5518.3 User Coding Policy

Muli make a series of recommendations for user coding policy. Regrettably there is no one correct answer, only a series of guide lines. Muli recommend that only limited senior accounts personnel are authorised to create new code entries.

1. New Supplier Codes

   The organisation codes are 6-long and use a single code for Customers, Marketing, Suppliers & Subcontractors. 

2. The new Rules:-

   1. Codes are based on the trading not legal name.

   2. Code must be a minimum of 3-long, use 6-long if possible.

   3. Codes may be [A-Z] [1-9] , ( ' ' + # - ) are not allowed.

   4. Muli recommends numbers only be used when part of the name, ie 50PLUS for 50Plus Constructions P/L.

   5. Where companies operate in multiple states, may set a company policy where the same suppliers (same ABN) in different states, use the same first 5-characters and use the number to represent the state, say:-

      1 ---------- ACT
      2 ---------- NSW
      3 ---------- VIC
      4 ---------- TAS
      5 ---------- SA
      6 ---------- NT
      7 ---------- QLD
      8 ---------- WA
      9 ---------- Other

   6. Group companies should start with “*” (uppercase 8) so that all transactions on a organisation starting with a “*” or $ can be eliminated in developing consolidated accounts (Stage N3)

   7. Where a company is similar to a person's name, then the same rules should apply. Take the first 4-characters of the family name followed by the first 2-characters of the given name, if only initials, use them. ie: ANDEAR = Arthur Anderson & Co P/L

   8. Like all rules they need to be broken to ensure you achieve unique keys for all organisations, but where required, please just change the last 2 or 3 characters.

   9. Franchises such as Harvey Norman create a challenge, as each store is a separate legal entity. Also at one store location there could be several legal entities in bathroom / tiling and Electrical goods. Therefore an approach is to group by state:-

      HN2GOE TN Harvey Norman Electrical Gordon

      LN Hytru Pty Ltd as Trustee for Hytru No.2 Trust

      HN2GOH TN Harvey Norman Hardware Gordon

      LN Fabatic Pty Ltd as trustee for Fabatic No.2 Trust.

      HN9COM LN Harvey Norman Commercial Pty Ltd.

      Trades at a number of locations using one ABN.

      Yes you can have a large number of franchise stores (Read separate legal entities with separate ABN's) and you need to ensure the correct entity contracted with and paid.

   10. Bunnings Group Limited is a single legal entity trading Australia wide using the Bunnings Warehouse.... However we recommend using separate Organisation codes for each state (or Region) for control purposes - even though all payments are sent to WA.

       BUNNI2 TN Bunnings Warehouse ...(NSW)

       LN Bunnings Group Limited

       BUNNI8 TN Bunnings Warehouse .. (WA)

       LN Bunnings Group Limited

   11. At conversion the left square bracket “ [ “ has been allocated for ORGS (Suppliers/Customers) who are out of business and no longer used. Organisations with this code are not displayed in normal enquires.

   12. The “$” codes supplied by Muli on a the new system have been dramatically reduced to:-

       $ SYST : Used for system generated transactions, ie inter-company journals for cross-company transactions.
       $ CONT : Project Contribution posting
       $ DISC : Where discounts processed as part of AP or AR - not used, at present CASH
       $ JNL : General Ledger Supplier
       $ OLD : Opening values on start of system
       $ OPEN : Transfer of opening values on Balance Sheet between years
       $ TAX : System transaction for tax transfers
       $ xPAY : Payroll journals Where x is the providing payroll company
       $ xEQPT : Asset & Equipment Retail Costs
       $ xSTOK : Automated transfer of Sales & Inventory Module
       $ EST : Estimating Special Supplier
       $ QUEST : OPP'S

       $QUEST - A dubious transaction "Temporary Parked" only.
       $ARSUS - Accounts Receivable Suspense Transaction & allow the banking process.

Users are not able to use these suppliers except under special security permissions.