SunBusiness Appreciation Guide

SunSystems 4
SunBusiness Appreciation Guide

SunBusiness Appreciation Guide
Issue 2 March 1997 (based on software version 4.2)
Copyright © 1982-2001 Systems Union Holdings Ltd
All rights reserved
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provided herewith are the property of Systems Union Holdings Ltd. No part of
this publication or the computer software may be reproduced, transmitted,
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language, in any form or by any means without the express written permission of
Systems Union Holdings Ltd.
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All trademarks mentioned are the products of their owners

Contents
User Assistance ........................................................................ 1
Introduction To SunBusiness ..................................................... 5
Sales Processing
Introduction .......................................................................... 7
PlanningYour Implementation ............................................ 11
Analysing Information ......................................................... 23
Customers ......................................................................... 29
Products and Services ....................................................... 33
Pricing ................................................................................ 37
Processing Sales ............................................................... 45
Using Inventory Control ...................................................... 59
Purchase Processing
Introduction ........................................................................ 61
PlanningYour Implementation ............................................ 65
Analysing Information ......................................................... 75
Suppliers ............................................................................ 81
Products and Services ....................................................... 85
Processing Purchases ....................................................... 89
Using Other Modules ....................................................... 107
Inventory Control
Introduction ...................................................................... 109
PlanningYour Implementation .......................................... 111
Analysing Information ....................................................... 119
Stock Records .................................................................. 123
Stock Movements ............................................................. 127
Stock Taking ..................................................................... 135
Using Other Modules ....................................................... 141
Reporting in SunBusiness ..................................................... 143
Contents
Appendix A: Automating Your Work - FreeFormat Macros ..... 159
Appendix B: Security ............................................................. 161
Appendix C: Glossary Of Terms ............................................ 169
Appendix D: Transferring Data To and From SunBusiness ..... 173
Appendix E: Period/Year End Procedures .............................. 179
Appendix F: Sample Reports................................................. 183
Appendix G: European VAT Reporting ................................... 191
SunBusiness Appreciation Guide Version 4.2

User Assistance
OVERVIEW
This section outlines the manuals you can use to find out more about SunSystems.
It also covers the other ways in which you can investigate SunSystems and its
functionality.
THE APPRECIATION GUIDE
The SunBusiness Appreciation Guide describes the scope of SunBusiness. It is

aimed at the manager responsible for implementing SunSystems, and for controlling
business procedures.
There is a section describing the user definable reports and documents available
within SunSystems.
THE REFERENCE MANUAL
Each SunSystems and SunBusiness function is presented in alphabetical order.

This includes all functions in Sales Order Processing, Inventory Control, and
Purchase Order Processing. Each section provides an overview of a function,
followed by descriptions of the boxes on the screen.
Where you see the text Conversion Module, this indicates that the option described
is only operational if you have a licence for multi-currency processing.
Where you see the text Multi-Lingual Module, this indicates that the option
described is only operational if you have a licence for the multi-lingual facility.
The SunBusiness Reference Manual also covers the SunSystems tools and shortcuts,
such as FREEFORMAT and CALCULATOR .
User Assistance 1
THE WORKBOOK
The SunBusiness Workbook teaches you the rudiments of SunBusiness. It takes

you through logging in to SunSystems, navigating the screens, entering transactions,
creating records, and other simple procedures.
The Workbook examples use the demonstration database DEM, which is provided
with your system. Your own system setup may differ from the demonstration
database, the basic principles are the same.
Throughout the Workbook there are practice sessions which will test your
understanding.
THE REFERENCE CARD
A Reference Card is provided. This is convenient when you start to use

SunBusiness, as it provides useful information on a single, easy to use, card.
THE DEMONSTRATION DATABASE
Three demonstration databases are provided with each system: DEM, DM1, and
DM2. Each is a fully operational database, which includes examples of all aspects
of SunSystems and SunAccount, with DEM including examples for SunBusiness.
You can use them to familiarise yourself with the system, before using your live
database(s).
THE SUNSYSTEMS PLATFORM MANUALS
The SunSystems Platform Manuals have been written to help you install and run
SunSystems in a variety of environments. They contain technical information
and advice and are critical to a successful implementation. The platform manuals
detail SunSystems upgrade procedures for new sites.
The SunSystems Platform Manual is divided into four sections:
Preparation, Installation, Running SunSystems, and the Appendices.
2 SunBusiness Appreciation Guide Version 4.2

THE TECHNICAL REFERENCE MANUAL
The Technical Reference Manual is geared to the more technical user of

SunSystems. It includes information about the programming language, the structure
of the programs, naming conventions, user hooks, and translating SunSystems
into other languages. The appendices outline the layouts of all SunSystems files.
ONLINE HELP
Each box in SunSystems is online help enabled. If you need to find out what a
box does while you are using SunSystems, use HELP . See the section SunSystems
Tools, Buttons, and Keystrokes for further information.
ONLINE MANUALS
If you are using a graphical user interface (GUI) version of SunSystems, you can
access the SunBusiness Reference Manual and SunBusiness Appreciation Guide
online. This enables you to use the online manual’s powerful text searching
facilities. You can access the online manuals by selecting Help and then Contents
from the action bar.
User Assistance 3
Introduction To SunBusiness
SunBusiness manages sales ordering, purchase ordering and controls inventory.

It is sufficiently flexible to meet most requirements, and yet is simple to use. You
control the way that the system operates. Stock, documents, transaction types,
and reports, are all defined by you, so that SunBusiness operates as you dictate.
Entries are stored in a transaction database, and can be held as long as required.
Comprehensive analysis structures are available, so that your information can be
reported in many different ways.
All documents produced by SunBusiness are designed by you, and can be printed
on plain paper or preprinted stationery. You can create any number of invoices,
despatch documents, issue notes, purchase orders, quotations and other documents.
Comprehensive multi-currency processing allows you to convert all entries into
another currency. Invoice and other documents can show base currency, other
currency, or both.
If you have a multi-company structure, transactions for each company can be
entered into a different database or ledger and reported separately. There is no
limit to the number of company databases that can be created in SunSystems.
SunBusiness comprises three main modules:
Sales Order Processing
Purchase Order Processing
Inventory Control.
Entries made in one SunBusiness module may update information in another. For
example, raising a purchase order in Purchase Order Processing can increase
the on order stock in Inventory Control. All entries made in SunBusiness may
generate transactions for SunAccount, so that one entry updates all the relevant
parts of SunSystems.
The three modules share reference information. For example, if a product has
been created in Inventory Control, it is available to be sold in Sales Order
Processing and purchased in Purchase Order Processing. Amendments made
to the details in one module are immediately effective in the other modules.
Introduction to SunBusiness 5
Sales Order Processing:
Introduction
SunBusiness offers two sales processing modules:

Sales Invoicing
Sales Order Processing.
Sales Invoicing records and manages the invoicing function. It is used where full
order processing is not required. You can enter quotations and orders which can
eventually be processed through to SunAccount as invoices, in the same way as
you would in Sales Order Processing. However, Sales Order Processing offers
management of the complete order to invoice cycle.
Most options are available to both Sales Invoicing and Sales Order Processing.
Those which are not available in Sales Invoicing are:
Order Status
Print Acknowledgements
Print Picking Documents
Print Alternate Picking Documents
Print Despatch Documents
Location Definitions (this is available if you are using Inventory Control)
Assembly Structure (this is available if you are using Inventory Control)
Assembly Structure List (this is available if you are using Inventory
Control).
Both modules are covered in the sections under the heading Sales Processing.
Where there are differences between the two modules, they are highlighted.
Sales Order Processing: Introduction 7

Sales Order Processing manages the progress of orders through the order
processing cycle. With full sales order processing, the following stages are
available:
• Quotation
• Acknowledgement
• Picking
• Picking Confirmation
• Despatching
• Despatch Confirmation
• Invoicing.
You can choose which transactions pass through each stage. It is not necessary to
utilise all stages.
COMMON FEATURES
User defined documentation can be printed at each stage. You can design any
number of invoices, credit notes and other document formats. They can be printed
on preprinted stationery, or on plain paper as you require. You can print documents
as you enter transactions or as part of a batch process.
The components of an order such as the price, quantity or discount, can become
part of a calculation process. You can define your own calculations in up to 20
stages. Ad hoc charges and deductions, such as freight, can be included in the
calculations. The calculation and imposition of additional charges or deductions
can be automated.
Calculation processing can be used to handle discount, surcharges and taxation.
Calculation percentages can be added to, or subtracted from the selling price,
quantity or extended selling prices. You can adjust the calculated prices or discounts
using overrides for calculations as well as from within price books.
As an order is entered, the customers available credit is adjusted and you are
warned if the credit limit is exceeded. The initial entry might be a quotation
rather than a firm order. In this case, a customer code is not needed until the
quotation is converted into an order.
Quotations can be entered and converted to orders, or rejected. Quotations can be
entered for prospective customers. You must define customer information when a
quotation converts to an order.

Orders can be entered in any currency with automatic conversion. The invoice
can show both base and other currency details. Conversion information can be
retrieved from SunAccount.
Picking lists can be designed to your own specification presenting details of items
to be picked in accordance with the selections you have made. Picking lists
include all order lines that have available stock and that have reached their due
date. An optional picking confirmation stage is used to confirm that the goods on
the list have been picked.
Again, despatch notes are user definable, and each transaction type can have its
own format. An optional despatch confirmation stage is used to confirm that
goods have been despatched. When goods are despatched, transactions can be
generated both for inventory control and for SunAccount.
On completion of an order, in other words when it is printed and converted to an
invoice, accounting entries are passed to a file which can update SunAccount.
Sales Invoicing and Sales Order Processing links to Inventory Control. Order
entry can reduce stock levels. Stock items with serial numbers, or batch numbers,
can be allocated individually.
You can retain a full sales history for as long as you require. You can cleardown
and remove completed invoices to a history file which is available for reporting.
You can use RD=Report Definition to define your own reports as well as using the
standard reports available.
Sales Order Processing: Introduction 9

Sales Processing: Planning
Your Implementation
Planning a SunBusiness implementation requires plenty of time and a structured

approach. The decisions you make about your system will dictate both its ease of
use and the quality of information it produces.
Some of the things you decide will be easy to change later, others will be more
difficult to amend. For example, it is very easy to add new transaction types and
to change printed document formats, at any stage. However, once you have coded
customers and started entering orders, it may be quite difficult to change the
customer coding structure.
To make informed decisions about the way SunBusiness is implemented, you
need to understand the requirements of everyone involved in the system. Some of
these requirements will be very straightforward, for example, being able to give
5% discount to certain customers. Others will be much more complex, involving
reporting structures and hierarchies.
The first stage in planning the implementation is to find out what people want,
and to involve them in the planning process. Your objective is to find out what
they want to get out of the system. Only then will you be able to work out what
needs to be put in to the system to achieve it.
You must gather together all the people who are going to use the system. Their
requirements will be varied, and will include operational and reporting
requirements. For example, it may be a requirement that a sales invoice can be
produced within five minutes of being requested, or that an entry can be made
within a given time.
It is important to look at the requirements of different departments together.
Sometimes, requirements can be very similar. When the finance department talk
about departmental costing, and the sales manager talks about reporting revenue
by sales team, they may have the same reporting structure in mind. Also,
implementing a particular feature in one way may have a huge impact on a another
department. For example, the sales order processing and stores departments need
to agree on a coding structure for stock items.
Sales Processing: Planning Your Implementation 11

You may wish to establish a working group with representatives from each of the
departments that are affected by SunBusiness. With regular interaction and
feedback, you should be able to identify both the similarities and conflicts in their
requirements. The group can establish a timetable and monitor progress. Activities
that may disrupt normal business, such as hardware installation, software upgrades
and training, can be scheduled to minimise inconvenience to everyone involved.
A working group to implement Sales Order Processing would typically consist
of representatives from finance, sales, marketing, management information/
information technology and stores.
As you gain a clearer understanding of what is wanted, you can begin to design
the structure of the system. This process is detailed below. A good way of testing
your design is to set up a prototype system. This can be shown to the working
group, and tested by some of the order entry operators. Users will find it easier to
identify any problems with the design by testing it.
System design and set up activities are:
Planning:
• Identify analysis requirements
• Plan coding structures
• Identify sales order types.
Setting up the System:

• Create files
• Define terminals and printers
• Security
• Business definition
• Analysis
• Item records
• Assembly structures
• Customer records
• Transaction types
• Item special processes
• Transaction type presets

• Ledger interface
• Document formats
• Reports
• Testing
• Delete test data.
Carry out these activities in the order in which they are listed. Each of them is
explained further below.
IDENTIFYING ANALYSIS REQUIREMENTS
Analysis can be performed on transactions, accounts, addresses and item records.

You define the criteria, and then group records by this criteria. Analysis codes can
be used in reporting, and in defining calculations.
It is important that you take time to consider your requirements for analysis. You
must identify your reporting and information needs at the beginning of the
implementation process, and then design the analysis structure accordingly.
Understanding and using analysis capabilities will greatly enhance the quality of
information and reporting available in your system.
See the section Analysing Information.
General Considerations
SunBusiness has 40 analysis categories. There are ten account analysis categories
(A0-A9), ten address analysis categories (C0-C9), ten item analysis categories
(I0-I9) and ten transaction analysis categories (M0-M9).
The item, address and transaction categories are shared with the other SunBusiness
modules Inventory Control and Purchase Order Processing. You should consider
this when planning your analysis structure. Similarly, the account analysis categories
are shared with SunAccount.
SunAccount users need to pass analysis codes from SunBusiness to SunAccount.
For example, if SunAccount is analysing income and expenditure by department,
you must make sure that SunBusiness also analyses by department.

Customer Analysis
Customer analysis categories C0 to C9 are available in AN=Address Analysis.
Identify the customer analysis reports you need from SunBusiness, and identify
the groupings that are necessary to produce them. For example, sales by
geographical location, customer type, industry code or group code.
You should distinguish between reports that are customer specific (for example,
location) and those that are order specific (product code, salesperson).
Customer specific groupings can either be incorporated into the customer code or
defined as analysis categories. Groups that are used in order calculation need to
be defined as analysis categories, because calculations are not based on customer
code.
For example, customer type could be incorporated as the second and third character
of the customer code. It could be used for reporting, but not in calculation.
Identify groupings that are required for order price calculation. For example,
discount based on discount band, or purchase tax based on geographical location.
These should be defined as analysis categories. You consider the structure you are
going to use for pricing and the selections which determine which price books
should be used. See the section Pricing for further information.
Item Analysis
Item analysis categories I0 to I9 are available in IR=Item Records.
Identify the item analysis reports you need from SunBusiness, and the groupings
that are necessary to produce them. For example, sales by product type, commodity,
package type. You should distinguish between reports that are item specific (for
example, product type) and those that are order specific (for example, salesperson).
Item specific groupings can either be incorporated into the item code or defined
as analysis categories. Groups that are used in order calculation need to be defined
as analysis categories, because calculations are not based on item code.
For example, product type could be incorporated as the second and third characters
of the item code. It could be used for reporting, but not in calculation.
Then, identify groupings that are required for order price calculation. For example,
discount based on product discount group, or purchase tax based on product tax
category. These should be defined as analysis categories.

Transaction Analysis
Identify the analysis you require, and identify the groupings that are necessary to
produce the reports you require. For example, sales by department, salesperson,
currency.
Then, identify order specific groupings that are required for order price calculation.
For example, campaign code, contract number. These should also be defined as
analysis categories.
PLANNING CODING STRUCTURES
You must carefully plan the coding structures for item records, customers and
analysis codes. It is important to group codes correctly for reporting. Many
screens in SunBusiness ask for the range of item, customer or analysis codes to be
reported. You must be able to easily identify the records to include in your reports.
Coding Structures - General

You can use numbers, letters or special characters like /, - and * in codes. Do not
begin a code with a special character. SunBusiness sorts and lists codes so that
numbers come before letters, and upper case comes before lower case. For example,
81AD01, then 81ad01, then AD8101.
Codes do not need to be of uniform length. You might have some item codes that
are three characters long and others that are ten characters long. You do not have
to pad out codes with unnecessary zeros.
Numbers that begin with 0 are listed first, then those beginning with 1, and so on.
If several codes begin with 0, they will be sorted according to the second number.
Any code beginning with 01 will be shown before any code beginning with 02.
For example: 0, 01, 011, 12, 121, 1211.
When you are designing your coding structure you should ensure that you enable
new codes to be added to the right sequence easily. Allocating blocks of codes can
help in this. For example, when coding item records, computers could be in the
range 1-19999999, software 2-29999999 and so on. Alternatively, use a prefix to
identify the group. For example, prefix computers with C and software with S.

Customers
Customers need both a chart of accounts and an address code.
Where customers have several invoice addresses but one chart of accounts record,
add an identifier to the end of the address code.
Allocate customer codes so that customers appear at the end of a trial balance or
ledger account listing. For example, if general ledger codes are numeric, prefix
customer codes with an alpha prefix. This can make Ledger Accounting reports
easier to produce. You can still include customers under the correct heading in a
printed balance sheet.
You can define a hierarchy within the customer code. For example, the second
character of the code could indicate the type of customer. Define a subcategory
for AD-Address Code in ND=Analysis Definitions. See the section Analysing
Information for details about defining subcategories.
Item Records
If you are using Inventory Control, it should be easy to identify which item
records need to be defined. You will need one record for each item held in stock.
You may also need extra item codes for items not held in stock, discount, sales
tax, carriage and other charges. The additional codes you require may depend on
how your calculation codes are structured.
If you are not using Inventory Control, make a list of everything that will be
invoiced.
You may then need to decide whether to set up each product or service as an item
record, or whether to use fewer item codes in conjunction with transaction analysis.
Suppose that training and consultancy are sold for a range of four software
packages. You could set up item codes for each combination of service and software
package. Or, set up training and consultancy as item records and use transaction
analysis to identify the software package for each invoice line.
You can define a hierarchy within the item code. For example, the first and
second characters of the code could indicate product type. You can define a
subcategory for IR=Item Records in ND=Analysis Definitions of product type to
identify this. See the section Analysing Information for information about defining
subcategories.

TYPES OF SALES ORDER
You must have at least one sales order transaction type, and you may have as many
as you wish. Sales order transaction types are used in SE=Sales Order Entry,
QE=Quotation Entry and SI=Sales Order Import.
You need a separate transaction type for each type of order you need to process.
For example: stock order without discount, stock order with discount, foreign
currency order, stock order with despatch documents, credit note, etc. defining
the types of sales order that you are using enables you to ensure that the right
information is collected in the most efficient way for each type of transaction.
The transaction type also defines what transactions are generated for the SunAccount
ledgers.
List the calculations you will need to perform for each transaction type. All
transactions automatically include quantity and base selling price. You decide
what happens next by defining up to 20 additional calculations. For example, net
price, sales tax, discount or total. One calculation definition can be used in multiple
transaction types.
Creating Files
Use FC=File Creation from the SunSystems menu to create files for each new
database. Use DB=Database Definitions to define file locations for the. You must
also define the date format for your database, and the number of decimal places
for financial values.
Terminal and Printer Definitions

Use TD=Terminal Definitions (for character based systems only) and PD=Printer
Definitions to define each type of screen and each printer. A printer may be
defined more than once. For example, the same printer could be defined twice,
once with normal print specified and once with compressed print specified
Security
Use OD=Operator Definitions and OP=Operator Permissions to create operator
Ids and assign permission levels. Set up AC=Audit Control for both the SunSystems
and Sales Order Processing functions if you want to monitor changes to reference
information. See the appendix Security for more information.

Business Definition
Set up BD=Business Definition. Some of the boxes are shared by all SunBusiness
modules so you must consider your requirements across the modules you are
using. Period and date information is also shared with SunAccount.
Analysis
Use NL=Analysis Category Lengths, ND=Analysis Definitions and NC=Analysis
Codes to create analysis headings and codes. See the section Analysing Information
for details about the use of analysis, and creating analysis headings and codes.
Item Records
Having decided on the coding structure for item records use IR=Item Records to
create a record for each product or service. You can use ID=Item Descriptions to
create extended item descriptions for printing on documents if required.
Assembly Structures
Identify any items that are made up from a combination of other items, and use
AS=Assembly Structures to define component lists for them. You can use these
assembly structures for kitting instructions. If you are using Inventory Control
you can identify how many assemblies you can produce from the available stock.
Customer Records
Design and agree a coding structure before entering customer details.
Use CA=Chart of Accounts, NA=Names & Addresses and AN=Address Analysis
to create customer details. If you are already using SunAccount, chart of accounts
records and addresses may already be set up. See the section Customers for further
information.
Use can set up customer specific pricing for products and services using price
books.
Transaction Types
Use SD=Sales Order Definitions to create a transaction type for each type of sales
order. See the subsection Types of Sales Order for guidance in identifying order
types.
Set credit/debit to C-Credit for a credit note, D-Debit for an invoice.

If this transaction type is to be used for quotations, enter the default Quotation
Expiry Date. This is the number of days to be added to the quotation date to
calculate a quotation expiry date. It can be overridden in QE=Quotation Entry if
you want to convert the quotation to an order.
Inventory Control users can set Update Stock to Y-Yes if this transaction type
will update physical stock. Enter N-No if item codes must not be entered for this
transaction type.
Define the Sales Order Processing stages for the transaction type by specifying
whether quotation, acknowledgement, picking and despatch are relevant processes.
Up to 20 additional calculations can be defined for each transaction type. You can
specify that the operator will be able to overrule the calculated value.
Use CD=Calculation Definitions to create the additional calculations you need for
each transaction type. Calculation definitions can be input boxes for the operator
to make an entry, or calculated values.
Item Special Processes

Use IP=Item Special Processes to define special processing for calculations or
items. For example, calculate discount at the end of the order rather than line by
line.
An item special process comes into effect when an item code entered during
transaction entry or import has an item special process code.
Item special processes have three main uses:
• Linking calculations to specific items
• Subtotalling
• Excluding calculation boxes for specific items.
Calculations can be linked to specific items, so that the box is ignored for all other
items.
Subtotals add together all the values on previous lines. For example, subtotalling
the net value of the order and then going on to look up the applicable discount for
the whole order value.
Initial stages in the calculation process can be ignored for specific items. You can
define the start point for this item.

Transaction Type Presets
Use HP=Sales Order Header Presets and DP=Sales Order Detail Presets to preset
information for the header and items screens. For description lines that appear
before the first item line, preset lines 000AA to 000zz. Item lines that should
appear at the end of every order can be preset as lines 900-999. They will
automatically be displayed on the screen when the operator selects Release.
Ledger Interface
LI=Ledger Interface defines the transactions that are generated for Ledger
Accounting when goods are despatched and when invoices are printed. The
interface code for each transaction type is defined in SD=Sales Order Definitions.
You can set up different interfaces for different transaction types.
SunBusiness stores the information to be posted to SunAccount in a transfer file.
It is imported to SunAccount using the journal import function. A validation
report can be produced prior to posting. You can enter an error suspense account
for posting any imbalances that arise.
Reports
Use RD=Report Definition to set up your printed document formats. Default
document formats are issued with the SunBusiness demonstration database DEM.
Define the formats to be used for each transaction type in the Document Format
boxes in SD=Sales Order Definitions. See the section Reporting in SunBusiness.
Testing Your System

Test your system thoroughly by entering a variety of quotations and orders. Print
documents and produce reports to make sure that they are producing the
information you want.
If you are using SunAccount, use JI=Journal Import to make sure that SunBusiness
is generating the correct transactions. You should be careful not to post test data
amongst the data in your actual database
Use FC=File Creation to recreate the sales order file and delete test data. Do not
recreate the reference file. At the operating system prompt, delete the SunBusiness
transfer file. Note that this will also delete inventory movements and purchase
invoices due for transfer to the ledgers. Use PC=Period Cleardown in Sales
Order Processing to reset the last transaction date in AN=Address Analysis.

Creating a Master Database
Once you have decided on the system design, you may choose to use your test
database as a basis for creating your live SunBusiness system. A number of
databases can have the same reference structure. Item records, the chart of accounts,
analysis codes, and other reference data may be common to each of your databases.
Rather than generate each database separately, you can create a skeleton, which
can be imposed on new databases during FC=File Creation. If such a database
exists, then during FC=File Creation, you are offered the option to use the skeleton
database. You can create a skeleton database as follows:
• Create a standard database, with all the common features. This database can
have any code
• Back up this database using FB=File Backup/Restore
• Rename the backup reference file to SKL.
The backup file can then be restored to the new database during FC=File Creation.
If a database with the code SKL does not exist in the program directory, then this
option is not presented.

Sales Processing: Analysing
Information
INTRODUCTION
Analysis is a term given to the facility in SunSystems which allows transactions,

accounts, addresses and item records to be grouped together under predefined
headings, for inquiry and reporting purposes. SunSystems offers very powerful
analysis capabilities. Understanding and using these capabilities will greatly
enhance the quality of information and reporting available in your system.
Analysis is completely user definable. You define the analysis categories and the
codes within those categories to provide the information that meets your operating
and reporting requirements.
It is worth taking time to consider your requirements for analysis. You should
identify your reporting and information needs early in the implementation process,
and then design the analysis structure accordingly. See the section Planning Your
Implementation.
Analysis which is created in SunBusiness can be passed to SunAccount.
WHY USE ANALYSIS?
Analysis allows you to group items, customers and transactions under specified
headings, or groups.
The method of applying discount, or other variables in a transaction can also be
determined by analysis. For example, accounts may be grouped by discount bands.
During transaction entry, the system will identify the discount to apply by looking
at the analysis code.
Sales tax can also be calculated by reference to the analysis codes for an item or
customer.
Sales Processing: Analysing Information 23

Analysis gives you more flexibility in creating your item records. You can use
analysis to identify permutations of an item. For example, if you sell a service
such as training, you could create one item record called training, and then use the
analysis facilities to categorise the training further, by product for example, for
internal reports.
Analysis
Analysis can be performed on transactions, accounts, addresses and items:
A0-A9 (A-Codes) Account Analysis
C0-C9 (C-Codes) Address Analysis
I0-I9 (I-Codes) Item Record Analysis
M0-M9 (M-Codes) Transaction Analysis.
You can create an unlimited number of valid codes in each category.
All categories allow subdivision so that each character within a category can be
separately identified and reported.
Analysis is completely user definable.
Each analysis category can be up to 15 characters in length, with up to 50 characters
available in total for each analysis type.
PLANNING THE USE OF ANALYSIS
Deciding how to use analysis is a critical element in the design of your system.
See the section Planning Your Implementation.
Defining Categories and Codes

Once you have decided on your analysis structure, use NL=Analysis Category
Lengths to set up the lengths of each category you are using. Use ND=Analysis
Definitions to define analysis category headings for the A-Codes, I-Codes, C-Codes
and M-Codes. Use NC=Analysis Codes to create the valid codes for each analysis
category. You may need to create similar codes in SunAccount if you are passing
analysis from SunBusiness to SunAccount.
Use SD=Sales Order Definitions to define which transaction analysis category
boxes should appear on the SE=Sales Order Entry detail screen. Use HP=Sales
Order Header Presets to define which transaction analysis category boxes should
appear on the SE=Sales Order Entry header screen.

