Archive for November, 2011


Drilldown reports add an extra dimension to reports by giving them an interactive element. By using the drilldown facility you are able to launch other reports or even a web page.

To make interaction even more streamlined you are able to pass variables between reports. For example you can specify criteria for one report based on the data selected in another. You could even get directions to a customer site by launching a webpage from the report.

I have attached a document that shows a couple of examples of the sort of drilldowns you can do, and how to set them up. I have used the Sales Ledger Aged Debtors (Summary) to show how you can drilldown into the detail of the figures for a particular customer, by launching the Sales Ledger Aged Debtors (Detailed). I have then used the Customer List to show how to set up a link to a webpage, which will give directions to a particular customer site.

Talking Sage 200 – Drilldown Reports

If your system is installed on a Windows Server 2008 (64 bit) one thing to check is the Business Intellegence scheduled task. If the ‘Configure For’ is set to ‘Windows Vista or Windows Server 2008’ , try recreating the task again and set the ‘Configure For’ to ‘Windows Server 2003, Windows XP or Windows 2000’.

The Scheduled Task should now run and start refreshing the Cubes.

Spread the Word

Please tell friends, colleagues, customers etc about Talking Sage 200. Subscribe to be updated on new posts, follow @talkingsage200 on twitter and/or hit the ‘Like’ button at the top. It really helpful to receive comments and ratings about posts too.

I really want to find out about problems and experiences that others have had with Sage 200.

If you are unsure of anything related to Sage 200 send me a message and I will do my best to help.

Ctayts

You may be an end user unsure on how some functionality works. Or a consultant that has come accross a problem. Don’t be shy!!

If you have any query relating to Sage 200, please ask me. Send me a message or add a comment to the blog. Alternatively tweet @talkingsage200.

Ctayts

There are a number of different journal routines within Sage 200.

Journal Entry

The standard Journal entry option (Nominal Ledger > Nominal Transactions > Journal entry) allows you to enter Single Entry, Reversing Entry, and Recurring Entry or use a Template.

Single Entry is a standard, one-off Journal used to transfer values between nominal accounts.

Reversing entry allows you to fill out a journal in the same way as the Single entry option, but also specify a date to reverse the entries back. When posted, you will have created two journal entries.

Recurring entry allows you to enter a journal in the same way as the Single entry option, but also specify how many times you want to post this journal and the dates for each posting. This is ideal if you post a regular Journal using the same entries.

It is possible to set up Journal Templates in Nominal Ledger > Enter Transactions > Journal Templates. This allows you to create a template of Nominal accounts, Nominal Accounts and Values to transfer or Nominal Accounts and Percentage Values to transfer.

Once a template is created it can be used via the Journal Entry screen, once selected the Journal entry screen is populated with the template Accounts and Values, which can then be used and/or amended as required.

Cashbook Journals

To enter a journal that updates the Cashbook module then a Nominal Receipt or Nominal Payment (Taxable or Non Taxable) should be used. These are in essence types of journal entry. These can be found in Nominal Ledger > Nominal Transactions. (Also in Cashbook).

Prepayments and Accruals

The Prepayments routine can be used to create journal entries that account for an expense which has already been paid, and spread it across several financial periods, rather than it only being accounted for in the period it is paid.

The routine creates a journal entry to transfer the expense from the Profit and Loss nominal account into the Prepayment nominal account on the Balance Sheet. While the expense is in the Prepayment nominal account on the Balance Sheet, it is an asset. This asset is gradually reduced by the periodic journal entries which transfer the value back to the Profit & Loss account over the specified periods.

When you create a Prepayment, any entries that are dated in future periods are held in the deferred waiting postings file. These posting will be transferred using the update waiting postings function, as the periods are opened.

Prepayments are found in Nominal Ledger > Nominal transactions.

Accruals are entered in a similar way to prepayments, but are used to budget for an expense that needs to be accounted for in a number of different periods, but is paid for in arrears. You would need to enter an estimate for the expense.

The routine creates a journal entry to account for the expense on the Profit and Loss and Balance Sheet over the given period. While the expense is shown in the Accruals account on the Balance Sheet it is a liability that is increased as the periodic journal entries are added to it.

The routine also creates a final journal entry which clears the expense from the Profit and Loss and Balance Sheet accounts. At this point you should receive the actual expense and it can be recorded on the ledger without it being accounted for twice.

When you create an accruals journal, any entries that are dated in future periods are held in the deferred waiting postings file. These posting will be transferred using the update waiting postings function, as the periods are opened.

Accruals are found in Nominal Ledger > Nominal transactions.

 

Previous Year Journal

The Previous Year Journal Entry allows you to enter a batch of nominal postings with respect to the previous year.  After the Year End routine has been completed, you can use this routine to adjust the previous year’s figures as well as the opening and closing balances on nominal accounts. It allows you to close the Nominal Ledger at the Year End, but make postings that affect the previous year’s balances such as adjustments received from auditors etc.

The Previous year journal is in Nominal Ledger > Enter Transactions. This option needs to be activated within the Ledger Settings and the previous year end date entered.

You are unable to post previous year journals dated earlier than the start date of the earliest period that already exists in your previous year data.

For Profit and Loss and Balance Sheet accounts, if the nominal code is not ‘retained profit’ (i.e. not the default Accumulated Profit in the Nominal Ledger), the journal entry:

–        Creates a nominal entry for the previous year period. This is linked to the relevant previous year period, according to the date of the transaction.

–        Makes a posting to the adjustments amount posted after the previous year end balance.

–        Adjusts the closing balance amount for the previous year.

–        Makes a change to the previous adjustment posting that was made to the Year End closing balance amount. If the nominal code is a Balance Sheet account:

–        An adjustment is made to the credit year-to-date or debit year-to-date value for the nominal code’s account.

–        If consolidation is enabled in your Sage 200 system, an adjustment is made to the consolidated amount balance for the nominal code’s account.

–        If the nominal code is retained profit, a further adjustment is made to the summary forward balance value for the nominal account.

If the nominal code is a Profit and Loss account:

–        An adjustment is made to the balance summary for the nominal code’s account.