Generate nominal accounts for existing cost centres and departments

Are you ready to do this?

Have you completed the necessary set up so that you can generate new nominal accounts?

The cost centres (funds) and/or departments that you want to use for the nominal accounts must exist.
The report category must exist so that you can assign the balance of this nominal account to the appropriate section of either the Profit and Loss Income and Expense or Balance Sheet reports.

Find this screen

Open: Nominal > Create & Amend Accounts > Generate New Nominal Accounts.

How to

Generate nominal accounts

This screen has four pages:

Enter the account details and click Next.

The default name is used for every account created. You can change it for each account on the final step. Useful if part of the account name will be the same for all the new accounts.
Choose the analysis code values. These are applied to every account created. To change the values for individual accounts, amend the account after the accounts are created.
Choose the Cost Centres and click Next.
Choose the Departments and click Next.
All the accounts that'll be created are displayed. You can change the Name, Report Category and SOFA Category.
Click Finish to create the accounts.

Useful info

When to use this

This is a quick way to create new nominal accounts for your funds (cost centres) and departments. When Sage 200 was first set up for you, it's likely that your nominal accounts were set up without the your fund (cost centre) and department codes.

Once you've created your codes for your funds (cost centres) and departments, then use this add the required codes to your nominal accounts.

For example, you have a nominal account for ICT resources with a code of 71922. You want to create ICT resource accounts for restricted RST and unrestricted URT funds as well as YR1 and YR2 departments. You select these cost centres and departments and Sage 200 creates the relevant accounts as follows:

71922	RST	YR1
71922	RST	YR2
71922	URT	YR1
71922	URT	YR2

Use this to add CC and Dept codes to your nominal accounts. This is a quick way of creating accounts for your cost centres (funds) and depts.

You can use this for new or existing accounts. For example, you already have an account code of 6000, and want to add cost centre codes A, B and C, and Dept codes of X. Y and Z. This will create all the accounts with the required combinations.

If you want to add budgets, memos or attachments to any of the accounts, you can do this on the Amend Account Details screen.

If you're only creating a single nominal account, use the Create New Nominal account screen ( Nominal List > New Account).

See an example

John's company have introduced a new product and want to hold its sales values in new nominal accounts so they can be recorded separately.

He gives the nominals the following defaults:

Code - 4500
Default name - Widget Sales

He includes the following cost centres and departments:

Cost Centres	Departments
London (LON)	Administration (ADM)
Birmingham (BIR)	Training (TRN)
Manchester (MAN)

Based on the details entered, Sage 200 suggests the following nominal accounts:

4500 LON ADM Widget Sales
4500 LON TRN Widget Sales
4500 BIR ADM Widget Sales
4500 BIR TRN Widget Sales
4500 MAN LON Widget Sales
4500 MAN ADM Widget Sales

John could prevent any of the nominals from being created or amend the default name (Widget Sales) for each of the nominals at this point but simply generated all the nominals as they were displayed to him.

When to use cost centres (funds)

You can use cost centres to segment parts of your business so that you can monitor income and expenses from individual areas in your company. You append a cost centre to profit and loss nominal accounts. Each nominal account has the same Code but different cost centres. For example, if you have several branch offices and you want to be able to produce a P & L for each office as well as one for the whole business, you could create a cost centre for each branch office. You then make sure that every profit and loss nominal account also using an account with the cost centre for each branch.

When you enter transactions, these are posted to the nominal account associated with this cost centre. When you produce your P & L, it reports the total of all accounts with the same code.

Tip: As all these nominal accounts are reporting the same thing, they should also have the same Report Category.

See an example

John is setting up Sage 200 within his company. His company is comprised of three branches. He wants to produce a P & L for each branch, as well as his the company as a whole, so he creates three cost centres to represent this. These are:

London - LON
Manchester - MAN
Birmingham - BIR

To make sure the value of each transaction is recorded correctly, John creates a set of profit and loss nominal accounts for each cost centre.

His nominal accounts for his sales are as follows:

Nominal Account Code	Cost Centre
4000	LON
4000	MAN
4000	BIR
4001	LON
4001	MAN
4001	BIR

Cost centres are used to represent your funds. You'll need to select a cost centre (fund) for any nominal accounts that will be used to record the income and expenditure of your funds. This is likely to be the majority of your income and expense ( P & L) accounts. Most of your balance sheet nominal accounts will not need to be related to a fund, so these accounts don't need to have cost centres.

