How to Enter a Description Against a Nominal Code

Nominal codes are central to managing financial transactions in DMS Navigator. Each code represents a specific ledger account used for posting transactions, such as revenue, costs, or accruals. Adding a clear description to each nominal code helps users across departments understand the purpose of the account and ensures accurate posting during transaction entry or reconciliation.

This guide explains how to add or update a description against a nominal code, and how to ensure it's correctly associated with the right account types.

Why This Is Important

• Improves Clarity: A descriptive label helps staff quickly identify the use of a code.

• Reduces Posting Errors: Ensures transactions are posted to the correct area of the ledger.

• Supports Audit Trails: Makes ledger reviews and audits easier by explaining the purpose of each account.

Step-by-Step: Add a Description to a Nominal Code

1. Access the Nominal Code Setup

• Go to: Accounts > Nominal Ledger > Utilities > Setup > Nominal Code

This section allows you to view and manage the list of nominal codes configured in the system.

2. Locate the Nominal Code

• Use the Code column to search for the nominal code you wish to edit.

• You can scroll through the list or use the search/filter function (if available).

3. Edit the Code

• Double-click the line for the nominal code you want to update.

• This opens the nominal code’s detail window.

4. Enter a Description

• In the description field, type a clear, meaningful label that explains the purpose of the code (e.g. New Car Sales, Workshop Consumables, Warranty Income).

5. Tick the Correct Account Types

• Ensure the appropriate Account Type(s) are selected.

• This determines how and where the code can be used within the system.

6. Press Update to Save Changes

• Click Update to apply your changes and return to the main list.

• The new description is now associated with the nominal code.