Combined Subaccounts: To Define a Subaccount Mask for AP Documents

In this activity, you will learn how to configure automatically combined subaccounts in accounts payable documents. You do this by defining a subaccount mask in the accounts payable preference settings and by specifying subaccounts for the needed entities.

Story

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

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

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Employees (EP203000) form, the EP00000015 employee (Bill Owen) has been created.
  • On the Non-Stock Items (IN202000) form, the ADVERT and CONSULT non-stock items have been defined.
  • On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been defined.

Process Overview

In this activity, on the Accounts Payable Preferences (AP101000) form, you will specify the AP subaccount mask. On the Non-Stock Items (IN202000) form, for two items, you will specify the expense subaccount that the system will use to form the combined subaccount when these items are 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 for a document created by this employee.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as a system administrator Kimberly Gibbs by using the gibbs username and the 123 password.
  2. Make sure that the SUBACCOUNT segmented key has been modified, as described in 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 (or Fn+F3).
  3. In the lookup table that opens, select III for the first segment.

    This directs the system to copy the first segment from the non-stock item specified in the document line.

  4. In the Combine Expense Sub. From box, point at the second segment, and again press F3 (or Fn+F3).
  5. In the lookup table that opens, select EEE for the second segment.

    This directs the system to copy the second segment of the combined subaccount from the employee account of the owner or creator of the document.

  6. On the form toolbar, click Save.

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 these 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. On the Non-Stock Items (IN202000) form, open the ADVERT non-stock item.
  2. On the GL Accounts tab, in the Expense Sub. box, specify NSS-000.
  3. On the form toolbar, click Save.
  4. In the Inventory ID box, select CONSULT.
  5. On the GL Accounts tab, in the Expense Sub. box, specify NSS-000.
  6. 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. On the Employees (EP203000) form, open the EP00000015 employee.
  2. On the Financial tab, in the Expense Sub. box, specify 000-MKT.
  3. On the form toolbar, click Save.