Combined Subaccounts: To Define a Subaccount Mask for AP Documents

Story

Suppose that accountants of the SweetLife Fruits & Jams company need to have combined subaccounts configured in the system to be used in vendor documents, to speed up their processing.

Acting as an administrator, you have to specify the subaccount mask that will be used for these documents, and then specify the expense subaccount for some of the source records. The first segment of the subaccount should be copied from the non-stock item selected in the document line. The second segment should be copied from the employee who is the owner or creator of the document.

Configuration Overview

For the purposes of this activity, the Subaccounts feature has been enabled on the Enable/Disable Features (CS100000) form.

On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been defined according to the company's business needs. For details, see Subaccounts: Implementation Activity.

Process Overview

In this activity, on the Accounts Payable Preferences (AP101000) form, you will define the AP subaccount mask. On the Non-Stock Items (IN202000) form, you will specify the expense subaccount that the system will use to form the combined subaccount when that item is selected in a document. Finally, on the Employees (EP203000) form, for Bill Owen, you will specify the expense subaccount that the system will use to form the combined subaccount if the employee created a document.

System Preparation

To prepare the system, do the following in a tenant with the U100 dataset preloaded:

1. Sign in to the tenant as a system administrator by using the following credentials:
   • Username: gibbs
   • Password: 123
2. As a prerequisite to the current activity, make sure you have completed Subaccounts: Implementation Activity.

Step 1: Defining the Mask for Combined Subaccounts in AP Documents

To define the subaccount mask in the accounts payable preference settings, do the following:

1. Open the Accounts Payable Preferences (AP101000) form.
2. On the General tab (Data Entry Settings section), click in the Combine Expense Sub. From box, point at the first segment, and press F3.

   The Product Group lookup box opens with the possible options that can be selected.

3. Select III for the first segment.

   This directs the system to copy the first segment from a non-stock item.

4. For the second segment, select EEE.

   This directs the system to copy the second segment of the combined subaccount from an employee account.

5. Click Save on the form toolbar.

Step 2: Specifying the Expense Subaccount for Non-Stock Items

For the ADVERT and CONSULT non-stock items, you will specify the expense subaccount that the system will use to form the combined subaccount when those items are selected in a document. (In a production system, you would specify the appropriate expense subaccount for all stock and non-stock items.)

To specify the expense subaccount for these non-stock items, do the following:

1. Open the Non-Stock Items (IN202000) form.
2. In the Inventory ID box of the Summary area, select ADVERT.
3. On the GL Accounts tab, in the Expense Sub. box, specify NSS-000.
4. On the form toolbar, click Save.
5. In the Inventory ID box, select CONSULT.
6. On the GL Accounts tab, in the Expense Sub. box, specify NSS-000.
7. On the form toolbar, click Save.

Step 3: Specifying the Expense Subaccount for an Employee

For Bill Owen, you will specify the expense subaccount that the system will use to form the combined subaccount if the employee created a document.

To specify the expense subaccount for this employee, do the following:

1. Open the Employees (EP203000) form.
2. In the Employee ID box, select EP00000015.
3. On the Financial tab, in the Expense Sub. box, specify 000-MKT.
4. On the form toolbar, click Save.