
→Procedures→
→FL=Formatted Layouts
OVERVIEW
This function allows you to define the selection criteria and report format to be
used in PA=Print Formatted Accounts. It can be used to produce the European
Sales Listing report for European Community tax requirements, and 1099s for
US tax requirements. The layout defined here is used in conjunction with
RD=Report Definition.
Formatted Layouts 353

7 ENTRIES
Layout Code
This code identifies the formatted layout. Use Q UERY to display the available
layouts.
Layout Name
The name of this report is displayed on the PA=Print Formatted Accounts screen.
Account Types
Y/blank
There are six account types: D-Debtor, C-Creditor, T-Client, B-Balance Sheet,
P-Profit & Loss, and M-Memo accounts. Enter Y-Yes beside the account types
you wish to include in this report.
Selection Codes 1-5, From/To

maximum 2 characters, 15 characters each
The selection codes determine which transactions are shown on the report. You
can specify up to five categories, and ranges of codes within each category. You
can also enter masks for a number of categories. Valid options are shown in the
following table:
Selection Code Description Masking
T0 - T9 Transaction Analysis Codes Yes

JT Journal Type Yes
AC Account Code Yes
A0 - A9 Account Analysis Codes Yes
RF Transaction Reference Yes
AL Allocation Marker No
CV Conversion Code Yes
JS Journal Source Yes
DC Debit/Credit Indicator No

Select By Transaction Date Or Accounting Period
D/A
Enter D-Date to select transactions by their date, or A-Accounting Period to select
by period.
Report Transactions
Y/blank
Enter Y-Yes to produce a listing of all transactions. Leave this blank for a report
aggregated by account.
Include Generated Payments

Y/blank
Enter Y-Yes to include payments generated by GP=Generate Payments with a
journal source of PAYMT. This box overrides any selection criteria for JT-Journal
Type entered in the Selection Codes boxes.
Format Code
Enter the format code defined in RD=Report Definition.
See also:
& Actions
Report Definition
Print Formatted Accounts
Formatted Layouts 355

Generate Allocations
CO=Corporate Allocations → Procedures → GA=Generate Allocations
OVERVIEW
GA=Generate Allocations creates target transactions based on the specifications

defined in AD=Allocation Definitions, AS=Allocation Sources, AT=Allocation
Targets and AO=Allocation Ratios.
You can choose a range of periods for which an allocation is to be run.
You can choose to post, or simply report on, the results of an allocation run.
Generate allocations produces a report which lists all allocations made, and indicates
if any errors have been found during processing. A JI=Journal Import report is
also produced which shows rejected transactions.
The allocation marker is ignored when generating target transactions.
Generate Allocations 357

Validation
Validation of the combined setup, i.e. AD=Allocation Definitions, AS=Allocation
Sources, AT=Allocation Targets and AO=Allocation Ratios, is performed in two
stages.
The first stage is to check the parameters for consistency. If an error is discovered
during this stage, GA=Generate Allocations is abandoned and the allocation report
lists the error(s) found.
The second stage of validation is carried out during each step of an allocation. If
transactions are created for posting to the source database, then these are verified
first.
When the AD=Allocation Definitions option Target Database Posting is set to
D-Direct, then the target database is checked to ensure that the transactions can be
posted automatically.
The transaction date for postings generated by GA=Generate Allocations, is taken
from the last date of the range of source transactions, unless you are using the
transaction level option in AD=Allocation Definitions.
The Transaction Level boxes in AD=Allocation Definitions allow GA=Generate
Allocations to create target source reversal and offset transactions from each
individual source transaction, rather than combining the analysis and conversion
codes.
If the Transaction Level boxes in AD=Allocation Definitions are set to Y-Yes or
T-Target, then the following information may be retained from the source
transactions:
Data Taken From May be Changed by:
Transaction Date Retained from the source No

transactions
Transaction Reference Retained from the source No
transactions
Description Retained from the source No
transactions
Due Date Retained from the source No
transactions
Account Code Retained from the source Target Account
transactions (not for offsets) box in
AT=Allocation Targets

Period Retained from the source Transfer Period From/To
transactions box in AD=Allocation
Definitions, Retain
Source Posting Period
box in AS=Allocation
Sources, also Accounting
Period From/To boxes in
Amount and Other Retained from the source Base Amount boxes in
Amount transactions AD=Allocation
Definitions can be set to
swap the values, or split
using AO=Allocation
Ratios
Debit/Credit Retained from the source Amount Reversal box in
transactions AD=Allocation
Definitions
Journal Type Retained from the source Retain Journal Type box
transactions in AD=Allocation
Definitions
Journal Source Retained from the source Retain Journal Source box
transactions in AD=Allocation
Definitions
Asset Code, Subcode, Retained from the source Update Assets box in
and V/I/D marker transactions AD=Allocation
Definitions, and the entries
in AT=Allocation
Targets
Conversion Code Retained from the source Unless swapped in
transactions AD=Allocation
Definitions
Analysis Codes Retained from the source Unless consolidated or
transactions amended by
AO=Allocation Ratios
Journal Number Generated by No
JI=Journal Import
Journal Line Number Generated by No
JI=Journal Import

Allocation Marker blank No
Entry Date and Period Generated by No
JI=Journal Import
Allocation Reference, Imported as zero, No
Date and Period shown as blank
Conversion Rate Generated by No
JI=Journal Import
Rough Flag Generated by Post Transactions box in
JI=Journal Import GA=Generate Allocations
Posting Date Generated by Post Transactions box in
JI=Journal Import GA=Generate Allocations
A journal import report is created for each GA=Generate Allocations run, whether
transactions are posted or not. This report enables you to check individual
transactions for errors that may have arisen.

Rough book processing posts journals to a rough book, until recalled and posted
to the ledger. If in the LD=Ledger Definition, the Rough Book box is set to 1 or
the Balance By Reference box is Y-Yes, then journals can only be posted if the
debits and credits balance within each transaction reference.
If the Rough Book box is set to 1, all postings will initially go to the rough book.
If the Rough Book box is set to 2, you are given the option of posting to the rough
book or directly to the ledger. Your operator permissions may also restrict the
postings available. See the section Operator Permissions.
You can recall rough book journals and post them to the ledger, using the JE=Journal
Entry option Recall Journal. Only rough journals are displayed.
Alternatively, you can use the function RP=Post Rough Book to post a batch of
journals to the ledger.
It is advisable to perform a GA=Generate Allocations run with the Post Transactions
box set to N-No, when you run an allocation for the first time.

7 ENTRIES
Allocation Definition Code

Enter the allocation definition code for which you wish to generate allocations.
The allocation definition name is displayed for the code you enter.
Allocation Sequence Number From/To

maximum 99999
Enter the range of allocation sequences to be performed in this run. Leave this
blank to select all sequences which exist for the allocation definition you have
chosen.

ppp/yyyy
Choose the range of periods for this allocation. The default is the current period.
When a generate allocations run is undertaken, the source transactions are
consolidated where possible, for posting to the target account(s). Transactions
with the same period, conversion code and/or analysis codes are automatically
consolidated for posting to the target database account(s).
If a range of periods is selected, then the source period is ignored and any period
based amounts on the source or ratio definition are combined for the target postings.
Post Transactions
Y/N
Enter Y-Yes if you wish to generate the target transactions, and post them to the
specified database(s). If no errors are encountered, then the postings are made and
a new journal number is generated. This journal number is printed on the generate
allocations report. A journal import report is also generated during a generate
allocations run. This details transactions where errors exist, and highlights the
errors. Enter N-No if you wish to produce a validation report without posting the
target transactions. Again, a generate allocations report and a journal import
report are created.
Process As Rough
Y/N
If in the LD=Ledger Definition, the Rough Book Processing box is set to
2-Optional, then you are offered the option to post transactions as rough or to
hard post them.

Enter Y-Yes if transactions are to be posted as rough.
Enter N-No if transactions are to be posted as hard.
The validation processes which ensure that journals balance may give different
results, depending on whether transactions are to be posted as rough or hard.
Allow Balancing Transactions

Y/N/blank
This box allows you to define whether system generated balancing transactions
can be accepted, even if you have elected to ‘post if no errors’ in JI=Journal
Import. You must specify an error suspense account, to which the balancing
amount is posted. This facility is only used for transactions generated by
SunSystems.
This feature is particularly important in the Conversion Module. When the other
amount only is extracted, the system generates base amounts which may be rounded
and cause the journal to become out of balance. An out of balance journal is
normally rejected as an error.
Enter Y-Yes if you wish such discrepancies to be written to a suspense account,
which you nominate, thus allowing the journal to be imported.
Enter N-No or leave this blank if system generated balances are to be treated as
errors, which will prevent posting.
Error Suspense Account

If you entered Y-Yes in the previous box, you must enter a valid account code in
this box.
If the previous box is set to N-No or blank, then this box is not offered.
Y/N
Enter Y-Yes if you want the allocations report to list totals only for transactions,
for each sequence in the allocation. Enter N-No if you wish to see full details on
the report.
See also:
& Actions
Allocation Ratios
Allocation Sources
Allocation Targets
Journal Import

Generate Debits
LA=Ledger Accounting → Procedures → GD=Generate Debits
OVERVIEW
Generate debits settles the debit transactions on your debtor/receivables. Generate

debits only applies to accounts where the Direct Debit box in CA=Chart of Accounts
is set to Y-Yes. GP=Generate Payments settles the credit transactions on your
creditor/payables and client accounts. However, you can also choose to settle
debit transactions on T-Client accounts. See the section Generate Payments.
Generate debits can create a bank payment file where settlement is collected
electronically. Settlement discount and any associated tax on the settlement discount
can be generated during generate debits.
Transactions generated by the generate debits function have a journal source of
DEBIT and discounts have a journal source of DEBDS.
Generate Debits 363

The transactions for inclusion in a debits run are determined by a payment profile,
defined in PP=Payment Profiles. You can define any number of payment profiles,
each with different selection criteria, including conversion codes, due dates, etc.
See the section Payment Profiles.
Payment profiles also allows you to determine the selections to be available at run
time. These include:
• Account Code
• Transaction Reference
• Journal Type
• Journal Source
• Allocation Marker
• A0-A9 Analysis Codes
• T0-T9 Analysis Codes
Generate debits selects and processes transactions as follows:
• Transactions are selected based on the specifications on the PP=Payment
Profiles. They can be selected by D-Due Date, allocation marker, etc. See the
section Payment Profiles.
• When you select Print Report, or Store on Disk, all transactions on the relevant
accounts are inspected and, if eligible transactions are found, a file is created
containing the transactions. This file is retained until you run generate debits
for the same profile again.
• Postings are made to the debtor accounts and the payment account code.
• A debtor payment summary report is produced which optionally lists transaction
details. It shows the total number and amount of debits, and records the journal
type, journal source and journal number of the journal(s) generated.
The section Managing Your Debtors/Receivables in the SunAccount Appreciation
Guide explains more about the process of generating debits.
transactions are posted during GD=Generate Debits even if budgets are
Inter-company Postings
You can use GD=Generate Debits to settle inter-company accounts.

Bills of Exchange
You can use GD=Generate Debits to clear debtor/receivables on client accounts
where promissory notes have matured.
Allocation Markers
Use AA=Account Allocation, JD=Journal Definitions, or the JE=Journal Entry
online allocation function to assign an allocation marker, F-Force or 0-9, on selected
transactions. GD=Generate Debits can then select these transactions and settle
them. The Minimum Payment Level box on the LD=Ledger Definition can be
used to restrict settlement to certain numeric allocation markers.
Due Date
The due date is the date on which a transaction is due for payment. The precedence
for calculation is as follows:
1 If a due date has been entered manually during JE=Journal Entry or
AA=Account Allocation, this date has highest precedence.
2 If the Suppress Ageing box in the journal definition is set to Y-Yes, then the
transaction date is taken as the due date. Otherwise, the due date is calculated
by adding the payment terms, from CA=Chart of Accounts, to the transaction
date.
3 If the due date is on, or before, the selected base date for payment, the
transaction is paid.
The due date is ignored if the allocation marker is F-Force.
The due date is also ignored if the Immediate Settlement box in CA=Chart of
Accounts is set to Y-Yes.
How are Transactions Selected?

Apart from selection by allocation marker and due date, you can restrict your run
to a particular range of accounts, account priorities and payment methods, as
defined on the PP=Payment Profiles. Note the following special circumstances:
• Accounts that are S-Suspended or C-Closed in CA=Chart of Accounts are
always excluded.
• Normally, if a debtor or client account has a credit balance, then a debit is not
generated, but it will be shown on the report. For each transaction making up
the credit balance, the allocation marker is changed to B-Brought Forward.
Thus, the credit balances are carried forward until further debit transactions
are posted.
Generate Debits 365

• Transactions with a W-Withhold marker are excluded.
• Accounts being used by another operator in AA=Account Allocation are
excluded. They are noted on the report.

available. You can post the journal as hard by selecting the action Post. You can
also use DB=Day Book Listing, PT=Print Tax Listing, or the function RP=Post
Rough Book, to hard post a batch of journals.
GD=Generate Debits. You can also record a registration date, as defined on the
SN=Sequence Number Definitions, which will override the normal entry date for
a journal with a ‘user defined’ date stamp. See the section Sequence Number
Definitions.
on in the Balance by Reference box in LD=Ledger Definition. See the section
Ledger Definition.

Taking Discount
Each debtor/receivables account on CA=Chart of Accounts can have a set of
discount terms. If used, GD=Generate Debits tests whether or not a transaction is
eligible for either discount.
A transaction is eligible for the discount irrespective of the discount date. The
amount of discount is calculated by multiplying the transaction amount by the
first discount percentage on the debtor account. If the Immediate Settlement flag
is set to ‘Y’, then the debit and discount will be taken immediately, before the due
date.
So if a transaction is eligible for discount, it is paid, even if it is not yet due for
payment according to the payment terms. To prevent this happening, you can
adjust the dates, i.e. base date for payment, base date for discount, next payment
date.
Tax On Settlement Discount

When you have taken settlement discount you also have the option to account for
any tax relating to that discount. This is defined in the Tax Analysis Category and
Tax On Settlement Discount boxes in LD=Ledger Definition, and also the function
TD=Tax Details. You can specify a tax account to record the tax included in any
settlement discount amount; postings are made to this account for each combination
of analysis codes. See the section Ledger Definition, subsection Tax on Settlement
Discount. Also, see the section Tax Details.
Bank Details
If settlement is by bank transfer, then details of your debtor/receivables or client
banks are required. You can define multiple banks for each debtor, creditor and
client account in BK=Bank Details. The default bank subcode to be used in generate
debits can be identified on the CA=Chart of Accounts record, or in PP=Payment
Profiles. Bank account details can be included on the statement.
If an invalid bank code is identified in either of those options during a GD=Generate
Debits run, transactions due for settlement are ignored, depending on the settings
in LD=Ledger Definition in the Automatic Bank Payments box.
Generate Debits 367

7 ENTRIES
Profile Code
Enter a profile code previously defined in PP=Payment Profiles.
Post Transactions
Y/N/R
If this box is N-No then postings are not made. In order to produce a bank transfer
file, it is necessary to run GD=Generate Debits with Y-Yes in this box.
If the Rough Book box in LD=Ledger Definition is set to 2, you can enter R-Rough
in this box to post to the rough book.
Suppress Report Transactions

Y/N
If this box is N-No, the report shows the debit produced for each transaction. If
this box is Y-Yes then a summary version is produced, showing a single line for
each debtor account.
Base Date For Debit

date format
Transactions are selected according to due date, as described earlier in this section.
Selections 1-5 From/To

Depending on the settings on the PP=Payment Profiles record, you are presented
with up to five selection criteria for the payment run. See the section Payment
Profiles.
The selection category can be any of the following:
Code Description
AC Account Code. It should be noted that an account code range entered

at run time overrides the entries in the payment profile.
JT Journal Type
JS Journal Source

Code Description
AL Allocation Markers may be selected as follows: F-Force Payment

space-unallocated (enter a ‘-’ hyphen to select) 0-9-numeric allocation
markers It should be noted that an allocation marker range entered at
run time override the entries in the payment profile.
If subcategories have been defined on the profile, then the selection box may appear
with masking in the form of ‘*’ asterisks.
Debit Date
date format
Enter the date to be used as the transaction date for transactions generated during
this payment run. The default is today’s date.
Debit Account
Enter the account to which balancing transactions will be posted. It would normally
be your bank account.
Output Discount Account

Enter the account to which settlement discount, generated during the generate
debits routine, will be posted.
BANK PAYMENT
This screen is displayed if you have selected the payment method B-Bank in
CA=Chart of Accounts, and in the LD=Ledger Definition, the Automatic Bank
Payments box is set to Y-Yes, W or I. You can use the bank transfer file as input to
a software package which will prepare the transactions for an automated clearing
system, for example BACS.
Generate Debits 369

7 BANK PAYMENT ENTRIES
Bank Payments Processing Date

date format
Enter the date on which the settlements are to be processed by the bank. You
cannot enter a date earlier than today’s. BACS normally requires a date not less
than two days earlier and not more than 40 days later than the date of transmission.
This date can be reset or overwritten at the time of transmission.
Default Bank Transaction Reference

This reference indicates to the payee the reason for payment. Each bank details
record can hold a reference. If it does not, the reference entered here is used. You
can leave this box blank. A reference is not mandatory for BACS.
The following boxes are only requested if you are posting the generated transactions.
Ledger File Payment Reference

You can enter a reference in this box which is applied to all transactions posted to
the payment account. There is no validation check on the reference entered.
You can leave this box blank.
Single Transaction To Payment Account

Y/N
Enter Y-Yes if you want to generate a single transaction to the payment account
for all the accounts debited in this payment run. Enter N-No if you want each
account debited to be recorded as a separate transaction in the payment account.
Bank Payments File Identity

2 characters
This box identifies the bank account into which funds are received. If you use a
single bank account, it is normally defined as account 01.

Bank Payments File Name
When you have completed the preceding boxes, the bank transfer file name is
displayed. Note that the file name must be the same for each payments run using
any given bank account. Do not vary the number as this is the key which identifies
the bank account to be used for payment.
If a file of this name already exists, you are warned of this and given the choice to
overwrite the file or to cancel the GD=Generate Debits request. Do not overwrite
the file unless you are absolutely certain it has been transferred successfully.
8 ACTIONS
Amend Consolidation
Select Amend Consolidation to gain access to this screen. It allows you to split
the debits according to the analysis codes on the original transactions or to apply
new analysis to the settlement transactions. By entering ‘..’, the debit entries have
the same analysis codes as the original transactions. Alternatively, you can select
specific analysis codes that you wish to appear on the generated transactions.
See also:
& Actions
Bank Details
Chart of Accounts
Generate Payments
Ledger Definition
Payment Profiles
Generate Debits 371

Generate Payments
LA=Ledger Accounting → Procedures → GP=Generate Payments
OVERVIEW
Generate payments selects and settles outstanding transactions on C-Creditor/

Payables and T-Client accounts. It can settle credit balances on T-Client accounts.
Generate payments can trigger the creation of the necessary documentation in the
form of remittances and cheques, which arise from the payments. Alternatively, a
payment file for electronic transmission can be generated.
The transactions for inclusion in a payment run are determined by a payment
profile, defined in PP=Payment Profiles. You can define any number of payment
profiles, each with different selection criteria, including conversion codes, due
dates, etc. See the section Payment Profiles.
Generate Payments 373

Payment profiles also allows you to determine what selections should be made at
run time. These include:
• Transaction Reference
• Journal Type
• Journal Source
• Allocation Marker
• Account Code
• A0-A9 Analysis Codes
• T0-T9 Analysis Codes
The section Managing Your Creditors/Payables in the SunAccount Appreciation
Guide explains the payment process.
In addition to the profile code and possible selection codes, you can also select
whether a payment is a trial run, or if the payments will be posted to the system.
Transactions generated during generate payments acquire a journal source of
PAYMT. Other information supplied at this stage includes the due dates to be
included, the bank accounts, settlement discount accounts, etc.
There are normally the following stages:
1 Enter the profile code as defined in PP=Payment Profiles.
2 Enter the run time selections, including those determined by the profile.
3 When you select Print Report or Store on Disk, all transactions on the chosen
accounts are inspected and, if eligible transactions are found, settlement
‘payments’ are created.
4 Postings (balancing entries) are made to the creditor/payables or client accounts,
and the payment account code. There may also be postings to discount accounts
and the tax accounts, depending on whether you are claiming any discount and
recording tax on that settlement discount. These postings are given a journal
number which will be printed on a JL=Journal Listing.
5 The creditor payment summary report is produced which optionally lists detail
transactions. It shows the total number and amount of payments, and records
the journal type, journal source and journal number of the payment journal
generated.
The PR=Print Remittances screen is displayed automatically to allow you to print
related documentation.
transactions are posted during GP=Generate Payments even if budgets are

ALLOCATION MARKERS
The payment profile can specify that transactions are selected by allocation marker.
This can be either on the profile, or at run time in generate payments. The allocation
markers relevant to generate payments are:
• F-Force Payment. This allocation marker can be used to identify transactions
to be settled regardless of due date, or any other criteria.
• 0-9-numeric allocation markers can be used to select transactions at different
stages of a bill of exchange, etc.
• W-Withhold marker can be used to exclude transactions from any payment
run. For example, you might use it for disputed transactions.
It should be noted that an allocation marker range, entered at run time in
GP=Generate Payments overrides the entries on the profile.
Use AA=Account Allocation, or JD=Journal Definitions, to flag transactions with
F-Force, or 0-9.
The Minimum Payment Level box on LD=Ledger Definition is used to restrict
payment to certain numeric allocation markers.
If you specify that transactions are selected for payment by D-Due Date, allocation
markers are irrelevant as only unallocated transactions are included. Using AL-
Allocation Marker as a selection criterion may mean that no transactions are
selected.
Due Date
The due date is the date on which a transaction becomes due for payment. The
precedence for calculation is as follows:
1 If a due date has been entered manually during JE=Journal Entry or AA=Account
Allocation, this date has the highest precedence.
2 If a due date is not entered, but in the JD=Journal Definitions, the Suppress
Ageing box, is set to Y-Yes, then the transaction date is taken to be the due date.
3 Otherwise, the due date is calculated by adding payment terms, on the CA=Chart
of Accounts, to the transaction date.
4 If this due date is on, or before, the selected base date for payment, the transaction
is paid by the due date payment option which also pays any allocations of F-
Force Payment.

If you select the payment method A-Allocation Marker, then transactions are
selected by a numeric allocation marker and due date. If you select the payment
option Z then, again, transactions are selected by numeric allocation marker,
regardless of the due date.
How are Transactions Selected?

Transactions are selected based on the setup of the payment profile. See the section
Payment Profiles.
Note the following special circumstances:
• Accounts that are S-Suspended or C-Closed in the CA=Chart of Accounts are
always excluded from payment.
• Normally, if a creditor/payables account has a debit balance, payment is not
generated, but a remittance advice is printed by PR=Print Remittances, showing
the debit balance. For each transaction making up the debit balance, the allocation
on the ledger is changed to B-Brought Forward. Remittances are printed for
B-Brought Forward transactions by each successive PR=Print Remittances until
the payment balance reverts to a credit balance. Thus the debit balances are
carried forward until further credit transactions are posted.
• Transactions with a W-Withheld marker are excluded from all payment runs.
• Accounts being used by another operator in AA=Account Allocation are also
excluded. They are noted on the payments report.
• Accounts that have the CA=Chart of Accounts box, Pay Method, set to B-
Bank, but for which bank details have not been defined, are ignored during
generate payments.
Postings
Each time you run GP=Generate Payments, transactions are generated as follows:
• One payment transaction is posted to each creditor/payables account for the
net amount (gross less discount).
• One transaction is posted to the bank account for each creditor.
• Optionally, a single discount transaction (including any tax) is posted to a
discount account, and the tax on any settlement discount may be posted to a
tax account. See the subsections Taking Discount and Tax on Settlement
Discount later in this section.
Generated payment transactions have the journal source PAYMT. Generated
settlement discount transactions have the journal source PAYDS.

Each transaction that is paid is given the allocation marker P-Paid. They are also
assigned the next allocation reference, and the latest allocation date and period. If
you have specified S-Single Payments as your pay method, a separate allocation
reference is generated for each payment.
Payments are not generated for transactions in future periods.
Analysis Codes
Normally SunAccount consolidates all transactions belonging to a particular
creditor/payables account, regardless of analysis codes, and generates a single
balancing debit transaction to the creditor. If you select Amend Consolidation
then you can split the consolidated postings by analysis codes T0-T9.

GP=Generate Payments. See the section Ledger Definition.

You can also record a registration date, as defined on the SN=Sequence Number
Definitions, which will override the normal entry date for a journal with a ‘user
defined’ date stamp. See the section Sequence Number Definitions.
on in the Balance by Reference box in LD=Ledger Definition. See the section
Ledger Definition.
One-off Cheques
It is likely that you buy goods or services on a one-off basis and the creditor/
payables account is unlikely to be used again. Rather than setting up separate
creditor/payables accounts, create a single miscellaneous purchases account with a
payment method of S-Single Payments. A payment is generated for each
transaction in that account and the name for the cheque or remittance is taken
from the transaction description. See the section Chart of Accounts for further
details.
Taking Discount
Each creditor/payables account on CA=Chart of Accounts can have two sets of
settlement terms. If either, or both, of these are used, GP=Generate Payments
tests whether or not a transaction is eligible for either discount.
A transaction is eligible for the first discount if the discount date, calculated by
adding the account’s first discount days to the transaction date, is on, or before,
the selected base date for discount. The amount of discount is calculated by
multiplying the transaction amount by the first discount percentage on the creditor
account. If the transaction is not eligible for the first discount, then SunAccount
checks whether it is eligible for the second discount. See the section Chart of
Accounts.
The tests for discount are performed before the due date tests described earlier.
So if a transaction is eligible for discount, it is paid, even if it is not yet due for
payment according to the payment terms. To prevent this happening, you can
adjust the dates, i.e. base date for payment, base date for discount, next payment
date. The next payment date is particularly useful. If, on that date, the transaction
is eligible for the same discount, it is not paid during this payment run.

Tax on Settlement Discount
When you have taken settlement discount you also have the option to account for
any tax relating to that discount. This is defined in the Tax Analysis Category and
Tax On Settlement Discount boxes in LD=Ledger Definition, and also the function
TD=Tax Details. You can specify a tax account to record the tax included in any
settlement discount amount; postings are made to this account for each combination
of analysis codes. See the section Ledger Definition, subsection Tax on Settlement
Discount. Also, see the section Tax Details.
Bank Details
If settlement is by bank transfer, then details of your creditor or client banks are
required. You can define multiple banks for each debtor, creditor and client account
in BK=Bank Details. The default bank code to be used in generate payments, can
be identified on the CA=Chart of Accounts record, or in PP=Payment Profiles.
Bank account details can be included on remittances.
If an invalid bank code is identified in either of those options during a GP=Generate
Payments run and the Automatic Bank Payments box is set to ‘Y’ in LD=Ledger
Definition, the transactions for payment are ignored. If the Automatic Bank
Payments box in Ledger Definition is set to ‘W’ the error is reported and processing
continues. If it is set to ‘I’ the error is ignored and processing continues.
7 ENTRIES
Profile Code
Enter a profile code previously defined in PP=Payment Profiles.
Post Transactions
Y/N/R
In order to post generated transactions, print remittances, or produce a bank transfer
file, it is necessary to run GP=Generate Payments with Y-Yes in this box. If this
box is N-No then postings are not made, but a report showing the items selected
for payment is produced.
in this box to post to the rough book.

Suppress Report Transactions
Y/N
If this box is ‘N-No’, the report shows the payment and discount taken on individual
transactions. If this box is Y-Yes then a summary version is produced, showing a
single line for each creditor (payable).
Base Date For Payment

date format
Transactions are selected for payment if their due date, as described earlier in this
section, is on, or before, the date entered in this box.
Base Date For Discount

date format
Transactions will be selected for payment if they are eligible for discount, as
described earlier in this section.
Payment Date
date format
Enter the date to be used as the transaction date for transactions generated during
this run. The default is today’s date.
Next Payment Date

date format
Use this box to indicate when you will next run GP=Generate Payments. If
transactions are still eligible for the same discount at that date, they will not be
selected for this run.
Forced payments are cleared, regardless of the date entered in this box.
Selections 1-5 From/To

Depending on the settings on the PP=Payment Profiles record, you are presented
with up to five selection criteria for the payment run. See the section Payment
Profiles.

Code Description
AC Account Code. It should be noted that an account code range

entered at run time overrides the entries in the payment profile.
JT Journal Type
JS Journal Source
AL Allocation Markers can be selected as follows: F-Force Payment
space-unallocated (enter a ‘-’ hyphen to select) 0-9-numeric
allocation markers It should be noted that an allocation marker
range entered at run time overrides the entries in the payment
profile. However, if used in conjunction with payment option D-
Due Date nothing will get selected
If subcategories have been defined on the profile, then the selection box may
appear with masking in the form of ‘*’ asterisks.
Payment Account
Enter the account to which the balancing transactions for the payment are to be
posted. It would normally be your bank account. You are warned if there are
insufficient funds in this account. It must not be an M-Memo type account.
If you are paying by conversion code, i.e. the Other Amount Payment box in
LD=Ledger Definition is Y-Yes, and the payment profile selects conversion codes,
then the Payment Account can be picked up from the CN=Conversion Definitions
record. If the accounts have not been defined for a currency in conversion
definitions, the account entered here will be used.
Input Discount Account

Enter the account to which the balancing transactions for generated discount for
credits are posted. It must not be an M-Memo account.

Enter the account to which the balancing transactions for generated discount for
debits are posted. It must not be an M-Memo account.
Bank Account Overdrawn Warning
Generate payments can present a warning message if a payments run will take one
of the bank accounts into an overdrawn position. The message varies, depending
on the bank account overdrawn warning settings in OP=Operator Permissions.
You can exclude the warning message altogether, display it without the overdrawn
value, or display the full message, including the overdrawn amount.
The message is in the following format, depending on the setting in OP=Operator
Permissions:
Warning - Deficiency of nnnnnn.nn on Bank Account(s) - Proceed Y/N.
If Y-Yes is selected, then processing will continue, even though the account is
overdrawn. If N-No is selected, then processing stops, even if only one of the
selected bank accounts will become overdrawn.
BANK PAYMENT

This screen is displayed if you have selected the payment method B-Bank and the
flag on the LD=Ledger Definition, in the Automatic Bank Payments box, is set to
create a bank transfer file. A bank transfer file is created only if you have entered
Y-Yes in the Post Transactions box. You can use the bank transfer file as input to
a software package which will prepare the transactions for an automated clearing
system, for example BACS.
The payments file acquires a name as follows:
SAPn-ddd
where n represents the payment file indicator identified on the PP=Payment Profiles
record, and ddd is the database code.
7 BANK PAYMENT ENTRIES
Bank Payments Processing Date

date format
Enter the date on which the payments are to be processed by the bank. You cannot
enter a date earlier than today’s. BACS normally requires a date not less than two
days earlier and not more than 40 days later than the date of transmission. This
date can be reset or overwritten at the time of transmission.
Default Bank Transaction Reference

This reference indicates to the payee the reason for payment. Each bank details
record can hold a reference. If it does not, the reference entered here is used. You
can leave this box blank. A reference is not mandatory for BACS.
The following boxes are only requested if you are posting the generated transactions.
Ledger File Payment Reference

You can enter a reference in this box which is applied to all transactions posted to
the payment account. There is no validation check on the reference entered.
You can leave this box blank.
Single Transaction to Payment Account

Y/N
Enter Y-Yes if you want to generate a single transaction to the payment account for
all the accounts paid in this payment run. Enter N-No if you want each account
paid to be recorded as a separate transaction in the payment account.

Link to Print Remittances
Y/N
If you want to go straight to PR=Print Remittances when the payment run has
finished, enter Y-Yes. If you would rather return to the main screen, enter N-No.
Bank Payments File Identity

2 characters
This box identifies the bank account from which you are drawing funds. If you
use a single bank account, it is normally defined as account 01. If you make
payments from several different bank accounts, you will need to run GP=Generate
Payments once for each bank account.
Bank Payments File Name

When you have completed the preceding boxes, the bank transfer file name is
displayed. Note that the file name must be the same for each payments run using
any given bank account. Do not vary the number as this is the key which identifies
the bank account to be used for payment.
If a file of this name already exists, you are warned of this and given the choice to
overwrite the file or to cancel the GP=Generate Payments request. Do not overwrite
the file unless you are absolutely certain that it has been transferred successfully.
8 ACTIONS

Amend Consolidation
Select Amend Consolidation to gain access to this screen. It allows you to split
the payments according to the analysis codes on the original transactions or to
apply new analysis to the payment transactions. Payments made to the creditor
accounts are also split by analysis codes. By entering ‘..’, the payment entries
have the same analysis codes as the original transactions. Alternatively, you can
select specific analysis codes that you wish to appear on the generated transactions.
See also:
& Actions
Bank Details
Chart of Accounts
Generate Debits
Ledger Definition
Payment Profiles
Print Remittances

Journal Definitions
LA=Ledger Accounting→→Entry→→Setup Menu→

→JD=Journal Definitions
→Entry→
→JD=Journal Definitions
Journal Definitions 387

OVERVIEW
JD=Journal Definitions is used in Ledger Accounting and Fixed Asset Register

to define the transaction types you require. For example, you may need journals
for sales invoices, purchase invoices, cash receipts, cash payments, expenses,
acquisitions, depreciation, and revaluation. You can create as many journal types
as you require.
JP=Journal Presets is used to automate the entry of journal lines and spreads, and
is described in the section Entering Transactions in the SunAccount Appreciation
Guide.
7 ENTRIES
Journal Type
Enter a code to identify the journal. For example, you might use PI for purchase
invoices, or SI for sales invoices.
Journal Name
During JE=Journal Entry, SunAccount uses the journal name as the transaction
description. You can then add to it, or overwrite it.

Preset Code
Enter a code to identify the journal preset you want to use with this journal. See
the section Journal Presets for further information.
Analysis Category 1-10

T0-T9
This identifies the analysis categories you wish to use for this journal. You can
use any of the analysis categories (T0-T9) for which analysis definitions have
been created. See the section Analysis Definitions for further information on
creating analysis categories. The sequence in which you enter T0 to T9 determines
the order in which they are presented during JE=Journal Entry. The transaction
analysis codes entered in the CA=Chart of Accounts box, Enter T-Codes, can alter
the selections made here. See the section Chart of Accounts for further information.
Suppress Ageing/Discount
Y/blank
If this box is set to Y-Yes, the transaction date becomes the due date, i.e. the
transaction is ‘due’ immediately. This may be appropriate for transactions such as
cash receipts. The section Generate Payments describes the precedence for
calculating due dates. The selection in this box affects the following functions:
GA=Aged Analysis
CT=Creditor Transfer
DT=Debtor Transfer
GD=Generate Debits
JI=Journal Import
Description per Line

Y/- hyphen/blank
Enter Y-Yes if you want to be prompted to enter a description for each journal line.
If you leave this box blank, you are prompted to enter a description, but only when
a new transaction reference is created.
The ‘-’ hyphen is similar to the Y-Yes option. However, in addition to being
prompted for a new description for each journal line, the description from the
previous line is removed, so for each line you can enter a description from scratch.
You can preset journal descriptions using JP=Journal Presets. See the section
Journal Presets for further information.

Next Period Reversal
Y/blank
You can use this box for accruals and prepayment journals. If it is set to Y-Yes,
each transaction line is posted twice: once for the period selected at the start of
JE=Journal Entry, and secondly for the succeeding period.
Automatic Tax Calculation

Y/blank
The automatic tax calculation feature is linked to TD=Tax Details and you should
read the Tax Details section before proceeding. Also refer to the section Journal
Entry.
Automatic tax calculation can provide the following:
• The identification of the tax portion of a transaction and generation of the
appropriate postings to the accounts identified in TD=Tax Details
• The apportionment of the tax amount over two tax accounts
• The identification of and generation of the appropriate postings for withholding
tax
EnterY-Yes if you want to use the automatic tax calculation facility. The following
three options appear in a separate window:
Calculate Tax From Account Types D C T P B M

G/N/blank
These boxes allow you to determine whether tax is calculated on the G-Gross or
N-Net value, by account type. If G-Gross, the tax calculation acquires the opposite
debit/credit indicator to the originating transaction, e.g. if the gross transaction is
D-Debit, the tax posting is C-Credit. If N-Net, the tax calculation acquires the
opposite same debit/credit indicator to the originating transaction.
The automatic calculation of tax is activated on entry of an appropriate tax analysis
code on a journal line. The point at which it is appropriate to enter the analysis
code can differ from one journal to another. For example, you could specify that
the tax calculation is based on the gross amount when a D-Debtor, C-Creditor or
T-Client account is entered with the tax analysis code. You might also specify that
the tax calculation is based on the net amount when a P-Profit/Loss, B-Balance
Sheet or M-Memo account is entered with the tax analysis code.
Leave a box blank if tax will never be calculated on a journal line on which this
account type is used.

Calculate Stoppage From Account Types D C T P B M
G/N/blank
These boxes allow you to determine whether stoppage taxes are calculated on the
G-Gross or N-Net value, by account type. Regardless of whether you use G-
Gross or N-Net, the stoppage calculation acquires the same debit/credit indicator
as the originating transaction, e.g. if the gross transaction is D-Debit, then the
stoppage transaction is D-Debit. The second transaction generated for stoppage,
which is posted to the account from which the tax originates, is reversed.
The automatic calculation of stoppage tax is activated on entry of an appropriate
tax analysis code on a journal line. The point at which it is appropriate to enter
the analysis code can differ from one journal to another. For example, you could
specify that the stoppage tax calculation is based on the gross amount when a D-
Debtor, C-Creditor or T-Client account is entered with the tax analysis code. You
might also specify that the stoppage tax calculation is based on the net amount
when a P-Profit/Loss, B-Balance Sheet or M-Memo account is entered with the
tax analysis code.
Leave a box blank if tax will never be calculated on a journal line on which this
account type is used.
Input/Output
I/O
Enter I-Input if you want to use the input tax account codes from the TD=Tax
Details record for posting tax calculations. Enter O-Output if you want to use the
output tax account codes from the TD=Tax Details record for posting tax
calculations.
Due Date Entry

Y/blank
If this box is set to Y-Yes, you are asked to enter a due date during JE=Journal
Entry. If this box is left blank, the due date is calculated automatically, based on
the transaction date of the journal and the setting of the Payment Terms box in
CA=Chart of Accounts. See the sections Journal Entry, Chart of Accounts and
Generate Payments for further information.
Unique References
Y/blank
Set this box to Y-Yes if you want to ensure that the transaction reference for the
current journal has not previously been used for the account to which you are
posting. This check facility applies only to account types D-Debtor, C-Creditor,
and T-Client.
F Important Note: This validation process considerably increases the amount

of time it takes to enter or import a journal.

Create Without Pause
Y/blank
If this box is set to Y-Yes, during JE=Journal Entry the system automatically prompts
you to enter the next journal line, on completion of the previous line. If this box is
left blank, the system pauses after each journal line and you must choose Create to
enter the next journal line.
If journal presets are in use, the procedure of automatically prompting for the next
line ceases once the final preset line has been entered.
Conversion
Y/blank
Conversion Module only. If this box is set to Y-Yes, this journal type will
request the entry of multi-currency details during journal entry. This details
include the conversion code, conversion rate, and other amount.
If you leave this box blank, journals entered using this journal type can only use
the base currency.
Asset Details Entry

Y/blank
Asset Register only. If this box is set to Y-Yes, you are prompted for asset details
in JE=Journal Entry. These details include asset code, asset subcode, and V/I/D
marker.
Suppress Use In: Journal Entry, Journal Import, Account Allocation

Y/blank
Enter Y-Yes next to a function name if you wish to suppress the use of this journal
definition with the function. For example, if you do not wish to use a particular
journal definition in JD=Journal Entry, then enter Y-Yes in the Journal Entry box.
If you enter Y-Yes in the Account Allocation box, this prevents the use of this
journal in the G-Generate facility in AA=Account Allocation.
If you enter Y-Yes in the Journal Import box and a journal using this journal
definition is encountered on an import file, the journal is rejected.
Leave this box blank if this journal can be used in all three functions.
Sequence Number Code

You can enter a sequence number code, as defined in SN=Sequence Number
Definitions, if you want this journal type to add a sequence number, and optionally
a number and/or date, to each transaction. The number is entered via a T-Category
specified on LD=Ledger Definition. See the section Sequence Number Definitions

for information on how to define number sequences. You may also want to refer
to the section Daybook Listing in this manual and the section A Guide to Italian
Accounting in the SunAccount Appreciation Guide.
Data Access Group

Identify the data access group applicable to this journal. This facility enables you
to control access to specific journal types. See the sections Operator Permissions
and Data Access Groups for further information on controlling access to
SunSystems. You may also want to refer to the section Security in the SunAccount
Appreciation Guide.
You can only enter a data access group that includes the operator group defined in
your operator definition. Leave this box blank if you want this journal type to be
available to all operators.
Allocation Marker leading to Online Allocation Window

F/W/A/0-9/blank
If this box is set to F-Force, all transaction lines posted to a D-Debtor (receivables),
C-Creditor (payables) or T-Client account will have an allocation marker of F-
Force Payment. Similarly, if this box is set to W-Withheld, the allocation marker
is automatically set to W-Withheld. This affects whether a transaction is included
in a GP=Generate Payments or a GD=Generate Debits run.
You can also use numeric allocation markers 0-9 which can be set on creditor,
debtor, and client account transactions.
Leave this box blank if predefined allocations are not required.
Enter A-Allocation if you want to use the online allocation facility in JE=Journal
Entry for this journal. Entry of A-Allocation will present further options relating
to online allocation. See the section Journal Entry for further details on online
allocation. The following options will appear in a window.
Sequence of Transactions
P/D/U/R/B/0-9/blank
While recording transactions in JE=Journal Entry, you can simultaneously match
them, or allocate them, to existing transactions for the same account. For example,
you can allocate receipt transactions to their original invoices. The online allocation
function in JE=Journal Entry presents unmatched transactions to allow you to
make the allocations. See the section Journal Entry for further information about
online allocation.

The order of presentation of the unallocated transactions is significant and can
help to reduce the time taken to select matching transactions. The following
sequences are available:
P-Period
D-Transaction Date
U-Due Date
R-Reference
B-Base Amount. Sequenced by amount regardless of debit/credit marker
O-Other Amount. Sequenced by amount regardless of debit/credit marker
0-9 sequences by the allocation numbers zero through to nine
The default sequence is by period. Leave this box blank if online allocation is not
required for this journal type.
Input Discount Account

This box identifies the account to which discounts generated during the online
allocation process in JE=Journal Entry are posted. The input discount account is
used for discounts generated on C-Creditor accounts and for discounts generated
on debit transactions on T-Client accounts.
It cannot be an M-Memo or a C-Closed account.
them, or allocate them, to existing transactions for the same account. Available
discount is applied as specified in the chart of accounts record. Further discrepancies
can be written off as discount, based on the tolerances defined in the discount
tolerance boxes below.
If this box is left blank, the output discount account is used. One or other of these
accounts must be entered.

This box identifies the account to which discounts generated during the online
allocation process in JE=Journal Entry are posted. It cannot be an M-Memo or a
C-Closed account. The output discount account is used for discounts generated on
D-Debtor accounts and for discounts generated on credit transactions on T-Client
accounts.

them, or allocate them, to existing transactions for the same account. Available
discount is applied as specified in the chart of accounts record. Further discrepancies
can be written off as discount, based on the tolerances defined in the discount
tolerance boxes below.
If this box is left blank, the input discount account will be used. One or other of
these accounts must be entered.
Discount Tolerance %
999999999.99
This box identifies the discrepancy, in percentage terms, between ‘allowed’ and
actual discount, which can be written off as further discount during online
allocations in JE=Journal Entry. The agreed percentage discount for an account is
specified in CA=Chart of Accounts, where you can define two levels of discount
which depend on the speed with which the transaction is settled. See the section
Chart of Accounts for details of setting discounts for an account.
The tolerance percentage identified here is the difference between the system
generated ‘allowed’ discount and the actual discount taken. If the difference falls
within the tolerance specified in this box, it is written off as additional settlement
discount.
F Note: If a discount tolerance percentage and discount tolerance amount

are both entered, then both criteria must be satisfied for tolerance to be
considered.
Discount Tolerance Amount

999999999.999
This box identifies the discrepancy in amount terms, between ‘allowed’ and actual
discount, which can be written off as further discount during online allocations in
JE=Journal Entry. The agreed percentage discount for an account is specified in
CA=Chart of Accounts, where you can define two levels of discount which depend
on the speed with which the transaction is settled. See the section Chart of
Accounts for details of setting discount for an account.
The tolerance amount identified here is the difference between the system generated
‘allowed’ discount and the actual discount taken. If the difference falls within the
tolerance specified in this box, it is written off as additional settlement discount.

See also:
& Actions
Analysis Codes
Journal Entry
Journal Presets
Spread Ratios
F Note: If you are required to produce an ESL for European tax reporting, or
a 1099 for US tax requirements, you can use T-Code analysis to identify the
various types of transaction. See the sections Formatted Layouts and Print
Formatted Accounts.

