Nominal workspaces and enquiries

Use the nominal workspaces and enquiries to investigate and find information about your nominal accounts and transactions. You can trace transactions and determine where your money comes from and where it goes to. You can compare this information against how you did last year and what you have budgeted for.

You can amend workspaces to display data to suit your business processes or current task. You can use the filter options and column selector to choose the data that is displayed.

You can use the Workspace Designer to change the content or to create your own workspaces. You can add or remove content and change the available actions, the reports, the columns and how they are displayed, the default filters used for the toolbar filter and so on.

In the desktop application, workspaces can be opened from the Workspaces option on the main menu or from the options available on the Enquiries and other menus within each module.

If you open workspaces in a web browser, you select the module and then the workspace required. For example, selecting a workspace for the Nominal Ledger would be done by selecting Nominal Ledger and then the required workspace.

The following enquiries and workspaces are available in the Nominal Ledger.

Account enquiry

Account Enquiry is an enquiry form.

To use account enquiry:

Open: Nominal Ledger > Nominal Enquiries > Account Enquiry.

Select the account you want to view.

Note: If you see a message This account will not display in lists, this means the nominal account has been hidden. To change an account status, see Hide or show a nominal account.
Choose the information that you want to view by selecting the appropriate tab:
- General shows the account type, details of the options that are in force for the account and the balance information.
- Analysis shows the values set for the nominal account each analysis code.
- Budgets shows details of budget figures and balances entered for the account for next year, the current year, and up to five previous years (as long as the data is still held on the system and you have set the View Budget History setting on the Options tab of Nominal Ledger settings).
  - Select the Display previous year adjustments to show adjustments that have been made against the selected nominal account.
- Attachments displays a list of any files that are associated with the account, for example, images, spreadsheets, or documents.
- Memo displays notes that are associated with the account.
  
  An * (asterisk) is displayed on the Memo tab if there are active memos.
  - To add memos, click Add.
    
    Enter the memo text and click OK.
    
    The memo details are added, along with the date and time that it was added as well as the user who created the memo.
  - To amend the memo information, click Edit.
  - To remove the memo, click Delete.
  - By default, memos that you add will be marked as Active. This can be changed by selecting the active memo and clicking Set as Inactive.
  - Select Show memo text to view the full text of the memo.

Transaction enquiry

Transaction Enquiry is an enquiry form.

Use the nominal transaction enquiry:

Open: Nominal Ledger > Nominal Enquiries > Transaction Enquiry.

Select the Nominal account.
Transactions for the account are displayed.
- Current: Displays the current transactions held on the account. The transactions included will depend on your setting for Keep transactions for on this account.
- Historical: Displays any historical transactions held for the account.
- To sort a column, click the column title.
- To display only certain types of transaction, select a filter from the Transaction filter drop-down list; the choices are: No filter, Filter by date, Filter by period.
To view further information and print details, select a transaction and click Detail.
1. The top of the window displays the main details of the nominal transaction such as Narrative, Reference, Value, Date, User, URN.
  - To print the report details, click Print.
2. To view associated transactions, choose one of the tabs:
  - Associated nominal: Shows the details of any other nominal transactions that are associated (by URN The unique reference number assigned to a complete transaction to assist in tracing the progress of the transaction through Sage 200. This number is 12 digits long and comprises of: 3 digits for the user number, 2 digits for the source module in which the transaction was created, and a 7 digit sequential reference number.) with the selected transaction. (For example, a Debtors Control transaction will usually have an associated Sales Account transaction). These will be in base currency.
  - Bank: Shows any Cash Book transactions associated with the selected nominal one. These will be in the operating currency of the bank.
  - VAT: Shows any VAT transactions associated with the nominal transaction. These will be in base currency.
  - Trader transactions: Shows any Sales Ledger or Purchase Ledger transaction associated with the Nominal transaction that generated the postings. These will be in the operating currency of the trader.
  - Project Analysis: Shows the details of any projects transactions associated with the nominal transaction.
3. To view or add file attachments for a transaction, select the transaction then select Attached Documents. You can add attachments for a nominal journal entry, a sales invoice or credit note, or a purchase invoice or credit note. See Scan and attach documents.

Account Summary and Breakdown

Account Summary and Breakdown is an enquiry form.

To use account summary and breakdown enquiry:

Open: Nominal Ledger > Nominal Enquiries > Account Summary and Breakdown.

