Cash Book
Bill of Materials
Purchase Orders
Control, Security
Price list, Support
How do I ?

Department codes are used
for expense categories,
or a Chart of Accounts.

Department codes are used
for balance sheet accounts.

Department codes are used
for product categories.

Classify expenses.

Report category profitability.

Apply V.A.T. per category.

Screen shot. [Colors, fonts, text and Icons, User configurable].

Ledger code Go to top of page
Use F5 To add a code.
Use F6 to access the code record.
Use F8 To delete an unwanted code. If you re-use a deleted code, all the history will be returned to this code, as transaction records are never deleted.

Ledger codes for categorising departments. Go to top of page
Code A four digit numeric code in the range 1000 - 9999. We suggest you use 1000 - 4999 for product codes, 5000 - 8999 for expense codes, and above 9000 for balance sheet items. See "category", below. These codes are used extensively throughout this package, for showing you profit per department, and for categorising in the trial balance.
Description Description of the department, e.g. Gearbox items, filters, wages, rates, etc.
Category We offer four different categories here :
  • 0) Product or labour items. These will be linked to product items in the product file, or used on consumable purchases, but NOT for expenses. Consumable items are items you buy which are somehow connected with the resale of goods by you. Welding rods or gas are consumables, but stationery is not. This is rather a grey area, but if you look at the trial balance, you will see where the categories fit in. We look at consumables as affecting GROSS profit, while expense items only affect NETT profit.
  • 1) These will be used for expense items, which are costs not associated with 0) above, and are usually allowable business expenses. These items affect nett profit.
  • 2) These are so-called balance sheet items, not usually associated with the actual cost of running the business in a daily sense. Such items as personal drawings, loan account items, purchase of assets, etc. will use this category. These items do not normally affect NETT profit, but during a year, items such as depreciation, or lease expenses, may be put here, but at final trial balancing, a portion of these costs may be posted to expenses. Therefore you will have both an expense code, and a trial balance code, for items such as depreciation, one entry being debit, and the other, credit. The trial balance will remain in balance, but your profit or loss will be affected.
  • 3) Code used for other income, or debtor journal entries.
Taxable ? Certain items may be taxable, others not. We offer different categories here :
  • 0) Where this is used, no tax will be added to the amount. If a product code is linked to a department code with a 0, the product tax level will have priority.
  • 1) Tax will be added. There are up to 5 tax levels here, 1-5, which link to the tax table in Company Details, for providing a differntial tax percentage.
  • Z) Which will include the tax as a portion of the entered amount, defaulting back to a 1, after calculating tha tax. A "Z" will always use tax level 1 of the tax table.

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