Profiles
Adding a Profile to a Nominal Ledger account enables you to re-post, or 'spread’, transactions that are posted to the Account.
Example
You may be billed for your electricity costs by one provider but these costs may relate to many parts of your business.
When the bill arrives and is posted via the Purchase Ledger to the Electricity - Office/Admin account, the profile attached to that account will spread the cost automatically by re-posting the cost to other Nominal Ledger accounts.
By location
Electricity - Office = 30%
Electricity - Shop = 50%
Electricity - Warehouse = 20%
Or by Department
Electricity - Admin = 30%
Electricity - Production = 50%
Electricity - Distribution = 20%
Usage
Profiles should be used with care: re-posting from a Profit & Loss account to a Balance Sheet account could cause control accounts to be out of balance with the ledgers that they represent.
For safety, you can select to be warned when a profiled account is selected for a Nominal transaction or Sales/Purchase Analysis record.
You can also select which type of transactions are re-posted. It would be unusual to re-post Nominal Ledger transactions - these transactions are usually journals and would be prepared to post directly to the correct accounts.
The profile must add up to 100% so if a proportion of the value is to remain in the profiled account, that account must be included in the profile.
Individual postings will be rounded and any balancing amount from the rounding will be carried by the last posting. For this reason, it might be sensible to put the largest percentage as the last posting.
Nominal Account records that have been given a profile will display the text 'Profiled'.
Procedure
Profiles can be added:
from the Nominal Ledger record by clicking the Profiles icon, see Profiling a Nominal Ledger account
from the Chart of Accounts builder by selecting Profile from the right click menu, see Profile Account from ANL
Profiling from the Nominal Ledger record
Select Accounts to open the record list and window.
Locate the record to be profiled.
On the toolbar of the record window, click the Profiles icon to open the Profiles window.
Click Edit.
In the Code field below the grid, enter the first code to which a proportion of the transactions will be re-posted. You can type directly into the field or click the icon and select the code from the search window.
Account Codes: You will not be able to enter or select accounts that themselves have profiles.
Carbon: All the accounts in the profile must have the same Emissions Group and Classification. You will be warned if they do not match and will have the opportunity to allow the system to change the carbon details to match those of the account being profiled.
Enter the percentage of the transaction value that is to be posted to the selected code.
Tab from the percentage field to add the code and value to the list.
Repeat until the profile adds up to 100%. The account you are profiling can be included in the list so that a proportion of the value being re-posted remains in the account.
Rounding of postings: Individual postings will be rounded and any balancing amount from the rounding will be carried by the last posting.
You can select to be warned when the profiled account is selected on a transaction.
Select the transactions types to which the profiling will be applied: Sales Ledger, Purchase Ledger, Nominal Ledger.
Click OK to save the profile.
Profile Account from ANL
The Advanced Nominal Ledger system enables you to create your own chart of accounts using segmented or cost centre coding.
Whilst creating the chart, you can add Profiles to the accounts even before they are built.
A Profile enables you to re-post, or 'spread’, transactions from the account with the profile to other accounts.
Profiles can also be added from the Nominal Ledger record (after the accounts have been built) by clicking the Profiles icon.
Profiling accounts in the Chart of Accounts
Select Nominal Ledger >> Records >> Categories >> Chart of Accounts to open the build window.
Expand the accounts structure and locate the account to be profiled.
You must select the innermost code segment (category) of the account so that you are identifying the whole account code.
Right click on the category to open the menu and select Profile.
The Profile Account window will contain a list of all the Nominal Account codes currently in the chart of accounts, both built and not built, that contain the Detail Category that exists in the account you have selected to profile.
The account you selected in the Chart of Accounts will be flagged as the Post account - the account to which the profile is to be attached and which will received the original posting that will then be re-posted.
If the account you have selected is not the account to which the profile is to be attached, change this by clicking the Post option alongside the correct account. It is not necessary to close the window and find the correct account in the chart.
Enter the profile percentages against the accounts that are to received a proportion of the transaction when it is re-posted. The account to which the profile is attached can receive a percentage of the re-posting.
You can select to be warned when the profiled account is selected on a transaction.
Select the transactions types to which the profiling will be applied: Sales Ledger, Purchase Ledger, Nominal Ledger.
Click OK to save the profile. Close the Profile window.
Click Save on the Chart of Accounts build window to save the changes.
You must click the Build icon to apply the profile to the accounts but this does not have to be done immediately if you have other changes to make.
Example:
You have selected to profile account WOOD-SHOP-ELEC-OVHDGBP by right-clicking on OVHD in the structure and selecting Profile.
ELEC is the detail category, so the Profile Account list will contain all the accounts that contain ELEC.
The account WOOD-SHOP-ELEC-OVHDGBP will be selected as the Post account - the account to which the profile is to be attached and which will received the original posting that will then be re-posted.