Subaccounts: Implementation Activity

In this activity, you will learn how to enable the appropriate feature to use subaccounts, define the structure of subaccounts, and specify the allowable values for subaccount segments in the system.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the management of the SweetLife Fruits & Jams company wants to report the company’s expenses by department and its revenue by groups of items.

Acting as a system administrator, you have to perform the needed actions to configure subaccounts in the system. The subaccounts will consist of two segments: one that represents a product, and another that represents a department. You also have to specify the values for each segment and set up the subaccounts so that users enter subaccounts on data entry forms by selecting the values segment by segment.

Configuration Overview

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

  • On the Companies (CS101500) form, the SWEETLIFE company has been defined.
  • On the Branches (CS102000) form, the HEADOFFICE branch of the SWEETLIFE company has been created.
  • On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been created.

Process Overview

To configure subaccounts in the system, you will first enable the Subaccounts feature on the Enable/Disable Features (CS100000) form. You will then define the SUBACCOUNT segmented key on the Segmented Keys (CS202000) form to meet the company's business needs. Finally, you will assign values to the segments on the Segment Values (CS203000) form. You will then check the subaccounts on the Subaccounts (GL203000) form and change them if necessary.

System Preparation

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.

Tip: This activity shows the configuration of subaccounts on a system that has already been in use. However, in a production environment, we recommend that you configure subaccounts very early in the setup of MYOB Acumatica, when you configure other general ledger settings, including the chart of accounts.

Step 1: Enabling the Subaccounts Feature

To enable the Subaccounts feature, do the following:

  1. Open the Enable/Disable Features (CS100000) form.
  2. On the form toolbar, click Modify to make it possible to change the set of enabled features.
  3. Select the Subaccounts check box in the Advanced Financials group of features.
  4. On the form toolbar, click Enable.

In a production environment, after the feature is enabled and before you proceed with implementation, you have to activate the MYOB Acumatica license by using the Activate License (SM201510) form. In this practice activity, you are using MYOB Acumatica under the trial license, which does not require activation and provides all available features.

Step 2: Modifying the SUBACCOUNT Segmented Key

To modify the SUBACCOUNT segmented key, do the following:

  1. Open the Segmented Keys (CS202000) form.
  2. In the Segmented Key ID box of the Summary area, select SUBACCOUNT.
  3. In the Lookup Mode box, select By Segment: All Avail. Segment Values. Notice that the Allow Adding New Values On the Fly check box becomes selected automatically.

    In this lookup mode, users can combine subaccounts from the needed segments during data entry. For each segment, a user can type an allowed value or press F3 to select a value from the predefined list. Each new combination is saved to the list of subaccounts, which you can view and edit on the Subaccounts (GL203000) form.

  4. In the table, for the 1 segment, specify the following settings:
    • Description: Product Group
    • Length: 3
    • Validate: Selected

      These settings mean that the validation of segment values is turned on for the segment. With this check box selected, a user can add a value to this particular segment only by selecting the value from the list of available ones.

  5. On the table toolbar, click Add Row, and specify the following settings in the new row:
    • Description: Department
    • Length: 3
    • Validate: Selected
  6. On the form toolbar, click Save.

You have defined the SUBACCOUNT segmented key based on the company's business needs. You will now define the allowable values for each segment.

Step 3: Defining the Allowable Values for the Segments of the SUBACCOUNT Segmented Key

To define the segment values, do the following:

  1. While you are still viewing the SUBACCOUNT segmented key on the Segmented Keys (CS202000) form, click 1 in the Segment ID column of the table.

    The system opens the Segment Values (CS203000) form for the 1 segment of the SUBACCOUNT segmented key.

  2. On the table toolbar, click Add Row, and specify the following settings in the added row:
    • Value: 000
    • Description: All other products
  3. Add five more rows with the following settings. These segment values represent the group of items to which the applicable item belongs.
    Value Description
    ELE Electronics and computer equipment
    EQU Juicers and their components
    FRU Fruit
    JAM Jams
    NSS Non-stock items and services
  4. On the form toolbar, click Save.
  5. Return to the Segmented Keys form, and in the Segment ID box, click 2.
  6. Add six rows with the following settings. These segment values represent the applicable department.
    Value Description
    000 Not Defined
    ENG After-sales engineering
    FIN Finance
    MKT Marketing
    OPS Operations
    SLS Sales
  7. On the form toolbar, click Save.

You have specified the allowable values for the subaccount segments.

Step 4: Changing Subaccounts

You have enabled the Subaccounts feature on the Enable/Disable Features (CS100000) form and configured subaccounts in the system. Because transactions had already been added to the system before you performed these steps, the system added the 0 subaccount and specified it for all these transactions.

You need to change the 0 subaccount so that it contains the values that you have specified for the SUBACCOUNT segmented key. Do the following:

  1. Open the Subaccounts (GL203000) form.
  2. In the Subaccount column of the only row, double-click the subaccount identifier, and change it to 000-000.
  3. On the form toolbar, click Save.
  4. In the dialog box that opens, click Yes.

Now all the transactions that existed before you configured subaccounts are related to the 000-000 subaccount.

You have configured subaccounts in the system. Now the appropriate subaccounts must be specified for every transaction in the system.