Journal Entry
LA=Ledger Accounting → Entry → JE=Journal Entry

AR=Fixed Asset Register → Entry → JE=Journal Entry
OVERVIEW
Journal entry records ledger and asset transactions. It is used for all types of
transactions: sales invoices, purchase invoices, cash receipts, cash payments,
expenses, movement of assets or liabilities, depreciation or any other journal type.
The screen varies according to the journal definitions you select.
The following stages are involved in entering a journal:
• Select Start Journal.
• Specify a journal type and journal source. The journal type must have been
defined in JD=Journal Definitions. The journal source may be presented
automatically as the operator Id. See the section Ledger Definition.
Journal Entry 397

• Enter the transaction reference. This may apply to one or more lines of the
journal. It remains on screen until overwritten with a new reference. A journal
may therefore comprise a number of transaction references.
• If JP=Journal Presets have been defined, the entries are displayed and validated
appropriately. The cursor skips valid preset boxes. The option Amend Presets
allows you to select a journal preset within JE=Journal Entry, and those presets
will be applied to the current journal.
• Tax postings can be generated according to your requirements, as defined in
TD=Tax Details.
• Several lines of a journal can be reviewed by selecting theView option. Various
overlay options are available.
• As you enter transactions, you can simultaneously allocate or match them to
existing transactions for the same account. During the allocation process, you
can generate settlement discounts, tax on settlement discounts and gains/losses
when allocating by other amount.
• Journals may be held prior to posting. Held journals are re-selected using the
View Held Journals option.
• You can Post a journal only when the total debits and credits are equal for each
period in the journal. This does not apply where memo accounts are used.
Totals/Balance
The total debit, credit and out of balance amounts are displayed at the top right of
the screen. The out of balance amount for the current journal reference is displayed
in the bottom right of the screen. Whereas the entire journal must balance, the
transactions grouped by transaction reference need not, unless you are using rough
book processing, described later. Amounts posted to memo accounts are not added
to these totals. If you are using the Conversion Module, Totals allows you to
toggle between base and other amount totals.
Conversion Module
If a journal definition has Y-Yes in the Conversion box, then JE=Journal Entry
shows a rate and two amount boxes, the base amount and other amount. You can
enter any two of these and the third is calculated. The rate is picked up either
from the CV=Conversion Tables, or from the DC=Daily Conversion Tables. Daily
conversion tables are used if in CN=Conversion Definitions, the Daily Rate box is
set to Y-Yes. See the section Daily Conversion Tables.

You can enter a spot rate, which is different to the rate held in either conversion
tables, or daily conversion tables. The rate entered must be within the tolerance
identified in the Conversion Rate Tolerance % box in the LD=Ledger Definition.

The Fixed Asset Register uses JE=Journal Entry to record asset transactions on
the ledger: depreciation, revaluations, acquisitions, disposals. Journal definitions
should have Y-Yes in the Asset Details box. You cannot post transactions to an
asset whose status is D-Disposal. You are warned if you try to post to an asset
after the depreciation end period.
The V/I/D marker dictates whether the JE=Journal Entry amount should update
the gross value, initial value or accumulated depreciation on the asset record. The
last period depreciation and the date last transaction on the asset record are also
updated.
Use V-Value to post to the current period and update the gross value of the asset.
The marker D-Depreciation also posts to the current period, but updates the
accumulated depreciation. The I-Initial asset marker is treated as though the posting
is made to the Start Depreciation Period set in AR=Asset Records regardless of
the current period in JE=Journal Entry. Subsequently, CD=Calculate Depreciation
works out the depreciation due from the start period to the current period. This is
compared with any depreciation accumulated so far. You should not use the V-
Value marker with assets whose depreciation method is set to T-Table Depreciation.
You can preset the asset code, subcode or V/I/D marker in JP=Journal Presets.
The asset code and subcode, from AA=Asset Analysis, govern the analysis codes
prompted for. The conversion code is taken from AR=Asset Records.
T-Code Analysis
JD=Journal Definitions allows you to specify which analysis categories you wish
to be prompted with during JE=Journal Entry. However, the analysis category
specification on the CA=Chart of Accounts record overrides the JD=Journal
Definitions.
As a result, you may be prompted with certain analysis categories on one transaction
line, and with different ones on the next.
Journal Entry 399

preventing further amendment. See the section, A Guide to Italian Accounting in
Rough journals can be recalled for amendment and hard posting, using the
Sequencing can also be applied to system generated transactions.
on in the Balance by Reference box in the LD=Ledger Definition. See the section
Ledger Definition.
Automatic Tax Calculation

Automatic tax calculation does the following:
• It can identify the tax portion of a transaction and generate the appropriate
postings to the accounts identified in TD=Tax Details.

• The tax amount can be apportioned over two tax accounts.
• The appropriate postings for withholding tax can be identified and generated.
If you wish to use this feature, then refer to the sections Tax Details and Journal
Definitions.
Before any automatic tax calculations are performed on a transaction line, the
following conditions must exist:
• The tax analysis category must be defined on LD=Ledger Definition.
• The analysis code for the tax analysis category must be available for the journal.
• The analysis code entered must correspond to a TD=Tax Details record that
has input/output tax accounts.
• The JD=Journal Definitions record must have automatic tax calculation set to
Y-Yes.
• The account entered for the journal must correspond to a valid account type as
specified in the JD=Journal Definitions box, Calculate Tax From.
Please note the following:
Transactions generated in this way acquire the same journal line number, with a
suffix, as the ‘base’ transaction, i.e. the transaction line which triggered the tax
calculations. Preset lines defined in JP=Journal Presets are therefore not affected
by the addition of new lines to the journal.
Automatic tax calculations are generated in Create mode only. If you amend a
transaction line which triggered the creation of tax journal lines, the tax lines
must be amended manually, i.e. they are not recalculated automatically.
Additionally, if you delete a journal line, you must manually delete the tax journals
triggered by it.
Online Allocation
Online allocation allows you to simultaneously record and allocate or match
transactions. You can separate these procedures by recording journals in JE=Journal
Entry, and allocating them using the AA=Account Allocation, or the
TM=Transaction Matching functions.
The online allocation facility is particularly useful for matching receipts to invoices
on D-Debtor, C-Creditor or T-Client accounts. It can also be used for bank
reconciliation, and other procedures that require allocation, or matching, of
transactions.
Online allocation is journal specific. In other words, it is set in the Allocation
Marker box on the JD=Journal Definitions.
Journal Entry 401

The allocations screen is activated on completion of a journal line, either
automatically if specified in JP=Journal Presets, or by selecting O-Online
Allocation.
Unallocated transactions for the account are displayed in the sequence identified
in the JD=Journal Definitions box, Sequence of Transactions. If this box is not
set, then the transactions are displayed in the default sequence of period.
You can choose to allocate on completion of each line of a journal or, if you have
a number of entries for one account, you can enter the transactions and then
activate online allocation on the last entry for that account.
7 ENTRIES
Journal Type
Enter a valid journal type as defined in JD=Journal Definitions.
Journal Source
The journal source is for reference only. You could enter the initials of the originator
of the journal, a code identifying the department that raised the documents, a
batch number, or any other identifier you want to present on reports. Do not use
the source ‘SYSTM’ since it is reserved for identifying system generated
transactions.
If the Force Journal Source box is Y-Yes in LD=Ledger Definition, then the
current operator Id is entered as the journal source. If the Force Journal Source
box is set to P-Poster, then the operator Id of the user who posts a journal will
replace the initial journal source of the operator who enters the journal.
If the Unique Reference box in JD=Journal Definitions is set to Y-Yes, the system
checks that the reference has not previously been used for the account to which
you are posting. This check is carried out on debtor, creditor and client accounts.
Line Number
maximum 999
This box is automatically incremented within the current transaction reference. If
you change the reference, then the line number is adjusted to the next number
within the new reference.

Accounting Period
format ppp/yyyy
The current period is the default for this box, unless preset otherwise. Postings
are made to the period entered here provided it is within the range of open periods
specified in LD=Ledger Definition.
Transaction Date
date format
Enter the date you want to apply to the transaction. The default is the date on the
preceding lines of the current transaction reference. Enter T for today’s date.
Postings are made to the date entered here provided it is within the range of open
dates specified in LD=Ledger Definition.
Due Date
date format
This box is displayed only if JD=Journal Definitions has requested due date entry.
Normally a due date is calculated using transaction date and the settlement terms.
See the section Chart of Accounts, subsection Payment Terms. If the Suppress
Ageing/Discount box is set to Y-Yes the transaction date is copied to the due date.
If due date entry is required then the user can enter a due date, leave it as the
transaction date, or leave this box blank, in which case it is calculated according
to payment terms.
Description
The default for this box is the journal name of the journal type you have entered.
You can, however, over-type this. If the Description Per Line box in JD=Journal
Definitions is set to Y-Yes, you are prompted to enter a description for each new
line reference. If the Description Per Line box is set to ‘-’ hyphen, then you are
prompted to enter a new description on each new line, and the description is reset
to spaces each time.
Account Code
Enter a valid account code created in CA=Chart of Accounts. The account name
is displayed. You can use the QUERY or LOOKUP facilities.
If the current line is preset and you wish to omit it, then blank out the account
code. A message will appear indicating that the line is unused. You can continue
with other preset lines as normal. When you post the unused lines will be removed
and other lines renumbered accordingly.
Journal Entry 403

Asset Code
Fixed Asset Register. Enter a valid asset code created in AR=Asset Records.
You can use the Q UERY or LOOKUP facilities. You cannot post to an asset record
whose status is D-Disposal.
Subcode
Fixed Asset Register. Enter a valid subcode for the asset code entered previously.
You can leave this box blank. You can use the QUERY or LOOKUP facilities. Associated
analysis codes are placed in the analysis boxes.
Asset Marker
V/I/D/blank
Fixed Asset Register. Enter V-Value if this line is to update the gross value on the
asset record, or D-Depreciation if it is to update the accumulated depreciation.
Use I-Initial for the first posting to a new asset, or if you are taking assets from an
existing asset register. See the earlier subsection Fixed Asset Register.
Conversion Code
Conversion Module. Enter a conversion code defined in CN=Conversion
Definitions. If there is a default conversion code for the account code or asset
code, it is displayed.
There are three conversion values: a rate, the base amount and other amount. You
can key in any two of these and the third is calculated. The conversion rate
tolerance percentage defined in LD=Ledger Definition, allows you to determine
an acceptable tolerance between the entered rate, i.e. the spot rate, and the rate
held on the conversion tables.
The DC=Daily Conversion Tables rate is used if the Daily Rate box is set to Y-Yes
on the CN=Conversion Definitions record for the currency. Additionally, you
must have defined a rate appropriate to the date and account code entered in the
transaction line.
If daily rates are not in use, then the appropriate rate from the CV=Conversion
Tables record is used. The conversion tables can contain several records for a
conversion code, i.e. there may be a number of account and period ranges specified
for a single conversion code. The system selects the appropriate conversion rate
to apply, according to the following hierarchy:
• The first conversion code selected will have an accounting period and account

• If the above has not been defined, the system searches for a conversion code
• The third search is for a specific accounting period, where a range of accounts
a conversion code that has a blank account code and accounting period range.
If a rate is not found, JE=Journal Entry rejects the conversion code.
You are advised to always define a conversion code, without an accounting period
and account range, so that a default exists.
If conversion is not required for this journal, leave this box blank.
Other Amount
maximum 15 digits
Conversion Module. This is the other currency amount. You can leave this box
blank and it will be calculated. See the Amount box details later in this section.
Rate
format 999999999.999999999
Conversion Module. The rate for the conversion code entered is displayed. You
can enter a spot rate. However, the new rate must be in accordance with the
conversion rate tolerance percentage entered in LD=Ledger Definition. This box
can also be left blank, in which case, the rate will be calculated from the amount
and other amount boxes.
Amount
maximum 15 digits
Enter the amount of the transaction. If the amount is in whole units the decimal
point and decimal places can be omitted. The format of amounts (number of
decimal places, decimal separator, thousand separator) depends upon the settings
in DB=Database Definitions. The following options are available:
• Enter J to calculate the journal out-of-balance amount.
• Enter T to calculate the transaction out-of-balance amount.
• Enter P to calculate the period out-of-balance amount.
• Enter U-Transaction out of balance to calculate the transaction out-of-balance
amount plus the net out-of-balance total of any non-posting line, where account
type is specified as ‘*’ asterisk in JP=Journal Presets.
Journal Entry 405

Conversion Module. If the base amount has been calculated from the other amount
and conversion rate, you would normally accept it. Alternatively, you can amend
it, in which case the conversion rate may be recalculated.
Debit/Credit
D/C
Enter D for a debit amount, or C for a credit amount.
F Note: Even if you are using over commitment or overexpenditure checking

you are warned if this line exceeds budget.
Transaction Analysis Codes

up to 10 codes, maximum 15 characters
The analysis prompted for is determined by the JD=Journal Definitions and the
settings for the current account in the CA=Chart of Accounts box, Enter T-Codes.
Enter valid analysis codes created in NC=Analysis Codes. Do not use masked
codes. You cannot enter codes that have been flagged with prohibit posting in
NC=Analysis Codes.
If in the ND=Analysis Definitions, the Non Validated Codes box is set to Y-Yes
for a particular category, then you can enter any code, i.e. you do not have to
enter a code predefined in NC=Analysis Codes.
You can use Q UERY to display valid codes for a category. If the code you require
has not been created in NC=Analysis Codes, then while in the QUERY window,
select LOOKUP and then QUERY again. The NC=Analysis Codes function is loaded
to enable you to create the required code. On completion, use ESC to return to
journal entry.
As soon as you enter an account code in JE=Journal Entry, the system checks the
CA=Chart of Accounts analysis code boxes, to determine whether an analysis
category is required for the account. The selection made on the account overrides
the analysis category selection made in JD=Journal Definitions. Therefore, different
analysis categories may be prompted for each line of a journal.
The length of each T-Code depends upon the setting in NL=Analysis Category
Lengths.
Sequence numbers can be applied to transactions using a nominated T-Category,
as defined in the LD=Ledger Definition box, Transaction Sequence Category.
Additionally, if SN=Sequence Number Definitions have been created and the
Automatic/Manual/Date box is set to M-Manual, then you are prompted to enter
the sequence number. You must enter a number in the analysis category associated
with sequence numbers.

8 ACTIONS
The first three actions are offered when you first select JE=Journal Entry:
Start Journal
This option allows you to start a new journal.
Recall Journal
This allows you to recall transactions that have been posted as rough, in rough
book processing. See the subsection Rough Book Processing earlier in this section.
You are prompted to enter the rough journal number. Once it is recalled you can
amend and re-post it as rough, or hard. It remains as a rough journal until hard
posted in DB=Day Book Listing, PT=Print Tax Listing, RP=Post Rough Book,
or using the JE=Journal Entry option, Post.
View Held Journals

Select this option to display each held journal. Up to 15 journals are displayed
per screen, with each one identified by a unique reference number. To retrieve a
journal, enter the reference number in the top right of the screen. You can also
scroll through the held journals until the reference number you require is displayed
in this box. Then choose Select and press ENTER.
The following actions are offered once you have entered at least one journal line:
Create
This creates a new line with presets where relevant. If the journal definition has
Y-Yes in the Create Without Pause box, then a new line is automatically created
without having to use Create.
Amend
Having specified the transaction reference and line number, you can amend any
entry. If you amend a line flagged as deleted, it is reinstated.
Delete
Having specified the transaction reference and line number, you can delete an
entry. It is marked LINE DELETED, the amounts are deducted from the totals
and it is not posted. If you amend a line that is flagged as deleted, it is reinstated.
If you delete a line on which online allocations have been performed, then the
following message is displayed:
ALL ALLOCATIONS FOR THIS TRANSACTION WILL BE CANCELLED
Journal Entry 407

Examine
You can examine any transaction line.
Report
This is used to report on a journal before it is posted. You are asked to enter the
format code defined in RD=Report Definition, and you are offered the option to
Print Report or Store on Disk.
Hold
This appends the current journal to the held journal file, from which it can be
retrieved using View Held Journals. You are then presented with the choice to
Start or View Held Journals. Start and View Held Journals are described earlier.
First
The first line of the current transaction reference is displayed.
Last
The last line of the current transaction reference is displayed.
Next
The next line of the current transaction reference is displayed.
Back
The previous line of the current transaction reference is displayed.
FF-First
The first line of the first reference of the entire journal is displayed.
LL-Last
The first line of the last reference of the entire journal is displayed.
NN-Next
The first line of the next reference is displayed.
BB-Back
The first line of the previous reference is displayed.
Start
Use this to start a new journal.

Post
Use this to post transactions to the ledger. Journals must balance before they are
accepted. The following criteria must be met:
• The total debits and total credits must match. Transactions entered
for M-Memo accounts are not included in the calculation of total debits/credits.
• Transactions must balance by period, i.e. total debits and credits for each period
must match.
• Where Balance by Reference is switched on in LD=Ledger Definition, an
additional check is made to ensure that transactions balance by journal reference.
• Conversion Module. Where Other Amount Balancing is switched on in
LD=Ledger Definition, then both base and other amounts must balance.
If you are using the rough book processing facility, then you are presented with
another two options:
Post
Use this if you wish to hard post the journal. Once hard posted, a journal cannot
be amended.
Rough
Transactions can be held as rough until such time as you wish to commit them to
the ledger and prevent further amendment. See the subsection Rough Book
Processing earlier in this section.
F Note: If you are using over commitment or overexpenditure checking you

are warned if posting this journal will mean budgets are exceeded.
Online Allocation
This action takes you into the online allocation facility, which is described later in
this section.
View
The screen shows 14 journal lines, starting with the first line of the current transaction
reference. You can then use N, B, F, L, NN, BB, FF, LL, as described earlier.
While you are using View, these options operate on a page basis rather than a
reference basis.
There are also overlays, similar to AQ=Account Inquiry, which change the display
on the right side of the screen: description, conversion, analysis, due date, asset,
and the T-Codes 0-9. You are only offered the overlay options relevant to the
current journal, for example the conversion overlay option is not offered if you
are viewing a single currency journal. You can return to the main journal entry
screen by using ESCAPE, or by selecting the action TP Transaction Page.
Journal Entry 409

BP-Period Balances
BT-Transaction Balances
BP-Period Balances, and BT-Transaction Balances, display up to 15 balances by
period and transaction reference. You can then use the selections available within
View.
CS-Create Suppress
This creates a new page without applying presets defined in JP=Journal Presets.
AP-Amend Presets
During journal entry, you can select new presets and apply them to this journal.
Enter the new journal preset code and continue with the journal.
RA-Reference Amend
This option allows you to amend a transaction reference. You are asked for the
existing reference and then for the new reference. All lines with the existing
reference are amended to the new one. The Unique References box setting in
JD=Journal Definitions is ignored in this instance.
Totals
Conversion Module. Totals allows you to toggle the journal total debits/credits
and out of balance by display between the base and other amounts.
Journal
This toggles between journal and transaction totals, the base amount values for
the journal.
Other Totals
This toggles between base and the other amount values for the journal.
When you use View, BP Period Balances or BT Transaction Balances, you are
presented with an additional action:
TP Transaction Page
Choose this action to return to the transaction entry screen.

CHECKSUM QUERY
Checksum is designed to cater for German accounting requirements. Whilst you

are entering a journal you can use a checksum facility to see the balance of the
account you have just entered. In other words, the account balance of the account
entered on the most recent journal line. At the selection box, use Q UERY. This
produces a display window with information as follows:
Opening Balance
This is the account balance, read from the CA=Chart of Accounts record. It does
not include unposted transactions.
Transaction Credits
This is the total of all credits entered in this journal for this account, up to and
including the current line. It ignores lines that have been deleted, or are unused.
Transaction Debits
The total of all debits entered in this journal for this account, up to and including
the current line. This ignores any lines that have been deleted, or are unused.
Closing Balance
This is the total of the three previous values.
ONLINE ALLOCATIONS SCREEN
Journal Entry 411

Online allocation allows you to simultaneously record and allocate or match
transactions. You can separate these procedures by recording journals in JE=Journal
Entry, and allocating them using the AA=Account Allocation, or the
TM=Transaction Matching functions.
The online allocation facility is particularly useful for matching receipts to invoices
on D-Debtor, C-Creditor or T-Client accounts. It can also be used for bank
reconciliation, and other procedures that require allocation, or matching, of
transactions.
Online allocation is journal specific. In other words, it is set in the Allocation
Marker box on the JD=Journal Definitions.
The allocations screen is activated on completion of a journal line, either
automatically if specified in JP=Journal Presets, or by selecting O-Online
Allocation.
Unallocated transactions for the account are displayed in the sequence identified
in the JD=Journal Definitions box, Sequence of Transactions. If this box is not
set, then the transactions are displayed in the default sequence of period.
You can choose to allocate on completion of each line of a journal or, if you have
a number of entries for one account, you can enter the transactions and then activate
online allocation on the last entry.
The allocations screen displays two windows: the top window shows the
transactions for the current account which have been entered in the current journal,
and are awaiting allocation. The lower window shows the unallocated transactions
from the current account displayed in the selected sequence. The control totals of
total debits, total credits and out of balance reflect the transactions with Y-Allocate
next to them, in other words the items awaiting matching or allocation.
If you are moving between the online allocation screen and JE=Journal Entry
using ESC, you are prompted to confirm whether you wish to retain or delete both
current and previous allocation entries. The messages displayed depend on whether
allocations have been saved previously.
Conversion module only. When the Other Amount Balancing box in the
LD=Ledger Definition is set to Y-Yes, and you are entering a conversion journal,
then only transactions with the same conversion code as the current journal line
will be made available for allocation.
When you enter Online Allocation the bottom window is active and the relevant
selections apply to the lower window. If you click on the top window all the
relevant selections will be switched.
F Note: If you do not use a graphical screen, a new selection called W-Swap
Window has been added to switch control from the top to the lower window
and vice versa.

You can use the actions and allocation markers described later to complete your
allocation process.
On completion, you can S-Save the allocations. If you are using the Conversion
Module and conversion journals only you can:
• SB-Save Base Amount
• SO-Save Other Amount
These options allow you to decide whether allocations are to be made on the base
or other amount values. If the allocations balance, in other words, if the out of
balance amount is zero, then you can return to the journal entry screen and proceed
with further journals. See the subsection Online Allocation Actions.
Discount Processing
If the allocations do not balance, then the system will check to see if discount is
available. If it is, then discount can be calculated on transactions with an allocation
marker of Y-Allocate. Available discount is calculated based on the entries in the
Chart of Accounts boxes, Discount Days and Discount %.
If, after applying the discount, the transactions still do not balance, then the discount
tolerances may be applied. Discount tolerance is defined in JD=Journal Definitions.
On application of the tolerances, the matched transactions can then be saved.
Tax on settlement discount can also be applied at this stage. See the section Tax
Details for further information.
If the available discount is greater than required to match the transactions, the
transactions will still be allocated and the discount for each transaction will be
reduced on a pro rata basis in order to achieve a balance. If a discount budget will
be exceeded you are warned.
Allocating Other Amount

Conversion Module only. If you wish to allocate by other amount, then choose
T-Totals from the Action menu. This will display the other amount debits, other
amount credits and out of balance figures. You can then allocate as usual, but
based on other amount. If settlement discount is to be applied, then the conversion
rate used on each source transaction is applied to each discount and tax on settlement
discount line.
If the other amounts balance, but the base amounts do not, then a gain/loss
transaction is generated and posted to the accounts nominated in CN=Conversion
Definitions. If account codes are not defined in conversion definitions, then the
system will prompt for a gain/loss account.
Journal Entry 413

Other Amount Balancing
Conversion Module only. If you are allocating by base amount, and the Other
Amount Balancing box in LD=Ledger Definition is set to Y-Yes, then both the
base and other amount allocations must balance. If they do not, then the system
will generate a gain/loss transaction to allow for the discrepancy. The discrepancy
will be posted to the account nominated in CN=Conversion Definitions. If the
Realised Gains account in CN=Conversion Definitions is blank, then generated
currency amounts will be posted to the Realised Net or Losses account nominated
for the currency. If both these accounts are left blank on the conversion definition,
then you will be prompted to enter a gain/loss account.
8 ONLINE ALLOCATION ACTIONS
Page Down
Displays the next screen of transactions available for allocation.
Page Up
Choose Page Up to move to the previous page of transactions available for
allocation.
Swap Window
Select Swap Window to move between the upper and lower sections of the screen.
First
Select First to return to the first page of transactions available for allocation.
Last
Select Last to move to the last page of transactions available for allocation.
Amend/Alloc4
This action presents the following options:
Allocation
This allows you to enter an allocation flag, and the cursor moves to the allocation
box of the first transaction.
The following table shows the available allocation markers, and their uses. The
allocation marker can only be amended to the markers shown in the ‘May be
changed to’ column.

Y-Allocate This marks a transaction as allocated. Not Applicable

(becomes As you select transactions, the total (see A-Allocated)
A-Allocated debits and credits displayed in the
after posting) top right of the screen are
incremented accordingly. The out
of balance figure must be zero,
i.e. the allocation must balance,
before it can be posted.
F-Forced This identifies transactions for space, 0-9, F, W,
payment during GP=Generate Y, C, R, S
It allows you to mark transactions
for prompt payment.
R-Reconciled Used for reconciliation of bank Y, C, R, S
account transactions against a bank
statement.
W-Withheld This works in reverse to the F-Forced space, 0-9, F, W,
marker. Transactions with this Y, C, R, S
marker are excluded from
GP=Generate Payments and
GD=Generate Debits.
0-9 Numeric allocation markers are space, 0-9, F, W,
generally used to record the status Y, C, R, S
of a transaction. This is particularly
useful for bills of exchange. Each
number represents a stage in the life
of the bill. These markers can be
incremented manually or by printing
specific documents.
See the section Format Definitions.
Space By entering a space, you can remove space, 0-9, F, W,
an allocation marker from the current Y, C, R, S
transaction.
Journal Entry 415

S-Split Enter S-Split beside a transaction Not Applicable

(becomes where you want to split the amount (see A-Allocated)
A-Allocated to record a part payment or receipt.
after posting) A box appears and you are prompted
to enter the amount of the transaction
you want to allocate. You can also
enter a description for the ‘new’ split
transaction, or press ENTER to copy
the original description. The ‘new’
split amount retains the date,
reference, analysis, etc. of the original
transaction.
*-Amend Details Enter an asterisk in the Allocation Not Applicable
Marker box, and you will be prompted
to amend other details on the current
transaction. You can change the
description, due date, and the analysis
codes to which you have access.
Description
Select Description and you can change the description of a transaction.
Due Date
Select Due Date and you can change the due dates of a transaction. Manually
entered due dates are shown with an asterisk.
Analysis Codes 0-9
Select the transaction analysis code 0-9 and you can change the chosen analysis
code of several transactions. You can only amend those analysis codes to which
you have access.
Totals
Conversion Module. This toggles the totals displayed in the top right of the
allocations screen between base and other amounts.
Sequence4
display shows transactions in order of period.
You can set the default sequence for presentation of allocation transactions for
each journal definition. See the section Journal Definitions.

The following sequencing options are available:
Transaction Date
This sequences transactions in date order.
Period
Reference
Due date
Base Amount
Transactions are sequenced in base amount order starting with the lowest value.
Other Amount
Transactions are sequenced in other amount order starting with the lowest value.
Analysis 0-9
Transactions are sequenced in analysis code order.
Overlay4
On the transaction page, the left side of the screen remains static, showing the
date, reference, amount and allocation marker. However, using Overlay, you can
show other transaction details on the right side of the screen.
overlay.
Conversion
Description
Journal
and entry period.
Journal Entry 417

Due Date
‘*’ asterisk next to them indicate that the due date has been amended or entered
manually.
Analysis 0-9
This overlay displays the analysis categories and the codes entered on each
followed by T4, T5 and so on, until the screen is filled.
Find4
The Find option allows you to search for a transaction by date, period, reference,
due date, base amount, other amount or analysis code. You can also select a
specific page number.
Transaction Date
Enter the transaction date, in the format dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/dd,
of the transaction you wish to find. Enter T to choose today’s date. The transactions
are scanned, starting at the current page. The first transaction found to match this
date is marked with an ‘*’ asterisk.
Press ENTER to move to the next transaction matching the criteria. Otherwise, use
ESCAPE and the cursor moves to the allocation box of the selected transaction so
that it can be amended.
Period
This operates in the same way as the Transaction Date described previously. Enter
a valid period or enter C-Current Period.
Reference
This operates in the same way as the Transaction Date described previously. Enter
the exact reference you wish to find.
Due Date
This operates in the same way as the Transaction Date described previously.
Base Amount
Enter the base amount of the transaction you wish to find. If an exact match
cannot be found the transaction with the nearest base amount to that entered will
be highlighted.

Other Amount
This operates in the same way as the previous option, Base Amount.
Analysis 0-9
This operates in the same way as Transaction Date described previously. Enter the
exact analysis code you wish to find.
Save
The Save option completes the allocation process and returns to the journal entry
screen. At this point the system ensures that allocations balance and, if necessary,
will apply discount, etc. as outlined previously in the subsection Discount
Processing.
In the stage between saving the allocations, and Posting the entire journal, the
transactions that have been allocated acquire an ‘Allocation in Progress’ status.
When the journal is posted, the transactions entered in the journal and matched
online, acquire the correct allocation markers, and an allocation date, reference
and period.
In the Conversion Module the Save options are:
SaveBase
Save Base will match the base amounts, i.e. it will sum the base amounts and
ensure that they balance before returning to the journal entry screen.
Save Other
Save Other will match the other amounts, i.e. it will sum the other amounts and
ensure they balance before returning to the journal entry screen. See the earlier
subsections Other Amount Balancing and Allocating Other Amount.
Journal Entry 419

VIEW HELD JOURNALS SCREEN
8 ACTIONS
Select this option to display each held journal. The following actions are available:
Next
The next page of held journals is displayed.
Back
The previous page of held journals is displayed.
First
The first page of held journals is displayed.
Last
The last page of held journals is displayed.
Select
The cursor moves to a selection box at the top right of the screen. Enter the
journal reference number to view it. The selected journal is copied into the main
JE=Journal Entry screen.

Report
Held journals can be reported on using the action Report.
Clear Journal
To clear a held journal, select the action Clear Journal, and identify the journal.
You are warned:
JOURNAL WILL BE CLEARED OK?
Choose Yes to continue and clear the selected journal.
Return
Select Return to return to the journal entry screen.
HELD JOURNALS REPORT SCREEN
Journals are removed from the held journal file under the following circumstances:
• If the journal is Posted
• If the journal is Cleared
F Note: If the warning message JOURNAL IN USE is displayed, you should

first check all other operators to see who is using the journal.
Journal Entry 421

You may find this warning appears after a system crash, or if an operator has not
logged out correctly. You can clear the warning by trying to select the journal.
Press ESC when the warning message appears. The cursor then returns to the
selection box, where you can enter ZR to clear the Journal in Use flag.
See also:
& Actions
Journal Definitions
Journal Presets
Budget Check Definitions
Analysis Codes

Journal Import
LA=Ledger Accounting → Entry → JI=Journal Import

AR=Fixed Asset Register → Entry → JI=Journal Import
CO=Corporate Allocations → Entry → JI=Journal Import
OVERVIEW
Journal import updates your ledger with transactions held on a specified import
file. If you are using budget checking, you should note that although the ledger is
updated, transactions are not checked against budgets.
The transactions imported can be generated from SunBusiness, Corporate
Allocations, or from another software package. The following stages are involved:
1 The journal import screen is completed.
2 The import file is validated and a progress message displayed.
Journal Import 423

3 A report is produced outlining the accepted, rejected and substituted transactions
and detailing the total debits and credits.
4 If requested, the valid transactions are posted with the next available journal
number.
If you want to import transactions to a budget ledger, use CB=Change Budgets to
change to the budget ledger before importing the file.
Importing Data from SunBusiness

If you use SunBusiness, LI=Ledger Interface allows you to specify the accounting
entries to be transferred to SunAccount. When transactions are imported from
SunBusiness, a number of journals canbe posted during one import run.
Preparing an Import File

Creating an import file requires some knowledge of data processing. The layout
of the transfer file is outlined in the Platform Manual. Import (SAF format) files
with old layouts corresponding to previous versions of SunSystems are still accepted
by JI=Journal Import.
Editing
Some imported items are edited before they are validated:
• On all amount fields, trailing spaces are removed and the data shifted right.
• On all amount fields, leading spaces are replaced by zeros.
• If the debit/credit indicator is blank, it is ascertained from the content of the
amount fields. A minus sign results in a debit.
• On all amount fields, minus signs are removed and data shifted right if necessary.
• If the Left Justify Journal Import References box in LD=Ledger Definition is
set to Y-Yes, all transaction references are shifted to the left to match the
SunAccount format.
Validation
The rules for validation are given later in this section. As far as possible,
substitutions are made and invalid transactions are rejected only if absolutely
necessary. After the valid and substituted lines have been posted, balancing entries
are posted to the error suspense account. Given the constraints of periods and
currency, as few postings as possible are made to the suspense account.

If the Post Transactions box is blank, the entire journal is rejected if just one error
is encountered. However, the option does exist to accept journals which are out of
balance as a result of system generated transactions. See the Allow Balancing
Transactions box later in this section.
Report
A report is generated during JI=Journal Import, outlining the transactions from
the file. Invalid items for each transaction are indicated. Rejected transactions
are printed with ** REJECT ** to the right. Transactions that include substitutions
are marked SUBSTITUTE. The total debits and credits are shown for each journal.
F Note: If you are using overexpenditure checking, and a transaction takes

you over budget, the posting report highlights the transaction but does not
prevent you from posting.
Conversion Module
Conversion is performed only if the Conversion box in JD=Journal Definitions is
set to Y-Yes, for the journal type to be imported.
Where transactions include an other amount only, the import routine generates the
base amount using the normal conversion criteria. Rounding differences that
arise can be written to a suspense account. See the Allow Balancing Transactions
box later in this section.
The DC=Daily Conversion Tables rate is used if the Daily Rate box is set to Y-Yes
on the CN=Conversion Definitions record for a currency. Additionally, you must
have defined a rate appropriate to the date and account code entered in the transaction
line. A posting will be rejected if:
• A rate cannot be found, or if
• A rate is found, but the difference between the effective date and the transaction
date is greater than the number of days defined for the conversion code
If daily rates are not in use, then the appropriate rate from the CV=Conversion
Tables record is used. The conversion tables can contain several records for a
conversion code i.e. there may be a number of account and period ranges specified
for a single conversion code. The system selects the appropriate conversion rate
to apply, according to the following hierarchy:
• The first conversion code selected will have an accounting period and account
• If the above has not been defined, the system searches for a conversion code
Journal Import 425

• The third search is for a specific accounting period, where a range of accounts
a conversion code that has a blank account code and accounting period range.
If a rate is not found, JI=Journal Import rejects the conversion code.
You are advised to always define a conversion code, without an accounting period
and account range, so that a default exists.
Transactions generated by LR=Ledger Revaluation are ignored for conversion
purposes in JI=Journal Import. Revaluation transactions are identified as having
a journal source of REVAL.

JI=Journal Import can be used to import asset journals, which include asset code
and marker.

If in the LD=Ledger Definition, the Rough Book box is set to 1, all postings are
Post. You can also use DB=Daybook Listing, PT=Print Tax Listing, or the function
RP=Post Rough Book, to hard post a batch of journals.

Sequencing can also be applied to system generated transactions.
on in the Balance by Reference box in the LD=Ledger Definition. See the section
Ledger Definition.
You should note that when posting transactions as rough in journal import, a new
journal will be generated for each journal type on the import file.
Reversing Journals
If the transaction being imported refers to a journal definition which has the Next
Period Reversal box set to Y-Yes, and the complete journal is valid, a reversal for
the amount of the transaction is posted to the relevant account in the next period.
Multi-Lingual Module
Multi-Lingual module only. Please note that when importing SBF-SunBusiness
Format and PCF-Purchase Commitment Format files, you must be logged in to
SunAccount with an operator Id whose operator language, as defined on
OD=Operator Definitions, is the base language for the system. The base language
for a system is determined during serialisation.
Maintaining Journals with Unique References

If the transaction being imported is from a journal whose definition has the Unique
References box set to Y-Yes, and the account to which the transaction is imported
is a D-Debtor, C-Creditor, or T-Client account, the reference number entered is
validated against both the ledger file and the other transactions being imported.
An error is reported if the reference is not unique for that account.
F Important note: This validation process considerably increases the time

taken to import a journal.
Journal Import 427

7 ENTRIES
Transfer File Format

3 characters
The format dictates the expected presentation of the data in the import file:
SAF SunAccount Format
SBF SunBusiness Format (Actual databases only, not budgets)
ITF International Treasurer Format
PCF Purchase Commitment Format (Commitment ledger only. Allows
you to import budget transactions from TT=Commitment Transfer
in the Purchase Order Processing module. This option is only
available in a budget database)
Transfer Filename
Enter the full disk filename, including a prefix to identify the directory location
of the file. If format SAF is selected, a default name is not presented. However,
with the SBF option, the SunBusiness transfer filename is displayed. You can
overwrite the default filename.
Post Transactions
Y/N/blank
If this box is set to Y-Yes, the import file is validated, the journals are posted and
a report produced.
If the box is set to N-No, the transactions are validated and reported only.
Leave this box blank if the journal is to be posted only if there are no errors, or if
you want to accept system generated discrepancies. See the following two boxes:
Allow Balancing Transactions and Error Suspense Account.
Allow Balancing Transactions

Y/N
If you leave the Post Transactions box blank (i.e. post if no errors), you would
normally only allow a balanced journal to be accepted. However, you can choose
to allow balancing transactions to be generated, when the ‘errors’ are system
generated. For example, if you import a file containing other amounts only, then
the base amount is generated by the system. Rounding differences may result in
an unbalanced journal. In this situation, you can allow the difference to be written
to an account identified in the following Error Suspense Account box.
Enter N-No if balancing transactions are not allowed.

Error Suspense Account
If you set the Post Transactions box to blank (i.e. post if no errors) and set the
Allow Balancing Transactions box to Y-Yes, you are prompted to enter an error
suspense account. If the import file does not balance, the difference is posted to
the account specified in this box. You must not nominate an M-Memo type account
as the error suspense account.
Process As Rough
Y/N
If the Rough Book box in LD=Ledger Definition is set to 2-Optional Rough
Book, you can enter Y-Yes in this box to validate the transactions and/or post them
as rough. Enter N-No to validate the transactions and/or post them as hard. The
validation processes ensure that journals balance may therefore give different results,
depending on whether the transactions are posted as rough or hard.
Default Posting Period

ppp/yyyy
The default posting period is used where a transaction from the import file has no
period, or where the period identified on the import file is outside the range of
open periods specified on LD=Ledger Definition.
Report Errors Only

Y/N
If this box is set to Y-Yes, then the journal import report will only report on
transactions that contain substitutions, or which have been rejected. If this box is
set to N-No, then all transactions are reported.
Suppress Substitution Messages

Y/N
Enter Y-Yes to exclude substitution lines for blank accounting periods and
transaction dates from the journal import report.
VALIDATION
Validation is carried out for the following:
Account Code
10 characters
A valid code as specified in CA=Chart of Accounts, without status S-Suspend or
C-Closed. Substitute: error suspense account.
Journal Import 429

Blank
5 characters
Five blank characters.
Accounting Period
yyyyppp
Blank or in the format yyyyppp, within the open period range specified in
LD=Ledger Definition. Substitute: default posting period.
Transaction Date
yyyymmdd
Blank or in format yyyymmdd, within the open date range specified in LD=Ledger
Definition. Substitute: today’s date.
Blank
2 characters
Two blank characters.
Record Type
1 character
M (see the note at the end of this section). Record type C is ignored.
Journal Number
7 digit
JI=Journal Import generates a value for this item.
Journal Line Number

5 digits
Blank
2 characters
Two blank characters.
Amount
18 characters
This must be numeric with up to three decimal places, leading and trailing spaces
and an optional minus sign. Spaces (zeros) are permitted. This is rejected if
invalid. The amount can be calculated from other amount and conversion code if
left blank.

Debit/Credit Marker
1 character
D-Debit, C-Credit, or blank. If the marker is left blank the default is D-Debit if
the amount contains a minus sign. Otherwise, it is treated as a C-Credit.
Allocation Marker
1 character
For D-Debtor, C-Creditor, and T-Client accounts, an allocation marker may be
applied depending on the settings on JD=Journal Definitions. Accepted entries
are a space, A-Allocated, C-Correction, F-Force Payment, R-Reconciled,
W-Withhold Payment, P-Paid, B-Brought Forward, and 0-9. See the section
Account Allocation.
Journal Type
5 characters
This must be a valid code created in JD=Journal Definitions, with the Suppress
Use In Journal Import box left blank. It can also be SYSTM. It is rejected if
invalid. SYSTM type journals are assumed to have conversion switched on, so
that entries are accepted.
Journal Source
5 characters
No validation. Transactions with journal source REVAL are noted as being
generated by LR=Ledger Revaluation. These are ignored for conversion purposes.
10 characters
No validation.
Blank
5 characters
Description
25 characters
No validation.
Entry Date
yyyymmdd
Journal Import 431

Entry Period
yyyyppp
Other Date
yyyymmdd
This is the due date. The Due Date box on JD=Journal Definitions is ignored. If
this date is not supplied, and the Suppress Ageing box is set to Y-Yes, then the
transaction date is copied to the due date. If the Suppress Ageing box is left blank
on the journal definition, then the due date is calculated from the payment terms
specified on the CA=Chart of Accounts record.
If a date exists for the transaction, it is validated and used where possible. If the
date is not valid, and the Suppress Ageing box is set to Y-Yes in JD=Journal
Definitions, then the transaction date is copied to the due date.
Payment/Allocation Reference
10 characters
If the allocation marker is A-Allocated or P-Paid, then this reference must be
numeric, or it is substituted with zero. If the allocation marker is set to any other
value, then this reference is ignored and set to zero.
Blank
5 characters
Payment/Allocation Date
date format
If the allocation marker is A-Allocated or P-Paid, then this must contain a valid
date, or it is substituted with today’s date. You can have a date outside the open
dates range in LD=Ledger Definition. If the allocation marker is set to any other
value, then this date is ignored and set to zero.
Payment/Allocation Period
yyyyppp
If the allocation marker is A-Allocated or P-Paid, then this must contain a valid
period, or it is substituted with the default posting period. You can have a period
outside the open periods range in LD=Ledger Definition. If the allocation marker
is set to any other value, then this period is ignored and set to zero.

Asset Type
1 character
Fixed Asset Register. V-Value, D-Depreciation, I-Initial Value, or space. Rejected
if invalid.
Asset Code
10 characters
Fixed Asset Register. If the previous box is V-Value, D-Depreciation or I-Initial
Value, this must be a valid code in AR=Asset Records, and the asset must not be
suspended. Rejected if invalid.
Asset Subcode
5 characters
Fixed Asset Register. Optional. If present, must be a valid code in AA=Asset
Analysis Records. Rejected if invalid.
Conversion Code
5 characters
Conversion Module. Valid code as specified in CV=Conversion Tables or
DC=Daily Conversion Tables. Validated according to conversion code control on
CA=Chart of Accounts. If it is Y-Yes, then this must not be blank. If it is N-No,
then this must be omitted. If it is blank, the conversion code is optional. Rejected
if invalid.
Conversion Rate
18 characters
Conversion Module. Numeric with optional leading and trailing spaces, decimal
point to nine decimal places. Spaces are permitted. It is rejected if invalid.
Validated according to conversion rate tolerance on the LD=Ledger Definition
which controls the permitted percentage variation between the CV=Conversion
Tables rate or the DC=Daily Conversion Tables rate, and the rate entered here.
Other Amount
18 characters
Conversion Module. Numeric with optional leading and trailing spaces, decimal
point to three decimal places and an optional minus sign. Spaces are permitted.
If Other Amount Balancing box on LD=Ledger Definition is Y-Yes, then the
other amount must balance by period and for the entire journal. Rejected if
invalid.
Journal Import 433

Other Amount Decimal Places
1 character
Conversion Module. Space, 0, 1, 2, or 3. This value is used to format the other
amount when displaying and printing. If invalid, the number of decimal places
defined on the conversion definition is substituted.
Operator Id Who Entered

3 characters
Not currently used.
Operator Id Who Posted

3 characters
Not currently used.
Operator Id Who Last Amended

3 characters
Not currently used.
Next Period Reversal

1 character
If the transaction being imported refers to a journal definition with the Next
Period Reversal box set to Y-Yes, and the complete journal is valid, a reversal for
the amount of the transaction is posted to the relevant account in the next period.
Linked Text
1 character
Not currently used.
Analysis Codes
maximum 10 codes, maximum 15 characters
These must be valid codes defined in NC=Analysis Codes and NL=Analysis
Category Lengths. If the individual analysis categories are not defined in either
CA=Chart of Accounts or JD=Journal Definitions, they are ignored. If the codes
are not supplied they are imported as blank, provided a blank analysis code has
been created. If the codes are invalid, they are rejected.

