The integration between Hansa's different modules means that Nominal Ledger Transactions can be generated automatically from other ledgers and modules ('Sub Systems'). For example, approving an Invoice in the Sales Ledger can cause the automatic generation of a Nominal Ledger Transaction debiting a Debtor Account and crediting a Sales Account and, if appropriate, a VAT Account.

This setting controls when such automatic generation of Transactions is to be activated, and from which sub systems. Double-click 'Sub Systems' in the 'Settings' list to open the following window:

Check boxes containing a tick represent those Sub Systems from which Nominal Ledger Transactions will be generated. Use the date field to indicate the date from which Transactions are to be generated. Further Sub Systems are shown on cards 2 and 3.

Once you have specified that a particular Sub System is to generate Nominal Ledger Transactions, you can make an exception for Sub System records that fall within a particular number sequence. For example, if it is the general case that Invoices will generate Nominal Ledger Transactions when they are approved, you can choose to not have Transactions created for Invoices whose Number falls within a particular range. This is done using the appropriate Number Series setting for the Sub System in question (Number Series - Invoices in the example). Please refer to the web page describing the appropriate Number Series setting for details.

This function is particularly useful at the transfer to Hansa from another accounting system, when it is necessary to enter opening balances to Hansa. If an overall opening balance has been entered to the Debtor Account for example, any Invoices transferred from the old system and entered as Sales Ledger opening balances should not generate Transactions posting to that Account as well.

It is therefore recommended that the check boxes be switched on according to your requirements, and for each a date entered which is later than the Transaction Date used for all your opening balance transactions. This will ensure that these will not be posted to the Nominal Ledger, and that there is no danger of forgetting to switch the check boxes on when new transactions are entered.

If you do not wish to use the feature whereby Nominal Ledger Transactions are generated automatically, or if you forget to turn it on, there is a Nominal Ledger report, N/L Transfer - Sub Systems, which can be used to print a list of all Sub System transactions. This can be used as a basis for the manual entry of equivalent Nominal Ledger Transactions. There is also a Maintenance function in the System module, 'Create N/L Transactions' which can be used to create such Nominal Ledger Transactions in batches.

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