Loading Nominal Ledger Report
The first step each month is to load the Nominal Ledger from Navigator and to process this through the mapping table, Inevitably there will be some nominal codes that are in the trial balance which are not mapped as standard and these will need manually mapping.
To load the Navigator Nominal Ledger, click on the Control Sheet:-
First, ensure that the Month No at the top left of the sheet is the correct nominal ledger period that requires to be reported on. Then click “Import Data”.
This may take up to 5 minutes or more to complete.
When complete, a message box will be displayed which will be informed that there are nominal codes that require mapping. (If the message isn’t displayed it means that all nominal codes are already mapped and you can skip the next step!).
Mapping Unmapped nominal codes
Once the nominal ledger has been imported, Excel will automatically switch to the “Reference Table” sheet. This sheet contains all of the nominal codes on the trial balance and links them to the line on the Management accounts that they apply to:-
The cursor will already be in the box for entering the mapping code for the first unmapped line. (see above).
To enter a code there are two options. Either manually enter the code, or click in the cell and press CTRL+s (ie press the CTRL key and the letter s at the same time). If you do this, the following is displayed:-
Select which Management Accounts sheet from the list (eg Balance Sheet). This will then populate the “Code” list with all the lines on the relevant sheet to select from. Selecting this will then insert the correct code into the mapping table. For example, if the code was a Cash in Hand account which should appear on the Balance sheet. Select “Balance Sheet”) from the list of sheets:-
Then select the line for “Bank and Cash in Hand”:-
This will insert the code (“01BS200”) into the mapping table:-
Repeat this for all unmapped lines.
Recalculating the Management Accounts
Once this has been done, the Management Accounts will need recalculating. This is carried out by clicking the “Recalculate” button on the Control sheet:-
Confirm all accounts are mapped
The control sheet provides a lot of information relating to the mapping tables.
The key item to check is the “See Reference Table, Nominal Accounts need mapping” box – this should be zero when all lines on the accounts are mapped correctly.
In addition, to ensure there are no mapping errors caused by keying errors, the bottom line should say “OK. Reference Table YTD Value for these branches = TB”. If it says anything else, it means that there is an error in the mapping table.
Review the Accounts
The accounts can be reviewed by clicking through the departmental sheets. If an issue is discovered, it is likely that the list of nominal codes from the trial balance that is included in the line can be displayed. This can be done as follows:-
Firstly, click on the line that is required to be reviewed:-
Then press ctrl-u (ie the Ctrl and the “u” key on the keyboard together). This will display the following:-
Which is the list of all the nominal codes (and the values of each of the screen is scrolled to the right) that are mapped to this line.
If there is an error, then to remap a code, switch back to the “Reference Table” and find the nominal ledger code – changing the Management Accounts code that it maps to (either by manually entering or by selecting using ctrl+s)
Printing the Management Accounts
The Management accounts can be printed from the Control Sheet by clicking on the “Print” button.
To the right of the print button is a list of all the sheets available to print. The no of copies of each can be entered next to the sheet (leaving blank will not print the sheet which is useful to exclude departments that don’t apply to the dealership).