Bill with Combined Subaccounts: Process Activity

The following activity will walk you through the process of creating and releasing an AP bill that contains combined subaccounts.

Story

Suppose that the SweetLife Fruits & Jams company purchased billboard advertising from the Blueline Advertisement company and additional printed booklets that are not tracked in the system as non-stock items.

Acting as a SweetLife accountant, you need to create an AP bill, which the Marketing department owns, release the bill, and then review the balances of involved accounts broken down by subaccounts.

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.

On the Accounts Payable Preferences (AP101000) form, the subaccount mask to be used in AP documents has been defined, and subaccounts for non-stock items and an employee have been specified. For details, see Combined Subaccounts: To Define a Subaccount Mask for AP Documents.

Process Overview

In this activity, you will create an AP bill on the Bills and Adjustments (AP301000) form. In the bill, you will specify the vendor in the Vendor box of the Summary area, the document details on the Details tab, and the owner on the Financial tab. When the bill is ready, you will release the document by clicking Release on the form toolbar. Finally, on the Trial Balance Detailed (GL632500) form, you will run a report to review the balance of the 61000 account.

System Preparation

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

1. Sign in to the tenant as an accountant, by using the following credentials:
   • Username: pasic
   • Password: 123
2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button and select 1/30/2023. For simplicity, in this process activity, you will create and process all documents in the system on this business date.
3. On the Company and Branch Selection menu, also on the top pane of the MYOB Advanced screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the selection menu to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.
4. As a prerequisite activity, in the company to which you are signed in, make sure that subaccounts have been configured as described in Subaccounts: Implementation Activity.
5. As a prerequisite activity, in the company to which you are signed in, make sure that a subaccount mask for AP documents has been configured as described in Combined Subaccounts: To Define a Subaccount Mask for AP Documents.

Step 1: Creating an AP Bill

To create an AP bill to see how the combined subaccount functionality works, do the following:

1. Open the Bills and Adjustments (AP301000) form.
   Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
2. Click Add New Record on the form toolbar, and specify the following settings in the Summary area:
   • Type: Bill
   • Vendor: BLUELINE
   • Terms: 30D (inserted by default based on the selected vendor)
   • Date: 1/30/2023 (the current business date, which is inserted by default)
   • Post Period: 01-2023 (inserted by default based on the selected date)
   • Description: Advertising services
3. On the Financial tab, in the Owner box, select Bill Owen.
4. On the Details tab, click Add Row, and specify the following settings for the added row:
   • Branch: HEADOFFICE
   • Inventory ID: ADVERT
   • Quantity: 1
   • Unit Cost: 500

   Notice that the system has inserted the 61000 - Advertising Expense account in the Account column for the line, which is the expense account of the item.

   Also, notice that the system has inserted the NSS-MKT subaccount in the Subaccount column for this row. The system has composed this expense subaccount according to the subaccount mask specified on the Accounts Payable Preferences (AP101000) form, which is III-EEE. The first segment of the combined subaccount was copied from the non-stock item of the line (as indicated by III in the mask), and the second segment was copied from the employee account (as indicated by EEE in the mask), which is MKT for the document owner.

5. On the Details tab, click Add Row again, and specify the following settings for the added row:
   • Branch: HEADOFFICE
   • Transaction Description: Printed booklets
   • Ext. Cost: 250

   Notice the 000-MKT subaccount inserted in the Subaccount column for this row. Because no item has been specified for this line, the system inserted 000 as the first segment of the combined subaccount. The second segment was copied from the employee account, which is MKT for the document owner.

6. On the form toolbar, click Save.

Step 2: Releasing the AP Bill

To release the bill, do the following:

1. While you are still viewing the bill on the Bills and Adjustments (AP301000) form, on the form toolbar, click Remove Hold.
2. On the form toolbar, click Release to release the bill.

   The system changes the status of the bill to Open.

Step 3: Reviewing the Expense Account in the Trial Balance Detailed Report

To review the balance of the 61000 account and check the amounts the system tracked for each subaccount, do the following:

1. Open the Trial Balance Detailed (GL632500) form.
2. Make sure the following settings are specified:
   • Company/Branch: HEADOFFICE - SweetLife Head Office and Wholesale Center
   • Ledger: ACTUAL
   • Financial Period: 01-2023
   • Suppress Zero Balances: Cleared
3. On the form toolbar, click Run Report.
4. In the generated report, review the balances of the 61000 account. Notice the amount in the Debit column for the 000-MKT and NSS-MKT subaccounts of this account ($250 and $500, respectively), as shown in the following screenshot.