Difference between revisions of "Ledger Management"

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==Ledger Codes==
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{{DISPLAYTITLE:Ledger Journal and Ledger Codes}}
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= Overview =
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The ledger contains all transactions relating to the customer and their services. To access the ledger:
  
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Emersion uses a set of default ledger codes that are set up against services, access fees, service usage, credits, payments, service features, physical products, and all other charges, fees and transactions. Every element in the system which creates a financial transaction, or cardline, has an Emersion assigned default ledger code. Currently, the Emersion support team assign default ledger codes to all the various elements as part of the development and configuration process.
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Nav: '''Finance > Accounts Receivable > Transactions'''
  
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The [[ProductManagement|''Product Management'']] module allows you to create custom ledger codes to allocate to your billable items and physical products. In addition, each customer account may be configured with its own custom reference field, which can be used like a customer-specific ledger code.
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This view displays the entire ledger covering all child accounts and services. The ledger can also be viewed for a single customer under [[Account Management/Customer Screen/Transactions|'''Customer > Transactions''']].
  
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The [[Ledger_Cardline_Report|Ledger Cardlines report]] allows you to view all transactions and customers with their ledger codes, which you can then export to a .CSV file and use to import into your accounting software.
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= Ledger Codes =
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The system uses a default set of standard ledger codes for all transactions. Each code contains a 'default' code and a 'simple' code. While the standard ledger codes cannot be changed, users can map their own existing ledger codes to the Emersion standard codes.
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Various areas within the system also use ledger codes:
 
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;Product Purchase (Installment & Outright)
 
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:When creating a [[ProductPurchase|product purchase]] for a customer via the Point Of Sale interface, you can select whether to use the default product ledger code (i.e. select the ''Use Product Ledger Code'' option), or you may override the default and use a ''Custom ''ledger code. If you use a custom ledger code, you can select the required ledger code from a list of existing codes.
 
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;Create New Unallocated Cardline
 
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:When creating a [[InvoicePendingLedgerCardlines|new unallocated cardline]] for a customer, you can also elect to allocate the transaction to any of the existing system ledger codes.
 
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==Ledger Code Mapping==
 
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The Ledger Mapping function allows you to map the Emersion system default ledger codes to your own custom ledger codes that you use in your accounting system. For example, you may wish to map the Emersion system default ledger codes for service access fees to the appropriate general ledger code in your system. When you export the Ledger Cardlines report, the custom ledger codes set up will appear in the .CSV file to import and match with the ledger codes setup in your accounting system e.g. MYOB etc.
 
  
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= Ledger Code Mapping =
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The '''Ledger Mapping''' page provides a way for service providers to map the Emersion system default ledger codes to their own custom ledger codes used in their accounting system. Once this is done, the Ledger Cardlines report can be used to export transactions including custom ledger codes. Custom ledger codes will appear in the extracted file to enable quick and simple import into an external accounting system, such as MYOB.
  
 
===Simple Codes===
 
===Simple Codes===
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Each Emersion ledger code has a ''Simple Code'' associated with it. Simple codes, like ledger codes, are set up internally by Emersion. But instead of being unique to each service / transaction item type, they are generic and can be used to group similar ledger items. You cannot modify the simple codes set up against each ledger code. However you can map the Emersion system ledger codes to the default simple codes for easy grouping and accounting (see below).
 
Each Emersion ledger code has a ''Simple Code'' associated with it. Simple codes, like ledger codes, are set up internally by Emersion. But instead of being unique to each service / transaction item type, they are generic and can be used to group similar ledger items. You cannot modify the simple codes set up against each ledger code. However you can map the Emersion system ledger codes to the default simple codes for easy grouping and accounting (see below).
  
 
For example, a ledger code of ‘PSTN_SERVICE_USAGE’ may have a simple code of ‘USAGE’; and ‘PSTN_SERVICE_ACCESS_ FEE_ADV’ has a simple code of “ACCESS_FEE_ADVANCE’ etc.
 