Analysis Definitions
Use this screen to create analysis category headings. The available analysis
categories are C0-C9, I0-I9 or M0-M9. Analysis headings will appear on screens.
The short heading appears on reports where there is insufficient space for the full
heading. Sub Category and Sub Category Mask can be used to divide a previously
defined category into meaningful components.
Analysis Codes

NC=Analysis Codes enables you to create the items contained in each group or
category. The Analysis Code can be letters, numbers or a combination of both. It
can be accessed via LOOKUP when entering or querying codes. You can prohibit
posting to a code allowing you to suspend or close a code. It will still be available
for reporting, but not for further entries.
Analysis Subcategories
Each analysis category heading can be subdivided into subcategories A-Z. For
example, you may need to report on sales not only by Area, but also by department.
The Area category (for instance, M1) might be extended to include the following
codes:
UK1 UK Distribution
UK2 UK Marketing
US1 US Distribution
US2 US Marketing
FR1 France Distribution
FR2 France Marketing
IR1 Ireland Distribution
IR2 Ireland Marketing.
Report on all sales made by distribution departments or all marketing departments
by defining a subcategory of Area, M1 subcategory D-Department.
Enter a subcategory mask of <** **>. The asterisks tell SunBusiness to ignore
these character positions in the code.
Reports by M1 will report UK Distribution, UK Marketing, etc. Reports by M1
subcategory D-Department will report based on the third character of the analysis
code, that is, all distribution and all marketing.
To report on all UK sales, all US sales and so on, define a further subcategory with
a mask of < ***>. This tells SunBusiness to ignore the third, fourth and fifth
character positions in the code.
Create the heading names ‘Sales’ and ‘Distribution’ in NC=Analysis Codes, with
codes **1 and **2. Set Prohibit Posting to Y-Yes, so that the code is used for
reporting only.
If you need more than ten analysis categories for items, customers or orders, you
can use one analysis category for two or more totally unrelated headings. Set up
analysis subcategories to differentiate the different elements of the code.

USING ANALYSIS
Analysis categories can be used to group items, customers and orders for sales
reporting. Sales can be reported by any combination of analysis categories: for
example, by customer type and product type. Reports are set up in NL=Analysis
Layouts. See the section Reporting in SunBusiness.
Analysis categories can also be used when defining value calculations for use in
SE=Sales Order Entry. For example, calculating discount only if the item has a
particular product type, or calculating sales tax only if the order has a particular
sales tax code. Calculations are created in CD=Calculation Definitions.
Chart of Account Analysis

In addition to item, address and transaction analysis, SunSystems allows up to ten
account analysis categories, A0-A9, in CA=Chart of Accounts. These categories
can be used in order value calculations, but may not be used in defining SunBusiness
reports.
Integrating with SunAccount

SunAccount analyses transactions using analysis categories T0-T9. SunBusiness
C-Codes, I-Codes and M-Codes may be passed across to the SunAccount ledgers
as T-Codes. BD=Business Definition defines which SunBusiness categories map
to which SunAccount categories.
Reporting Categories/Codes
You can produce a listing of your analysis codes and/or categories, by selecting
Report from within NC=Analysis Codes and/or ND=Analysis Definitions.

Sales Processing: Customers
Before you enter an order or invoice, the customer’s details must be defined in
SunBusiness. There are three functions where customer name and address
information is held: NA=Names & Addresses, CA=Chart of Accounts and
AN=Address Analysis.
NA=Names & Addresses holds the customers address, phone, fax and other details.
You might have more than one address for each customer: each one having its
own NA=Names & Addresses record. CA=Chart of Accounts holds the accounts
receivable information. You need one AN=Address Analysis record for each
NA=Names & Addresses record. It ties the address to the correct CA=Chart of
Accounts record and also adds analysis information.
NAMES & ADDRESSES
This function holds customer address information. It is common to SunBusiness

and SunAccount. It also holds telephone, fax numbers and contact names. This
information can be printed on ageing reports to help with credit control in
SunAccount.
Sales Processing: Customers 29

The address code is used in SunBusiness to place orders and make inquiries for
the customer. Coding structures are covered in the section, Planning Your
Implementation.
Multiple Addresses
You might have more than one address for a customer. For example, a delivery
address that must be quoted on invoices. Set up each address as a separate record
in NA=Names & Addresses. Each address must have a different code: you could
add /1, /2 and so on to the end of the primary address code.
CHART OF ACCOUNTS
CA=Chart of Accounts holds details of your customers. The Account Code is the
SunAccount accounts receivable code. For consistency, you can use the same
coding sequence in SunBusiness and in SunAccount. Account analysis codes
(A0-A9) are entered on this screen.
Conversion Module users can set up currency controls for this customer, including
a default currency code. The address code refers to NA=Names & Addresses and
is the code for the address to be used for statements and other accounts receivable
correspondence, generated in SunAccount. Payment terms and credit limit can be
set for this account. You can also assign a priority to an account. This can be used
by the credit controller to determine the credit control regime which applies to
this account.

ADDRESS ANALYSIS
This function holds additional customer information. The address code refers to
an invoice address created in NA=Names & Addresses. The account code refers
to an accounts receivable account created in CA=Chart of Accounts. When an
invoice is printed for a customer, SunBusiness may use AN=Address Analysis to
find which Account Code to debit.
AN=Address Analysis is also used to enter customer analysis codes within the
categories C0-C9. These codes can be used in reporting and in sales order value
calculations.
For each order there are two addresses: the invoice address and the delivery address.
SunBusiness normally uses the customer codes from the invoice address of an
order for reporting and calculation. However, if the Analysis Address box in
AN=Address Analysis is set to Y-Yes, that address is used for analysis. It may be
the delivery address rather than the invoice address.
The Pick Method and Pick Priority boxes are not used in Sales Invoicing.
Sales Processing: Customers 31

SunAccount Users
Customer information is shared between SunAccount and SunBusiness. If you
make amendments to customer information in SunBusiness, it will also be changed
in SunAccount.
Cash Customers
If you have cash customers, create one set of records. Put a dummy address in
your NA=Names & Addresses record and ‘cash customers’ in the Account Name
box in CA=Chart of Accounts. You can use AN=Address Analysis to link the two
records together.
One-Off Customers (Sundry Debtors)

One-off customers are customers you have never dealt with before and do not
expect to deal with in future. You can choose not to set up detailed customer
records for one-off customers. Create a single account for one-off customers
following the instructions described above for cash customers. Without customer
details, you will not be able to send invoices or other documents.
If you need to send documents, you can create multiple NA=Names & Addresses
and AN=Address Analysis records, all linking to the same account code.
F Note: If you do not have separate account codes for your one-off customers,
you can not send out debtor statements automatically, from Ledger
Accounting.

Sales Processing:
Products and Services
Products and services information is set up in IR=Item Records. Whenever the

code for the product is entered in SE=Sales Order Entry, the description and price
are displayed automatically.
You can enter an order for one-off products and services simply by typing in a
description and price in SE=Sales Order Entry.
ITEM RECORDS
IR=Item Records holds details of both products and services. Special processing
for an item can be defined in IP=Item Special Processes. For example, you may
not want to enter a quantity against postage, delivery or air freight.
The Item Code identifies the product or service. Ensure that you have a systematic
process for coding items. See the section Planning Your Implementation.
The Base Selling Price is the list price for an item. The price may be changed
during transaction entry by the calculation of discounts, surcharges, tax, etc.
I-Codes are entered on this screen. You can specify the default sales account to be
used in SunAccount.
Costing reports can use any of the three costs specified on this screen. Standard
Cost is never updated by SunBusiness. Inventory Control users can instruct
SunBusiness to automatically update Latest Cost and Average Cost. Inventory
Control users can also define the method for allocating sales of this item to
receipts. The stock take frequency can be used to indicate how often this item
should be included in random stock checks.
You can restrict the sale of an item to specific customers. You can use the SOP
Extended Item Description to determine whether an extended description entered
in ID=Item Descriptions should be displayed automatically in SE=Sales Order
Entry for this item.
Sales Processing: Products and Services 33

CUSTOMER SPECIFIC INFORMATION
System Labels
Customers may recognise an item using different codes and descriptions to your
own. They may also have a customer specific Base Selling Price. You can add
this information in SB=System Labels where you can set descriptions for the four
base selling prices set in IR=Item Records.
The Item Code must have been defined previously in IR=Item Records. Similarly,
the customer code is the code of an address created in NA=Names & Addresses.
When an order is entered for this customer and item, SunBusiness will use the
customer’s base selling price. The customer’s item code and description as set in
SB=System Labels can be printed on the invoice, in addition to, or in place of,
your own details.
Extended Item Descriptions

IR=Item Records holds up to 30 characters of description for an item. Additional
description text can be set up in ID=Item Descriptions, which holds a further six
lines of 30 characters each. Up to four item descriptions can be created for each
item, allowing items to be described in different ways by different users. In
addition, the four records can be combined to allow up to 24 lines of description.
Having defined an item record, you can create up to four additional ID=Item
Descriptions. You can choose which of the four are displayed automatically in
SE=Sales Order Entry. If you prefer, you can have all four item descriptions
combined for inclusion on transaction details. If you wish to choose an extended
description during transaction entry, you can specify this in IR=Item Records.
Customer Control
The Customer Control box in IR=Item Records specifies the checks made during
transaction entry. You can either force a valid extended item description record to
be entered, or you can ask the system to produce a warning message, if a valid
description record is not found. If you prefer, no check is made during transaction
entry.

KIT LISTS - ASSEMBLIES
This section is relevant to Sales Order Processing only.

Kit list processing allows you to define an item that comprises a number of
components. When the item is entered SunBusiness recognises that this item is
made up of a list of other items. This list is automatically added to the order.
SunBusiness calls the composite item an assembly. An item that is part of an
assembly, or an item that is stocked in its own right, is called a component. The
list of components that make up an assembly is called the kit list.
A kit list may include both components and sub-assemblies.
Kit lists are created using AS=Assembly Structure. When the assembly item is
entered in QE=Quotation Entry or SE=Sales Order Entry, the component lines
are generated.
You must also identify the level of the assembly in the kit list hierarchy. Set the
Assembly Level box to 0-9. Zero is the highest assembly level. An assembly can
only include sub-assemblies with a higher number. You can specify in IR=Item
Records the assembly level associated with an item
You can decide whether the price and quantity are derived from the components
or the assembly, in the Process Components box. Use D-Display when items are
stocked as assemblies, but where you need to show the components on despatch
notes and invoices. The description lines are generated for components in the
entry screens.
Use P-Process for assemblies that are not stocked in their own right, but are
assembled for despatch from a list of components. The components are picked
from stock and boxed together for despatch. However, the despatch note and
invoice need to show the description of the assembly, as well as its components.
The assembly is a real item line, but has no values associated with it. Although it
has a quantity that can be printed on despatch documents and invoices, it does not
update stock. Stock levels are updated only for the components, and the invoice
value is calculated from the component values.
Sub-Assemblies
The Process Components setting is derived from the top level assembly. If the kit
list contains sub-assemblies, the setting on the top level assembly determines whether
processing is D-Display or P-Process.
The kit list for an assembly is defined in AS=Assembly Structure. The item code
must already have been created with an assembly level in IR=Item Records.
Sales Processing: Products and Services 35

Assembly Structure
For each component in the kit list, you must specify Item Code, Location and
Quantity. Quantity defines how many are needed to make an assembly of one.
You can print a list of assemblies and subassemblies using AL=Assembly Structure
List. The listing can also show the maximum number of assemblies that can be
made up from the components in stock.

Sales Processing: Pricing
SunBusiness offers a variety of methods you can use to apply prices to the goods
you sell. You can enter prices manually at the time you raise a sales invoice, or
you can apply a predefined price. Predefined prices can be held directly in IR=Item
Records or in price books defined in PF=Price Book Definitions and maintained
in PB=Price Book Maintenance.
Once you have set up price books, you can automate the application of prices to
your sales invoices. You decide the rules you want to apply when pricing goods
and you specify the dates for which prices are valid. Price books make it simple
for you to maintain your pricing structure. When an order line meets the criteria
specified, a price book price is applied automatically.
The prices held in price books are user defined. You specify the criteria to choose
from when deciding which prices are applied to which transactions. The methods
and calculations you use to determine prices are completely user defined. Discounts
can also be calculated and applied automatically. Price books support simple, and
very complex, pricing structures.
Sales Processing: Pricing 37

PRICE BOOKS
There are four price book functions in SunBusiness.

PF=Price Book Definitions is used to create and amend price books.
Here you specify the transactions that a price book relates to. A price book applies
to a range of transactions which can be selected by up to three of the following
criteria:
A0-A9 Account analysis categories
C0-C9 Address analysis categories
I0-I9 Item analysis categories
M0-M9 Movement analysis categories
AC Account Code
DA Customers Delivery Address
IA Customer Invoice Address
IB Location Code
IR Item Record
RR Reciept Reference
TR Transaction Type

Selections can also specify that subcategories of the above form selection criteria.
A price book is only applied to sales order lines that fall within the categories you
have defined in PF=Price Book Definitions.
You can define any number of price books, but only ten can be included
simultaneously in a price book hierarchy.
MAINTAINING PRICES
PB=Price Book Maintenance is used to establish the price lists you want to use.
You can use price books to define the actual prices you want to use, or to specify
a variance that should be applied to one of the selling prices you have defined in
IR=Item Records. The most simple price book will just apply a base selling price
entered in the IR1-IR4 boxes in IR=Item Records. You can specify that calculation
codes are used to derive prices. For each price book you can set the following:
• Range of dates for which the price book is valid
• The analysis codes the price book applies to
• The unit of sale as specified for the price book
• The calculation code, if required, to be used as the basis of pricing
• The base selling price.

There is no limit to the number of prices you can set within a price book. You are
prevented from setting two or more prices with identical selection criteria.
The selection of analysis codes is dependent on the analysis categories specified
in the PF=Price Book Definitions.
You can enter specific V-Values as prices directly in your price book. If you want
price calculations to be based on IR=Item Record selling prices IR1-IR4, or on a
calculation code defined in CD=Calculation Definitions or by the system, you
must specify the base price used in calculations in the Base Selling Price box.
The unit of sale can be specified for the price book. This overrides the sales unit
specified in IR=Item Records. For example, you can establish a price book for
certain customers who always buy products by the case. You may therefore want
to make a case the unit of sale for this price book.
Updating Prices
You can use price books to base the prices you charge on the costs of the goods
you are selling. You can therefore ensure that margins are maintained automatically
without having to update prices manually.
By having prices which apply to different date ranges you can ensure that all
prices are updated simultaneously.
Discounting Prices
Price books can be used to specify discounts. The selection criteria in PF=Price
Book Definitions can be used to determine that a price book only applies to certain
customers or items. Different price books can therefore be applied when different
discounts are to be applied.
Within PB=Price Book Maintenance prices can be applied to a range of quantities
of items. This enables discounts to be applied to bulk purchases. A %-Percentage,
R-Ratio, A-Amount or V-Value can be entered to be added or subtracted from the
base selling price for any quantity of goods specified.
You can specify any number of price bands between zero and 9,999,9999,999,999
with the final band having no limit. Price bands are defined inclusive of the lower
limits specified and exclusive of the upper limits specified.
The selection criteria used to specify when price book records are used, enables
complex discounting to be applied automatically. For example, you can have bulk
discounts specified by item for all customers and apply an additional discount to
certain customers by applying a separate price specifically to those accounts.

You can also apply discounts using CD=Calculation Definitions.
You can specify two analysis categories which identify the transactions to which
the calculation applies. These can be C-Codes, I-Codes, or M-Codes. You can
also identify an IP=Item Special process that uses the calculation. If you are
basing discounts on quantities, you can define a calculation that looks at
CT=Calculation Tables. Within a calculation table you can specify ranges of
quantities to which particular discount levels apply.
Discount calculations can be accessed via PB=Price Book Maintenance or directly
via SD=Sales Order Definitions.

PRICING HIERARCHY
You can use PH=PriceBook Hierarchy to determine the order in which price books
are used to find a valid price. Up to ten price books can be included in the hierarchy.
When the price of an item is sought, the price book with the lowest number in the
hierarchy is used first.
If, for example, you have a special sales promotion which applies for a month,
you can use PH=Price Book Hierarchy to ensure that the price book containing
the offer prices is accessed before the standard price book. You can add, delete,
and reorder the price books in the hierarchy as often as required. In the case above
you would remove or reorder the price books when the promotion came to an end.

PRICE LISTS
Price lists are produced using BL=Price Book Listing.
You can produce price lists for single price books or for all price books included
in your price book hierarchy. The latest price book, i.e. that with the latest start
date, is shown first in the price book listing.
F Note: Price lists show the dates at which prices have actually been used
rather that the dates for which they are valid.
If prices are calculated using the base selling prices IR1-IR4 specified in IR=Item
Records, multiple values will be shown if these records and the subsequent prices
have changed within the price book.
You can specify the date, or range of dates, for which you wish the produce a price
list. You can also limit the price list by selecting valid analysis categories. The
categories you can select by are determined by the selection categories and codes
you have specified in PF=Price Book Definitions and in PB=Price Book
Maintenance.

Sales Processing:
Processing Sales
Processing a sale involves a number of stages from providing a quote through to

invoicing a customer. In SunBusiness you can decide which of these stages you
wish to apply to your transactions. You can define in SD=Sales Order Definitions
the stages that a transaction type will pass through. You can apply all or some of
the following stages:
• Quotation
• Converting quotation to order
• Entering a sales order (with or without updating stock levels in Inventory
Control)
• Amending a sales order (with or without updating stock levels in Inventory
Control)
• Order acknowledgement
• Picking
• Picking confirmation
• Despatch
• Despatch confirmation
• Invoicing.
You can use OS=Order Status to report on the progress of your Sales orders. You
can select the transaction types, items, locations, transaction dates and order statuses
you wish to include in your status report.
Sales Processing: Processing Sales 45

QUOTATIONS
Quotations can be sent to existing or prospective customers.
Quotation Entry
Quotes are entered in QE=Quotation Entry in much the same way as other
transactions. Quotation entry is an optional first stage in the sales processing
cycle. A quotation is a prospective order and is entered using a SD=Sales Order
Definitions as for sales order entry. Successful quotations can be converted into
orders. They then progress through the sales order processing stages determined
for them in SD=Sales Order Definitions. You can specify a date at which a quote
will cease to be valid.
If a quotation is for a new/prospective customer, then it is raised using a temporary
invoice address. When the quotation is confirmed, the prospect must be allocated
a chart of accounts and names and addresses record, before the quotation is approved
and converted.

Quotation Conversion
Quotations must be approved prior to being converted into orders. The approval
process checks that a customer record exists. Quotations are converted into orders
either individually in QE=Quotation Entry, or as a batch process using
QC=Quotation Conversion. Unsuccessful quotations can be marked as rejected
and removed from the system via PC=Period Cleardown processing.
All QE=Quotation Entry detail screens automatically include Quantity and Base
Selling Price for non text order lines. Up to 20 further calculations can be defined
for each transaction type. These will be used in both QE=Quotation Entry and
SE=Sales Order Entry. Calculations definitions are attached to sales order types
via SD=Sales Order Definitions.
Quotation and Order Numbering

You can choose to allocate manual quotation numbers, or use automatic quotation
numbering. The Next Quotation Number box in BD=Business Definition
determines the next number to be used.
F Note: Order numbers are allocated automatically as part of the quotation

conversion process. If you are using QC=Quotation Conversion, you should
not use manual quotation numbering.

Credit Checking
QE=Quotation Entry screens display both account balance and available credit.
The calculation of available credit in SE=Sales Order Entry is unaffected by
outstanding quotations.
Preset Information
You can use presets to generate some quotation details automatically. Use HP=Sales
Order Header Presets to preset header screens and DP=Sales Order Detail Presets
to preset items screen lines.
For items such as postage and carriage, which relate to every order, preset item
lines with high line numbers, say, 999. These lines appear automatically when the
quotation is approved.
You can determine whether analysis is applied to the quotation as a whole or on a
line by line basis.
Printing Quotations
Quotations are printed via PQ=Print Quotations. Rejected quotations cannot be
printed.
Quotations may be reprinted at any time unless they have been rejected.
Approving a Quotation
A quotation must be approved before it is converted into an order. Quotations are
approved in QE=Quotation Entry. Examine the header and select Approve.
SunBusiness checks that there is a Customer Invoice Address Code.
Once an quotation is approved it cannot be amended directly. You must first
unapprove the quotation and then amend it. Once an order has been converted any
amendment must be to the sales order that results from the conversion.
Reporting Quotations
If you flag a quotation as rejected, it cannot be amended or subsequently approved.
Rejected orders are available for reporting in OS=Order Status in Sales Order
Processing only.

SALES ORDER ENTRY
Sales orders are entered in SE=Sales Order Entry. Orders can also be generated
automatically by quotation conversion or by SI=Sales Order Import. The sales
order entry screen can be customised for each type of sales order. You can use
SD=Sales Order Definitions to hold the available order types and determine the
order processing stages required for each sales order type required. Orders can be
acknowledged, picked and despatched in Sales Order Processing. All order types
eventually convert to invoices.
SE=Sales Order Entry comprises two screens, a Header and a Detail screen. The
header screen is where you enter information relating to the whole order: for
example, customer details and order date. The detail screen records information
about the products and services to be billed. When entry is complete, the order
can be Held or Released. Released orders are available to be processed to the next
stage of sales order processing. Held orders do not progress further until they
have been released.
Enter the products and services to be billed on the order by selecting Items, this
takes you to the detail screen. Transaction analysis codes (M0-M9) may be entered
on this screen.

Multiple Currencies
Order values can be converted into another currency. Invoices and other documents
can be printed showing either or both currencies. Currency conversion rates can
be supplied to SunBusiness in three different ways:
• Entering a rate in SE=Sales Order Entry
• Setting up rates in CT=Calculation Tables
• For Conversion Module users, accessing the rates held in CV=Conversion
Tables and DC=Daily Conversion Tables via CN=Conversion Definitions.
Designate one of the C-Code, I-Code or M-Code categories as the currency. The
codes created for the category must be the same as the codes used in
CN=Conversion Definitions. Enter the category in the Conversion Code box in
BD=Business Definition. This provides the link between SunAccount and
SunBusiness. Create a calculation definition that refers to CN=Conversion
Definitions and converts the original currency.
To convert a currency value to base currency, leave the mathematical operator
blank. This forces SunBusiness to use the operator found in CV=Conversion
Tables. You can choose to have the rate displayed on the screen for the operator to
amend, if necessary.
Credit Checking
SE=Sales Order Entry screens display both account balance and available credit.
Available credit is calculated as the credit limit less the account balance plus
uninvoiced orders and invoices in the transfer file. The available credit is
recalculated every time an order line is entered. You can prevent posting of orders
if there is insufficient credit available by setting the Over Expenditure Check box
to Y-Yes in BD=Business Definition.
Preset Information
Both header screen and detail screen information can be generated automatically
to speed up operator input, and minimise errors. Repeat orders can be completely
preset. Use HP=Sales Order Header Presets and DP=Sales Order Detail Presets
to preset elements of your sales order entry.
order is released.

At the end of order entry, the order is either held or released. A released order
continues to the next stage of processing as defined in SD=Sales Order Definitions.
A held order can progress no further until it has been released.
Entering Order Lines
The lines of an order can be for stocked or non-stocked items. Stocked items are
those for which you have created IR=Item Records. Non-stocked items are those
infrequently sold items that you wish to add at the time of order entry. They may
not have stock quantities associated with them. For users of Inventory Control,
SE=Sales Order Entry can update the stock ledgers when goods are sold. If
SD=Sales Order Definitions has Update Stock set to Y-Yes, a stock location must
be specified, quantities are displayed, and stock is allocated against the order.
Extended Descriptions
If there is a DP=Sales Order Detail Presets record for this sales order type/line
number, the preset item description will be used and no extended item descriptions
will be added to the order.
Depending on the setting in the SOP Extended Item Description box in IR=Item
Records, the appropriate ID=Item Descriptions record can be added to the order.

Quantities
Inventory Control holds the following stock quantities:
• Physical stock - quantity actually in the stores. Some might be awaiting despatch
to customers
• Allocated stock - stock that has been allocated to satisfy existing orders that
have not yet been despatched/invoiced
• Picked stock - allocated stock that has been picked but not yet despatched
• Free stock - quantity available for new orders (physical stock less allocated
stock)
• On order stock - quantity on order from suppliers but not yet delivered.
Physical stock is decremented when goods are despatched (or invoiced, if there is
no despatch stage). Movements are posted automatically to Inventory Control.
You are warned if there is insufficient free stock to meet the order line and you can
return to the quantity box to request a smaller quantity or accept the order line and
create a negative free stock quantity.
If an Alternate Item code has been specified for this item in IR=Item Records you
can use the alternative item when there is insufficient free stock to meet the order.
You are automatically asked if you wish to use the alternate stock item once free
stock of the order item has been allocated.
Forward Orders
Forward orders are orders which are not required until a later date. Use Due Date
to enter the required date. Goods will not be processed by PP=Print Picking
Documents until this date is reached.
Back Orders
Back orders are orders which have passed their due date for picking and despatch,
but have not been picked because there is insufficient stock. PP=Print Picking
Documents automatically puts items it cannot pick on back order. Subsequently,
every time the picking list is run, it will try to pick the back order items.
If Pick Method in AN=Address Analysis is set to S-Split, PP=Print Picking
Documents will automatically split an order line into the quantity that can be
picked and despatched, and the quantity to be placed on back order.

