Setting up the nominal ledger

 

The nominal ledger is the office ledger and holds accounts for your expenses, capital, assets, and drawings. It is accessed in C-Law by putting a hyphen or minus sign in front of the account name or number.

The main listing in C-Law is of your Client Ledger accounts. The nominal ledger is in a separate list which is accessed by putting a hyphen in the "Find name in list" text box or by clicking the "Nominal Ledger" button at the top rhs of the cashier tool buttons. The nominal listing window that appears can be sized by dragging the bottom edge if required.

 

 

The nominal listing when you are starting up will contain just three essential accounts which must be present and cannot be changed. These are designated PROFIT AND LOSS PETTY CASH and CUSTOMS & EXCISE

You can open up to 96 other accounts. You can choose the number of the account and it is suggested you open them in batches - say control accounts such as Land Registry and Legal Aid accounts first - then leave a gap of 10 or so accounts and open expense and income (profit and loss) type accounts, then capital type accounts, then drawings and perhaps then miscellaneous accounts.

If you leave gaps between the sections there is room to add more in future and keep them in batches.

The illustration opposite shows an example of accounts as opened by one C-Law user but is by no means intended as a list you should slavishly copy. Indeed it is an extract and not all accounts are listed on this illustration.

We will refer to some of the accounts you should consider opening. If in doubt speak to your accountant

 

One thing - we are sometimes asked how to create office bank accounts and costs accounts. The answer is you don’t. C-Law is double entry throughout and there is no need or indeed point in having an office account nominal ledger account. The office account is created by the double entry of the 01 - 0F referenced entries you make on ledgers. The bill book is created automatically by the B1 - B8 referenced entries.

To create new accounts you click on the "New Account" menu item at the top of the nominal list. This will change the listing to show all possible numbers from 1 - 99. You then need to select the number or place in the listing where you want to create an account and click with the mouse to highlight it and then either double click or click on the OK button - or press the Enter key.

This will give you a nominal ledger account entry screen which at the top contains spaces to enter the account name and details for the account you wish to create. The number will be present - taken from the place in the list you highlighted. At this stage ignore all the boxes for making account entries and just concentrate on the account details at the top of the window - as illustrated opposite.

Click on the name field and type in the name of the account you wish to create. By default accounts are not password protected but if you wish you can make them password protected by clicking on the down arrow beside "No P’Word" and changing it to Password Protected. The grey line with the caption "notes" can be used by you to put your own notes or details or instructions. These do NOT appear on printouts and are for "aide memoire" purposes. At this stage you can leave the reminder box blank. But you must set the next box "VAT" to either "VAT "or "NO VAT" depending on whether you will be entering VAT on the ledger sheet or not. Most profit and loss type accounts will have VAT and capital and drawings accounts (eg: tax and drawings) won’t.

The next box is vital - Accounts have to be designated as either Profit and Loss or Fixed Assets or Partners Capital or Partners Drawings or Current Assets or Liabilities. There is also a designation of unpaid disbursements which has recently been added - this is to create a control account so that you can debit client ledger accounts with disbursements not yet paid by internal transfer (OT designation) to such an account/accounts.

Once you have done this you can click the QUIT button to open the ledger account.

If you failed to put a name nothing will be opened. This is a way to delete empty redundant accounts which you no longer require or opened in error. with no entries. Just delete the name and as long as there are no entries the account will be removed from the ledger.

Note that the nominal listing (as illustrated on the previous page) can be tailored to show balances as well as names and numbers - as per the illustration. Or it can be set up to show the names alphabetically instead of by number order as shown.

As from version 2005 you can do a global printout of all nominal ledger accounts - go to the nominal account selection screen and click the file menu.

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