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Accounts, Set-up Analyses & Warnings

Starting from the “Accounts Menu”…

  • Click the “Set-up” button
  • If it’s not already in front of the others, click the “Analyses” tab
  • Use the drop-down entitled “Level of Analysis” to select the one you’re interested in
  • Click the “Active” box is your wish to implement this level of analysis
  • Use the search buttons (“First”…“Last”) on the button bar to check existing records
  • Use the “Bin” button to delete unwanted records
  • Use the “Starburst” button to create a new record, then the “Save” button to save it
  • What Are Analyses?

    You already have one level of analysis, called “Nominal Accounts”, by which you can analyse your sales and purchases under headings, such as Wages, Electricity, Carriage, Rent, etc (see “Accounts, Set-up Nominal Accounts”). Do not set-up any further levels of analysis unless you really need them, as they will make the system run more slowly and take up storage space.

    However you may require further levels of analysis. For example, you might receive an invoice for two days of training, where the first was to train your sales team and the second for your admin team. If you only need to know the total you’ve spent on training, then your nominal analysis will suffice. However, if you’d like to know how much each department has spent on training, then you could use a second level of analysis. Of course you could do this by creating two nominals (e.g. “TRSA-Training, Sales” and “TRAD-Training, Admin”). However it will be simpler and quicker to set-up a second level of analysis where you have a number of departments and have to apply this departmental breakdown to a large number of nominal accounts. Moreover, if you use a second or further level of analysis, it will be able to operate independently of the others (e.g. you will be able to analyse your purchases by Sales Dept, Admin Dept, Research Dept, etc, regardless of nominal account).

    Warnings

    Starting from the “Accounts Menu”…

  • Click the “Set-up” button
  • If it’s not already in front of the others, click the “Warnings” tab
  • If you want to be warned immediately the Trial Balance goes out of balance, click the tick box on this form, then click the “Save” button. This will make your system run more slowly, because it will effectively run a Trial Balance after every accounting transaction (though it won’t actually display it). If it doesn’t balance it will throw up a warning, and prevent any further accounting until the problem has been resolved. This is a good way of ensuring your system’s integrity, but at the expense of speed.

    Such extensive checking should be unnecessary, as the system already uses “transaction processing”, which prevents any individual part of a saving process to complete unless all the aspects involved in its double-entry sequence have completed. Despite such precautions though, sudden power cuts or data corruption over a network could still adversely affect an automated double entry.