Weighsoft 5 assigns nominal codes to invoice items at the time of posting. There are 2 methods of assigning nominal codes - the more common "Nominal Grid" and the much older method (listed as "Method 2" below).
Method 1: The Nominal Grid
The nominal grid is in use across most Weighsoft installations and will usually be set up during the project phase with assistance from your accounts team to ensure the correct codes are entered.
The nominal grid is in use across most Weighsoft installations and usually be set up during the project phase with assistance from your accounts team to ensure the correct codes are entered.
The grid is enabled by going to the following locations:
Point to Administration then click Settings.
Click Finance then click Posting.
Enable Use Grid Nominal.
You can then access the grid by going to:
Point to Administration then click Lookups.
click Nominal Codes.
The nominal grid is set up as a table with filters in each line to determine the code to use.
So for example you might want all your 8-yard skip invoices to go to code 4001. You would therefore create a line on the grid, add the "8-yard skip" product as a filter and enter the relevant nominal code against that line.
Invoices will go through the nominal grid from top to bottom. So it is important to consider that the more specific a filter is, the higher in the table it needs to go.
When an invoice goes into the table it will check the filters on line 1 - if the item matches ALL the filters then it will use the nominal code on that line. If any of the filters do not match then it will go to the next line down. It will continue doing this until it either finds a match or reaches the end of the table.
If no match is found then the invoice will show in the pre-posting report without a nominal code.
For more details on the nominal grid refer to the Nominal Grid article collection.
Testing Nominal Codes
The only way to test that the nominal codes are being pulled through correctly is to run the Pre-Posting report.
When run, the report will collect all un-posted invoice items and assign a nominal code according to the grid.
Any items that do not match any criteria on the grid will not pull through a nominal code.
Method 2: Product/Outlet/Vehicle/Account/Vehicle
The second method of setting up nominals is no longer in common use as it was the first implementation of nominal codes and has been superseded by the nominal grid.
Using this method you would apply a nominal code directly to one or more of the following system attributes: product, outlet, vehicle, account or address.
When an invoice is then posted the system will look to those places in the following order in order to find:
Product
Outlet
Vehicle
Account
Vehicle
If the product on the invoice item doesn't have a nominal code set in place the system will move on to the outlet for that invoice item. It will keep through the list in the above order until it finds a nominal code, and will then use that code to post the invoice.
Method 2 Troubleshooting
No nominal code being picked up:
If an invoice is not picking up a nominal code it will be highlighted as such in the pre-posting report. if o code has been picked up then it means no codes exists in the system on any of the filters listed above. To rectify this you will need to add the required nominal code to any one of the filters - usually the Product as that will take priority in any posting run.
The wrong nominal code has been picked up:
if the incorrect nominal code ahs been pulled through you will need to check the above filters to determine which one had that code against it. For example if you set code 4000 on a product and 4001 against an outlet, the product code will always be pulled through as that is higher in the search list. if the code required for that invoice is not pulling through then you may need to look at the codes higher in the list and make amendments as required.