For customers who do not have Pick Method set to S-Split, items can be put on
back order manually in SE=Sales Order Entry. Enter an order line as usual and
then select Split. Enter the quantity to be placed on back order. The original order
line is split into two lines: one can be satisfied from free stock and will be picked
via PP=Print Picking Documents; the other will be placed on back order.
Allocating Stock to Orders

SunBusiness supports three methods of allocating stock to orders:
• FIFO allocation
• Manual allocation (used for serial number tracking)
• Balance allocation.
The default allocation method is defined in the BD=Business Definition in
Inventory Control. You can override the default for individual stock items in the
Allocation Method box in IR=Item Records.
FIFO allocation means that stock is automatically allocated by SunBusiness on
the first-in, first-out basis. Stock costs for the order therefore relate directly to the
goods receipt cost. FIFO allocation takes place at picking stage if Pick/Allocation
in BD=Business Definition is set toY-Yes. Otherwise, FIFO allocation takes place
at despatch.
Manual allocation requires the operator to tell SunBusiness precisely what goods
have been allocated to an order. This method is used particularly for stock items
that have serial numbers. Again, stock can be costed at the original receipt cost.
Balance allocation means that goods are allocated from available stock without
reference to the original receipts. Stock is costed at standard, latest or average
cost.
For FIFO and balance allocation, orders are entered as usual. Allocation and
costing take place automatically, with no operator intervention required. If manual
allocation is in force, the operator uses IA=Inventory Allocation to assign a receipt
to an order. If an item has Allocation Method set to S-Serialised, SE=Sales Order
Entry will automatically ask for a Serial Number. Using QUERY in the Serial
Number box links automatically to IA=Inventory Allocation and allows you to
select from a list of available serial numbers.
If an item has Allocation Method set to O-Order, SE=Sales Order Entry will
automatically link to IA=Inventory Allocation after input of the required quantity.

ACKNOWLEDGING ORDERS
An acknowledgment confirms order details to the customer. The format of the

acknowledgment document is user defined.
Only orders that have Acknowledgments set to Y-Yes in SD=Sales Order Definitions
can be acknowledged. Use PA=Print Acknowledgments to print or reprint
acknowledgment documents. The SL=Sales Listing report subsequently shows
the acknowledgment date.
Acknowledgments may be reprinted at any time until the order is printed as an
invoice. The date of the document may be changed.
PRO FORMA INVOICES
A pro forma invoice may be produced. It looks like an invoice, but is not treated
as such for tax purposes. Pro forma invoices are usually raised if you are requesting
payment in advance. A pro forma invoice is always followed by a formal invoice.
Despatch is normally delayed until payment is received.
Enter the order using a sales order that has an acknowledgment stage. Put the
order on Hold as soon as it has been entered. Use PA=Print Acknowledgments to
print the acknowledgment document. No further processing steps will be
undertaken until you select Release.
FULFILLING ORDERS FROM STOCK
The picking process in SunBusiness is controlled by PP=Print Picking Documents.

This procedure prints a list of all orders that can be fulfilled from stock and allocates
stock to them. The list can be used by stores staff when physically picking stock
from the shelves. For Inventory Control users, SunBusiness checks stock levels
and fulfils orders from available stock. The picked stock quantity in the stock
ledgers is increased. For other users, order lines are automatically picked if they
have reached the due date. Orders that are on hold are ignored for picking.
You can opt to suppress the main picking document defined in SD=Sales Order
Definitions. If you choose to suppress the main picking document you are prompted
to enter the report sequence codes normally associated with PA=Print Alternate
Picking Documents. This enables you to produce reports in the format you require.
See the sections Print Picking Documents and Print Alternative Picking Documents
in the SunBusiness Reference Manual.

The last picking list can be reprinted by setting Reprint to Y-Yes. Previous picking
lists cannot be reprinted.
Partly Picked Orders

Normally SunBusiness will pick an order line only if there is sufficient stock to
meet it in full. The Pick Method box in AN=Address Analysis allows you to
choose whether the picking process splits an order line if there is insufficient stock
to meet the whole line, or an order is picked only if all item lines can be fully
satisfied.
The picked order lines can progress to despatch stage and then to invoice. The
unpicked lines will remain on back order until stock becomes available, and may
be despatched and invoiced separately.
An order line amended after picking may be re-picked if you wish. If picked
order lines are deleted, goods are returned to free stock.
FIFO Picking
Inventory Control users only. If batch or lot numbers are to be printed on picking
lists and despatch notes for FIFO items, FIFO picking must be switched on. Set
Pick/Allocation in BD=Business Definition to Y-Yes. Stock will be allocated to
specific batch numbers during the PP=Print Picking Documents process for FIFO
items.
If the Picking Documents box is set to H-Hold in SD=Sales Order Definitions, all
picked orders are automatically put on hold by the PP=Print Picking Documents
process. This allows for an intermediary stage between picking and despatch (or
between picking and invoice), when the operator can confirm that the orders have
been picked successfully by stores staff. To confirm picking, use SE=Sales Order
Entry, Examine the header and select Release.
The picking list is designed in RD=Report Definition. Many different picking list
formats can be created. SD=Sales Order Definitions defines which document
format is used for an order type. Default picking list formats are supplied with
the SunBusiness demonstration database, DEM. These can be edited or used as
templates to create user defined formats.

Alternate Sequences for Picking Lists
The default order for the PP=Print Picking Document is in order number sequence.
Use PL=Print Alternate Picking List to reprint the last picking list in a different
sequence. The available sequences are:
• Bin name within location
• Item record within location
• Bin name within M-Code
• Item record within M-Code
• Location within item code
• Location within M-Code
• M-Code within location
• Transaction reference within M-Code
• Bin name within transaction reference within location.
DESPATCHING ORDERS
The despatch process is controlled by PS=Print Despatch Documents. This

procedure prints a despatch note for each order wholly or partly awaiting despatch.
Despatch documents include delivery tickets, despatch notes and shipping
documents. For Inventory Control users, the despatch process also decrements
physical stock. For Ledger Accounting users, the process may create transactions
for the balance sheet. Interface Code - Stock in SD=Sales Order Definitions
determines whether transactions are created.
The order number is also the despatch note number. If an order is despatched in
two or more consignments, each despatch note will have the same number.
If Despatch Documents is set to H-Hold in SD=Sales Order Definitions, all
despatched orders are automatically put on hold by the PS=Print Despatch
Documents process. This allows for an intermediary stage between despatch and
invoice so that the operator can confirm that orders have been despatched. To
confirm despatch, use SE=Sales Order Entry, examine the header and select Release.
Charges such as freight may be added or amended after despatch. If this is a
routine procedure, the despatch process should hold all orders so they are not
invoiced before freight has been charged.

Document Formats
The despatch document format is defined by RD=Report Definition. Many
different despatch note formats can be created. SD=Sales Order Definitions
determines which document format is used for an order type. Default despatch
note formats are supplied with the SunBusiness demonstration database DEM.
These can be edited or used as templates to create user defined formats.
Inquiries
You can use SQ=Sales Inquiry to see orders, invoices and quotations. Use IQ=Item
Inquiry to see details of items and CQ=Customer Inquiry to see details of your
customers. Highlight a line in SQ=Sales Inquiry to move directly to IQ=Item
Inquiry or highlight the customer code to move to CQ=Sales Inquiry. If you are
inquiring on a customer or item you can move directly to a sales inquiry.
You can also select Inquire from transaction entry screens to move directly into
the relevant inquiry screen.
SERIAL NUMBER TRACKING
Inventory Control users can attach serial numbers to goods received into store.
These goods can then be allocated manually to sales so that they can be tracked
and reported later for warranty, recall or other purposes.
In the Inventory Control BD=Business Definition, set Allocation Type to F-FIFO
or M-Manual and Serial Number Tracking to Y-Yes.
If you are an existing user wishing to add serial number tracking, you must use
FB=File Backup/Restore to back up your movement file, change the BD=Business
Definition as above and then restore the movement file using FB=File Backup/
Restore.
Set Allocation Method in IR=Item Records to S-Serialised for each item record
that has serial numbers.
When a serialised item is entered in SE=Sales Order Entry, the Serial Number box
is displayed automatically and the Quantity box defaults to one. If a serial number
is entered, SunBusiness validates it against the list of unallocated receipts.
PRINTING INVOICES
Orders that have completed all their processing stages and have been released are
available to be printed as invoices. Invoices are printed via PI=Print Invoices.

Each transaction is given an invoice or credit note number when printed and is
subsequently identified by that number. As part of the invoice printing process,
transactions can be created to update SunAccount.
If you are using Sales Invoicing, then once an order has been released in SE=Sales
Order Entry it is available for printing as an invoice.
SD=Sales Order Definitions defines the document format for each transaction
type. You can use a Transaction Reference range to select the invoices to print.
The Document Date will appear as the invoice date on the printed document. It
will also be the default transaction date in SunAccount. Posting Period is the
accounting period to which the invoices belong.
Implications
Once an order has been printed as an invoice, it can no longer be amended in
SE=Sales Order Entry. Corrections must be made by issuing a credit note.
PI=Print Invoices creates transactions to update SunAccount. These transactions
are held in the SunBusiness transfer file: they do not update SunAccount directly.
The transfer file must be posted to the SunAccount ledgers via JI=Journal Import.
Transactions are defined in LI=Ledger Interface.
Invoices may be reprinted at any time unless they have been cleared down using
the PC=Period Cleardown function. Select invoices for reprinting by invoice
number rather than order number. The document date and accounting period cannot
be amended.
POSTING INVOICES TO SUNACCOUNT
The process of printing invoices creates debit and credit transactions for the
SunAccount ledgers. The transactions are held in the SunBusiness transfer file
and must be posted to SunAccount via JI=Journal Import in SunAccount. The
ledgers will not reflect the invoice values until this file has been posted. New
invoices will be appended to the SunBusiness transfer file. The file is shared with
Purchase Order Processing and Inventory Control, which may also generate
transactions for the ledgers. The contents of the transfer file and details of the
accounts are specified in LI=Ledger Interface.
In JI=Journal Import you can validate the file before posting in SunAccount. This
validation may be repeated until the validation report is satisfactory. It is advisable
to then backup the file in FB=File Backup/Restore. See the SunBusiness Reference
Manual section, File Backup/Restore. JI=Journal Import is used to post the
transactions to the ledgers. See the SunAccount Reference Manual section, Journal
Import.

Sales Processing: Using
Inventory Control
Inventory Control users can choose to have SE=Sales Order Entry automatically
allocate stock to orders and update stock quantities, when goods are invoiced. If
stock ledgers are not updated by SE=Sales Order Entry, you must enter the
movement of goods from stock to customers via ME=Movement Entry. See the
section Inventory Control: Stock Movements. SD=Sales Order Definitions defines
whether a transaction type links to Inventory Control.
Quantities Explained
Inventory Control holds the following stock quantities:
• Physical stock - quantity actually in the stores. Some might be awaiting despatch
to customers
• Allocated stock - stock that has been allocated to satisfy existing orders that
have not yet been invoiced
• Free stock - quantity available for new orders (physical stock less allocated
stock).
SALES ORDER ENTRY
SE=Sales Order Entry is used to enter the order as usual. An additional box on
the items screen asks for stock location code. Stock quantities are displayed.
When a line is entered, the quantity sold is allocated from free stock. Physical
stock quantity in the stock ledger is updated when the order is printed as an
invoice using PI=Print Invoices.
Location Code is the stock location from which the goods are being taken. Physical,
Free and On Order stock quantities are displayed. A warning is displayed if there
is insufficient free stock to meet an order: the warning may be overridden. Item
Code is a code previously created in IR=Item Records. The stock ledgers are
updated only for stock items.
Sales Processing: Using Inventory Control 59

Displaying Stock Item Information
Use IQ=Item Inquiry to display information about stock item quantities on your
screen. The information can be used to determine whether an order can be met
from a different stock location.
Allocating Stock to Orders

SunBusiness supports three methods of allocating stock to orders:
• FIFO allocation
• Manual allocation
• Balance allocation.
The default allocation method is defined in BD=Business Definition in Inventory
Control. The default can be overridden for individual stock items using Allocation
Method in IR=Item Records.
FIFO allocation means that stock is automatically allocated by SunBusiness on
the first-in, first-out basis. Stock costs for the order therefore relate directly to
the goods receipt cost. FIFO allocation takes place at picking stage if Pick/
Allocation in BD=Business Definition is set to Y-Yes. Otherwise, FIFO allocation
takes place at despatch.
Manual allocation requires the operator to tell SunBusiness precisely what goods
have been allocated to an order. This method is used particularly for stock items
that have serial numbers. Again, stock can be costed at the original receipt cost.
Balance allocation means that goods are allocated from available stock without
reference to the original receipts. Stock is costed at standard, latest or average
cost.
For FIFO and balance allocation, orders are entered as usual. Allocation and
costing take place automatically, with no operator intervention required. If manual
allocation is in force, the operator uses IA=Inventory Allocation to assign a receipt
to an order. If an item has Allocation Method set to S-Serialised, SE=Sales Order
Entry will automatically ask for a Serial Number. Entering QUERY in the Serial
Number box links automatically to IA=Inventory Allocation to allow you to select
from a list of available serial numbers.
If an item has the Allocation Method set to O-Order, SE=Sales Order Entry links
automatically to IA=Inventory Allocation after input of the quantity. The goods
can then be allocated before completing the order.

Purchase Processing:
Introduction
SunBusiness offers two purchase processing modules:

Purchase Invoicing
Purchase Order Processing.
The Purchase Invoice Register records purchase invoices received, and manages
them through to approval. This module is used where full purchase order
processing is not required. Both modules operate in a similar way. However,
Purchase Order Processing offers management of the complete order cycle.
Most options are available to both modules. Those which are not available in
Purchase Invoice Register are:
Purchase Order Entry
Purchase Invoice Matching
Goods Receipt Matching
Commitment Transfer
Purchase Commitment
Print Purchase Orders
Both modules are covered in the sections headed Purchase Processing. Where
there are differences between the modules they are highlighted.
COMMON FEATURES
The Purchase Order Processing module prints purchase orders for suppliers and
matches them to goods received and to purchase invoices received from suppliers.
It manages the progress of invoices through to approval. It also accounts for
orders and invoices at every stage in SunAccount.
Purchase Processing: Introduction 61

The components of an order, such as the price of the goods, and the quantity,
become part of a calculation process. You can define up to 20 stages in calculating
each line of an order. You can also allow for ad hoc entries such as carriage and
purchase tax.
Orders are entered against supplier codes. Each supplier can have any number of
ordering addresses. Orders may be entered in another currency with automatic
currency conversion. The order can show any, or all of base currency, exchange
rate and other currency.
You can design any number of printed order formats. They may be printed on
preprinted stationery or plain paper as you require.
Un-invoiced orders can be passed to a commitment ledger for reporting and budget
checking within SunAccount.
Invoices can be held, awaiting approval and entry of codes for SunAccount.
Unapproved invoices are listed on an invoice register. They may be automatically
accounted for as accruals in SunAccount.
The processing of an order is logged against operator Id and can be reported as
part of the audit trail. Amendments to purchase order transaction details can be
produced using OA=Order Amendment Listing.
Orders can include stock items, non-stock items, services and comments. They
can be in any currency.
All order details can be preset so that repeat orders are entered automatically.
Order values can be passed to a SunAccount commitment ledger. This allows
reporting of actuals, commitments and budgeted values by account and transaction
analysis codes.
Goods received notes are matched by quantity against purchase orders. Stock
levels can be updated when a goods received entry is approved and released.
Purchase invoices awaiting approval are reported in the invoice register report.
Accrual transactions may be generated for SunAccount. These would typically
debit expense, debit purchase tax and credit accruals, although you may define
whatever debits and credits you want for an invoice.
Purchase invoices can be approved individually or as a batch. Approved invoices
generate transactions for SunAccount. These would typically debit expense, debit
purchase tax and credit the supplier’s account, although you may define whatever
debits and credits you want for an invoice. Accrual postings are automatically
reversed when invoices are approved.
Full transaction details are retained, for as long as you wish. However, there is a
cleardown procedure that removes approved invoices to a history file.

Inventory Control
Order entry can be defined to increase the on order stock. Goods receipt entry can
decrease the on order stock and increase the physical stock. Serial numbers can be
entered for serialised items.

The sales order number can be used as an additional reference to purchase orders
where goods are being bought in to fulfil a customer’s order.
Ledger Accounting
Transaction type definition includes a description of the Ledger Accounting entries
to be generated at four possible stages: commitment, goods receipt, receipt of
invoice and approval of invoice. Transactions can be imported to SunAccount
using JI=Journal Import or PI=Purchase Import. See the sections Ledger Interface,
and Purchase Import in the SunBusiness Reference Manual for further information.
See also the appendix Transferring Data To and From SunBusiness in this guide.
Purchase Processing: Introduction 63

Purchase Processing: Planning
Your Implementation

difficult to amend. For example, it is very easy to add new transaction types, at
any stage. However, once you have coded suppliers and started entering orders, it
will be quite difficult to change the supplier coding structure.
these requirements will be very straightforward, for example, being able to calculate
the discount offered by certain suppliers. Others will be much more complex,
involving reporting structures and hierarchies.
The first stage in planning the implementation is to find out what people want, and
to involve them in the planning process. Your objective is to find out what they
want to get out of the system. Only then will you be able to work out what needs
to be put in to the system to achieve it.
requirements. For example, it may be a requirement that a purchase order can be
about budgetary controls, and the purchasing manager talks about reporting
purchases by department, they may have the same reporting structure in mind.
Also, implementing a particular feature in one way may have a huge impact on
another department. For example, the purchase order processing and stores
departments need to agree on a coding structure for stock items.
Purchase Processing: Planning Your Implementation 65

To this end, you could establish a working group, with representation from each
of the departments that are affected by SunBusiness. With regular interaction and
A working group to implement Purchase Order Processing would typically
consist of representatives from finance, purchasing, management information/
information technology and stores.
As you gain a clearer understanding of what is wanted, you can begin to design
group, and maybe tested by some of the order entry operators. Users will find it
easier to identify any problems with the design by using it, rather than just by
reading your documentation.
Planning:
• Identify purchase order types.
Setting up the system:
• Create files
• Security
• Analysis
• Item records
• Supplier records
• Item special processes
• Testing

Analysis can be performed on transactions, accounts, addresses and item records.

You define the criteria, and then group records by this criteria. Analysis codes can
be used in reporting, and in defining calculations.
modules Inventory Control and Sales Order Processing. Similarly, the
A-Categories are shared with SunAccount.
SunAccount users will need to pass analysis codes from SunBusiness to
SunAccount. For example, if SunAccount is analysing income and expenditure
by department, you must make sure that SunBusiness also analyses by department.
Supplier Analysis
Supplier address analysis C0 to C9 is available on theAN=Address Analysis screen,
and on the CA=Chart of Accounts screen using A0 to A9.
List the supplier analysis reports you need from SunBusiness, and identify the
groupings that will be necessary to produce them. For example, purchases by
supplier type or industry code. You should distinguish between reports that are
supplier specific and those that are order specific.
Supplier specific groupings can either be incorporated into the supplier code or
defined as analysis categories. Groups that are used in order calculation need to
be defined as analysis categories, because calculations are not based on supplier
code. Groups that are used in reporting should be defined as account analysis
categories A0 to A9, so that they can be reported in SunAccount.

For example, supplier type could be incorporated as the first and second character
of the supplier code. It could be used for reporting, but not in calculation.
Identify groupings that are required for order price calculation. For example,
discount based on discount band, or purchase tax based on geographical location.
These should be defined as analysis categories. See the section, Analysing
Information.
Item Analysis
that are necessary to produce them. For example, discount based on product
discount. You should distinguish between reports that are item specific and those
that are order specific.
as analysis categories. Groups that are used in order calculation need to be defined
as analysis categories, because calculations are not based on item code.
For example, product type could be incorporated as the first and second characters
of the item code. It could be used for reporting, but not in calculation.
Transaction Analysis
List the invoice register reports you require, and identify the groupings that will
be necessary to produce them. For example, invoices by department, division,
orcurrency.
Then, identify order specific groupings that are required for order price calculation.
For example, purchase tax, contract number. These should also be defined as
analysis categories.

For example: 0, 01, 011, 12, 121, 1211.
When you are designing your coding structure you should ensure that you enable
new codes to be added to the right sequence easily. Allocating blocks of codes can
help in this. For example, when coding item records, computers could be in the
range 1-19999999, software 2-29999999 and so on. Alternatively, use a prefix to
identify the group. For example, prefix computers with C and software with S.
Suppliers
Suppliers need both a chart of accounts and an address code.
Where suppliers have several invoice addresses but one chart of accounts record,
add an identifier to the end of the address code.
You can define a hierarchy within the supplier code. For example, the second
character of the code could indicate the type of supplier. Define a subcategory for
CA=Chart of Accounts in ND=Analysis Definitions. See the section Analysing
Information.
ITEM RECORDS
If you are using Inventory Control, it should be easy to identify which item
records need to be defined. You will need one record for each item held in stock.
You may also need extra item codes for items not held in stock, discount, purchase
tax, carriage and other charges. The additional codes you require may depend on
how your calculation codes are structured.
If you are not using Inventory Control, make a list of everything that will be
ordered.

You may then need to decide whether to set up each product or service as an item
record, or whether to use fewer item codes in conjunction with transaction analysis.
Suppose that training and consultancy are purchased for a range of four software
packages. You could set up item codes for each combination of service and software
package. Or, set up training and consultancy as item records and use transaction
analysis to identify the software package for each invoice line.
You can define a hierarchy within the item code. For example, the first and second
characters of the code could indicate product type. Define a subcategory for
IR=Item Record in ND=Analysis Definitions. See the section Analysing
Information for more information on subcategories.
Types of Purchase Order/Invoice

You must have at least one purchase order transaction type, and you may have as
many as you wish. Purchase order transaction types are used in PE=Purchase
Order Entry, VE=Purchase Invoice Entry and VM=Purchase Invoice Matching.
You need a separate transaction type for each type of order you need to process.
For example: stock order without discount, stock order with discount, foreign
currency order, invoice with no order, or debit note. The transaction type also
defines what transactions are generated for SunAccount.
List the calculations you will need to perform for each transaction type. All
transactions automatically include purchase quantity, stock quantity and base cost.
You decide what happens next by defining up to 20 additional calculations. For
example: net cost, purchase tax, discount, total. One calculation definition can be
used in multiple transaction types.
Creating Files
database. Use DB=Database Definitions to define file locations. You must also
define the date format for your database, and the number of decimal places for
financial values.

once with normal print specified and once with compressed print specified.

Security
and Purchase Order Processing functions if you want to monitor changes to
reference information. See the appendix Security for more information.
Business Definition
Analysis
Item Records
Having decided on the coding structure for item records use IR=Item Records to
create a record for each product or service. You can use ID=Item Descriptions to
create extended item descriptions for printing on documents if required.
Supplier Records
Design and agree a coding structure before entering supplier details.
Use CA=Chart of Accounts, NA=Names & Addresses and AN=Address Analysis
to create supplier details. If you are already using SunAccount, chart of accounts
records and addresses may already be set up. See the section Suppliers for further
information.
Transaction Types
Use PD=Purchase Order Definitions to create a transaction type for each type of
purchase order. See the subsection Types of Purchase Order for guidance in
identifying order types.
Set Order/Return to O-Order for an order, R-Return for a debit note.

Inventory Control users can set Update Stock to Y-Yes if this transaction type
will update physical stock. Set Update Stock to O-On-order if physical stock is
maintained in Inventory Control, and only on order stock is updated by this
transaction type. Enter N-No if item codes must not be entered for this transaction
type, a product description will be entered instead. Leave blank to enter item
codes but not to update physical stock.
Up to 20 additional calculations can be defined for each transaction type. If
Override is set to Y-Yes, the operator will be able to overrule the calculated value.
Calculations
Use CD=Calculation Definitions to create the additional calculations you need for
each transaction type. Calculation definitions can be input boxes for the operator
or calculated values.
Calculations can be linked to the value of an analysis code. For example,
SunBusiness can look up different purchase tax rates depending on a transaction
analysis code. Use CT=Calculation Tables to set up tables of values.
Item Special Processes

Use IP=Item Special Processes to define special processing for calculations or
items. For example, calculate discount at the end of the order rather than line by
line.
An item special process comes into effect when an item code entered during
transaction entry or import has an item special process code.
Item special processes have three main uses:
• Linking calculations to specific items
• Subtotalling
• Excluding calculation boxes for specific items.
Calculations can be linked to specific items, so that the box is ignored for all other
items.
Subtotals add together all the values on previous lines. For example, subtotalling
the net value of the order and then going on to look up the applicable discount for
the whole order value.
Initial stages in the calculation process can be ignored for specific items. You can
define the start point for this item.

Use HP=Purchase Order Header Presets and DP=Purchase Order Detail Presets
to preset information for the header and detail screens. For description lines that
appear before the first item line, preset lines 000A-000z. Item lines that should
appear at the end of every order can be preset as lines 900-999. They will
automatically be displayed on the screen when the operator selects Release.
Ledger Interface
Accounting when goods are received, invoices are matched and invoices are
approved. The interface codes for each transaction type are defined in PD=Purchase
Order Definitions.
The rules for the journal type will be applied when the SunBusiness transfer file
is imported into SunAccount. For example, if the journal definition has Conversion
set to Y-Yes, you must supply a conversion code. JP=Journal Presets for the
journal will be ignored. Make sure that Suppress Use In Journal Import is blank.
Reports
Purchase Order Processing only. Use RD=Report Definition to set up your
printed purchase order formats. Default document formats are issued with the
SunBusiness demonstration database DEM.
Define the purchase order format to be used for each transaction type in the
Document Format box in PD=Purchase Order Definitions. See the section
Reporting In SunBusiness.
Testing Your System

Test your system thoroughly by entering a variety of orders and invoices. Print
orders and produce reports to make sure that they are producing the information
you want.
is generating the correct transactions.
Use FC=File Creation to recreate the purchase order file and delete test data. Do
not recreate the reference file. At the operating system prompt, delete the
SunBusiness transfer file. This will also delete inventory movements and sales
invoices due for transfer to the ledgers. You should then reset the Next Purchase
Order Number box in BD=Business Definition.