Select the nominal account Code.
The account's budget details and status for each period is displayed, plus a list of cost centres and their balances.
To display details about the account by cost centre, select Details.
To display details about the account's transactions, select Transactions.

View Nominal Structure

View Nominal Structure is an enquiry form.

To view nominal structure:

Open: Nominal Ledger > Nominal Enquiries > View Nominal Structure.

Select your Profit and Loss layout and Balance Sheet layout.
Select the period range you want to view.
To compare the balances, select to compare the current period range, the same period for the prior year, or the prior period range.
Click Display.
Use the + and - symbols to the left of the report categories to expand and collapse the displayed nominal structure. To open and close all the categories, Click Expand All or Collapse All.
To view a nominal account in detail, select the nominal account and click View Account Details.
To print a copy of the information displayed, click Print.

Tip:

During the activity you can also use:

Colour: To apply a single colour to alternate rows.

Clear: To clear the nominal structure from the screen.

View Waiting Postings

View Waiting Postings is an enquiry form.

Open: Nominal Ledger > Nominal Ledger > Period End Routines > View Waiting Postings.

Select the type of posting, either Current or Deferred.
Select the postings to be displayed. You can restrict what is shown by the following filters:
- User: Select All to display postings by all users, or select the user whose postings you want to display.
- Source: Select All, or select the specific ledger that generated the postings you want to display.
- URN from: Enter a start and end URN for the postings you want to display.
- Date from: Enter a start and end date for the postings you want to display.
To display the postings, click Refresh.

To reset the selection criteria, click Reset.

To display the posting details of a transaction, select the transaction in the list and its Account name and Narrative are displayed in the Posting details above the list.
To print a report, click Print.

Select the criteria to include in the report.
Click OK.

Note: Depending on your output mode, the output will be printed, spooled or previewed.

Accounts

Accounts is a workspace.

Use this to see details about your nominal accounts such as budgets and memos.

You can:

Highlight a nominal account and see the details, budgets, attachments and memos for the selected account.
Open a related workspace with the content already filtered. For example, if you want to view the transactions for a specific account, select the account (using the check box) and choose Actions > Nominal Current Transaction Enquiry. The Nominal Current Transaction Enquiry workspace opens with the list of transactions filtered for the selected nominal account.

Note: This option is not available if you have more than one row selected.
Add a memo to an account. Select the account (using the check box) and choose Actions > Add Memo.
Desktop only - Complete related tasks from the list of Actions, such as amending an account or entering a journal for a selected account.
Sort and filter the list of accounts. Use the filter options to see information such as accounts by cost centre or department, by report category or with balances above a certain value.
Search for a specific account. For example, use the toolbar filter to find a specific account by number or name.
Print a list of the accounts that you are interested in.
Export the list of accounts that you are interested in to an Excel spreadsheet.
Run related reports.

Current Transactions

Current Transactions is a workspace.

Use this to see a detailed breakdown of each current transaction held on the account.

You can:

Highlight a nominal transaction and see the transaction details, associated supplier or customer transactions, associated bank transactions, and view VAT and project details.
Open a related workspace with the content already filtered. For example, if you want to view the nominal account details, select the transaction and choose Actions > Nominal Account Enquiry. The Nominal Account Enquiry workspace opens with the list of accounts filtered for the selected nominal transaction.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of transactions. Use the filter options to see information such as transactions relating to a specific nominal account, or transactions relating to a specific cost centre or department or above a certain value.
Search for a specific transaction. For example, use the toolbar filter to find a specific transaction by reference or URN.
Print the details of transactions you are interested in.
Export the details of transactions you are interested in to an Excel spreadsheet
Run related reports.

Archived Transactions

Archived Transactions is a workspace.

Use this to see a detailed breakdown of each archived transaction held on the account.

Transactions are archived when you run the Period End Routines > Account Maintenance option, using the options selected on the Nominal Ledger Settings | Defaults tab.

You can:

Highlight a nominal transaction and see the transaction details, associated supplier or customer transactions, associated bank transactions, and view VAT and project details.
Open a related workspace with the content already filtered. For example, if you want to view the nominal account details, select the transaction and choose Actions > Nominal Account Enquiry. The Nominal Account Enquiry workspace opens with the list of accounts filtered for the selected nominal transaction.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of transactions. Use the filter options to see information such as transactions relating to a specific nominal account, or transactions relating to a specific cost centre or department or above a certain value.
Search for a specific transaction. For example, use the toolbar filter to find a specific transaction by reference or URN.
Print the details of transactions you are interested in.
Export the details of transactions you are interested in to an Excel spreadsheet

Current Waiting Postings

Current Waiting Postings is a workspace.

