Question asked by Philip Kitchen 10 years ago
Could someone identify for me what the 'Heading' filter in the transaction report searches? Is it only the account name? Is it only the account code? or both? Or is it something else altogether?!
thanks
Philip
Hi Philip,
I'm glad the above has been helpful.
In regards to your query, the following links are the only guides on the topic we have at the moment.
https://www.clearbooks.co.uk/support/guides/codes/adding-new-account-codes/
https://www.clearbooks.co.uk/support/guides/codes/can-i-edit-an-account-code/
As Kevin has kindly explained, the basic principle of how the account codes/types work is relatively simple, once you get your head around it. Clear Books can actually help you understand this better, as it comprehensively list these into categories, as per screenshot below.
So, if you head to Settings > Codes > All, you will be able to see all the account codes listed by name, which statement (Profit and Loss or Balance Sheet) they are included in, which account type they fall under etc. This should hopefully provide some structure and help you make a clearer distinction between the categories.
Best answerI think I had come to a similar conclusion. As I need to report actual v budget at project level and with the number of projects likely to increase in the year I have elected to work with a more constrained list of codes but do the comparisons outside Clearbooks. It is easier for the other staff involved to work with in this way.
Philip
I don't really use departmental analysis with any of my clients but if I did i'd either use projects (one for each dept) or if you needed actual projects + depts i'd probably create new account codes for each dept. A tad long winded but it would indeed work.
Thanks Kevin & Mia - my reference to exploiting possibilities was because I am striving to work with projects and ideally other 'departmental analysis' within the confines that Clearbooks allows. I had latched onto the possibility of using groups/categories as another avenue to answer my queries. At present Clearbooks is unable to fully cope with what I want to do. Hence I shall download to excel from Clearbooks to produce the reports that I need. Hopefully at some point there will be greater functionality in Clearbooks as regards this type of possibility.
thanks both for the time and thought in your responses.
Philip
Hi Philip
I'm really not sure what you mean by 'how best to exploit the different possibilities'?
It's all fairly simple anyway. When transactions are entered into the books they are assigned an 'account' which best describes their purpose (sales / advertising / bank charges etc). These accounts are then simply grouped together under various 'headings' for easy viewing i.e. you'd find the likes of wages and employers NI both under the Salaries heading, telephone and internet costs would both be under Communications.
There's nothing written in stone anywhere - it's really down to common sense and more than anything being consistent in your approach.
Thanks Mia - useful. Is there a link you can provide for me to understand clearly the differences between account types, groups and categories. I can find references which speak of how to change them but not for example when one is setting up a coding system how best to exploit the different possibilities.
thanks
Philip
Hi Philip,
The Heading is the account type/group, which groups the account codes.
All the best ,
Mia
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