Once you have decided on the system design, you may choose to use your test
database as a basis for creating your live SunBusiness system. A number of
databases can have the same reference structure. Item records, the chart of accounts,
analysis codes, and other reference data may be common to each of your databases.
Rather than generate each database separately, you can create a skeleton, which
can be imposed on new databases during FC=File Creation. If such a database
exists, then during FC=File Creation, you are offered the option to use the skeleton
database. You can create a skeleton database as follows:
have any code

Analysing Information
INTRODUCTION

analysis capabilities. Understanding and using these capabilities will greatly
enhance the quality of information and reporting available in your system.
Implementation.
WHY USE ANALYSIS?
Analysis allows you to group items, suppliers and transactions under specified
headings, or groups.
The method of applying discount, or other variables in a transaction can also be
determined by analysis. For example, accounts may be grouped by discount bands.
During transaction entry, the system will identify the discount to apply by looking
at the analysis code.
Within Purchase Invoice Register, both approved and unapproved transactions
can be reported by M-Code, providing reports on invoices awaiting approval by
budget holder, approver, department, or other analysis category.
Purchase Processing: Analysing Information 75

Within Purchase Order Processing, outstanding orders can be reported by
M-Category, providing a report of commitments by department, budget holder
and so on. Both approved and unapproved invoices can be reported by M-Category,
providing reports on invoices awaiting approval by budget holder, department, or
other analysis category.
Purchase tax can also be calculated by reference to the analysis codes for an item
or customer.
Analysis gives you more flexibility in creating your item records. You can use
analysis to identify permutations of an item. For example, if you purchase a service
such as training, you could create one item record called training, and then use the
analysis facilities to categorise the training further, by product for example, for
internal reports.
Analysis
PLANNING THE USE OF ANALYSIS
Deciding how to use analysis is a critical element in the design of your system.
See the section Planning Your Implementation.
Defining Categories and Codes

Once you have decided on your analysis structure, use NL=Analysis Category
Lengths to set up the lengths of each category you are using. Use ND=Analysis
Definitions to define analysis category headings for the A-Codes, I-Codes,

C-Codes and M-Codes. Use NC=Analysis Codes to create the valid codes for
each analysis category. You may need to create similar codes in SunAccount if
you are passing analysis from SunBusiness to SunAccount.
Use PD=Purchase Order Definitions to define which transaction analysis category
boxes should appear on header and detail screens. Use HP=Purchase Order Header
Presets and DP=Purchase Order Detail Presets to define which transaction analysis
categories should appear on the purchase order entry header and detail screens.
Analysis Definitions
Use this screen to create analysis category headings. The available analysis
categories are is C0-C9, I0-I9 or M0-M9. Analysis headings will appear on screens.
The short heading appears on reports where there is insufficient space for the full
heading. Subcategory and subcategory mask can be used to divide a previously
defined category into meaningful components.

Analysis Codes
example, you may need to report on purchases not only by Area, but also by
department. The Area category (for instance, M1) might be extended to include
the following codes:
UK1 UK Distribution
UK2 UK Marketing
US1 US Distribution
US2 US Marketing

To report on all UK purchases, all US purchases and so on, define a further
subcategory with a mask of < ***>. This tells SunBusiness to ignore the third,
fourth and fifth character positions in the code.
Create the heading names ‘Purchases’ and ‘Distribution’ in NC=Analysis Codes,
with codes **1 and **2. Set Prohibit Posting to Y-Yes, so that the code is used for
reporting only.
If you need more than ten analysis categories for items, suppliers or orders, you
Using Analysis
Analysis codes can be used to group items, suppliers and orders for reporting
within SunAccount. Within SunBusiness, the PT=Purchase Commitment
(Purchase Order Processing only) and VG=Purchase Invoice Register reports
can be produced by transaction analysis category.
Analysis categories can also be used when defining value calculations for use in
order and invoice entry. For example, calculating purchase tax only if the item has
a particular tax code. Calculations are created in CD=Calculation Definitions.
Chart of Account Analysis

In addition to item, address and transaction analysis, SunSystems allows up to ten
account analysis categories, A0-A9, in CA=Chart of Accounts. These categories
can be used in order value calculations, but may not be used in defining SunBusiness
reports.

C-Codes, I-Codes and M-Codes may be passed across to the SunAccount ledgers
as T-Codes. BD=Business Definition defines which SunBusiness categories map
to which SunAccount categories.

Reporting Categories/Codes
You can produce a listing of your analysis codes and/or categories, by selecting
Report from within NC=Analysis Codes and/or ND=Analysis Definitions.

Suppliers
Before you enter an order or invoice for a supplier, the suppliers’s details must be
defined in SunBusiness. There are three functions where customer name and
address information is held: NA=Names & Addresses, CA=Chart of Accounts
and AN=Address Analysis.
NA=Names & Addresses holds the suppliers’s address, phone, fax and other details.
You might have more than one address for each supplier, each one having its own
NA=Names & Addresses record. CA=Chart of Accounts holds the accounts
payable information. You need one AN=Address Analysis record for each
NA=Names & Addresses record. It ties the address to the correct CA=Chart of
Accounts record and also adds analysis information.
NAMES & ADDRESSES
This function holds supplier address information. It is common to SunBusiness

and SunAccount. It also holds telephone, fax numbers and contact names. This
information can be printed on ageing reports in SunAccount.
Purchase Processing: Suppliers 81

The address code is used in SunBusiness to place orders and make inquiries for
the supplier. Coding structures are covered in the section, Planning Your
Implementation.
Multiple Addresses
You might have more than one address for a supplier. For example, an address for
a factoring company as well as the company address. Set up each address as a
separate record in NA=Names & Addresses. Each address must have a different
code: you could add /1, /2 and so on to the end of the primary address code.
CHART OF ACCOUNTS
CA=Chart of Accounts holds details of your suppliers. The Account Code is the
SunAccount accounts payable code. For consistency, you can use the same coding
sequence in SunBusiness and in SunAccount. Account analysis codes A0 to A9
are entered on this screen.

Conversion Module users can set up currency controls for this customer, including
a default currency code. The address code refers to NA=Names & Addresses and
is the code for the address to be used for remittances and other accounts
correspondence, generated in SunAccount. Payment terms and credit limit can be
set for this account. You can also assign a priority to an account. This can be used
by the accountant to determine the payment schedule which applies to this account.
ADDRESS ANALYSIS
This option instructs SunBusiness as to the accounts payable account to credit

when invoices are approved for a supplier. Address Code refers to an invoice
address created in NA=Names & Addresses. Account Code refers to an accounts
payable account created in CA=Chart of Accounts. So, when an invoice is approved
for a supplier, SunBusiness may use AN=Address Analysis to find which Account
Code to credit.
AN=Address Analysis is also used to enter supplier analysis codes within the
categories C0-C9. These codes can be used in reporting and in purchase invoice
value calculations.
Purchase Processing: Suppliers 83

SunAccount Users
Supplier information is shared between SunAccount and SunBusiness. If you
make amendments to supplier information in SunBusiness, it will also be changed
in SunAccount.
One-off Suppliers (Sundry Creditors)

One-off suppliers are suppliers whom you have never dealt with before and do not
expect to deal with in future. You can choose not to set up detailed supplier records
for one-off suppliers. Create one set of records; with dummy information in the
NA=Names & Addresses record. The CA=Chart of Accounts record can have a
name of ‘Sundry Creditors’. Set the Pay Method box in CA=Chart of Accounts to
S-Single Payments. AN=Address Analysis is set up as normal to link the two
records together.
Without full supplier details you will not be able to send remittances or other
documents automatically from Ledger Accounting.

Products and Services
Products and services information is defined in IR=Item Records. Whenever the

code for the product is entered in PE=Purchase Order Entry, the description and
cost are displayed automatically. Supplier specific information about an item is
held in IS=Item Suppliers.
You can enter an order or invoice for one-off products and services simply by
typing in a description and price in PE=Purchase Order Entry, or VE=Purchase
Invoice Entry.
There is essentially no difference in SunBusiness between products (for example,
computers and software) and services (training, consultancy, delivery charges).
Both are set up using the same screen.
Special processing for an item can be defined in IP=Item Special Processes. This
might include, for example, not entering a quantity against postage, delivery, or
air freight.
ITEM RECORDS
The Item Code identifies the product or service. Ensure that you have a systematic
process for coding items. See the section Planning Your Implementation.
Purchase Processing: Products and Services 85

Item analysis codes for analysis categories I0 to I9 are entered on this screen. The
Purchase Account box can be used to define the profit and loss expenditure account
associated with an item.
Costing reports can use any of the three costs specified on this screen. Standard
Cost is never updated by SunBusiness. You can instruct SunBusiness to
automatically update Latest Cost and Average Cost when an invoice is matched.
Inventory Control users can define the method for allocating issues of this item
to receipts. The stock take frequency set indicates how often this item should be
included in random stock checks.
SUPPLIER SPECIFIC INFORMATION
Suppliers may recognise an item using a different code and description to your
own. They may also have a supplier specific Base Purchase cost. You can add this
information on the IS=Item Suppliers screen. This is an additional record to
IR=Item Records which holds specific information for one supplier.

The description and code, used by the supplier, can be printed on the purchase
order, as well as, or instead of, your own code and description.
An item supplier record should be created for each item that is regularly sourced
from a supplier with an account on the database. The main supplier is normally
ranked ‘1’ and up to eight additional suppliers can be created.
The Item Code must have been previously created in IR=Item Records. Similarly,
the supplier code is the code of an address which is created in NA=Names &
Addresses. The other boxes are not available in Purchase Invoice Register. The
Lead Time and Unit of Purchase are printed on the Inventory Control
IT=Inventory Status report.
During order/invoice entry, you can either force a valid item supplier record to be
entered, or you can ask the system to produce a warning message if no record is
found.
Extended Item Descriptions

IR=Item Records holds up to 30 characters of description for an item. Additional
description can be set up in ID=Item Descriptions, which holds a further six lines
of 30 characters each. Up to four item descriptions can be created for each item,
allowing items to be described in different ways by different users. In addition,
the four records can be combined to allow up to 24 lines of description.
Purchase Processing: Products and Services 87

Having defined in item record, you can create up to four additional ID=Item
Descriptions. You can chose which of the four are displayed automatically in
PE=Purchase Order Entry. If you prefer, you can have all four item descriptions
combined for inclusion on transaction details. If you wish to choose an extended
description during transaction entry, you can specify this in IR=Item Records.

Processing Purchases
Processing a purchase involves a number of stages from placing an order through

to agreeing an invoice and paying your supplier. In SunBusiness you can decide
which of these stages you wish to apply to your transactions. You can define in
PD=Purchase Order Definitions the stages that a transaction will pass through.
For, example you can determine whether you wish to match goods received to
orders.
You can use PU=Purchase Order Status to report on the progress of your purchase
orders. You can specify the transaction types, references, and dates to be included
in your report. You can also selest the statuses and analysis codes to be included.
PURCHASE ORDER ENTRY
Purchase Processing: Processing Purchases 89

Purchase orders are entered in PE=Purchase Order Entry or imported using
PI=Purchase Order Import. The purchase order entry screen can be customised
for each type of purchase order. PD=Purchase Order Definitions is used to define
the available purchase order types.
PE=Purchase Order Entry comprises two screens, a Header and Detail screen.
The header screen is where you enter information relating to the whole order: for
example, supplier details and order date. The detail screen records information
about the products and services to be purchased.
Enter the products and services to be purchased on the order by selecting Items,
this takes you to the detail screen. Transaction analysis codes M0 to M9 may be
entered on this screen.
For products and services that have been created using IR=Item Records, enter an
item code. Non-stock items are those for which IR=Item Records have not been
created. Description and purchase costs must be entered from the keyboard. No
item analysis is possible for these item. To enter a product that does not have an
item record, enter ‘-’ hyphen followed by any other characters in the Item Code
box.
Each product line can have an unlimited number of associated text lines. Text
lines have no values or quantities. They have line numbers ending with A-Z or a-z.
Line 003A is a text line associated with the product on order line 003.
If there is an IS=Item Suppliers record for this customer/item combination, the
supplier item description will be added to the order.

When entry is complete, the order can be Held or Released. Released orders are
available to be processed to the next stage of sales order processing. Held orders
do not progress further until they have been released.
Order Value Calculations

All purchase order entry detail screens automatically include Purchase Quantity,
Stock Quantity and Base Cost for every non text order line. The default Base
Cost is Latest Cost from IR=Item Records or Base Purchase Cost from IS=Item
Suppliers.
Up to nine further calculations can be defined for each order type. Set up
calculations in CD=Calculation Definitions and attach them to a purchase order
type via PD=Purchase Order Definitions.
Multiple Currencies
Order values can be converted into another currency. Purchase orders can be
printed showing either or both currencies. Currency conversion rates can be
supplied to SunBusiness in three different ways:
• Entering a rate in PE=Purchase Order Entry
• For Conversion Module users, accessing via CN=Conversion Definitions rates
held in CV=Conversion Tables and DC=Daily Conversion Tables.
Designate one of the analysis categories as the currency. You can use C-Codes, I-Codes or
M-Codes. The codes created for the category must be the same as the codes used in
To convert a foreign currency value to base currency, leave the mathematical
operator blank: this enforces SunBusiness to use the operator found in
CV=Conversion Tables. You can choose to have the rate displayed on the screen
for the operator to amend if necessary.
Amending Purchase Orders

You can use PE=Purchase Order Entry to amend information on the header and
items screen. The supplier address can only be amended if the order value is zero.
Item lines may be deleted, amended or created. To delete the entire order, delete
all item lines and then delete the order header.

After printing the scope for amendment is restricted. The delivery date, delivery
confirmed date, acknowledgement and analysis can be amended. Item lines can
also be amended.
You can produce a listing of amendments to you orders using OA=Order
Amendment Listing. You can choose whether you see amendments by transaction
reference or by supplier address code. You can select transactions by supplier
code, transaction reference, amendment date and operator Id.
You can choose to report analysis code changes, value changes, miscellaneous
changes, or all three.
Analysis code changes include any changes affecting M-Codes.
Value changes include changes to the following:
• Purchase quantity
• Stock quantity
• Base price
• Calculation codes
Miscellaneous changes include changes to the following:
• Item code
• Item description
• Asset code
• Asset subcode
• Location
• Account code
Debit Notes
Debit notes may be issued by suppliers to correct invoice values. You can define
transaction types for debit notes in PD=Purchase Order Definitions. Enter positive
values on the item screen. SunBusiness automatically converts amounts to debits
if the transaction type is defined as a debit note.
Debit notes are posted to the ledgers in the same way as invoices.

Credit Checking
PE=Purchase Order Entry screens display both account balance and available
credit. Available credit is calculated as the credit limit less the account balance
plus uninvoiced orders and invoices in the transfer file. The available credit is
recalculated every time an order line is entered. You can prevent posting of orders
if there is insufficient credit available by setting the Over Expenditure Check box
to Y-Yes in BD=Business Definition.
Promotional Messages
Text lines 000A-000z appear in the body of the order, before the first item line.
You can use them for promotional or other messages. Use DP=Purchase Detail
Presets for these lines to appear automatically.
Alternatively, you can use RD=Report Definition to define messages that you
print on the document format.
Item Descriptions
If an IS=Item Suppliers record exists for this supplier/item combination, the
supplier item description will be added to the screen. If a second description line
is present this will be added to the order as a text line.
If no item supplier record is present and any POP Extended Item Descriptions are
specified they are added to the order.
Order Analysis
You can specify whether transaction analysis categories M0-M9 will appear on the
header screen, the item screen or both. Categories that apply to the order as a
whole should be entered on the header. Categories that vary from line to line
should be entered on the items screen. Set up a category to appear on both screens
if you want to enter a default code on the header that can be accepted or overwritten
on each line. Use PD=Purchase Order Definitions to define header and item
screen categories.
Preset Information
to speed up operator input and minimise errors. Repeat orders can be completely
preset. Use HP=Purchase Header Presets to preset header screens and DP=Purchase
Detail Presets to preset detail screen lines.

order is released.
Update Stock
This option is relevant to Purchase Order Processing only.
Stock items have been created in IR=Item Records. They may not necessarily
have stock quantities associated with them: a training course could be a stock
item. For users of Inventory Control, PE=Purchase Order Entry can update on
order stock when goods are ordered, and physical stock when goods are received.
An item code and stock location must be present if inventory is to be updated. For
other users, using an item record code automatically displays a description and a
base price.
PRINTING ORDERS
The option is relevant to Purchase Order Processing only.

Orders that have been released in PE=Purchase Order Entry are available for
printing. Orders can be printed as part of the order entry process, or as a batch
process. You can specify in PD=Purchase Order Definitions that the order must be
printed immediately after release in PE=Purchase Order Entry, printed later using
PP=Print Purchase Orders or you can choose whether to print immediately, or
later.
PD=Purchase Order Definitions also defines the document format for each
transaction type.
Orders that have been printed will be flagged as Issued in reports and inquiries.
If you order by telephone set the Direct Print Order box in PD=Purchase Order
Definitions to S-Suppress. The status of a released order will always be Issued.
Orders may be reprinted at any time unless they have been cleared down using
PC=Period Cleardown.

ENTERING INVOICES
This section is relevant to Purchase Invoicing.

When you enter a purchase invoice, SunBusiness logs it in the Purchase Invoice
Register. SunBusiness can automatically generate accrual transactions for
SunAccount if the invoice is not approved immediately. The operator Id of the
approver of an invoice can be recorded, and a report produced of invoices awaiting
approval. When the invoice is approved, accrual transactions are reversed and the
purchase ledger is updated.
All purchase invoices are entered in VE=Purchase Invoice Entry. The purchase
invoice entry screen can be customised for different types of purchase invoices.
PD=Purchase Order Definitions defines the available invoice types and the way
that they are processed.
Order and Invoice References

SunBusiness automatically allocates the Order Reference and Invoice Reference
on the invoice header. The invoice reference is the main reference to this entry. It
is sequential and cannot be changed. The order reference is used by Purchase
Order Processing users.

Use VE=Purchase Invoice Entry to enter the invoice quantities and amounts.
Transaction analysis codes M0 to M9 may be entered on this screen. For multi-
line invoices, enter each line if full details are required or enter one line as the
total invoice value. If Inventory Control stock ledgers are being updated by
VE=Purchase Invoice Entry, you must enter each stock line in detail.
For products and services that have been created using IR=Item Records, enter the
Item Code to display Description and Base Cost.
For invoice lines that do not have an item record, enter ‘-’ hyphen followed by
any other characters in the Item Code box and enter a description and base value
manually
Text Lines
Each invoice line can have up to 52 associated text lines. Text lines have no
values or quantities. They have line numbers ending with A-Z or a-z. Line 003A
is a text line associated with the invoice line 003.
Using Extended Item Descriptions

If there is an IS=Item Suppliers record for this supplier/item combination, the
supplier item description will be added to the screen. If a second description line
is present this will be added to the invoice as a text line.
If no IS=Item Suppliers is present for the supplier/item combination and POP
Extended Item Description in IR=Item Records is set to 1-4 or A-All, the appropriate
ID=Item Descriptions record will be added to the invoice entry.
Matching and Approving Invoices

Invoice lines can be Matched or Approved. Matched lines are not yet approved
for payment: accrual transactions will be generated for SunAccount if an
Unapproved Interface is defined in PD=Purchase Order Definitions. Approving
an invoice line generates two sets of transactions for SunAccount. The accrual
transactions are reversed and the approved transactions are generated.
If the Purchase Value Balancing box in BD=Business Definition is set to Y-Yes,
the total invoice value must be input on the header screen. Release will not be
permitted unless the values entered on the item screen are equal to the value
entered on the header screen.

Invoice Value Calculations
All VE=Purchase Invoice Entry item screens automatically include Purchase
Quantity, Stock Quantity and Base Cost for every non text invoice line.
Up to nine further calculations can be defined for each invoice type. Set up
calculations in CD=Calculation Definitions and attach them to a purchase type via
PD=Purchase Order Definitions.
You can specify that a calculation is only applied if certain criteria are met and
you can override the results of a calculation if you set the Override box in
PD=Purchase Order Definitions to Y-Yes. See the sections Calculation Definitions
and Calculation Tables in the SunBusiness Reference Manual for further
information.
Multiple Currencies
Invoice values can be converted into another currency. Purchase orders can be
printed showing either or both currencies. Currency conversion rates can be
supplied to SunBusiness in three different ways:
• Entering a rate in PE=Purchase Order Entry
• For Conversion Module users, accessing via CN=Conversion Definitions rates
held in CV=Conversion Tables and DC=Daily Conversion Tables.
Designate one of the analysis categories as the currency. You can use C-Codes, I-Codes or
M-Codes. The codes created for the category must be the same as the codes used in
Preset Information
to speed up operator input, and minimise errors. Use HP=Purchase Header Presets
to preset header screens and DP=Purchase Detail Presets to preset all or part of the
detail screen lines.

Automatic Accruals
Transactions for SunAccount can be generated at invoice matching and at invoice
approval. Transactions are generated only when an invoice is released at either
stage. Unapproved Interface and Approved Interface in PD=Purchase Order
Definitions determines whether transactions are generated.
Unapproved transactions are generated at invoice matching and release. Typically,
these transactions will debit expense and credit accruals. The transactions are
defined in LI=Ledger Interface. These transactions will be reversed out
automatically when the invoice is approved and released.
Releasing an invoice at matched stage generates accrual transactions for
SunAccount. Releasing an invoice at approval stage generates both reversal of
previous accruals and the final approved transactions. A held invoice will generate
no further transactions for the ledgers until it is subsequently released in
VE=Purchase Invoice Entry.
RECEIVING INVENTORY ITEMS
This section is relevant to Purchase Order Processing only.

For Inventory Control users, goods receipt updates the stock ledgers. Entries
can be made either via ME=Movement Entry or by matching goods received to
orders in GM=Goods Receipt Matching.

Only goods with a purchase order can be entered via GM=Goods Receipt Matching.
The associated PD=Purchase Order Definitions record must have Goods Receipt
set to Y-Yes. All other receipts must be entered via ME=Movement Entry.
When goods are entered via GM=Goods Receipt Matching, physical stock is
increased and on order stock is decreased.
The purchase invoice for the order is entered in VM=Purchase Invoice Matching
as usual. Invoice lines may not be matched/approved and released until goods
have been approved and released in GM=Goods Receipt Matching.
Each line can be matched or approved. Matched lines have no impact on stock
quantities or ledgers. When lines are approved and released, physical stock is
increased and on order stock is decreased. Accrual transactions may also be generated
for SunAccount. Held entries do not update quantities and do not generate ledger
transactions until they are subsequently released in GM=Goods Receipt Matching.
If Purchase Quantity Balancing in BD=Business Definition is set to Y-Yes, the
total goods receipt quantity must be entered on the header screen. The goods
receipt note cannot be released unless the total quantity on the released lines matches
the header quantity.
Under Delivery
For under delivered items, select Split Quantity and enter the quantity received.
The original order line will be split into two lines. Select Match to continue
processing the quantity received.
Over Delivery
To accept an over delivery of stock, select Over Delivery and enter the delivered
quantity. SunBusiness generates a second line for the over delivered quantity.
You can then match and approve your goods receipts.
Goods Receipt Numbering

SunBusiness allocates a goods receipt reference to each goods receipt entry. It is
reported in PU=Purchase Order Status. Use LOOKUP in Goods Receipt Reference
in the GM=Goods Receipt Matching header screen if you do not know the goods
receipt reference.

Expiry Date Processing
If the Audit Date box in PD=Purchase Order Definitions is set to Y-Yes, you must
select Amend and enter an audit date before approving a line. This is used as an
expiry date for issuing and valuing stock if the Audit Date Expiry box in the
Inventory Control BD=Business Definition is set to Y-Yes.
Serial Number Entry

If Allocation Method in IR=Item Records is set to S-Serialised, GM=Goods Receipt
Matching will allow approval only if the line quantity is one. If the original order
was for more than one, use Split Quantity to split it into multiple lines each with
a quantity of one. A serial number may be entered or it can be left blank and
entered later using IA=Inventory Allocation. Serialised stock cannot be used
without a serial number. If a serial number is entered it must be unique for that
item.
Generating Accrual Transactions

Transactions for SunAccount can be generated at goods receipt/invoice matching
and at invoice approval. Transactions are generated only when an entry is released
at either stage.
The Unapproved and Approved Interfaces in PD=Purchase Order Definitions
determine whether transactions are generated. The Post Unapproved at GRN box
in BD=Business Definition determines whether unapproved interface transactions
are generated at goods receipt or at invoice matching stage.
Unapproved transactions will typically debit expense and credit accruals.
Transactions are defined in LI=Ledger Interface. These transactions will be
reversed out automatically when the purchase invoice is approved and released.

MATCHING INVOICES TO ORDERS
This section is relevant to Purchase Order Processing.

Purchase invoices are matched to orders in VM=Purchase Invoice Matching.
You can approve previously matched lines by examining the invoice in VM=Purchase
Invoice Matching and selecting Match on the items screen.
SunBusiness will display a warning if the same Supplier’s Invoice Reference has
already been entered for this supplier.
Invoice Reference
SunBusiness automatically allocates an Invoice Reference during the header entry.
It equates to a Purchase Invoice Register reference. The invoice reference is
sequential and cannot be changed.
Invoice Matching
The VM=Purchase Invoice Matching items screen is used to match invoice quantities
and amounts to the original order values. Quantities and amounts can be changed
to reflect actual invoice values, and lines can be added for sales tax, carriage,
postage, insurance and other invoice extras.
Lines can be matched or approved. Matched lines are not yet approved for payment.

Accrual transactions will be generated for SunAccount if an unapproved interface
is defined in PD=Purchase Order Definitions and accruals have not already been
generated by GM=Goods Receipt Matching.
You can add additional lines for landed costs that have only become apparent at
the invoice stage. For example, unforeseen freight surplus costs may be added.
To do this you should set up an IP=Item Special Process which states that goods
do not have to be approved at the goods receipt stage which you apply to the
landed costs you enter.
You can prevent an invoice from being released until the goods receipt entry has
been made in GM=Goods Receipt Matching. You can enter and hold invoices
prior to goods receipt matching.
If an order is part invoiced on more than one invoice, create one invoice entry for
each invoice in VM=Purchase Invoice Matching. The order number will be the
same on each header.
Multiple Orders on One Invoice

If an invoice contains lines for more than one order, create one invoice entry for
each order in VM=Purchase Invoice Matching. Each header screen will have the
same Supplier’s Invoice Reference. Check that the total of all the entries agrees
with the printed invoice total before releasing any of the entries.
Checking Invoice Value

The Invoice Value is displayed on both header and detail screens. Check that it is
the same as the total value on the supplier’s invoice before release. You can force
the total invoice value to be input on the header screen. Release will not be
permitted unless the values entered on the detail screen are equal to the value
entered on the header screen.
Releasing Matched Invoices

Releasing an invoice at matched stage generates accrual transactions for SunAccount.
For invoices that have Goods Receipt set to Y-Yes in PD=Purchase Order
Definitions, accruals will be generated only if Post Unapproved at GRN in
BD=Business Definition is set to blank.
Releasing an invoice at approval stage generates both reversal of previous accruals
and the final approved transactions. A held invoice will generate no transactions
for the ledgers until it is subsequently released in VM=Purchase Invoice Matching.