If you're an Academy, any nominal accounts linked to a cost centre with a fund type, and a SOFA category are included on the SOFA report.

How to set up your funds

Create a cost centre for each of your funds.

A standard set of cost centres has been created for you representing the main funds used by most schools, such as Pupil Premium etc. You can change or add to these as required.

For each cost centre you specify the type of fund, Restricted, Unrestricted etc. This determines the column fund balances are reported on the SOFA report.
If you're an academy, check your SOFA categories.

You'll have SOFA categories if you were set to be an Academy when Sage 200 was first set up. These represent the SOFA categories specified in SORP 2015. You won't need to do anything else.

Each SOFA category determines the section and row that fund balances are reported on the SOFA report.

If you weren't set to be an academy, then SOFA categories aren't created. You can change this now on the Company Details screen. Once you're set as an academy, the SOFA categories are created for you.
Set your school to be an Academy.
Open: Settings > Organisational and Financial > Company Details.
- Select Academy.
Create your nominal accounts.

Create an account plus cost centre for each nominal account code used to record income and expenses for each fund. If you're also using departments, you'll need a nominal account plus cost centre for each department as well.

If you're an academy, don't forget to choose a SOFA category for each account.

Your accounts might look like this:
When you record transactions, you choose the nominal account with required cost centre and department.
When you run the SOFA report, your funds will be reported in the correct section.

Using departments

Departments are codes that you can add to profit and loss nominal accounts, to help keep track of your income and expenses.

Each nominal account has the same code but with different departments.

Example

Each of John's branch offices has two departments, Sales and Administration. As he also wants to record income and expenses by department, he creates two department codes, ADM and SAL. He also applies these to his profit and loss nominal accounts.

His nominal accounts for stationery purchases are shown below:

Nominal Account Code	Cost Centre	Dept
7502	LON	ADM
7502	LON	SAL
7502	MAN	ADM
7502	MAN	SAL
7502	BIR	ADM
7502	BIR	SAL

Departments are additional codes that you can add to profit and loss nominal accounts, to help keep track of your income and expenses in a particular area.

For example:

A primary school might set up a department for each year, from Nursery to Year 6.
A secondary school might set up a department for each teaching subject area, such as English, Mathematics and Art.

Each nominal account has the same code but with different departments.

Which report category should I choose?

Report categories are used to group your nominal accounts on your financial statements. Each category determines whether an account is for income or expenditure (Profit and Loss), or for your assets and liabilities (Balance sheet).

Every nominal account must have a report category, as this determines which report the balance of the account is included on and how it's reported.

Adding and amending report categories

When you first set up Sage 200, we provided a set of report categories for you to reflect the broad group of things required by most businessesschools. You can't change or delete these, but you can add additional ones of your own. (Settings > Cash Book / Nominal Accounts > Report Categories).

For maintained schools, these report categories match the CFR codes. For academies, these are categories common for most schools.

Tip: If you add your own report categories, make sure you also add them to your Financial Statement layouts (printed reports) and the Financial Statement Designer Excel reports).

