Create a single nominal account

Find this screen

Open: Nominal Ledger > Nominal Accounts > Enter New Account.

Open: Nominal Ledger > Nominal Accounts > Amend Account Details.

How to

Create a new nominal account

Open: Nominal Ledger > Nominal Accounts > Enter New Account.

Use this when you need to create a few individual accounts.

Tip: If you want to create nominal accounts for the same code, but for different cost centre and department combinations, the Generate Accounts screen is much quicker.

Every nominal account must have a Code, Report Category and Account Type before it can be saved. You can also add budgets, analysis codes, memos and attachments on the relevant tabs.

  • Code - Up to 8 characters which can be numbers or letters. Each nominal account is allocated a unique reference.

  • Report category - determines whether balance of the account is included on the Profit and Loss or Balance Sheet. It also groups your nominal account balances on your financial statements.

  • Cost centre / Dept - these are used to divide your accounts so you can produce separate financial statements for different parts of your business.

    You must have set up your cost centres and departments first.

  • Account Type - choose from the following account types:
    • Posting - transactions are only posted to these accounts.
    • Memo - used for additional analysis. Transactions posted to memo accounts are not included in financial statements or subject to double-entry rules.
    • Group - used for budgeting and reporting.

Making changes to nominal accounts

Once a nominal account has been saved, you can't change the Code, Cost Centre, or Dept.

If you've created an account with wrong Code, CC or Dept and haven't entered any transactions, then delete the account and recreate it.

You can change the remaining information but this may have other implications.

Hide or show a nominal account

This feature is only available from Sage 200cloud Professional Spring 2018 version onwards.

You might hide a nominal account when you're no longer using the account, or have created a new account that you don't want to be used yet.

This removes the nominal account from lists and helps prevent the account being selected by mistake.

Open: Nominal Ledger > Nominal Accounts > Amend Account Details.

  • To hide the nominal account, set the Active Status to Hidden.
  • To show a hidden nominal account, set the Active Status to Active.

Note: If you cannot change the Active Status, you must first enable the setting Restrict account selection to existing and active accounts in Nominal Ledger Settings. See Restrict account selection to existing and active accounts.

See About hiding nominal accounts.

Delete a nominal account

If you no longer want to use a nominal account, you can delete it in the following circumstances:

  • The account has a balance of zero.
  • The account has no transactions posted to it either in the current or archived file or held in the waiting postings file.
  • The account is not set as the Suspense account.
  • The account Code has not been used as the default on a Project Item.

Useful info

Allow or prevent journal entries

You can choose whether or not nominal journals can be entered for this nominal account. This is only applicable to Posting and Memo accounts.

Journals are usually used for transactions that can't be entered using other Sage 200cloud processes or for making corrections when transactions have been posted to the wrong nominal account.

You may want to restrict the entry of nominal journals for some accounts, particularly when transactions are posted to an account automatically as part of a Sage 200cloud process, such as the Debtors Control account or Accumulated Profit account.

To prevent nominal journals being entered, make sure Allow manual journal entries is not selected.

Allow or prevent batch postings

Whether to choose to us batch postings depends on whether you're using waiting postingsTransactions that have not yet been posted to the Nominal Ledger. These can be updated by using the Nominal Ledger Update Waiting Postings routine. to update your nominal accounts or not. This is set by the Update the Nominal Ledger immediately journal entries are posted option in the System Settings.

  • If you've chosen to not to select Update the Nominal Ledger immediately journal entries are posted and to use waiting postings, then you can also choose to Use batch postings here.

    If this is selected, transactions being posted to the same nominal accounts are posted as a single value, when Update waiting postings is run. When checking your nominal accounts, you won't be able to see a full history of individual transactions.

    For example, if you post a group of five invoices and then choose to update your waiting postings, a single transaction will be posted to your Debtors Control account for the value of all five invoices.

  • If you've chosen to select Update the Nominal Ledger immediately journal entries are posted, then individual transactions are always posted to your nominal accounts straight away. Don't select Use batch postings here.

Show your account balances in lists

Here you can choose whether or not to show the balance of this nominal account on the nominal list and workspaces.

You might want to do this for sensitive accounts where you don't want all your staff to see the account balance. Your retained profit or salary accounts for example.

Keep transactions

You can remove older data, which makes it easier to find relevant information, frees up disk space and optimises the system processing speed.

  • Keep transactions for - Enter the number of months (up to 36) you want to store transactions on this nominal account. After this time the transactions are archived or can be deleted.

    The default for this is set in the Nominal Ledger settings.

    This account must be a memorandum or posting account.

Link to a parent company

You'll only see the Consolidated account if a parent company has been set for this company. This allows you to consolidate the balance of your nominal accounts from several subsidiary companies into a single holding parent so you can produce financial reports for the holding company.

Select the nominal account this account should be linked to. The drop-down list shows the nominal accounts from the parent company.

If you see a yellow highlight, it means that the account entered doesn't exist in the parent.

If the account isn't linked, then the balance will post to the suspense account in the parent company, when you run the consolidation.

Adding analysis codes

Analysis codes can be used as custom fields or extra pieces of information that you can use to improve your reporting and to compare different areas of your business. An analysis code has two parts:

  • Name or field label
  • Value. These values can be entered as text or you can a create a predefined set of values. You then choose the values for each code to apply per nominal account.

You create the analysis codes and their associated values on the Maintain Analysis Codes screen.

Here you choose the value to associate with each code. If you don't want to link a particular analysis code to this account, then just leave the value blank.

About entering budgets

You can record budgets against you nominal accounts, for the current year and up to five future years.

Note: You must enter budgets as a negative amount for all accounts where you're expecting the account balance to be a Credit. This normally applies to all Income type accounts on the Profit and Loss and Liability accounts on the Balance Sheet.

Tip: If you want to set an overall budget for a group of nominal accounts, see Budget owners and combined nominal budgets.

See Set up nominal budgets.

Memos

Memos allow to add comment and notes about a nominal account. For example, you might want to add notes about the kind of transactions that should be posted to the account, note when an account should not be used.

You can mark these memos as Active, so you can see which are still being used. Setting a memo as Inactive allows you to keep a record of previous memos. The Last Updated date shows the time and date amendments were made.

Attachments

Use this to include files and documents about the nominal account to their record in Sage 200cloud. You can store the file with the record, or include links to files that are kept on a local or network drive.

  • If the attachment is a file, a copy of the file is stored with the account/record on the server.
  • If the attachment is a link or a folder, only the location of the file or folder is stored; e.g. it might be a file or folder on your network.

More about account types

About hiding nominal accounts

You might hide a nominal account when you're no longer using the account, or have created a new account that you don't want to be used yet.

This removes the nominal account from lists and helps prevent the account being selected by mistake.

You can check which nominal accounts are hidden and who changed their status, by using the Accounts not Active report.


FAQs

Error - The nominal account cannot be deleted as it is used within the Project Accounting module

This occurs if the nominal account Code is set a the default account on a Project Item in Project Accounting.

You can't delete any nominal accounts with this Code regardless of any Code, CC / Dept combination. This is because only the nominal account Code is set as a default on the project item, as any CC / Dept combination is worked out when a project transaction is posted.