Introduction
Nominal codes help categorise financial transactions correctly in your accounting system, ensuring accurate reporting and financial statements. This article will look at how to configure these to ensure account exports include all financial data in the appropriate categories.
What is a Nominal Code?
A nominal code is a unique identifier assigned to specific accounting categories in your chart of accounts. Each code represents an account where financial transactions are recorded (such as sales revenue, vehicle expenses, or fuel costs).
Accessing Nominal Codes
Navigate to Configuration > Accounting in the main menu
Here you'll find all nominal codes available on your tenant
Nominal codes are added as part of account setup.
Please contact your account manager if updates are required.
Configuring Nominal Codes
Standard Assignment
When configuring Services, General and Fuel Surcharges, (Order Input) there is a field for adding the nominal code associated to the charge for the selected service. In some instances, there may be the option to add for both sales and purchase invoices.
Each charge will use the same nominal code, across all price lists. When a price list has all charges with assigned nominal codes, it will show with a check. If there are any charges where the nominal code is not included, it will show 'missing'.
Nominal codes can be added to the charges on price lists showing 'Missing'.
Open the desired price list
For each charge, select the appropriate nominal code from the dropdown
Save your changes
Dynamic Assignment via Mapping
When nominal codes need to be determined based on operational data:
In the charge master configuration, select the '0000' accounting code
This indicates that the nominal code will be calculated through mapping rules
Setting Up Nominal Code Mapping Rules
Mapping rules determine which nominal code to use based on specific conditions:
Go to Configuration > Accounting
Navigate to the 'Invoice Nominal Code Rules' section
Create rules with conditions that determine when specific nominal codes should be used
Give each rule a meaningful name for tracking purposes
Arrange rules in priority order - the first matching rule will be applied
Important: Rules are evaluated in sequence, and the first match is applied. Make sure to order your rules appropriately.
Viewing Applied Nominal Codes
To see which nominal codes have been applied to charges:
View the invoice or charge details
Click 'Show detail per line' to expand the information
The nominal codes and the rule that determined them will be displayed
Advanced Feature: Splitting Charges Across Multiple Accounts
You can distribute a single charge across multiple accounting lines based on revenue distribution:
Go to Configuration > Accounting
Enable the 'Split by revenue distribution' option
This feature works with the revenue distribution settings on transport services:
Available distribution types include:
Distance-based
Time-based
Percentage per leg
When splitting is enabled, each segment may receive different nominal codes depending on your mapping rules.
When Are Nominal Codes Applied?
Nominal code mapping is executed during:
Export of charges to the accounting software
Invoice regeneration