Blank
112 characters
112 blank characters. See the Platform Manual for further information.
F Note: Record types N, E and T can still be read if your records include T1
to T5 analysis only. However, if your records include T0 and/or T6 to T9,
then they can no longer be used.
See also:
& Actions
Chart of Accounts
Journal Definitions
Journal Presets
Journal Import 435

Journal Listing
LA=Ledger Accounting → Reports → JL=Journal Listing

AR=Fixed Asset Register → Reports → JL=Journal Listing
CO=Corporate Allocations → Reports → JL=Journal Listing
OVERVIEW
Journal listing reports are crucial to your audit trail. You can use RD=Report
Definition to design any number of journal listing reports. You can design reports
to include individual journals, or details of a range of journals. You can select
journals to include in your listing by type, source, number, or by the date or
period in which they were entered.
You should print a journal listing after each JE=Journal Entry session so that, at
the end of an accounting period, you have a complete record of all journals entered
during the period. After you have run PC=Period Cleardown, some of the journal
details are summarised and it may no longer be possible to produce a full JL=Journal
Listing. If you try to print details of a journal that has been partially, or fully
cleared down, the journal listing will be incomplete and will therefore not balance.
Journal Listing 437

Having completed the boxes on the screen, you can choose either to Print Report
or to Store on Disk.
As each journal is printed, its number is displayed at the foot of the screen.
Unposted Journal Listing

Use Report in JE=Journal Entry to print an unposted journal listing.
Forced Journal Listing

If you want to produce a journal listing each time a journal is posted, set the Force
Journal List box in LD=Ledger Definition to Y-Yes.

If the Fixed Asset Register is in use, you can set JL=Journal Listing to print an
additional line for relevant transactions, i.e. asset code, asset name, asset subcode,
and value/depreciation marker, as part of the audit trail. Another format can be
produced to include conversion details.
7 ENTRIES
Format Code
This code identifies the report format to use for the journal listing. See the
section Report Definition for information about maintaining report formats.

Leave these boxes blank if you want to include all journal types. Otherwise, enter
the journal type, or range of journal types, you want to include in the listing.

Leave these boxes blank if you want to include all journals in the listing, regardless
of the journal source. Otherwise, enter the journal source, or range of journal
sources, you want to include.

Journal Number From/To
maximum 7 digits
Leave these boxes blank if you want to include all journal numbers in the listing.
Otherwise, enter the journal number, or range of journal numbers, you want to
include.
Select By
E/D/A
If you want to select journals by entry period, choose E-Entry Period. This is the
default. If you want to select journals by entry date, choose D-Entry Date. If you
want to select journals by accounting period choose A-Accounting Period.
Entry Period From/To

format ppp/yyyy
If you have chosen to select by E-Entry Period and you want to include journals
with an entry period of the current period, leave these boxes blank. If you want
to include all journals, regardless of the period in which they were entered, enter
A-All. Otherwise, enter a specific period or range of periods.
or:
Entry Date From/To

date format
If you have chosen to select by D-Entry Date and you want to include journals
with an entry date of today’s date, leave these boxes blank. If you want to include
all journals, regardless of their entry date, enter A-All. Otherwise enter a specific
date, or range of dates.
or:

format ppp/yyyy
If you have chosen to select by A-Accounting Period and you want to include
those journals with an accounting period of the current period, leave these boxes
blank. If you want to include all journals, regardless of their accounting period,
enter A-All. Otherwise, enter a specific accounting period, or range of periods.

Y/R/blank
1 or 2. If you want to include all transactions in your listing enter Y-Yes. If you
only want to include rough postings on your listing enter R-Rough. If you only
want to include hard postings in your listing, leave this box blank.
Journal Listing 439

New Page Per Journal
Y/N
If you want each journal to start on a new page enter Y-Yes. Otherwise, enter
N-No, or leave the box blank and journals will print continuously.
Y/N
If you do not want transaction details to be included in your listing enter Y-Yes. If
you do this, the description of each journal is printed followed by the journal total
line.
See also:
& Actions
Journal Entry
Report Definition

Journal Presets
LA=Ledger Accounting → Entry → Setup Menu → JP=Journal Presets

AR=Fixed Asset Register → Entry → Setup Menu → JP=Journal Presets
Journal Presets 441

OVERVIEW
Journal presets enables you to predefine some, or all, of the entries for a journal.
You can create up to 999 preset lines for each journal definition. Journal presets
speed up the entry of a journal, particularly where the data entered is frequently
repeated. It also allows you to automate data entry, and so improve accuracy.
F Note: The posting of budget figures can be automated, using the percentage
option in the Amount box.
7 ENTRIES
Preset Code
Enter a code to identify this set of presets. The code must be identified in the
journal definition with which it is associated. See the JD=Journal Definitions
box, Preset Code.
Line Number
maximum 999
Enter the line number to which a preset is to be applied.
Each of the following boxes can have an entry of ‘-’ hyphen, to indicate a preset
of blank, or ‘..’ two dots, to indicate that an entry should be duplicated from the
equivalent box on the previous line of the journal.
Line Prompt
Text entered in this line is displayed during JE=Journal Entry. It can act as a
prompt to an operator, for example ‘Enter net amount on this line’.
Base Line Number

maximum 999
This is the line number of the line on which calculations are based, and from
which defaults are taken. It must not be higher than the current line number. The
accounting period, transaction date, due date, other amount, and amount may be
derived from this base line.

Accounting Period
format ppp/yyyy or relative value
This can be preset as an absolute value (ppp/yyyy) or as a relative value. If this
box is set to C-Current, then the current period is used. If this box is set to C+nnn
or C-nnn, nnn periods after or before the current period is used. If this box is set
to +nnn or -nnn, nnn periods after or before the period on the base line is used.
Transaction Date
date format or relative value
This can be preset as an absolute value (date format) or as a relative value. If this
box is set to T-Today’s Date, then today’s date is used. If this box is set to T+nnn
or T-nnn, nnn days after or before today’s date is used. If this box is set to +nnn
or -nnn, nnn days after or before the transaction date on the base line is used.
You can also use a suffix of M-Months to add or subtract months, and a suffix of
N-Net to add and subtract months and adjust to the last day of the month. For
example, if today’s date is 17 January, then T+3M gives a transaction date of 17
April, whereas T+2N gives 31 March.
Due Date
date format or relative value
If the Due Date Entry box on JD=Journal Definitions is set to Y-Yes, this box can
be preset as an absolute value (date format) or as a relative value. If this box is set
to T-Today’s Date, today’s date is used as the due date. If this box is set to T+nnn
or T-nnn, nnn days after or before today’s date is used. If this box is set to
TD+nnn or TD-nnn, nnn days after or before the transaction date is used. If this
box is set to +nnn or -nnn, nnn days after or before the due date on the base line is
used.
You can also use a suffix of M-Months to add or subtract months, or a suffix of
N-Net to add and subtract months and then adjust to the last day of the month, as
described previously.
Description
If the Description per Line box in JD=Journal Definitions is not blank, this
description is used for the current line.
You can enter an account name or an account code as the description on a journal
line. Enter @nnnN (where nnn is a number 1-999) to copy the account name
associated with the account code on line nnn. Enter @nnnA to copy the account
code on line nnn. The number (nnn) must be lower than the preset line you are
creating.
Journal Presets 443

Account Code
Enter a valid account code. You can also use ‘*’ asterisks as a mask to preset a
range of valid account codes for this line. For example, if you want to allow
operators access to accounts between 81000 and 81099, enter 810**. Depending
on the force presets value, operators attempting to enter an account code outside
this range in JE=Journal Entry are presented with a warning or with an error
message.
To preset a linked account, enter @nnn, where nnn is the number of the line on
which the first account (the account from which the link comes) appears. For
example, to enter the account linked from the account specified on line 001, enter
@001. You must have specified the link account on the CA=Chart of Accounts
record for the first account. See the section Chart of Accounts for further
information about linked accounts.
Account Type or
D/C/T/P/B/M/*/blank
Enter D-Debtor, C-Creditor, T-Client, P-Profit & Loss, B-Balance Sheet, or
M-Memo. In JE=Journal Entry the account code entered is matched with the
specified account types. Leave both boxes blank if the account code has been
specified in the previous box.
If this preset line is to remain unposted, i.e. it forms the basis for a calculation,
enter an ‘*’ asterisk in this box. This indicates that details entered on this journal
line are not to be posted.
F Note: The ‘-’ hyphen and ‘..’ dots facilities explained earlier, are not valid
in these boxes.
Asset Code
Fixed Asset Register. Enter a valid asset code as defined in AR=Asset Records.
Subcode
Fixed Asset Register. Enter a valid asset subcode as created in AA=Asset Analysis.
V/I/D
V/I/D/hyphen/blank
Fixed Asset Register. Enter V-Value if this line is to update an asset value,
D-Depreciation if it is to update an asset depreciation value, or I-Initial if it is to
update an asset’s initial value. Enter a ‘-’ hyphen (preset blank), or leave this box
blank if this line does not update asset values. Two dots ‘..’ is not a valid option.

Conversion Code
Conversion Module. Enter a valid conversion code created in CN=Conversion
Definitions. It is used to convert other amounts to base amounts, or vice versa.
Enter a ‘-’ hyphen (preset blank) to preset a blank conversion code to restrict this
line to base amounts only.
Other Amount
maximum 15 digits, J/T/P/U
Conversion Module. Enter an amount with zero, one, two or three decimals.
You can also enter a percentage or ratio in this box.
A percentage can be entered where the line is based on a previous entry. See the
Base Line Number box. The percentage can be in the range 99999.999999999%
to 999999999.99999%.
A ratio (range 99999.999999999R to 999999999.99999R) can also be used. It
works in a similar way to the percentage amount, but only one base line may be
referred to per journal definition.
Alternative valid entries are:
J calculates the journal out-of-balance amount, and enters it in this box.
T calculates the transaction out-of-balance amount, and enters it in this box.
P calculates the period out-of-balance amount, and enters it in this box.
U calculates the transaction out of balance amount plus the net out-of-balance
amount of all unposted lines (where the account type is ‘*’ asterisk). This is
normally used with ratios.
Rate
format 999999999.999999999
Conversion Module. Enter the conversion rate you want to use for this line. If
you want the appropriate rate for the conversion code entered in the Conversion
Code box to be used, leave this box blank.
Amount
maximum 15 digits
This box has the same entries as the Other Amount box. See the details for that
box for further information.
Journal Presets 445

D/C
D/C/S/R/blank
The debit/credit marker can be preset, so that the journal line is a debit or credit.
S-Same as Base Line copies the debit/credit marker from the indicated base line.
R-Reverse of Base Line reverses the debit/credit marker of the base line.
The entries ‘-’ hyphen and ‘..’ dots are not valid in this box.
Force Presets
Y/blank
To prevent operators from changing the values entered for this preset line when
creating journals, enter Y-Yes. Leave this box blank to enable the preset values to
be overwritten.
F Note: The values entered for this preset line are only forced when a journal
is being created; they can be changed when a journal is being amended.
See the section Operator Permissions for details of how to prevent operators
from amending journals.
Automatic Online Allocation

Y/blank
EnterY-Yes if you want the online cash allocation window to appear on completion
of this preset line. Otherwise, leave this box blank. This box relates to the online
allocation facility in JE=Journal Entry. See the section Journal Entry in this
manual for further information.
Transaction Analysis Codes

Enter a valid analysis code, as defined in NC=Analysis Codes. You can enter any
code for an analysis category which has the Non Validated Codes box in
ND=Analysis Definitions set to Y-Yes. You can preset a box to blank by entering
a ‘-’ hyphen. This option can only be used if a ‘blank’ analysis code has been
defined in NC=Analysis Codes. The duplicate option, ‘..’ dots, will copy the
entries from the previous journal line.
There is no validation of analysis codes in JP=Journal Presets.
See also:
& Actions
Chart of Accounts
Journal Definitions
Journal Entry

Language Definitions
→Setup Menu→
→Maintenance→
SS=SunSystems→ →LD=Language Definitions
OVERVIEW
This option is available to users of the Multi-Lingual module. It enables you to

define the available language versions of SunSystems. Each operator has a language
code so that when they log in to SunSystems, the preferred language version is
presented. The Operator Language box in OD=Operator Definitions allows you
to identify the language for an operator.
There are four standard language versions supplied with SunSystems: English,
French, Spanish and German. You can use Amend to alter the names of these
languages, or to change the default separators for thousands and decimals.
Create can be used by translators and programmers who are developing language
versions of SunSystems.
Language Definitions 447

F Note: The values you enter in the Decimal Separator, Thousand Separator,
and Right to Left Language boxes apply only to operators who have this
language set in the Operator Language box in OD=Operator Definitions.
7 ENTRIES
Language Code
00-99
This code identifies which language is displayed. The four standard languages
supplied with SunSystems have numeric codes based on international telephone
dialling codes.
You can use QUERY to show the language codes available. These are:
Code Language
01 English
33 French
34 Spanish
49 German
Language Name
This is the name of, or a description for, the language code.
Decimal Separator
1 character
Select a character to separate the integer and decimal amounts of a figure. This is
normally a full stop/period but any non-numeric character is allowed.
If you leave this box blank, but enter a value in the Thousand Separator box, the
decimal separator default is a full stop.
If you leave the Decimal Separator and Thousand Separator boxes blank, the
decimal separator and thousand separator specified in DB=Database Definition
apply to all operators who have this language code entered in the Operator Language
box in OD=Operator Definitions.

Thousand Separator
1 character
Select a character to separate thousands from hundreds, millions from thousands,
and so on. This is normally a ‘,’ comma but you can enter any non-numeric
character. Enter a ‘-’ hyphen to have thousands separated by a space.
If you leave this box blank, but enter a value in the Decimal Separator box, the
thousand separator default is a comma.
If you leave the Decimal Separator and Thousand Separator boxes blank, the
decimal separator and thousand separator specified in DB=Database Definition
apply to all operators who have this language code entered in the Operator Language
box in OD=Operator Definitions.
F Note: The decimal and the thousand separators should not be the same.
Right-To-Left Language
Y/blank
If the language you are defining is read from right to left, enter Y-Yes. If the
language is read from left to right, leave this box blank. You will be able to use
this feature only if you have the appropriate software tools and if you use a
character based screen handler.
See also:
& Actions
Language Definitions 449

Ledger Definition

→Setup Menu→→LD=Ledger Definition
→Maintenance→
CO=Corporate Allocations→ →LD=Ledger Definition
→Setup Menu→
Ledger Definition 451

OVERVIEW
Ledger definition allows you to specify rules about how you would like your
database to operate. For example, you can specify which periods are currently
valid, whether currency amounts must balance, and so on. See the section Planning
Your Implementation in the SunAccount Appreciation Guide for more information
about defining a ledger.

You can have several databases, one for each company, with each database operating
slightly differently. To create a new database, use FC=File Creation and
DB=Database Definitions in SunSystems. See the sections File Creation and
Database Definitions for further information.
The database name is displayed in LD=Ledger Definition. You can amend it in
DB=Database Definitions.
Most of the options on this screen are common to LD=Ledger Definition,
RG=Register Definition and, in SunBusiness, to BD=Business Definition.
7 ENTRIES
Database Name
display only
The name of the current database, defined in DB=Database Definitions, is displayed.
Current Period
format ppp/yyyy
This box shows the current accounting period for this database. You can change
the current accounting period either by entering the new period in this box, or by
using NP=New Period.
If you operate a monthly accounting calendar, a period must coincide with the
period number in the financial year. For example, if your accounting year starts
in April, then April is period one. The year number is, by convention, the year in
which your accounting year ends. Thus April 1991, in a financial year April 1991
through to March 1992, is identified as 01/1992.
Maximum Number Periods

maximum 999
Enter the number of accounting periods in your financial year. The maximum is
999. Entering 4 gives you quarterly accounting periods, 52 provides weekly
periods, and 12 (or 13) monthly periods. The setting in this box applies throughout
the system, i.e. in all SunAccount and SunBusiness modules.
Open Periods From/To

format ppp/yyyy/ +nnnn/ -nnnn/C/blank
The open period boxes allow you to control the periods in which journals can be
posted in JE=Journal Entry, JI=Journal Import, etc. Restricting the open periods
improves database security.

You can restrict entries to one period by specifying a period only in the From box.
If both boxes are left blank, there are no posting restrictions. You can also enter
relative period numbers, for example +nnn or -nnn, where nnn is the number of
periods before or after the current period. If the current period is 06/1991 and
your open period boxes are set to -003 and +003, journals can be posted for the
periods 03/1991 through to 09/1991. You can also enter C-Current to allow postings
to the current period only, i.e. to the period specified in the Current Period box.
Open Dates From/To

date format/+nnnnn/-nnnnn/T/blank
The open date boxes allow you to control the range of dates in which journals can
be posted. The transaction date used in a journal must be within the range specified
in these boxes. If dates do not conform, a warning is given.
You can leave the boxes blank, in which case there is no restriction on the dates
entered as transaction date. Otherwise, you can enter a specific date, or range of
dates. You can also use relative dates, in the form +nnn and -nnn. T-Today’s date
is also accepted, thus restricting dates to the current system date.
Force Journal Listing

Y/P/R/blank
This box enables you to control the automatic production of a journal listing.
When a journal listing is produced, you can choose either Print Report or Store on
Disk. If this box is set to Y-Yes, a journal listing is automatically produced after
any journal is posted in the following functions:
AA=Account Allocation
DB=Daybook Listing
GD=Generate Debits
JE=Journal Entry
JI=Journal Import
PT=Print Tax Listing
RP=Post Rough Book
TA=Cash Accounting Tax Allocation

If this box is left blank, journal listings can be printed in JL=Journal Listing, but
they are not produced automatically.
• If the Rough Book box is set to 1-Mandatory Rough Book or 2-Optional Rough
Book, you can enter R-Rough to force printing of rough journals only in all
the functions listed previously except DB=Daybook Listing, PT=Print Tax
Listing and, if the Rough Book box is set to 2-Optional Rough Book, in RP=Post
Rough Book. Use P-Post to print a journal listing whenever rough journals are
posted to the ledger, i.e. after DB=Daybook Listing and PT=Print Tax Listing.
Force Journal Listing Format

Enter the format code, defined in RD=Report Definition, for the journal listing
report produced automatically. If this box is left blank, you are asked to enter a
report format code each time a forced journal listing is produced.
Leave this box blank if the Force Journal Listing box is blank.
Force Journal Source

Y/P/blank
If this box is set to Y-Yes, the operator Id of the logged in operator is used as the
journal source in JE=Journal Entry and AA=Account Allocation.
If this box is set to P-Poster, the operator Id of the user who posts a journal
replaces the original journal source when a journal is posted. If this box is left
blank, you are prompted to enter a journal source during JE=Journal Entry.
Next Allocation Reference

maximum 999999999
Enter the next numeric reference. This is automatically incremented when a
transaction is allocated or paid.
Base Conversion Code

Conversion Module. Enter the conversion code for the base currency of the
database. For example, USD for a US dollar database. The base conversion code
is used as the default for consolidation in financial reporting.
Consolidation of base amounts from a subsidiary database is performed using the
conversion table rates of the consolidating database (the database you are
consolidating into), i.e. SunAccount reads the rates from the CN=Conversion
Definitions of the database you are currently reporting in. However, if a conversion
code is discovered during consolidation which does not exist on the consolidating
database, then the consolidate conversion rate is used.

Consolidate Conversion Rate
format 99999.99999
This box is used when you wish to consolidate data from other databases, and a
conversion code cannot be found for the currency code used in the subsidiary
database. Amounts from the subsidiary database are divided by this rate to give
the value to be included in reports. Consolidation is performed in the financial
reporting options FS=Financial Statements, FA=Financial Analysis, and
FT=Financial Tables.
You can use this option in a single currency system, to generate reports in another
currency.
If consolidated databases all have the same base currency, leave this box blank or
enter a rate of 1.
Conversion Rate Tolerance %

maximum 99.999
Conversion Module. This box controls the permitted percentage variation between
a rate held on the CN=Conversion Definitions and a rate entered, or calculated
from the base and other amounts, during JE=Journal Entry and JI=Journal Import.
If this box is set to zero, no variation is allowed. If this box is left blank, the
variation test is not performed.
Other Amount Balancing

Y/blank
Conversion Module. When posting journals for the base amount, SunAccount
ensures that the total debit and credit amounts are equal. If this box is set to Y-Yes,
you are forced to balance the other amount postings as well.
Other Amount Payment

Y/blank
Conversion Module. If this box is Y-Yes, you can select to settle by currencies
other than the base currency in PP=Payment Profiles. You can enter up to 30
conversion codes in a payment profile, and when you use that payment profile in
GP=Generate Payments or in GD=Generate Debits, settlement is based on the
other amount rather than the base amount.
If you leave this box blank, settlement is always on the base amount.
Rough Book
0/1/2/blank
This box is used to turn on the rough book (prima nota) facility. This allows you
to keep transactions in a ‘rough’ ledger, where you can amend them and report on
them before they are posted permanently to the ledger.

Enter 0 or leave this box blank if you do not require rough book processing.
Enter 1 if you want to use the full prima nota processing. This means that all
postings from JE=Journal Entry etc. go to the rough book.
Enter 2 if you want the option to post to the rough book or permanently to the ledger.
Rough book transactions can only be posted permanently to the ledger by running
DB=Daybook Listing, PT=Print Tax Listing, or RP=Post Rough Book, or by
selecting Recall Journal in JE=Journal Entry.
You should not amend this box from 1 or 2 to 0 until all rough transactions have
been posted to the ledger.
For further information see the section A Guide to Italian Accounting in the
Balance by Reference
Y/blank
Enter Y-Yes to force all the journal lines with the same transaction reference to
balance. References that do not balance cannot be posted in JE=Journal Entry or
imported in JI=Journal Import. If you entered 1 in the Rough Book box, then Y-
Yes is assumed.
Leave this box blank if you do not want to force journal lines with the same
transaction reference to balance.
Transaction Sequence Category leading to System Sequence Codes

T0-T9/blank
This box identifies the T-Code category used for sequence numbers. This is used
for tax reporting purposes. It is associated with an SN=Sequence Number
Definitions record. You can either enter it manually during JE=Journal Entry, or
it can be incremented automatically. See the section Sequence Number Definitions
for information about using sequence numbering.
System Sequence Codes

Enter the codes, defined in SN=Sequence Number Definitions, of the number of
sequences you want to apply to system journals, generated by the following
functions:
GD=Generate Debits
VP=Void Payments

TA=Cash Accounting Tax Allocation
CD=Calculate Depreciation
DI=Asset Disposal
Enter ‘-’ hyphen if you do not want to apply a sequence number to your system
generated journals.
Enter ‘..’ two periods/full stops if you want to copy the sequence number from the
original source transaction.
Daybook Sequence Category leading to Daybook Sequence Code

T0-T9/blank
This box identifies the T-Code category used for daybook sequence numbers.
This is required for daybook reporting. It is associated with an SN=Sequence
Number Definitions record. It is only incremented when DB=Daybook Listing is
run in definitive mode. See the section Daybook Listing for further information
about the modes in which you can run DB=Daybook Listing. See the section
Sequence Number Definitions for information about using sequence numbering.
Daybook Sequence Code

Enter the code, defined in SN=Sequence Number Definitions, of the number
sequence you want to use in DB=Daybook Listing.
Sequential Audit Register

Y/blank
This box allows you to produce the DB=Daybook Listing with a sequence number
applied to each transaction line, as opposed to each transaction reference.
This option is available with or without rough book processing.
Enter Y-Yes to allow a sequence number per line.
Leave the box blank to allow a sequence number per transaction reference, or if
you do not require this facility.
F Note: If you want to use a sequential audit register, you must enter a T-Code
category to hold the sequence number in the Daybook Sequence Category
box described earlier. See the section Sequence Number Definitions for
further information about applying sequence numbering to transactions.
Tax Analysis Category

T0-T9/blank
This box identifies the T-Code category used to hold tax information. This allows
you to identify transactions for tax reporting purposes, including PT=Print Tax
Listing and PN=Print Account Tax Listing.

The tax analysis category is used in TD=Tax Details, where you can specify the
rate of tax that applies to sales and purchase transactions, and the accounts to
which sales and purchase taxes are posted, for each T-Code within the tax analysis
category. This in turn is used by GP=Generate Payments and by transaction
matching functions, allowing the amount of tax paid or charged to relate to any
settlement discount.
Enter the T-Code category used to hold tax information or leave this box blank.
Tax on Settlement Discount

Y/blank
Only use this box if you made an entry in the preceding Tax Analysis Category
box. Enter Y-Yes if you want to adjust the tax amounts when settlement discount
is generated. Leave this box blank if you prefer the tax to remain unchanged.
Another method of handling tax in settlement discount is to ignore the tax portion
of the invoice when calculating settlement discount. This can be done using the
ZP function in SS=SunSystems, which is available to the SuperUser SUN. The
T5 analysis category identifies the taxable items.
Ledger Archiving
Y/blank
Ledger archiving relates to PC=Period Cleardown. During period cleardown,
you can delete ‘old’ transactions, or move them to an archive file. Enter Y-Yes to
transfer ‘old’ transactions to the archive file.
If you leave this box blank, ‘old’ transactions are deleted during PC=Period
Cleardown.
F Note: If you want to archive transactions, you must first create an archive
file for each year.
See the sections Period Cleardown and File Creation for further information about
archiving transactions.
Left Justify Journal Import References

Y/blank
Enter Y-Yes if you want the reference on all transactions posted from JI=Journal
Import, to be aligned on the left. This allows SunBusiness references to line up
with SunAccount references in the inquiry functions. Leave this box blank for
the alignment of transaction references to remain unchanged.

Minimum Payment Level
0-9/blank
This box is associated with GP=Generate Payments. It allows you to specify an
allocation marker number below which payments cannot be generated. It is
normally used with bills of exchange, the treatment of which is described in the
section Managing Your Debtors/Receivables in the SunAccount Appreciation Guide.
Account Subtotal Characters

0-9/blank
In TB=Trial Balance, SunAccount can produce a subtotal break when the specified
character in an account code changes. For example, if you want subtotals for
account codes beginning 10, 11, 12, 13, 20, 21, etc., enter 2; if you want subtotals
for account codes beginning 1, 2, 3, 4 etc., enter 1.
Leave this box blank if you do not want subtotalling on trial balance reports.
Revaluation Method
S/L/G/blank
Conversion Module. This box allows you to determine where gain and loss
transactions generated during LR=Ledger Revaluation are posted.
Leave this box blank if you want the net losses and gains posted to a single
conversion difference account. Enter S-Separate if you want gains and losses to
be posted to separate accounts. Enter L-Losses Only to specify that losses only
are to be posted (to a single account), or G-Gains Only to specify that gains only
are to be posted.
The revaluation method determines the accounts presented during LR=Ledger
Revaluation and TM=Transaction Matching.
Automatic Bank Payments

W/I/Y/blank
This box enables you to control the transactions included in the bank transfer file
produced by GP=Generate Payments and GD=Generate Debits. The bank transfer
file is only produced if the Post Transactions box in GP=Generate Payments and
GD=Generate Debits is set to Y-Yes, if the payment profile used has the Payment
Method box set to B-Bank, and for accounts that have the Payment Method box
set to B-Bank.
If you do not want to produce a bank transfer file, leave this box blank.

If you want to use the automatic bank payments facility, enter Y-Yes, W-Warning,
or I-Ignore.
If you want to exclude transactions from the bank transfer file for accounts that
have no BK=Bank Details record, enter Y-Yes. If you want to include transactions
from accounts that have no BK=Bank Details record, but you want to be warned
of those accounts, enter W-Warning. If you want to include transactions for
accounts that have no BK=Bank Details records, and you do not want to be warned
of those accounts, enter I-Ignore.
See the sections Chart of Accounts, Payment Profiles, Bank Details, Generate
Payments and Generate Debits for further information about payment methods
and bank transfer files. See also the section Transferring Data To and From
SunAccount in the SunAccount Appreciation Guide.
Report Corrections
Y/blank
If this box is set to Y-Yes, transactions with the allocation marker C-Correction
are included in financial reports. Leave this box blank to exclude C-Corrections
from financial reports.
Suppress Creditor Summarise

Y/blank
Normally, creditor reports summarise transactions for an account if they have the
same:
Account code
Accounting period
Transaction reference
Journal number
Transaction date
Allocation marker
Debit/credit indicator

Conversion code
If these boxes are set to Y-Yes, these transactions are not summarised.
Suppress Debtor Summarise

Y/blank
Normally, debtor reports summarise transactions for an account if they have the
same:
Account code
Accounting period
Transaction reference
Journal number
Transaction date
Allocation marker
Debit/credit indicator
Conversion code
If these boxes are set to Y-Yes, these transactions are not summarised.
Overexpenditure Check
Y/blank
Enter Y-Yes if you want to check your expenditure during JE=Journal Entry. If
insufficient funds are available you cannot post the journal. Leave this box blank
if you are not using funds availability checking.
See also:
& Actions
Register Definition

Ledger Export
LA=Ledger Accounting → Procedures → LX=Ledger Export

AR=Fixed Asset Register → Procedures → LX=Ledger Export
CO=Corporate Allocations → Procedures → LX=Ledger Export
OVERVIEW
LX=Ledger Export enables you to export transactions from Ledger Accounting,

Corporate Allocations or Fixed Asset Register to a file. There are two sections
in the SunAccount Appreciation Guide where you can find further information
about exporting transactions from SunAccount: Multiple Ledgers in SunAccount
and Transferring Data To and From SunAccount.
Ledger Export 463

Why Export?
There are many different applications for ledger export:
• You could export a file of overhead transactions, for example to Lotus 1-2-3.
You could then manipulate them before importing them back, using JI=Journal
Import, into a budget database in SunSystems. You could also import these
transactions to another, or the same, ledger.
• You might export transactions from a range of accounts, summarise them and
change their D/C indicator, so that when they are imported back to the same
ledger they cancel out the original transactions.
• In transferring transactions from one ledger to another (inter-company
postings), you might need to change some analysis codes.
• You might export transactions to consolidate data for multiple company
consolidations. If you have the Conversion Module, you could perform such
consolidations using multiple currencies.
• You might maintain a summary ledger for reporting purposes.
How to Export
The export process involves three stages.
XD=Export Definitions specifies which transactions are to be exported. You
can select by a number of criteria including period, analysis codes, and journal
numbers.
XC=Export Consolidation allows you to be more specific about how data will
look when exported.
Then you use LX=Ledger Export. A file of transactions is created and a
summary report shows the total number of transactions, and the total debits
and credits, in both base and other amounts, that have been exported.
7 ENTRIES
Export Code
This is the XD=Export Definitions code you want to use for this export.

Re-extract
Y/N
Use the re-extract option to regenerate a ledger export. If the Journal Control box
in XD=Export Definitions is set to Y-Yes, you can only amend the following
during a re-extract:
• The To journal number
• The transfer period (subject to the settings in XD=Export Definitions)
• The filename
The From journal number is taken from the previous extract and you cannot
change it. See the section Export Definitions.
Enter N-No in this box if you want to generate a new extract file. If you enter
N-No, and the Journal Control box in XD=Export Definitions is set to Y-Yes, the
journal numbers are incremented based on the previous extract.
Accounting Period
format ppp/yyyy
Cut-off Journal Number

maximum 9999999
If the Journal Control box in XD=Export Definitions is blank, you are prompted
to enter a range of accounting periods. Leave the From box blank to choose the
current period. Enter A-All to select all periods.
If this export is a re-extract, then the period range selected previously is displayed.
You can amend both the From and To boxes. See the earlier information on Re-extract.
If the Journal Control box in XD=Export Definition is set to Y-Yes, you are
prompted with a range of journal numbers rather than a range of accounting
periods. The From journal number is picked up from the previous extract. This
facility ensures that a journal number is extracted only once. See the subsection
Journal Control in the section Export Definitions.
The To journal number identifies the highest journal number to be exported.
Leave this box blank for the highest journal number.
Transfer Period
format ppp/yyyy or relative value
The transfer period becomes the accounting period on exported transactions. If
the Transfer Period box in XD=Export Definitions is left blank, you must enter a
period here. You can enter an absolute value, for example 02/1991, or a relative
value, for example -002. An entry of -002 generates accounting periods on the
export file which are two periods prior to the accounting period of the source
transactions.
Ledger Export 465

If a transfer period has been specified in XD=Export Definitions, you cannot change
it here.
Transfer File Name

You must enter the name of the file to which you want to export the transactions.
You can include a path name.
F Note: Other boxes are presented depending on the selections made in

XD=Export Definitions. You are asked to enter a range of From/To codes.
Leave the boxes blank to select all available codes. Enter a ‘-’ hyphen to
select ‘blank’ codes.
If the Journal Control box in XD=Export Definitions is set to Y-Yes, selections
are made during the first export. You cannot change these selections.
See also:
& Actions
Export Definitions

Ledger Revaluation
LA=Ledger Accounting → Procedures → LR=Ledger Revaluation
OVERVIEW
Conversion Module
Ledger revaluation creates adjustments to reflect fluctuations in exchange rates.
For example, if there is a movement in exchange rates between the date of posting
a transaction and today, LR=Ledger Revaluation can generate the necessary
adjustments to account for this change. It calculates the difference between the
posting rate and the rate currently held on CV=Conversion Tables.
Revaluation is achieved by calculating the change in the base amount between
posting and the current date. The current rate is called the revalue rate; the posted
rate is called the ledger rate. Unrealised revaluation postings are generated by
conversion code, within each account. Postings are also split by analysis codes, so
that future financial reporting is not impaired.
Ledger Revaluation 467

Balancing entries are posted to the Unrealised Net or Losses and Unrealised Gains
accounts, which can be specified either in CN=Conversion Definitions, or in
CV=Conversion Tables. If accounts have not been specified in these areas, the
posting accounts can be determined during LR=Ledger Revaluation.
transactions are posted during LR=Ledger Revaluation even if budgets are
The method of posting gains and losses is dependent on the choice made in the
Revaluation Method box in LD=Ledger Definition.
There are four options available in the Revaluation Method box in LD=Ledger
Definition:
• If you want the net losses and gains posted to a single conversion difference
account leave the box blank.
• If you want gains and losses to be posted to separate accounts enter S-Separate.
• If you only want losses to be posted, to a single account, enter L-Losses.
• If you only want gains to be posted, enter G-Gains.
Ledger Revaluation Reports

You can run LR=Ledger Revaluation for reporting purposes only. The revaluation
report shows the ledger amount and revalued amount for each revalued transaction.
For each conversion code it shows the ledger totals, the revalued totals, and the
difference. At the end of the report, the postings generated for the unrealised
gains/losses accounts are shown.
Transactions posted during LR=Ledger Revaluation use the next available journal
number. You can print them using JL=Journal Listing.

The accounts to which asset depreciation is posted are normally excluded from
the ledger revaluation process. The asset codes are retained on revaluation
transactions. Asset subcodes and markers are not retained. Asset information is
not posted to the unrealised gain/losses accounts.
See the section Multiple Currencies in SunAccount in the SunAccount Appreciation
Guide for further information about recording conversion gains and losses.

You can post transactions from LR=Ledger Revaluation to the rough book. Rough
book processing is a facility which has been designed to cater for Italian accounting
The main feature of rough book processing is the facility to post transactions as
rough, or pencil entries. In other words, you can record transactions and
subsequently amend them. Until they are hard posted, they can be amended.
Hard posting can be described as the point at which transactions are committed to
the ledger, thus preventing further amendment. See the section, A Guide to Italian
Accounting in the SunAccount Appreciation Guide.
If the Rough Book box in LD=Ledger Definition is set to 1 - Mandatory Rough
Book, all postings are automatically posted as rough. If the Rough Book box is
set to 2 - Optional Rough Book, you are given the option to post as rough or hard.
Your operator permissions may restrict the posting options available, see the section
Operator Permissions for further information.
You can recall rough journals in JE=Journal Entry for amendment and hard posting,
if you choose Recall Journal. Only those journals which are rough are available.
You can post the journal as hard by selecting the action Post. You can also use
DB=Daybook Listing, PT=Print Tax Listing, or RP=Post Rough Book, to hard
post a batch of journals.
Another feature associated with rough book processing, but which can be used
independently, is the ability to record a sequence code and number for each
transaction line or reference in a journal. This is a useful feature which helps to
ensure data integrity. The sequence data is held on a T-Category.
LR=Ledger Revaluation. See the section, Ledger Definition for further
information. You can also record a Registration Date, as defined in SN=Sequence
Number Definitions, which will override the normal entry date for a journal with
a ‘user defined’ date stamp. See the section Sequence Number Definitions for
Ledger Definition for further information.

Journals That Exceed 99,999 Lines
SunAccount allows a maximum of 99,999 transaction lines per journal. In
LR=Ledger Revaluation you are warned if you generate journals that exceed
99,999 transaction lines.
If you enter N-No in the Post Transactions box, the warning is printed at the end
of your report.
If you enter Y-Yes in the Post Transactions box, the warning appears as a message
on the screen:
JOURNAL EXCEEDS THE MAXIMUM NUMBER OF LINES (99999) AT
ACCOUNT XXXXXXXXXX (PRESS ENTER)
and the revaluation run terminates. You must press ENTER to continue. Having
identified the account code reached at transaction line 99,999, you can rerun
LR=Ledger Revaluation - but with a smaller range of accounts.
F Note: If you are using FREEFORMAT macros and you see the message above,
the macro has terminated - the program returns to the menu and the warning
message is displayed once more. You must press ENTER again to continue.
7 ENTRIES
Account Types D/C/T/B/P/M

Y/N
If an account type is selected by entering Y-Yes, accounts of this type are included
in the revaluation. If an Account Type box is set to N-No, or left blank, accounts
in this category are excluded from this revaluation run. The choice made in the
Suppress Revaluation box, in CA=Chart of Accounts overrides selections made
here.

Enter the range of account codes to be revalued. To select all account codes leave
both boxes blank.

Enter the range of journal types to be revalued. To select all journal types within
the account ranges selected above leave both boxes blank.

Journal Number From/To
7 digits
Enter the range of journal numbers to be revalued. To select all journals within
the types selected above leave both boxes blank.

Enter the range of conversion codes to be revalued. To select all conversion codes
leave both boxes blank.
Revaluation Period
format ppp/yyyy
Enter the period for which transactions are to be revalued.
For P-Profit & Loss type accounts, only transactions with an accounting period
which matches the revaluation period are selected.
For other account types, all transactions with an accounting period equal to, or
prior to, the revaluation period are included.
So, for P-Profit & Loss type accounts, only the currency movement for the period
is generated. For B-Balance Sheet accounts, the entire balance of the account is
revalued.
Post Transactions
Y/N/R
If this box is set to Y-Yes, revaluations are posted. Leave the box blank if you
wish only to report the revaluations.
If the Rough Book box in LD=Ledger Definition is set to 1 - Mandatory Rough
Book or 2 - Optional Rough Book, you can enter R-Rough to post revaluations to
the rough book.
If the revaluation period, is set to the current period this box is skipped and set to
N-No. This is to prevent you from revaluing the current period before entries are
complete.
Unrealised Net Differences Account

If you have set the Post Transactions box above to Y-Yes, enter the default account
codes to which balancing entries for revaluation differences are to be posted.
These account codes must be entered, but they are only used if there are no
difference account codes specified in CN=Conversion Definitions, or
CV=Conversion Tables. You must not enter a M-Memo account.

Whether or not the unrealised gains/losses boxes appear depends on the setting of
the Revaluation Method box in LD=Ledger Definition i.e. if you set the Revaluation
Method box to L-Losses, the unrealised Gains Account box does not appear in
LR=Ledger Revaluation. See the Ledger Revaluation overview for more
information.
Report Losses & Gains

Y/N
This box appears only if you have set the Post Transactions box to N-No, and if
you have set the Revaluation Method box in LD=Ledger Definition to L-Losses
Only, or G-Gains Only.
The box allows you to specify whether you want the report to include all
revaluations, regardless of whether they are gains or losses or not.
If you want the report to include all revaluations, both gains and losses, enter Y-
Yes.
If you want the report to include the transactions specified by the Revaluation
Method box in LD=Ledger Definition, i.e. the transactions actually posted as a
result of the revaluation, enter N-No or leave the box blank.
Y/N/Z
The responses available in this box depend on the setting of the Revaluation Method
box in LD=Ledger Definition.
The options Y-Yes and N-No are offered as standard and enable you to decide
whether full transaction details are to be included in the revaluation report. Choose
Y-Yes to suppress printing of transaction details. Choose N-No to print full details.
The Z-Suppress option is offered only when the Revaluation Method box in
LD=Ledger Definition is not left blank. If you enter Z-Suppress, only transactions
which have been revalued are included in your report. Therefore transactions
which meet the selection criteria, i.e. account, journal type, journal number range,
etc., but which do not require revaluation, are excluded from the report.
See also:
& Actions
Conversion Tables
Ledger Definition

Mark for Disposal
AR=Fixed Asset Register → Procedures → MD=Mark for Disposal
OVERVIEW
Prior to using DI=Asset Disposal, you need to identify and flag the assets to be
disposed of. You can either change the asset status to D-Dispose on the individual
AR=Asset Records and specify the disposal period, or you can use the MD=Mark
for Disposal option to flag a range of assets. This process is explained further in
the section Managing Your Fixed Assets in the SunAccount Appreciation Guide.
When you have completed the entries on this screen, choose Process to mark the
selected assets for disposal.
Mark for Disposal 473

7 ENTRIES
Asset Code From/To

Enter the code of the asset or range of assets you want to flag for disposal. If you
want to flag all assets for disposal, leave both boxes blank.
Analysis Category
F0-F9/blank
You can restrict your selection by analysis category. Leave blank to select all
assets within your specified asset code range.
Code From/To
Use these boxes to restrict your selection of F-Codes within a selected asset analysis
category.
See also:
& Actions
Asset Disposal

Names and Addresses
LA=Ledger Accounting → Maintenance → NA=Names & Addresses
OVERVIEW
Names & Addresses records hold debtor, creditor and client addresses as they are
printed on remittances and statements. You need only create them if you intend
printing statements or remittances. See the section Managing Your Debtors/
Receivables in the SunAccount Appreciation Guide.
If you wish to print your own organisation’s name and address on statements or
remittances, create a name and address record using address code 0000000000.
Names and Addresses 475

7 ENTRIES
Address Code
Enter the Address Code specified on the corresponding CA=Chart of Accounts
record. It may contain alphabetic or numeric characters, or symbols (for example,
- / : , . *). Remember that upper case and lower case letters are treated differently,
so BAe is not the same as BAE. You are advised to restrict all codes to upper case
for consistency.
Name and Address Line 1-6

6 lines maximum 35 characters each
The postal name and address. Line 1 must not be completely blank.
Lookup Code
Normally, you would use a shortened version of name and address line 1, though
you can use any code. This is used by LOOKUP. You can leave this box blank.
Telephone Number, Contact Name, Fax/Telex Number

Use these boxes to record telephone numbers, a contact name, and a fax number.
The telephone number and contact name are printed below the account name on
aged analysis reports produced in GA=Aged Analysis to assist with enquiries.
Comments, Second Comments

2 boxes, maximum 30 characters each
Enter any notes or comments in these boxes. These can be printed on documents
designed in RD=Report Definition. For US tax reporting, you can use these
boxes for recording Federal and State Id Numbers.
See also:
& Actions
Chart of Accounts
Formatted Layouts (this includes further information about producing
tax reports)

New Period
LA=Ledger Accounting → Maintenance → NP=New Period

AR=Fixed Asset Register → Maintenance → NP=New Period
OVERVIEW
NP=New Period allows you to change the current period. The current period is
the default accounting period used for posting journals. It also appears as the
default period when printing reports, calculating depreciation, etc. The current
period is displayed on the screen by pressing F9.
The current period can also be changed in LD=Ledger Definition.
The current period applies to both SunAccount and SunBusiness.
You should take care when using this option in a multi-user environment. The
current period is read as each user logs in to SunSystems, and this period will
apply throughout the session. Therefore, if one user amends the current period,
the new period will not be effective for other users currently logged in.
It is standard practice to print audit trail reports, such as account listing, JL=Journal
Listing and TB=Trial Balance, before moving to a new period.
New Period 477

7 ENTRIES
Choose NP=New Period to amend the current period. Enter a period number.
This period must be within the open period range stipulated in LD=Ledger
Definition. It must also be in accordance with the maximum number of periods
specified in LD=Ledger Definition.
See also:
& Actions
Ledger Definition

Operator Buttons
→Maintenance→
→Setup Menu→
SS=SunSystems→ →OB=Operator Buttons
OVERVIEW
If you are using a graphical user interface, operator buttons allows you to create
button bars within SunSystems. Button bars provide quick access to frequently
used function keys and FREEFORMAT macros. You simply click on the button, and
the function key or FREEFORMAT macro is initialised.
You can create up to two lines of ten button bars; one line which is available in all
areas of SunSystems, and another line which is module specific. A set of button
bars can be created for an operator, or they can be generally available.
The button bars are automatically invoked when you log in to SunSystems.
If you make amendments to OB=Operator Buttons, you must log out of
SunSystems, and log in again, before the amendments take effect.
The SuperUser can create a default set of buttons which apply to all operators,
and modules, by leaving the Operator Id, and Module boxes blank.
Operator Buttons 479

7 ENTRIES
Operator Id
Enter your own operator Id in this box. You can only alter the operator buttons
associated with your own operator Id.
The SuperUser of SunSystems can alter operator buttons for all operators.
If you are logged in as the SuperUser, enter a space to create default buttons,
which will be used by all operators without their own setup.
OB=Operator Buttons is subject to the same permission restrictions which you
may choose to apply in OP=Operator Permissions.
Module
SS/LA/AR/CO/SO/IC/PO/blank
Leave this blank to create system wide buttons, or enter one of the following two
character codes which represents a SunSystems module:
SS-SunSystems
LA-Ledger Accounting
AR-Asset Register
CO-Corporate Allocations
SO-Sales Order Processing
IC-Inventory Control
PO-Purchase Order Processing
If you enter a module code, then the associated buttons will be available only in
that module. For example, if you enter LA=Ledger Accounting, the operator
buttons created will be available in ledger accounting only.
Button Assignment
The button assignment identifies the function key, keyboard command, or
FREEFORMAT macro, you require. The following function keys and commands are
available:
_ _ACCEPT
_!_ESCAPE

_F1_HELP
_F2_LOOKUP
_F3_DUPLICATE
_F4_FREEFORMAT
_F5_QUERY
_F6_SHORTHAND
_F7_DUP_TO_END
_F8_CALCULATOR
_F9_CONTEXT
Function keys are identified by an ‘_’ underscore, followed by the function key
number and another ‘_’ underscore. The underscore represents ENTER. The text
following the second underscore is optional. QUERY produces a list of available
function keys and FREEFORMAT macros.
To incorporate FREEFORMAT commands into a button bar, enter the code for the
macro, or use QUERY and choose from a list of available FREEFORMAT macros.
Button Name
Enter a description for the button. This will appear on the button bar line at the
top of the screen.
If this box is left blank for a macro type button, the first 14 characters from the
Button Assignment box are copied to this box, to become the button description.
In the case of a function key button, the first three characters are removed from
the text in the Button Assignment box, and the remaining text is used as the button
name.
See also:
& Actions
FreeFormat Macros
The Platform Manual, for information about graphical user interfaces
Operator Buttons 481

→Setup Menu→
→Maintenance→
SS=SunSystems→ →OD=Operator Definitions
OVERVIEW
Operator definitions is used to establish the identity of each user of SunSystems

and to define other user-specific items, including the option of setting a password.
It is the responsibility of the systems manager to control this area.
An operator definition is required for each user of SunSystems. When an operator
logs in to SunSystems, the Logged In box is updated to Y-Logged in. This flag is
not removed until the operator logs out. This prevents other operators logging in
using the same operator Id.
Each operator belongs to an operator group, defined in OP=Operator Permissions.
The operator group controls access to certain types of data, actions, and functions.
See the section Operator Permissions for further information.
Operator Definitions 483

You can set a number of criteria in OD=Operator Definitions which can be specific
to each individual using SunSystems:
• The operator group that the operator belongs to
• A password can be set to heighten security
• The printer used by the operator can be identified
• Unique print and work file drives can be specified
• The terminal code used by the operator
• Whether the operator prefers to work in classic or action bar mode
• The query level required by the operator
• Multi-lingual systems can link a specified language version to an operator
FreeFormat
A FREEFORMAT command will fail if the operator Id is logged in to SunSystems
already. Therefore, it is advisable to maintain an operator definition specifically
for FREEFORMAT command files. See the section FreeFormat Macros for further
information.
SuperUser SUN
An operator Id called SUN exists as a SuperUser within SunSystems. It is advisable
to create an operator definition for SUN, and to protect it with a password.
The SuperUser is the only operator Id with access to areas such as:
• Serialisation
• The ZP parameters
The SuperUser SUN cannot be used to access SunSystems modules such as Ledger
Accounting and Sales Order Processing.
The SuperUser SUN should be maintained by the system manager.
F Important Note: If you lose or forget the password for the SuperUser SUN
you will not be able to recover it. You will be unable to access any of the
functionality that is available only to the SuperUser.
Amend Password
You can amend an operator’s password using OD=Operator Definitions. You can
also amend your own password using AP=Amend Password. See the section
Amend Password for further information.