Maintained schools

CFR codes for Income and Expenditure

Code	Name	Type	Category Type
CE00	De minimis levels for capitalising expenditure	Profit and Loss	Expense
CE01	Acquisition of land and existing buildings	Profit and Loss	Expense
CE02	New construction, conversion and renovation	Profit and Loss	Expense
CE03	Vehicles, plant, equipment and machinery	Profit and Loss	Expense
CE04	Information and communication technology	Profit and Loss	Expense
CI01	Capital income	Profit and Loss	Income
CI03	Voluntary or private income	Profit and Loss	Income
CI04	Direct revenue financing	Profit and Loss	Income
E01	Teaching staff -	Profit and Loss	Expense
E02	Supply teaching staff	Profit and Loss	Expense
E03	Education support staff	Profit and Loss	Expense
E04	Premises staff	Profit and Loss	Expense
E05	Administrative and clerical staff	Profit and Loss	Expense
E06	Catering staff	Profit and Loss	Expense
E07	Cost of other staff	Profit and Loss	Expense
E08	Indirect employee expenses	Profit and Loss	Expense
E09	Staff development and training	Profit and Loss	Expense
E10	Supply teacher insurance	Profit and Loss	Expense
E11	Staff-related insurance	Profit and Loss	Expense
E12	Building maintenance and improvement	Profit and Loss	Expense
E13	Grounds maintenance and improvement	Profit and Loss	Expense
E14	Cleaning and caretaking	Profit and Loss	Expense
E15	Water and sewerage	Profit and Loss	Expense
E16	Energy	Profit and Loss	Expense
E17	Rates	Profit and Loss	Expense
E18	Other occupation costs	Profit and Loss	Expense
E19	Learning resources	Profit and Loss	Expense
E20	ICT learning resources	Profit and Loss	Expense
E21	Examination fees	Profit and Loss	Expense
E22	Administrative supplies	Profit and Loss	Expense
E23	Other insurance premiums	Profit and Loss	Expense
E24	Special facilities	Profit and Loss	Expense
E25	Catering supplies	Profit and Loss	Expense
E26	Agency supply teaching staff	Profit and Loss	Expense
E27	Bought-in professional services -curriculum	Profit and Loss	Expense
E28	Bought-in professional services - other	Profit and Loss	Expense
E29	Loan interest	Profit and Loss	Expense
E30	Direct revenue financing (revenue contributions to capital)	Profit and Loss	Expense
E31	Community-focused school staff	Profit and Loss	Expense
E32	Community-focused school costs	Profit and Loss	Expense
I01	Funds delegated by the local authority	Profit and Loss	Income
I02	Funding for sixth form students	Profit and Loss	Income
I03	High needs top-up funding	Profit and Loss	Income
I04	Funding for minority ethnic pupils	Profit and Loss	Income
I05	Pupil premium	Profit and Loss	Income
I06	Other government grants	Profit and Loss	Income
I07	Other grants and payments received	Profit and Loss	Income
I08	Income from facilities and services	Profit and Loss	Income
I09	Income from catering	Profit and Loss	Income
I10	Receipts from supply teacher insurance claims	Profit and Loss	Income
I11	Receipts from other insurance claims	Profit and Loss	Income
I12	Income from contributions to visits	Profit and Loss	Income
I13	Donations and/or voluntary funds	Profit and Loss	Income
I15	Pupil-focused extended school funding and or grants	Profit and Loss	Income
I16	Community focused school funding and or grants	Profit and Loss	Income
I17	Community-focused school facilities income	Profit and Loss	Income
I18	Additional grant for schools	Profit and Loss	Income

Additional report categories for the Balance Sheet and control accounts

Code	Name	Type	Category Type
BS01	Property	Balance Sheet	Asset
BS02	Office Equipment	Balance Sheet	Asset
BS03	Furniture and Fixtures	Balance Sheet	Asset
BS04	Motor Vehicles	Balance Sheet	Asset
BS05	Stock	Balance Sheet	Asset
BS06	Debtors	Balance Sheet	Asset
BS07	Deposits and Cash	Balance Sheet	Asset
BS08	Creditors (Short Term)	Balance Sheet	Liability
BS09	VAT Liability	Balance Sheet	Liability
BS10	Taxation	Balance Sheet	Liability
BS11	Wages	Balance Sheet	Liability
BS12	Creditors (Long term)	Balance Sheet	Liability
BS13	P & L Account	Balance Sheet	Liability
M01	Bad Debt	Profit and Loss	Expense
M02	Suspense	Profit and Loss	Expense