APPROVING INVOICES FOR PAYMENT
Invoices must be approved before they are posted to the purchase ledger in
SunAccount. Invoices may be approved individually in VM=Purchase Invoice
Matching (Purchase Order Processing) and VE=Purchase Invoice Entry, or as a
batch via VA=Invoice Approval.
Select VA=Invoice Approval to approve a range of invoices and report on invoices
due for approval. You can produce a report of invoices awaiting approval. Make
any necessary adjustments in VM=Purchase Invoice Matching (Purchase Order
Processing) or entry. Select invoice approval and run the report again. When the
approval report is correct, return to invoice approval and set Post Approvals to Y-Yes.
Releasing an invoice at approval stage generates both the reversal of previous
accruals, and the approval transactions. Approval transactions will typically debit
expense, debit purchase tax and credit the supplier. Transactions are defined in
LI=Ledger Interface. Both approval and reversal transactions are posted to the
same period. The default is normally the current period. However, if Approved
Period-unapproved in BD=Business Definition is set to Y-Yes, the default period
will be the period of the original accrual.
If an invoice is approved and held, it will not generate further transactions for the
ledgers until it is subsequently released in VM=Purchase Invoice Matching or
VE=Purchase Invoice Entry.
Inquiries
You can use PQ=Purchase Inquiry to see orders, GRNs and invoices. Use IQ=Item
Inquiry to see details of items and SQ=Supplier Inquiry to see details of your
suppliers. Highlight a line in PQ=Purchase Inquiry to move directly to IQ=Item
Inquiry, or highlight the supplier code to move to SQ=Supplier Inquiry. If you
are inquiring on a supplier then you can move directly to a purchase inquiry.
If you want to review actual, budgeted and committed expenditure use
TQ=Committment Inquiry.
You can also select Inquire from the transaction entry screen to move directly into
the relevant inquiry screen.

OVER-EXPENDITURE CHECKING
You can implement budget and over-expenditure checking. A purchase

commitment ledger must be defined on DB=Database Definition before budget
checking can be enabled. Use the BC=Budget Check Definition function to define
the budgets you wish to check against.
If you enter a transaction that exceeds the available budget for actual and/or
committed expenditure you are warned. If you have set the Over-expenditure
check box in BD=Business Definition to Y-Yes you are prevented from entering a
transaction that would exceed budget. You are warned that the transaction you are
entering is to be rejected because it exceeds budget.
Budget checking is available in the following functions:
• Goods Receipt Matching
• Invoice Entry
• Invoice Matching
• Purchase Order Entry
• Print Purchase Orders
• Account Allocation (Ledger Accounting)
• Journal Entry (Ledger Accounting)

Over expenditure checking is available in the following functions:
• Goods Receipt Matching
• Invoice Approval
• Invoice Entry
• Invoice Matching
• Account Allocation (Ledger Accounting)
• Journal Entry (Ledger Accounting)
You can define the levels at which budget checking is carried out. You can define
budget check definitions for combinations of account and up to two analysis
categories. For example you may check all your stock purchase accounts against
a single stock purchase budget.
The structure of your budget check definitions should match the structure of your
budget. You should not change your budget structure mid year. You can specify
that your budget is a single year or a multi-year budget.
You can exclude an account from a range to be checked by creating a separate
budget check definition for the account you wish to exclude with a ‘-’ hyphen in
the Budget Check Account box.
You must be careful to set up your budget checking definitions so that they do not
overlap. There can only be one applicable budget check definition for any account
and analysis category combination.
If you create a budget check definition for a combination of account codes and
analysis codes that has no budget, a zero budget is created. All transactions posted
to that combination will be treated as an over expenditure.
If you wish to check budgets at analysis level but not at account level, you must
set up a single budget check account to post the budgets to be checked at analysis
level to.

Purchase Processing: Using
Other Modules
This section is relevant to Purchase Order Processing only.

For users of Sales Order Processing and Inventory Control, this section
summarises the links between Purchase Order Processing and the other modules.
You should be aware that you share IR=Item Records, ND=Analysis Definitions
and NC=Analysis Codes with users of other modules. Check the implications for
other areas of the system before making changes.
Sales Order Processing Users

You may need to track purchase orders that have been raised for goods to satisfy
a particular sales order.
The Second Reference on the PE=Purchase Order Entry header screen can be
used to enter the sales order number. Second reference can be entered in
PQ=Purchase Inquiry instead of purchase order number. The status of the order
is then displayed.
If several purchase orders relate to one sales order, use Next Reference to review
the next order for this sales order reference.
To enter a sales order reference in PQ=Purchase Inquiry, set Option to O-Order
and press ENTER at the Reference box.
Inventory Control Users

Inventory Control users need to decide how each PD=Purchase Order Definitions
record will update stock quantities in the stock ledgers.
If Update Stock is blank, stock ledger quantities will not be adjusted by this order
type. If stock quantities are affected, entries must be made in ME=Movement
Entry.
If Update Stock is set to N-No, entry of items that update stock will be prohibited
for this order type.
Purchase Processing: Using Other Modules 107

If Update Stock is set to O-On Order, on order stock will be increased when a
purchase order is entered, but physical stock must be updated by goods receipt
entry in ME=Movement Entry.
If Update Stock is set to Y-Yes, both on order and physical stock quantities are
adjusted by this order type. Physical stock is adjusted either at goods receipt
approval (if Goods Receipt is set to Y-Yes), or at invoice matching.
Your procedures must ensure that goods receipts are logged only once, in either
GM=Goods Receipt Matching, VM=Purchase Invoice Matching or in
ME=Movement Entry.

Inventory Control: Introduction
Inventory Control manages inventory levels and costs. You can maintain stock
balances for an item in a number of locations. Locations can be physical, for
example a warehouse or they can be used to denote classifications of stock. You
can specify that stock is held in bins within each location.
All stock movements are entered using a common entry screen. Stock can be held
at standard, latest, FIFO and average cost. Stock movement costs can also be
converted automatically to another currency.
You can record batch numbers, serial numbers or production numbers against
your stock. You may also choose to enter expiry dates for date sensitive stock.
A stock movement can generate a printed document. For example, an issue note
or transfer document can be produced. Documents may be printed on preprinted
stationery, or plain paper as you require.
In addition to stock item and stock location information, SunBusiness also allows
you to specify the minimum and maximum stock levels required.
Entries are made against stock items within locations, and can be amended or
deleted before being posted. All stock movements have a manually allocated
movement reference. You can define separate transaction types to deal with all
your stock movements. You can use presets to automate your entries.
Up to three costs may be entered for each stock movement. Costs may be
automatically converted into a maximum of two other currencies.
Both random and full stock takes can be requested. The default stock take cycle
can be overridden for each inventory item. Multiple stock takes may be carried
out simultaneously. Discrepancy processing is user defined. Discrepancy approval
can be restricted by operator.
When stock movements are posted, transactions may be generated for SunAccount.
For a stock issue, these might credit stock and debit an expenditure account,
although any combination can be defined.
Sales orders placed in Sales Order Processing and defined as updating stock
records, decrease free stock. Inventory items with serial numbers can be allocated
individually to orders. Physical stock is decreased when goods are despatched, or
when an invoice is printed.
Inventory Control: Introduction 109

Purchase order entry increases on order stock. Goods receipt may be logged in
Purchase Order Processing against the order and may automatically update stock
levels. This decreases on order stock and increases physical stock.

Inventory Control:
Planning Your Implementation

difficult to amend. For example, it is very easy to add new movement types, at
any stage. However, once you have coded suppliers and started entering stock
movements, it will be quite difficult to change the item coding structure.
these requirements will be very straightforward, for example, being able to enter
issues and receipts. Others will be much more complex, involving reporting
structures and hierarchies.
The first stage in planning the implementation is to find out what people want,
and to involve them in the planning process. Your objective is to find out what
they want to get out of the system. Only then will you be able to work out what
needs to be put in to the system to achieve it.
requirements. For example, it may be a requirement that a document can be
about budgetary controls, and the stores manager talks about reporting issues,
they may have the same reporting structure in mind. Also, implementing a
particular feature in one way may have a huge impact on another department. For
example, sales and stores departments need to agree on a coding structure for
stock items.
To this end, you could establish a working group, with representation from each
of the departments that are affected by SunBusiness. With regular interaction and
Inventory Control: Planning Your Implementation 111

A working group would typically consist of representatives from finance, stores,
management information/information technology, sales and purchasing.
As you gain a clearer understanding of what is required, you can begin to design
group, and maybe tested by some of the operators. Users will find it easier to
identify any problems with the design by using it, rather than just by reading your
documentation.
Planning:
• Identify movement types.
Setting up the system:
• Create files
• Security
• Stock movement values
• Analysis
• Stock locations
• Item records
• Stock take definitions
• Reports
• Testing

Analysis can be performed on stock movements, accounts and item records. You
define the criteria, and then group records by this criteria. Analysis codes can be
used in reporting.
modules Sales Order Processing and Purchase Order Processing. Similarly,
the A-Categories are shared with SunAccount.
SunAccount users will need to pass analysis codes from SunBusiness to SunAccount.
For example, if SunAccount is analysing income and expenditure by department,
you must make sure that SunBusiness also analyses by department.
Item Analysis
that are necessary to produce them. For example stock movements by product
type, commodity or package type. You should distinguish between reports that
are item specific and those that are movement specific.
as analysis categories. For example, product type could be incorporated as the
first and second characters of the item code. It could be used for reporting, but
not in calculation.

If you have more than ten categories, use analysis subcategories, so that one category
incorporates two analysis headings. See the section Analysing Information for
more information about this.
Movement Analysis
List any other analysis reports you require, and identify the groupings that will be
necessary to produce them. For example, stock movements by department,
currency.
If you have more than ten categories, use analysis subcategories, so that one category
incorporates two analysis headings. See the section Analysing Information for
more information about this.

For example: 0, 01, 011, 12, 121, 1211.
It is very easy to insert new codes in the right sequence. For example, code 0111
can be added between 011 and 12.
For each type of coding, allocate a block of codes to each group. For example,
when coding item records, computers could be in the range 1-19999999, software
2-29999999 and so on. Alternatively, use a prefix to identify the group. For
example, prefix computers with C and software with S.

ITEM RECORDS
You will need one record for each item held in stock. You do not need to create
separate records for the same item held at different locations.
You can define a hierarchy within the item code. For example, the first and
second characters of the code could indicate stock grouping. Define a subcategory
for IR=Item Records in ND=Analysis Definitions. See the section Analysing
Information for information about defining subcategories.
TYPES OF STOCK MOVEMENT
You must have at least two stock movement transaction types, one for issues and
one for receipts. Movement transaction types are used in ME=Movement Entry,
and MI=Movement Import.
You will need a separate transaction type for each type of stock movement you
need to process. For example: goods received, issues to departments, transfers,
warranty returns.
The transaction type also defines the transactions to be generated for SunAccount.
Creating Files
database. Use DB=Database Definitions to define file locations. You must also
define the date format for your database, and the number of decimal places for
financial values.

once with normal print specified and once with compressed print specified.
Security
and Purchase Order Processing functions if you want to monitor changes to
reference information. See the appendix Security for more information.

Business Definition
Stock Movement Values

Decide on the costs to be held on the stock movement file. Set them up in
MV=Movement Values Definition. See the section Costing for more information.
Analysis
Stock Locations
Use LD=Location Definitions to create a record for each location in which stock
will be held. Stock locations can be physical locations or groupings of stock.
Item Records
Decide on the coding structure for item records. Use IR=Item Records to create
a record for each product or service. Use IB=Inventory Balances to create maximum
and minimum stock levels if required. See Stock Records for more information
about item records.
Transaction Types
MD=Movement Definitions allows you to create a transaction type for each type
of stock movement.
Set the Receipt/Issue/Transfer box to R-Receipt for stock movements that increase
physical stock, I-Issue for stock movements that decrease physical stock and
T-Transfer for stock movements that increase physical stock at one location and
decrease it at another. If the physical balance is set to Y-Yes if this transaction type
will update physical stock. If the on order balance is set to Y-Yes if this transaction
type will update on order stock.
You can define the costs to be entered for this transaction type.

Use MP=Movement Presets to preset information for a transaction type.
Stock Take Definitions

Use SD=Stock Take Definitions to set up each of your stock take procedures. Set
Stock Take Method to R-Random for a check of a randomly selected group of
items. Set Stock Take Method to F-Full to check all items within the specified
selection ranges.
Ledger Interface
Accounting when movements. The interface codes for each transaction type are
defined in MD=Movement Definitions.
Reports
Use RD=Report Definition to set up your printed document formats. Default
document formats are issued with the SunBusiness demonstration database DEM.
Define the formats to be used for each transaction type in the Document Format
boxes in MD=Movement Definitions. See the section Reporting In SunBusiness.
Testing Your System

Test your system thoroughly by entering a variety of stock movements and produce
reports to make sure that they are producing the information you want.
is generating the correct transactions.
Use FC=File Creation to re-create the inventory file and delete test data. Do not
re-create the reference file. At the operating system prompt, delete the SunBusiness
transfer file. Note that this will also delete sales invoices and purchase invoices
due for transfer to the ledgers. Use PC=Period Cleardown in Inventory Control
to reset the details in the reference file.

A number of databases can have the same reference structure. In other words, the
chart of accounts, analysis codes, or other reference data may be common to the
databases. Rather than generate each database separately, you can create a skeleton,

which can be imposed on new databases during FC=File Creation. If such a
database exists, then during FC=File Creation, you are offered the option to install
the skeleton database.
The process of creating a skeleton database is as follows:
have any code

Inventory Control: Analysing
Information
INTRODUCTION

analysis capabilities. Understanding and using these capabilities will greatly enhance
the quality of information and reporting available in your system.
Implementation.
WHY USE ANALYSIS?
Analysis allows you to group items and transactions under specified headings, or
groups. These groups can then be used to report stock movements in different
ways.
Item analysis categories can also be used in defining stock take processes. A stock
take definition may limit selection for stock take by product type or other item
analysis category.
Inventory Control: Analysing Information 119

Analysis
Analysis Codes
example, you may need to report on stock issues not only by area, but also by
department. The Area category (for instance, M1) might be extended to include
the following codes:
UK1 UK Distribution
UK2 UK Marketing
US1 US Distribution
US2 US Marketing

To report on all UK purchases, all US purchases and so on, define a further
subcategory with a mask of < ***>. This tells SunBusiness to ignore the third,
fourth and fifth character positions in the code.
Create the heading names in NC=Analysis Codes, with codes **1 and **2. Set
Prohibit Posting to Y-Yes, so that the code is used for reporting only.
If you need more than ten analysis categories for items or stock movements, you
Using Analysis
Analysis categories can be used to group items and orders for movement reporting.
Stock movements can be reported by any combination of analysis categories: for
example, by department and product type. Analysis reports are set up in
NL=Analysis Layouts. See the section Reporting in SunBusiness for more
information.
I-Codes can be used when defining stock take procedures in SD=Stock Take
Definitions. For example, defining different stock take routines for different
product types.

I-Codes and M-Codes may be passed across to SunAccount as T-Codes.
BD=Business Definition defines which SunBusiness categories map to the
SunAccount transaction categories.
Listing Codes and Categories

You can produce a list of NC=Analysis Codes and ND=Analysis Definitions by
using the action Report which is available in each option.
Inventory Control: Analysing Information 121

Inventory Control:
Stock Records
ITEM RECORDS
IR=Item Records hold static information about each of stock records on your
system.
This includes:
• An Item Code to identify the record. The code can be up to 15 characters long,
and can include letters and numbers. It is important to ensure that personnel
involved with creating new stock records are aware of the coding structure you
are using.
• Unit of Stock is displayed in inquiries, and can be printed on reports. The unit
of stock might be box, litre, kilo, etc.
Inventory Control: Stock Records 123

• Ten item analysis I-Codes can be recorded for each item record.
• Costing reports can use any of the three costs specified on the item record.
Standard Cost is not updated by the system. Latest and Average Cost can be
automatically updated as goods are received, by setting the MD=Movement
Definitions box Update Cost to Y-Yes, for receipt type movements.
• Up to four selling prices, four future selling prices and the dates from which
the prices apply.
• Allocation method specifies how allocation will be performed. You have a
choice of five allocation methods:
F-FIFO Receipts are automatically allocated on a FIFO basis.
M-Manual Allocation is performed manually in IA=Inventory
Allocation.
O-Order line entry Automatically links to IA=Inventory Allocation to
allow allocation.
B-Balance allocation Only a balance is maintained.
S-Serialised items This will cause order entry to link directly to
IA=Inventory Allocation so that issues of serialised
items can be linked to the receipt.
• Stock take frequency indicates the frequency with which an item should be
included in a random stock take. This may override the frequency specified in
BD=Business Definition.
• The assembly level and process components define the kit list processing for
an item assembly.
• In addition there are a number of boxes which are required for Sales Order
Processing and Purchase Order Processing.

INVENTORY BALANCES
IB=Inventory Balances holds quantity information for each stock item, by location.
You can view inventory balances by item code, location and bin name. You can
enter a minimum stock levels which represents the minimum quantity of stock
that should be held. You can similarly enter a maximum stock level. These figures
are used by IS=Inventory Status and IC=Inventory Cover to report on the levels of
inventory held.
The following inventory quantities are displayed:

• Physical balance. This is the total quantity held.
• On order balance. This is the total of unmatched purchase orders and unreleased
purchase invoices which have been entered in Purchase Order Processing.
• Allocated balance. This is the stock that has been allocated to orders. It is
included in the physical balance.
• Picked balance. This is the quantity picked for despatch but not yet despatched.
IB=Inventory Balances also displays the number and date of the last completed
stock take for this item and location.
Inventory Control: Stock Records 125

STOCK LOCATIONS
Stock can be held in any number of locations. They can be physical locations or
defined to identify groupings of stock. A grouping of stock might be stock imported
from a particular country.
LD=Location Definitions allows you to define your stock locations. You can set
Suppress Stock Taking to C-Cyclical if you do not want to include this location in
random stock checks. All locations are included in full stock checks. A blank
location code may be defined. Each inventory movement you process adjusts one
or more locations. Your IB=Inventory Balances are calculated by location.

Inventory Control: Stock
Movements
An entry is made every time stock moves in, or out of a stock location. Stock
movements are entered via ME=Movement Entry.
Stock ledgers are updated automatically by despatch or invoice processing in Sales

Order Processing. Purchase Order Processing users may enter goods receipt
via GM=Goods Receipt Matching.
The ME=Movement Entry screen can be customised for different types of stock
movements. Movements are defined in MD=Movement Definitions. Postings
for SunAccount can be generated as a result of the entry of movements.
You can define whether a movement type includes serial numbers, expiry dates,
account codes and asset codes. You can also determine the method used to allocate
stock.
Inventory Control: Stock Movements 127

Accounting Period
Some Inventory Control reports are based on accounting period. The period that
movements are posted to therefore defines how they are grouped together for
reporting. For Ledger Accounting users the accounting period also determines
the default period for transaction posting in SunAccount.
Stock Quantity Discrepancy

If you enter an issue which is greater than the physical stock figure, SunBusiness
displays the warning
QUANTITY EXCEEDS PHYSICAL STOCK BALANCE OF nn - OK (Y/N)?
where nn is the physical stock quantity held in Inventory Control.
Stock Costs
MD=Movement Definitions determines whether costs and values should be input
for this movement type. The cost is the value of each unit. The value is the total
value for the line. The unit cost is the value divided by the number of units.
Up to three costs and values can be entered on each screen. See the section
Movement Definition in the SunAccount Reference Manual.

Posting Movements
Once a batch is posted, stock ledgers are updated and amendments can no longer
be made to the movements in this batch. Posting a batch may also generate
transactions for SunAccount. For example, posting an issue may credit stock and
debit an expenditure account. These transactions are held in the SunBusiness
transfer file. The transfer file must be posted to SunAccount via JI=Journal
Import. Transactions are defined in LI=Ledger Interface.
Inquiries
You can use MQ=Movement Inquiry to display details of a stock movement and
IQ=Inventory Inquiry to display details from the item record.
You can also select Inquire from transaction entry screen to directly display the
relevant inquiry screen.
GOODS RECEIPTS
For Purchase Order Processing users, goods receipt can be entered via
ME=Movement Entry, or by matching goods receipts to orders in GM=Goods
Receipt Matching. Do not duplicate goods receipt entry by making both entries.
Only goods with a purchase order can be entered via GM=Goods Receipt Matching.
All other receipts must be recorded using ME=Movement Entry.
Goods Receipt Matching

In the GM=Goods Receipt Matching, the header screen requires information relating
to the whole delivery: for example, date and supplier’s reference. The detail
screen is used to match goods received to the original order.
Each line can be matched or approved. Matched lines have no impact on stock
quantities or the ledgers. When lines are approved and released, physical stock is
increased and on order stock is decreased. Accrual transactions may also be generated
for SunAccount. Held entries do not update quantities and do not generate financial
ledger transactions until they are subsequently released in GM=Goods Receipt
Matching.
Under Delivery
For under delivered items, you can split the quantity. The original order line is
then split into two lines. You can use Match to continue processing the quantity
received.

Over Delivery
There is a facility to accept an over delivery into stock. You enter the delivered
quantity and SunBusiness generates a second line for the over delivered quantity.
Match/Approve/Cancel
You can cancel an order line. The M-Match option allows you to use a two stage
goods receipt process. Matched lines do not update stock quantities or generate
ledger transactions. Matched transactions have the status of goods received.
Approved and released transactions increase the physical stock and decrease the
on order stock. They may also generate accrual transactions for SunAccount.
Goods Receipt Numbering

SunBusiness allocates a goods receipt reference to each goods receipt entry. It is
reported in PU=Purchase Order Status. Use LOOKUP in the goods receipt matching
header screen if you do not know the goods receipt reference.
Quantity Checking
The Purchase Quantity Balancing box in BD=Business Definition allows you to
ensure that the total goods receipt quantity is entered on the header screen. The
goods receipt note cannot be released unless the total quantity on the released lines
matches the header quantity.
Multiple Purchase Orders

A suppliers goods receipt note may cover several purchase orders. Make a separate
entry in GM=Goods Receipt Matching for each purchase order. Enter the same
Supplier GRN Reference on each header.
Expiry Date Processing

By using the Audit Date box in PD=Purchase Order Definitions, you can select
Amend and enter an audit date before approving a line. The audit date can be
reported as the expiry date, depending on your BD=Business Definition.

Serial Number Entry
If the Allocation Method box in IR=Item Records is set to S-Serialised, GM=Goods
Receipt Matching will allow approval only if a serial number is entered and if the
line quantity is one. If the original order was for more than one, you may split it
into multiple lines each with a quantity of one. When the line is released,
SunBusiness checks whether the serial number already exists for the item.
Amending Movements
Using ME=Movement Entry you can change any information except the movement
type and accounting period. If either of these boxes is incorrect, you can correct
them only by clearing the entire batch and starting again.
Once a batch has been Posted, you can no longer make amendments to it in
ME=Movement Entry.
Serial number and cost can be amended in IA=Inventory Allocation by selecting
the transaction reference.
SERIAL NUMBER TRACKING
Serial number tracking may be used for items of high value, subject to recall,
special legislation, or which are covered by warranty. In order to keep track of
each item they are recorded individually with a serial number or batch number.
This is normally allocated by the manufacturer, but you might have a system of
allocating your own numbers to items that are not identified individually.
Serial number tracking ensures that items are identified specifically by serial number
when they are issued or transferred. They can then be reported for warranty,
recall, stock control, or other purposes.
For Sales Order Processing users, despatch notes and picking lists can include
serial numbers.
If you wish to use serial number tracking, you must have the Serial Number
Tracking box set to Y-Yes in BD=Business Definition. You should not change this
setting without backing up your movement file prior to making the change and
restoring it afterwards.
Items with serial numbers should have Allocation Method in IR=Item Records set
to S-Serialised. Do not change the allocation method unless the stock quantity in
each location is zero.

Using Serial Number Tracking
Enter the serial number for serialised items for all receipt and transfer movements.
The quantity for serialised stock movements must be one. SunBusiness checks
that the serial number is unique. A serial number can be added later in IA=Inventory
Allocation.
Use IA=Inventory Allocation to allocate stock issues to receipts.
Sales Order Processing users enter a serial number against sales of serialised
items. Purchase Order Processing users enter serial number against purchases
of serialised stock items in VE=Purchase Invoice Entry and VM=Purchase Invoice
Matching.
In ME=Movement Entry you are prompted to enter a serial number for receipts
and transfers of serialised items, regardless of the MD=Movement Definitions
setup. The quantity is automatically set to one. Use ENTER to make an entry
without a serial number. It can be added later in IA=Inventory Allocation.
The Serial Number box does not appear for issues. Use IA=Inventory Allocation
to allocate receipts to issues.
If the Serial Number box appears with no description, amend the MD=Movement
Definitions record and set the Reference Description box to serial number.
For transfers the serial number is entered only once. It is transferred from the
first location to the second.
Allocating Stock with Serial Numbers

Use IA=Inventory Allocation to allocate issues to receipts. Enter the movement
reference for the issue and select Amend/Allocate. A list of unallocated receipts is
displayed. Mark the line to allocate with Y-Yes and post allocations.
Changing the Serial Number

To change the serial number of a receipt, select IA=Inventory Allocation and
Amend/Allocate. Set allocation to R-Receipt Reference. You will then be able to
change the serial number.
Post allocations to make the change in the stock ledgers.
Inquiring by Serial Number

By using IQ=Inventory Inquiry you can inquire by serial number. Enter the item
code and use LOOKUP at the Location box then select from a list of serial numbers
with their movement references.

Reporting Serial Numbers
You can report serial numbers by setting up an NL=Analysis Layouts report that
has RR-Receipt Reference as a level code, or selection code.

