Registration to the Prima Nota

When transactions are posted as provisional postings to the Prima Nota they are registered by date and by number. Ideally, for the purposes of Italian statutory requirements, each transaction has a unique identification reference. The registration numbers generated are used as the protocollo numbers in fiscal reports.

You can set both the registration date and registration number details in SunSystems using Ledger Sequences (LEQ). You define each set of transaction reference codes that you want to use, and the rules that will be used for each.

Typically, separate sequences of registration details are required for purchase and for sales transactions. The sequence number requirements are assigned to different transaction types in Ledger Setup (LES).

Note:  If you have specified a Transactions Dimension you can also specify sequences to be used for system generated journals. A single sequence number code will be used for each batch posted. This does not apply to manual entry or import.

Also in Ledger Setup, you select an analysis dimension in the Transactions Dimension field to hold the Protocollo, or transaction sequence number, on each transaction. You can set another analysis dimension, the Daybook Dimension on Ledger Setup, to hold the daybook sequence number that is assigned to each transaction.

Setting Registration Dates

If you set the Registration Date field for a Sequence Number Code in Ledger Sequences (LEQ) to the start date of your entry period, all transactions using this sequence number code will be stamped with this date as their registration entry date.

For each sequence number code you define, a warning is given if you set a registration date to a date earlier than that previously used for the sequence number code. This helps ensure that the registration numbers and dates increase in parallel.

Setting Transaction Registration Numbers

You can set and amend the next transaction registration number in the Next Sequence Number field in Ledger Sequences (LEQ).

You can control the sequence numbers using the Update Sequence field on Ledger Sequences (LEQ). For a particular sequence number code, you can set this to:

  • Automatic to increment the registration sequence number automatically on each transaction.
  • Entry to set the sequence number automatically and display the number while you are entering the journal in Ledger Entry (LEN).
  • Manual to force the operator to enter a sequence number manually for each new transaction reference in Ledger Entry (LEN). You cannot use a manual sequence number for system generated journals.
  • Date to record the registration date automatically but not generate a sequence number.

To enter a registration date and a sequence number you must enter both a registration date and select either the Automatic or Manual option in the Update Sequence field.

Assigning Registration Details to a Specific Journal Type

Once you have defined a Sequence Number Code using Ledger Sequences (LEQ), you can assign this type of sequence code to a type of journal using Journal Types (JNT). This means that all postings you make using this journal type will use the registration date you have entered in the Registration Date field in Ledger Sequences (LEQ) as the entry date. The Sequence Number Code and the Next Sequence Number make up the transaction sequence number that is assigned to the transaction and held in the appropriate analysis code on the transaction. When you run reports you can use this analysis code as a selection and sort criterion.

In addition, if you use the Registration Date, this is displayed in a message immediately after posting a journal. If the Update Sequence in Ledger Sequences (LEQ) is set to Automatic, the Sequence Number used is also displayed, or the first and last codes if multiple references are posted in one journal.

Setting Daybook Sequence Numbers

To meet Italian accounting requirements, daybook sequence numbers must be used for all fiscal transactions.

Daybook sequence numbers are assigned to transactions when they appear on a definitive Daybook Listing (DYL).

A daybook sequence code must be using Ledger Sequences (LEQ). To generate daybook numbers you must set the Update Sequence field in Ledger Sequences (LEQ) to Automatic for the code used for daybook sequence numbers. The registration date is not required.

Daybook sequence numbers are incremented automatically only when you run Daybook Listing with the Definitive Request field set to Yes. Daybook Setup (DYB) is used to determine the transaction sequence and numbering requirement for the report.

The daybook sequence number assigned to each transaction is stored an analysis dimension on the transaction. The analysis dimension used is identified in the Daybook Dimension field on Ledger Setup (LES).