SQL-ledger Postings

With reference to the earlier pages: ‘Preparation’ and that of ‘Payroll’ , the important of have a good naming policy of codes such that one can simply the search for particular transactions and for stock items.

Note: It is particularly useful when entering postings to separate company cheques distinct from customer cheques. It is suggested to use a code format such as ‘CK00001’ for in-house cheques and “CHQ00001” for external cheques. Likewise for receipts, similarly ‘RC00001’ in-house and ‘RPT00001” for external. Thereby the confusion of similar numbers between in-house and external document numbering may not arise.

Warning: Always 'update' a transaction prior to posting it. Failing to do so can lead to some unexpected results.

Suggested Use of Data Spaces in the Ledger

The systematic use of entering well-planned data in the ‘Reference’, ‘Description’and ‘Source’ areas as information in these areas will greatly assist with the listing of a search result. Moreover, the adding of the employee code in the memo allows linking those transactions to that particular employee to be easily recalled in a search. See the example where ‘EMP01%’ is entered in the General Ledger search page [General Ledger →Reports]. The ‘%’ acts as a wildcard to accept any characters thereafter. Good ‘Reference’ or particularly ‘Description’ data can be critical in a successful and prompt search retrieval.

Reference: General Ledger – Key words such as Water (for water bills), Electricity, etc as well as Employee Numbers. Note: For inventory, the invoice number and reference are one and the same.
Description: a universal space where good keywords about the transaction, invoice, or bill will greatly facilitate its rapid retrieval.
Source: Definitely cheque, receipt or a LPO would appear here
Memo: For employee, institutional code eg. RevenueAuthority, NSSF; this space pairs with ‘Source’

Moving Stock from one Warehouse to Another

Use the transfer menu under Warehouse. The Delivery Note (eg. DN0001) would be the documentation effect the transfer with zero costs. A good stock coding structure will greatly ease data input as SQL-ledger attempts to auto-complete the code as one starts typing. Stock damages can be dealt with by creatings a customer “Stock-Adj” and make an invoice (labeled such as: DMG00001) with the number of damaged stock priced at zero.