Note: There is also a Current Waiting Postings desktop list available from the Nominal Ledger menu.

Use this to see details of transactions for open accounting periods, which have not yet been posted to the nominal accounts.

You can:

Highlight a pending transaction and see the transaction details.
Complete related tasks from the list of Actions, such as Update Waiting Postings.
Open a related workspace with the content already filtered. For example, if you want to view the nominal account details, select the transaction and choose Actions > Nominal Account Enquiry. The Nominal Account Enquiry workspace opens with the list of accounts filtered for the selected nominal transaction.

Note: This option is not available if you have more than one row selected.
Desktop only - Complete related tasks from the list of Actions, such as update waiting postings.
Sort and filter the list of transactions. Use the filter options to see information such as transactions by date, account, cost centre or department and so on.
Search for a specific transaction. For example, use the toolbar filter to find a specific transaction by reference, URN, or value.
Print the list of the transactions that you are interested in.
Export the list of transactions you are interested in to an Excel spreadsheet.
Run related reports.

Deferred Waiting Postings

Deferred Waiting Postings is a workspace.

Note: There is also a Deferred Waiting Postings desktop list available from the Nominal Ledger menu.

Use this to see details of transactions for future accounting periods, which have not yet been posted to the nominal accounts.

Highlight a pending transaction and see the transaction details.
Open a related workspace with the content already filtered. For example, if you want to view the nominal account details, select the transaction and choose Actions > Nominal Account Enquiry. The Nominal Account Enquiry workspace opens with the list of accounts filtered for the selected nominal transaction.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of transactions. Use the filter options to see information such as transactions by date, account, cost centre or department and son on.
Search for a specific transaction. For example, use the toolbar filter to find a specific transaction by reference, URN, value.
Print the list of the transactions that you are interested in.
Export the list of transactions you are interested in to an Excel spreadsheet.

Failed Consolidations

Failed Consolidations is a workspace.

Use this to see if any postings failed whilst consolidating the subsidiary company.

Subsidiary company postings only need to be resent if there is a loss of connection between the subsidiary and the parent company during consolidation.

You can check the Failed Consolidations workspace to see if any postings failed whilst consolidating the subsidiary company.

To resend failed postings from the subsidiary

Open: Nominal Ledger > Utilities > File Maintenance > Failed Consolidations.

Select the Failed Consolidations workspace
Select the consolidation that you want to resend, in the list.
Right-click and select Actions > Re-post consolidation.

Nominal Account List

Note: This is a workspace equivalent to the desktop list in Sage 200.

Use to see a list of all your nominal accounts.

You can:

Desktop only - Complete related tasks from the list of Actions, such as amending an account or entering a journal for a selected account.
Sort and filter the list of accounts. Use the filter options to see information such as accounts by cost centre or department, by report category or with balances above a certain value.
Search for a specific account. For example, use the toolbar filter to find a specific account by number or name.
Print a list of the accounts that you are interested in.
Export the list of accounts that you are interested in to an Excel spreadsheet.
Run related reports.

Audit Trail List

Note: This is a workspace for web users, equivalent to the Audit Trail File enquiry form within Accounting System Manager > Utilities.

Use this to see a list of all entries in the audit trail.

You can:

Sort and filter the audit trail. Use the filter options to see information such as audit trail entries by type, date, nominal account, user or source.
Find a specific entry. For example, use the toolbar filter to find an entry by URN, or reference.
Print a list of the audit trail entries that you are interested in.
Export the list of audit trail entries that you are interested in to an Excel spreadsheet.

Fixed Asset Enquiry

Use this to see details of your fixed assets such as asset net book value, last depreciated date, total depreciation posted and so on.

Highlight an asset and see a list of the posting transactions for the asset, showing transaction date, type, posting value, period number and URN.
Desktop only - Complete related tasks from the list of Actions, such as entering or amending an asset, or depreciating, disposing of and deleting assets.
Sort and filter the list of accounts. Use the filter options to see information such as fixed assets by depreciation method, date acquired or residual value.
Search for a specific asset. For example, use the toolbar filter to find an asset by name or reference.
Print a list of the assets that you are interested in.
Export the list of assets that you are interested in to an Excel spreadsheet.