For Sales Order Processing users, Serial Number will appear in SE=Sales Order
Entry for sales of serialised items that update stock. Enter a serial number and
SunBusiness checks whether it exists for an unallocated receipt. If so, the receipt
and order are automatically matched. Use ENTER to link to IA=Inventory Allocation
for a list of unallocated receipts. Allocate the order and return to SE=Sales Order
Entry. A warning will be displayed if the line is not allocated.
An item that has not been allocated via SE=Sales Order Entry will not be picked
as part of the picking process. It will be included in picking lists, but will have a
picked quantity of zero. Once it has been allocated manually using IA=Inventory
Allocation, it will be included in a subsequent picking list.
If SD=Sales Order Definitions does not include a picking stage, unallocated
serialised items could be despatched and invoiced. To prevent this, add a picking
stage. The order cannot move on to despatch and invoice until it has been picked.
Purchase Order Processing

For Purchase Order Processing users, Receipt Reference will appear in GM=Goods
Receipt Matching, VE=Purchase Invoice Entry and VM=Purchase Invoice Matching
for purchases of serialised items that update stock. SunBusiness displays a warning
if you match or approve a serialised item with a quantity greater than one. The
receipt reference will be posted to the stock ledgers as the serial number.

Inventory Control: Stock Taking
Your stock taking requirements can be managed fully by SunBusiness. Stock

takes can be performed annually, periodically and randomly. Any number of
stock take definitions can be identified, each of which can select a range of items,
locations, receipt references and analysis to be included in your stock check.
Stock takes are performed as follows:
• SD=Stock Take Definitions defines the range of items to be included in a
particular count
• GS=Generate Stock Take produces a list of items to be checked
• SC=Stock Take Clearance can be used to clear the generated stock take and
make new selections
• The physical stock count is performed and the quantities entered on the stock
take sheet
• SE=Stock Take Entry allows you to enter the checked quantities
• SA=Stock Take Approval requires you to approve the discrepancies which
become apparent
• SL=Stock Take Listing and SQ=Stock Take Inquiry provide information on
the progress of a stock take.
The stock take list is generated on demand. Checked quantities are entered into
SunBusiness, and the system reports discrepancies. You can determine the rules
you wish to apply to approving discrepancies These can only be approved by
authorised operators. You can control this with the stock take tolerance setting in
BD=Business Definitions and by setting using OP=Operator Permissions.
Inventory Control: Stock Taking 135

FULL AND RANDOM STOCK TAKES
SunBusiness can generate both full and random stock takes. SD=Stock Take
Definitions determines whether a stock take is full, or random.
Full stock takes include all items within the specified selection criteria.
Random stock takes include only a percentage of the items within the specified
selection ranges. The number of items to be included is calculated by adding
together Stock Take Frequency in IR=Item Records for the selected items, and
dividing it by the entry in Stock Takes per Year from BD=Business Definition. If
Stock Take Frequency for a selected item is blank, Default Stock Take Cycle
from BD=Business Definition is used. If you are using serial number checking
individual items are selected.
GENERATE STOCK TAKE
GS=Generate Stock Take produces a list which can be used by the person checking
physical stock quantities. You define the Stock Take Code in stock take definitions.
Stock movements dated after the date entered in Stock Take Date will not be
included in the stock take list quantity.
When you generate a stock take a stock take listing is produced. This can be used
be to control the stock count.

The item code, description and location are printed for each item to be checked.
The receipt reference is printed for serialised items. You can specify that the
original quantity is printed if you have requested it in stock take definitions.
There is a blank column for the stock checker to enter the checked quantity.
The list can be reprinted any number of times as the stock take progresses. You
can select item lines for inclusion by using the Include Entered, Include Approved
and Include Posted boxes. Entered lines have an entered quantity but have not
been approved. Approved lines have not yet been posted.
ENTERING CHECKED QUANTITIES
When physical stock quantities have been checked and written on the stock take
report, they must be entered in SE=Stock Take Entry. The original stock quantity
will not be displayed on this screen unless you have requested it in stock take
definitions.
If stock take report and checked quantities are the same, the line is automatically
approved. If there is a discrepancy, it must be approved by an operator with the
appropriate permission level.
You do not have to wait until all the items on the stock take report have been
counted before using SE=Stock Take Entry. You might use SE=Stock Take Entry
many times in the course of one stock take. Each time you use it, enter physical
quantities only for the items that have been checked.
The stock take entry header screen is used to select stock take lines for entry. The
details screen displays each of the lines in turn so that checked quantities can be
entered.
Stock take entries need not be posted immediately. Once they have been posted,
they cannot subsequently be amended in SE=Stock Take Entry.
The Stock Take Number appears at the top of stock take reports. If you run
SC=Stock Take Clearance when no stock take entries have been made you are
given the option of resetting the stock take number. If entries have been made
against some lines you can only clear the unentered lines and you can not reset the
stock take number.

The SE=Stock Take Entry screen allows you to enter checked quantities. Each
stock take line is displayed in turn. Enter the checked quantity. If you do not want
to enter a checked quantity for this item line leave the Checked Quantity box
blank.
When a stock take entry or discrepancy is approved in SA=Stock Take Approval,
a stock movement is posted using the movement definition specified in SD=Stock
Take Definitions. Two movement definitions are defined: positive (for increase
in stock) and negative (for decrease in stock). The stock take approval screen asks
for the additional information required by the movement definition, for example,
costs, analysis codes, and account code.

The detail screen enables you to approve stock take discrepancies. Each stock
take line is displayed in turn.
SA=Stock Take Approval allows you to approve or ignore discrepancies as required.
Posted lines can no longer be amended in stock take entry or approval, so choose
this option only if you are certain that the entries are correct.
Generating Transactions for SunAccount Ledgers

If the movement definition used for posting discrepancies has an interface defined
in MD=Movement Definitions, transactions are generated for SunAccount. For
example, posting a decrease in stock may credit stock and debit a write-off account.
These transactions are held in the SunBusiness transfer file, which must be posted
to SunAccount via JI=Journal Import. See the section Updating SunAccount.
Interfaces are defined in LI=Ledger Interface.
Stock Take Reporting

Custom reports can be created in NL=Analysis Layouts to report on stock take
values. For example, you could report on original value, stock check value and
the difference. The reports can be produced in SV=Stock Take Valuation.
The stock valuation report can be based upon a combination of item codes, location
codes, receipt references, and analysis codes. Transactions or movements are
only included in the report if they meet all the criteria specified.

Inventory Control: Using Other
Modules
This section is important for users of SunAccount Ledger Accounting, Sales

Order Processing and Purchase Order Processing. It summarises the links
between Inventory Control and the other modules.
You should be aware that you share IR=Item Records, ND=Analysis Definitions,
NC=Analysis Codes and other reference information with other modules. Check
the implications for other areas of the system before making changes.
UPDATING SUNACCOUNT
Movements posted in Inventory Control can update SunAccount as you require:

• MD=Movement Definitions allows you to specify whether a movement type
will update SunAccount. Enter an LI=Ledger Interface code in MD=Movement
Definitions
• In LI=Ledger Interface, you can define how each movements entered for each
MD=Movement Definitions record will be converted into ledger transactions.
When the interface is correctly specified, you can post movements in Inventory
Control. As Inventory Control is updated, the required transactions are posted
to a SunBusiness transfer file. This file can then be imported to SunAccount
using JI=Journal Import. See the SunAccount Reference Manual section, Journal
Import.
File Backup/Restore
It is important that you take a backup of the SunBusiness transfer file before
attempting to import it to SunAccount in JI=Journal Import. JI=Journal Import
deletes the file on successful completion of an import, and it is wise to guard
against any loss.
Select the option FB=File Backup/Restore from the SunSystems screen. Backup
the SunBusiness transfer file. See the SunBusiness Reference Manual section,
File Backup/Restore.
Inventory Control: Using Other Modules 141

SALES ORDER PROCESSING USERS
Sales Order Processing users can update stock ledgers as a result of placing and
despatching orders. The Update Stock box in SD=Sales Order Definitions defines
whether stock will be updated. If Update Stock is set to Y-Yes, stock is allocated
to orders when they are entered, using the allocation method defined for the item.
Physical stock is unchanged when an order is entered, but free stock is decreased.
If there is a picking stage, picked stock is increased by the production of a picking
list. Again, physical stock is unaffected.
When a despatch note is printed, physical stock is decreased. If there is no despatch
stage, physical stock is decreased when the goods are invoiced.
Orders can be allocated to receipts using IA=Inventory Allocation in the same
way that issues are allocated. For serialised items, SE=Sales Order Entry
automatically links to the IA=Inventory Allocation screen. See the subsection
Serial Number Tracking in the section Stock Records for more information.
Stock movement transactions generated by Sales Order Processing appear in all
Inventory Control inquiries and reports. The movement reference in Inventory
Control is the sales order number.
PURCHASE ORDER PROCESSING USERS
Inventory Control users need to decide how each purchase order definition will
update stock quantities in the stock ledgers.
If Update Stock is blank, stock ledger quantities will not be adjusted by this order
type. If stock quantities are affected, entries must be made in ME=Movement
Entry.
If the Update Stock box is set to N-No, entry of items that update stock will be
prohibited for this order type.
If Update Stock is set to O-On order, on order stock will be increased when a
purchase order is entered, but physical stock must be updated by goods receipt
entry in ME=Movement Entry.
If Update Stock is set to Y-Yes, both on order and physical stock quantities are
adjusted by this order type. Physical stock is adjusted either at goods receipt
approval (if Goods Receipt is set to Y-Yes), or at invoice matching.
Your procedures must ensure that goods receipts are logged only once, in either
GM=Goods Receipt Matching or in ME=Movement Entry.

Reporting In SunBusiness
The ability to provide meaningful information in a suitable and readable format is

a vital element of any financial solution.
SunBusiness offers a number of reporting tools to cater for the variety of reports
which are required.
There are many methods of producing reports and documents in SunSystems.
You can print or store standard listings of your reference data as well as produce
the documents and reports you need to run your business.
Standard - non-configurable - Reports

There are a number of areas in SunBusiness where standard, or non-configurable,
reports are available. These include reference data reports, e.g. a list of item
record details.
User Definable Reports

SunAccount offers a number of user definable reporting options, each one is
designed to fulfil specific requirements.
User definable reports can be categorised as follows:
• Financial or Management Reports, including currency and time recording
reports
• Tax Reports
• Database Consolidation Reports
• Documents
STANDARD REPORTS
There are several reports produced by the SunBusiness modules which allow you
to specify the selection criteria, for example choosing item record or location.
However there is only a limited opportunity to specify the appearance of these
reports.
Reporting in SunBusiness 143

Analysis Reports
There are three report functions in SunBusiness: Sales Analysis, Movement
Analysis and Stock Take Valuation.
These analysis reports are very easy to define.
Once you have defined your report and specified its layout, you can run the report
as often as you want. As with all SunSystems reporting you can either print out a
hard copy or store the report to disk.
Automatic Production of Reports

At the end of each accounting period, you may want to produce a standard set of
reports.You can, of course, request these reports separately by using the appropriate
SunBusiness function. However, you can give SunBusiness one command that
tells it to produce all the reports you want. To do this, you use the FreeFormat
macros tool. This is described in the section FreeFormat Macros in the SunBusiness
Reference Manual.
FEATURES IN REPORTING
When you design a report you specify, for example, the accounts, transactions or
analysis codes to be included, how the report will be sequenced, and the selection
criteria required. These specifications are controlled by certain conventions common
to all three reporting functions.
Columns
Your report comprises columns of information. In analysis and statements these
columns are defined in the boxes Columns A-H. The codes you can enter in these
boxes are listed in the section NL=Analysis Layouts in the SunBusiness Reference
Manual.
Analyse Quotations, Order, Invoices, All

Sales Order Processing only. Specify the transaction types to be included in this
report.
Re-evaluate Movements
Inventory Control only. You can choose to re-evaluate movements at current
costs or to use historic costs.

Line Zero Suppress
If this box is set to Y-Yes, lines where all the column values are zero, will not be
printed.
Report Transactions
If this box is blank, transactions are not shown, just totals. To include the detailed
transactions on your report, enter Y-Yes.
Selection Codes and Level Codes

SunSystems reporting functions use the convention of selection codes and level
codes. Selection Codes dictate which transactions are to be included in the report.
Level Codes control the sequence of the report and which totals are shown. The
available codes are listed in the section Analysis Layouts in the SunBusiness
Reference Manual.
Page Level
SunBusiness automatically starts a new page when it needs to. However, the Page
Level box allows you to force a page break when the level number changes. This
is useful if you want to distribute a report to different departments or sites.
Amount Format
This box controls how amounts are shown. You can choose D-Decimals, I-Integers,
T-Thousands, or M-Millions.
Transfer Format
If you want the report information to be read by a spreadsheet, you must put the
Transfer Format Code in this box. Different spreadsheets use different formats.
See Transferring Data in Special Tasks for more information.
Wide Columns
This box is used to increase the width of columns. The default column width is 10
characters, this box allows you to extend the column width to 18 characters.

DESIGNING REPORTS AND DOCUMENTS WITH REPORT
DEFINITION
This section explains how to use RD=Report Definition to design various reports
and documents. The demonstration databases provide examples of all the formats
used for the documents and reports listed below. You can use these examples to
help you set up your own formats.
You can access RD=Report Definition from SunSystems, as well as from the
SunAccount and SunBusiness modules. This enables you to see all of the following
reports and documents:
• Formatted Account Listing
• Asset Register Report
• Account Listing
• Asset Listing Report
• Asset Status Report
• Daybook Listing
• Quote/Invoice/Acknowledgement/Despatch
• Journal Listing
• Statistical Declarations
• Movement Document
• Movement Listing
• Account Tax Listing
• Purchase Order
• Picking List
• Payment Listing
• Purchase Listing
• Remittance Advice Notes
• Statements
• Sales Listing
• Tax Listing

You can create any number of layouts for any of these types of reports and
documents. The table below shows the modules and the functions used to print a
document or report.
Setting up report formats takes time; you must be methodical and precise to ensure
that the information you are printing is placed correctly on the page. This is
especially important if you are using pre-printed stationery.
When you first select RD=Report Definition, the control parameters screen is
displayed. This screen outlines general information about the report, e.g. the
size, and the page area designated for the report areas. Your cursor is in the
Format Code box, where you identify the report or document format. You can
use QUERY to view the formats already created.
You can import or export report formats, these are stored as .REP files. This
transferring is governed by the Transfer In and Transfer Out actions. You specify
the name of the file which contains the format in the File Name box. You must
enter the full path of the file.
CONTROL PARAMETERS
The control parameters are dependent on the type of document or report. For
example, if you are working with a R-Remittance type document, the boxes
governing the printing of cheques are displayed.
All the control parameter boxes are described in detail in the Report Definition
section in the SunBusiness Reference Manual.

The Report Type box is where you identify the nature of your of document. The
full range of Report types available in SunAccount and SunBusiness are:
Type Module Report Associated Functions
A LA Formatted Account Listing FL=Formatted Layouts

PA=Print Formatted Accounts
AG AR Asset Register Report AG=Asset Register
ALA LA Account Listing AL=Account Listing
ALF AR Asset Listing Report AL=Asset Listing
AS AR Asset Status Report AS=Asset Status
DB LA Day Book Listing DB=Day Book Listing
I SO Quote/Invoice/Credit Note PQ=Print Quotations
Acknowledgement/ PI=Print Invoices
Despatch/Miscellaneous PA=Print Acknowledgement
PS=Print Despatch Document
PM=Print Miscellaneous
Documents
JL LA Journal Listing JL=Journal Listing
K SO/PO Statistical Declarations KL=Statistical Layouts
PK=Print Statistical
Declarations
M IC Movement Document PV=Print Movements
ML IC Movement Listing ML=Movement Listing
N LA Account Tax Listing XL=Tax Listing Layouts
PN=Print Account Tax
Listing
O PO Purchase Order PP=Print Purchase Orders
P SO Picking List PP=Print Picking List
PL=Print Alternative Picking
List
PLA LA Payment Listing PL=Payment Listing
PLP PO Purchase Listing PL=Purchase Listing

Type Module Report Associated Functions
R LA Remittance Advice Notes PR=Print Remittances

S LA Statements PS=Print Statements
SLS SO Sales Listing SL=Sales Listings
T LA Tax Listing XL=Tax Listing Layouts
PT=Print Tax Listing
SAMPLE PICKING LIST
To help you understand how documents and reports are designed, examine the
format SPL1. This is an example of a Picking Note.
This document has the following settings in the control parameters screen:
Printer Controls:
You can specify that a particular printer code is used whenever this report format
is printed. This is useful if you use specific stationery for certain documents. The
sample picking note SPL1 has no printer code set up so the user’s printer definition
is used.
Other boxes control the number of lines and the character width of your stationery,
this is not the number of lines you want to print. The maximum size of a document
is 300 lines by 999 columns. The SPL1 format is designed to be printed on sheets
of paper 66 lines deep and 160 characters across.
You can choose to print the report totals after the last transaction line on the report
or at the bottom of the last page of the report. Any space between the last transaction
line and the report total is then printed with the filler line.
Having looked at the Control Parameters, use Format Details to display the main
design screen of RD=Report Definition. This is where you specify the position of
each item on the page.

FORMAT DETAILS
This screen represents a map of your document or report. The top line provides a
numeric scale, like a ruler, to help you position the elements of your document.
The asterisks ****** show you where items of data have been plotted. The
descriptive text, e.g. ‘Customer’, appears as it does in the printed document.
Notice that your cursor is in the top left corner of the document, if you type a
word and save the change, that word will appear as a piece of fixed text on the
printed document.
Unlike other SunBusiness functions, RD=Report Definition does not use the Action
pull down menu. Instead, to access the various selection options you use the F5
key for the report options and the F2 key for specifying data items. To leave the
format details screen use ESC.
Using the SPL1 format details as the example, press the F5 key. This opens a
window displaying the various report options.
MOVING AROUND THE FORMAT
The report options allow you to specify the different areas of the report. There is
also an option to delete a whole line, and an option to exit the format details
screen and return to the control parameters screen. Use the A RROW keys to highlight
an option and press ENTER to select it. Notice that as you select a different area,
the screen changes to display that portion of your document or report.
Notice that the display in the top left of the screen shows the current report area
and line number.
The Page Heading is currently displayed. It represents the top of each page. The
SPL1 document has the text Customer and Delivery Ref: defined in this area. You
would also include items such as the report name.
Subheadings are used for subtotalling purposes in certain reports.
The Transaction area is the main body of the report. This is where transaction
lines are listed. Although there is no limit to the number of transactions lines,
apart from the lines available on each page of your stationery, you would normally
define one or two lines in the transaction area. When you come to print the
document, these lines are repeated for each new transaction until the footing areas
are reached.

In the SPL1 format you can see asterisks have been defined in the transaction area
representing various data items. Notice that the last line of the page heading area
has text representing column headings for the transaction area. This includes:
Code, Description, Location, Units, and Quantity.
The Filler area is designed as one line, which is repeated to fill in the unused space
in your transaction area. There is no filler area specified in SPL1.
These are used for subtotalling purposes in certain reports.
The Page Footing area is printed at the bottom of every page (except the last). The
SPL1 format has the following text defined in the page footing: This Page: and
Balance Carried Forward:, together with totals.
The Report Footing area is printed at the bottom of the last page of the document,
you can specify totals and general text messages. SPL1 has totals for the customer
defined in this area.
The End Formatting option is like selecting Exit. This closes the format details
screen and returns you to the Format Code box in the Control Parameters screen.
The Delete Line option forces you to confirm the deletion before settings on the
current line are removed.
To familiarise yourself with the sample remittance the following section outlines
the different data items used in SPL1. You should first use QUERY to move back to
the Page Heading area, and move your cursor directly to the top left hand corner of
the document.
DEFINING ITEMS
Use F2 to open the Data Items window. This is where you specify the position of
items of information, using line and column numbers.
Notice that you are currently in create mode; this is because no items have been
defined on line 1, column 1 of SPL1.
The Line Number box and Start Column box identify the position on the page.
The line number must fall within the document controls set on the control parameters
screen. You can, however, use the Start Column box to include a value in your
report calculations without printing it - for example, an accumulator value that
remains invisible. You achieve this by entering a Start Column value that exceeds
the Report Width specified on the Control Parameters screen.
F Note: Should you need to Amend, Examine or Delete this invisible item, you
must first increase the Report Width; make the necessary changes in the
format details screen; then return the Report Width to its original setting.

In the Item Type box you can specify one of three types of item: S-String,
D-Data, or T-Totals.
• S-String items are pieces of text or narrative, for example: Summary or Balance
Due.
• D-Data items are taken from SunSystems data files or tables. For example:
transaction amounts, account codes, names and addresses. Each data item is
held in the data dictionary file.
• T-Total items are accumulated values e.g. amounts from transaction lines.
They are normally used in the page and document footing areas.
Click Cancel to close the Data Items window. Now use the ARROW key to move
your cursor to the first asterisk on line three. Use F2 to reopen the Data Items
Details window.
Because there is an item of data defined at this position, there are more boxes
displayed in this window. The boxes displayed depend on the data item defined.
Also notice that you are able to use Create, Amend, or Delete when an item has
already been defined at the current position. The system defaults to Amend, but
you can use ALT+B (or the arrow keys if you are using the character based version)
to move back to the Create/Amend/Delete box.
The Start Column box is highlighted, you are looking at column 22. You can
enter another position to move the current settings along the line.
The Start Sequence Code and Stop Sequence Code boxes enable you to print data
items in a specific font. This option is associated with CS=Control Sequence
Definitions which controls the various print styles. The SPL1 format is entirely
printed in the fonts determined by the default printer definition.
Defining Only If Items

The Only If Item box and its Value setting is a very flexible tool. You can define
several items in the same position, these can be pieces of text, data items, or totals.
The item which is printed is the one which satisfies the specified condition.
Because more than one item can be defined at this position, the Item Selection
window will appear.
The Data Items window is displayed and you can see the details for the D-Data
type item you have specified. To define more than one item in the same position
this sequence box must be set.

Defining Data Items
All data items are grouped under various record types. The name of this box
changes depending on the record type selected.
Sales Order/Invoice Header and Sales Order/Invoice Details

Use QUERY from this box to open the Record Types window. This shows you the
record types available for a P-Picking List document/report. The record types
include: Common Report Fields, Selection Fields, and Analysis Categories.
Selecting the record type opens the Data Items window, you can see the item
Document Date is available under Common Fields.
Use ESC to close the Data Item and Record Type windows. The Data Items
window also includes other boxes that affect the definition of data items.
Assigning Space to Data Items

The Start Character box specifies the first character of the data item that is to be
printed. If you wanted to exclude the first two characters of an item, you would
set the Start Character box to three.
The Print Length box also allows you to print part of an item by truncating its
length. The full print length of the selected item appears as a default, and the
Data Items window provides the default length of each item.
When designing a report layout you should allow extra characters for the decimal
point and any prefix or suffix in numeric items.
Suppressing Items and Lines

The Suppress Line/Value and Item Indicator boxes are used to specify when the
item or line should be printed. You can specify a condition for the value of each
item. The line or item is suppressed if the specified condition is met.
You can leave these boxes blank and the item or line will always be printed. You
can suppress the line if the current item is equal to, greater than, or less than a
specified value. Note that debits are negative and credits positive. You can suppress
the item if it is a credit, debit, zero or credit, zero or debit, or not zero.
If the Suppress Line item occurs after values have been accumulated to totals the
line value is retained in the accumulator. If the Suppress Line item occurs before
accumulation it is not retained in the accumulator.

Decimal Places and Debit Credit Markers
You can specify the number of decimal places shown on your document or report.
Enter ‘-’ hyphen if you are printing currency amounts and you want to use the
decimal places specified in CN=Conversion Definitions.
The Sign Print Indicator box is used to specify how to print credit and debit
values. You can print in brackets if credit or debit, print CR after the credit
amounts, print DR after the debit amounts, or print no signs. The Edit Code box
dictates the use of leading zeros and thousand separators, there is also a setting
which produces amount in an APACS acceptable format.
Amounts in Words
Printing numeric amounts and dates in words is controlled by the Convert to
Words and Date Format Code boxes. You can produce amounts and dates in
words in several languages by specifying the language code you want to use. You
can also print a string of words by using the data items for Thousands, Hundreds,
Tens and so on, or Amount In Words Sentence.
Accumulating into Totals

The accumulators allow you to subtotal and total any amounts in your document
or report. You can define up to 50 accumulators by placing a + or - (plus or
minus) beneath the accumulator number.
Items can be added to several accumulators to be printed in the page footing and
document footing areas defined as T-Total items. Accumulators might hold, for
example, analysis or tax values. For further information see the subsection
Defining Total Items.
Defining String Items

You can define S-String type items by entering them directly onto the format
details screen, or by specifying the line and column number in the Data Items
window. There are many instances of string items in the AR2 format, clearly
visible in the format details screen. However, the example used earlier shows the
string item in conjunction with an Only If condition.
In the report footing area use the arrow keys to move your cursor to line 18 and
RIGHTARROW until you are at the first X displayed on this line. Re-open the item
selection window by pressing F2, and highlight the second item on the list, this is
a string item of eight Xs.

