Question
Why does an error message prevent me from De-Allocating/ Deactivating a nominal code via Accounts > Nominal Ledger > Ledger Parameters in the transaction codes tab?
Answer
The nominal codes will be linked to something in the system such as a transaction or system parameter. To qualify a nominal code for De-Allocation/ Deactivation, the code must not have been posted to in the previous 12 months, and must now have an overall balance of zero for the last 12 months.
Once De-Allocated, the system will not allow postings to the code at divisional level, and the code will not show on Nominal ledger reporting.
If you go to Accounts > Nominal Ledger > Ledger Parameters and click on the transaction codes tab. From here, if you check one or more tick boxes for the nominal code you wish to de-allocate, and then click de-allocate, the message will display as below:
This will also be the case for the Deactivate button, and means the code is linked to something else, preventing De-Allocation, which we must find first. The 'item ref: 3' in the error message refers to the nominal code in question.
To search for any transactions linked to this nominal we can go to Accounts > Nominal Ledger > Enquiry.
Select 'Nominal Code' from the type dropdown box, and then type in the nominal code in question, the look-up tool can help identify the correct code. In the period dropdown box select 'Any Period', and select start date from 01/01/1900 to end date 01/01/2100, as we want to search for any possible transaction linked to the code.
From here, we can then click the 'display' button and then the 'View details' button. This will display any linked transactions in the date range we have just chosen.
From the above screenshot, in the top left it will detail the Balance, this must be zero and has been for the last 12 months.
There should be no transactions that are listed with a date within the last year as well.
If this page is blank, and there are no linked transactions, we can check system parameters.
Go to Accounts > Nominal Ledger > Ledger Parameters, click the parameters tab.
Click into each line of the accounts table, and look through all of these parameters, to check that the nominal code is not being used.
Go to Accounts > Nominal Ledger > Reporting > Composites, and check that the code is not being used in Composite Reports.
Go to Vehicles > Parameters > Parameters, click the Nominal codes tab.
Check the nominal code is not showing in here.
Click onto the Type of sale tab.
Click through all of the type of sales and see the nominal code is not in here.
Click on the bonus income tab.
Click through all of the bonus income and see the nominal code is not in here.
Click on the miscellaneous costs tab.
Click through all misc. costs and see the nominal code is not in here.
If the nominal code is neither linked to transactions or system parameters, please contact Pinewood DMS support.