For example, a ledger code of ‘PSTN_SERVICE_USAGE’ may have a simple code of ‘USAGE’; and ‘PSTN_SERVICE_ACCESS_ FEE_ADV’ has a simple code of “ACCESS_FEE_ADVANCE’ etc.
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''Ledger Code Mapping Examples''
 
''Ledger Code Mapping Examples''
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== Map a Ledger Code ==
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To map a ledger code:
  
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===To Map a Ledger Code===
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Nav: '''Admin > Settings > Ledger Mapping'''
  
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# Select '''Admin''' > '''Ledger Mapping '''>''' '''from the '''Menu.''' The ''Ledger Mapping Tool'' page will display showing a list of existing ledger codes along with any custom ''Mapped Codes'' set up.
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The ''Ledger Mapping Tool'' page will display showing a list of existing ledger codes along with any custom ''Mapped Codes'' set up. Locate the ledger code you wish to map in the list, then;
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# Locate the ledger code you wish to map in the list and click the name link in the ''Ledger Code'' column. The ''Edit Ledger Code'' page will display.
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# Click the ledger code name to open the page in EDIT mode.
 
# Enter the required custom mapped ledger code in the ''Mapped Ledger Code'' field.
 
# Enter the required custom mapped ledger code in the ''Mapped Ledger Code'' field.
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# Enter a description for your ledger code mapping in the ''Mapped Ledger Description'' field.
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## If you want to override the ledger's default code, click the '''Copy Default Code to Mapped''' button.
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# If you wish to fill the mapped code with the existing default ''Simple Ledger Code'', click the '''Copy Simple Code to Mapped''' button. The ''Mapped Ledger Code'' and ''Mapped Ledger Description'' fields will be populated with the default simple code information. Modify the fields as required.
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## If you want to override the ledger's simple code, click the '''Copy Simple Code to Mapped''' button.
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# If you wish to fill the mapped code with the existing default ''System Ledger Code'', click the '''Copy Normal Code to Mapped''' button. The ''Mapped Ledger Code'' and ''Mapped Ledger Description'' fields will be populated with the default ledger code information. Modify the fields as required.
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# Make your changes and press '''Save''' when you are done.
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# Click the '''Save Mapping''' button. An information box will display at the top of the page showing that the mapping has been saved.
 
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# To exit, click the '''Back to Listing''' button.
 
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===To Map all Ledger Code Mappings to Simple===
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To exit, click the '''Back to Listing''' button.
  
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=== Mapping all Ledger Code Mappings to Simple ===
 
This function will set all your custom ledger code mappings to the Emersion system default ''Simple'' codes. The ''Mapped Code'' and ''Mapped Description'' fields will be updated with the values stored in the ledger’s Simple code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.
 
This function will set all your custom ledger code mappings to the Emersion system default ''Simple'' codes. The ''Mapped Code'' and ''Mapped Description'' fields will be updated with the values stored in the ledger’s Simple code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.
  
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# Click the '''No''' button to cancel. The system will not update any ledger mappings.
 
# Click the '''No''' button to cancel. The system will not update any ledger mappings.
  
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=== Mapping all Ledger Code Mappings to Default ===
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===To Map all Ledger Code Mappings to Default===
 
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This function will set all your custom ledger code mappings to the Emersion system default ledger codes. The ''Mapped Code'' and ''Mapped Description'' fields will be updated with the values stored in the ledger’s Emersion default code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.
 
This function will set all your custom ledger code mappings to the Emersion system default ledger codes. The ''Mapped Code'' and ''Mapped Description'' fields will be updated with the values stored in the ledger’s Emersion default code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.
  
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# Click the '''No''' button to cancel. The system will not update any ledger mappings.
 
# Click the '''No''' button to cancel. The system will not update any ledger mappings.
  
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===See also===
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= See Also =
 
* [[Ledger_Cardline_Report|Ledger Cardlines Report]]
 
* [[Ledger_Cardline_Report|Ledger Cardlines Report]]
 
* [[InvoicePendingLedgerCardlines|Pending Ledger Cardlines]]
 
* [[InvoicePendingLedgerCardlines|Pending Ledger Cardlines]]
 
* [[Integrations/Xero#Mapping_Ledger_Codes|Xero Ledger Code Mapping]]
 
* [[Integrations/Xero#Mapping_Ledger_Codes|Xero Ledger Code Mapping]]

Revision as of 14:36, 20 February 2017

Overview

The ledger contains all transactions relating to the customer and their services. To access the ledger:

Nav: Finance > Accounts Receivable > Transactions

This view displays the entire ledger covering all child accounts and services. The ledger can also be viewed for a single customer under Customer > Transactions.

