CK Nominal Recode
Contents
1. File Edit View d Window Help D eGsoo8 e PHO AV2G8 PIR Processing B Matrix Reports Utilities A E Set Option PerodEnd PIR Quantities Year End E Post Recuri E SIL Transfe E P L Transfe E Cashbook 1 Payroll Trar X Stock Trans E Consolidati E Bank Reval W Rebuild Per E Rebuild His E Stock Reva X CkRe Code Maintenance ld Accounts J Cost Centr f J Types jJ Sub Types E Bankacco f J Budget Fac 3 Reporting OPERA I A Do You Wish To Import Details popu w Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL Page 11 of 13 Choose Y es and you are presented with the standard recode screen but with your spreadsheet details entered Click on the OK button to recode as before s Opera Il Ent amp prise CK Contractor Limited File Edit View Record Window Help IE 3e 6 amp econ ie one aU g ws 8d gt bil ors 84 a CK Contractor Limited Printed on 06 09 2006 at 13 02 by MANAGER Nominal CKRecode Exceptions Report CK Contractor Limited Old Code B115 DJM1 C126 SAUS If there are any problems with the data contained in the import file then at this point the utility will automatically produce an exceptions report listing any ignored codes and the reason why the utility was un2. CK RECODE NOMINAL abs Page 7 of 13 n Pegasus Opera Il Enterprise CK Contractor Limited File Edit View Record Window Help DxoHeoos elopmbsh9 dgt lt e Navigator EH Sales E Purchase 1 CK Nominal Re Code Jf Matrix Reports C3 Utilities EL Set Option E Period End E Year End E Post Recuri New NamejDescription Computers Accum Depn 9 SiL Transfe E ENTERPRISE Cashbook 1 E Payroll Trar E Stock Trans 35 Consolidati E Bank Reval Rebuild Per Rebuild Hist 3 Stock Reva ckRe Code Maintenance Budget Fac Reporting Project Departmen Views The second code is flagged to the side with the legend MERGE and the letter T for true is placed in the merge column in the browse window Once all nominal accounts are selected more than one code can be merged in one run choose OK and you are asked if you wish to run recode say Yes if you wish to continue or No to be returned to the selection screen Once completed the original codes that have been merged are automatically flagged for deletion in the nominal and the description is changed to e g Merged to the being whatever account code you selected for the code to be changed to Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL abs Page 8 of 13 i File Edit View Record Window Help DseouHeoe
3. CK RECODE NOMINAL Page 1 of 13 CK RECODE NOMINAL A Utility for Pegasus Opera Il Opera 3 User Manual Updated 06 09 13 Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL is Page 2 of 13 1 0 2 0 3 0 4 0 5 0 CK RECODE NOMINAL MANUAL CONTENTS Introduction and Overview CK RECODE NOMINAL Installation Activation CK RECODE NOMINAL Utility Report Recoding Bespoke Files Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL is Page 3 of 13 1 0 Introduction amp Product Overview CK RE CODE NOMINAL is a utility for the Opera II Opera 3 accounting system which allows the user to change an existing nominal account code The utility has been designed to allow the following e Individual or batch recoding of accounts e Multiple nominal accounts can be merged into one e Bespoke fields can be included in the Re Code update Change all occurrences of the code throughout the whole Opera II Opera 3 system e Import a recode CSV file from Excel for batch Re Coding The purpose of this manual is to ensure that you install and activate CK RECODE NOMINAL correctly Should you experience any problems when running CK RECODE NOMINAL or you have any queries or comments regarding this product please contact CK Systems
4. Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL abs Page 6 of 13 rise CK Contractor Limited Sub Contractors EHE Nominal Journals 1 CK Nominal Re Code E view H Reports Old Code A115 Q Freehold Buildings Accum Depn f Matrix Reports i 5 Utilities Bus i Set Option New Code B115 Qa Period End PIR Quantities Year End New NamejDescription Freehold Buildings Accum Depn E Post Recuni pee ald code new coo cen P ENTERPRISE Pil Transfe Cashbook 1 Payroll Trar E Stock Trans Consolidati BankReval Rebuild Per Rebuild His StockReva E CKRe Code 1 3 Maintenance i C Cashbook H Stock Choose Yes and recoding begins Check the account in the nominal ledger and you will see that the account has now been recoded and the old code does not exist 3 2 MERGING MULTIPLE NOMINAL CODES INTO ONE NEW CODE You may encounter a scenario where you wish to amalgamate several nominal accounts into one this can be achieved with CK RECODE NOMINAL Load the Recode utility as before and enter the code that is to be recoded and merged Then enter the code that this account is to be merged with NB The nominal account code you wish to merge too must already exist in the NOMINAL module Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk
5. able to process them You will be prompted via the standard publisher screen to print to either the screen or a printer Nominal CKRecode Exceptions Report The records listed below have been rejected for the attached reasons NewCode Reason Rejected Trade De Old Code does not exist in Opera Il Petty Ca Old Code does not exist in Opera Il ll Pegasus Opera II Enterprise CK Contractor Limited File Edit View Record Window Help I LIE SSIES EA 3 Matrix Reports E amp Utilities Set Options 3 Period End Processing X Year End 35 Post Recurring 3 SiL Transfer 35 Pil Transfer PIR Processing Cashbook Transi Payroll Transfer Stock Transfer Consolidation PIR Quantities Bank Revaluation Rebuild Periods E Rebuild History Maintenance E 53 Cashbook E Processing E Batch Processing Reports Utilities 58 C3 Maintenance H Stock 3 Bom i a SOP 06 09 06 CK Contractor Limited EL Stock Revaluatiol 3 CkRe Code Cod A150 sauso F E2 Old Code A150 Qj Computers Cost New Code SAUSO1 a New Name Description Petty Cash Old Code New Code New Description A140 Dm1 F Trade Debtors Petty Cash me E PNM Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL Sis Page 12 of 13 After recoding you have the option to Delete Impo
6. by telephone on 0121 601 6400 Alternatively you may contact us by fax on 01384 245200 or by e mail to cks ckca co uk IMPORTANT NOTE FOR CK RECODE TO RUN CORRECTLY THE OPERA II OPERA 3 TOOLKIT MODULE MUST BE ACTIVATED ON THE SYSTEM DISCLAIMER Although programs are tested by CK Systems before release no claim is made concerning the accuracy of software CK Systems cannot assume liability or responsibility for any loss or damage arising from use of these programs It is a condition of every sale or purchase of CK RECODE NOMINAL that the purchaser accepts all such risk and such acceptance shall have deemed to be given when the purchase is made 2 0 Installation amp Activation of CK RECODE NOMINAL Please refer to separate CK Activation Manual Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL se Page 4 of 13 3 0 CK RECODE NOMINAL Utility The CK RECODE NOMINAL utility is located in the Utilities folder in the NOMINAL Module 3 1 RECODING INDIVIDUAL BATCH RECORDS Pegasus Opera Il E prise CK Contractar Limited Bzoueoom e b m ba69 cot 9 SiL Transfe 2 ENTERPRISE Pil Transfe Consolidati W BankReval E Rebuild Per Num Click on the CKRECODE icon on the NOMINAL utilities menu and you are presented with the recode entry screen Simply enter the code to be chang
7. e called SEQRECOD DBF This is used to enter records relating to 3 party bespoke fields that need to be included in the Re coding process There can be multiple tables in the system folder if required to perhaps associate with a particular project or dealer The format of the filename must be D RECOD DBF For example CKSRECOD DBF These tables can contain as many records as required If the table contains no records then the table is ignored during the re code process The table structure is as follows ck source Module Code S ales P urchase N ominal C Stock J Costing A Sales Analysis B Purchase Analysis G Stock Category ck_filenam Table Name i e CNAME SNAME JCHEAD ck_field Field Name i e CN REF SN ACCOUNT JH_CSTDOC ck fldph COSTING ONLY Phase i e 01 02 ck fldcc NOMINAL ONLY Cost Centre i e ADM SAL ck_extra Used to filter records processed for the selected table For example when processing SNAME you could enter NOT sn_dormant quotes not required and this would exclude dormant accounts during the re code process Any valid FoxPro expression can be entered in this field and fields specified in this expression must exist in the table ck single NOMINAL ONLY Should always be T if the table does not hold the cost centre as a separate field If the cost centre is held in its own separate field then this should be F ck space NOMINAL ONLY If ck_field contains
8. ed in the Old Code field full Opera II Opera 3 search facilities are available and then enter your new code details in the box below limitations on coding are as Opera II Opera 3 Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL ee Page 5 of 13 LN a Il Enterprise CK Contractor Limited File Edit View Record Window Help Dxe6Heoos e l ombassS9 du Opera Il Enterprise Navigator 1 CK Nominal Re Code OldCode A115 Q Freehold Buildings Accum Depn Matrix Reports E Utilities M set Option New Code fend a Period End PIR Quantities g Year End New NamejDescription Freehold Buildings Accum Depn E Post Recuri siL Transfe Merge New Description ENTERPRISE 3 Pi Transfe Freehold Buildings Cost X Cashbook1 E Payroll Trar E Stock Trane Consolidati E Bank Reval 35 Rebuild Per E Rebuild Hist E Stock Reva As you are not merging codes an F for false is placed in the merge column You can continue to add Old amp new codes if you wish to recode a number of accounts in one process batch recoding Select OK and you are asked if you wish to Run Recode Yes or No This gives you the option to change your mind if you notice you have the incorrect code selected you could however recode the nominal account back to the old code if a mistake was made Castle Court 2 Castlegate