Once the data Items window is open you can see this string is still defined at
column 6, however the adjacent sequence code is set to 2. The Only If setting
specifies that the line of XXXs will be printed if the grand total is less than 0.001.
In other words, the document date will not be printed on your cheques for values
less than a penny.
The remaining area of the Data Items window mimics the current area of the
format details screen, including the ruler. You can simply type your narrative
string in this space.
Defining Total Items

T-Total Items comprise a maximum of 50 accumulators. You can use the Clear
After Print box to set the accumulator to zero once the associated total item is
printed.
The SPL1 format includes a T-Total item, this is the grand total of the values
printed in the transaction area. Defined as T01, it is printed in the Report Footing.
Once you have finished creating or amending, use the F5 key and select End
Formatting from the Format Areas window. This returns you to the control
parameters screen.
EXAMPLE FORMATS FROM THE DEMONSTRATION

DATABASES
(supplied in SSREPORT)
Version 4.2 Format Type Description
AFA1 A Formatted Account Listing

AFA2 Sample 1099
FAG1 AG Asset Register Report
AAL1 ALA Account Listing
AAL2 Abbreviated Account Listing
AAL3 s/c Account Listing
AAL4 Account Listing works with DM1
FAL1 ALF Asset Listing Report
FAS1 AS Asset Status Report

ADB1 DB Day Book Listing

ADB2 works with DM1
SQ1 I Quotation
SI1 Invoice
SI2 m/c invoice
SA1 Acknowledgement
SA2 ProForma
SD1 Despatch Note
SC1 Credit Note
AJL1 JL Journal Listing
AJL2 Journal Listing for held journals
AJL3 Journal Listing for single currency
AJL4 Journal Listing for unbalanced journals
AJL5 Journal Listing for single currency held journals
AJL8 works with DM1
SSD1 K Statistical Declarations (sales)
PSD1 Statistical Declarations (purchases)
IM1 M Movement Document for stock
IM2 Movement Document for transfers
IM3 Movement Document for returns
IM4 Movement Document for purchase orders
IML1 ML Movement Listing (LB)
IML2 Movement Listing (LR)
IML3 Movement Listing to show alloc ref.
AAT1 N Account Tax Listing
AAT2 Account Tax Listing
PO1 O Single Currency Purchase Order
PO2 Multi-currency Purchase Order

SPL1 P Picking List based on SBPIC

SPL2 Picking List based on SBPQI
SPL3 Picking List based on SBPQL
APL1 PLA Payment Listing
PPL1 PLP Purchase Listing
AR1 R Remittance Advice Note (no cheque)
AR2 Remittance Advice Note (with cheque) will apply
APACS
AR3 Remittance Advice Note (cheque only) will apply
APACS
AS1 S Statement
AS2 Multi-currency Statement
SSL1 SLS Sales Listing
SSL2 Sales Listing
ATL1 T Tax Listing
ATL2 Tax Listing
ATL3 works with DM1
ATL4 works with DM1
ATL5 works with DM1
ATL6 works with DM1
N/A X Statement/Remittance (Special)

Appendix A: Automating Your
Work - FreeFormat Macros
You can save time and effort by using FREEFORMAT to automate tasks that are
frequently repeated using FREEFORMAT. Normally, to run a procedure, you must
select the relevant option and enter values in the boxes which are presented. With
FREEFORMAT, you can automate the keystrokes. You can work efficiently by using
FREEFORMAT macros to control a series of operations that are always carried out
together, such as running your period end reports. For example, instead of
requesting each of your period end reports in turn, completing the boxes, and then
waiting while the reports are prepared and printed, you can use a FREEFORMAT
macro to automate the procedure.
You can rerun FREEFORMAT commands at any time. They can be made available to
all operators. In Windows versions of SunSystems, you can add FREEFORMAT macros
to the button bars. See the section, Operator Buttons, in the SunBusiness Reference
Manual for further information about creating and running FREEFORMATS.
Appendix A: Automating Your Work - FreeFormat Macros 159

You can interrupt FREEFORMAT commands. This enables you to enter variables,
such as account code ranges, etc. You can be asked to supply information before
the command begins. For example, you might be asked at the start of the macro
for a range of periods.
If you are designing or using large macros you can run them step by step. When
you enter the name of the macro you can add a suffix of ‘/D’ to instruct the macro
to run in step by step mode. This is particularly useful if you are running a large
FREEFORMAT macro for the first time. If there are any problems in the design of
a macro these can be quickly identified using the step by step approach.
When creating a FREEFORMAT you can enter the command BREAK, which instructs
your macro to stop when it reaches this point and displays the macro debug window.
When you are running a step by step macro a window appears displaying the
current macro line. The user has four options on a line by line basis:
• Use ENTER to execute the displayed macro command
• Use ESCAPE to abandon the macro
• Enter an alternative macro command to replace the command currently
displayed. You can enter more than one new command at this point
• Execute the rest of the macro without any further pauses by using F7.
Please refer to the SunBusiness Reference Manual, section FreeFormat, for details
of how to create FreeFormat macros.

Appendix B: Security
INTRODUCTION
SunSystems provides a comprehensive security package. As systems become ever

larger, and the number of personnel with potential access to those systems increases,
the issue of security becomes critical.
The security procedures for SunSystems should be devised in conjunction with
your organisation’s existing security procedures. You should consult with the
appropriate personnel when developing your security procedures for SunSystems.
There are a number of issues which fall within the scope of SunSystems security:
• The control of personnel who have access to SunSystems and, consequently,
to SunBusiness
• The level of access to databases, functions, actions, and accounts within
SunSystems can be determined for each operator, or for a group of operators
• The mechanism for monitoring amendments which have occurred within
SunSystems, often on a daily basis
• The security of files is an important issue; as well as prohibiting access to data
within SunSystems, you may also wish to limit access to SunSystems files on
the computer. This issue must be resolved in conjunction with the overall
security of your organisation
• The whole area of security backups of your data.
CONTROLLING ACCESS TO SUNSYSTEMS
A basic requirement is that only approved personnel should have access to

SunSystems. Your system security can often control this area, however SunSystems
also enables you to prevent unauthorised personnel from gaining access to the
main menu.
When you log in to SunSystems, you are prompted to enter an user operator Id.
You must enter a legitimate operator Id code to proceed beyond the login screen.
User Ids/operator Ids are defined in OD=Operator Definitions in the SunSystems
Appendix B: Security 161

module. You can add a password for an operation definition which must be entered
at the login stage. You can also set the timespan for which this password will be
valid, and you can store previous passwords to ensure they are not reused.
If an invalid operator code is entered or the password is incorrect on three
consecutive occasions, not necessarily at the same login attempt, this is recorded
as a login violation. The cause of the violation is hidden from the operator. Any
subsequent attempt by the operator to log in will be unsuccessful until the Systems
Administrator has reset that operator code.
CONTROLLING ACCESS WITHIN SUNSYSTEMS
There are three levels of security within SunSystems:

• Access to a ledger/database
• Access to functions within a ledger/database
• Access to items such as individual accounts, analysis codes, etc.

OP=Operator Permissions controls access within SunSystems. Operators can be
gathered together into operator groups with permission levels defined at group
level. This is quicker and easier than creating permissions separately for each
operator. The group to which an operator belongs is set in OD=Operator
Definitions.
D-Data Restrictions sets allow a further level of sophistication on the permissions

hierarchy. See the section Operator Permissions in the SunBusiness Reference
Manual.
Controlling Access to Databases

You can specify that operators may access a single database or a range of databases.
You can define some of the characteristics of a database in DB=Database
Definitions, including the operator groups which have access to a database.
Controlling Access to Functions Within a Database

You can control access to every option within SunSystems and SunBusiness. For
example, you can control the access of a clerk to IA=Inventory Approval.
You can create a hierarchy of levels of access to SunBusiness with each level
represented by a group of operators and with individual operators assigned to an
appropriate group.

Only functions to which an operator has access will appear on the screen.
This helps you to set up appropriate segregation of duty controls within your
accounting function.
In OP=Operator Permissions, select the group for which you wish to create
permissions. Choose S-Menu Selections, and enter SO=Sales Order Processing,
in the System box.
You can then also define a default selection.
On completion of this screen you are presented with the action bar options. These
enable you to display the Maintenance options.
Enter Y-Yes beside the options which you wish the group to have access and enter
N-No if you wish access to be prohibited. Use ENTER to select the default defined
in the S-Menu Selections default permission.

More detailed access levels can be defined for items which have a trailing ellipsis
‘. . . ’. You can enter A-Actions on these items, and the available actions for this
option are prompted. You can determine separately whether each action is
accessible or not. This can further enhance your segregation of duty controls.
Controlling Access to Individual Items

You can control operator’s access to specific account types. For example, only
the operator group to which senior management belongs might have access to the
more sensitive balance sheet accounts. Using DA=Data Access Groups similar
restrictions can be applied to individual account codes, journal types, and analysis
codes.

Choosing M-Miscellaneous restrictions in OP=Operator Permissions allows you
to control access to options such as the Open Period and Date Range boxes in
BD=Business Definition.
MONITORING CHANGES TO DATA
Your audit trail reports provide adequate information to allow you to trace
amendments to transactions on a ledger. AC=Audit Control allows you to monitor
changes to your reference data.
FILE SECURITY
In addition to having a very secure system for users of SunSystems, you must
ensure that access to data files is restricted. Your Systems Administrator should
be involved with developing appropriate security structures for your system.
SunSystems allows you to specify separate directories for each database you create
and for files within that database. The relevant directories are identified in
DB=Database Definitions.

Each operator can have their own subdirectory for storing work and print files.
This means that stored reports and temporary work files can be stored separately
for each operator. The subdirectories for storing an individual’s stored reports and
work files are identified in OD=Operator Definitions.
SECURITY BACKUPS
The importance of taking regular security backups of your data files cannot be
emphasised too strongly. As with all machines, computers can fail. If this happens,
you must have a reliable and up to date backup which you can use to restore your
data.
Liaise with your Systems Administrator to devise a comprehensive backup
procedure. Your System Administrator will also advise on the device to use for
backup. Although SunSystems has its own backup facility, FB=File Backup/
Restore, it may not be practical to use this for your daily backups. See the section
File Backup/Restore in the SunBusiness Reference Manual for further information.
What Files Should be Backed Up

Daily backups should be taken of your data files, i.e. those files which contain
information which you have created. It is recommended that you always backup
all data files, not just those which have changed since the last backup. Your
Platform Manual provides a comprehensive list of all SunSystems data files.
• You should also take a backup of your installation data, which contains your
operator definitions, printer setup, database definitions, etc.
• The document format file, which is used to store documents created in
RD=Report Definition, must also be backed up.
• The report format and data dictionary files should also be included in a backup
routine.
• If you are using the FREEFORMAT facility, you must ensure that you take a
backup of the associated files.
Example Backup Procedure

A simple backup procedure involves having five sets of backup tapes, labelled
Monday to Friday. Backup to the appropriate tape each day. Then, if you experience
a system failure, you can retrieve the previous day’s work.

You should maintain additional backup tapes at week and/or month end.
A permanent backup may be taken at year end.
Storing Backups
Keep your daily backups in a fireproof safe. Your weekly or monthly backups
should be maintained off-site. This will minimise data loss in a worst case scenario.
Functions Included in Your Security System

Database Definitions
Budget Definitions
Business Definitions
Operator Definitions
Operator Permissions
Data Access Groups
Chart of Accounts
Analysis Codes
Analysis Layouts

Appendix C: Glossary Of Terms
Allocated Balance
Stock that has been allocated against customer orders but not yet despatched.
Allocated balance is included in both physical balance and picked balance.
Assembly
An item which is made up from one or more component items. A kit list is needed
to define this item. An assembly has Assembly Level in IR=Item Records set to a
value between 0 and 9.
Available Credit
Displayed for both customers (Sales Order Processing) and suppliers (Purchase
Order Processing). Credit limit is set in CA=Chart of Accounts. Available credit
is the credit limit, less account balance, less orders and invoices not yet posted to
SunAccount.
Component
An item which can be stocked in its own right or as part of an assembly.
FIFO
First in, first out is a method of allocating and costing stock. The first to be received
is deemed to be the first issued, and the relevant cost is applied. So, if you have
three computers that were received into stock at a cost of 3000, and a further five
that were received at 4500, the first three computers to be issued or sold will be
costed at 3000 each.
Free Stock
The amount of goods available to fulfil orders from customers. It may be less than
physical stock, because physical stock may already be allocated to customers. If
free stock is negative, all physical stock has been allocated to customers, and
further orders have also been taken.
Appendix C: Glossary of Terms 169

Kit List
The list of components and subassemblies that make up an assembly. Kit lists are
defined in AS=Assembly Structure.
Landed Costs
The costs associated with the purchase of an item including any costs incurred to
incorporate the item into your stock. The landed cost of goods may include freight
surcharges etc. that were not known at the time of placing an order.
Location
An area for which independent stock levels are maintained. Stock locations may
be physical stores (for example, main warehouse). Stock locations can also be
used for any groups of stock that need to be accounted for separately. For example,
stock in quality assurance, stock awaiting repair.
On Order Balance
The quantity of goods on order from suppliers. On order balance can be updated
by posting movement entries in Inventory Control, or by placing purchase orders
and logging goods received in Purchase Order Processing.
Operator Group
Operators are assigned to operator groups in OD=Operator Definitions. Access to
SunSystems menu options and to databases is controlled by operator group. Access
permissions for operator groups are defined in OP=Operator Permissions.
Physical Balance
The amount of goods physically in the stock location. For Sales Order Processing
users, some of the physical stock may have been picked or allocated to customers.
Picked Balance
Stock that has been printed on a picking list but not yet despatched. Picked balance
is included in allocated balance and physical balance.

Price Book
This is a collection of prices which are applicable to ranges of items and customers
for specified periods of time. You can have any number of operational price books.
You can specify that up to ten price books are included in a hierarchy.
Subassembly
An item included in a kit list which is itself made up of a number of components,
and is defined in a kit list of its own. For example, a kit list for a computer might
include a system unit as one of the components. The system unit is a subassembly,
comprising of disk, RAM, floppy drive and so on.
System Labels
Allow you to create your own ledger interface recognition codes and to move
these codes. You can also create names for the four base selling prices that are set
in IR=Item Records.
Appendix C: Glossary of Terms 171

Appendix D: Transferring Data
To and From SunBusiness
SunBusiness has been designed to facilitate the access and transfer of data across
database, and to/from other software packages. In this section the various methods
for transferring data into SunBusiness and from SunBusiness are described. All
the SunBusiness reference records can be transferred to another software package.
Reference records include names and addresses and item records. In addition,
Sales Order Processing and Inventory Control users can produce sales analysis
and movement analysis reports as files to be imported into other packages.
Alternatively, you might want to bring data from another software package into
SunBusiness. Reference data can be imported into SunBusiness, provided that it
is presented in the correct format. In addition, Sales Order Processing and
Inventory Control users can use SI=Sales Order Import and MI=Movement Import
to import sales order and stock movement records from another package.
EXPORTING INFORMATION
Reference Information
SunBusiness reference maintenance options can produce a file of reference
information for use by another SunSystems database, or by another software
package. To transfer data out, select Transfer and E-Export at any maintenance
screen. You can select a range of codes to include in the file. Selection may also
be made by date, so that only records updated between a specified date range, are
included in the file.
SunBusiness generates a default filename. This can be amended if necessary.
Appendix D: Transferring Data To and From SunBusiness 173

Data transfer formats for export are:
NDF Non delimited format
FLF Fixed length format
CDF Comma delimited format
BDF Bar delimited format
CDFQ Comma delimited format with quotes
EXCEL Excel file import format
LOTUS Lotus 1-2-3 file import format
SYLK Multiplan format
2020 Access 20/20 format.
These formats are explained further in the subsection Transfer Formats.
Sales Orders and Stock Movements

Sales analysis and movement analysis can produce a file of information in addition
to a printed report. The Transfer Format box in NL=Analysis Layouts determines
whether the report information will be produced in a file format. If it is blank, no
file is produced. Available file formats for sales analysis and movement analysis
are:
To create the report file, produce the report in the usual way using SA=Sales
Analysis or MA=Movement Analysis. Print Report or Store on Disk. The export
file is produced at the same time.
Note that even if Report Transactions is set to Y-Yes, detail transactions are not
included in the transfer file.

IMPORTING INFORMATION
Reference Information
SunBusiness reference maintenance options can also import reference information
from another SunSystems database, or from another software package. The data
must be presented in the correct format. File layouts are given in the Technical
Reference Manual. To import data, select Transfer and Import at any maintenance
screen. You can select a range of codes to import from the file. Selection may
also be made by date, so that only records last updated between a specified date
range are imported from the file. You can also use the new function PI=Purchase
Order Import to import purchase invoices. See the subsection Purchase Import.
SunBusiness generates an import filename. This can be amended if necessary.
Data transfer formats for import are:
NDF Non delimited format
FLF Fixed length format
These formats are explained further in the subsection Transfer Formats.
Sales Orders and Stock Movements

Sales orders and stock movements can both be imported from a file. SI=Sales
Order Import and MI=Movement Import are used to validate and post sales orders
and stock movements. Details of each of these files and the validation performed
are given in the relevant sections of the SunBusiness Reference Manual.

TRANSFER FORMATS
CDF - Comma Delimited File

Comma delimited format means that commas are used to separate or ‘delimit’ the
items of data on each line of the file. If there is already a comma in a data item,
the item is enclosed in “ double quotes. Files in this format are given a suffix of
.CDF
This format is suitable for transfer to most word processors, and can be used with
a mail merge facility to produce standard letters.
CDFQ - Comma Delimited Format With Quotes

This format is similar to CDF, but all items that are not numeric are enclosed in
double quotes. Examples of non-numeric items are item code, analysis codes,
account name. Numeric items are those on which arithmetic can be performed.
Examples of numeric items are quantity, standard cost, base selling price. Files in
this format are given a suffix of .CDF
This format is suitable for transfer to dBase and SuperCalc.
BDF - Bar Delimited Format

This format uses a vertical bar (| or pipe symbol) to separate or ‘delimit’ different
items of data on each line of the file. If there is already a bar in a data item, the
item is enclosed in “ double quotes. Files in this format are given a suffix of
.BDF.
FLF - Fixed Length Format

In this format, each data item in the file has a fixed length, with no delimiters, and
each line also has a fixed length. There are no delimiter characters (carriage
return and/or line feed) at the end of each record. Files are given the suffix .FLF.
Excel Format
This format is identical to CDFQ, except that the files are given a suffix of .PRN,
thus satisfying the exact requirements of the File Import functions of Excel.

Lotus 1-2-3 Format
This format is identical to CDFQ, except that the files are given a suffix of .PRN,
thus satisfying the exact requirements of the File Import functions of Lotus products.
SYLK - Multiplan Format

This format is required for transfer to Multiplan. Files in this format are given a
suffix of .SLK
2020 - 20/20 Format

This format is designed for transfer to Access 20/20. Files in this format are
given a suffix of .CDF
NDF - Non Delimited Format

This format is the same as fixed length format (FLF), except that all spaces at the
end of a line are removed. Record delimiter characters (carriage return and/or
line feed) immediately follow the last non-space character on the line.
PURCHASE IMPORT
You can use PI=Purchase Import to create data that could alternatively be entered
in the following functions:
• Purchase Order Entry
• Purchase Invoice Entry
• Goods Reciept Matching
• Purchase Invoice Matching
The validation rules that apply to transactions entered in Purchase Order Processing
are also applied to transactions that you import.
If the transaction types you are importing use manual references you can import
all stages of a purchase transaction inone import file. If you are using system
generated references you must import purchase orders seperately from goods receipt
matching and invoicing. If you are using a single data import file for more than
one transaction type, you must make sure that the purchase order cycle is followed
logically for each transaction. You cannot, for example, approve an invoice before
goods have been matched.

Purchase Order Record Types
There are ten types of purchase order record that can be imported:
• Purchase Order Entry Header Record - OENTH
• Purchase Order Entry Item Lines - OENTI
• Order Entry Text Lines - OENTT
• GRN Match Item Header - OGRNH
• GRN Match Item Lines - OGRNI
• Invoice Match Item Header - OINVH
• Invoice Match Item Lines - OINVI
• Direct Invoice Header - DINVH
• Direct Invoice Item Lines - DINVI
• Direct Invoice Text Lines - DINVT
See the section Purchase Import in the SunAccount Reference Manual for further
information on the layout and validation of purchase import files.

Appendix E: Period/Year End
Procedures
The procedures for ending a period and starting a new one will vary from one
organisation to the next. However, some of the elements involved in the procedures
will involve ensuring that all entries have been made, producing and checking
reports, making sure that entries have been posted to the financial ledgers, and
then closing the period so that no further entries are made.
SunAccount users should integrate the procedure described below into their current
period end routine. Period/Year end processing in SunAccount is described in the
SunAccount Appreciation Guide.
END OF MONTH PROCEDURE
Produce a full record of all the transactions that have been entered in the period
using SL=Sales Listing, PL=Purchase Listing and ML=Movement Listing.
Check that all invoices, credit notes and purchase orders for the month have been
printed, and that the SunBusiness transfer file has been transferred to SunAccount.
If you are using Sales Order Processing, check that you have a copy of each
invoice and credit note, and reprint any that are missing using PI=Print Invoices.
If you are using Purchase Order Processing, check that you have a copy of each
purchase order, and reprint any that are missing using PP=Print Purchase Orders.
Use NP=New Period to tell SunBusiness which period is now current. The new
period will be the default for all entries and reports. If you are using more than
one module, you need only change period once. It is immediately effective
throughout SunSystems.
Use BD=Business Definition to change the range of open periods.
Note that transactions are not removed by NP=New Period. All entries remain in
the file unless you use PC=Period Cleardown to remove transactions for the period.
Appendix E: Period/Year End Procedures 179

PERIOD CLEARDOWN
You do not have to use PC=Period Cleardown at the end of a period. Its use is
entirely optional. Use it if you want to decrease file sizes, and so speed up inquiries
and reports.
You do not have to use period cleardown on the current or previous month. You
might use it monthly on an old period so that, for example, six months data is
always available. In this case, you would clear down period one at the end of
period seven.
The period cleardown procedure removes detail transactions and replaces them
with balances. For Sales Order Processing and Purchase Order Processing,
these balances are held in history files.
Once you have cleared down a period, you are no longer able to print detailed
listings, although analysis information is retained for reporting.
The SunBusiness Reference Manual explains how transactions are selected for
cleardown in each module.

Before Using Period Cleardown
Take a security backup of all database files. See the appendix Security for
information about how to do this.
Make sure that you have a list of all transactions for the period.
Period Cleardown gives you the option to consolidate analysis. You can specify
the range of analysis codes that you wish to consolidate. You should only
consolidate codes that you no longer want to report.
If you are using PC=Period Cleardown to reduce the amount of disk space used
by your files, you will need to add another procedure to the end of period routine.
Period cleardown does not change the amount of disk space occupied by files. It
deletes information within the files, and then makes this space available for re-use.
So, although the files remain the same size, they will not increase in size for a
while until all the free space within them has been used.
Use FB=File Backup/Restore after period cleardown to remove the empty spaces
in the files and thus reduce file sizes. Select FB=File Backup/Restore from the
SunSystems men and use first Backup and then Restore on the appropriate
SunBusiness files. You must be absolutely sure that you use Restore immediately
after using Backup.
Full Cleardown
Full cleardown completely removes transactions, including balances, so that no
further analysis can be performed. You should only do a full cleardown if you are
certain that you will not need to report the period again. Typically, you would not
run a full cleardown until you had built up more than two years data.
Clearing Down Multiple Modules

Period cleardown operates separately for each module. So, running period
cleardown in Purchase Order Processing does not clear down Inventory Control
and Sales Order Processing files.
Appendix E: Period/Year End Procedures 181

Appendix F: Sample Reports
The following examples are standard reports that you can produce in SunBusiness:
Print Quotations
Print Acknowledgements
Print Picking Documents
Print Despatch Documents
Print Invoices
Print Purchase Orders
Print Movements
Appendix F: Sample Reports 183

PRINT QUOTATIONS
/066/Lines Per Page

** Q U O T A T I O N **
Your Organisation Name Quotation Reference: 000001

Your Street Quotation Expiry Date: 28/02/1991
Your Town
Your County/State Your Reference: sdfdsdsa
Your Country
Your Telephone Number Date: 28/02/91
Quotation To be Marine Security Systems

For: Delivered: 1561 Third Avenue
New York
NY 10028
USA
Account Code: Account Name: Page 1
_______________________________________________________________________________
Description Quantity Goods Tax

_______________________________________________________________________________
586 Pentium Chip 1.00 2.00

Pentium Chip
16mb RAM
330mb Hard Disk
1.44mb Floppy Disk Drive
240mb Tape streamer
CD Rom
Modem and fax card
15" VGA colour monitor
DOS 6.0, Windows 95
_______________________________________________________________________________
Total Goods : 0.00
Total Tax : 2.00

Total Quote : 2.00
_______________________________________________________________________________
VAT Registration No. 123456789012345

PRINT ACKNOWLEDGEMENTS
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Your Organisation Name ACKNOWLEDGEMENT

Your Street
Your Town Order Ref 000008
Your County/State
Your Country Date 28/02/91
Your Telephone Number
Invoice Pecked Products Delivery Pecked Products

Address 9921 - 4th Street Address 9921 - 4th Street
San Rafael San Rafael
CA 94901 CA 94901
USA USA
Account Code 64001 Account Name Pecked Products

Delivery Ref Your Ref Page 1
_______________________________________________________________________________
Item Code Description Quantity Goods Due Date

_______________________________________________________________________________
C486 486 Computer 1.00 2,000.00 14/03/91

486 DX, 33MHz 28/02/91
8mb RAM 28/02/91
330mb Hard Disk 28/02/91
1.44mb Floppy Disk Drive 28/02/91
240mb Tape streamer 28/02/91
CD Rom 28/02/91
C486 486 Computer 2.00 4,000.00 05/04/91
486 DX, 33MHz 28/02/91
8mb RAM 28/02/91
330mb Hard Disk 28/02/91
1.44mb Floppy Disk Drive 28/02/91
240mb Tape streamer 28/02/91
CD Rom 28/02/91
_______________________________________________________________________________
Total Goods 6,000.00

Total Tax 1,050.00
Total Order Value 7,050.00
_______________________________________________________________________________
VAT Registration No. 123456789012345

PRINT PICKING DOCUMENTS
/066/Lines Per Page
PICKING LIST
Customer: Fitright Ltd Delivery Ref:
List Issued: 28/02/91 Order Ref: 000020
Page: 1
--------------------------------------------------------------------------------
Code Description Loc. Units Qty Qty Short Due on
================================================================================
C486 486 Computer WARE1 1 2.0 28/02/91
486 DX, 33MHz WARE1
8mb RAM WARE1
330mb Hard Disk WARE1
1.44mb Floppy Disk Drive WARE1
240mb Tape streamer WARE1
CD Rom WARE1
MAT2 Multi-Coloured Mouse Mat MAIN 1 2.0 28/02/91
================================================================================
This page: Total Number of Items: 4.00
THIS CUSTOMER: TOTAL NUMBER OF ITEMS: 4.00

PRINT DESPATCH DOCUMENTS
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Your Organisation Name DESPATCH NOTE

Your Street
Your Town
Your County/State
Your Tel. No.
Invoice Fitright Ltd Delivery Fitright Ltd

Address 13,High Street Address 13,High Street
Golders Green Golders Green
LONDON NW11 4RT LONDON NW11 4RT
Account Code 64009 Account Name Fitright Ltd

Our Ref 000020 Your Ref Page 1
_______________________________________________________________________________
Item Code Description Quantity Due Date

_______________________________________________________________________________
C486 486 Computer 2.0 28/02/91

486 DX, 33MHz
8mb RAM
330mb Hard Disk
240mb Tape streamer
CD Rom
MAT2 Multi-Coloured Mouse Mat 2.0 28/02/91
_______________________________________________________________________________
Total Number of Items this Page: 4.00
GRAND TOTAL NUMBER OF ITEMS: 4.00

_______________________________________________________________________________

PRINT INVOICES
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Your Organisation Name SALES INVOICE

Your Street
Your Town Invoice No 000017
Your County/State
Your Telephone Number
Invoice Fitright Ltd Deliver Fitright Ltd

To 13,High Street To 13,High Street
Golders Green Golders Green
LONDON NW11 4RT LONDON NW11 4RT
Account Code 64009 Account Name Fitright Ltd

Delivery Ref Your Ref Page 1
_______________________________________________________________________________
Item Code Description Quantity Goods Tax

_______________________________________________________________________________
C486 486 Computer 2.00 4,000.00 700.00
486 DX, 33MHz
8mb RAM
330mb Hard Disk
240mb Tape streamer
CD Rom
MAT2 Multi-Coloured Mouse Mat 2.00 5.98 1.05
_______________________________________________________________________________
Total Goods 4,005.98
Total Tax 701.05

Total Due 4,707.03
_______________________________________________________________________________
Terms IMMEDIATE PAYMENT VAT Registration No. 123456789012345

PRINT PURCHASE ORDERS
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PURCHASE ORDER
Order No 000001
15/01/91
To Hardwick and Green Deliver Your Organisation Name

Crown House To Your Street
Kenilworth Lane Your Town
London N11 4RT Your County/State
Your Country
Account Code 81005 Account Name Hardwick and Green

Delivery Date 18/01/1991 Comments Page 1
_______________________________________________________________________________
Item Code Description Quantity Price Total

_______________________________________________________________________________
9845C486-02 486 Computer 6.000 1,855.00 11,130.00

9951C586-02 586 Computer 2.000 1,755.00 3,510.00
Pentium Chip
16mb RAM
330mb Hard Disk
240mb Tape streamer
CD Rom
Modem and fax card
15" VGA colour monitor
DOS 6.0, Windows 95
MAT1 Mouse Mat 10.000 1.27 12.73
MAT1 Mouse Mat 10.000 1.27 12.73
MAT2 Multi-Coloured Mouse Mat 35.000 2.80 98.00
_______________________________________________________________________________
Order Total 14,763.46
_______________________________________________________________________________
Approved by ................................ Date ..........

