From the main menu, you would need to navigate to Nominal Ledger > Enquiry.
This allows the search for specific transactions based on the type of Nominal Code, Open Item, Reference, Run Number, and Stock Number.
This can be filtered further by the source of the transaction, such as Vehicles, Parts, Workshop departments, etc.
Date criteria or specific posting periods can also be entered to limit the search fields further.
The value can also be used to find a specific transaction such as invoices at zero value, values between £1000 and £1500, etc.
Historic Reporting will allow enquiries on transactions for previous financial years.
Depending on the ‘Type’ entered, enter either the nominal code, open item, reference, run number, or the stock number for enquiry. Select ‘Display to see the results.
Nominal Code Type Search
On the results screen, if enquiring across a single period, the balance at the start and the end of the period as well as the updated value and balance are shown at the top of the screen. Where the enquiry is across a financial year, the values will be as per the opening value of the start period and the closing value of the last period for a balance sheet account and the YTD figure for a profit and loss account. Click ‘View Details' to see the individual transactions on the nominal code. Double-click on any column for the selected transaction, apart from the A/C or Stock Number column, and this will display the transaction detail including the user, company, department, source, date, and run.
The corresponding entries of the posting will also be shown. Click ‘Vehicle’ to go to the stock card, ‘Invoice’ to see a copy of the invoice which can be printed or emailed, ‘Print’ to print a copy of the drill down, or ‘Cancel’ to return to the enquiry results screen. The ‘Allocation Log’ will allow a search to show when this transaction was paid and allocated.
If the transaction on the enquiry result screen relates to a sales or purchase ledger account, click on the ‘A/C’ column to view the sales or purchase ledger account enquiry screen.
If the transaction relates to a vehicle record, click on the ‘Stock No.’ column to view the vehicle stock card.
By selecting the page icon at the end of the transaction line, an archived invoice can be viewed, printed, or emailed.
Choose the ‘Export’ option to download the postings into a spreadsheet format.
‘Print’ will print the enquiry screen displayed. ‘Reset’ will blank out the nominal code field in the search criteria screen to enable a new search to be done.
Open Item Type Search
Search Open items allow for ‘Schedule’ accounts to be created for Balance Sheet nominal codes. The enquiry screen allows a search by open item ‘Reference’ or by nominal code range
Enter a reference to show the balances within the open item nominal codes for that reference and click ‘Display’.
Double-click on the reference line to see the individual transactions that make up the balances for that reference.
Double-click on a transaction line to drill down into the posting detail.
In the Nominal Ledger Enquiry screen, enter a nominal code range to see the references against each open item nominal code.
Again, double-click on the reference line to see the individual transactions that make up the balances for that reference then double-click on a transaction line to drill down into the posting detail.
Reference Type Search
Select the search type as ‘Reference’. The reference can be an invoice number (sales ledger or purchase ledger), a cheque number, a cashbook receipt reference, or any text entered in a reference field when posting transactions.
A specific source of transaction, reference, date range, accounting period, or any combination of these search criteria can be searched. Click ‘Display’ to see the search results.
The nominal postings display for the reference. A copy invoice can be printed or emailed out. Double-click on a nominal posting to see the transaction drill-down report.
Run Number
Type Search Select the search type as ‘Run Number’. A specific source of transaction or person who created the transaction can be selected. A date range, run number range, and accounting period can also be used as search criteria. Click display to see the search results. Click on the + sign to view the nominal ledger postings within the run.
Double-click on the postings detail box to see the transaction drill-down report.
Returning to the main run number enquiry screen, click on the sales ledger or purchase ledger account numbers to see the account enquiry screen within the relevant ledger. Click on the invoice icon at the right-hand side of the screen to see an invoice copy. This can be printed or emailed.
Stock Number Type Search
In the search criteria screen, select the search type as ‘Stock Number’, select a Branch and click on the search icon to select a stock number. Click ‘Display’ to see all the nominal ledger transactions for the stock record.
Select the steering wheel icon in the top right-hand corner to view the Vehicle Stock Card. The ‘Reset’, ‘Export’, and ‘Print’ buttons work as previously explained.