7 ENTRIES
Operator Id
Enter the operator’s initials, a number, or any code. This is used by an operator
when logging in to SunSystems. In a number of operating systems the operator
Id is incorporated into the filename of a stored report. For this reason, you should
avoid the use of characters such as . \ * - , etc.
Operator Name
Enter the name of the operator. You might also use an operator name such as
Overnight Reporting where an operator definition is created to carry out a specific
routine.
Operator Group
Operator groups are defined in OP=Operator Permissions. An operator group
allows you to create a set of restrictions and apply them to a range of users. For
example, if you have several data entry operators you can prevent all of them
from having access to sensitive data, by entering the same operator group on each
of their operator definitions.
Password
Enter a password to control the use of an operator definition.
You must enter the password twice to confirm it. You will notice that the password
is not displayed on the screen. When you wish to amend a password you must
enter the current password first, then enter the new password twice. You can
amend passwords in OD=Operator Definitions and in AP=Amend Password.
It is important that the system manager takes a note of an operator’s password, as
it is never displayed or printed on any reports.
See the section Amend Password for more information on passwords.

Printer Code
Enter a printer code as specified in PD=Printer Definitions. This defines the
default printer definition for an operator. This is useful on multi-user systems, or
where a specific printer setup is required for an operator. When using SunSystems,
operators can change to a different printer using CP=Change Printer.
If this box is left blank, the operator is assigned the default printer. This is the
printer with a printer code of blank.
Print File Drive

You can nominate a drive and directory in which the operator’s reports and
documents are stored. If you leave this box blank, report files produced by this
operator are stored on the print file drive specified for this database in DB=Database
Definitions.
Work File Drive

You can nominate a drive and directory in which this operator’s work files are
stored. If you leave this box blank, work files are written to the current program
directory.
Terminal Code
5 characters
Character User Interface. Enter the terminal code of the terminal this operator
will use. If this box is blank, the default terminal definition is used.
Classic Menus
Y/blank
Leave this blank to retain action bar screens. Enter Y-Yes if you want to use the
classic style menus. See the section Accessing and Navigating SunSystems in the
SunAccount Workbook for further information.
Query Level
0/1/2
Query level defines the level of assistance required when selections are made
within SunSystems. QUERY allows you to display a list of available reference
items and can be used on key boxes. For example, in FA=Financial Analysis you
can use Q UERY to list the available reports. See the section SunSystems Tools,
Buttons, and Keystrokes for further information about using Query.

Query level allows you to specify the degree to which QUERY is automatically
invoked.
Enter 0 if you want to gain access to QUERY manually. This means that you must
invoke QUERY yourself, using F5, the Query button, or ‘&’ ampersand.
Enter 1 if you want QUERY to be invoked in the following SunAccount functions:
Function Option
JE=Journal Entry Journal Type

FA=Financial Analysis Layout Code
FS=Financial Statements Layout Code
FT=Financial Tables Table Code
LX=Ledger Export Layout Code
GA=Generate Allocations Layout Code
Enter 2 to benefit from the facilities of level 1. In addition, wherever you enter
an invalid or incorrect reference code, QUERY is automatically presented to enable
you to make a valid choice.
Operator Language
2 digits
Multi-Lingual version only. This box allows you to view SunSystems in another
language version. Enter the language code defined in LD=Language Definitions.
There are four standard language codes available:
Code Language
01 English
33 French
34 Spanish
49 German
Leave blank if you do not have a Multi-Lingual licence, or if you want this
operator to have the base language displayed while working in SunSystems, and
the database language when logging in to one of the modules.
See the section Multi-Lingual SunSystems in the SunAccount Appreciation Guide
for further information.

Number of Violations
Display only. A violation occurs when someone enters an operator Id code on the
login screen and then enters the wrong password for that operator.
The Number of Violations box displays the number of consecutive incorrect password
attempts made for the operator Id. When three consecutive incorrect password
entry attempts have been recorded, the person attempting to enter is presented
with the message:
PASSWORD VIOLATION-Contact your systems Administrator
Violation Date
This box records the date of the latest violation.
Database
Display only. If the operator is logged in, this box displays the database they are
currently using.
System
Display only. If the operator is logged in, this box displays the system or module
they are currently using.
Function
Display only. If the operator is logged in, this box displays the function they are
currently using.
See also:
& Actions
Amend Password
Operator Buttons

→Setup Menu→
→Maintenance→
SS=SunSystems→ →OP=Operator Permissions
OVERVIEW
OP=Operator Permissions enables you to define operator groups. You can also
use OP=Operator Permissions to control operator group access to SunSystems
and SunAccount functions, and to the actions available in those functions as well
as to account types, open periods and dates, and many other such items. In
addition, you can control operator group access to individual account codes, to
account and journal types, and to T-Codes and SunBusiness M-Codes using the
D-Data Restrictions settings in OP=Operator Permissions, in conjunction with
DA=Data Access Groups.
F Note: Amendments to OP=Operator Permissions only affect the members

of the operator group when they next change module or database.
Operator Permissions 489

Defining Operator Groups
When you use OD=Operator Definitions to define an operator, you assign the
operator to an operator group. Each operator group can have several operators.
If you have several data entry operators you could define one operator group and
enter it as the operator group in each of the data entry operator’s operator definitions.
Controlling Operator Group Password Lengths and Duration

The Password Length and Password Interval boxes in OP=Operator Permissions
allow you to set a minimum password length for an operator group and an interval,
in days, during which a password is valid.
Controlling Operator Group Access to Functions and Actions

You can use the S-Menu Restrictions box in OP=Operator Permissions to control
an operator group’s access to functions and actions. You can, for example, restrict
an operator group so that it only has access to JE=Journal Entry and also, within
JE=Journal Entry, it only has access to the Post Journal action.
Operator Permissions and Data Access Groups

Having defined an operator group, you may go on to use DA=Data Access Groups
and the Data Access Group box in various functions to further restrict access for
this operator group. For example, if you defined an Operator Group DEM, which
is part of a Data Access Group MED, whose Exclude/Include box is set
to E-Exclude, you can enter MED in the Data Access Group box on a CA=Chart
of Accounts record to exclude operators in the DEM group from the record. In
this way you can control access to the use of specific:
• Databases
• Budgets
• Accounts
• Analysis Codes
• Journals
• Analysis Layouts
• Statement Layouts
• Table Formats
• Aged Analysis Layouts

You can use the D-Data Restrictions box to refine the permissions you set using
DA=Data Access Groups. See the section Data Access Groups for further
information.
Creating Operator Permissions

The following sections describe how you create SunSystems and miscellaneous
permissions, how you can control operator group menu selections, and how you
can restrict operator group access to data.
Creating SunSystems Permissions
Enter *** in the Database Code box, and the cursor skips to the Menu Selections
Default Permission box. Enter Y-Yes or N-No in this box, and a window appears
with the SunSystems action bar options: Inquiry, Maintenance, Setup, System,
and Other. Use arrow keys to highlight an option and select it by pressing ENTER .
You can control access to the functions and actions detailed in the table below. In
the heading of the table C stands for Create, A for Amend, D for Delete, T for
Transfer, RA for Report Audit Trail, and CA for Create Audit Trail.

Menu Selection Function Actions Note
C A D T RA CA
Inquiry VR=View Stored Report

Maintenance CD=Change Database
CP=Change Printers
CT=Change Terminal
FB=File Backup/Restore
Maintenance AP=Amend Password
Setup CS=Control SequenceDefinitions • • • • • •
DB=Database Definitions • • • • • •
PD=Printer Definitions • • • • • •
TD=Terminal Definitions
LD=Language Definitions • • • • • •
OD=Operator Definitions • • • • •
OB=Operator Buttons • • • • • •
OP=Operator Permissions
FC=File Creation
DA=Data Access Groups • • • • • •
NL=Analysis Category Length • • •
AC=Audit Control • • •
System Ledger Accounting
Corporate Allocations
Sales Order Processing
Purchase Order Processing
Inventory Control
Other RD=Report Definition
ZC=Clear Operators
Record Locking Testing Tool
SunQuery
SunExtras
AM=Analysis Mapping
MR=Analysis Mapping Rule Sets

A second window appears, with the functions available from the action bar option
you selected. You can enter Y-Yes to allow members of this operator group to use
this function, or N-No to prevent it. Leave this blank to accept the default you
entered in the Menu Selections Default Permission box.
If a function in the window is followed by ‘...’ you can select A-Actions to call up
a third window, where you can define the actions available to an operator group
when using that function. Enter N-No to prevent the members of this operator
group from using the action you have selected. Leave the box blank to allow the
action to be used.

Once you are satisfied with your entries, use the F7 key to save your choices and
close the window. When you return to the window with the action bar options,
use ESC to finish. A message appears:
PERMISSIONS WILL BE UPDATED?
Choose No to return to the selection box. If you choose Yes, the message:
PERMISSIONS CREATED/AMENDED
confirms that your entries/changes have been saved.
F Note: Amendments to OP=Operator Permissions only affect members of

the operator group when they next change module or database.
Creating Miscellaneous Permissions
If you enter M-Miscellaneous Restrictions in the Menu Selections or Data

Restrictions or Miscellaneous Restrictions box a second window appears with
various options:
Account Types
D/C/T/P/B/M/blank
This allows you to specify the account types that this operator group can have
access to. Enter C-Creditor, D-Debtor, T-Client, P-Profit & Loss, B-Balance
Sheet, or M-Memo account. Leave this blank if you want this operator group to
have access to all account types.

Open Periods From/To
pppyyyy/C/-N/+N/blank
This enables you to specify the open periods that an operator group can have
access to. You can enter a period range which is open, or enter relative periods in
the form -n to +n where n is the number of periods before or after the current
period. Enter C-Current to keep the current period open. Leave the box blank to
allow an operator group to access all open periods.
Open Dates From/To

date format/T/-N/+N
This enables you to specify the open dates that an operator group can access.
Enter a specific date range, or enter T-Today’s Date to allow access to the current
system login date only. Additionally, you can enter relative dates in the form -n to
+n, where n is the number of days before or after today. Leave this box blank to
allow an operator group access to all open dates.
Other Boxes
various parameters
These boxes relate to SunBusiness transactions. See the SunBusiness Reference
Manual for further information.
Bank Account Overdrawn Warning

N/P/blank
The GP=Generate Payments function in Ledger Accounting presents a warning
message if a payments run will take the bank account into an overdrawn position.
You may want to restrict the presentation of this warning.
If you enter N-No, the message is never displayed for this operator group.
Enter P-Protected to show the warning message excluding the overdrawn amount.
Leave the box blank if you want the full warning message to be displayed, including
the overdrawn figure.

Controlling Operator Group Menu and Action Selections
If you enter S-Menu Selections in the Menu Selections or Data Restrictions or

Miscellaneous Restrictions box, the cursor moves to the System box and then to
the Menu Selections Default Permission box. In these boxes you set the module
in which the permissions apply and the default permission, Y-Yes or N-No,
respectively.
You can then determine which of the action bar options of the module specified in
the System box this operator group has access to. Use the arrow keys to highlight
an option and press ENTER to call up a second window where you can control this
operator group’s access to the functions available. Enter Y-Yes to allow members
of this operator group to use the function, or N-No to prevent it. Leave this blank
to accept the default you entered in the Menu Selections Default Permission box.
Where the function name is followed by ‘…’ you can select A-Actions to control
the actions available in the function you selected. For example, using A-Actions
from JE=Journal Entry, you can specify whether a member of this operator group
can make rough book postings or not. This depends on the setting in the Rough
Book box in LD=Ledger Definition. Enter N-No to prevent the members of this
operator group using the action you have selected. Leave this blank to allow the
action to be used.
Ledger Accounting
In Ledger Accounting you can control access to all of the following functions.
Where the actions available in that function are marked with a bullet, you can also
control access to those actions. For the key to this table, see the paragraph before
the table in the subsection Creating SunSystems Permissions earlier in this section.

C A D T RA CA
Entry JE=Journal Entry • • • 1

JI=Journal Import 2
AA=Account Allocation 3
Entry Setup JD=Journal Definitions • • • • • •
JP=Journal Presets • • • • • •
Inquiry AQ=Account Inquiry
Reports JL=Journal Listing
AL=Account Listing
PL=Payment Listing
TB=Trial Balance
GA=Aged Analysis
FA=Financial Analysis
FS=Financial Statements
FT=Financial Tables
DB=Day Book Listing
Reports Setup GL=Aged Analysis Layouts • • • • • •
NL=Analysis Layouts • • • • • •
SL=Statement Layouts • • • • • •
LC=Statement Line Contents • • • • • •
TF=Table Formats • • • • • •
TR=Table Rows • • • • • •
TC=Table Columns • • • • • •
CH=Column Headings • • • • • •
RD=Report Definition
Procedures LR=Ledger Revaluation 2
LX=Ledger Export
DT=Debtor Transfer
GD=Generate Debits 2
PS=Print Statements
CT=Creditor Transfer
GP=Generate Payments 2
PR=Print Remittances
TM=Transaction Matching 2
PC=Period Cleardown
PA=Print Formatted Accounts
VP=Void Payments 2
RP=Post Rough Book

C A D T RA CA

PN=Print Account Tax Listing
TA=Cash Tax Allocation 2
Procedures XD=Export Definitions • • • • • •
Setup XC=Export Consolidation • • • • • •
TL=Transfer Layouts • • • • • •
FD=Format Definitions • • • • • •
FL=Formatted Layouts • • • • • •
XL=Tax Listing Layouts • • • • • •
PP=Payment Profiles • • • • • •
Maintenance CA=Chart of Accounts • • • • • •
NA=Names & Addresses • • • • • •
BK=Bank Details • • • • • •
CN=Conversion Definitions • • • • • •
CV=Conversion Tables • • • • • •
DC=Daily Conversion Tables • • • • • •
NC=Analysis Codes • • • • • •
NP=New Period
CB=Change Budgets
BR=Balance File Rebuild
BU=Balance File Update
Maintenance LD=Ledger Definition • • •
Setup BD=Budget Definitions • • • • • •
ND=Analysis Definitions • • • • • •
SN=Sequence Number Definitions • • • • • •
TD=Tax Details • • • • • •
BC=Budget Check Definition
Other Treasurer Interface Definitions • • • • • •
Treasurer Transaction Definitions • • • • • •
Commitment Inquiry •

Note 1: Also Start Journal, Recall Journal, Hold, Start, Post, Rough,
Clear Journal, Other Operators, Reference Amend, Amend Presets,
Unbalanced Z option, Release Z option.
Note 2: Post and Rough.
Note 3: Post, Rough, Generate, Amend/Alloc Allocation, Amend/Alloc
Description, Amend/Alloc Due Date, Amend/Alloc Analysis 0-9, Unbalanced
Z option.

In Fixed Asset Register you can control access to all of the following functions.

C A D T RA CA
Entry JE=Journal Entry • • • 1

JI=Journal Import 2
Entry Setup JD=Journal Definitions • • • • • •
JP=Journal Presets • • • • • •
Inquiry AQ=Asset Inquiry
AL=Asset Listing
AG=Asset Register
AS=Asset Status
TL=Depreciation Tables Listing
FT=Financial Tables
Reports Setup NL=Analysis Layouts • • • • • •
Procedures CD=Calculate Depreciation 2
MD=Mark for Disposal
DI=Asset Disposal 2
LX=Ledger Export
PC=Period Cleardown
C A D T RA CA

AR=Asset Records • • • • • •
AB=Asset Budget Records • • • • • •
AA=Asset Analysis • • • • • •
AD=Asset Diary • • • • • •
DC=Daily Conversion Tables • • • • • •
NP=New Period
CB=Change Budgets
Maintenance RG=Register Definition • • •
ND=Analysis Definitions • • • • • •
SN=Sequence Number Definitions
SR=Spread Ratios • • • • • •
TH=Table Headings • • • • • •
DT=Depreciation Tables • • • • • •
Tax Details
Note 1: Also Start Journal, Recall Journal, Hold, Start, Post, Rough,
Clear Journal, Other Operators, Reference Amend, Amend Presets,
Unbalanced Z option, Release Z option.
Note 3: Post, Rough, Generate, Amend/Alloc Allocation, Amend/Alloc
Description, Amend/Alloc Due Date, Amend/Alloc Analysis 0-9, Unbalanced
Z option.

Corporate Allocations
In Corporate Allocations you can control access to all of the following functions.

C A D T RA CA
Entry JI=Journal Import 1

Inquiry AQ=Account Inquiry
AL=Account Listing
DR=Definition Report
FS=Financial Statements
FT=Financial Tables
SL=Statement Layouts • • • • • •
LC=Statement Line Contents • • • • • •
Procedures GA=Generate Allocations 1
LX=Ledger Export
AD=Allocation Definitions • • • • • •
AS=Allocation Sources • • • • • •
AT=Allocation Targets • • • • • •
AO=Allocation Ratios • • • • • •
CB=Change Budgets
Balance File Update

C A D T RA CA
Maintenance LD=Ledger Definition • • •

CR=Calendar Definitions • • • •

Sales Order Processing
In Sales Order Processing you can control access to all of the following functions.

C A D T RA CA
Entry QE=Quotation Entry 1

SE=Sales Order Entry
IA=Inventory Allocation
SI=Sales Order Import
Entry Setup SD=Sales Order Definitions • • • • • •
HP=Sales Order Header Presets • • • • • •
DP=Sales Order Detail Presets • • • • • •
Inquiry SQ=Sales Inquiry
CQ=Customer Inquiry
IQ=Item Inquiry
Reports SA=Sales Analysis
OS=Order Status
CL=Customer Listing
SL=Sales Listing
AL=Assembly Structure List
PM=Miscellaneous Documents
BL=Price Book Listing

C A D T RA CA

FD=Sales Format Definition • • • • • •
Procedures PQ=Print Quotations
PA=Print Acknowledgements
PP=Print Picking Documents
PL=Print Alternative Picking List
PS=Print Despatch Documents
PI=Print Invoices
QC=Quotation Conversion
UP=Update BSP
PC=Period Cleardown
PK=Print Statistical Declaration
Procedures KL=Statistical Layouts • • • • • •
Setup
AN=Address Analysis • • • • • •
IR=Item Records • • • • • •
ID=Item Descriptions • • • • • •
PB=Price Book Maintenance • • • • • •
IB=Inventory Balances • • • • •
NP=New Period
AS=Assembly Structure • • • • • •
Maintenance BD=Business Definition • • •
Setup ND=Analysis Definitions • • • • • •
CD=Calculation Definitions • • • • • •
CT=Calculation Tables • • • • • •
LI=Ledger Interface • • • • • •
LD=Location Definitions • • • • • •
UC=Unit Conversion Tables
IP=Item Special Processes • • • • • •
System Labels • • • •
PH=Price Book Hierarchy • • • • •
PF=Price Book Definitions • • • • • •

C A D T RA CA
CN=Conversion Definition
Note 1: The actions you can control in the function QE=Quotation Entry
are Approve, Convert, and Reject.
Purchase Order Processing
In Purchase Order Processing you can control access to all of the following
functions. Where the actions available in that function are marked with a bullet,
you can also control access to those actions. For the key to this table, see the
paragraph before the table in the subsection Creating SunSystems Permissions
earlier in this section:

C A D T RA CA
Entry PE=Purchase Order Entry • • 1

GM=Goods Receipt Matching 2
VM=Purchase Invoice Matching • • 1, 2, 3
VE=Purchase Invoice Entry • • 1, 2, 3
PI=Purchase Import
Entry Setup PD=Purchase Order Definitions • • • • • •
HP=Purchase Header Presets • • • • • •
DP=Purchase Detail Presets • • • • • •
Inquiry TQ=Commitment Inquiry •
PQ=Purchase Inquiry
SQ=Supplier Inquiry
IQ=Item Inquiry
Reports PL=Purchase Listing
SL=Supplier Listing
VG=Invoice Register
PT=Purchase Commitment
PU=Purchase Order Status
OA=Order Amendment Listing

C A D T RA CA
Report Setup Reports Definition

Procedures PP=Print Purchase Orders
TT=Commitment Transfer
VA=Invoice Approval
PC=Period Cleardown
PK=Print Statistical Declaration
Procedures KL=Statistical Layouts • • • • • •
Setup
AN=Address Analysis • • • • • •
IR=Item Records • • • • • •
ID=Item Description • • • • • •
IS=Item Suppliers • • • • • •
IB=Inventory Balances • • • • • •
NP=New Period
CD=Calculation Definitions • • • • • •
CT=Calculation Tables • • • • • •
UC=Unit Conversion Tables • • • • • •
IP=Item Special Processes • • • • • •
SN=System Labels • • • •
Budget Check Definition • • • • • •
Note 1: Also Release.

Note 2: Also Approve.
Note 3: Also Match.

Inventory Control
In Inventory Control you can control access to all of the following functions.
the table in the subsection Creating SunSystems Permissions earlier in this section:

C A D T RA CA
Entry ME=Movement Entry

IA=Inventory Allocation
MI=Movement Import
SE=Stock Take Entry 1, 2
SA=Stock Take Approval 1
Entry Setup MD=Movement Definitions • • • • • •
MP=Movement Presets • • • • • •
Inquiry IQ=Inventory Inquiry
MQ=Movement Inquiry
SQ=Stock Take Inquiry
Reports MA=Movement Analysis
ML=Movement Listing
IL=Inventory Listing
IT=Inventory Status
IE=Inventory Evaluation
IU=Inventory Usage
IC=Inventory Cover
EI=Expired Items
SL=Stock Take Listing
SV=Stock Take Valuation
AL=Assembly Structure List
Procedures PV=Print Movements
GS=Generate Stock Take
SC=Stock Take Clearance
PC=Period Cleardown
Maintenance IR=Item Records • • • • • •
ID=Item Descriptions • • • • • •
IS=Item Suppliers • • • • • •

C A D T RA CA
IB=Inventory Balances • • • • •
NP=New Period
AS=Assembly Structure • • • • • •
CA=Chart of Accounts • • • • • •
SD=Stock Take Definitions • • • • • •
MV=Movement Values Definition • • • •
SB=System Labels • • • •
Note 1: Post Batch.

Note 2: Approve Batch.

Restricting Operator Group Access to Data
If you enter D-Data Restrictions in the Menu Selections or Data Restrictions or

Miscellaneous Restrictions box, you can control, in conjunction with DA=Data
Access Groups and the DataAccess Group box in CA=Chart of Accounts, JD=Journal
Definitions and NC=Analysis Codes, the access that members of this operator
group have to the following data types:
• Account Codes
• Account Types
• Journal Types
• T-Codes
• SunBusiness M-Codes
You use OP=Operator Permissions to determine whether or not a validation check
is performed when members of an operator group attempt to use items of data,
such as a specific account code or a specific journal type. You can control access
to data entry and to reports and inquiries for each of the data types.
For example, if the Journal Type: Data Entry box is set to Y-Yes, and this operator
group is part of the data access group whose code is entered in the Data Access
Group box on a journal definition, when a member of this operator group enters
the journal type in JE=Journal Entry, the system checks the Data Access Group
box in JD=Journal Definitions. If the Exclude/Include box on the DA=Data Access
Group record is set to E-Exclude, members of the operator group are prohibited
from using the journal type.

However, if you leave the Journal Type: Reports/Inquiries box blank, the same
operator can run reports containing transactions entered with this journal type.
If you enter Y-Yes against the Account Types box, the system checks the account
types defined for M-Miscellaneous Restrictions. Leave the box blank to override
those restrictions for data entry and/or reports/inquiries.
You can also use DA=Data Access Groups in conjunction with OP=Operator
Permissions to ‘switch’ on or off the permissions created for an operator group.
For example, you can create a set of operator permissions covering the validation
of account codes for this operator group, then use DA=Data Access Groups to set
up a data access group which includes this operator group, and use the Data Access
Group box on a chart of accounts record. You have the choice to either activate or
deactivate permissions for data entry, i.e. entering a particular account code in
JE=Journal Entry, or reports/inquiries, i.e. accessing transactions in FT=Financial
Tables posted to that account code.
7 ENTRIES
Operator Group
This code identifies the operator group. It is also entered on the individual
OD=Operator Definitions screen, allowing you to have one set of controls defined
for several operators.
You can enter any alphanumeric characters except ‘*’ asterisk.
Leave the box blank to define a set of permissions for the default operator.
Group Name
30 characters
When using Create you are prompted to enter a descriptive name for this operator
group. This name is displayed when you use Amend, Delete, Examine or Next.
Password Length
0-10, blank
Enter the minimum length of the password for this operator group. If you want
passwords and their lengths to be optional, enter ‘0’ zero. Leave this box blank to
use the minimum password length set for the default operator group.
Once you have set this minimum length, operators who are allocated to this operator
group cannot create passwords with fewer characters than the number specified.

Password Interval
0-999, blank
You can determine the number of days for which this operator group’s passwords
are valid. If you enter ‘0’ zero, passwords are valid indefinitely. If you leave this
box blank, the password interval of this operator group is set to that of the default
operator group.
When the end of the password interval is reached, operators in this operator group
are prompted at login with the message:
PASSWORD EXPIRED, PLEASE ENTER A NEW PASSWORD
They must change to a password they have not used before.
Database Code
3 characters
Enter the database code that members of this operator group are allowed access
to. Leave the box blank to set up permissions for the default database. Enter ***
to define permissions for SunSystems, which are used by all databases without
specific permissions.
Menu Selections or Data Restrictions or Miscellaneous Restrictions

S/D/M
This box enables you to specify the permissions you want to control. You can
enter one of the selections, for example M-Miscellaneous Restrictions, complete
the detailed selection screens for that set of permissions, and then enter the second
and third of the selections. In this way you can control access to all parts of
SunSystems for this operator group.
System
LA/AR/CO/SO/PO/IC
If you entered S-Menu Selections in the previous box, specify the module whose
menu selections you want to control.
Menu Selections Default Permission

Y/N
If you entered S-Menu Selections in the Menu Selections or Data Restrictions or
Miscellaneous Restrictions box, enter the default permission you want for this
operator group.
F Note: If you amend the entry in this box, all entries previously using the
old default value change to using the new default value.

8 ACTIONS
There is a special action in OP=Operator Permissions, which allows you to transfer

the permissions defined for one operator group to another group.
Copy
When you choose Copy, a window appears with Copy From boxes for the operator
group and database code to use as your source. You can enter a database code of
*** to repeat the SunSystems permissions you have created; in this case you
should enter *** in the Copy To: Database Code box.
The Copy To: Operator Group need not have been created before you use Copy.
Having completed the boxes the message:
PERMISSIONS WILL BE COPIED?
appears. If the destination operator group already exists, you are warned:
ALL PERMISSIONS FOR TARGET GROUP/DATABASE WILL BE
OVERWRITTEN
or
SUNSYSTEMS PERMISSIONS WILL BE OVERWRITTEN
Choose Yes to copy the permissions or No to amend or cancel the request.
See also:
& Actions
Data Access Groups
See also the section
Security in the SunAccount Appreciation Guide

Payment Listing
LA=Ledger Accounting → Reports → PL=Payment Listing
OVERVIEW
This facility enables you to select and list cheque payments or other transactions.
It is explained further in the section Managing Your Creditors/Payables in the
7 ENTRIES
Format Code
Enter the code of the report format you want to use for this payment listing
report. See the section Report Definition for further information about report
formats.
Payment Listing 513

Enter the range of account codes you want to include on the report. Leave these
boxes blank to include all accounts.

format ppp/yyyy
Leave these boxes blank to select the current period transactions, or enter A-All
for all periods. Otherwise, enter the single period, or the range of periods you
want to include.

date format
Enter a range of transaction dates, or leave both boxes blank to select all transaction
dates.

You can select transactions by reference. Enter one or a range of transaction
references. Leave both boxes blank to select all.
Allocation Reference From/To

maximum 9 digits
You can select transactions by allocation references. Enter one or a range of
allocation references. Leave both boxes blank to select all.
Sequence By Transaction Reference/Allocation

R/L
Enter R-Transaction Reference to sequence your payment listing by transaction
reference. Enter L-Allocation Reference to sequence your payment listing by
allocation reference. If you have entered L-Allocation Reference, your report
starts with transactions with markers A-Allocated and P-Paid, followed by
unallocated transactions in period and then date sequence.

You can select transactions by journal type. GP=Generate Payments creates
transactions whose journal type is SYSTM. This is the default.

You can select transactions by journal source. GP=Generate Payments generates
a journal source of PAYMT. This is the default.
Include Allocated
Y/N/A/C/P/R/0-9/hyphen
If this box is set to Y-Yes, the listing shows all transactions, regardless of their
allocation marker. If this box is set to N-No, only unallocated transactions are
included. Allocation markers B-Brought Forward, F-Force, W-Withheld, and
0-9 are treated as unallocated.
Alternatively, you may enter a specific allocation marker to only include transactions
with a specific marker. Valid markers are:
A-Allocated
C-Corrected
P-Paid
R-Reconciled
0-9 numeric markers.
Enter ‘-’ hyphen to select transactions with a blank allocation marker.
See also:
& Account Allocation
Generate Payments
Report Definition
Payment Listing 515

Payment Profiles
→Setup Menu→
→Procedures→
LA=Ledger Accounting→ →PP=Payment Profiles
Payment Profiles 517

OVERVIEW
Payment profiles allows you to define criteria by which transactions are selected
for payment in GP=Generate Payments, or settlement in GD=Generate Debits.
You can define any number of profiles, each containing different criteria including:
Account Code range
Conversion Code range
Account Priority range
Data Access Groups
Payment Options, etc.
Additionally, you can define selections which will be prompted for during
GP=Generate Payments and GD=Generate Debits. These include:
Account Code
Journal Type
Journal Source
Allocation Marker
A0-A9 Analysis Codes
T0-T9 Analysis Codes
Therefore, where requirements are straightforward, you can create a single profile,
which selects all accounts and all transactions by due date.
You can also develop many complex profiles, where the bank from which you
wish to draw funds determines the setup of each profile. For example, you could
create a profile that includes a number of currencies, all of which are ‘paid’ from
the same bank.
Another example would be to create a profile for each account priority.
Another advantage of using various profiles, is that when GP=Generate Payments
or GD=Generate Debits is run for a profile, the resultant payment/debits file
acquires a code which is unique to the profile. You can have up to 36 different
payment/debits files at any one time. A payment/debits file is removed only when
another GP=Generate Payments or GD=Generate Debits run is generated for the
same profile.

7 ENTRIES
Profile Code
Enter a unique identifier for the profile.
Profile Name
Enter a name for the profile.

Enter the range of accounts to be included in this profile. Leave both boxes blank
to include all accounts in the profile.
AC-Account Code can be entered as a selection code for the profile. See the
Selection Code box details later in this section. Therefore if you wish to enter an
account range at run time, leave this box blank and enter AC-Account Code as a
selection code. It should be noted that account ranges entered at run time in
GP=Generate Payments and GD=Generate Debits, override the entries in this
box.

maximum 1 character
You can assign a priority number or code to each of your debtor/receivables,
client, and creditor/payables accounts. You can use the priority to group accounts
for whatever reason. You may wish to prioritise accounts for use in GP=Generate
Payments and GD=Generate Debits, so that you settle accounts in terms of their
importance to your organisation.
Having prioritised or grouped accounts on the CA=Chart of Accounts, you can
use the priority codes in payment profiles.
Enter a single priority, or a range of priorities, to be included in the profile.
Data Access Group

Enter the data access group which includes operators who will have permissions
to use this profile.

Payments/Debits
P/D
You must enter P-Payments if this profile is to be used for GP=Generate Payments
or D-Debits, if the profile is to be used for GD=Generate Debits.
Pay/Debits File Ind.

A-Z/0-9
You must enter a letter in the range A-Z, or a number in the range 0-9, which
uniquely identifies the payment file for a profile. You can identify a total of 36
payment files, which are constructed as follows:
• SADn-ddd for debits
• SAPn-ddd for payments,
where n represents the payment/debit file indicator entered on the profile, and
ddd is the database code.
Each payment file will be overwritten only when GP=Generate Payments or
GD=Generate Debits is subsequently run for the profile.
Payment Option
D/F/A/Z/blank
Enter D-Due Date, or leave this box blank, if you wish to generate payments or
debits on the basis of their due dates. Transactions marked with the allocation
marker of F-Force Payment are included. Transactions marked W-Withhold
Payment, or which have the allocation numbers 0-9, are excluded.
Enter F-Force Payment to pay only those transactions marked F-Force Payment.
Enter A-Allocated and a window appears for you to enter a range of allocation
markers. This range identifies the allocation markers to be included in the profile.
Transactions whose allocation markers fall within the selection range are included
in the payment, provided they are also due.
Enter Z to select transactions by allocation marker, ignoring the due date. This is
similar to the A-Allocated option, and a window appears for you to enter a range
of allocation markers.
AL-Allocation Marker can be entered as a selection code for the profile. See the
Selection Code box details later in this section. Therefore if you wish to enter an
allocation marker range at run time, leave this box blank and enter AL-Allocation
Marker as a selection code.
It should be noted that an allocation marker range, entered at run time in
GP=Generate Payments and GD=Generate Debits, overrides the entries in this
box.

Payment Method
B/C/S/blank
This box allows you to determine the payment method for a profile. When creating
your creditors/payables, clients and debtors/receivables in CA=Chart of Accounts,
you can specify a payment method of B-Bank, C-Cheque, S-Single Payments, or
leave the box blank. See the section Managing Your Creditors/Payables in the
Enter B-Bank if you wish to select accounts that are settled using an automatic
bank payment method. This is used where settlement is done by automated
settlement systems, such as the UK system BACS (Bank Automated Clearing
System). If the bank details for an account are missing, the report indicates that
this settlement has not been processed within the ledger, and has not been included
in the bank transfer file.
If the Automatic Bank Payments box in the LD=Ledger Definition is blank, the
accounts are processed and a bank transfer file is not created.
Enter C-Cheque to select accounts designated as being paid by cheque. When you
run the PR=Print Remittances option, cheques can be printed either with the
remittances, or separately. Depending on the setup of FD=Format Definitions,
you may be prompted to enter the next cheque number. This number is retained
as the transaction reference for the payment journal.
Enter S-Single Payments to select accounts marked as S-Single Payments on the
CA=Chart of Accounts. Each transaction on the selected accounts is paid separately.
This enables you to define an account for ‘one-off’ sales or purchases.
Bank Subcode
This box is only available if the Payment Method box is set to B-Bank. Enter the
bank code to be used for this profile. Bank account details for settlement via bank
transfer are held in BK=Bank Details. You can identify multiple banks for each
debtor, creditor, or client account. This enables you to define any number of
banks from which you can draw funds, or into which you can deposit funds. You
may require multiple banks for suppliers or customers for processing different
currencies, i.e. you settle the account by currency, and consequently different
banks. For example, you might identify a US dollar bank account for a range of
suppliers, using a bank code of USD. When you choose to settle such accounts,
you can select the USD currency transactions and the USD bank accounts. Payments
are generated and the settlement ‘paid’ into the appropriate currency account.
If no bank subcode is entered and the payment method is B-Bank, the default
bank subcode from the associated CA=Chart of Accounts record is used.
Leave this box blank if bank accounts is not an issue in defining payment profiles.

Include Client Debits
Y/blank
This box relates to GP=Generate Payments only. Enter Y-Yes to include client
accounts with a debit balance in the profile.
Selection Code
1-5
Up to five selection criteria can be identified on a profile. They are presented at
run time in GP=Generate Payments or GD=Generate Debits, and allow you to
refine the scope of the profile. The selections made in generate payments and
debits are ‘remembered’ and recalled when the profile is selected subsequently.
Category
Code Description
AC Account Code. It should be noted that an account code range

entered at run time in GP=Generate Payments and GD=Generate
Debits overrides the entries in the profile.
JT Journal Type
JS Journal Source
AL Allocation Markers may be selected as follows: F-Force Payment
space-unallocated (enter a ‘-’ hyphen to select) 0-9-numeric
allocation markers. It should be noted that an allocation marker
range entered at run time in GP=Generate Payments and
GD=Generate Debits overrides the entries in this box.
Subcategory
maximum 1 character
Enter the subcategory code associated with the analysis categories A0-A9 and T0-
T9. Subcategories are explained in the section Analysis Definitions.

Conversion Codes, (Exclude/Include/All)
E/I/A
This box relates to the conversion boxes that follow. Enter E-Exclude if the
profile is to exclude the conversion codes entered in the Conversion Codes boxes
1-30.
Enter I-Include if the profile is to include the conversion codes entered in the
Conversion Codes boxes 1-30.
Enter A-All if you wish to include all conversion codes in the profile.
Conversion Codes 1-30

Enter the conversion codes that you wish to I-Include or E-E-Exclude in the
profile. You can enter a maximum of 30 conversion codes for a single profile.
Enter a ‘-’ hyphen, to include the base currency if no conversion code is specified.
The ‘-’ hyphen is treated differently, depending on the setting in the Other Amount
Payment box on the LD=Ledger Definition. If the Other Amount Payment box is
set to Y-Yes, then entry of a ‘-’ hyphen here will include transactions where there
is no other amount, i.e. base amount only.
See also:
& Actions
Chart of Accounts
Conversion Tables
Generate Debits
Generate Payments

Period Cleardown
LA=Ledger Accounting → Procedures → PC=Period Cleardown

AR=Fixed Asset Register → Procedures → PC=Period Cleardown
OVERVIEW
Period cleardown is a process which enables you to remove redundant transactions

from the main files. You are not obliged to perform a period cleardown. However,
it should be considered, as it leaves you with a more compact, and easily managed
database. See the section Closing the Period/Year in the SunAccount Appreciation
Guide.
Before carrying out a period cleardown, you must ensure that all audit trail reports
have been completed. These would include, for example, journal listings and
account listings.
On a multi-user system, ensure all operators have logged out before using
PC=Period Cleardown. Other users cannot work on the same database whilst it is
being cleared down. You should also backup all files with FB=File Backup/
Restore as a safety precaution before you start the clear down.
Period Cleardown 525

What is Cleared?
SunAccount tries to eliminate all transactions equal and prior to the selected period
for the selected accounts. Transactions on open item accounts are cleared down if
their allocation marker is A-Allocated, C-Correction, R-Reconciled or P-Paid.
Transactions on balance forward accounts are cleared down unless they have an
allocation marker of W-Withold.
After clearing down, balance transactions show an allocation reference of zero.
The allocation date and period are set to the corresponding values from the most
recent transaction that has been cleared.
When you use PC=Period Cleardown, account commitment balances are
recalculated as of the current period, not the cleared period. Thus, such balances
may be reset.
There is an additional complication: rather than creating a single transaction that
summarises all transactions on an account for a period, several summarising
transactions which are created reflect the combinations of analysis codes, asset
codes, asset markers, account codes, and conversion codes, on the transactions
being summarised. By keeping totals like this, financial reports can report on
historic period balances.
Nonetheless, you may no longer require some of the analysis. To reduce the
number of these transactions, you can use analysis code consolidation. Whenever
the selected codes are found on transactions, they are ignored and the transactions
are summarised as if they have no analysis codes.
File Backup/Restore
If you take a note of the disk requirements of your data files, both before and after
a cleardown, you will notice that there is no immediate change. However, when
you use FB=File Backup/Restore, the disk space freed during the cleardown becomes
available. The benefits of FB=File Backup/Restore are fully described in the
section File Backup/Restore.
Archiving
Archiving is a method of storing data you have cleared from the ledger file. It
copies the original details of transactions that have been summarised during
PC=Period Cleardown, to an archive file. Archived transactions can be viewed
using AQ=Account Inquiry and AL=Account Listing. Although these transactions
have been removed from the main ledger, you can still examine and report on
them using standard reports and RD=Report Definition reports. However, they
cannot be amended in any way, or included in financial reports. Archiving is

switched on by entering Y-Yes in the Ledger Archiving box in LD=Ledger
Definition. Archive files must be created for each year using the FC=File Creation
option. See the section File Creation.
Synchronising Ledger and Archive Files

Archive files should be backed up in the same way as other data files. If you
restore the ledger file and archive files from backups of different ages, one of two
things can occur:
• If the ledger file is older than the archive files, transactions will appear on
both files. You should run PC=Period Cleardown for the latest period for
which transactions appear on the archive files. This will identify duplicate
transactions, clear them from the ledger, and not write them to the archive file.
• If the archive files are older than the ledger file, transactions will be missing
and the situation cannot be corrected.
Therefore it is advisable to maintain backups of ledger and audited files in
synchronisation.
Balance File
The balance file is a summary of the ledger file. It is used to improve the efficiency
of some of the reporting functions. See the section Balance File Update, or
Balance File Rebuild.
Before period cleardown commences, the balance file is updated to ensure that all
transactions on the ledger file are reflected in the balance file. This only occurs
where a balance file has been created in FC=File Creation.
The balance file may again be updated at the end of period cleardown processing,
as consolidation of the ledger during period cleardown may need to be reflected
in the balance file.
Year Cleardown
Yearend cleardown is similar to period cleardown. However, rather than creating
summary transactions per period, they are produced for the last period of the
cleardown year. Older transactions are rolled forward into this single set of balances,
including previous years, not just the year being cleared. These balances are
closing balances for the year being cleared down and become opening balances
for the following year.

