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 Expenseor Balance Sheet reports.
Find this screen
Open: Nominal > Create & Amend Accounts > Generate New Nominal Accounts.
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.
When to use this
This is a quick way to create new nominal accounts for your funds (cost centres) and departments. When Sage 200cloud 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 200cloud creates the relevant accounts as follows:
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).
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:
|London (LON)||Administration (ADM)|
|Birmingham (BIR)||Training (TRN)|
Based on the details entered, Sage 200cloud 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.
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.
John is setting up Sage 200cloud 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|
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.
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 200cloud 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.
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.
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|
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.
- 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.
First you'll need to create a department code for each area. A standard set of departments has been created for you that represents the main areas in most schools, such as Maths and English for Secondary schools or Year 1, Year 2 for Primary.
To change or add new departments:
Open: Settings > Cash Book / Nominal Ledger > Departments
For each nominal account code used to record income and expense, you'll need a nominal account plus cost centre plus department. The majority of our income and expense accounts will also have a cost centre, so your nominal accounts will look something like this:
- When you record transactions, you choose the nominal account with required cost centre and department.
- When you run your financial reports, you can group your balances to show income and expenditure by cost centre (fund) and by department.
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 200cloud, we provided a set of report categories for you to reflect the broad group of things required by most
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).
CFR codes for Income and Expenditure
|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|
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
|BS02||Office Equipment||Balance Sheet||Asset|
|BS03||Furniture and Fixtures||Balance Sheet||Asset|
|BS04||Motor Vehicles||Balance Sheet||Asset|
|BS07||Deposits and Cash||Balance Sheet||Asset|
|BS08||Creditors (Short Term)||Balance Sheet||Liability|
|BS09||VAT Liability||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|
|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|
|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|
|BS22||Creditors: Long Term||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.
|SE02||Academy trust educational operations||SOFA||Expense|
|SE03||Provision on boarding activities||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|
|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.
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.
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.