Ledger Codes

The system uses a default set of standard ledger codes for all transactions. Each code contains a 'default' code and a 'simple' code. While the standard ledger codes cannot be changed, users can map their own existing ledger codes to the Emersion standard codes.

Ledger Code Mapping

The Ledger Mapping page provides a way for service providers to map the Emersion system default ledger codes to their own custom ledger codes used in their accounting system. Once this is done, the Ledger Cardlines report can be used to export transactions including custom ledger codes. Custom ledger codes will appear in the extracted file to enable quick and simple import into an external accounting system, such as MYOB.

Simple Codes

Each Emersion ledger code has a Simple Code associated with it. Simple codes, like ledger codes, are set up internally by Emersion. But instead of being unique to each service / transaction item type, they are generic and can be used to group similar ledger items. You cannot modify the simple codes set up against each ledger code. However you can map the Emersion system ledger codes to the default simple codes for easy grouping and accounting (see below).

For example, a ledger code of ‘PSTN_SERVICE_USAGE’ may have a simple code of ‘USAGE’; and ‘PSTN_SERVICE_ACCESS_ FEE_ADV’ has a simple code of “ACCESS_FEE_ADVANCE’ etc.

Ledger Code Mapping Examples

Ledger Code Ledger Mapping Simple Code
PACKAGE_PLAN_ACCESS_FEE_ADV Plan Access Fees ACCESS FEES
ADSL_MODEM_MODEL My Cool Modem MODEMS
1GB_DATA_CAP_USAGE Super 1GB Usage USAGE

Map a Ledger Code

To map a ledger code:

Nav: Admin > Settings > Ledger Mapping

The Ledger Mapping Tool page will display showing a list of existing ledger codes along with any custom Mapped Codes set up. Locate the ledger code you wish to map in the list, then;

  1. Click the ledger code name to open the page in EDIT mode.
  2. Enter the required custom mapped ledger code in the Mapped Ledger Code field.
    1. If you want to override the ledger's default code, click the Copy Default Code to Mapped button.
    2. If you want to override the ledger's simple code, click the Copy Simple Code to Mapped button.
  3. Make your changes and press Save when you are done.

To exit, click the Back to Listing button.

Mapping all Ledger Code Mappings to Simple

This function will set all your custom ledger code mappings to the Emersion system default Simple codes. The Mapped Code and Mapped Description fields will be updated with the values stored in the ledger’s Simple code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.

  1. Select Admin > Ledger Mapping > from the Menu. The Ledger Mapping Tool page will display showing a list of existing ledger codes.
  2. To override all existing custom ledger code mappings, tick the Override existing codes? check box. Otherwise, leave the Override existing codes? check box un-ticked.
  3. Click the Change all mappings to simple button. A message box will appear asking you to confirm that you wish to update every mapped ledger code.
  4. Click the Yes button to confirm the update of all the ledger code mappings. The system will update all ledger code mappings to the Simple codes.
  5. Click the No button to cancel. The system will not update any ledger mappings.

Mapping all Ledger Code Mappings to Default

This function will set all your custom ledger code mappings to the Emersion system default ledger codes. The Mapped Code and Mapped Description fields will be updated with the values stored in the ledger’s Emersion default code. You can elect to update all ledger code mappings and override any existing custom ledger mappings you have created, or only update the ledger codes that do not have any custom codes set up.

  1. Select Admin > Ledger Mapping > from the Menu. The Ledger Mapping Tool page will display showing a list of existing ledger codes.
  2. To override all existing custom ledger code mappings, tick the Override existing codes? check box. Otherwise, leave the check Override existing codes? box un-ticked.
  3. Click the Change all mappings to default button. A message box will appear asking you to confirm that you wish to update every mapped ledger code.
  4. Click the Yes button to confirm the update of all the ledger code mappings. The system will update all ledger code mappings to the system default ledger codes.
  5. Click the No button to cancel. The system will not update any ledger mappings.

See Also

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