Ledger Management

Ledger Codes

Introduction

As of release 3.20 Emersion have released a new Ledger Code Mapping system. Emersion have always used a default system list of Ledger Codes, however these have been largely hidden from customer view. We have opened this up to the point that you may assign arbitrary custom labels to our default ledger codes. The primary motivation is to allow for custom report exporting with customer specific ledger codes - with a view to enabling easier import into products like MYOB.

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Ledger Code Mapping

Given the correct permissions, you will be able to both map your own custom ledger code (& description) to the Emersion system default ledger codes. This will allow you to print custom ledger codes both on invoices and in reports that output ledger codes (as well as various areas of the Cumulus UI where ledger codes are displayed)

• Ledger code mapping can be achieved by first granting the appropriate permission¹ to an applicable Role an ensuring this Role has been assigned to an applicable Org Unit that the staff member is assigned to.
• Navigate to Admin > Ledger Mapping to browse the Ledger Mapping Tool.

The initial page will be a list of the Emersion System Default Ledger Codes - along with any Mapped Codes that may exist for your account. Standard Cumulus list filters exist for Ledger Code (System Default) and also Mapped Code (Customer specific custom mapped ledger code) so you can search for a specific code to create a mapping for / edit.

- The Change all mappings to simple button will copy all of the Emersion System Default ledger code simple names to your account specific mapped ledger code names
- The Change all mappings to default button will copy all of the Emersion System Default ledger codes to you account specific mapped ledger code names

• Clicking on a default ledger code name will take you to the Ledger Code Edit page. Here you can create an mapping for a one-off, individual ledger code. It is mandatory to provide a Mapped Ledger Code (name) in this page before you click Save Mapping.

Just like the above-mentioned buttons, you can copy the default system ledger code (be it simple or normal) to your mapped ledger code.

Initially, upon release, Emersion will be not have all system default ledger code simple names in place. If anything, there may be the word N/A applicable

Note for above buttons: There is an override existing codes check-box that allows you to "reset / override" all existing codes. There is also some level of confirmation via a confirmation dialog - Are you sure you wish to do this? It will affect EVERY mapped ledger code!

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Using Mapped Ledger Codes

Various areas within the Cumulus UI have now been updated to support the new mapped ledger codes.

Product Purchase (Installment & Outright)

When purchasing a new product via the Emersion Point Of Sale interface, you can now select to either Use Product Ledger Code or you may override this and use a Custom Ledger Code. If you choose the latter, you will be presented with a list of Ledger Codes to use - format is listed further down below.

Create New Unallocated Cardline

When creating an arbitrary cardline, like above, you can select any of the default system ledger codes.

Ledger Code List Format Example

I_AM_A_SYSTEM_LEDGER_CODE (I Am A Custom Mapped Code)

ADSL_MODEM_BLAH (My Cool Modem 999)

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Ledger Cardline Report

The first feature of custom mapped ledger codes in use will be a new report called Ledger Cardlines. This report will enable you to both view & export various data related directly to cardlines. Important fields to note, but not limited to, are...

Export Reference

A custom reference field against an account specially used for this report. Any account can have an export ref, either at the time Emersion import your customer data, or you may edit existing account]

Ledger Code

The system will export ledger codes from the system default list, unless where you have specifically mapped a custom code against this default code - this will be used instead of the default.

Upon release, we will be mapping this report to all providers who's end users we provide invoicing for - (ie. Emersion Retail Billers)
Again, permissions to view/export this report will be provided in the Billing All permission group.

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Notes/References

1. Initially upon release, the Ledger Code modification permission will be available under the Billing All permission group (available in the UI as 'Permission' when editing a Role).