PRINT MOVEMENTS
/033/Lines Per Page
TRANSFER NOTE
Reference:601 Date Printed:28/02/91 Page: 1

-------------------------------------------------------------------------------
Line Location Item Lat. Cost Quantity Date
-------------------------------------------------------------------------------
1 Main Store C486 -18,550.00 -10.000 22/02/91
2 Warehouse 1 (computers) C486 18,550.00 10.000 22/02/91
-------------------------------------------------------------------------------
Total Goods Transferred: Latest Cost Quantity
This Page: 18,550.00 10.000
This Transfer Note: 18,550.00 10.000
===============================================================================

Appendix G: European VAT
Reporting
This appendix is for companies who need to produce reports to comply with
European VAT legislation.
In addition to the information required on VAT returns that relates to EU business,
two further statutory reports are required. These reports are:
• The ESL or European Sales Listing
• The SSD or Supplementary Statistical Declaration.
The European Sales Listing is produced from SunAccount.
This appendix covers the production of the Supplementary Statistical Declaration.
WHICH MODULES ARE REPORTED?
The Supplementary Statistical Declaration covers both goods inward and goods
outwards. Transactions from Sales Order Processing/Sales Invoicing and
Purchase Order Processing/Purchase Invoicing must both be reported. You
can produce the report from either the Sales Order Processing or Purchase Order
Processing menus.
PROCEDURE
First, you must set up the information to be reported, and the report layouts. The
reports are then ready to be produced for each reporting period.
• Decide where the information to be reported should be held
• Make any necessary changes to the report layouts
• Create the setup for the SSD reports.
The reports can then be produced for each reporting period.
Appendix G: European VAT Reporting 191

WHERE TO HOLD INFORMATION
The following information must be held and reported:
Header
Description Field Length Type
VAT Registration number of the trader 9 N

submitting the return
Branch identifier (if applicable) 3 N
Flow (A-Arrivals, D-Despatches) 1 A
Period covered (MM/YY) 4 N
Detail
Commodity Code (tariff code) 8 N

Value in sterling (excluding VAT) 14 N
Terms of delivery 3 A
Nature of transaction 2 N
Quantity 1 (net mass in kilograms) 11 N
Quantity 2 (additional unit information if 13 N
required by UK tariff)
Member state code for goods despatched 2 A
to/arrived from
Mode of transport 1 N

Non-mandatory Information
Country of origin (arrivals only) 2 A

Trader’s reference (e.g. invoice number) 14 AN
Number of consignments/items for 6 N
aggregated data
Control Information
Number of lines N
Where the field type is A-Alphabetic, N-Numeric, or AN-AlphaNumeric.
Holding the Information

Description Comment
Your VAT Number Add to the RD=Report Definition as text.

Branch identifier Needed only if you have several branches, each making
its own SSD return. Add to the RD=Report Definition
if necessary.
Flow (A-Arrivals, This appears on the header to identify sales
D-Despatches) (despatches) from purchases (arrivals).
KL=Statistical Layouts defines whether arrivals or
despatches are being reported. Add this to your
RD=Report Definition.
Period covered PK=Print Statistical Layouts asks for a range of tax
point dates each time the report is run. Only
transactions within this range will be selected. The
tax point date can be defined as a data item in
RD=Report Definition.
Commodity Code The commodity code for each item should be added to
IR=Item Records in the Commodity Code box and
included in your RD=Report Definition.

Description Comment
Value The monetary value in base currency, excluding any

VAT.
Terms of delivery There are a number of ways of holding terms of
delivery. It can be held in a movement analysis category
(M0-M9). As the code is three characters long, it could
be combined with Nature of Transaction or Mode of
Transport. For example, you could use the first three
characters of M3 for terms of delivery code, and the
last two characters for nature of transaction.
If all EC transactions are identified by transaction type,
terms of delivery, nature of transaction and mode of
transport could be entered on the header screen as
comments. Selection for inclusion on the SSD would
be by transaction type.
Nature of Transaction See terms of delivery above. As an alternative to coding
nature of transaction in an M-Code, the transaction type
could be used. For example, using SD=Sales Order
Definitions record, you might create a transaction type
SIEXW, where ‘SI’ indicates a sales invoices, and
‘EXW’ indicates one of the statutory delivery codes -
Sale Ex-Works.
You should give careful thought and consideration as
to how these codes are to be input and held. HM
Customs and Excise have outlined an optional
procedure using nature of transaction codes to help
reconcile differences that may legitimately occur
between the VAT return and the SSD. Those who wish
to implement this option may, under certain
circumstances, have to analyse two lines of the same
transaction with different nature of transaction codes.
This would prevent them being keyed into the order/
invoice header, and would be more likely to require
the use of a transaction/movement analysis category.
Quantity 1 This should be the net mass in kilograms, and can be
calculated by SunBusiness. Enter the net mass in
kilograms in the Unit Weight box on the IR=Item
Records screen. The total mass (weight per item
multiplied by quantity) is automatically calculated and
can be reported on the SSD.

Description Comment
Quantity 2 This quantity is not always required. Only certain

commodities must report this value. Where it is
required, the value is a straightforward numeric
quantity. The simplest way to differentiate between
items that require this information and those that do
not is to use an I analysis category, together with
appropriate codes. RD=Report Definition can then be
instructed to print the quantity 2 value only if the item
record has the relevant I-Code.
Member State Code This is the member state code of destination for sales,
and member state code of despatch for purposes. In
either case, use a CA=Chart of Accounts account
analysis category to indicate the member state for the
customer or supplier.
Mode of Transport See Terms of Delivery. As an alternative to coding
nature of transaction in an M-Code or as comments,
the transaction type could be used. For example, using
SD=Sales Order Definitions, you might create a
transaction type ECSI4, where ‘EC’ refers to a Euro-
transaction, ‘SI’ indicates a sales invoices, and ‘4’ means
transport by air.
Country of Origin This information is not mandatory, and is required for
arrivals (purchases) only. If you wish to record this
information, key it in as part of the item description
during order or invoice entry. RD=Report Definition
can then print only the portion of the description that is
reserved for this information.
Trader’s Reference This is not mandatory, but is useful for audit purposes.
For Sales Order Processing, this will be Transaction
Reference from the SE=Sales Order Entry screen. For
Purchase Order Processing, use Order Reference from
the PE/VE Purchase Order/Invoice Entry screen.
Number of consignments This information is optional. Data will not be
aggregated as part of the SunSystems solution, so this
information will not be included.

Description Comment
Number of This information can be printed on the last page and

Lines/Sheets manually transferred to the front sheet. Accumulate
completed line numbers, including each transaction line. The
column position could be beyond the page width
so that it is not physically printed. However, it can be
accumulated so that the total is printed.
CHANGING THE REPORT LAYOUT
RD=Report Defintion is used to define the layout code for the SSD reports. Two
default formats are provided with SunBusiness: PSD1(for arrivals) and SSD1 (for
despatches). They can be amended to include company specific text, for example,
your own address and VAT number, or to change data items, for example, print
M3 as mode of transport.
REPORT SET UP
Use KL=Statistical Layouts to define the information to be selected for inclusion

in the SSD report.

You will need two statistical layouts: one for arrivals, and one for despatches.
The selection boxes define the transactions to be included in the report. Each
report will include transactions from both sales and purchase order processing.
For example, the sales SSD must show both supplies for acquisition (sales) and
returned goods (from Purchase Order Processing).
Selection options are:
M0-M9 Transaction analysis codes
C0-C9 Address analysis codes
I0-I9 Item analysis codes
IR Item record
AD Address code
TR Transaction reference
TT Transaction type
DC Debit/credit indicator.
Masking is available on all relevant codes. For example, transaction type EC***
selects any transaction type that begins with EC.
The Format Code box defines the RD=Report Definition layout code.
PRINTING THE REPORT
Use PK=Print Statistical Declarations to produce the SSD reports.

The Tax Point Date is calculated automatically for each transaction. In Sales
Order Processing, it will either be the invoice date, or the 15th day of the month
following despatch, whichever occurs sooner.
In Purchase Order Processing, it will be the earlier of the invoice date or the 15th
of the month following goods receipt date.
IMPLICATIONS FOR DATA INPUT
Careful thought and attention needs to be given to the way that data is collected
and held in order to facilitate the production of the SSD reports. A primary reporting
key will probably be transaction type, or perhaps an M category.
However, various transaction types need to be displayed in different ways. For
example, on your sales SSD, sales transactions need to be shown in detail, whilst
credit notes should be displayed as a period total showing only the monetary value
and a nature of transaction code. Provided that the original transaction types are
input with either a specific and identifiable transaction type or M-Code, RD=Report
Definition can prevent these lines being printed in the body of the report, but
instead accumulate them into a total to be printed in the document footings.
Some transactions may be required for the SSD but not for the ESL or VAT return.
Whilst these are defined within the legislation as having particular nature of
transaction codes, it is better that they are identified by transaction type. These
transaction types should have a special ledger interface code that links to a journal
type not included in the VAT return or ESL report.
A situation may arise where goods are despatched to another EC member start,
but the invoice is handled and paid for outside the EC. For example, good are
delivered to Germany, but the invoice is paid from the USA. The legislation defines
this as an intra-EC transaction subject to VAT being declared at the point of
destination of the goods, that is, Germany.
This presents a problem for the order/invoice entry routines where you are presented
with an invoice and a delivery address. Remember that you must have a separate
account record for each combination of VAT code and member state code. If the
USA office is defined as the invoice address and Germany as the delivery address,
it will be the USA account that is updated with this sale. The USA account would
then appear on the ESL.
Where this occurs, you will need an extra account to deal with delivery to Germany
and payment from the USA. The account should be defined with a German member
state code and VAT number, thus ensuring that will appear correctly in your ESL
report.

Index
A Average
Cost 86, 109, 124
A-Code(s) 30, 67, 82, 113
(see also Analysis) B
Account
Back Orders 52
Code 83
Type 165 Backup 141
Files 21, 74
Accounting
Procedure 167
Period 128
(see also File Backup/Restore)
Accrual Transactions 102
Balance
Accruals 62, 98
Acknowledgement(s) 8 Allocation 53, 124
Base
Document 54
Cost 91, 97
Address 29, 81
Purchase Cost 91
Codes 16, 30, 82, 83
Selling Price 17, 33
Address Analysis 14, 29, 31, 52, 67, 81, 83
Adjustment(s) 103 Batch 129
Number 109
Allocate Stock Issues to Receipts 132
Business Definition
Allocated
47, 53, 71, 91, 96, 97, 99, 103, 116, 130, 136, 179
Balance 169
Stock 52
Allocation
C
Method 53, 57, 100, 124 C-Code(s) 67, 91, 97, 113
Of Stock to Issues 33 (see also Analysis)
Alternate Item 52 Calculation Definitions 72, 91, 97
Analysis Calculation Tables 72, 91, 97
12, 23, 27, 66, 67, 75, 79, 80, 93, 112, 113, 119 Cancelled
Analysis Category Lengths 71, 116 An Order 130
Analysis Codes 71, 116, 121 Carriage 48, 50, 94, 101
Analysis Definitions 70, 71, 116, 121 Cash Customer(s) 32
Analysis Layouts 121, 133, 139, 174 Chart of Accounts 67, 71, 81, 82
Annual Stock Checks 135 Closing
Approval (Purchase Order) 62 The Period 179
Approval Quotation 48 Coding Structure 11, 12, 15, 65, 66, 68, 111, 112,
Approved 114
Interface 98, 100 Commitment 62
Period 103 Commodity Code 193
Assembly 35, 169 Company Address 82
Level 124 Component(s) 35, 36, 169
Structures 12 Consignment 56
Assembly Structure 35 Consolidation Code 181
Assembly Structure Listing 36 Consultancy 16, 70
Audit Contact Name 29, 81
Date 100, 130 Conversion Code 50
Trail 62 Conversion Tables 91, 97
Trail Reports 166 Costing
Audit Control 71, 115 Landed Costs 102, 170
Available Credit 169 Reports 33, 86, 124
Index i
Credit 18, 58, 62, 98, 100 Freight 85
Checking 48, 50, 93 Full
Note(s) 17, 58, 179 Cleardown 181
Currency 17, 62, 68 Stock Take 126, 136
Current
Period 103 G
Customer 12, 29, 30, 31, 32, 81, 82, 83
Details 18 Generate Stock Take 135
Customs and Excise 194 Goods Receipt 98
Note (GRN) 62
D Reference 99
(see also Serial Number)
Database 21, 74 Goods Receipt Matching
Skeleton 21, 74 98, 99, 102, 127, 129, 130
Database Definitions 17, 70, 115, 163, 166
Debit(s) 18, 58, 62, 98, 100 H
Note(s) 70, 71
Default Held Status 51
Period 103 Hierarchy 15, 16, 69, 111, 114, 115
Stock Take Cycle 136 Hyphen 90
Delivery 85
Address 30, 31 I
Designing Reports 146 I-Code(s) 33, 67, 91, 97, 113, 121
Despatch 8, 133 (see also Analysis)
Documents 17 Implementation 11, 24, 65, 76, 111
Note 35, 131 Income and Expenditure 13, 67, 113
Note Number/Reference 56 Inquiries 94
Stage 55 Installation
Direct Print 94 Data 167
Discount 11, 14, 17, 65, 68, 70 Insufficient
Disk Space 181 Free Stock 52
Division 68 Insurance 101
Due Date 52 Interface Code 56
Inventory Allocation 100, 124, 132, 133
E Inventory Balances 116, 125
European Sales Listing 191 Inventory Inquiry 132
European VAT Reporting 191 Invoice 8, 179
Expiry Date 100, 130 Address 16, 31, 69
(see also Quotation(s)) Approval 98
Matching 98
F Processing 7
Reference 95, 101
Factoring Company 82 Value 102
Fax Number 29, 81 Invoice Approval 103
FIFO Allocation 53, 55, 57, 109, 124, 169 Issue(s) 94
File Backup/Restore 21, Item
57, 58, 74, 118, 141, 167, 181 Record(s) 12, 66, 112
File Creation 17, 20, 21, 70, 73, 74, 115, 117 Special Process 12, 66
File(s) Item Customers 90
Security 166 Item Descriptions 18, 33, 34, 51, 71, 87, 96
Foreign Item Records 14, 16, 18, 33, 34, 53, 68, 70, 71,
Currency 70 85, 91, 94, 96, 113, 116, 123, 136
Forward Orders 52 Item Special Processes 19, 72, 85
Free Stock 52, 169 Item Suppliers 86, 91, 93, 96
FREEFORMAT 159
Commands 160
ii SunBusiness Appreciation Guide Version 4.2

J O
Journal Import 58, 129, 141 On Order 116
Balance 170
K Stock 52, 72
One-Off
Kit List 35, 170 Customers 32
Suppliers 84
L (see also Nonstocked Item)
Latest Cost 86, 109, 124 Open
Lead Time 87 Period(s) 179
Ledger Interface 20, Operator
73, 98, 100, 103, 117, 129, 141 Group(s) 163, 170
Ledger(s) Id 161
Interface 13, 66, 112 Operator Definitions 17, 71, 115, 161, 163, 167
Level Code(s) 133 Operator Permissions 17, 71, 115, 163, 164
(see also Report(s)) Operator Buttons 159
Line Number(s) 90 Order
List Price 33 Reference 95
Location 126, 170 Stock 99
Location Definitions 116, 126 Type 12, 66
Logging In/Out 162 Value 62
LOOKUP 130 (see also Purchase Order)
Order Status 48
M Over
Delivery 99
M-Code(s) 67, 91, 93, 96, 97, 113, 121 Over-Expenditure Checking 104
Macro(s) 159
(see also FreeFormat) P
Running Step by Step 160
Manual 1 Password(s) 162
Match 99, 101 Payment
Matched Stage 102 Method 84
Matched Status 96 Period Cleardown 20, 58, 94, 117, 180, 181
Movement Period(s)
Reference 132 End 179
Type 112 Permissions 162
(see also Movement Definition) Physical
Movement Analysis 174 Balance 170
Movement Definitions 116, 128, 139, 141 Stock 52, 72, 99, 128
Movement Entry 115, 127, 129, 131, 132 Pick Method 52, 55
Movement Import 115, 173 Picked
Movement Listing 179 Balance 170
Movement Presets 117 Stock 52
Movement Values Definition 116 Picking 8
List 131
N Postage 48, 50, 85, 94, 101
Pre-printed
Names & Addresses 29, 34, 81, 87 Stationery 109
Net Cost 70 Prefix 16
New Period 179 Preset
Nonstocked Lines 94
Item 62 Price Book Definitions 38
Price Book Hierarchy 42
Price Book Listing 43
Price Book Maintenance 39
Index iii
Price Books 37, 171 Receipt 99
Price Lists 43 Reference 133
Prices 37 Rejected
Discounting 40 Quotations 48
Maintaining 39 Repeat Orders 50, 93
Updating 40 Report Definition 146
Print Acknowledgments 54 Report(s) 13, 20, 94, 112, 128, 133
Print Alternate Picking List 56 Reporting
Print Despatch Documents 56 Movement Analysis 144
Print Invoices 57, 58 Sales Analysis 144
Print Picking Documents 52, 54 Stock Take Analysis 144
Print Purchase Orders 179 Reporting In SunBusiness 143
Printer 12, 17, 66, 70, 112, 115
Print File(s) 167 S
Printing
Invoices 57 Sales
Orders 94 Tax 23
Print Statistical Layouts 193 Sales Analysis 174
Processing Purchases 89 Sales Listing 179
Product Type 14, 33, 68, 85, 113 Sales Order Definitions 24, 58
Production Numbers 109 Sales Order Entry 17, 33, 34, 49, 50, 55, 133
Products and Services 33 Sales Order Header Presets 20, 24, 48
Pro Forma Invoices 54 Sales Order Import 17, 49, 173
Prototype 12, 66 Sales Order Detail Presets 20
Purchase Security 12, 66, 112, 161, 166
Quantity 91, 97 Backups 161, 167, 181
Tax 14, 70 Selection
Purchase Detail Presets 93, 97 Code(s) 133
Purchase Header Presets 97 Criteria 144
Purchase Invoice 61 Sensitive
Purchase Invoice Entry 70, 95, 96, 103, 132, 133 Accounts 165
Purchase Invoice Matching Data 165
70, 99, 101, 103, 132, 133 Stock 109
Purchase Listing 179 Serial Number 109, 127, 131
Purchase Order 179 Serial Number Tracking 57, 100, 131, 132, 133
Purchase Order Definitions Serialisation 57, 63, 100
71, 73, 95, 96, 98, 100, 102 Serialised Items 124
Purchase Order Detail Presets 73 Services 24, 62, 76
Purchase Order Entry 70 (see also Item Records)
Purchase Order Header Presets 73 Split 53, 99
Purchase Order Status 99, 130 Standard
Purchase Commitment 79 Cost 86, 109, 124
Purchase Invoice Register 79 Reports 143
Purchase Order Definitions 77 Statistical Layouts 193, 196
Purchase Order Detail Presets 77 Stock 98
Items 11, 62, 65, 94, 111
Q Location 112
Movement 132
Quantity(ies) 17 Movement Values 112
Quotation Conversion 47 Order 17
Quotation Entry 17, 19, 47 Quantity 91, 97
Quotation(s) 8, 46 Stock Take Approval 135
Stock Take Definitions 117, 121, 135, 137
R Stock Take Entry 135, 137, 139
Stock Take Inquiry 135
Random Cyclical Stock Checks 135 Stock Take Listing 135
Random Cyclical Stock Take 136 Stock Take Valuation 139
iv SunBusiness Appreciation Guide Version 4.2

Stock Takes 109, 126, 135 W
Cycle 109
Definition 112 Warranty 131
Frequency 124, 136 Work File(s) 167
Method 117
Sub-Assembly 35, 171 Y
Subcategory(ies) 26, 78, 120
Mask 26, 79, 121 Year End 179
SunAccount 27, 32, 58, 62, 67, 70, 79,
91, 96, 97, 99, 102, 113, 121, 127, 128,
141, 179, 191
Supplementary Statistical Declaration 191
Supplier 69
Details 71
Invoice Reference 101
Record(s) 66
Specific Information 84
System Administrator 166, 167
System Labels 34, 171
T
Tax 54, 62, 101
Point Date 198
Telephone Number 29, 81
(see also Names & Addresses)
Terminal 12, 66, 112
Terminal Definitions 17, 70, 115
Test Data 13
Text Lines 96
Training 16, 70
Transaction
Reference 58
Type 12, 17, 18, 66, 70, 71, 112, 116
Transfer 173
File 58, 129, 58, 141, 179
Format 174, 176
Trial Balance 16
U
Unapproved
Interface 98
Under Delivered Items 99
Unit
Of Stock 123
Unpicked Stock 55
Update
Stock Balance 51, 72
User Definable Reports 143
V
Variables 160
VAT 191, 198
Registration Number 192
(see also Tax)
Index v
vi SunBusiness Appreciation Guide Version 4.2

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SunSystems 4

SunBusiness Appreciation Guide

Systems Union Holdings Ltd

All trademarks mentioned are the products of their owners

Introduction To SunBusiness ..................................................... 5

Reporting in SunBusiness ..................................................... 143

SunBusiness Appreciation Guide Version 4.2

THE APPRECIATION GUIDE

The SunBusiness Appreciation Guide describes the scope of SunBusiness. It is

THE REFERENCE MANUAL

Each SunSystems and SunBusiness function is presented in alphabetical order.

The SunBusiness Workbook teaches you the rudiments of SunBusiness. It takes

THE REFERENCE CARD

A Reference Card is provided. This is convenient when you start to use

THE DEMONSTRATION DATABASE

THE SUNSYSTEMS PLATFORM MANUALS

2 SunBusiness Appreciation Guide Version 4.2

The Technical Reference Manual is geared to the more technical user of

SunBusiness manages sales ordering, purchase ordering and controls inventory.

SunBusiness offers two sales processing modules:

Sales Order Processing: Introduction 7

8 SunBusiness Appreciation Guide Version 4.2

Sales Order Processing: Introduction 9

Planning a SunBusiness implementation requires plenty of time and a structured

Sales Processing: Planning Your Implementation 11

Setting up the System:

12 SunBusiness Appreciation Guide Version 4.2

IDENTIFYING ANALYSIS REQUIREMENTS

Analysis can be performed on transactions, accounts, addresses and item records.

Sales Processing: Planning Your Implementation 13

14 SunBusiness Appreciation Guide Version 4.2

PLANNING CODING STRUCTURES

Coding Structures - General

Sales Processing: Planning Your Implementation 15

16 SunBusiness Appreciation Guide Version 4.2

Terminal and Printer Definitions

Sales Processing: Planning Your Implementation 17

18 SunBusiness Appreciation Guide Version 4.2

Item Special Processes

Sales Processing: Planning Your Implementation 19

Testing Your System

20 SunBusiness Appreciation Guide Version 4.2

Sales Processing: Planning Your Implementation 21

Analysis is a term given to the facility in SunSystems which allows transactions,

WHY USE ANALYSIS?

Sales Processing: Analysing Information 23

PLANNING THE USE OF ANALYSIS

Defining Categories and Codes

24 SunBusiness Appreciation Guide Version 4.2

Sales Processing: Analysing Information 25

26 SunBusiness Appreciation Guide Version 4.2

Chart of Account Analysis

Integrating with SunAccount

Sales Processing: Analysing Information 27

NAMES & ADDRESSES

This function holds customer address information. It is common to SunBusiness

Sales Processing: Customers 29

30 SunBusiness Appreciation Guide Version 4.2

Sales Processing: Customers 31

One-Off Customers (Sundry Debtors)

32 SunBusiness Appreciation Guide Version 4.2

Products and services information is set up in IR=Item Records. Whenever the

Sales Processing: Products and Services 33

Extended Item Descriptions