Academies

Code	Description	Type	Category Type
BS01	Freehold Property	Balance Sheet	Asset
BS02	Freehold Property Depreciation	Balance Sheet	Asset
BS03	Leasehold Property	Balance Sheet	Asset
BS04	Leasehold Property Depreciation	Balance Sheet	Asset
BS05	Office Equipment	Balance Sheet	Asset
BS06	Office Equipment Depreciation	Balance Sheet	Asset
BS07	Furniture and Fixtures	Balance Sheet	Asset
BS08	Furniture and Fixtures Depreciation	Balance Sheet	Asset
BS09	Motor Vehicles	Balance Sheet	Asset
BS10	Motor Vehicles Depreciation	Balance Sheet	Asset
BS11	Computer Equipment and Software	Balance Sheet	Asset
BS12	Computer Equipment and Software Depreciation	Balance Sheet	Asset
BS13	Stock	Balance Sheet	Asset
BS14	Debtors	Balance Sheet	Asset
BS15	Bank Account	Balance Sheet	Asset
BS16	Deposits and Cash	Balance Sheet	Asset
BS17	Creditors: Short Term	Balance Sheet	Liability
BS18	VAT Liability	Balance Sheet	Liability
BS19	Taxation	Balance Sheet	Liability
BS20	Wages	Balance Sheet	Liability
BS21	Pension	Balance Sheet	Liability
BS22	Creditors: Long Term	Balance Sheet	Liability
BS23	Reserves	Balance Sheet	Liability
E01	Curriculum Supplies	Profit and Loss	Income
E02	Library Services	Profit and Loss	Expense
E03	Assessment & Examination	Profit and Loss	Expense
E04	School Fabric	Profit and Loss	Expense
E05	School Office	Profit and Loss	Expense
E06	ICT Expenditure	Profit and Loss	Expense
E07	School Trips	Profit and Loss	Expense
E08	Headteacher's Contingency	Profit and Loss	Expense
E09	Governors' Provisions	Profit and Loss	Expense
E10	Student Bursary Payments	Profit and Loss	Expense
E11	Exclusion Costs	Profit and Loss	Expense
E12	After-School Club Expenditure	Profit and Loss	Expense
E13	Purchases	Profit and Loss	Expense
E14	Charitable Donations	Profit and Loss	Expense
E15	Other Expenditure	Profit and Loss	Expense
E16	Building Projects	Profit and Loss	Expense
E17	PFI	Profit and Loss	Expense
E18	Building & Grounds	Profit and Loss	Expense
E19	Staffing Costs	Profit and Loss	Expense
E20	Catering Costs	Profit and Loss	Expense
E21	Heat, Light and Power	Profit and Loss	Expense
E22	Rent and Rates	Profit and Loss	Expense
E23	Professional Fees	Profit and Loss	Expense
E24	Travel Expenses	Profit and Loss	Expense
E25	Motor Expenses	Profit and Loss	Expense
E26	Bank Charges and Interest	Profit and Loss	Expense
E27	Depreciation	Profit and Loss	Expense
E28	Non-Reclaimable VAT	Profit and Loss	Expense
E29	Bad Debts	Profit and Loss	Expense
I01	General Annual Grant (GAG)	Profit and Loss	Income
I02	Other Grant Income	Profit and Loss	Income
I03	Income Generated	Profit and Loss	Income
I04	Donations	Profit and Loss	Income
I05	Other Income	Profit and Loss	Income
I06	Sale of Assets	Profit and Loss	Income
I07	Investments	Profit and Loss	Income
M01	Suspense	Profit and Loss	Expense

When to use a SOFA category

SOFA categories are only required if you're an academy. They're used to group your nominal accounts together to be included on the SOFA report.

An account balance will only be included on the SOFA report, if the nominal account has a Cost Centre and a SOFA category.

As a general rule, all nominal accounts with a Cost Centre and a Profit and Loss report category, will require a SOFA category. You'll also need some additional Balance Sheet nominal accounts for the transfer of funds, pensions benefits and funds brought forward from a previous year. See About the SOFA report.

A predefined set of SOFA categories has been created for you. These are taken from SORP 2015.

See the SOFA categories

Code	Description	Type	Category Type
SE01	Raising funds	SOFA	Expense
SE02	Academy trust educational operations	SOFA	Expense
SE03	Provision on boarding activities	SOFA	Expense
SE04	Other	SOFA	Expense
SI01	Donations and capital grants	SOFA	Income
SI02	Transfer from local authority on conversion	SOFA	Income
SI03	Funding for the academy trusts educational operations	SOFA	Income
SI04	Provision of boarding activities	SOFA	Income
SI05	Other trading activities	SOFA	Income
SI06	Investments	SOFA	Income
SX97	Transfers between funds	SOFA	Asset
SX98	Actuarial (losses)/gains on defined pension schemes	SOFA	Asset
SX99	Funds brought forward	SOFA	Asset

If you need a different SOFA category, you can add new ones on the Report Category screen (Settings > Cash Book / Nominal Ledger > Report Categories).

More about analysis codes

Analysis codes are extra pieces of information that you can use as custom fields, to improve your reporting and to compare different areas of your business.

You can have 20 analysis codes for each area.

An analysis code has two parts:

Code or Name - this a label and represents how you want to group your data.
Value - this can be a set of predefined values or free text. This is how you want to break down the data for each group.

On each account, you can choose the value that you want to associate with each code. You set the labels you want to use for each code on the Analysis Codes screen.

Fix it

Can't change the analysis codes?

The analysis codes set here are applied to all accounts that are created. You can't change them from this screen.

If you want to use different values on an account, you 'll need to amend the account separately from the Amend Account Details screen.