Although it may seem appropriate to run a year cleardown when you reach the
end of the last period of the year, you may want to retain the detailed transactions
of certain accounts to run comparative reports with the following year. In this
case, year cleardown should be run ‘one year behind’.
Another consideration concerns users of the function TQ=Commitment Inquiry.
The values shown as current year actuals include all postings made since a year
cleardown. The balance is only reset when you run a year cleardown in Ledger
Accounting.
Transfer of Year End Profit or Loss to the Balance Sheet

At the start of a new year, whether or not you have run a year cleardown, you will
normally transfer the old year’s net profit or loss to a balance sheet account.
Before this is done, a trial balance printed for the new year will show the relevant
amount. SunAccount will automatically print a line, ‘Total Prior Year’s Profit/
Loss’, immediately before the report totals. The transfer is carried out as follows:
• Create a profit and loss account called, for example, earlier year’s profit/loss.
This account should not have an account code within the range normally
included on any financial reports.
• Create a balance sheet account called, for example, retained earnings, which is
reported on the balance sheet.
• Print a TB=Trial Balance for the first period in the new year, and note the
amount called prior year’s net profit/loss.
• Use JE=Journal Entry to debit the profit & loss account, and credit the balance
sheet account with this amount. Post this journal to the last period of the old
year. The profit and loss entry will be ignored in the new year’s trial balance,
but the balance sheet entry will be included. Reverse the signs described here
if you are posting a loss.
8 ACTIONS
Select Period to perform a period cleardown, Year for a year cleardown, or Reset
Budget Check Balance to reset budget check balances without clearing down
data.

7 ENTRIES
Cleardown Period
format ppp/yyyy
If you are doing a period cleardown, enter the period number of the last period to
be cleared down. You cannot clear down the current period.
If you are doing a yearend cleardown, enter the year to be cleared down. You are
warned if you select to clear down last year, since you might require these figures
to be shown on reports.

The default is for all account codes to be processed. Otherwise enter the account
code, or range of account codes, to be cleared down.
Analysis Code Consolidation

Y/blank
Enter Y-Yes if you wish to be offered the option to consolidate some, or all, of the
analysis codes on cleared transactions. If this box is Y-Yes then the selected analysis
codes are consolidated into balances as described previously. If this box is left
blank, analysis codes are left intact and suitable summary transactions produced.
If this box is Y-Yes then an additional screen appears:
CONSOLIDATION ENTRIES

Reset Budget Check Balances
Y/blank
If you are intending to use the analysis code consolidation and the reset budget
balance facilities in PC=Period Cleardown, you should run PC=Period Cleardown
two times. The first time you ensure that the Reset Budget Check Balance is set to
blank; the second time you can set the box to Y-Yes. By doing this two-stage
period cleardown, you ensure that any analysis codes removed during the
consolidation have their balances set to zero during the budget reset. If budgets
have not been matched exactly by actuals, you may need to reverse out the surplus
budget or adjust the current budget.
If you do not want any budget check account balances to be recalculated, leave
this box blank. If you want the budget check account balance shown in
TQ=Commitment Inquiry to be recalculated enter Y-Yes. The effect of entering
Y-Yes depends both on the ledger you are clearing down and on the setting of
other boxes in SunSystems.
F Note: If you set the Reset Budget Check Balance box to Y-Yes, any balances
for account/analysis code combinations that have ceased to exist since the
last cleardown are deleted.
F Note: Only account balances for the ledger being cleared down are
recalculated. If you reset budget check balances in your actuals ledger
TQ=Commitment Inquiry will show recalculated actual balances but not
recalculated budget or commitment balances.
If you are using the Commitment Ledger: If the commitment ledger file is
empty, all commitment balances are set to zero. If there are postings in the
commitment ledger they are all scanned, regardless of the accounting period or
year, and the commitment balance on each account is recalculated - based on the
accounts or account ranges in the actual ledger. The current budget check definitions,
which are defined in Purchase Order Processing, are also scanned.
If you are using the Actual or Budget Ledger: Enter the year of the budget that
you want to clear down.
If the Budget Type box in BC=Budget Check Definition is set to S-Single Year,
all transactions posted to periods in the year chosen are scanned, and their balances
are calculated with reference to the settings of the Budget Check Analysis boxes in
BC=Budget Check Definition.
If the Budget Type box in BC=Budget Check Definition is set to M-Multi Year, all
transactions posted to periods up to and including the year chosen are scanned,
and their balances are calculated with reference to the settings of the Budget
Check Analysis boxes in BC=Budget Check Definition.

F Important Note: There is no check that the same budget transaction is
picked up and included in more than one account balance. When SunSystems
is installed, great care should be taken that coherent budgets are constructed.
Analysis Category T0-T9

Y/blank
Enter Y-Yes if you wish to consolidate the analysis category.

Enter the range of analysis codes to be consolidated. Leave this blank to consolidate
all analysis codes.
FIXED ASSET REGISTER
Asset transactions are selected for cleardown by looking at the value/depreciation/

initial marker (V, I or D). Period cleardown recalculates gross value, net value
and depreciation held on the AR=Asset Records.
Recalculating Values
The ledger transactions associated with each asset are read. From these the total
gross value, depreciation and net value are recalculated. The recalculated values,
if different, will replace those held on the AR=Asset Records.
As in Ledger Accounting, period cleardown for assets can be used to reset the
values in asset records after file corruption, or file restore.
Clearing Transactions
Transactions are only cleared down when the asset is fully depreciated. Fully
depreciated means that the net value (calculated as gross value less depreciation)
is equal to the final value. If the other amount is used, this must apply to both
base and other amount. The transaction present marker on the asset record is reset
so that the asset record can be deleted.
DI=Asset Disposal removes fully depreciated assets.
Please Note: Running a period cleardown from the Ledger Accounting module
only recalculates the balances for assets if the default of ALL account codes is
selected. Assets will be ignored if a range of account codes is entered.

See also:
& Actions
Asset Disposal
Chart of Accounts
File Backup/Restore
Mark for Disposal

Post Rough Book
LA=Ledger Accounting → Procedures → RP=Post Rough Book
OVERVIEW
RP=Post Rough Book allows you to change the status of a range of journals from
rough book to permanent ledger, or hard, postings. You must have the Rough
Book in LD=Ledger Definition set to 1-Mandatory Rough Book, or 2-Optional
Rough Book.
If you have set the Definitive Request box in DB=Daybook Listing to Y-Yes, the
rough book flags are reset automatically when you run a daybook listing report or
use PT=Print Tax Listing with the Definitive Request box set to Y-Yes. You can
post a rough book journal to the permanent ledger with the Recall Journal option
in JE=Journal Entry. Use RP=Post Rough Book to post a whole batch of rough
journals in one process.
Post Rough Book 533

You can select the range of rough journals by one of the following criteria:
• Journal Number
• Transaction Date
• Accounting Period
When you have selected the range of journals whose status you want to change,
choose Process to review the change.
7 ENTRIES
Journal Control
JN/TD/AP
Define the selection method of the rough journals using one of the following
codes:
Code Description
JN Journal Number
TD Transaction Date
Journal Number/Transaction Date/Accounting Period From/To

maximum 7 characters/date format/period format
Having selected the type of Journal Control, enter the number, date, or period, or
range of numbers, dates, or periods that you want to post. This resets the rough
book flag on each journal, to permanent ledger postings.
See also:
& Actions
Day Book Listing
Journal Entry
Ledger Definition
Print Tax Listing

Print Account Tax Listing
LA=Ledger Accounting → Procedures → PN=Print Account Tax Listing
OVERVIEW
This function is used to print the account tax listing reports, having specified the
selection criteria in XL=Tax Listing Layouts. The account tax listing functions
allow you to produce reports that group together all taxable transactions for an
account. This process can be used to produce year end tax reports like the Annual
Client/Supplier Listing required by Spanish and Belgian tax authorities.
You must design the report layout in RD=Report Definition and identify the tax
analysis category in LD=Ledger Definition. You may also need to define TD=Tax
Details.
Print Account Tax Listing 535

7 ENTRIES
Layout Code
This code identifies this tax listing. You can use QUERY to view a list of available
layouts. See the section Tax Listing Layouts.
Period/Date Selection
period/date format
You must enter either the range of periods or dates to be included in your report.
This depends on the Period/Date Selection box in XL=Tax Listing Layouts.
Selection Codes From/To 1-5

The boxes that are offered depend on the Selection codes specified in XL=Tax
Listing Layouts. Enter a code or range of codes within the category shown on
screen.
See also:
& Actions
Report Definition
Tax Details
Tax Listing Layouts

Print Formatted Accounts
LA=Ledger Accounting → Procedures → PA=Print Formatted Accounts
OVERVIEW
PA=Print Formatted Accounts produces reports defined in FL=Formatted Layouts

and RD=Report Definition. It is used to produce the European Sales Listing required
by European Union tax authorities and to produce 1099s required by US tax
authorities.
Print Formatted Accounts 537

7 ENTRIES
Layout Code
This code identifies the report defined in FL=Formatted Layouts. Use QUERY to
display a list of available layouts.
Transaction Date or Accounting Period

date format/period format
If you entered D-Transaction Date in the Select by Transaction Date or Accounting
Period box in FL=Formatted Layouts, you must enter the date you want to report
on.
If you entered A-Accounting Period in the Select by Transaction Date or Accounting
Period box in FL=Formatted Layouts, you must enter the period you want to
report on.
See also:
& Actions
Report Definition
Formatted Layouts

Print Remittances
LA=Ledger Accounting → Procedures → PR=Print Remittances
OVERVIEW
Having used GP=Generate Payments to settle specified transactions on creditor

and client accounts, this function is used to print the associated cheques and
remittances. Some standard layouts are provided which you can amend, or you
can create your own in RD=Report Definition. See the section Managing Your
Creditors/Payables in the SunAccount Appreciation Guide.
You can also use PS=Print Statements to create statements to send to your creditors
(payables accounts). These statements show all the transactions on an account.
Print Remittances 539

Stationery Alignment
It is usually necessary to position paper accurately when printing remittances or
statements on preprinted stationery. If you choose Print Report, rather than Store
on Disk, a message is displayed:
PAPER ALIGNED?
If you choose No, a test pattern is printed. Adjust the stationery as necessary and
repeat the process, until the alignment is correct. When you are satisfied, choose
Yes. You can suppress this alignment process by setting the Suppress Line-up box
in RD=Report Definition to Y-Yes.
Reprinting Remittances
You can reprint all, or some, of your remittance advices and cheques as many
times as you wish, until you next run GP=Generate Payments.
Separate Remittances and Cheques

If you print cheques as separate documents from remittance advice notes, you
would use PR=Print Remittances twice: once to print remittances and again, with
a different format code, to print the cheques.
Combined Remittances and Cheques

If you are using remittance stationery with a tear-off cheque portion, the cheque
part is printed immediately before or after the associated remittance. If an account
has a zero or debit balance, VOID is printed over the cheque portion. If a remittance
runs over more than one page, VOID is printed over all the cheques except the
last. These cheques, and any used for alignment of the stationery in the printer,
should be destroyed.
Printing Cheques
If printing cheques, you are prompted to enter the next cheque number, or next
sequence number if you have set the Cheques on Document box in RD=Report
Definition to Z.
You specify that you are printing cheques by using a format with Y-Yes
or D-Document in the Cheques on Document box, on the control parameters
screen. FD=Format Definitions allows you to specify whether the next cheque
number is entered during PR=Print Remittances, or whether it is a fixed number.
The next cheque number appears after you have selected Print Report or Store on
Disk.

Whenever a cheque is printed, the cheque number is written into the transaction
reference of the payment transactions (usually your current bank account), and to
the transaction in the creditor account. See the section Report Definition for
Conversion Module
You can create remittance formats that include foreign currency amounts and
conversion codes.
7 ENTRIES
Profile Code
Enter the code of the payment profile for which remittances are to be printed.
You are prompted with the profile code if you entered PR=Print Remittances
directly from GP=Generate Payments.

If you want to include all account codes for which payments have been generated,
leave these boxes blank. Otherwise, enter the account code or range of account
codes for which you want to produce remittances.
Conversion Code
This box appears only if the Other Amount Payment box in LD=Ledger Definition
is set to Y-Yes. In other words, this box only appears if you are generating
payments by conversion.
Enter the conversion code for which you wish to print cheques or remittances.
Reprint
Y/A/blank
If you want to reprint remittances that match the selection criteria, and have
already been printed, enter Y-Yes.
If you want to print remittances that match the selection criteria, regardless of
whether they have been printed, enter A-All.
If you want to print remittances that match the selection criteria, and have not
been printed, leave this box blank.
Print Remittances 541

Remittance Date
date format
This date is used as the remittance advice date and is not recorded in SunAccount.
If you want today’s date printed on cheques and remittances, leave this box blank.
Otherwise, specify a date.
Remittances Or Payments
R/P
Use R-Remittance to print all remittances, whether or not they include a cheque.
You only use P-Payments when your document has been defined with a Y-Yes in
the Separate Cheques box, on the control parameters screen of RD=Report
Definition, in other words, where a separate cheque run is required.
Format Code
Enter the code of the layout you want to use for these remittances. This code
must have been created in RD=Report Definition and/or in FD=Format Definitions.
See also:
& Actions
Format Definitions
Generate Payments
Payment Profiles
Print Statements
Report Definition

Print Statements
LA=Ledger Accounting → Procedures → PS=Print Statements
OVERVIEW
A statement lists the transactions for an account. Normally, you print statements
for D-Debtor, C-Creditor, or T-Client accounts. Statements are designed in
RD=Report Definition. Some standard layouts are provided, and you can amend
these to suit your requirements. Refer to the section Managing Your Debtors/
Receivables in the SunAccount Appreciation Guide.
Stationery Alignment
It is usually necessary to position paper accurately when printing statements on
preprinted stationery. If you choose Print Report, rather than Store on Disk, a
message is displayed:
PAPER ALIGNED?
Print Statements 543

If you choose No, a test pattern is printed. Adjust the stationery as necessary and
repeat the process, until the alignment is correct. When you are satisfied, choose
Yes. You can suppress this alignment process by setting the Suppress Line-up box
in RD=Report Definition to Y-Yes.
Allocated Transactions
You can exclude allocated transactions from a statement.
Debtor/Creditor Summarise
SunAccount will summarise transactions that have the same:
Journal Number
Allocation Indicator
Debit/Credit Indicator
Conversion Code (Conversion Module)
If you prefer not to summarise transactions in this way, switch the Suppress Debtor
Summarise box and the Suppress Creditor Summarise box in LD=Ledger Definition
to Y-Yes.
Conversion Module
Statement formats that include other amount details are provided with SunSystems.
Transactions generated during LR=Ledger Revaluation are excluded from
statements. The statement, therefore, reflects the amount due in both base and
other amount, at the original entry date.
7 ENTRIES
Account Type
D/C/T/P/B/M
Enter the type of account for which you want to produce statements. You can
produce statements for any account type.
You can use RD=Report Definition to specify whether accounts with debit, credit,
or zero balances are included in a statement.

If you want to print statements for all account codes, leave these boxes blank. You
can also select a single account code, or a range of account codes.
Due Date From/To

date format
If you want to print statements for all due dates, leave these boxes blank. Enter
the due date or range of due dates you want to include in the statement.
Priority From/To
1 character
The priority of an account is determined by the setting of the Priority box in
CA=Chart of Accounts. If you want statements printed for accounts, regardless
of their account priority, leave these boxes blank. Otherwise, enter an account
priority, or range of priorities. Enter a ‘-’ hyphen to select accounts with a blank
priority.
Cut-off Period
format ppp/yyyy
This is the equivalent of a Period To box. The statement only shows transactions
up to and including the specified cut-off period. If you want to use the current
period as the cut-off period, leave this box blank.
Statement Date
date format
If you want today’s date printed on a statement, leave this box blank. Otherwise,
enter the date you want to be printed. If the statement format includes an aged
analysis of transactions, the date entered here is used as the ageing date.
Suppress Allocated Transactions

Y/N
If you want to show allocated transactions on the statement, leave this box blank.
If this box is set to Y-Yes, allocated transactions are not included on the statement.
This is useful if, say, the previous period’s transactions have not been cleared
down. Transactions allocated using the C-Correction marker are always excluded.

Y/R/blank
1 or 2. Enter Y-Yes to print all transactions. Enter R-Rough to print only rough
transactions. Leave this box blank to print non-rough, ledger transactions only.
Print Statements 545

Format Code
Enter the code of the layout you want to use for this statement, as defined in
RD=Report Definition or FD=Format Definitions.
See also:
& Actions
Report Definition
Format Definitions
Print Remittances

Print Tax Listing
LA=Ledger Accounting → Procedures → PT=Print Tax Listing
OVERVIEW
This function is used to print the tax listing reports, having specified the selection
criteria in XL=Tax Listing Layouts. The print tax listing function allows you to
produce IVA registers required by Italian and other tax authorities. They are
sorted by date/period as selected, then by sequence number code, transaction
reference and journal/line number.
You must design the report layout in RD=Report Definition and identify the tax
analysis category in LD=Ledger Definition. You may also need to define TD=Tax
Details.
Print Tax Listing 547

7 ENTRIES
Layout Code
This code identifies this tax listing. You can use QUERY to view a list of available
layouts. See the section Tax Listing Layouts.
Transaction Date
period/date format
You must enter either the range of periods or dates to be included in your report.
This depends on the Period/Date Selection box in XL=Tax Listing Layouts.
Selection Codes From/To 1-5

The boxes that are offered depend on the selection codes specified in XL=Tax
Listing Layouts. Enter a code or range of codes within the category shown on
screen.
Definitive Request
Y/N/blank
This box only appears if the Rough Book box in LD=Ledger Definition is set to
1 or 2.
EnterY-Yes if you want to remove the rough book flags and hard post all transactions
printed on the report. Enter N-No to leave the rough book flags in place. Leave
this box blank for a default of N-No, until you have checked all transactions and
are ready to hard post them. You can reprint a definitive listing at any time.
See also:
& Actions
Report Definition
Tax Details
Tax Listing Layouts

Printer Definitions
→Setup Menu→
→Maintenance→
SS=SunSystems→ →PD=Printer Definitions
OVERVIEW
PD=Printer Definitions is where you specify the operating parameters for the
printers you want to use with SunSystems.
You can use the printer code to link an operator to a particular printer definition in
OD=Operator Definitions. If you are producing reports or documents that require
special stationery or specific printers, you can use RD=Report Definition to link a
report or document format to a specific printer definition. If there is no printer
specified for an operator, report or document, the default printer definition is
used. This has a blank printer code.
When you are working in SunSystems, you can use CP=Change Printer to change
to a printer other than the default printer or the one specified on your operator
definition.
Printer Definitions 549

Ports
If you have printers that can be attached to any one of a number of ports on your
computer, you should set up a PD=Printer Definitions for each combination of
printer and port. For example, your computer may have two serial ports and two
printers. This gives four possible combinations of port and printer. Three would
require PD=Printer Definitions, and the fourth would be held as the default printer.
Optionally, the fourth combination could be repeated as a printer definition. In
addition, you might wish to create different PD=Printer Definitions for the same
printer and port, with different sizes or types of stationery, or for continuous and
cut sheet paper.
7 ENTRIES
Printer Code
Each printer is identified by an alphanumeric code which is used to select the
current printer. Letters are automatically converted to upper case. The default
printer has a printer code of blank.
Printer Description
Enter a description to help you recognise both the printer and the port for which
this definition is used. This description is displayed on the screen when you use
CP=Change Printer.
Page Control
N/blank
Leave this box blank to set page control. Page control allows you to view and
print specific pages and lines of your report in VR=View Stored Report. However,
with page control turned on, the instructions to the printer are included in the
print file and when you choose Print Report an extra page is printed before your
document. Enter N-No to avoid the extra page.
See the section View Stored Report for information about viewing and printing
specific pages and lines.
Lines Per Page

range 0 to 999
Enter the number of lines per page for this printer.

Pause Between Pages
Y/blank
Enter Y-Yes if this printer definition uses single sheet stationery.
Suppress Form Feeds

Y/blank
If your printer can perform form feeds and you want it to form feed after printing
a report, set the Form Feed after Report box, described later, to Y-Yes. Almost all
printers can perform form feeds so you will normally leave this box blank.
Printer Device Name

Enter the name by which your computer identifies the printer device that this
printer definition uses.
If you wish to direct output to a local printer attached to an operator’s terminal,
enter the device name of the terminal. You must then divert the output to the
printer attached to the terminal, using the start print and stop print sequences,
described later, to effect the diversion. Enter the escape sequences required by
your terminal to achieve this.
To print with Microsoft Windows Printer Manager, set a printer device name of
SPOOL. See the section Microsoft Windows Printer Manager in the Platforms
Manual for further details.
Form Feed After Report

Y/blank
Enter Y-Yes if you want your printer to form feed after printing a report. Leave
the box blank if you want your printer to form feed before printing, or if you
have set the Suppress Form Feeds box to Y-Yes.
Compressed Print
up to 5 codes, 3 digits each
If you require this printer to use compressed print, specify the control sequence
which sets the printer to compressed print mode. If the control sequence for the
printer exceeds 15 characters, you can use CS=Control Sequence Definitions to
specify a control sequence of up to 120 characters. You can then enter the sequence
code in this box. See the section Control Sequence Definitions for further
information.
Printer Definitions 551

Normal Print
If you entered a code for compressed print, specify the code sequence which
switches the printer back to normal print mode. You can enter a CS=Control
Sequence Definitions sequence code if the control sequence for normal print exceeds
15 characters. See the section Control Sequence Definitions for further information.
Start Print
Enter a series of codes to be sent to the printer at the start of each line printed.
Most printers do not require this. It can be used to take information routed back
to a terminal and divert it to a local printer attached to the console. Enter the
codes in the form described previously.
Stop Print
Enter a series of codes to be sent to the printer at the end of each line printed.
Most printers do not require this. If a report is being diverted from a terminal to
a local printer, this string should be used to reroute output to the screen. Enter the
codes in the form described previously.
Form Number
This box is for VMS users only. It allows a form number to be used in conjunction
with a print queue.
Number Of Copies
numeric 1-9
This box is for VMS and OS400 users only. Leave it blank to be prompted for
the number of copies at the time of printing. Under VMS, this entry is only used
if the print device is a print queue.
See also:
& Actions
Change Printer
For more information about the boxes on this screen which relate to
specific operating systems, you should refer to the Platform Manual.

Register Definition
→Maintenance→
→RG=Register Definition
Register Definition 553

OVERVIEW
RG=Register Definition is very similar to the function LD=Ledger Definition.

Most of the settings in the ledger definition, such as the current period, the maximum
number of periods, etc. apply to the register definition. You should therefore refer
to the section Ledger Definition for further information.
There are two options specific to the RG=Register Definition. They are described
later in this section. All other boxes are covered by the section Ledger Definition.
7 ENTRIES
Spread Ratio Code

Spread ratios allow you to apportion depreciation calculated by CD=Calculate
Depreciation, by a predetermined ratio. Where this option is not used, annual
depreciation is divided evenly over the number of periods specified in the Maximum
Number Periods box.
Enter the code of the spread ratios you wish to use as defaults for a register. See
the section Spread Ratios for further information.

Exclude Final Value From Depreciation Calculation
Y/blank
You can specify the final value of an asset in the Final Value box in AR=Asset
Records. This value can be scrap for depreciation calculations, or residual value.
The final value can be treated in two ways:
The default method is to deduct the final value from the gross value, before
calculating depreciation, i.e. the depreciation calculation is based on the net asset
value.
The second method treats the final value as the base line below which depreciation
is not calculated. In other words, the depreciation calculation is based on the full
gross amount, but stops once the final value is reached. The final depreciation
transaction is adjusted to ensure that the net book value is equal to the final value.
This method of treating final values applies to the following depreciation methods:
• S-Straight Line
• D-Sum of Digits
• B-Declining Balance
Enter Y-Yes in this box if you want to use the second method, i.e. to have
depreciation calculations on gross asset values
F Note: You can reverse this selection for each asset, by setting the Final
Value Calculation Override box in AR=Asset Records and AB=Asset Budget
Records to Y-Yes.
See also:
& Asset Records
Ledger Definition
Spread Ratios
Register Definition 555

Report Definition

→Setup Menu→→RD=Report Definition
→Reports→
AR=Fixed Asset Register→ →Setup Menu→→RD=Report Definition
→Reports→
→RD=Report Definition
OVERVIEW
RD=Report Definition allows you to design the reports and documents which are
produced in SunAccount.
Reports designed in RD=Report Definition are used in the following functions:
• AG=Asset Register
• AL=Account Listing
• AL=Asset Listing
• AS=Asset Status
• DB=Daybook Listing
• JL=Journal Listing
Report Definition 557

• PL=Payment Listing
Documents designed in RD=Report Definition are used in the following functions:
• PA=Formatted Account Listing
• PN=Print Account Tax Listing
• PR=Print Remittances
• PS=Print Statements
• PT=Print Tax Listing
You can create any number of report and document layouts. See the SunBusiness
Reference Manual for details of the reports and documents you can create in
SunBusiness.
Before you create or amend a report, you should ensure that you know about the
structure of a report and about the eight different areas of the report. In particular
you should know how to use the Control Parameters screen, how to use the Format
Details screen, how to move around reports, and how to create one of the three
types of data items on your report.
You can also use RD=Report Definition to transfer reports into and out of
SunSystems.
Report Structure
In RD=Report Definition, each report is divided into two parts: the Control
Parameters screen and the Format Details screen.
You use the Control Parameters screen to set general information about the report,
for example, the size of the report, and the printer used to produce the report.
The Control Parameters screen is displayed when you first select RD=Report
Definition.
You use the Format Details screen to set the detail of the report. The Format
Details screen is displayed when you select Format Details from the Control
Parameters screen selection box.

Report Format Areas
Each report is divided into eight areas:
Report Heading
The report heading is where you specify items to be printed at the top of the first
page of your report, for example the report name and the date.
Page Heading
The page heading is where you specify items to be printed at the top of pages
other than the first page.
Sub Headings...
There are up to nine subheadings.
Transaction
The transaction area is the main body of the report. It is where the detail of the
report appears.

Filler
The filler area is designed as one line. This line is repeated to fill any unused
space in your transaction area.
Sub Footings...
There are up to nine subfootings, these can be used for subtotalling.
Page Footing
Page footing area is printed at the bottom of every page (except the last). It may
contain a subtotal or a carried-forward figure.
Report Footing
The report footing area is printed at the bottom of the last page of the document;
you can specify totals and general text messages.
Working With Reports
Selecting an Area of Your Report

Having chosen Format Details from the selection box on the Control Parameters
screen, use QUERY to select one of the eight report areas to work on.
Defining Data For Your Report

On the Format Details screen, when you have selected the area of the report you
wish to work on, use LOOKUP to define data for that area of your report.
The Format Details screen operates as a grid on which you define the location of
the contents of each area of your report. Use line and column numbers to specify
the exact position of each data item on your report - the location is shown in the
top left of the window.
There are three types of data you can include on your report:
• S-String items are pieces of text or narrative which you create, such as Thank
You, Report Prepared By, and so on
• D-Data items are taken from the data dictionary file
• T-Total items are accumulated values, for example amounts from transaction
lines. They are normally used in the subfooting and report footing areas.

Creating New Reports
To create a new report, enter in the Format Code box the code you want to use to
identify the report. You are prompted with the following:
NEW REPORT FORMAT - CREATE ?
Enter Y-Yes to proceed.
Use the Control Parameters screen to create the general settings you want for this
report. See the section Control Parameters Entries for details.
Having created general settings, use Format Details to access the Format Details
screen where you can set the detail for each area of the report. See the section
Format Details Entries for further information.
Selecting Existing Reports

Enter a code in the Format Code box to identify the report. If you are moving
from one report to another, use Start to access the Format Code box. See the
section Transferring Report Formats for details of how to import an existing report
from an external file. You can use QUERY to produce a list of available reports.
Highlight the code of the report you wish to work on, and use ENTER to select it.
When you enter a format code, it is retrieved and control parameter information
is displayed. You can then select an action such as Amend, Examine Format, and
so on. See the section Report Definition Actions for further information.
When you enter a format code you may see the warning message:
REPORT FORMAT IN USE BY ANOTHER USER - RETRY ?
You should first check all other operators, to see who is accessing the same report
format.
If no one else is accessing the report format, you can clear the warning by typing
Z instead of choosing Yes or No.
F Note: You may find that this warning appears after a system crash, or if an
operator has not logged out correctly.
Amending Reports
Select the code of the report that you want to amend. From the selection box on
the Control Parameters screen you can then choose Amend to amend the report’s
Control Parameters, or Format Details to amend the details on the report.

Deleting Reports
Select the code of the report that you want to delete and then use the action
Delete. A message is displayed:
THIS FORMAT WILL BE REMOVED FROM THE REPORT FORMAT
MASTERFILE - OK ?
If you enter Y-Yes, the report is deleted.
Previewing Report Formats

You can use the action Examine Format to see what the format will look like
when it is printed. When you are in the preview screen, a series of actions is
available to assist you if you want to amend the report:
Page Up
Moves the display up a page.
Page Down
Moves the display down a page.
Top
Displays the top of the document.
Bottom
Displays the bottom of the document.
Left
Moves the display to the right.
Right
Moves the display to the left.
Scales
Displays the document with/without scales.
Parameters
Moves to the Control Parameters screen.
Format Details
Moves to the Format Details screen.
See the section Amending Reports for further information about amending reports.

Printing Sample Reports
You can use the action Report to print a sample report.
To print a sample report, select the code of the report that you want to print and
thenReport. You can choose to print the report or to store it on disk. If you select
Store on Disk, you can then use VR=View Stored Reports to preview the report.
Transferring Report Formats

You can import and export report formats using the actions Transfer In and Transfer
Out. Although transfer files are named with the format code and a suffix of .REP,
you can rename them. If the selected file name already exists, a message appears
at the foot of the screen asking whether or not you wish to overwrite the existing
file.
Importing Report Formats: Transfer In imports the chosen format from a file.
In the Format Code box on the Control Parameters screen, enter the code of the
report you want to import. You can then enter the path and name of the file in
which the report is stored.
Exporting Report Formats: Transfer Out exports the chosen format to a file.
By default, the file is stored in the SunSystems program directory. You can
transfer out to another directory, or drive, by entering the full path and transfer
filename in the File Name box on the Control Parameters screen.
8 REPORT DEFINITION ACTIONS
Once you have completed the entries on the Control Parameters screen, the cursor
returns to the selection box. You can then choose one of the following actions:
Amend
Enter Amend if you wish to amend the details for a report.
Delete
Delete allows you to remove a report definition from the report format master
file.
Examine Format
Examine Format displays the current document format as it will look when it is
printed. When you choose Examine Format, you are able to select any of the
actions detailed in the section Previewing Report Formats.

Report
To print a sample report, use Report.
Start
When you have finished working on a report, use Start to select a different report.
The cursor moves to the Format Code box where you can enter the code of the
report format you now wish to work on.
Format Details
Format Details displays the Format Details screen, where you specify the position
of each item on the page.
Transfer In and Transfer Out

These actions enable you to import and export report formats. Before you choose
either action you must have selected a report to transfer. See the section
Transferring Report Formats for further information.
7 CONTROL PARAMETERS ENTRIES
Main Control Parameters Entries
Format Code
Enter the code of the report format you wish to work on.
File Name
If you are transferring a file into, or out of, SunSystems, enter the name of the
file which contains the format. You should enter the full path of the file. See the
section Transferring Report Formats for further information.
Report Description
This description is purely for your use. It is not printed on the report.
Report Type
1 character
This identifies the type of report. Report Types available in SunAccount are:

Code Module Report Associated Functions
A Ledger Accounting Formatted Account Listing FL=Formatted Layouts

PA=Print Formatted
Accounts
AG Fixed Asset Register Asset Register Report AG=Asset Register
ALA Ledger Accounting Account Listing AL=Account Listing
ALF Fixed Asset Register Asset Listing Report AL=Asset Listing
AS Fixed Asset Register Asset Status Report AS=Asset Status
DB Ledger Accounting Daybook Listing DB=Day Book Listing
JL Ledger Accounting Journal Listing JL=Journal Listing
N Ledger Accounting Account Tax Listing XL =Tax Listing
Layouts
PN=Print Account Tax
Listing
PLA Ledger Accounting Payment Listing PL=Payment Listing
R Ledger Accounting Remittances PR=Print Remittances
S Ledger Accounting Statement PS=Print Statements
T Ledger Accounting Tax Listing XL=Tax Listing
Layouts
X Ledger Accounting Bespoke -
Z Ledger Accounting Bespoke -
Printer Control Parameters
Printer Code
maximum 5 digits
This PD=Printer Definitions printer code is used whenever this report format is
printed. SunSystems changes back to the default printer when the print run is
completed. Leave this box blank to use the current printer.

Suppress Control Totals
Y/blank
Documents only. Unless you enter Y-Yes in this box, a control totals page, which
summarises the current batch of documents, is printed at the end of a batch.
Leave this box blank if you want the control totals page to be printed.
Suppress Line-Up
Y/blank
Documents only. If you want to print a dummy page to test the alignment of the
report before printing the whole report, leave this box blank. If do not want the
dummy page to be printed, enter Y-Yes in this box.
Document Control Parameters
Number Lines Per Page

1-300/blank
Enter the number of lines on your stationery (not the number you wish to print).
The maximum size of a document is 300 lines by 999 columns.
Leave this box blank to use the Lines Per Page specified in PD=Printer Definitions.
If you have changed your printer to one with an incompatible number of lines per
page, a warning message is displayed when you run the report.
If you have entered a printer code in the previous box, the Lines Per Page is taken
from that PD=Printer Definitions record. This appears automatically and you
cannot amend the selection.
F Note: Computer listing paper, printing at six lines per inch, is normally 66
lines per page.
Report Width
80-999/blank
Enter the number of characters to be printed across the page. These are defined as
column numbers. See the subsection Start Column under Format Details Entries
Footer At Foot Of Page

Y/N/blank
Reports only. If you want to print the report totals after the last transaction line
on the report, leave this box blank or enter N-No. If you want to print the report
totals at the bottom of the last page of the report, enter Y-Yes in this box. If the
report total is printed at the bottom of the page, any space between the last
transaction line and the report total is printed with the filler line.

Document Selection Control Parameters
In SunAccount the document selection control parameters boxes are displayed on
remittance advice/cheques, debtor or creditor statements, and bespoke formats.
You can use them to set payment amounts or account balances below which,
above which, or equal to which, reports are not printed.
On document type S-Statement, the document is suppressed according to the account
balance which is calculated at run time (excluding revaluations, transactions with
allocation markers C-Corrected, A-Allocated or P-Paid, and transactions whose
account period is after the cutoff period).
On document type R-Remittance, the document is suppressed according to the
payment amount on the payment file.
Suppress If Balance Credit

Y/blank
To suppress the printing of an account whose balance is greater than zero,
enter Y-Yes.
Suppress If Balance Debit

Y/blank
To suppress the printing of an account whose balance is less than zero, enter
Y-Yes.
Suppress If Balance (E/G/L/ ) leading to Value

When you type an entry here a second box appears in which you can enter a value.
If the balance satisfies the condition specified in these two boxes, a document is
not printed. The sign of the amount (D/C) is ignored. You can leave these boxes
blank.
E Suppress if amount is equal to the value
G Suppress if amount is greater than the value
L Suppress is amount is less than the value

Consolidation Control Parameters
Prior to Cut-off Period

Y/blank
If this box isY-Yes then all transactions prior to the cutoff period which is specified
in the PS=Print Statements screen, are accumulated and printed as a single
transaction with an allocation marker B-Brought Forward. This allocation marker
is not written to the ledger. This applies to S-Statement type reports only.
Transaction & Discount

Y/blank
When taking discount, GP=Generate Payments creates two payment transactions:
one for the transaction amount and one for the discount amount. If this box is
Y-Yes then the discount transaction line is suppressed. The transaction amount is
unchanged but the discount amount may be printed on the same line using Selection
Fields record type Discount Amount, and Discount Other Amount.
Cheque Control Parameters
Print Document Numbers

Y/D/Z/blank
Use this box if your document contains a cheque. For example, a remittance with
a tear-off cheque. When you choose PR=Print Remittances, you are asked to
enter the Next Cheque Number and this becomes the transaction reference on the
payment transactions generated by GP=Generate Payments.
Enter Y-Yes if you want a new cheque number for every page. Enter D-Document
if you prefer the cheque number to be incremented for each new document, rather
than for each page. This is useful if the transaction details for an account run over
one page of stationery, or if you print the remittance details in a separate document
from the cheques but want to print the cheque number on both.
Enter Z if you use sequence numbers rather than cheque numbers. Sequence
numbers operate in the same way as cheque numbers. In PR=Print Remittances
you are prompted to enter the Next Sequence Number, and this is used as the
transaction reference. The reference is five digits long.

Separate Cheques
Y/blank
Enter Y-Yes if the report you are designing is a cheque only. When designing a
cheque only, you must enter all format details in the Document Footing section of
the document. Choose P-Payment in the PR=Print Remittances box Remittance
Or Payment.
F Note: This box is not connected with the S-Single Payments option, in
CA=Chart of Accounts and GP=Generate Payments.
Cheques Above Remittance

Y/blank
Enter Y-Yes if the cheque on this document are printed above the remittance
details. This ensures the correct cheque number is passed to the payment transaction
reference.
Ageing Days
6 bands, 3 digits each
You may wish to print ageing details on certain documents. You specify the
ageing bands in the six columns provided. SunAccount accumulates the relevant
transactions into seven totals (accumulators) numbered 61-67. The last of the
accumulators is for transactions older than the last ageing band. Other Amounts
are aged into totals 68-74. These totals may be printed (see the subsection Total
Items below).
Age By Transaction or Due Date

T/D/M
Enter T-Transaction if you want to calculate ageing bands based on the transaction
date. Use D-Due Date to have ageing based on the due date of each transaction.
M-Monthly Terms allows you to use the Payment Terms specified in CA=Chart
of Accounts. The ageing is based on the last day of the month in which the
transaction date falls in this case.
The formats provided use T-Transaction Date as standard, but you can amend
this.
Age By Conversion Code

Y/blank
This option enables you to print a table of ageing totals for up to ten currencies.
You already have the ability to age in up to six bands, as described in the earlier
subsection Ageing Days. When you put a Y-Yes in the Age By Conversion box, as
well as accumulating totals into the ageing bands, they are also calculated by each
currency encountered on an account.

When you are using Format Details, you define the other amount ageing totals
using accumulators T68 to T74, you are then prompted for a conversion code
number. Enter a number between one and ten.
You can also use ageing total T75. This prints the corresponding conversion code.
If you are using the Age By Conversion Code box, but a transaction has a blank
conversion code, then the program will use the base currency for that ledger, as
defined in LD=Ledger Definition. The base amount (or only amount) is then
used as the other amount, and included in the ageing total for that conversion
code.
If you have left the Age By Conversion Code box blank, then totals T68 to T74 are
accumulated regardless of the individual conversion codes, resulting in a total of
the other amounts. Using T75 in this case, prints the conversion code from the last
transaction processed on the account.
F Note: Any transactions with an allocation marker of P-Paid, C-Correction,

or A-Allocated are not added to any ageing totals.
FORMAT DETAILS ENTRIES
Enter Format Details in the Control Parameters screen selection box to access the
Format Details screen.

Use the Format Details screen to create or amend the detail of your report. If you
use LOOKUP when your pointer is positioned on the Format Details screen, you
call another window in which you can specify the items you want to include in
your report and where on your report, within the report area you are currently in,
you want to position them. The area you are working on is shown in the top left
of the screen.
You can also create text directly on the format details screen.
Line Number
1-300
The first line of each document area is line number one. Enter the number of the
line on which the data item you want to define is located. This line number must
fall within the document controls set on the Control Parameters screen.
Start Column
maximum 999
The leftmost character on a line is in column one. Enter the column in which you
want to start printing the item you are including in your report or document. The
Line Number and Start Column identify a grid position on the page.
F Note: Text items are left-aligned; numeric items are right-aligned.

A report can be 999 characters wide and 300 lines long. You can use the Start
Column box to include a value in your report calculations without printing it. For
example, you might want to include an accumulator in your report without printing
it. To do this, enter a Start Column value that exceeds the Report Width specified
in the Control Parameters screen.
If you need to Amend, Examine or Delete such an item, you must increase the
Report Width on the Control Parameters screen, before making the necessary
changes to the item on the Format Details screen. You should then return the
Report Width to its original setting.
Sequence Code
0-9/A-Z/blank
If you want to use more than one item in the same location on your report or
document, enter a sequence character for the item. This is particularly useful if
you are using the Only If Item box or the Suppress Item Indicator box. The value
of the sequence character determines the order in which items are selected. You
might want to use this facility if, for example, you have two different phrases that
you want to appear in the same place on a report or document according to the
status of an account, the size of an account balance, and so on.

When you use the F2 key to access the Data Items window, if there is more than
one item in the same location of a report or document, an Item Selection window
appears. This allows you to choose which of the items at that location you want
to work with.
Item Type
S/D/T
There are three types of item: S-String, D-Data Item, and T-Totals. Your choice
of item type determines the boxes that are shown in the rest of the window.
Start Sequence Code

You can print items in a specific font, for example Bold. Enter the relevant
control sequence definition code to activate the required print style. See the
section Control Sequence Definitions for more information.
Stop Sequence Code

For each item type enter the control sequence definition code to return to normal
print.
Only If Item
Item from Data Dictionary
You can limit the appearance of items on your reports or documents to specific
situations. For example, you may want an item to appear only on the third page
of a report. Use this box to select the data dictionary data item you want to test.
You can use Q UERY.
If you wanted an item to appear only on the third page of a report you would use
QUERY to select the Record Type in which Data Item is stored - in this case, the
Common Fields record type contains the Page Number data item. You would then
set the Is box to E-Equals, and the Value box to three.
See the online manual for a complete list of data dictionary items.
Is
(E/G/L/R)
Use this box to apply a condition to the data dictionary item entered in the Only If
Item box. For example, if you wanted an item to appear only on the third page of
a report or document, you would set the Only If Item box to Page Number, you
would then set this box to E-Equals, finally you would set the Value box to 3.

E Print if item is equal to the value
G Print line if item is greater than the value
L Print line if item is less than the value
R Print if item falls within the range specified.
Value
maximum 15 digits
If you have entered values in the Only If Item box and in the Is box, use this box
to set the value to be tested. For example, if you wanted an item to appear only on
the third page of a report you would set the Only If Item box to Page Number, the
Is box to E-Equals, and this box to three.
F Note: You can use the Only If Item Is Value boxes, for example, to print
either FULL or SUMMARY depending on the setting of the Suppress Details
box on the report request.
Text Box
String items only. If you have selected S-String Item, then the display at the
foot of the screen changes. Enter the text you wish to appear on your document.
The numbers should help you position your text.

If you use a ‘|’ pipe character in a report or document, although it does not appear
when you choose to view the report or document in SunSystems, it is clearly
visible when you print the report or document, or when you view it from outside
SunSystems.
F Note: If you want to enter a text string of more than 78 characters, set two
text strings to run consecutively.
Item Reference
Data Dictionary Items
Data items only. If you are creating a new item, the record description box
appears when you press ENTER . If you are amending an existing report use QUERY
to display the record description window. The record description window shows
record types available for the report type under such headings as: Common Report
Fields, Chart of Accounts, etc. Select the heading you require and then, from the
data item window, select the item you require.
Start Character
1-99
Data items only. This number specifies the first character of the data item that is
to be printed. For example, if you wish to exclude the first two characters of the
account code, you would set the Start Character to 3.

Accumulator Number
1-50
Totals only. Enter the accumulator number.
Clear After Print

Y/Z/N
Totals only. If this box is Y-Yes, the accumulator is set to zero once the total item
is printed. Enter Z for the accumulator to be set to zero automatically without
printing. This feature works with the Only If Item box. The Z is ignored if the
line has already been suppressed.
F Note: You can use this feature to design 1099 reports for US tax reporting.
See the section Tax Reporting in the SunAccount Appreciation Guide.
Print Length
1-99
Data items and totals only. You can print part of the item by specifying the
number of characters in this box. For example, if you want to print only the first
15 characters of the account name, enter 15. The full print length of the selected
item appears as a default.
When designing a report layout, if you allocate fewer characters than the total
length of the data item, it will be truncated; numeric items could lose the left-most
characters, and text items the right-most characters. Allow extra characters for
the decimal point and and prefix or suffix for numeric items.
F Note: To find the default length of data items, go to the Item Reference box
and use QUERY and then RETURN to select the Record Type you are using.
Use RETURN again to see the length of the data items on that record type.
The item description list gives the default length of each item.
Suppress Line Indicator/Suppress Transaction Indicator

E/G/L/blank
Data items and totals only. This box, combined with the Value box, allows you
to specify a test that you want to perform on the value of each item.
Suppress Line
Normally, the line is suppressed and all items on the line excluded from the
accumulators if the condition is met. Note that items on this line before the current
item have already been added to the accumulator totals. This is a method of
accumulating something without printing it.

