Business Unit Setup - General Entries

Pivot Currency

In a single currency environment, select the base currency.

In a multicurrency environment, four currency values can be held on every transaction; base currency, transaction currency, second base/reporting currency and fourth currency. If a currency value is not entered on a transaction it can be calculated automatically.

The pivot currency is one of the first three of these currencies (base currency, transaction currency and second base/reporting currency) and only applies to these three currencies. It is the currency value via which the other two currency values (1, 2, or 3) are calculated. If both base and second base currencies are defined for the business unit, then one of these must be the pivot. If only a base and transaction currency are defined then one of these must be the pivot.

Note: If Value 3 is defined as a reporting currency it cannot be selected as the pivot currency. In addition, Value 4 cannot be the pivot currency and the pivot currency is not necessarily used to calculate the value 4 currency value.

Note: You must define currency conversion rates between the pivot currency and all other currencies to be used in this business unit, using either Currency Period Rates (CNP) or Currency Daily Rates (CND). You must also create a one-to-one conversion from each fixed currency to itself in Currency Period Rates, for example, Currency Code from EUR to EUR; Multiply; Conversion Rate 1. Leave the Accounts and Period blank, and leave Rate Tolerance Checking unchecked. The 'fixed currencies' for which you must do this are Value 1, Value 3, and Value 4 (if a currency code has been specified, as described in Value 4 Entries below).

Data Access Group Code

This can be used to restrict access to the business unit to a group of users.

Primary Budget Ledger

If the commitment or over-expenditure checking facilities are required, this identifies the budget ledger to be checked. A budget ledger is identified by a budget ledger code between B and K.

Purchase Commitment Ledger

The code of the budget ledger used to hold purchase commitment values, if this facility is required. This cannot be the same as the primary budget ledger. Order Fulfilment uses this to identify the budget ledger to which purchase commitments are posted.

Expected Revenue Ledger

The code of the budget ledger used to hold revenue commitment values, if this facility is required. This cannot be the same as the primary budget ledger. Order Fulfilment uses this to identify the budget ledger to which sales commitments are posted.

Maximum Number of Periods

The maximum number of accounting periods in the financial year which applies to all SunSystems modules. The maximum is 999. This is typically 12 (or 13) to define monthly periods, 4 to define quarterly periods, 52 to support weekly periods or 365 for daily periods.

Note:  If there are active financial calendars for this Business Unit, SunSystems checks the updates on the maximum number of periods on the Business unit Setup record against the Total Number of Periods from the Calendar Year. If they are different it sets the maximum number of periods in Business unit Setup with the Total Number of Periods from the Calendar Year.

Form Background Colour

Select the required colour for the background of forms in this business unit.

Allow Duplicate Names

Allows you to create duplicate descriptions for chart of account codes, customer records and supplier records.

Decimal Separator

The character used to separate the integer part of an amount from the decimal places. Any non-numeric character is allowed.

Note:  The character chosen in this field for a blank business unit is used for non-business unit specific functions.

Thousand Separator

The character used to separate thousands from hundreds, and millions from thousands, and so on. Any non-numeric character is allowed.

Note:  To specify a space as the separator, enter - hyphen.

Note: The character chosen in this field for a blank business unit is used for non-business unit specific functions.

Note: The Use Business Unit Separators field on Language (LAN) enables you to specify whether or not the decimal separator and thousand separator settings on the Business Unit Setup are used, instead of those on the Language (LAN).

Order Fulfilment Dec Places

The number of decimal places to be used for non-currency values in Order Fulfilment. For example, if 0 is entered only integers can be entered for values such as quantities or weights. You cannot reduce this number once transactions have been posted to the system.

The number of decimal places available for each of the currency values is defined in the Value 1, Value 2 and Value 3 tabs on this form.

Date Format

The date format determines how calendar dates are to be entered into SunSystems forms. It also determines how the dates are displayed and printed by default on reports. Three international standard options are available; European (dd/mm/yyyy), American (mm/dd/yyyy), and Oriental (yyyy/mm/dd).

Month Format

Specifies if the month element of the date should appear in numerical format, for example 09, or alphabetical (character) format, for example Sep.

Date Separator

The character used to separate the day, month and year elements of dates. You can use any non-numeric character as a separator between the day/month and month/year, for example 28.02.91. This character can be used to enter dates, and also appears when dates are displayed or printed.

The following fields are only relevant if archiving of business unit data is in place.

Archive From/To

If business unit archiving is in use, data from one business unit can only be archived to one other business unit. This field contains the business unit from/to which data will be archived. This business unit cannot be changed once an archive has been carried out.

If the current business unit is a live business unit, this field contains the business unit to which data is archived. If setting up archiving, enter the business unit that will contain the archived data.

If the current business unit is an archive business unit, this field contains the business unit from which data is archived. If setting up archiving, enter the business unit that contains the live data.

Data Archived

This check box is checked if an archive has been carried out. This cannot be amended.

Payment Drive

The physical drive and path name to be used for the payment files. When payment files are produced they are stored in this location.

Note: If you are using more than one application server, then you must set up a common shared location in the Payment Drive field. The SunSystems Application Server service must have Read and Write access to the payment drive location.

To use this field, you must complete these steps to set up the SunSystems Application service: