Manage Nominal Accounts

Use the Accounts and Charges tab in Fees Billing to manage the details of nominal accounts.

There are a few factors to be aware of before setting up nominal accounts:

• Nominal categories must be set up before you can create nominal accounts.
• You must define cost centres and departments before creating nominal accounts. This only applies if your school uses cost centres and departments in accounting.
• The nominal account codes you create must match those in the nominal ledger of your external accounting system. Errors will occur if nominal codes do not match.

Choose to:

• Create a Nominal Account. You can create as many nominal accounts as you require.
• Edit a Nominal Account. You may want to change the active status of a nominal account.
• Delete a Nominal Account. Remove a nominal account that has been created in error.

An example of the Nominal Accounts screen is shown below:

Create a Nominal Account

You can create as many nominal accounts as you require.

To create a nominal account, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Nominal Accounts from the Navigation options.
   The Nominal Accounts screen is displayed.
3. Click Create a Nominal Account. A popup window is displayed:
   

4. Complete the Nominal Account Details. Your selections must match the configuration in the nominal ledger of your external accounting system. The fields available are explained below:

   Field	Explanation
   Nominal Category	Select a category from the drop down list. The nominal account is listed under the category that you select. The nominal account will display as inactive if you select an inactive category. This field is mandatory.
   Code	Enter a code for the nominal account. This code is used to identify the nominal account and must be unique if your school does not use cost centres and departments.
   Cost Centre	Select a cost centre from the drop down list. The nominal account is linked to this cost centre. This field in not mandatory and is only required if you use cost centres in your accounts.
   Department	Select a department from the drop down list. The nominal account is linked to this department. This field is not mandatory and is only required if you use departments in your accounts.
   Name	Enter a clear and concise name for the nominal account.
   Type	Select a type from the drop down list which applies to this nominal account, such 'Income, or 'Expense'. This field is not currently applied in iSAMS but a selection must be made here before you save the nominal account.
   Active	Use the checkbox to mark the nominal account as active/inactive.

5. Click Save & Close. The nominal account is listed in the Nominal Accounts screen.

Edit a Nominal Account

You may want to change the active status of a nominal account.

To edit a nominal account, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Nominal Accounts from the Navigation options.
   The Nominal Accounts screen is displayed.
3. Locate the nominal account that you want to edit and click . A popup window is displayed:
   

4. Edit the Nominal Account Details:

   Field	Explanation
   Nominal Category	Select a category from the drop down list. The nominal account is listed under the category that you select. The nominal account will display as inactive if you select an inactive category. This field is mandatory.
   Code	You cannot edit the nominal account code.
   Cost Centre	Select a cost centre from the drop down list. The nominal account is linked to this cost centre. This field in not mandatory and is only required if you use cost centres in your accounts.
   Department	Select a department from the drop down list. The nominal account is linked to this department. This field is not mandatory and is only required if you use departments in your accounts.
   Name	Enter a clear and concise name for the nominal account.
   Type	Select a type from the drop down list which applies to this nominal account, such 'Income, or 'Expense'. This field is not currently applied in iSAMS but a selection must be made here before you save the nominal account.
   Active	Use the checkbox to mark the nominal account as active/inactive.

5. Click Save & Close. The nominal account is listed in the Nominal Accounts screen.

Delete a Nominal Account

Remove a nominal account that has been created in error.

• Deleting a nominal account which is in use can leave charge and discount codes 'orphaned'. Charges and discounts with 'orphaned' charge codes cannot be processed for invoicing.
• 'Orphaned' charges and discounts are highlighted during prerequisite checks before invoices are generated.

To delete a nominal account, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Nominal Accounts from the Navigation options.
   The Nominal Accounts screen is displayed.
3. Locate the nominal account that you want to delete and click .
   You are prompted Are you sure you want to delete this Nominal Account?
4. Select OK.
   The nominal account is deleted.