Suppress Transaction
Normally all lines associated with this transaction are suppressed after the condition
has been met. This includes the line of the condition. Note that items on this
transaction before the item of the condition have already been added to the
accumulator totals. This is a method of accumulating something without printing
it.
You can leave this, and the Value, box blank.
E Suppress line if current item is equal to the value
G Suppress line if item is greater than the value
L Suppress line if item is less than the value.
F Note: You can also use the Suppress Line Indicator to, for example, suppress
blank lines that are only printed when the report’s Double Line Spacing box
is set to Y-Yes. As an item has to be printed to use the Suppress Line
Indicator setting, you should use the Control Parameters screen to extend
the width of the report beyond its normal setting. You should then print the
item beyond the report’s normal width. Once you have set up the report,
you can reduce the width back to normal.
Value
maximum 15 digits
Enter the value against which the Suppress Line Indicator test is carried out.
F Note: Debits are negative and credits positive.
Number Of Decimal Places

0-9
Numeric data items and totals only. Enter the number of decimal places to be
printed. Enter ‘-’ hyphen and the default is determined as follows:
• Total items use the number of decimal places of the last value accumulated
into this total
• Data items of base amounts use the number of decimal places specified in
DB=Database Definitions
• Data items of other amounts use the decimal places from the transaction record
Suppress Item Indicator

A-E
Numeric data items and totals only. This box is used to specify when the item
should be printed.

F Note: If an item is omitted, it is not examined by the Suppress Line box
above.
You may leave this box blank and the item will always be printed.
Entry Result
A print if item is credit

B print if item is debit
C print if item is zero or credit
D print if item is zero or debit
E print if item is not zero
To print debits and credits in two columns, you might define two data items, one
with indicator A and the other B.
Sign Print Indicator

A-D, N
Numeric data items and totals only. This box is used to specify how to print
credit and debit values. You may leave this box blank and CR is printed by
credits, and DR by debits.
Entry Result
A print in brackets if Credit

B print in brackets if Debit
C print CR after amount if Credit
D print DR after amount if Debit
N no signs to be printed
Edit Code
1 character each
Data items and totals only. This box allows you to refine the presentation of
values and text on your report. The options which are available for numeric and
data items are different, and are therefore listed separately.

Entry Result
blank leading zeros suppressed, thousand separators used

1 APACS standard: left justification, prefix and suffix of
**, decimal separator of ‘-’ hyphen, thousand separators
omitted
2 French standard: right justification, asterisks inserted in
place of leading zeros, thousand separator of ‘.’ full stop,
decimal separator of ‘,’ comma
3 (alphanumeric items)APACS standard: all trailing spaces after the first replaced
with ‘*’ asterisk
9 leading zeros suppressed, thousand separators omitted
* asterisks inserted in place of leading zeros, thousand
separators used
N leading zeros shown, thousand separators omitted
F Important note: If you use an edit code of 1 and the combined length of the
value, prefix, and suffix exceeds the print length of the item, a row of asterisks
is printed. To avoid this, you should allow an extra 4 characters for the
prefix and suffix asterisks when you calculate the print length of the item.
If you use an edit code of 3, to ensure that each item is followed by at least
one asterisk you should check that the item’s print length is at least one
character longer than the longest value to be entered.
Convert To Words
Numeric data items, totals, and dates only. Use this box to convert amounts
and dates from digits to words. The words are stored as data items which you
must then select for inclusion on your report or document.
You can convert digits into sentences, for example £2805.65 becomes TWO
THOUSAND EIGHT HUNDRED AND FIVE POUNDS AND SIXTY FIVE
PENCE. You can also convert digits into factors of ten which, for £2805.65,
would appear as TWO EIGHT ZERO FIVE .65 - i.e. two thousands, eight
hundreds, no tens, five units, .65 in figures. Each of the language versions print
VOID (in the correct language) if the value is zero or greater than 999,999,999.
If you want to convert amounts into factors of ten, enter W-Words. The words
into which the amount is converted are held in the Common Fields record as the
following data items, which are each 10 characters long:

• Hundred Millions
• Ten Millions
• Millions
• Hundred Thousands
• Ten Thousands
• Thousands
• Hundreds
• Tens
• Unit
• Decimals in Figures
As stated above, once you have converted an amount into words you must specify
in your report the data items in which the words are held - if you actually want the
words to appear.
If you want to convert amounts into sentences, rather than into factors of ten,
enter a language code. The sentences into which the amount is converted are held
in the Common Fields record as Amount in Words Sentences 1, 2, 3, and 4. Each
of these data items is 80 characters long. The text starts in Amount in Words
Sentence 1 and flows from there into sentences 2, 3, and 4 - if required. Each
amount that you convert to words must be followed by the Amount in Words
Sentence before you try to convert another amount into words. As stated above,
once you have converted an amount into words, you must specify in your report
the data items in which the words are held - if you actually want the words to
appear.
F Note: If you enter a language code, you can control the format of the
sentence by changing the settings of the Include Currency Subunit Name
and the Other Sentence Change boxes in RD=Report Definition.
Leave this box blank if you do not want the amount to be converted to words.
Include Currency Subunit Name

Y/B/blank
Numeric data items and totals only: If you have set the Convert to Words box
to a language code, you can determine how the amount appears on your report by
entering a value in this box. The values you can enter, and their results, are shown
on the table below.

Entry Result
Y-Yes subunit name used, denominator not shown (20 cents)

B-Both both subunit name and denominator shown (20/100 pence)
blank subunit name not used (20/100)
F Note: If decimals are printed and the decimal value is zero, the number of
zeros printed depends on the number of decimal places specified either in
the Number of Decimal Places box or in DB=Database Definitions. For
example, setting 3 decimal places results in 000/1000.
Other Sentence Changes

0-9
Numeric data items and totals only. The standard word sentence for a currency
whose unit is pounds is:
TWO THOUSAND EIGHT HUNDRED AND FIVE POUNDS AND 65/100
PENCE
If you have set the Convert to Words box to a language code, you can use the
setting in this box to refine country-specific uses of the word ‘and’. The values
you can enter, and their results, are shown on the table below. Entries 0 and 1 are
applicable to all languages; entries 2 and 3 are only applicable to English; entry 4
is only applicable to Spanish.
In the table below, a higher level ‘and’ is one which falls between words within
the currency units - for example, two thousand eight hundred and five pounds. A
lower level ‘and’ falls between the currency units and subunits - for example, five
dollars and sixty five pence.
Entry Result
0 all languages: no change

1 all languages: exclude lower level ‘and’ or language equivalent
2 English only: exclude higher level ‘and’s
3 English only: exclude both higher and lower level ‘and’s
4 Spanish only: use ‘CON’ (with decimals) rather than ‘Y’ (and decimals)
5-9 not used

Date Format Code
1-8, A-C
Dates only. If you have set the Convert to Words box to a language code, you can
determine how the date appears on your report by entering a value in this box.
The values you can enter, and their results, are shown in the table below. If you
do not enter a date format code, the date is printed in the format (A, B, or C)
specified in DB=Database Definitions.
Entry Result
1 01 January 1998
2 1 January, 1998
3 January 1, 1997
4 1-Jan-1997
5 January 97
6 Jan, 97
7 1st January 1997
8 January 1st 1997
A mm/dd/yyyy
B dd/mm/yyyy
C yyyy/mm/dd
Relevant Accumulators
50 characters +/-
Numeric data items and totals only. There are 50 accumulators into which you
may add numeric items. Place a plus ‘+’ or minus ‘-’ beneath the accumulator
number. The current item could be added to several accumulators, some of which
may be printed in the page footing and some in the document footing area.
Accumulators might hold different item totals. For example, analysis or tax
values. These accumulated values can be printed as a total item.
For a list of items available in RD=Report Definition, use the on-screen QUERY
facility.

See also:
& Account Listing
Asset Listing
Asset Register
Asset Status
Daybook Listing
Journal Listing
Payment Listing
Tax Listing

Sequence Number Definitions
→ Maintenance→
LA=Ledger Accounting→ → Setup Menu→
→SN=Sequence Number Definitions
→Maintenance→
AR=Asset Register→ → Setup Menu→
→SN=Sequence Number Definitions
OVERVIEW
You use SN=Sequence Number Definitions to create sequences of numbers which

you can then apply to transactions. This enables you to produce sequenced listings
of transactions and groups of transactions, such as IVA reports required by Italian
tax authorities, using DB=Daybook Listing.
Sequence numbers are applied to the T-Codes defined in LD=Ledger Definition
for transaction sequence category and daybook sequence category. The transaction
sequence number code is specified in JD=Journal Definitions, so that during journal
entry the relevant sequence numbers can be generated or entered. The transaction
sequence listing is generated when DB=Daybook Listing is run.
The sequence number (maximum seven digits), prefixed by the sequence number
code (maximum five characters), forms the sequence number analysis code held
Sequence Number Definitions 583

on the transaction. For example, if you specified a transaction sequence category
of seven characters in the SunSystems function NL=Analysis Category Lengths,
and you created a sequence number code of three characters in SN=Sequence
Number Definitions, you will have a four digit sequence number.
If you are required to produce an ESL for European tax reporting, or a 1099 for
US tax requirements, you can use T-Code analysis to identify the various types of
transaction. See the sections Formatted Layouts and Print Formatted Accounts
7 ENTRIES

Enter an alphabetic code in upper case to identify this sequence number definition.
You can use this to identify the type of transaction, such as sales, purchase, or
credit note.
Actual/Budget
A-K
Enter a letter to identify the ledger to which you want this sequence number applied.
You can have separate numbering sequences for the actuals ledger, and for budget
ledgers B to K.
Description
You can enter a description for this sequence number.
Automatic/Manual/Date
A/M/D
If you enter A-Automatic, this sequence is updated by the system.
If you enter M-Manual, the sequence number must be entered during JE=Journal
Entry and JI=Journal Import.
D-Date is used where registration date control is required, without a sequence
number. See the Registration Date box details later. In this case, the sequence
number code, identified previously, is written to the transaction sequence category
identified in LD=Ledger Definition. A sequence number is not applied.

Next Sequence Number
maximum 9999999
If you entered A-Automatic in the Automatic/Manual/Date box, you must enter
the next sequence number to be applied. Leave this blank if the previous box is
M-Manual.
Registration Date
date format
Enter the date you wish to record as the entry date for this sequence number code.
This date will appear on all transactions created in JE=Journal Entry, JI=Journal
Import with journal types using this sequence number code, and in AA=Account
Allocation.
See also:
& Actions
Analysis Codes
Journal Definitions
Ledger Definition
Sequence Number Definitions 585

Spread Ratios
→Maintenance→
→SR=Spread Ratios
OVERVIEW
The spread ratios code, selected in RG=Register Definition, is used to identify a

pattern of apportionment of depreciation over a number of periods. This is
explained further in the section Managing Your Fixed Assets in the SunAccount
Appreciation Guide. If the Spread Ratio Code box in RG=Register Definition is
blank, depreciation is split evenly over the number of periods in a year.
Spread Ratios 587

7 ENTRIES
Ratio Code
Enter a code to identify a set of ratios.
Ratio Name
Enter a name describing the set of ratios.
Operating Periods
maximum 999
Enter the number of periods for which depreciation will be calculated during a
financial year. This is normally 12, i.e. monthly accounting periods. This value
cannot exceed the entry in the Maximum Number of Periods box in RG=Register
Definition.
Leave this box blank if the operating periods for depreciation purposes and the
maximum number of periods are the same.
Period Ratio 1-60

up to 60 ratios, maximum 99999 each
Enter the ratios by which you want the total annual depreciation spread over the
periods in a year. If you enter a blank or zero ratio, a zero amount is posted for
that period.
See also:
& Actions
Register Definition

Statement Layouts

→Setup Menu→→SL=Statement Layouts
→Reports→
→SL=Statement Layouts
OVERVIEW
In SunAccount, financial statements provides most of the monthly, management

type reporting. You can design any number of reports, including profit and loss
statements, balance sheets, etc. A number of examples are provided with the
demonstration database [DEM], and in the SunAccount Appreciation Guide.
A financial statement is defined in two parts: the statement layout and the statement
line contents. The statement layout defines general aspects of the report, including
the name, the figures to be included, the amount format, etc. The statement line
content defines, line by line, the format for the report.
In designing a financial statement, you should consider the following:
• Specify in detail the requirements of your report. It is advisable to draft the
report, exactly as you want it printed.
Statement Layouts 589

• Use SL=Statement Layouts to outline the report columns, make selections,
indicate sorting levels, etc.
• Specify the accounts to be included, where subtotals are required, etc. using
the LC=Statement Line Contents option.
• FS=Financial Statements allows you to Print Report or Store on Disk.

The five selection codes allow you to specify the analysis categories by which
transactions are to be selected. The two level codes control the structure of the
report.
Columns
A financial statement can include up to twelve columns. See the section Column
Headings. You can either use predefined columns, for example This Period Actual,
This Period Budget, This Period Budget Variance, Year-to-Date Actual etc., or
you can define columns that are calculated based on other columns.
Conversion Module
With the Conversion Module, a column can show either base amounts or other
amounts. By using This Period columns (column codes Px) or This Year columns
(column codes Yx), you can report on the movement in foreign currency within
the period, or year-to-date, respectively. By using Balance columns (column
codes Bx), you can report on the balance outstanding (exposure) in each currency.
You can, in addition, use any of the conversion code’s six rates, to revalue.
Consolidation
By using the Subsidiary Ledger box on LC=Statement Line Contents, a financial
statement can draw together data from more than one database. The section
Multiple Ledgers in SunAccount, in the SunAccount Appreciation Guide covers
the different methods of consolidating data.
Data Transfer
In addition to producing a printed report, financial statements can be used to
produce a disk file of the extracted data, that can then be imported into another
software package. The section Transferring Data To and From SunAccount in the
SunAccount Appreciation Guide covers the different methods of transferring data.

Financial statements can only be used with the Fixed Asset Register if you are
also using Ledger Accounting. Even then, the relevant functions are only available
from within Ledger Accounting.
Balance File
which financial statements are produced. The balance file is a summarised ledger
or budget file used for this purpose.
The balance file is selected only when it is appropriate to the report setup. The
ledger file is used in preference to the balance file under the following circumstances:
• Selection or level codes are entered which are not held on the balance file.
• Rough book is switched on and the Rough Transactions box is set to N-No.
The balance file does not differentiate between rough and hard postings, so
when you exclude rough transactions, the balance file is not used.
7 ENTRIES
Layout Code
This code identifies a report layout. For example, PL1 for a profit and loss
statement, BS for a balance sheet.
Report Name Line 1 and 2

You can specify two lines for the report name. The first line must not be blank. A
third line can be specified at run time.

Column Codes A-L
12 codes, 3 characters each
Enter the column codes in the order you want them to appear across the statement.
You can use QUERY for a list of available codes. See the section Column Headings.
You can define columns that are calculated at run time. These calculated columns
must use a column code with a second character of Z or V.
The third character of the column code is used to specify the budget ledger (B-K)
from which figures are to be taken. It should be left blank for actual ledger
figures.
A spread of up to 13 period amounts can also be requested in place of, or in
addition to, the regular column codes. The period spread column codes, SA and
SB, are described under the Accounting Period box, in the section Financial
Analysis.
You can leave columns blank to improve legibility.
Other Amount Columns

12 codes, 1 character each
Conversion Module. If this box is Y-Yes, then the other amount is shown for the
column code, rather than the base amount. Thus, you print budget comparisons,
last period comparisons and last year comparisons, for other amounts. If you
leave the box blank, the base amount is given.
You can also enter a number between 1 and 6, to specify which of the six conversion
rates you wish to use to revalue the base amount. The conversion table for the
period in which the transaction was entered, is used. See the description of the
Revalue From Other Amount box in the section Statement Line Contents.
If you are using more than one currency conversion code, and are showing other
amounts on a report, you could end up with a report which totals different currency
values. To avoid this, you must use the conversion code as the highest level code
(see details later). This will result in different currencies being reported in different
sections of the report. Thus, the totals within each section will be for individual
currencies. If you are using only one conversion code (that is, one foreign currency),
there will not be a problem.
If you wish to show both base amounts and other amounts, then define two columns,
one with Y-Yes in the Other Amount box, and the other with the Other Amount
box left blank.
If you are using the Conversion Module for time recording, a report can show the
hours of time and the cost of the time in different columns.

Ratio Base Account From/To
up to 10 characters
If you have used a column code as a ratio, use this box to specify the range of
account codes upon which the ratio is to be based. For example, if you want the
statement to show the ratio to sales, enter the range of account codes which represent
sales. If only one account code is involved, enter it in the From box.
When using a ratio, the accounts in the range must be specified within the
LC=Statement Line Contents. Each account must appear only once.
Line Content Code

This identifies the LC=Statement Line Contents to be merged with this layout.
Data Access Group

Identify the data access group which is applicable to a statement layout record.
This facility enables you to prohibit/allow access to individual statement layouts.
operator definition. Leave this box blank if you do not want access to this statement
layout restricted to certain operator groups.
Printer Code
If you want to set a specific printer for this statement layout, enter its printer
code. You can define printer codes in PD=Printer Definitions. If you want to use
the default printer with this statement layout, leave this box blank.
once the layout has been printed.
Selection Code 1-5

2 characters each
The selection codes are used to determine which transactions are shown on a
statement. Whichever category is selected, you are asked in FS=Financial
Statements for the codes in the category that are to be shown on the report. So, if
you are reporting by department, you specify the department analysis category, as
defined by ND=Analysis Definitions, on the statement layout. When printing,
you specify a range of department analysis codes, as defined by NC=Analysis
Codes, to be included.

If the Selection Code boxes are left blank, the level codes are used as selection
codes. The five selection codes are applied jointly. So a transaction has to fall
within all ranges of selection codes specified, if it is to be included on the report.
appropriate to the selections identified for the report.
Category
Your selection codes can be any of the following:
Code Description

AL Allocation Marker: A-Allocated Manually B-Balance
Brought Forward (GP/GD=Generate Payments/Debits)
C-Correction F-Force Payment P-Paid (GP/GD=Generate
Payments/Debits) R-Reconciled W-Withheld Payment,
Dispute space-unallocated (enter a ‘-’ hyphen to select)
0-9-special markers
JS Journal Source
JT Journal Type
JN Journal Number
TC Tax Code
Note that using CV-Conversion Code does not restrict the presentation of base
amount or other amount on the report.

Subcategory
1 character each
Select the subcategory codes associated with an analysis category. Subcategories
are explained in the section Analysis Definitions. Subcategories do not apply to
the selection codes:
AL-Allocation Marker
AM-Asset Marker (Fixed Asset Register)
JS-Journal Source
JT-Journal Type
Level Codes 1 and 2

2 characters each
Level codes determine the sequencing, or order, of the report. Since the level
codes are hierarchical (level two being shown within level one), you should use
level two before using level one. If you are using CV-Conversion Code, this
should be the highest level.
You can use any of the selection codes as level codes.
If there are no selection codes, ranges of level codes are prompted for at run time.
F Note: The balance file is used to generate a report only when it is appropriate
to the level codes identified for the report.
Page Level
1/2/blank
If you want page breaks after each level 1 code, enter 1. If you want page breaks
after each level 2 code, enter 2. If you want the report to print without page
breaks between levels, leave this box blank.

Amount Format
D/I/T/M/blank
Select the format for printing amounts. If this box is left blank, amounts are
formatted as integers, without any decimal places. The formats available are:
Code Description
D-Decimals Decimal places according to the DB=Database

Definitions or CV=Conversion Tables
I or blank-Integers Whole currency units
T-Thousands Thousandths of currency units
M-Millions Millionths of currency units
Report Transactions
Y/blank
If this box is Y-Yes, then transaction details are shown regardless of the setting of
the Line Zero Suppress box. Due dates are shown if they were entered manually,
otherwise they are excluded, since financial statements does not calculate them
before printing. If you do not wish to show individual transactions, leave this box
blank.
If the box Report Corrections on the LD=Ledger Definition is Y-Yes, then
transactions marked C-Correction are included in this report.
Transactions are not transferred to the transfer file.
Report Codes
Y/blank
If this box is set to Y-Yes, and the column code A box is left blank, then account
and analysis codes are printed on each account line, alongside the description.
Leave this blank to omit the account and analysis codes from the report.
Held Journals
Y/blank
If this box is Y-Yes, then you are informed when printing if there are journals on
the held journal file. See the section Journal Entry.
Wide Columns
Y/blank
The number of columns that can be printed depends on your printer character
width, the number of characters per inch, and whether standard or wide columns
are chosen. If, when you print the report, some amounts are replaced by asterisks,

it is because they are too large to fit into the regular column widths. To overcome
this, enter Y-Yes in the Wide Column box.
If printing with a normal column width of 11 characters, 12 columns will occupy
186 characters. If printing with wide columns of 20 characters, ten columns will
occupy 254 characters. If fewer columns are used, then a proportionally smaller
width is used. If you use wide columns, you can specify a maximum of ten
columns.
Bracket Negatives
Y/blank
If this box is Y-Yes, then negative amounts are shown in parentheses. If you wish
to show them with a minus sign alongside, leave this box blank.
Transfer Format
You can produce transfer files to export information to other software packages,
e.g. spreadsheets or financial modelling software. The formats available and
their uses are shown in the following table:
Format Description
LOTUS Suitable for Lotus 1-2-3

CDFQ Comma delimited with quotes
2020 Suitable for 2020
BDF Bar delimited
SYLK Suitable for SYLK
CDF Comma delimited
FCS Financial Control System
The transfer file is produced at the same time as the SunSystems report (.PRN)
file. It is stored in the same directory or drive as your print files. The transfer file
contains the detailed report lines but does not show column headings, page headings,
total lines, or individual transactions.
Most transfer formats separate amounts using commas. When they are read into,
say, a spreadsheet package, they appear as separate columns. Where the target
package can accept textual descriptions in addition to amounts, descriptions are
also present on each line. They describe each of the analysis levels printed on the
report. On most formats, the descriptions precede the amounts on the line. As

with the amounts, they are usually separated by commas to identify them as separate
columns, or items of data. See the Platform Manual for details of file naming
conventions.
Line Zero Suppress

Y/blank
If this box is Y-Yes, then statement lines where amounts are zero, are suppressed.
If you leave this box blank, then all statement lines are printed, regardless of their
value. This box is ignored if transaction details have been reported for the line.
Rough Transactions
Y/R/blank
rough transactions from your report. Enter Y-Yes to report all ledger transactions,
rough and hard. Enter R-Rough to report rough transactions only.
is not in use for this ledger.
See also:
& Actions
Analysis Layouts
Balance File Update
Column Headings


→ Setup Menu→
→LC=Statement Line Contents
→Reports→
→LC=Statement Line Contents
OVERVIEW
In SunAccount, financial statements provides most of the monthly, management

type, reporting. You can design any number of reports, including profit and loss
statements, balance sheets, etc. A number of examples are provided with the
demonstration database [DEM], and in the SunAccount Appreciation Guide.
A financial statement is defined in two parts: the statement layout and the statement
line contents. The statement layout defines general aspects of the report, including
the name, the figures to be included, the amount format, etc. The statement line
contents define, line by line, the format for the report, the account codes to include,
where subtotals and totals are required, where data from subsidiary databases is
required, etc.
Statement Line Contents 599

In designing a financial statement, you should consider the following:
• Specify in detail the requirements of your report. It is advisable to draft the
report, exactly as you want it printed.
• Use SL=Statement Layouts to outline the report columns, make selections,
indicate sorting levels, etc.
• Specify the accounts to be included, where subtotals are required, etc. using
the LC=Statement Line Contents option.
• Use Print Report or Store on Disk in FS=Financial Statements.
There are a number of line types in statement line contents; headings are used for
descriptions, lines identify the account codes to include, continuation lines are
used to add additional account code ranges to a line, and page headings allow you
to define a heading to be printed at the top of a new page.
There are additional facilities which enable you to manipulate the data. For
example, you may wish to suppress details, revalue from other currency amounts,
pick up details from subsidiary databases, etc.
Balance File
or budget file used for this purpose. The ledger file is used in preference to the
balance file if selection codes are entered which are not held on the balance file.
See the subsection Balance File in the section Statement Layouts for more
information on the balance file in financial statements.
7 ENTRIES
Line Content Code
Enter the code identifying the statement line contents.
Statement Line Number

maximum 99999
Enter the number of the statement line. When creating new line numbers, space
them at intervals, for example every 50 or 100, so you can subsequently add new
lines without having to redefine existing ones. Line numbers are printed in sequence
in FS=Financial Statements, so you must add lines in the sequence in which they
are to print.

Line Type
H-Heading is used for descriptive headings, comments, and blank lines.
P-Page Heading is similar to H-Heading, except that it produces a heading
preceded by a page throw. It can be used for multi-page reports.
L-Line is used for lines in which amounts are to be shown, i.e. where account
ranges are defined.
C-Continuation follows a line type L-Line. It allows you to specify further
account codes ranges which will be added into the previous L-Line. Thus,
continuation lines are not printed on the statement only; the accumulated totals
are included. The normal sign, account details and suppress line of the previous
L-Line are applied to C-Continuation lines.
T1-T7-Totals are total lines. There are seven totals (T1-T7) into which SunAccount
automatically adds every line amount, as it is printed on a statement.
If you want to subtotal a number of L-Line type lines, create a T7 line. This will
accumulate the detail lines and total them. As soon as it is printed the T7 value is
zeroed, but the amount is retained in T6, T5, T4, T3, T2, and T1. This means you
can specify another T7 line further down your report, which will only be an
accumulation of those lines defined since the previous T7 line. If you want an
overall subtotal of all the lines printed so far, you should specify T6. This is also
zeroed as soon as you print it, but the value is still retained in T5, T4, T3, T2, and
T1. In other words, the totals work on a hierarchy basis.
Using the total lines, you can specify up to six levels of subtotalling. Use T1 for
grand totals at the end of your report. SunAccount automatically prints a single
line of dashes before each subtotal (T7-T2), and a double line after T1.
Line Name
Specify the description to be printed on the line. You must enter a name for line
types L-Line and T1-T7-Totals. Use a ‘-’, hyphen for a blank line name. When
you are using account details, each account name is printed instead of the line
name.

Enter the account code or range of account codes to be reported on this line. If
only one account code is required, then enter the code in the From box. The
Account Code box must be used on line types L-Line and C-Continuation. If, in
the LD=Ledger Definition, the Report Corrections box is set to Y-Yes, then
transactions with an allocation marker of C-Correction, are included in this line.

2 characters for the selection code, then maximum 15 characters
If you are using a line type of L-Line or C-Continuation, you can select the
characters you want to include in that line by analysis code. First specify the
selection code, and then specify the range of values for that code.
If you want to use masking, enter ‘*’ asterisks for the characters you want to
mask. See Analysis Definitions for information about masking.
Your choice on this screen need not match the choice of selection codes and level
codes on the statement layout screen.
You can choose from the following selection codes:
Selection Code 2 Characters
Analysis Categories A0-A9, F0-F9, and T0-T9

Allocation Marker AL
Asset Marker AM
Account Type AT
Conversion Code CV
Journal Number JN
Journal Source JS
Journal Type JT
Payment/Allocation References LR
Transaction Reference RF
Tax Code TC
Account Details
Y/blank
If this box is Y-Yes and the line type is L-Line, then instead of printing a single
line containing values for all the accounts in the selected account range, a separate
line is printed for each account in the range.
Normal Sign
D/C
It is the convention for financial statements to print lines without debit or credit
signs. If debit amounts occur on lines which normally show a credit amount (for
example, income), they are printed with a minus sign. Similarly, credit amounts

on lines which normally show a debit amount (for example, expenditure), are
printed with a minus sign. SunAccount adheres to this convention, but the normal
sign must be indicated: D-Debit or C-Credit. This applies to each line with the
line types L-Line or T1-T7-Totals. SL=Statement Layouts specifies the use of
brackets for negative values.
Amount Reverse
Y/blank
This is normally left blank. If this box is Y-Yes then, on line types L-Line or
C-Continuation, the debit/credit sign of the amount on the line is reversed, before
being printed and totalled.
Amount reverse might be used to exclude a particular account balance from a
range of account codes. A continuation line would be created for the account
code withY-Yes in the Amount Reverse box. This would have the effect of reversing
out the amount from the original range of account codes.
Column Change
B/P/Y/blank
This box is used with line types L-Line and C-Continuation. It allows you to
change the column values for this line. For example, in a balance sheet report,
you can show the year-to-date profit figure, in the midst of balances.
The column change option converts a period or year-to-date column, to a balance,
and vice versa. Quarter columns may be converted to balances, but the reverse
does not apply.
Where this box is left blank, the column will display the figures originally selected
in SL=Statement Layouts.
B-Balance shows balance amounts in columns originally designated as year-to-
date, period, or quarter columns in the statement layout. For example, PA-Period
Actuals or YA-Year-to-Date Actuals, will be converted to BA-Balance Actuals.
P-Period will show period amounts in a balance column.
Y-Year shows year-to-date amounts in columns originally designated as balances.
This will exclude amounts from before the start of the year. For example,
BA-Balance Actual is converted to YA-Year-to-Date Actual.
For example, on a year-to-date profit and loss statement which shows opening and
closing balances, you would use column change as follows:

Line Type and Name Column Change Amount Reverse Column Code
L - Closing Balance B blank BA

L - Less Opening Balance B Y -BA
C blank blank YA
Tn - Net Movement blank blank YA
Suppress Line Account

A/B/C/D/E/blank
You can suppress a line depending on whether the balance actual (BA) column is
a debit or credit. The options are as follows:
Entry Description
A Accumulate to a total without printing it

B Suppress if BA is a debit value or zero
C Suppress if BA is a credit value
D Suppress if BA is a debit value
E Suppress if BA is a credit value or zero
blank Do not suppress
A particular line may show a balance actual equal to zero, with values in the other
columns. To prevent these values from being printed twice, you should define
one line to include zero values and one line to exclude them. By using codes B
and E, you can prevent lines with balance actual equal to zero being printed.
The test for debit or credit is made after amount reversal.
If a line is suppressed, and the Line Type box is L-Line, the values are not carried
through to higher level totals. Continuation lines are suppressed according to
their preceding type L-Line. If the Line Type box is T-Total then D, C and A
codes are valid. If A is used on a total line, though the total is not printed, the
value is accumulated to higher level totals.
Suppress at Account Level

Y/blank
Whereas the previous box can be used to suppress at the print line level, this box
can be used to suppress individual accounts depending on the account balance. It
is used in conjunction with the previous box.

Subsidiary Ledger. If this box is blank, then the other amount shows the base
amount from the subsidiary ledger, whilst the conversion code is taken from the
LD=Ledger Definition of the subsidiary ledger. The base amount is then calculated
from the other amount using conversion tables in the current ledger. If this box is
Y-Yes, then the other amount and conversion code are taken from the subsidiary
ledger but the base amount is calculated from the other amount using conversion
tables in the current ledger.
Note that when column revaluation codes 1-6 are used in conjunction with
subsidiary ledgers, it is the setting of the Revalue From Other Amount box that
determines from which currency the base amount is recalculated.
Subsidiary Ledger
3 characters
Leave this box blank if the statement takes values from the current database only.
If you wish to draw data from a subsidiary ledger, enter the relevant database
code. For example, you can show one line on the report for the current ledger,
and another for each of several subsidiary ledgers. If you want to summarise
these lines into one line, you would have an L-Line type line with a blank subsidiary
ledger code for the current ledger, followed by C-Continuation lines for each of
the subsidiary ledgers.
Conversion Module. The section Financial Analysis describes how ledgers in
different currencies are consolidated using multiple conversion rates. See also the
Revalue From Other Amount box described next.
Revalue From Other Amount

Y/blank
SunAccount interprets this box depending on whether the subsidiary ledger box
specifies that figures are from the current ledger, or from a subsidiary ledger.
See also:
& Actions
Column Headings
Statement Layouts

Table Columns
LA=Ledger Accounting→→Reports→
→Setup Menu→→TC=Table Columns
→Reports→
→TC=Table Columns
→Reports→
→TC=Table Columns
Table Columns 607

OVERVIEW
A table format combines a table row and column definition, to create a report.
The table row defines the content of each row of a report, whilst the table column
specifies the content of each column in a report. A column code can have up to 50
column numbers associated with it.
Balance File
or budget file used for this purpose.
The ledger file is used in preference to the balance file if selection codes or
column basis codes are entered which are not held on the balance file.
Calculations
The value shown in a column can be the result of a mathematical calculation
based on other columns.
7 ENTRIES
Column Content Code

Enter the code identifying a set of columns.
Column Number
1-50
The column number dictates the order in which columns are processed, but not
the order in which they are printed. When creating new column numbers, space
them at intervals, so that you can add new columns later.

Column Type
D/C/M/H
D-Data is used for columns that show amounts from a range of account or analysis
codes.
C-Continuation is used for columns following D-Data, where you wish to specify
further codes or ranges of codes to be incorporated into the previous column.
Thus, continuation columns are not normally printed.
If you are using a continuation column that is associated with a different ledger or
database from the D-Data column, you can ensure the integrity of your report by
specifying a single spread period in TF=Table Formats.
Please note that the continuation lines do not operate for spread figures, i.e. if the
Column Data box is set to SA-Period Spread, SF-Spread Forecast (actual for
year-to-date and budget for the rest of the year), and SR-Spread Reset.
M-Mathematics columns may be calculated, based on two previous columns.
However, you can print the column anywhere on the report using the Print Column
box. Complicated calculations may require interim mathematics columns.
Mathematics columns can be used for column totals.
H-Heading is used in association with the Column Basis box, RC-Row Code and
RD-Row Description.
Column Basis Code

2 characters
Use this box only on column types D-Data, C-Continuation and H-Heading, to
specify one of the following categories as the basis for transaction selection:
AC Account Code
RC Row Code (occupies one print column)
RD Row Description (may occupy three print columns).
RD-Row Description and RC-Row Code can be positioned horizontally anywhere
on the report.
Table Columns 609

A column content code can contain columns with any variety of column basis
codes, unless you have specified AC-Account Code. If TF=Table Formats uses
table columns based on account codes, then it must use table rows based on one or
more of the other categories, and vice versa.
If table formats uses table rows based on account codes, then this box can be left
blank if no further selection is required.
appropriate to the analysis codes identified for the report.
Column Basis Range From/To

Having selected a category, use these boxes to specify the range of account codes
or other category codes whose amounts are to be reported on this column. If only
one code is required, then put it in the From box. You can use masks by entering
‘*’ asterisks in the character positions to be ignored.
If the Report Corrections box in LD=Ledger Definition is set to Y-Yes, then
correction transactions are included in this column.
Selection 1-3 Code

2 characters
You can specify a category to be used as a basis for selection. Valid categories are:
AT Account Type
JS Journal Source
JT Journal Type
CR Credit Amounts
DR Debit Amounts
Please note that the balance file is used to generate report only when it is appropriate
to the selection codes identified for the report.

Selection Range From/To

Having selected a category, use these boxes to specify the range of category codes
whose amounts are to be reported in this column. If only one code is required,
then enter it in the From box.
Print Column
1-18/blank
Enter a number to specify the printing position of the current column. If this box
is blank, the column is not printed. There are 18 print positions, but if you use
more than eight, you may need to use compressed print. See the Wide Columns
box in TF=Table Formats.
Amount Format
D/I/T/M/blank
Select the format for figures in this column. This affects how they are printed
and how they are used in any subsequent columns where this column is specified.
If this box is left blank, amounts are formatted as integers, without any decimal
places.
The formats available are:
D-Decimals Decimal places as specified in DB=Database Definitions,
CV=Conversion Tables, or in the following box, Decimal
Places.
I or blank-Integers Whole currency units.
T-Thousandths Thousandths of currency units, no decimal places, or as
specified in Decimal Places below.
M-Millions Millionths of currency units, no decimal places, or as specified
in the following box, Decimal Places.
Decimal Places
0/1/2/3/blank
You can specify the number of decimal places shown in this column. Enter 0 for
no decimal places. Enter 1 for a single numeric after the decimal point. Enter 2
to have two decimal places shown, or 3 for three decimal places. Leave this blank
for the default set in DB=Database Definitions or CV=Conversion Tables to apply.
Table Columns 611

If this box is blank for a mathematics column, the number of decimal places will
be the highest of the source columns used in the mathematics calculation.
Bracket Negatives
Y/N/blank
If this box is Y-Yes, then negative amounts are shown in parentheses. If this box
is N-No negatives are shown with a ‘-’ minus sign. If this box is blank, then the
bracket negatives setting in TF=Table Formats will be used for this column.
Suppress Amount
B/C/D/E/blank
This box allows you to suppress the printing of values according to their debit/
credit marker. If a value falls within the entry specified it will not be printed or
included in any totals for this column. The following table shows the entries
available:
Entry Description
B Suppress if debit value or zero

C Suppress if credit value
D Suppress if debit value
E Suppress if credit value or zero
blank Do not suppress
Heading Lines 1-4

This text is printed as a column heading. It is not applicable when the column
basis is RD-Row Description.
Column Data
2 characters
The column codes specify the data you wish to appear in the column. Thus, they
are similar to the predefined column codes used by NL=Analysis Layouts and
SL=Statement Layouts. Valid codes are as follows:

Code Description
BA Balance as of this Period

BE Balance as of this Period Last Year
BH Balance as of Previous Period
BK Balance at end of Current Year
BP Balance at end of Previous Year
PA Movement this Period
PE Movement for this Period Last Year
PH Movement for Previous Period
SA Spread Period
SF Spread Forecast (Actual for year-to-date and Budget for the
rest of the year)
SR Reset Spread
YA Year-To-Date
YE Year-To-Date for Previous Year
YH Year-To-Date for Previous Year End
YK Year-To-Date for this Year End
SA-Spread Period shows the transactions for the Spread Start Period box in
FT=Financial Tables, and rolls forward a period so that the next SA-Spread Period
column includes the next period and so on. SR-Reset Spread resets the spread so
that the next SA-Spread Period column reverts to the Spread Start Period box in
FT=Financial Tables. SA-Spread Period could be used to produce individual
period totals for a series of three periods followed by a total for the quarter.
Actual/Budget
A-K/blank
Enter A-Actual if the data is to be taken from the actual ledger. Enter B-K and the
data will be taken from a budget ledger of the specified code. Leave this box
blank for the default of A-Actual.
Table Columns 613

Subsidiary Ledger
Leave this box blank and data will be taken from the current ledger. Otherwise,
enter a database code and figures will be taken from the specified ledger.
Other Amount
Y/1-6/blank
Enter Y-Yes if the column is to show the other amount. Leave this blank if the
column is to show a base amount. Enter 1-6 to revalue the base amount from the
other amount using the appropriate rate from CV=Conversion Tables.
Revalue From Other Amount

Y/blank
Enter Y-Yes if you want to recalculate the base amount from the other amount for
all multi-currency transactions. If this column contains data from a subsidiary
ledger, then the other amount (and conversion code) from that subsidiary ledger is
used to recalculate the base amount using the rate from CV=Conversion Tables in
the current ledger. This is also described in the section Statement Line Contents.
Column Number
2 characters
M-Mathematics columns only. Enter the column number (not the print column)
on which you wish to perform a calculation.
Row/Statistic
1 character
M-Mathematics columns only. Enter R-Row if the value to be used is to come
from every row of the report. Enter S-Statistic if the value is to come from the
previous statistic row. The default here is R-Row.
Operator
1 character
M-Mathematics columns only.
+ (add) the two columns are added together
- (minus) the second column is subtracted from the first
/ (divide) the first column is divided by the second
* (multiply) the two columns are multiplied
% (percent) the first column is expressed as a percentage of the second

T (total) all columns between and including the two specified are totalled
If this box is blank then ‘+’ add is assumed.
Column Number
2 characters
M-Mathematics columns only. Enter the second column number (not the print
column) on which you wish to perform a calculation. If either column number is
blank it is treated as zero.
Row/Statistic
1 character
M-Mathematics columns only. Enter R-Row if the value to be used is to come
from every row of the report. Enter S-Statistics if the value is to come from the
previous statistic row. The default here is R-Row.
Suppress Maths For Totals

Y/blank
If you are using a mathematical procedure for this column, but you want the totals
to be calculated by addition, enter Y-Yes. Leave this blank for the defined
mathematics to apply to the total, or if you are not using mathematics.
See also:
& Actions
Financial Tables
Table Formats
Table Rows
Table Columns 615

Table Formats

→Setup Menu→
→TF=Table Formats
→Reports→
→TF=Table Formats
→Reports→
→TF=Table Formats
OVERVIEW
This function is used to combine financial table reports composed of TR=Table

Rows and TC=Table Columns. See the section Reporting in SunAccount in the
SunAccount Appreciation Guide. To produce a financial table report, adhere to
the following stages:
• Use TR=Table Rows to specify the make-up of the rows on the report
• Use TC=Table Columns to specify the columns on the report
• Use TF=Table Formats to specify broader aspects of the report, for example
the level codes (these are explained later)
• Use FT=Financial Tables to print the report, making run time selections as
appropriate
Table Formats 617

Rows and Columns
A table format can combine any set of row instructions, created by TR=Table
Rows, and any set of column instructions, created by TC=Table Columns. It is
important that the combination of rows and columns is logical. If it is not, then
when you create the report using FT=Financial Tables, the error will be detected
and a message displayed. For example, you cannot use AC-Account Codes as the
row and column basis.
Level Codes
The level codes have two purposes:
• They allow you to specify that only transactions with these codes are to be
considered
• They control the sequence (order) of the report and, consequently, the stages at
which totals are shown. Each combination of level codes is printed on a separate
page.
Conversion Module
With the Conversion Module, a figure may be shown either in base amount or in
other amount according to the Other Amount box in TC=Table Columns.
Consolidation
A financial table can show data from more than one ledger by using the Subsidiary
Ledger box in TC=Table Columns. The section Multiple Ledgers in SunAccount
in the SunAccount Appreciation Guide covers the different methods of combining
data.

Financial tables can be used with the Fixed Asset Register.
Balance File
which financial tables are produced. The balance file is a summarised ledger or
budget file used for this purpose.
The ledger file is used in preference to the balance file under the following
circumstances:

• Level codes are entered which are not held on the balance file.
• If rough book is switched on and the Rough Transactions box is set to N-No.
The balance file does not differentiate between rough and hard postings, so
where rough transactions are excluded the balance file is not used.
7 ENTRIES
Table Code
This code identifies the particular table format.
Table Name Line 1 and 2

You can specify up to two lines for the table name. The first line must not be
entirely blank.
Row Content Code

This code identifies the TR=Table Rows that the format is to use.
Column Content Code

This code identifies the TC=Table Columns that the format is to use.
Data Access Group

Identify the data access group applicable to a table format record. This facility
enables you to prohibit/allow access to individual table formats. See the sections
Operator Permissions and Data Access Groups.
You can only enter a group that includes the operator group defined in your operator
definition. Leave this box blank if you do not want access to this table format
restricted to certain operator groups.
Table Formats 619

Printer Code
If you want to set a specific printer for this table format, enter its printer code. You
can define printer codes in PD=Printer Definitions. If you want to use the default
printer with this table format, leave this box blank.
once the format has been printed.
Levels and Category

2 characters each
The level codes are used to determine the sequencing of information, and the
totals to appear, on the report. At run time they are also used to limit the report to
particular occurrences of the categories. Each combination of level codes is printed
on a separate page.
Since the level codes are hierarchical (level 2 being shown within level 1), you
should use level 2 before using level 1. If you are using CV-Conversion Code,
this must be the highest level.
Your level codes can be any of the following:
Code Description

F0-F9 Asset Analysis Categories (Fixed Asset Register)
AC Account Code
appropriate to the level codes identified for the report.
Levels 1 and 2 Sub Category

1 character
You can select the subcategory code associated with a particular breakdown of the
above analysis category. Subcategories are explained in the section Analysis
Definitions.

Levels 1 and 2 Report Codes
Y/blank
If this box is Y-Yes then the associated level code is printed next to the code name.
Page Level
1/2/blank
If you want page breaks after each level 1 code, enter 1. If you want page breaks
after each level 2 code, enter 2. If you want the format to print without page
breaks between levels, leave this box blank.
Transfer Format
This box is used to specify the transfer format for exporting your report to other
software packages. See the section Statement Layouts for further information.
See also the section Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide. See also the Platform Manual for details of file naming
conventions.
Transfer Internal Columns

Y/blank
Enter Y-Yes if you want all columns defined in TC=Table Columns to be copied
to the transfer file. Leave this blank if you only want to transfer those columns
that are printed.
Held Journals
Y/blank
If this box is Y-Yes then the operator is informed in FT=Financial Tables if there
are journals on the held journal file.
Single Spread Period

Y/blank
If you are using a continuation column that is associated with a different ledger or
database than the data column, this box enables you to specify the use of a single
spread period and, in this way, to ensure the integrity of your report. Enter Y-Yes
if you want your report to cover a single period. Leave this blank if you want
separate spread periods for each ledger or database in your report.
Table Formats 621

Wide Columns
Y/blank
The number of columns that can be physically printed depends on the printer’s
character width, number of characters per inch, and whether standard or wide
columns are chosen. If, when you print the report, some amounts are replaced by
asterisks, it is because they are too large to fit into the regular columns. To
overcome this, enter Y-Yes in this box.
Printing with a normal column width of 12 characters, 11 columns occupy 132
characters. Printing with wide columns of 18 characters, ten columns occupy 180
characters. If fewer columns are used, then a proportionally smaller width is
used.
Bracket Negatives
Y/blank
If this box is Y-Yes then negative amounts are shown in parentheses. If you want
them to have a minus sign alongside, leave this box blank.
Row Zero Suppress

Y/blank
If this box is Y-Yes then rows on which all printed columns are zero, are not
printed.

