Tradebox's default behaviour is to read the nominal code and department for Sage posting from the Sage Product Record if there is one, or from a setting in the sales channel if no products are used. We do provide a number of different options for setting nominals so you can take advantage of Sage's reporting however best suits your business. The nominal used on a sale transaction will determine where the sale appears on your P&L and detailed nominal reports that comprise it.
The below apply the same whether you're raising product invoices, service invoices or sales orders in Sage. Where more than one option is set in Tradebox, the order of precedence from highest to lowest is:
- Global Postings
- Nominal per shipping country
- Nominal per shipping region
- Override product nominal/Sales nominal for service invoices
- Nominal from Sage product record (not applicable to service invoices)
Nominal code from Sage product record
If you're running stock control in Sage, each product record specifies a Sales Nominal Code. This will default for a new product to whatever's set in Settings > Product Defaults, but it can be changed product-by-product, or in bulk via Sage's Batch Change or Product Import features.
Tradebox's default behaviour if you've chosen to raise product invoices or sales orders is to read the nominal from each Sage product record. You'd generally set things up this way if you want to run your reporting based on what is being sold; in a stationery store for example, you might choose to have all of your pen products reporting sales to nominal code 4005 and all of your notepad products reporting to nominal 4006.
Sales nominal for service invoices
If you've chosen to create sales as service invoices, no products are used in Sage. Tradebox's default behaviour is to use the Sales Nominal that's chosen in Accounts > Nominals within each sales channel.
Override product nominal
If you're raising product invoices or sales orders, rather than reading from every product record you may wish to have all sales through a given sales channel reporting to the same nominal. Ticking the Override Product Nominal box will force all sales through this sales channel to use the Sales Nominal specified in the same screen.
You'd use this setting if you'd rather run your reporting based on where things are sold; either by having all your sales channels set to the same nominal (e.g. all orders handled by Tradebox go to nominal 4005) or to differentiate between different online sales sources (e.g. all sales through our eBay channel go to nominal 4005 and all sales through our Magento webstore channel go to nominal 4006).
Nominal per shipping region
Shipping region refers to the country line of the shipping/delivery address on the order; is it UK, is it another EU country, or is it ROW (rest of world - outside the EU)?
Where UK sales will be handled by one of the above options. If you'd like to assign a different nominal per shipping region, set the EU Sales and/or Rest of World Sales nominal within each sales channel > Accounts > Nominals. A dash indicates that the region doesn't specify a nominal and will assign a nominal as a UK sale would. To clear a previously-set nominal for the region, use the button.
Nominal and Department per shipping country
Even more specific than per region, if you'd rather set a nominal per shipping country this option is available within each sales channel > Accounts > Nominals > click the icon in the Non UK Sales Nominals section.
Within this screen you can choose a nominal, a department, or both to apply to orders shipped to a specific country. As well as setting a tax code per country, if you're VAT registered in additional countries or are close enough to a VAT selling threshold that you want to track those sales, you might find it useful to set a country-specific nominal or department which would allow Sage's standard reports to let you easily calculate the value of sales shipped to that country.
Sage's Global Details section is designed to bounce all item lines on an invoice or sales order down to a single transaction when it's updated to ledgers; if you're happy for each item on a 30-line order to be processed using the same nominal code, department and tax code, you can keep your audit trail and activity screens tidy by amalgamating into a single ledger transaction.
In Tradebox, you can enable global in each sales channel > Accounts > Postings > Global Postings. If these options are set, the nominal code here will take precedence over any other nominal setting; all sales through this sales channel will use this nominal. That said, this should only be used where you also want all sales to use a single tax code.
If you sell a mix of VAT and Non-VAT goods but you wish to force all sales through a sales channel into a single nominal, you should leave global blank and instead use the Override Product Nominal option above, while making sure that no nominal per region or per shipping country is set.