9. oms e ess 2S9 dg Opera Il Enterprise Navigator Il Account A155 Merged Into Account A999 d General emo List Description Merged Into Account A999 z Tsim lsc wj Sterling Fixed Assets Equipment Period 10 0 00 Year TD 0 00 Prev YR 0 00 a PIR Quantities Num The old codes can then be either undeleted or re used if required or removed from the system by running a NOMINAL reorganise from the Utilities menu in NOMINAL 3 3 RECODING OF CASHBOOK ACCOUNTS CKRecode Nominal will also allow you to recode Cashbook accounts if you have the cashbook module switched on for this company the procedure is exactly the same as above just browse for or enter the cashbook account in the Old Code box Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL bs Page 9 of 13 3 4 RECODING RECORDS FROM AN EXCEL SPREADSHEET In instances where the end user has a large number of nominal accounts and is restructuring their coding system it may be onerous to change these codes from within Opera II Opera 3 on a batch recode basis CK RECODE NOMINAL allows you to make all your changes on an excel spreadsheet and then import these into the recode utility for changing e Create a spreadsheet and save it as a CSV file with a filename of CKNLRCIM CSV e The columns in the file must be entered a
10. rt File By choosing no the CSV file is retained in the main Opera II Opera 3 directory and can be deleted manually This file should be moved to a different location if you wish to retain it so it is not activated the next time recode is run 4 0 Reports A CKRecode History report is available on the Nominal Reports Menu This report is an audit trail of all the changes that have been made on the system and is updated each time recode is run n Pegasus Opera Il Enterprise CK Contractor Limited File Edit View Record Window Help bsO Heoos e Pnogag wt Print Preview x IT laj a gt i oz 7 Be amp CK Contractor Limited Nominal Ledger CKRe code History Printed on 06 09 2006 at 15 50 by MANAGER Selected from to CK Contractor Limited CKRe code History Report by Account Account A140 Fixtures amp Fittings Cost Merged From Account 4120 on 06 09 2006 by Manager A939 Balence Sheet Suspense Merged From Account 4155 on 06 09 2006 by Manager B115 Freehold Buildings Accum Depn Alc Changed from A115 to B115 on 06 09 2006 by Manager B123 Freehold Buildings Cost Alc Changed from A110 to B123 on 06 09 2006 by Manager Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL Eis Page 13 of 13 5 0 Recoding Bespoke Fields In the Opera system folder there is an external tabl
11. s follows Old Code Old Cost Centre New Code New Cost Centre Description The cost centre details are not mandatory but the colums must exist in the spreadsheet even if they are to be left blank The file must be saved in the Main Opera II Opera 3 root Directory E Microsoft Excel Book1 1 B115 DJM1 Trade Debtors 2 C126 SAUSO1 Petty Cash 3 C K gt nN Sheet1 Sheet2 Sheet3 il gt Ready When the recode utility is now run the system recognises the existence of an import file But only if the CSV file is named as above Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk CK RECODE NOMINAL Page 10 of 13 n File Edt View Record Window Help D e6Heooms elombaeS9 dg Opera II Enterprise Navigator l eo Sub Contractorbl E 2 Utilities EL Set Option E Period End PIR Quantities E Year End E Post Recuri st transfe f Pil Transfe f X Cashbook f Payroll Trar E Stock Tran amp Consolidati BankReval E Rebuild Per E Rebuild Hisl E Stock Reva E CKRe Code E 3 Maintenance E accounts f Cost Centri Types subtypes J Bank Acco Budget Fac 3 Reporting J Project I Departmen BS Views w gt jn Www You will now be asked to confirm if you wish to import the file or not select YES to continue B
12. the cost centre as well then this field tells the system whether there is a space between the account and cost centre This is usually T if the field length is 13 characters and F if the field length is 12 characters ck aconly NOMINAL ONLY Should be T if the table refers only to the account field and does not reference the cost centre at all Otherwise should be F NB CK Systems cannot be held responsible for any data corruption or loss due to incorrect data being added to these tables Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail infocks ckca co uk
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