Y/R/blank
transactions. Leave this box blank to select hard transactions only.
is not in use for this ledger.
See also:
& Actions
Table Columns
Table Rows

Table Headings
→Maintenance→
→TH=Table Headings
OVERVIEW
Table depreciation is one of the depreciation methods available in AR=Asset Records.

For each table defined in DT=Depreciation Tables, you can create up to six lines
of description.
The section Managing Your Fixed Assets in the SunAccount Appreciation Guide
takes you through the different methods of depreciating assets.
Table Headings 623

7 ENTRIES
Table Code
Enter the table code created in DT=Depreciation Tables.
Description Line 1-6

Enter up to 180 characters of descriptive text.
See also:
& Actions
Depreciation Tables

Table Rows
LA=Ledger Accounting → Reports → Setup Menu → TR=Table Rows

AR=Fixed Asset Register → Reports → Setup Menu → TR=Table Rows
CO=Corporate Allocations → Reports → Setup Menu → TR=Table Rows
OVERVIEW
TR=Table Rows specifies the vertical format for an FT=Financial Tables report.
TC=Table Columns allows you to define the content of each column on the report.
A table row and column are combined in TF=Table Formats to create the final
report.
Table Rows 625

Balance File
which financial tables are produced. The balance file is a summarised ledger or
budget file used for this purpose.
The ledger file is used in preference to the balance file under the following
circumstances:
• Selection codes are entered that are not held on the balance file.
7 ENTRIES
Row Content Code

Enter the code identifying the set of rows.
Row Line Number

maximum 99999
Identify the line number of the report. When creating new line numbers, space
them at intervals, say every 50 or 100, so that you will later be able to add new
lines between existing lines. Position new line numbers halfway between the two
existing lines, thus leaving space for additions. Although you can use numbers in
the range 0-99999, a maximum of 500 rows can be created for a report.
Row Type
H/P/R/C/S/T1-T7
H-Heading is used for headings, comments, and blank lines.
P-Page is like H-Heading, except there is a page break before printing the heading.
R-Row is used for lines in which amounts are to be shown.
C-Continuation is used for lines following an R-Row, where you wish to specify
further codes, or ranges of codes, to be incorporated into the previous R-Row.
Continuation lines are not printed separately on the report. The normal sign and
details of the previous R-Row are applied to C-Continuation lines.

S-Statistic could be used to include, for example, the number of staff on a report.
Other rows in another column could then express overheads divided by this number.
Statistic figures must be defined before the rows that use them. They are excluded
from totals and they ignore column mathematics involving statistics specified by
TC=Table Columns. S-Statistic type rows cannot be used in conjunction with
C-Continuation rows.
T1-T7-Totals are total lines. You have seven totals (T1-T7) into which the amounts
for line types, R-Row and C-Continuation are accumulated automatically. These
totals work in the same way as FS=Financial Statements. See the section Statement
Line Contents for a full explanation.
Row Name
On row types R-Row and T1-T7-Totals, you can define a name to be printed on
the row in the position defined by the column basis RD-Row Description in
TC=Table Columns.
Row Basis
Use this box on row types R-Row, C-Continuation and S-Statistic only, to specify
one of the following categories as a basis for transaction selection.
Code Description

AC Account Code
A row content code should not mix AC-Account Code with any other category.
Other categories may be mixed. If TF=Table Formats uses a table row based on
account codes, then its table column must be based on one or more of the other
categories, and vice versa.
Table Rows 627

Row Basis Range From/To
Having selected a category, use these boxes to specify the range of account codes
or other category codes, whose amounts are to be reported on this row. If only one
code is required, then enter it in the From box. Enter spaces to default to ALL,
and if you enter a ‘-’ hyphen, this sets the From box to spaces. You can use masks
by entering ‘*’ asterisks in the character positions to be ignored. If the Report
Corrections box in LD=Ledger Definition is Y-Yes, then correction transactions
are included in this line.
Selection 1-3 Code

2 characters
You can specify a category which will be used as a basis for selection. Valid
categories are:
Code Description

JN Journal Number
LR Payment/Allocation Reference
TC Tax Code
AT Account Type
JS Journal Source
JT Journal Type
CR Credit Amounts
DR Debit Amounts
appropriate to the selections identified for the report.

Range From/To
Having selected a category, use these boxes to specify the range of category codes
whose amounts are to be included in this column. If only one code is required,
then enter it in the From box.
Break Out Details

Y/blank
If this box is Y-Yes and the row type is R-Row, then instead of printing a single
line containing values for all the codes in the row basis range, a separate row is
printed for each code in the range, with the code name in place of the row name.
These lines form an extra level of subtotal.
Normal Sign
D/C
Use this box on row types R-Row, S-Statistic and T1-T7-Totals. If the normal
sign is given as C-Credit, then a debit value line is printed in parentheses, or with
a minus sign. See the subsection Bracket Negatives in the section Table Formats.
Amount Reverse
Y/blank
This is normally left blank. If this box is Y-Yes then, on line types R-Row or
C-Continuation, the debit/credit sign of the amount on the line is reversed before
being printed and totalled.
Amount reverse might be used to exclude a code from a range of codes. A
continuation line would be created for the code with Y-Yes in the Amount Reverse
box which would reverse out the amount from the original range of codes.
Column Change
B/P/Y/blank
This box is used to change the value for this row in a certain type of column. For
example, in a balance sheet report, you can show a year-to-date profit figure, in
the midst of balances.
Column Change works like the same option in SL=Statement Layouts. It converts
a period or year-to-date column to a balance, and vice versa.
Where this box is left blank, the column remains unchanged.
Table Rows 629

B-Balance shows balance amounts in columns originally designated as year-to-
date, or period. For example, PA-Period Actuals or YA-Year-To-Date Actuals are
converted to BA-Balance Actuals.
Enter P-Period to convert balance amounts to period amounts.
Y-Year shows year-to-date amounts in columns originally designated as balances.
This excludes amounts from before the start of the year. For example, BA-Balance
Actual is converted to YA-Year-To-Date Actual.
Suppress Row
Y/blank
If this box is Y-Yes, then the current row is not printed but it is included in totals.
If a total row is suppressed, then the total, and those above it, are set to zero.
Report Code
Y/blank
On row type R-Row, if this box is Y-Yes then the relevant code is printed in the
column RC-Row Code. If a range of codes is used, the From code is printed in
the table column with column basis RC-Row Code. If break out details is Y-Yes
then the code is shown against each row in the range.
Underscore
S/D/N/blank
On row types H-Heading or P-Page Heading, enter S-Single for single underlining
or D-Double for double underlining. On row type T-Total, enter N-No to suppress
underlining before the total. On a T1 total, underlining is suppressed both before
and after. Leave this blank to print underscores on row totals.
F Note: If a table Column Type H-Heading exists with a Column Basis set to
RD-Row Description, any underscores are overridden by the contents of the
Row Name box specified in TR=Table Rows.
Row Offset
1-18/blank
If you are producing reports such as balance sheets, you can improve the look of
your report by specifying the number of columns to the right of the default that
this row is offset when it is printed. Enter a value between 1 and 18.
If you do not want a row to be offset, leave this box blank.
See also:
& Financial Tables
Table Columns
Table Formats

Tax Details
LA=Ledger Accounting → Maintenance → Setup Menu → TD=Tax Details

AR=Asset Register → Maintenance → Setup Menu → TD=Tax Details
OVERVIEW
The Tax Details function is available only if a tax analysis category is identified in
LD=Ledger Definition. The tax analysis category allows you to nominate an
analysis category to be used to record a tax code on a transaction. See the section
Ledger Definition.
Any number of tax codes can be identified in NC=Analysis Codes.
Tax details allows you to perform tax calculations and append vital tax information
to the analysis code. This includes:
• A four line description.
• The tax rate can be used to generate the tax portion of a transaction in
JE=Journal Entry.
Tax Details 631

• The tax rate can also be applied to settlement discount calculations. The tax
portion of a settlement discount amount is identified and written to the
appropriate tax accounts.
Tax on settlement discount can be generated automatically by:
• GP=Generate Payments
• GD=Generate Debits
• TM=Transaction Matching
• JE=Journal Entry, online allocation function
Tax details allows for the situation where the generated tax amount is spread over
two accounts. This is a requirement in a number of countries, where only a
portion of the tax is deductible.
• Tax details can also calculate stoppage or withholding tax, so that a portion, or
indeed all, of the tax amount can be identified and transferred to a separate
account.
These two options are currently only available in JE=Journal Entry.
7 ENTRIES
Analysis Code
Enter the analysis code associated with the tax details. The description associated
with the code is displayed.
Description Line 1-4

4 lines, maximum 30 characters
Up to 120 characters of description relating to a tax rate can be added.
Tax Rate
maximum 99.99999/blank
This is the percentage rate which is used to generate the tax amount in JE=Journal
Entry, and in calculating the tax portion of settlement discount. Enter a percentage
tax rate in the range 0 to 99.99999.
Enter the true percentage, because in JD=Journal Definitions, you determine
whether the tax calculation will be based on the gross or net of tax amount. See
the section Journal Definitions.

Input Tax Account Code 1
Enter the account to which the tax portion of a transaction created in JE=Journal
Entry is to be written. The use of the input/output account is determined by the
setting in the JD=Journal Definitions box, Input/Output Tax Account Codes. If
this box is set to I-Input, then the input tax accounts are used for that journal type.
If this box is set to O-Output, then the output tax accounts are used for that journal
type. See the section Journal Definitions.
The tax portion of a generated settlement discount amount on C-Creditor accounts,
and on purchase (credit) transactions on a T-Client account is also written to the
Input Tax Account Code 1.
Input Tax Account Code 1 %

99.99/blank
This box is required only if you wish to split the tax portion of a transaction
entered in JE=Journal Entry, between two accounts. There is a requirement in a
number of countries, whereby a portion of the tax is not deductible and is therefore
accounted for separately.
This box allows you to identify the percentage of the tax amount which will be
written to the account identified in the Input Tax Account Code 1.
This facility does not apply to tax transactions generated in GP=Generate Payments,
GD=Generate Debits, TM=Transaction Matching or online allocation in JE=Journal
Entry.
Input Tax Account Code 2

This box allows you to enter the account to which the remaining tax is to be
posted, if a percentage has been entered above. Enter ********** to post back to
the base account.
Output Tax Account Code 1

Enter the account to which the tax portion of a transaction created in JE=Journal
Entry is to be written. The use of the input/output account is determined by the
setting in the JD=Journal Definitions box, Input/Output Tax Account Codes. If
this box is set to I-Input, then the input tax accounts are used for that journal type.
If this box is set to O-Output, then the output tax accounts are used for that
journal type. See the section Journal Definitions.
The tax portion of a generated settlement discount amount on D-Debtor accounts,
and on sales (debit) transactions on a T-Client account is also written to the Output
Tax Account Code 1.
Tax Details 633

Output Tax Account Code 1 %
99.99/blank
This box is required only if you wish to split the tax portion of a transaction
entered in JE=Journal Entry between two accounts.
This box allows you to identify the percentage of the tax amount which will be
written to the account identified in the Output Tax Account Code 1.
This facility does not apply to tax transactions generated in GP=Generate Payments,
GD=Generate Debits, TM=Transaction Matching or online allocation.
Output Tax Account Code 2

This box allows you to enter the account to which the remaining tax is to be
posted, if a percentage has been entered above. Enter ********** to post back to
the base account.
Stoppage Rate
99.99999/blank
This box allows you to identify a percentage of tax, royalties or other deductions
which is written to the input or output stoppage account. Two additional transaction
lines are generated; one which posts the amount to the input or output stoppage
account, and a contra of this amount which is posted to the account on which the
tax is generated, i.e. the account associated with the transaction line where the tax
analysis code is entered.
This facility is required for countries where withholding tax applies. For example,
tax can be applied to a purchase invoice, but is withheld and paid directly to the
Government by the company paying the invoice.
Input Stoppage Account Code

This box is valid only if there is an entry in the previous box. This is the account
to which the stoppage amount is posted. The use of the input/output account is
determined by the setting in the JD=Journal Definitions box, Input/Output. If
this box is set to I-Input, then the input accounts are used for that journal type. If
this box is set to O-Output, then the output accounts are used for that journal type.
See the section Journal Definitions.

Output Stoppage Account Code
This box is valid only if there is an entry in the Stoppage Rate box. This is the
account to which the stoppage amount is posted. The use of the input/output
account is determined by the setting in the JD=Journal Definitions box, Input/
Output. If this box is set to I-Input, then the input accounts are used for that
journal type. If this box is set to O-Output, then the output accounts are used for
that journal type. See the section Journal Definitions.
See also:
& Actions
Analysis Codes
Generate Debits
Generate Payments
Journal Entry
Online Allocation
Journal Definitions
Ledger Definition
Tax Details 635

Tax Listing Layouts
→Procedures→
→XL=Tax Listing Layouts
OVERVIEW
This function allows you to define your tax listing reports. Having specified the
selection criteria on this screen, you then use PT=Print Tax Listing or PN=Print
Account Tax Listing to produce the report.
The tax listing functions allow you to produce tax registers, and the annual client/
supplier listings required by Spanish and Belgian tax authorities.
You must define the report layout in RD=Report Definition and identify the tax
analysis category in LD=Ledger Definition. You may also need to create appropriate
SN=Sequence Number Definitions and TD=Tax Details.
Tax Listing Layouts 637

7 ENTRIES
Layout Code
This code identifies this tax listing.
Layout Name
Enter the name of the layout. This helps you identify the correct layout when you
enter the layout code in PT=Print Tax Listing or PN=Print Account Tax Listing.
Gross Account Codes 1-5 From/To

These boxes allow you to specify which accounts are to be used for the gross
values in your report.
Gross Account Types:

Y/blank
Enter Y-Yes beside the account types you wish to include. Leave this blank for
those account types you want to exclude.
Selection Code
maximum 5 codes, 2 characters each
The following table shows the selection codes available for the tax listing report:
Code Description
A0-A9 Account Analysis Code

T0-T9 Transaction Analysis Code
DC Debit or Credit
JS Journal Source
JT Journal Type

Include Archive
Y/blank
Enter Y-Yes if you want to include archived transactions in your tax listing. Leave
this blank to exclude archived data.
Cash/Invoice
C/I
Enter C-Cash to include only allocated transaction references for gross accounts.
Enter I-Invoice to include all transaction references, allocated and unallocated,
within the range of gross accounts. Transactions with C-Correction allocation
markers are always excluded.
Date/Period Selection
2 characters
Enter the date/period you want to use to define the time period of each copy of this
report. The following codes are valid in this box:
Code Description
EP Entry Period
LP Allocation Period
ED Entry Date
TD Transaction Date
LD Allocation Date
DD Due Date
Date/Period Sequence
2 characters
This box allows you to define the sequence for the tax listing report. The codes
listed previously are valid in this box. You can select by one code and sequence by
another.
If this is left blank, the selections in the Date/Period Selection box are used.

Enter the sequence number code, as defined in SN=Sequence Number Definitions,
by which transactions will be selected for this report. You can use masking in this
box to specify a range of sequence number codes.
Tax Listing Layouts 639

Enter ‘*****’ to select all sequence number codes.
Leave this blank to include only transactions with no sequence number code.
Format Code
The format of your report must be designed in RD=Report Definition. The format
should be created as a document type T-Tax Report or PN=Print Account Tax
Listing. Enter the format code in this box.
Tax Account Codes From/To

4 codes, maximum 10 characters
Specify the ranges of account codes used for tax.
Net Account Codes From/To

4 codes, maximum 10 characters
Enter the ranges of net account codes.
See also:
& Actions
Print Tax Listing
Tax Details

Terminal Definitions
→Setup Menu→
→Maintenance→
SS=SunSystems→ →TD=Terminal Definitions
OVERVIEW
If you are using a character user interface version of SunSystems, the terminal
definitions option allows you to define screen specifications. It is particularly
beneficial on multi-user systems, where a number of terminal models may be in
use.
For colour monitors, you can specify different colour combinations depending on
operators’ preferences.
In OD=Operator Definitions you can specify a terminal definition for each operator,
so that as soon as the operator logs in to SunSystems, the system picks up the
appropriate terminal definition.
You can specify whether the terminal has a graphical interface, so that windows
terminals can be mixed with character terminals.
Terminal Definitions 641

Default Terminal
By using a terminal code of blank, you can specify the settings for a default
terminal. This terminal code is automatically invoked at the log in stage, and is
used unless a different terminal code is specified in OD=Operator Definitions.
Changing Terminals
If you want to change from one terminal definition to another while you are using
SunSystems, use CT=Change Terminal.
7 ENTRIES
Terminal Code
Enter a code to identify the terminal. To amend the default terminal code, press
ENTER.
Terminal Description
Enter a description to identify the terminal. This normally identifies the type of
terminal being defined.
Lines
24/25
Enter the number of lines on the monitor. This must be either 24 or 25. If the
terminal definition is to be used in conjunction with the action bar style screens,
this should be 25.
Columns
80/132
Depending on the terminal model, enter 80 for an 80 column screen, or 132 for a
132 column screen.
Colour Terminal
Y/N
If you have a colour terminal and wish to use the colour options, enter Y-Yes.
Otherwise, enter N-No.
If you select Y-Yes, you are prompted with the attribute options shown below.

Template Attribute
0-7 & Y/N
Foreground. Enter a number in the range 0-7 to select the colour you wish to use
as the foreground colour of your terminal. The template attribute is the predominant
text colour displayed on your screen.
The colour palette is displayed on the right side of the screen. As you select a
colour number, the screen display changes to reflect your choice.
Background. Choose a colour for the background of your terminal. This is the
predominant colour on your terminal.
Hi-Intensity. Enter Y-Yes if you wish to intensify the foreground display.
Accept Attribute
0-7 & Y/N
The colours of entry/accept text and boxes on the screen are set up in the same
way as described for template attribute.
Display Attribute
0-7 & Y/N
The colours of display text and boxes on the screen are set up in the same way as
described for template attribute.
Message Attribute
0-7 & Y/N
The message text and box colours are set up in the same way as described for
template attribute.
Window Attribute
0-7 & Y/N
The window box and text colours are set up in the same way as described for
template attribute.
See also:
& Actions
Change Terminal
Terminal Definitions 643

LA=Ledger Accounting → Procedures → TM=Transaction Matching
OVERVIEW
Transaction matching is similar to AA=Account Allocation and the online allocation

function in JE=Journal Entry. It allows you to allocate or match transactions to
each other. However, TM=Transaction Matching goes a step further, in that it
enables you to automate the allocation/matching process.
An account type and range of account codes are entered, and depending on other
criteria specified, matching debit and credit transactions are selected and the
allocation posted. During the matching process, settlement discount, tax on
settlement discount, and currency exchange gain and loss transactions, can be
generated.
F Note: You cannot match purely on amount - you must enter some sort of
selection/matching criterion.
Transaction Matching 645

See the section Managing Your Debtors/Receivables in the SunAccount
Appreciation Guide.
Transaction matching offers the following facilities:
• Conversion Module. You can match transactions by base or other amount.
Transactions matched in other amount can have generated gains/losses posted
to the specified accounts.
• Within the account type and account range specifications, selection criteria
can be defined to further refine the selection.
• Three match criteria can be defined. Transactions must fulfil all criteria before
they are matched. Zero values can also be matched.
• A cut-off period can be defined, beyond which transactions are not selected.
• You can choose to post allocations, or simply to report on selected transactions.
• Transactions allocated during TM=Transaction Matching are assigned account
specific allocation references.
• Transaction matching generates settlement discounts in accordance with the
settlement terms for an account. It also allows the opportunity to introduce a
tolerance, where you wish to ignore discrepancies.
• If you are generating settlement discount, you can also identify the tax portion
of that settlement discount, and post it to the input and output tax accounts
specified on TD=Tax Details.
• The tax analysis category set in LD=Ledger Definition must be one of your
match criteria. For each set of Match Criteria, the following transactions are
generated: the discount value is posted to the supplier/customer account and
the output or input discount accounts and the tax portion is posted to the input
and output tax accounts specified in TD=Tax Details.
• The entries on the TM=Transaction Matching screen are held for the next
transaction matching run.
transactions are posted during TM=Transaction Matching even if budgets
are exceeded. Use TQ=Commitment Inquiry to check on overexpenditure.

pencil entries. In other words, you can record transactions and subsequently amend

them. Until they are hard posted, they can be amended. Hard posting can be
described as the point when transactions are committed to the ledger, thus
Post. You can also use DB=Day Book Listing, PT=Print Tax Listing, or the function
RP=Post Rough Book, to hard post a batch of journals.
TM=Transaction Matching. See the section Ledger Definition.
on in the LD=Ledger Definition box, Balance by Reference. See the section Ledger
Definition.
7 ENTRIES
Base/Other Amount Matching

B/O
Conversion Module. If you wish to match transactions where the base amounts
match each other, enter B-Base. Consequently, when matching selected
transactions, the base amounts must be equal before an allocation is made.

When O-Other Amount is chosen, transaction matching looks to the other amount
when matching values. When O-Other Amount matching is chosen, a currency
gain or loss may be generated and posted to the realised account codes identified
in CN=Conversion Definitions, or the override accounts set on CV=Conversion
Tables, and DC=Daily Conversion Tables.
It is important to remember that when other amount matching is chosen, you must
use the conversion code as one of the match criteria. You are forced to enter CV-
Conversion Code as the third match criteria if it has not already been entered.
This ensures that only transactions of the same currency are allocated to each
other. See the subsection Match Criteria below.
The default is B-Base Amount.
Account Type
D/C/T/P/B/M
Select the account type of the account(s) for which you wish to run the match
procedure. Only one account type can be chosen per run. Choose one of the
following: D-Debtor, C-Creditor, T-Client, P-Profit & Loss, M-Memo, or B-Balance
Sheet. The default is D-Debtor. If you choose T-Client accounts and you are
posting discounts, the system will always assure that the larger value is an invoice
and the smaller value a payment. Discount percentages and tolerances will be
applied to try and match transactions. For D-Debtor accounts no match is made if
a credit value is larger than a debit value for C-Creditor accounts no match is
made if a debit value is larger than a credit value.

Within the account type selected in the previous box, choose an account code
range. Transactions in the account code range, matching the selection and match
criteria, are considered for matching and allocation. You can use the QUERY facility.
C-Closed and S-Suspended account codes are excluded from TM=Transaction
Matching.
The default is ALL accounts.
Selection 1-3 From/To

2 characters
This option allows you to identify up to three selection criteria which transactions
must meet, before they are picked for matching. You must choose at least one
selection criterion. Transactions must meet each of the chosen selections. The
selection options are:

Code Description

CV Conversion Code
When you enter one of these options, you are prompted to enter a range of codes
within this category.
The default is to select ALL.
Match Criteria 1-3

2 characters
In the previous options, you selected transactions eligible for matching. In this
option you define the basis, other than matching debit and credit amounts, which
determines whether transactions are matched to each other. You must choose at
least one match criterion.
The codes identified in the three boxes determine the basis on which transactions
are matched. The options available are:
Code Description

CV Conversion Code
For example, if T1, T2 and CV-Conversion Code were selected then, in order to
match, a debit and credit transaction would have to have the same T1 analysis
code, T2 analysis code and the same conversion code.
If you have chosen to match by other amount, you are forced to enter
CV-Conversion Code as a match criterion. If you are generating settlement
discount, you can write the tax portion to identified accounts. The tax analysis
category set in LD=Ledger Definition must be one of your match criteria.

Cut-off Period
ppp/yyyy
A cut-off period can be identified beyond which, transactions are not considered
for matching. The default is to select the current period as the cut-off period.
Report Unmatched Transactions

Y/N/D/C
This option enables you to determine the reporting detail you require for transactions
that have been selected, but remain unmatched, after a transaction matching run.
The report content is determined by selecting one of the following:
Entry Description
Y Reports Unmatched Debits and Credits

N No report is required
C Report Unmatched Credits only
D Report Unmatched Debits only
The default is Y-Report both unmatched debits and credits.
Report Matched Transactions

Y/N
This option refers to matched transactions. You can choose to report on matched
transactions by entering Y-Yes.
If you do not wish to report on matched transactions, enter N-No.
The default is Y-Yes.
Post Transactions
Y/N/R
Enter Y-Yes to post the allocations and any resulting transactions. Enter N-No to
report on selected allocations, without posting them.
The default is N-No.
in this box to post transactions to the rough book.

Input Discount Account Code
Transaction matching can generate settlement discount on D-Debtor, C-Creditor
and T-Client accounts. It only attempts to generate discount when the debit and
credit totals differ by an amount equal to the discount allowed as per the CA=Chart
of Accounts settlement terms, i.e. the settlement amount and due date. The Discount
Tolerance box described later, allows for a discrepancy margin between expected
and actual settlement amounts.
If you wish to generate settlement discount, enter the account to which settlement
discount generated on D-Debtor accounts, or generated on sales transactions on a
T-Client account, will be posted.
The input and output discount code boxes are not offered if you have previously
chosen an account type of P-Profit & Loss, M-Memo, or B-Balance Sheet, as
settlement discount is not appropriate to these account types.
Output Discount Account Code

Transaction matching can generate settlement discount on D-Debtor, C-Creditor
and T-Client accounts. It only attempts to generate discount when the debit and
credit totals differ by an amount equal to the discount allowed as per the CA=Chart
of Accounts settlement terms, i.e. the settlement amount and due date.
The Discount Tolerance box, described later, allows for a discrepancy margin
between expected and actual settlement amounts.
This box allows you to define the account to which settlement discount generated
on C-Creditor accounts, or generated on purchase transactions on a T-Client account,
will be posted.
The input and output discount code boxes are not offered if you have previously
chosen an account type of P-Profit & Loss, M-Memo, or B-Balance Sheet, as
settlement discount is not appropriate to these account types.
Discount Tolerance
maximum 99999/%
You have the facility to enter a discount tolerance amount, or percentage. If no
tolerance is allowed, then generated discounts must match the settlement terms on
CA=Chart of Accounts exactly, before allocation proceeds. This could lead to an
allocation being rejected because of a trivial discrepancy between the actual and
specified settlement discount.
To overcome this, you can enter an amount or percentage tolerance. When an
unbalanced allocation is encountered, the system first checks the payment terms

for the account in CA=Chart of Accounts, to ensure that the amounts fall within
the payment terms. It then checks the settlement terms specified on the CA=Chart
of Accounts record. If the net of settlement discount amount does not match the
receipt, then the Discount Tolerance box is examined. The actual receipt is added
to the expected discount amount and compared to the invoice amount. If the
difference between the two falls within the discount tolerance, then the discrepancy
is deemed to be settlement discount.
The Discount Tolerance box is not offered if you have previously chosen an
account type of P-Profit & Loss, M-Memo, or B-Balance Sheet, or have not
entered a discount account code, as settlement discount is not appropriate in these
circumstances.
Realised Difference Account (Net)

Conversion Module. These boxes are prompted for only if you have selected
other amount matching in the first box on this screen, and you are posting rather
than reporting transactions. When transactions are based on other amounts, the
system will ensure that the base amounts balance. Consequently, gains/losses may
be generated. Gains and losses are posted to this account if the Revaluation Method
box in LD=Ledger Definition is set to blank.
Realised Difference Account (Gains)

other amount matching in the first box on this screen, and you are posting rather
than reporting transactions. When transactions are matched based on other amounts,
the system will ensure that the base amounts balance. Consequently, gains/losses
may be generated. Gains are posted to this account if the Revaluation Method box
is set to S-Separate in the LD=Ledger Definition.
Realised Difference Account (Losses)

other amount matching in the first box on this screen. When transactions are
matched based on other amounts, the system will ensure that the base amounts
balance. Consequently, gains/losses may be generated. The Realised Difference
Account (Losses) is the account to which the currency gain values are posted. Net
values are posted if the Revaluation Method box in the LD=Ledger Definition is
left blank. Losses are posted to this account if the Revaluation Method box in
LD=Ledger Definition is set to S-Separate.

Posting Period
ppp/yyyy
Enter the period to which transactions generated during TM=Transaction Matching
are to be posted. Enter ENTER to select the current period.
F Note: If you are not posting, then the Posting Period box is not prompted.
See also:
& Actions
Account Allocation
Chart of Accounts
Ledger Definition
Tax Details

Transfer Layouts
→Setup Menu→
→Procedures→
LA=Ledger Accounting→ →TL=Transfer Layouts
OVERVIEW
DT=Debtor Transfer and CT=Creditor Transfer produce information about debtor,

creditor, and client accounts which can be exported and used by software packages
such as word processors, spreadsheets and databases. For example, you can export
data to use in letters, name and address labels or lists, mailshot letters, and so on.
You can use the data to establish a database of debtor/creditor information. To
transfer the creditor or debtor data follow these steps:
• Use TL=Transfer Layouts to identify the items of information required and
the format for the data. The format specifies, for example, that these items are
separated by commas. Each transfer layout is identified by a transfer layout
code.
• Use CT=Creditor Transfer or DT=Debtor Transfer. Select a transfer layout
code, which determines the items of information and format. Use the other
boxes on the screen to specify how an account qualifies for transfer.
Transfer Layouts 655

• Select Transfer to extract the data and write it to the specified transfer file.
The transfer file comprises one line or record for each account transferred.
The section Transferring Data To and From SunAccount in the SunAccount
Appreciation Guide covers the different methods of transferring data.
F Note: This function is not connected to the transfer layout in XD=Export

Definitions.
7 ENTRIES
Transfer Layout
Enter a code to identify the transfer layout.
Layout Name
Give the transfer layout a descriptive name.
Transfer Format
The transfer format code identifies the format of the transfer file. Valid codes are
BDF, CDF, and CDFQ; select one which is suited to the target software package.
See the subsection Transfer in the section Actions for details of the formats.
Selection Code 1-5

A0-A9
You can select the accounts included in the transfer by A-Codes. Enter the account
analysis categories you wish to be used as a selection range in debtor/creditor
transfer.
Item Name 1-20

20 items, 5 characters each
The data in the transfer file. You must be careful to sequence them correctly. You
can leave boxes blank to ensure that the data matches the requirements of the
target software package.
You can use the following items of data:

Chart of Accounts Records
Item Name Description
CACDE Account Code
CANME Account Name
CATYP Account Type
CAB/O Balance Forward/Open Item
CASUS Account Status (Also called Account Suspend)
CAAN0 Account Analysis Code 0
CACOM Comment
CAADD Address Code
CAPRT Priority
CACRL Credit Limit
CAPYD Payment Terms Days
CAPYT Payment Terms Method
CADSD Discount Days
CADSP Discount Percent
CALTR Latest Transaction (Entry Date to Ledger)
CATRP Transactions Present (On Ledger Account)
CABAL Account Balance (Used by SunBusiness)
CAORB Account On Order Balance (Used by SunBusiness)
CALKP Lookup Code
CAUSR User Data Area (Not in use).

Names & Addresses Records
ADLN1 Name and Address Line 1
ADTEL Telephone
ADCON Contact
ADUSR User Data Area (Not in use)
ADLKP Lookup Code.
Address Analysis Records

ADACC Account Code (Used by SunBusiness)
ADAN1 Address Analysis Code 1 (Used by SunBusiness)
ADLTR Latest Transaction (Entry Date to SunBusiness)
ADTRP Transactions Present (On SunBusiness)
ADANL Analysis Control Marker (Used by SunBusiness).
Account Balance
LDBAL Ledger Account Balance
LDOVB Ledger Account Overdue Balance (Note 1, Note 2).

Note 1: The ledger overdue balance is useful when preparing debtor letters.
It contains the balance of outstanding transactions on the account which
are older than the value in the Age Outstanding (Days) From box, in
DT=Debtor Transfer. Thus, it identifies the part of the account balance
which the letter is claiming is overdue. Remember that the age of a
transaction is taken from its due date.
Note 2: If the Age Outstanding (Days) From box is left blank, the ledger
overdue balance is the same as the ledger account balance.
See also:
& Actions
Creditor Transfer
Debtor Transfer

Trial Balance
LA=Ledger Accounting → Reports → TB=Trial Balance
OVERVIEW
A trial balance should be printed at the end of each period. It is a fundamental

audit report. You can use TB=Trial Balance to produce a standard trial balance
report. You can choose to report on a range of accounting periods, or entry dates.
The trial balance report shows by account, the opening balance, the debit, the
credit, the net movement, and the closing balance for the selected periods or
dates.
You can also design your own layout using one of the financial reporting functions.
If the previous year’s net profit and loss is not equal to zero, the balancing figure is
printed immediately prior to the report totals. See the section Period Cleardown
You can produce subtotals, based on the setting of the A/C Subtotal Characters
box in LD=Ledger Definition. See the section Ledger Definition.
See also the section Audit Trail in the SunAccount Appreciation Guide.
Trial Balance 661

Conversion Module
The trial balance reports in base amount only, regardless of whether the conversion
module is in use. However, a trial balance report showing other amounts can be
produced using financial reports. The other amount is shown if the Other Amount
box for selected columns is set to Y-Yes in NL=Analysis Layouts, SL=Statement
Layouts or TC=Table Columns. To report on balances as shown by the trial
balance, use the column code BA-Balance Actual on account types B-Balance
Sheet, D-Debtor, C-Creditor and T-Client. In FS=Financial Statements and
FT=Financial Tables, use the column change facility in LC=Statement Line
Contents and TR=Table Rows to change to codeYA-Year-to-Date Actual on account
type P-Profit & Loss. You can also use the column codes PM-Period Debit and
PN-Period Credit.
Balance File
which a trial balance is produced. You can use a balance file to summarise ledger
or budget files. See the sections Balance File Rebuild and Balance File Update
In TB=Trial Balance the balance file is used only when it is appropriate to the
selections made when you produce a trial balance. The balance file is used in
preference to the ledger file when the following conditions are met:
• A balance file has been created for the current ledger/budget file. See the
section File Creation for information on creating files.
• The Select By box in TB=Trial Balance is set to A-Accounting Period. As the
balance file does not contain dates, it cannot be used if you select by D-Entry
Date. A hidden option, L-Ledger File, allows selection by accounting period
and forces the report to be generated from the ledger file.
• The Include Rough Transactions box in TB=Trial Balance is set to Y-Yes. As
the balance file does not differentiate between rough and hard postings, you
can use the balance file only when rough transactions are included in the report.
balance file when you choose to Print Report or Store on Disk.

7 ENTRIES
Select By Accounting Period/Entry Date

A/D/L
Enter A-Accounting Periods, D-Entry Date, or L-Ledger File, to determine which
transactions are totalled for the various report columns (debits, credits and balances).
The default for this box is A-Accounting Periods, and you can then select a range
of accounting periods.
If you set this box to D-Entry Date, you can select a range of entry dates.
If a balance file has been created for this ledger, it is used when A-Accounting
Period is selected. L-Ledger File is a hidden option which allows you to generate
your report from the ledger file, while selecting by accounting period. See the
subsection Balance File earlier in this section for more information on using the
balance file with TB=Trial Balance.

format ppp/yyyy
If you have chosen to select by A-Accounting Period and you only want transactions
whose accounting period is the current period, leave this box blank. Otherwise,
enter the accounting period or range of accounting periods whose transactions
you want to include.
Entry Date From/To

date format
If you have chosen to select by D-Entry Date and you require transactions whose
entry date is today’s date, leave this box blank. Otherwise, enter a date or range
of dates.
Summarise Debtor/Creditor/Client Balances

Y/N
If this box is set to Y-Yes, the balances on the accounts (D-Debtor, C-Creditor, or
T-Client) are totalled and printed as a one line summary.
If debtor, creditor, or client accounts are present in different ranges in the chart of
accounts, with other account types located between the ranges, one summary is
printed for each range.
Trial Balance 663

Y/R/blank
1 or 2. Enter Y-Yes to select all transactions. Enter R-Rough to select rough
transactions only. Leave this box blank to select hard transactions only.
F Note: The balance file is not used to generate a report when rough
transactions are excluded. See the subsection Balance File earlier in this
section.
See also:
& Actions
Balance File Update
Financial Tables
Ledger Definition
Statement Layouts
Table Rows

View Stored Report
SS=SunSystems → Inquiry → VR=View Stored Report

LA=Ledger Accounting → Inquiry → VR=View Stored Report
AR=Fixed Asset Register → Inquiry → VR=View Stored Report
CO=Corporate Allocations → Inquiry → VR=View Stored Report
OVERVIEW
All SunSystems reporting functions allow you to choose between Print Report
and Store on Disk. If you choose to store your report on disk, you can use
VR=View Stored Report to view it on screen . If you then want to print the report
you can choose the action Print Report from within VR=View Stored Report.
View Stored Report 665

Printing Reports From SunSystems
If you select Print Report in other functions, the printer must be loaded with the
correct stationery and be ready to print. If the system is unable to print the report
the message PRINTER NOT AVAILABLE is shown on the screen. When printing
starts, the message PRINTING REPORT is displayed. To pause printing at any
time press P-Pause and the message PRINTING PAUSED is displayed. To restart
printing press P-Pause again. If you wish to abandon printing at any time, press
ESC.
On most computers, you cannot pause or abandon a report while the printer is off
line. This is because a print line is already on its way to the printer and, since the
computer is waiting for the printer to respond, the computer will not accept
commands from the keyboard. You must get the printer working first and then
pause or abandon. Depending on the buffer size of your printer and/or computer,
the printer may continue for a few lines or pages after the ESC command.
F Note: For multi-user systems where the printing is spooled or sent to a

queue, refer to the Platform Manual for more detailed information.
Storing Reports From SunSystems

Selecting Store on Disk in SunSystems allows you to store the report on disk for
printing later. As the report is being stored, the system displays the message:
STORING REPORT ON DISK FILE (FILE NAME)
You can use DB=Database Definitions and OD=Operator Definitions to control
where reports are stored. A different file name is used for each report. It is usually
the two letter code for the function (for example, AL for Account Listing) followed
by the file extension .PRN. This may vary with some operating systems. When
you store a report, if a report called AL.PRN already exists on the disk, the new
version will have the number 1 added to the file name. The next copy is numbered
2, etc.
You cannot pause a report being stored to disk, but you can abandon it by pressing
Esc. If you subsequently print an abandoned report it will only contain the data
up to the point at which it was abandoned. The print line
END OF REPORT
printed at the end of all completed reports, will be missing.
Having stored a report, select VR=View Stored Report to look at it. Only part of
most reports can be shown on the screen, so there are selections to move the
visible portion. The report cannot be edited in any way. What you see is exactly
what is on the report. Once you have finished with a stored report, remember to
delete it, so that the space is released on your disk.

Vax Wide Screen
If you are using VAX, you can display up to 132 characters of the report. See the
Platform Manual for further information.
Printer Definitions
In PD=Printer Definitions the Page Control box allows you to access the page
selection facilities in VR=View Stored Report. If this box is set to Y-Yes, each
report contains printer control information including page and line numbers. This
information is printed and causes an extra page at the beginning of your report. To
avoid printing this information use a printer definition with Page Control set to N-
No.
The function CP=Change Printer can be used after you have viewed a stored report
that contains printer control details. Change to a printer definition that has Page
Control set to N-No. You must then store the report a second time, with the new
printer definition, before printing it.
7 ENTRIES
Report Name
Enter the filename of the stored report. This may be a .PRN or .SPL file but you
need not enter the suffix. You can use DUPLICATE or QUERY to see a list of the most
recently stored reports.
In some operating systems, the wildcard characters ? (question mark) or % (percent),
and * (asterisk), produce a directory listing of the report files stored on disk. For
example, you could enter JL*.PRN or *.SPL. Use the U PARROW and D OWNARROW
keys to move up and down the directory listing. You can use the action Start
Report again to take you back to the report name prompt.
If you are viewing a report that has been stored with page controls, the current
page and line number is displayed. The format used is ppp.lll where ppp is the
page number and l11 is the line number.
The currently displayed report is printed.
See the section Printer Definitions, earlier, for information about page controls.
View Stored Report 667

8 ACTIONS
If you are viewing a report shown in a window, you must use ESC to access the
Actions.
Start Report
This action moves the cursor back to the Report Name box, allowing you to enter
a new report name.
Print Report
If your report has been stored with a printer definition that has Page Control set to
Y-Yes, you can identify a specific area of the report to print.
When you select Print Report a window appears with Page Selection From and To
boxes. Leave these boxes blank to select all pages, or enter From and To range.
When you have selected the page numbers, you are then offered the option to
P-Print Report or S-Store on Disk.
N-No, a message appears:
PRINTING REPORT P-PAUSE !-ABANDON
Clear Report
Enter Clear Report to delete the report from your print directory.
Page Selection
Y-Yes, you can specify the page and line number that you want to view. A window
appears with the instruction Enter Page Number. Enter the page and line in the
format ppp.lll, where ppp is the page number and lll is the line number on
the page.
Exit
This option closes VR=View Stored Report, and returns you to the main menu.
See also:
& Actions
Printer Definitions
The Platform Manual contains further information about printers and
printing.

Void Payments
LA=Ledger Accounting → Procedures → VP=Void Payments
OVERVIEW
VP=Void Payments allows you to cancel/reverse selected payments which have

been created by GP=Generate Payments. Associated transactions created during
the payment generation procedure are also reversed.
transactions are posted during VP=Void Payments even if budgets are
Void Payments 669

Void Payments and Rough Book Processing
If you enter R-Rough in the Post Transactions box and the Rough Book box in
LD=Ledger Definition is set to 2, transactions posted in VP=Void Payments are
posted to the rough book. Rough book processing is a facility designed to cater
for Italian accounting standards. However, the features of rough book processing
are used widely.
The main feature of rough book processing is the facility to post transactions as
rough, or pencil entries. In other words, you can record transactions and then
amend them. You can amend rough transactions until they are hard posted, that is
until they are transferred from the rough book to the ledger. See the section A
Guide to Italian Accounting in the SunAccount Appreciation Guide.
automatically recorded as rough. If the Rough Book box is set to 2, you are given
the option to record postings as rough or hard. Your operator permissions may
also restrict the posting options available. See the section Operator Permissions
You can recall rough journals for amendment and hard posting in JE=Journal
Entry if you choose the action Recall Journal. Only those journals that are rough
are available. You can post the journal as hard by selecting the action Post, and
then Post. You can also hard post a batch of journals in DB=Day Book Listing,
PT=Print Tax Listing, or RP=Post Rough Book.
Another feature associated with rough book processing, but which can be used
independently, is the ability to record a sequence code and number for each
transaction line or reference in a journal. This is a useful feature which helps to
ensure data integrity. The sequence data is held on the transaction analysis category
specified in the Transaction Sequence Category box in LD=Ledger Definition.
ensures that the sequence numbering within registration date is maintained. See
the section Sequence Number Definitions for information about creating sequence
number codes with registration dates.
You can also record a registration date, as defined in SN=Sequence Number
Definitions, which overrides the normal entry date for a journal with a ‘user
defined’ date stamp. See the section Sequence Number Definitions for further
information.
on in the LD=Ledger Definition box, Balance by Reference. See the section,
Ledger Definition.

7 ENTRIES
Supplier Account Code

Enter the code of the account to which a payment had been made. This must be
a C-Creditor or a T-Client account. You can use the QUERY facility for a full list
of account codes. In the Query window, T-Client accounts are shown with a two
character code of T0 or TB after the account description, and C-Creditor accounts
are shown with a two character code of C0 or CB.
Payment Account Code

You must enter the code of the account to which the balancing transaction was
posted. This is the account specified in the Payment Account box in GP=Generate
Payments and is normally the bank account. You can use QUERY for a full list of
account codes.
Discount Account Code

Enter the code of the account to which any discount was posted. This is the
account specified in the Input Discount Allocation box in GP=Generate Payments.
Leave this box blank if discount was not taken for this payment. You can use
QUERY for a full list of account codes.
Payment Reference
Enter the transaction reference of the payment to be voided. This is normally the
cheque number. This must be entered, otherwise void payments will not be able
to find the correct transaction to void.
A problem arises where a payment reference has not been generated for payment
transactions. VP=Void Payments cannot select a ‘blank’ reference. To overcome
this when voiding a payment, you should Store on Disk a dummy remittance/
cheque printout, using the option PR=Print Remittances.
Void Payments 671

Post Transactions
Y/N/R
Enter Y-Yes to post the transactions. Enter N-No, or leave the box blank, to report
on selected transactions without posting them.
in this box to post transactions to the rough book.
Withhold Voided Transactions

Y/N
Enter Y-Yes to replace the P-Paid marker of the original transaction with
a W-Withheld allocation marker. Enter N-No or leave this box blank for the
allocation marker to be blank.
See also:
& Actions
Generate Payments
Ledger Definition

Index
Index items shown in bold refer to Year 453
(see also Periods)
SunAccount functions. Accounting Periods 514, 538
Validation in Journal Import 430
A Accounts
Controlling Access to 490, 508
A-Codes 124, 130, 132, 246, 609, 610, 620, 627 Payable 250
(see also Analysis Codes) Removing 244
Abandon 12, 342, 345 Accruals 390
Absolute Percentage 104, 106 Accumulated Depreciation
(see also Corporate Allocations) 164, 184, 187, 225, 399, 404
Accept Attribute 643 Accumulators 9, 627
(see also Terminal Definitions) (see also Total)
Accessing SunSystems Excluding Data From 575
Controlling Access 489 in Report Definition 575
(see also Passwords, and Operator) Specifying Relevant in Reports 581
Account Acquisitions 388
Analysis Definitions 130 (see also Asset)
Balance 93, 411, 658 Action Bar 484, 486
Code 243, 300, 310, 336, Actions 35
368, 381, 403, 444, 470, 522, 648 Controlling Access to 490, 493, 496
Details 69, 602 Actual Ledger 233, 592
Link 247 (see also Ledgers)
Name 244, 403, 443 Add 614
Priority 365, 545 (see also Mathematics)
Settlement of 373 Additional Languages 44
Status 246 Address
Subtotal 460 Analysis 658
Type Codes 249, 476
(see also Chart of Accounts) Information 475
91, 94, 112, 242, 245, 444, 470, 544, 610, 628, Address Analysis
648 Exporting Data 658
Account Allocation (see also Names and Addresses)
47, 243, 246, 251, 365, 375, 454 Aged Analysis 87, 250, 389, 476
Account Codes Layout Code 88, 90
Listing Payments by 514 Reports 89
Validation in Journal Import 429 Aged Analysis Layouts 87, 89
Account Inquiry 69, 251, 323, 526 Controlling Access to 490
Account Listing 83, 525, 526 Ageing 658
Defining Reports 83 Bands 90
Ranges 83 Date 88, 280, 301
Single Account 83 Due Date 90
Summarised 84 Forwards/Backwards 90, 91
Account Types 354 Level Codes 90
Controlling Access to 494, 508 on Documents 569
Accounting Selection Codes 88, 90, 93
Period Alignment 178, 540, 543
72, 229, 338, 361, 403, 443, 453, 465, 663 (see also Printing)
Allocated Transactions 170, 544, 545
Index i
Allocation Reference 514 to a Target Database 99
Allocation (Account Allocation) Alphanumeric Formatting 318
Amend/Alloc 55 Amend 36
Automating 645 Reports 561
Date 47, 58 Password 119
in Progress Message 50 Presets 410
Marker Ceiling 351 Amount
Markers 47, 48, 71, 93, 170, 278, 351, 352, Format 141, 596
365, 377, 381, 393, 431, 649 Reverse 101, 312, 317, 603, 604, 629
Online 393, 398, 401, 412, 446 Analysis
Part Payments 48 Budget Checking at Analysis Code Level 126
Period 47 Case Sensitive Codes 125
Reference 47, 58, 455, 526, 646 Category 389, 399, 474, 531
Will Be Cancelled Message 407 Code Amendment 47, 133
Allocation (Corporate Allocations) Code Validation 124, 133
Absolute Percentage 104, 106 Group Access to Codes 126
Definition Code 96, 304, 361 Length 131
Definition Report 303 Overlay 60, 77, 418
Fixed Amount 104, 106 Reports 335
Ratio Analysis Code 105 Sub Codes 124
Ratio Base Account 104 Subcategories 131
Ratio Basis 97, 106 (see also Address, A-Codes, C-Codes, etc.)
Relative Apportionment 104, 106 Analysis Categories
Sequence 96, 304, 361 Setting Lengths of Analysis Categories 121
Source 361 Analysis Category Lengths 121, 124, 130, 131,
Target 110 291, 325
Target Database 115, 116 Amending 122
Target Offset Account 110, 115, 117 Analysis Code Not Found 133
Target Transactions 96 Analysis Codes 121, 123, 131,
Transaction Level 101, 358 39, 153, 185, 222,
Transfer Period 98 310, 336, 343, 406, 434, 526, 531, 593
Type 96, 97 Controlling Access to 490, 508
(see also Generate Payments) Validation in Journal Import 434
Allocation Date Analysis Definitions 121, 129, 131,
Validation in Journal Import 432 139, 185, 389, 593, 595, 620
Allocation Definitions Account 130
95, 97, 103, 110, 357, 358, 361 Fixed Asset 131
Allocation Period Transaction 130
Validation in Journal Import 432 Analysis Headings
Allocation Ratios 95, 98, 103, 104, 357 Changing 132
Allocation Reference Analysis Layouts 132, 135, 274, 335, 336,
Validation in Journal Import 432 337, 612, 662
Allocation Sources 95, 97, 109, 110, 229, 357 Controlling Access to 490
Amount 111 Analysis Mapping 145, 149
Offset Account 110 Analysis Mapping Rule Sets 145, 149
Offset Consolidation 113 APACS Cheque Formats
Retain Posting Period 112 Printing 578
Reversal Consolidation 113 Apportion
Selection Codes 112 Depreciation 587
Threshold 113 (see also Asset, and Spread Ratios)
Allocation Targets 95, 98, 110, 115, 116, 357 Archive Files 35, 71, 84, 325, 330, 526
Allocations (Corporate Allocation) (see also Period Cleardown)
Target Account 116 Arrow Keys 306
Allocations Posting Asset
Direct 99 Analysis Factor 154
from a Source Database 99 Budget 158
Manually 99
ii SunAccount Reference Manual Version 4.2

Codes 117, 184, 222, 399, 609 Forward 205, 245, 526
Details 101, 173, 392, 399, 426, 433, 438 Sheet Account 245
Diary Code 160 Balance File 206
Final Value 189, 220 Financial Analysis 137
Information 153, 158, 159, 184, 193, 197 Financial Statements 591, 600
Marker 112, 318, 399, 404, 594, 609, Financial Tables 608, 618, 626
610, 627 Period Cleardown 527
Name 185 T-Code Consolidation 331
Status 185 Trial Balance 662
Status Reports 197 Balance File Rebuild 205
Sub Codes 117, 154, 171, 392, 433, 438 Balance File Update 207
Transaction Reports 179 Balance Sheet
Asset Analysis 153, 184, 317, 399 Accounts 164, 186, 225, 242, 471, 589, 648
Asset Budget 184 Year End Profit or Loss 528
Asset Budget Records 157 Balances
Asset Code System Generated 428
Validation in Journal Import 433 Balancing Entries 374
Asset Diary 159, 184, 193 Bank 521
Asset Disposal Account 369, 371, 384, 541
154, 163, 164, 166, 185, 243, 246, 473 Account Name 211
Asset Inquiry 169 Account Number 211
Asset Listing 177, 179 Account Overdrawn Warning 382, 495
Asset Marker 404 Branch 211
Asset Records 163, 183, 399, 404, 473, 531 Holidays 229
Asset Register 193, 202, 327, 399 Payments 250
Controlling Access to 510 Payments File 363
Asset Status 158, 197, 399, 404, 473 Payments Processing Date 370, 383
Asset Type Sort Code 211
Validation in Journal Import 433 Statements 47
Asset Values Sub Code 248, 521
Reporting 193 (see also Reconciled Marker, and Account
Audit Allocation)
Files 41, 203 Transfer File 209, 368, 383, 521
Trail 41, 204, 661 Bank Details 209, 250
Trail Reports 437, 477, 525, 661 Base
Audit Control 41, 201 /Other Amount Matching 647
Automatic Amount 99, 404, 406, 590, 592, 662
Tax Calculation 390, 400 Conversion Code 455
Automatic Bank Payments 250, 460, 521 Date 88
in Generate Payments 369, 383 Language 44
(see also BACS) Line Number 442
Average Balance 109, 111, 229 Base Date
for Ageing 88
B for Discount 367, 378, 380
for Payment 365, 368, 375, 380
Back Posting 315 Bills of Exchange 47, 349, 365, 460
(see also Posting) (see also Allocation Markers)
Background Colour 643 Brackets 597, 612, 622
Backup 318, 322 Break Out Details 629, 630
BACS 209, 250, 369, 383 Brought Forward
(see also Bank Details) Marker 50, 365, 376, 568
Balance 94, 105, 111, 613 Budget 35, 97, 259, 326, 336, 338, 342, 584
Actual Column 604 Code 158
by Transaction Reference 457 Comparisons 592
File 330, 337, 342, 347 Controlling Access to 217
File Create 325 Databases 346
File Will Be Cleared Message 325 Figures 233
Index iii
Files 326, 330, 332, 336 Printing 540
Ledger 138, 233, 254, 293, 592, 613 Printing to APACS Cheque Formats 578
Register 233 Printing to French Formats 578
(see also Corporate Allocations, and Change Classic Menus 35, 484, 486
Budgets) Clearing Down 525
Budget Check Definition 213 Client 402, 475, 648
Budget Checking 213, 423, 468 Accounts 209, 242, 245, 363, 539
at Analysis Code Level 126, 215 (see also Account Types)
Excluding Accounts from 213 Closed Account 246, 365, 376, 429, 648
Parameters 213 Closing Balances 411, 603, 661
Reset Balance 530 Colour
Budget Definitions 217 Customizing Screen Colours 642
Budgets Monitors 641
Controlling Access to 490 Terminals 642
Buffer Size 666 (see also Terminal Definitions)
Business Definition 330, 453 Column Headings 253, 255, 346, 590
(see also SunBusiness) Balance 257
Button Forecast 258
Assignment 480 Quarter 255
Bar 479 Spread 258
Name 481 Year To Date 256
Columns 642
C Basis 609
Calculation 253, 254
C-Codes 124, 132 Change 603, 629
(see also Analysis, and SunBusiness) Codes 138, 336, 338, 342, 590, 592, 612, 662
Calculate Depreciation 219, 243, 246, 305, 454 Content Code 608, 619
CALCULATOR 9, 138 Data 612
Calendar Months 230 Number 608, 614, 615
Calendar Definitions 111, 229 Other Amount 138
Cash Type 609
Payments 388, 397 Width 142, 596
Receipts 388, 397 (see also Start Column, Terminal Definitions, and
Cash Accounting Tax Allocation 231 Table Columns)
Chaining FreeFormat Commands 17 Combined Ledger 242
(see also FREE FORMAT) Commitment Check Account 462
Change in Balance 105, 111 Comma 597
Change Budgets 233 Commands
Change Database 235 FreeFormat Macros 17
Change Printer 237, 667 Comments 476
Change Terminal 239 Commission Date 160
Characters per Inch 596, 622 Commitment
Charge Type Allocation 97 Balances 526
Chart of Accounts 241, 242, 365, 375, 391, 403, Check Account 526
429, 663 Commitment Inquiry 259
Exporting Data 657 Company Name 475
Record 657 Comparisons 592
Structuring Your 243 Compressed Print 551
(see also Payment Terms) Consolidating Databases 336
Check Account 215 Consolidation 136, 142, 336, 342,
Checksum 411 377, 464, 529, 590, 618
Cheque Payments Listing 513 Allocation Source Offset 113
Cheques 521, 539, 540 Allocation Source Reversal 113
Control Parameters 568 Applying New Analysis When Generating
Number 349, 351, 540, 568, 671 Payments 385
Only 569 in Depreciation 226
Payment 250, 513 Multiple Conversion Rates 337
iv SunAccount Reference Manual Version 4.2

of Conversion 456 Creditor 242, 402, 475, 539, 648
Contact Name 476 Accounts 209, 245, 363, 541
Continuation 601 Creditor Transfer 277, 389, 655
Line 604, 605, 609, 626 Currency
Control Adjustments 467
Account 215 Bank 518
(see also Commitment) Cheques 541
Parameters Screen 540, 558 Daily Rates 283
Control Sequence Definitions 204, 263, 572 Exchange Gain/Loss 645
(see also Printer Definitions) Gender 266
Conversion 398, 592 General Information 265
Code 73, 93, 248, 271, 316, Printed Format of 580
392, 399, 445, 471, 592 Realised Gains/Losses 265, 275
Daily Rates 283 Remittances 541
Difference Accounts 267 Sub Unit Name 267, 579
Module 67, 73, Unit Name 266
138, 248, 265, 337, 362, 392, 398, 404, 425, Unrealised Gains/Losses 265, 275
433, 455, 544, 592, 605, 646, 652, 662 (see also Multi-Currency, and Ledger
Multiple Rates 337 Revaluation)
Overlay 60, 417 Current
Payment by 523 Ledger 605
Rate Tolerance 404, 456 Period 443, 453, 477, 529, 554
Rates Current Period
100, 138, 254, 272, 274, 316, 337, 392, 433 Displaying 11
Realised Gains/Losses 265, 275, 286 Cut-off
Unrealised Gains/Losses 265, 275 Journal Number 314
(see also Multi-Currency) Period 280, 301, 545, 568, 646, 650
Conversion Code
Validation in Journal Import 433 D
Conversion Definitions 265, 271, 455
Conversion Module 96 Daily Conversion Tables 283
Conversion Tables Data
138, 141, 271, 337, 342, 346, 467, 605, 614 Column Type 609
Convert to Words 578 Controlling Access to 508
Corporate Allocations Dictionary 328
Controlling Access to 501, 510 Excluding From Accumulators 575
(see also Allocation, Definition Report, and Files 322
Generate Allocations) Specifying for Reports 574
Corporate Allocations Transfer 46, 137, 590
95, 103, 109, 115, 203, 229, 303, 357, 599 Types Used in Reports 572
Corrections Data Access Groups 126, 292
Marker 47, 278 Operator Permissions and 139
(see also Allocation Markers) Operator Permission and 490
Corruption 531 Operator Permissions and
Crash 322 393, 508, 519, 593, 619
Create 36 Data Access Groups 287
a New Database 330 Data Dictionary
Suppress 410 Data Item Length 574
Without Pause 392, 407 Data Entry
Creating Controlling Access to 508
FreeFormat Macros 15 Data Items
New Reports 561 in Report Definition 560
Credit 88, 342, 346, 363, 365, 406, 424, 464, Length 574
610, 628, 661 Data Validation
Excess 93 in Journal Import 424, 429
Limit/Rating/Worthiness 251 Database 452
(see also Aged Analysis) Code 330, 336, 614
Index v
Language 44 Depreciation 388, 397, 444, 623
Name 453 Expense Account 225
Database Definitions Marker 438, 531
204, 259, 291, 323, 327, 330, 434, 486, 666 Method 177, 188, 220, 305, 399
Databases 292 Percent 177, 188, 220, 306
Changing 235 Reporting Fully Depreciated Assets Still In Use
Code 292, 324, 331 199
Controlling Access to 490, 510 Specify Start Date 184, 223
Creating 330 Value 169, 177
Displaying 11 (see also Asset, and Calculate Depreciation)
Name 292 Depreciation Tables 190, 225, 305, 307
Date Depreciation Tables Listing 307
Displaying 11 Description 47, 403
Format 291, 581 Overlay 60, 417
of Last Update 39 per Line 389, 403, 443
Daybook Device Name 551
Sequence 48, 458, 583 Difference of Exchange
Daybook Listing 295, 455, 458, 533 Account 652
Defining Reports 296 Direct
Debits Allocations Posting 99, 358
88, 93, 342, 346, 363, 365, 406, 424, 464, 610, Direct Debits 212, 249
628, 661 Posting 99
Debt Directories 292, 323, 486, 666
Amount of 279, 300 Path Names 280, 302
Calculating Amount of 278 Discount 252, 367, 376, 378, 568
Calculating Oldest 278 Account 381, 382, 394, 651, 671
Oldest 280, 301 Date 252, 367, 378
Debtor 242, 402, 475, 648 Days 252
/Creditor Summarise 544 Processing 413
Accounts 245, 391 Tolerance 395, 651
Settlement of 363 (see also Payment Terms, and Chart of
Debtor Transfer 299, 389, 655 Accounts)
Debugging FreeFormat Macros 21 Disk
Decimal 141, 596 Floppy 292
Places 9, 141, 293, 294, 405, 434, 611 Display
Point 294 Attribute 643
Separator 294, 448 (see also Terminal Definitions)
Decimal Places Current Period 51
Shown on Reports 576 Displaying
Declining Balance 221 Operator Information 11
(see also Depreciation) Serial Number 11
Default 369 System Information 11
Ageing Days 92 Disposal
Bank Transaction Reference 370, 383 Asset 163, 399
Database 292 Flag 404
Entry Period 477 of Assets 473
Posting Period 430 Period 166, 186, 473
Posting Period in Journal Import 429 (see also Asset)
Printer 237, 550 Divide 10, 614
Terminal 642 (see also Mathematics)
Definition Report 303 Document
Definitive Request 296, 533, 548 Format File 324, 327, 328
Delete Double
a Range 36, 37 Entry 243
FreeFormat Macros 19 Spacing 38
Reports 562 Underline 630
vi SunAccount Reference Manual Version 4.2

Drive 280, 292, 302, 323, 486 Files
(see also Directories) Backup 323
Due Date 91, 251, 279, 301, 365, 375, Data 323
391, 403, 443, 520, 545 Index 323
Overlay 60, 418 Location 291, 292
(see also Chart of Accounts, and Generate Name 280, 302, 324, 331, 563, 666
Debits/Payments) Final Value 219, 555
DUPLICATE 8, 9, 249 Financial Reports 47, 131, 272, 273, 526, 662
Duplicate Transactions 527 Financial Analysis 135, 142, 253, 335, 456
DUPTOEND 9 Financial Statements 253, 337, 341, 456,
589, 593, 600, 602, 662
E Financial Tables 337, 345, 613, 617, 625
Format 617
Edit Code 577 Levels of Information 620
Editing FREEFORMAT Macros 15, 18 (see also Table)
End Financial Year 453
of Field 319 (see also Aged Analysis)
of Report 666 Find Option 78, 175
Entry Fiscal Year 111
Date 439 (see also Periods and Ledger Definition)
Period 439 Fixed Amount 106
Error Messages 358, 470 Fixed Asset Register 153, 157, 159, 163,
Error Suspense Account 362 179, 433, 463, 473, 531, 553, 587, 623
Escape Controlling Access to 499
Sequences 551 Fixed Assets
(see also Control Sequence Definitions) Analysis Definitions 131
European Sales Listing 537 (see also Assets)
Examine 37 Fluctuation 467
Exit 11, 42, 291 (see also Conversion Rates and Ledger
Expenses 388, 397 Revaluation)
Export Consolidation 309, 313, 464 Fonts
Export Definitions 309, 313, 464 Changing in Reports 572
Export(ing) 39 Force
Account Information 655 Journal Listing 438, 454, 455
Code 310, 314, 464 Journal Source 402, 455
Data 309, 313, 463 Payment Marker 47, 50, 365, 380
Line 310 (see also Allocation Markers)
Multi-Currency 316 Forcing
Name 314 Journal Presets 446
Report Formats 563 Forecasting 158
(see also Transfer, and Ledger Export) Foreground
Colour 643
F Form Feed 551
F-Codes 124, 131, 180, 185, 224, 474 (see also Printing)
(see also Analysis) Format
Factor 155 Code 297, 350, 355, 513, 540, 546, 564, 640
for Asset Depreciation 222 Description 350
File Backup/Restore 321, 525, 526 Details 570
(see also Backup) of Dates 581
File Creation 233, 326, 330, 527 of Layout File 318
File Formats (see also Transfer)
*.BAK 323 Title 350
*.DAT 323 Format Definitions 349, 542, 546
*.IDX 323 Formatted Layouts 353, 537, 584
*.MDF 14 Forward
File Names Posting 315
Bank Transfer Files 371, 384 (see also Posting)
Index vii
FREEFORMAT 479 Hierarchy 595, 620
FreeFormat Macros High Intensity 643
Available Commands 17 (see also Terminal Definitions)
Chaining 17 Historic Period Balances 526
Creating and Editing 15, 18 Hyphen 9, 50, 88, 347, 351, 403, 466, 515, 545,
Debugging 21 601, 628
Expanded FreeFormats 15
File Layout 14 I
Interrupting 17
Looping 17 I-Codes 124, 132
Macro Log Files 23 (see also Analysis)
Overview 13 Importing 39
Repeating 17 Asset Journals 426
Running 19 Data 39, 424
Running With Switches 20 Data Validation 424, 429
Running Without Logging In 20 File Formats 424
Syntax Rules 16 File Names 428
French Cheque Formats Import Reports 425
Printing 578 Journals 423
Function Key 5, 479 Journals With Unique References 427
Funds Checking 215, 462 Report Formats 563
(see also Commitment Check Account) Reversing Journals 427
to The Rough Book 429
G Transactions 423
In-house Languages 44
Gains 468, 652 Include
Currency 460 Allocated 50, 71, 170, 515
General Journal 388 Archive 71, 85, 639
Generate Rough Transactions 52, 85
Option 47, 48 Index Files 323
Generate Allocations 96, Initial Value 399, 444
98, 103, 113, 116, 243, 246, 357, 454 (see also Asset)
Generate Debits Inquiries
47, 209, 233, 243, 247, 363, 389, 454, 518 Controlling Access to 508
Selection Criteria 518 Installation File 324, 327
Generate Payments 47, 209, 373, Insufficient Funds 381
389, 454, 518, 539, 568 Insure
Selection Criteria 518 Description 161
Glossary 44 Due Period 161
Grand Totals 601 Value 161
Graphical User Interface (GUI) 479, 641 Integers 9, 141, 596, 611
Gross Value Inter-company
164, 169, 177, 187, 219, 305, 399, 404, 531, Posting 96, 209, 364, 464
638 (see also Corporate Allocations, and Ledger
(see also Asset) Export)
Interfacing 137, 590
H Interim
Mathematics Column 609
Heading International Treasurer 428
Area 601 Interrupting FreeFormat Commands 17
Column Type 609 Invalid Journal Type Message 63
Lines 612 Inventory Control 326, 332
Row Type 626 Controlling Access to 506, 510
Held Journals 142, 398, 408, 596, 622 Inventory Recording 242
Clear 421
Report 421
(see also Journal Hold File, and Unposted
Journals)
viii SunAccount Reference Manual Version 4.2

J Layout
Code
Journal 88, 90, 137, 337, 343, 354, 536, 538, 548, 591,
Account 50, 53 638
Control 314, 465, 466, 534 File 318
Controlling Access to 490 Name 354, 638
Exceeding 99,999 Lines 470 Ledger Accounting 463
Hold File 325, 330, 332 Controlling Access to 496, 510
Importing 423 Ledger Definition 330, 367, 379, 402, 452, 477,
In Use Message 421 521, 527, 583
Line 388, 430 Ledger Export 309, 313, 317, 463
Name 388, 403 Ledger Interface 424
Number 439, 471 Ledger Revaluation
Overlay 60, 417 225, 243, 247, 272, 454, 460, 467
Recall 407, 426, 533, 670 Journals That Exceed 99,999 Lines 470
Reference Number 318, 361, 364, 374 Reports 468
Sources 102, 364, 374, 438, 515 Ledgers 325
Spread 388 Archive File 332
Types 99, 101, 315, 364, 374, 388, 438, Archiving 71, 459, 527
470, 514 Balance File 332
Journal Definitions Consolidated 336
91, 247, 365, 375, 388, 397, 406, 583 File 35, 323, 325, 330, 527
Journal Entry Subsidiary 336
131, 243, 247, 251, 259, 272, 375, 397, 437, Level Codes 136, 347, 590, 592, 594, 595, 618
454 (see also Reports, and Aged Analysis)
Linked Account Codes 247 Liabilities 397
Presetting Journal Entries 442 Lines 601
Journal Import Content Code 593, 600
79, 99, 243, 247, 248, 251, 272, 315, 357, Name 601
389, 423, 454, 464 Number 402, 407, 442, 571, 626
Journal Listing 437, 455, 477, 525 on a Monitor 642
Journal Number 424, 465 per Page 550, 566
Cut-off 465 Prompt 442
From 314 Type 601, 603, 629
To 314 Zero Suppress 141, 143, 596, 598
Validation in Journal Import 430 (see also Printer Definitions, Report Definition,
Zero 314 and Terminal Definitions)
Journal Presets 388, 398, 441 Linked Accounts 247
Linked Account Codes and 247 Listing
Journal Types Cheque Payments 513
Controlling Access to 508 Log Files
Justification 79, 424, 459 and FreeFormat Macros 23
Logging In/Out 291, 479, 641
K Login Violation Message 488
(see also Date, Operator, Passwords, and
Keyboard 5 SuperUser SUN)
Logical Names 292
L LOOKUP 6, 7, 37, 50, 71, 93, 154, 160
Looping FreeFormat Commands 17
Languages
(see also FREE FORMAT)
Right to Left 449
Losses 652
Language Code 45, 46, 448
Only 460, 468
Language Definitions 447, 487
(see also Ledger Revaluation)
Language Version 447, 484
Lower Case 10
Languages
Use of 244
Setting Operator Languages 487
Last Period Depreciation 399
Index ix
M Exporting 316
(see also Ledger Revaluation, Currency, and
M-Codes 124, 132, 287 Conversion)
Controlling Access to 508 Multi-Lingual Data Processing 45
Manual Posting 99 Multi-Lingual Module 43, 324, 333, 447
Manually Posting Allocations 99 Multi-Lingual Processing 46
Mark for Disposal 163, 473 Multi-Lingual System 484, 487
(see also Asset Disposal) Multi-User System 324, 477, 525, 641, 666
Markers (Allocation Markers) Multi-Volume Backup 292, 323
Allocate 56 (see also File Backup/Restore, and Backup)
Allocated 56 Multiply 614
Brought Forward 56 (see also Mathematics)
Correction 47, 56, 278
Force Payment 47, 56 N
Numeric 57
Names & Addresses 244, 249, 475, 658
Paid 57, 278
Exporting Data 658
Reconciled 47, 57, 278
Naming
Split 57
Currency Subunits 267
Withheld 47, 57, 278, 301
Currency Units 266
Masks 112, 131, 406, 610, 628
Files 280, 302
(see also Subcategory(ies))
(see also Files)
Match
Negative 612, 622
Criteria 649
(see also Debits, and Credit)
(see also Transaction Matching)
Net Book Value 169, 177, 184, 187, 219, 531
Transactions 47
(see also Asset)
(see also Transaction Matching)
New
Matching
Page 85, 181, 308
Process 645
Page per Journal 440
(see also Journal Account, and Account
(see also Upgrading)
Allocation)
New Period 477
Mathematics
Calculation 608 (see also Periods)
Next 38
Column Type 609, 614
Allocation Reference 455
Memo Account 104, 138, 242, 243, 245, 398, 471
Cheque Number 350
(see also Account Type, Corporate Allocations)
Option 38, 74
Memory 9
Menu Selections Payment Date 367, 378, 380
Period Reversal 390, 427, 434
Controlling Access to 496
Sequence Number 585
Message
Nominal Ledger 242
Attribute 643
Nonposting Lines 405
(see also Terminal Definitions)
Millions 141, 596, 611 Normal Sign 602, 629
Numeric Allocation 50
Minimum Payment Level 365, 460
(see also Allocation Markers)
Minus Sign 602, 614
Numeric Formatting 318
(see also Brackets)
Miscellaneous Permissions
Using Operator Permissions to Control 494
O
Month End Offset Account 117
Reporting 135 Oldest Debt 280
Movement 613 Calculating 278
File 326, 332 One-Off
of Assets 397 Cheques/Checks 250, 378
Multi-Currency Purchases 378, 521
311, 316, 368, 433, 456, 467, 541, 605, 614, 652 (see also Separate Payments)
Database 96 Open
Dates 454
Item 245, 526
x SunAccount Reference Manual Version 4.2

Periods 453 (see also Creditor Accounts)
Open Dates Payment
Controlling Access to 495 Account 381, 671
Open Periods by Currency 523
Controlling Access to 495 Days 251
Opening Balances 411, 603, 661 File 364
Operating System Listing 513
Displaying 11 Method 209, 250, 377, 521
Operator 614 Reference 671
Displaying 11 Terms 91, 251, 391, 569
Group 483, 485, 489, 509 Payment Date
Group Copy 511 Validation in Journal Import 432
Group Mask 139 Payment File 520
Id 402, 434, 455, 480, 483 Payment Listing 513
Languages 44, 487 Payment Period
Name 485 Validation in Journal Import 432
Password 119 Payment Profiles 364, 374
Operator Buttons 479 Payment Reference
Operator Definitions Validation in Journal Import 432
119, 204, 238, 288, 327, 447, 483, 490, 641, 666 in Generate Payments 370, 383
Operator Permissions 120, 164, 288, 483, 489 Payment Terms 375
Other Amount 100, PAYMT Journal Source 515
404, 413, 433, 445, 590, 592, 614 Percentage 614
Balancing 456 Period Cleardown
Payment 456 245, 314, 323, 326, 437, 525, 661
(see also Multi-Currency) (see also Year Cleardown)
Out of Balance Amount 398, 405 Periods 111, 273, 603
Output Account 310 Balance 410
Over Expenditure 213, 259, 462 Maximum Number 453
Overdrawn 381 Number 315, 453
(see also Bank) Operating 588
Overdue Balance 658 Overlay 105
(see also Ageing, and Due Date) Ratio 588
Overhead Costs 104 Spread 338, 592
Overlay Option 66, 68, 77, 79, 81, 174, 177, 409 Start Date 230
Valid 452
P Permissions
Miscellaneous 494
Page SunSystems 491
Control 550 Personnel
Heading 601 Information Recording 242
Level 141, 595, 621 Post 368, 409, 428
Number 78 Allocations 357, 650
Row Type 626 if No Errors 425
Selection 668 Revaluations 471
Paid Marker 278 Transactions 361, 379, 672
(see also Allocation Markers) Post Rough Book 533
Paper Posting
(see also Printing, and Stationery) Period 652
Paper Aligned? Message 540, 543 to This Analysis Code Prohibited 125
Part Payment 48 Pre-printed Stationery 540, 543, 549
Passwords 120, 483 Precedence 301, 399, 406, 424
Amending 119, 484 Predefining
Duration of 510 see Presetting 441
Length of 509 Prepayments 390
Pause Between Pages 551 Preset Codes 389, 442
Payables 242 Previewing Reports 562
Index xi
Previous Years 528, 661 Price 160
Prima Nota 218, 360, 456 Purchase Invoice 388, 397
Primary Rate 272 Purchase Invoice Entry 259
Print 341, 364, 374 Purchase Invoice Matching 259
Column Box 609, 611 Purchase Order File 326, 332
Control Sequence 263 Purchase Order Entry 259
Device 238, 486 Purchase Order Processing 293, 326, 332, 528
File 143 Controlling Access to 504, 510
(see also Files)
Length 575 Q
(see also Report Definition)
Queue 552 Quarter 338, 603
Reports 345, 438, 668 Q UERY 5, 71, 88
Print Account Tax Listing 535, 637 Level 487
Print Formatted Accounts 353, 537, 584 Queue 666
Print Remittances 233, 349, 374, 539, 569 (see also Printer, and Printing)
Print Statements 250, 349, 539, 543
Print Tax Listing 455, 533, 547, 637
R
Printer 484 Rate 398, 405, 445, 467
Code 139, 550, 565, 593, 620 Ratio
Controls 565 Base Account 104, 593
Description 550 Basis 97, 106
Not Available 666 Calculation 104
Ports 550 Code 588
(see also Change Printer) Name 588
Printer Definitions 204, 263, 327, 549, 667 (see also Corporate Allocations, and Asset)
Printers Re-extract 465
Displaying 11 Recall Journal 426, 533, 670
Linking to Reports 565 Receivables 242
Printing 92, 142, 622 (see also Debtor Accounts)
an Extra Page 550 Reconciled
APACS Cheque Formats 578 Marker 278
Cheques 540 Record
Column Widths 142 In Use Message 366
French Cheque Formats 578 Layout 424
Paused 666 Locking 366, 376
Printer Code 237 (see also Transfer)
Sample Reports 563 Type 318, 430, 435
Using Other Software 277, 299, 655 Will Not Be Restored Message 325
Priority 250 Record Type
Account 244, 279, 300 Available for Reports 574
(see also Hierarchy, and Precedence) Validation in Journal Import 430
Product Type 131 Reference
Profile File 35, 325, 330
Code 519, 541 Functions 36
Name 519 Maintenance 5, 325
Profit and Loss Records 12, 35, 37, 203, 325
Accounts 84, 164, 225, 242, 245, 471, 648 (see also Transaction)
Statement 589, 603 Reference Amend 410
Program Files 322 Register Definition 225, 330, 453, 553
Prohibit Posting 125, 246, 406 Reject 425
Promissory Notes 365 Relative Apportionment 104, 106
Pull Down Menu 35 (see also Allocation Ratios)
Purchase Remittances 475, 539
Commitment 428 Advice 244, 376
Date 160 Date 542
History File 326, 332
xii SunAccount Reference Manual Version 4.2

(see also Print Remittances) Transferring Formats 563
Remove Types 564
Accounts 244 Unmatched 650
Asset Details 166 Width 566, 622
Repayments of Loans 242 Working With Reports 560
Report Reprint 540
Rough Transactions 295 (see also Printing)
Report Definition 83, 263, 327, 437, 535, Reset Spread 347, 613
537, 539, 543, 547, 557, 637 Restore 322
Available Actions 563 (see also File Backup/Restore, and Backup)
Control Parameters Entries 564 Revaluation 388
Format Details Entries 570 Method 460, 468, 472
Report Areas 559 Period 471
Report Structure 558 Suppress 247
Reports 38, 292, 357, 460, 590 Revalue
Allocations 357 From Other Amount 605, 614
Amending Reports 561 Revenue 104
Analysis Reports 335 Reverse
Asset Listing 179 Debit/Credit 464
Asset Register 193 Payments 669
Asset Status Report 197 Right to Left Languages
Audit 41 Defining 449
Changing Fonts Used 572 Rough Transactions 143
Code 142, 596, 621, 630 Rough Book 48, 164, 218, 222, 317, 360,
Conditional 572 400, 426, 456, 469, 533
Controlling Access to 508 Flag Removal 296
Corrections 142, 461, 596, 601, 610, 628 Reporting 295
Creating New Reports 561 Rough Book Posting 360
Decimal Places Shown 576 Rows 626
Defining Data 560 and Columns 618
Deleting Reports 562 Basis 627, 628
Description 564 Content Code 619, 626
Design 557 Description 609, 612
Examine Format 562 Line Number 626
Footer 566 Offset 630
Format 327, 438, 455 Name 627
Format In Use By Another User 561 Statistics 614
Formatted Accounts 537 Type 626
General Information 558 Zero Suppress 622
Lines per Page 566 (see also Financial Tables)
Linking to Specific Printers 565
Losses and Gains 472 S
Matched 650
Name 90, 137, 591, 667 SAF Format 315, 318, 428
Other Amount 92 Sales
Payments Listing 513 History File 326, 332
Previewing Reports 562 Invoice 388
Print Length 575 Territory 130
Printing Sample Reports 563 Sales Order File 326, 332
Record Types Available 574 Sales Order Processing 326
Selecting Areas to Work on 560 Controlling Access to 502, 510
Selecting Data Items for Inclusion 574 SBF Format 428
Selecting Existing Reports 561 Screen 239, 641
Sequence Code 571 Security 287, 402, 485
Summarised Transactions 461, 462 Amending Operator Passwords 119
Tax Listing 547 Controlling Access to Data Types 490
Transactions 92, 141, 368, 596 Copy 322
Forcing Journal Presets 446
Index xiii
Password Intervals 510 (see also Transfer)
Selecting SSISSUE.MDF 14
Codes for Ageing 88, 93 Standard
Selection 610, 627, 628 Formats 350
Codes 88, 90, 93, 136, 139, 317, 343, 354, STANDARD.MDF 14
536, 548, 590, 593, 602, 638 (see also FREE FORMAT)
Sensitive Data 485 Start 407
Separate Character 574
Cheques/Checks 540 Column 571
Page 85 of Field 319
(see also New Page) Print 552
Payments 378, 521, 569 Sequence Code 572
Sequence 310, 590, 595, 620, 656 (see also Report Definition)
Code 571 Statement Layouts 132, 274, 341, 589, 590, 600,
Description 584 612, 662
Number 392 Controlling Access to 490, 593
Number Code 584, 639 Statement Line Contents
Option 76, 175, 416 254, 341, 590, 593, 599, 600, 627
(see also Transaction, and Daybook) Statements 244, 475, 539
Sequence Number Definitions Date 545
295, 457, 583, 639, 670 Line Number 600
Serial Number 160 Printing 543
Displaying 11 Stationery 550
Ports 550 Alignment 540, 544
Serialisation 46 Specifying for Reports 566
Settlement Statistic
Discount 645, 646, 649, 651 Row Type 627
Immediate 249 Stock Takes
of Debtor/Receivables Accounts 363 File 327, 332
Terms 252, 367, 378, 403, 646 Stop
Short Cut Keys 7, 405, 454, 477 Sequence Code 572
Shortened Names 7 Store on Disk 335, 341, 345, 364, 374
(see also LOOKUP) Straight Line 221
SHORTHAND 8 Depreciation 188
Sign Print Indicator 577 Depreciation Start Date 184, 223
(see also Report Definition) String Items
Single in Report Definition 560
Entry 243 Sub Codes 125, 222, 399, 404, 444
Payment 250 Subcategory(ies) 131, 317, 595, 620
(see also Payment) Code 140, 522
Skeleton Database 330 Mask 133
Source Subsidiary
Language 44 Ledgers 336, 346, 604, 605, 614
Reversal Consolidation 113 (see also Cons˚olidation)
Source Reversal Consolidation 113 Substitute 425
Spacing 38 Subtotal 601, 661
Split Sum of Digits 221
Allocation 96, 97, 109, 110 (see also Depreciation Method)
Spool 666 Summarise Debtor/Creditor Balances 663
(see also Printer, and Printing) Summary 368, 374, 380, 526
Spread 613 Accounts 85, 242
Period 347, 609, 621 Ledger 464
Ratio Code 554, 587 of Ledger Export 314
Ratios 222 Page 48, 53, 69, 169, 172
Start Period 613 SunAccount 260
Spread Ratios 587 SunBusiness 79, 132, 326, 423, 477
Spreadsheets 143 Analysis Categories 124, 132
xiv SunAccount Reference Manual Version 4.2

Files 330, 332 306, 308, 345, 607, 608, 617, 621, 625, 662
SunBusiness Transfer File 327 Table Formats 345, 608, 610, 611, 617, 625, 627
SunSystems Controlling Access to 490, 619
Controlling Access to 491 Levels of Information 620
Displaying Serial Number 11 Table Headings 623
Manuals 1 Table Rows 345, 608, 617, 625
SunSystems Serial Number Target 110
Displaying 11 Account 116
SuperUser SUN 480 Database 99, 116
Supplier Code 671 Offset Account 97, 110, 115
Suppress Transactions 96
Ageing 91, 375, 389, 403 (see also Allocation Targets, and Corporate
Allocated Transactions 545 Allocations)
Amount 612 Tax
at Account Level 604 Account 232, 374, 633, 640
Cheque/Check Number Override 351 Analysis 458
Control Totals 566 Automatic Calculation 390, 400, 632
Creditor/Debtor Summarise 461 Code 249, 374
Form Feeds 551 Details 249
Item Indicator 576 on Settlement Discount 367, 374, 379, 459, 646
Line 604 Planning 158
Line Indicator 575 Rates 632
Maths for Totals 615 Reports
Paper Alignment Process 540, 544, 566 133, 249, 353, 396, 476, 535, 537, 547, 584, 637
Printing if Balance Credit 567 Tax Details 367, 379, 398, 459, 547, 631, 646
Printing if Balance Debit 567 Tax Listing
Revaluation 247 Defining Reports 637
Row 630 Tax Listing Layouts 535, 547, 637
Transaction 362, 440, 472 Tear-off Cheque/Check 540
Use of Journal Definition 392 Telephone Number 68
(see also Report Definition) (see also Names & Addresses)
Suspended 376 Template
Account 246, 365, 429, 648 Attribute 643
(see also Account Priority) (see also Terminal Definitions)
Suspense Account Terminal
Journal Import Errors 429 Code 240, 486, 642
Syntax Rules in FreeFormat Macros 16 Description 642
System Terminal Definitions 486, 641
Controlling Access to 510 Text
Crash 50 Adding Text to Reports 573
Manager 291, 483 File 39
System Generated Balances 362, 428 Thousand Separator 294, 449
SYSTM Journal Source 402 Thousands 141
SYSTM Journal Type 514 Threshold 113
Time Recording 138, 592
T Today’s Date 542, 545
Toggle 58, 416
T-Codes 52, 73, 115, 124, 130, 132, 246, Total 69, 410, 569, 615
377, 389, 399, 406, 594, 609, 620, 627 By Debit/Credit 92, 398
Controlling Access to 508 Line 604
(see also Analysis) T1 to T7 601, 627
Table (see also Report Definition)
Code 306, 308, 619, 624 Total Items
Depreciation Method 305 in Report Definition 560
(see also Financial Tables) Transaction 397, 531
Name 619 Analysis 124, 246, 406, 446
Table Columns Analysis Definitions 130
Index xv
Balance 377, 410 Variance 342, 346
Credits 411 View Held Journals 407, 420
Date 93, 175, 246, 318, 375, 391, 403, 443, View Stored Reports 550, 665, 666
538 VMS 552, 667
Debits 411 Void 540, 672
Description 314, 378 Void Payments 669
Entry 397
(see also Journal Entry) W
File 313
Warnings
Limit 212
Report Format In Use By Another User 561
Page/Screen 48, 54, 69, 75, 169, 410
Wide Columns 142, 598, 611, 622
Reference 93, 112, 212, 398, 402, 541,
Windows 641
627, 649
Attributes 643
Selection 365, 376
(see also Terminal Definitions)
Sequence 48, 457, 583
Withheld
Transaction Date
Marker 47, 50, 280, 301, 366, 376, 672
Validation in Journal Import 430
(see also Allocation)
Transaction Matching 232, 243, 252, 454, 645
Word Processors 655
Selection Criteria 646
Work Files 484
Settlement Discount 651
Transfer 39, 143, 590
Data 309, 423, 621
Y
File 45, 248, 335, 342, 346, 424, 596 Year
File Name 40, 466 Cleardown 527
Format 40, 143, 335, 342, 346, 597, 621, 656 Number 453
In/Out 563 To Date 105, 111, 338, 603
Internal Columns 621
Layout 315, 318, 655, 656 Z
Period 98, 315, 465
Report Formats 563 Zero Suppress 143
Transfer Layouts 277, 299, 655
Trial Balance 242, 460, 477, 661
Troubleshooting
Automatic Log out 119
U
Underline 630
Underscore 630
Unique References 391, 402, 410
Unposted Journals
Listing 325, 438
Unrealised
Gains Account 471
Losses Account 471
Upgrading 323
Upper Case 10
Use of 244, 476
V
Validation 424
of Analysis Codes 133
(see also Transfer)
of Data in Journal Import 429
Valuations
of Assets 243
of Liabilities 243
xvi SunAccount Reference Manual Version 4.2

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SunSystems 4

SunAccount Reference Manual

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Account Allocation ................................................................... 47

SunAccount Reference Manual Version 4.2

SunAccount Reference Manual Version 4.2

THE REFERENCE MANUAL

Each SunSystems and SunAccount function is presented in alphabetical order.

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

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

THE REFERENCE CARD

THE DEMONSTRATION DATABASE

THE SUNSYSTEMS PLATFORM MANUALS

2 SunAccount Reference Manual Version 4.2

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

SunSystems tools comprise a range of utilities designed to speed up and generally

SunSystems Tools, Buttons, and Keystrokes 5

6 SunAccount Reference Manual Version 4.2

SunSystems Tools, Buttons, and Keystrokes 7

8 SunAccount Reference Manual Version 4.2

SunSystems Tools, Buttons, and Keystrokes 9

Code Function Description

+ Add Add next entered amount to accumulator

The CALCULATOR responds to upper and lower case letters.

Leaving the Calculator

10 SunAccount Reference Manual Version 4.2

SunSystems Tools, Buttons, and Keystrokes 11

12 SunAccount Reference Manual Version 4.2

FREEFORMAT MACROS: AN OVERVIEW

FREEFORMAT FILE LAYOUT

F Note: SSISSUE.MDF is not appended to an existing STANDARD.MDF

FREEFORMAT MACROS: WHERE TO START

14 SunAccount Reference Manual Version 4.2

Creating a Simple FreeFormat Macro

Expanding a Simple FreeFormat Macro

Creating FreeFormat Macros: Syntax Rules

16 SunAccount Reference Manual Version 4.2

Creating FreeFormat Macros: Available Commands

Editing a FreeFormat Macro

Editing a FreeFormat Macro from Outside SunSystems

18 SunAccount Reference Manual Version 4.2

RUNNING FREEFORMAT MACROS

Running a Simple FreeFormat Macro

Running an Expanded FreeFormat Macro

Running a FreeFormat Macro by Entering Part of the Name

Running a FreeFormat Macro with Switches

Running FreeFormat Macros Without Logging In

20 SunAccount Reference Manual Version 4.2

DEBUGGING FREEFORMAT MACROS

Debugging FreeFormat Macros: an Overview

Using the /D Switch in FreeFormat

22 SunAccount Reference Manual Version 4.2

FreeFormat Log Files: an Overview

FreeFormat Log Files: an Example

Enhancements to RD=Report Definition

What’s New in Version 4.2 of SunSystems 25

Improvements to the SunSystems Interface

Introduction of Pop-Up Windows

Changes to the way Query and Lookup Operate

26 SunAccount Reference Manual Version 4.2

Introduction of Online Manuals

There are many new features in the three SunAccount modules:

Additional Selection Criteria in Account Allocation and Account Inquiry

Introduction of Pop-Up Windows