Splitting Transactions: To Split a Transaction by Subaccounts

In this activity, you will learn how to reclassify a GL transaction and split it from one subaccount to multiple subaccounts.

Story

Suppose that on January 25, 2024, a GL batch for $620 was posted to the 62400 - Office Expenses account and to the general 000-000 subaccount. The accountant then decided to split expenses between different departments so that reports would reflect the expense breakdown by departmental subaccounts. The departments in this batch have the following office expenses:

  • Sales department: $185
  • Engineering department: $122
  • Marketing department: $74
  • Operations department: $89
  • Finance department: $150

Acting as a SweetLife accountant, you have to split the original transaction by subaccounts to record the applicable expenses for each department.

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 Chart of Accounts form, the 62400 - Office Expense account has been created.
  • On the Ledgers (GL201500) form, the ACTUAL ledger has been added.
  • On the Segmented Keys (CS202000) form, the SUBACCOUNT segmented key has been created.

Process Overview

In this activity, you will find the GL transaction to be split on the Account Details (GL404000) form. Then on the Reclassify Transactions (GL506000) form, you will split the amounts of the original transaction. You will then release the transaction on the Journal Transactions (GL301000) form. Finally, you will view the account balances that have been split by subaccounts on the Account by Subaccount (GL403000) form.

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 an accountant Nenad Pasic by using the pasic username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button and select 1/30/2024. For simplicity, in this activity, you will create and process all documents in the system on this business date.
  3. On the Company and Branch Selection menu on the top pane of the MYOB Acumatica screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the Company and Branch Selection menu button to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.
  4. Make sure that the SUBACCOUNT segmented key has been modified, as described in Subaccounts: Implementation Activity.

Step 1: Finding the GL Transaction to be Split

To find the GL transaction to be split, do the following:

  1. Open the Account Details (GL404000) form.
  2. In the Selection area, notice that the following settings are inserted by default:
    • Company/Branch: HEADOFFICE
    • Ledger: ACTUAL
    • From Period: 01-2024
    • To Period: 01-2024
  3. In the Account box, select 62400 - Office Expense.
  4. In the Ending Balance box, notice that the ending balance of the 62400 account is $2,296.00.
  5. In the table, select the unlabeled check box for the line with the debit amount of $620.
  6. On the form toolbar, click Reclassify to open the Reclassify Transactions (GL506000) form with the line listed.

Step 2: Splitting the Transaction

To split the transaction, perform the following actions:

  1. While remaining on the Reclassify Transactions (GL506000) form, click Split on the form toolbar.

    Notice that the system has added a new line under the original line.

  2. In the columns of the new line, specify the following settings:
    • To Subaccount: 000-SLS

      The SLS subaccount segment represents the sales department.

    • New Amount: 185

    Notice that the New Amount column for the original line has decreased by the specified amount for the new line (once you moved the cursor to another field) and is now 435.00.

  3. To enter another new entry, click Split on the form toolbar.
  4. In the columns of the new line, specify the following settings:
    • To Subaccount: 000-ENG

      The ENG subaccount segment represents the engineering department.

    • New Amount: 122

    Notice that once you moved the cursor to another field, the New Amount column for the original line has decreased by the sum of the amounts of the two new lines and is now 313.00.

  5. By clicking Split on the form toolbar and specifying the appropriate settings in the added line, add three more lines with the following settings:
    • To Subaccount: 000-MKT

      The MKT subaccount segment represents the marketing department.

    • New Amount: 74
    • To Subaccount: 000-OPS

      The OPS subaccount segment represents the operations department.

    • New Amount: 89
    • To Subaccount: 000-FIN

      The FIN subaccount segment represents the finance department.

    • New Amount: 150

    Notice that the New Amount column for the original line has decreased by the sum of the new amounts of the five new lines and now shows 0.00, as shown in the following screenshot.

    Figure 1. The transaction split by subaccounts before being processed


  6. On the form toolbar, click Process.
  7. In the Processing dialog box, which opens, click the Processed tab to verify that the batch was generated.

Step 3: Releasing the Transaction

To release the transaction, do the following:

  1. While you are still viewing the table on the Processed tab of the Processing dialog box, click the link in the Reclass. Batch Number column to open the reclassification transaction that the system has created.
  2. On the Journal Transactions (GL301000) form, which opens, review the transaction, and click Remove Hold on the form toolbar.
  3. On the form toolbar, click Release to release the batch.

Step 4: Reviewing the Account Balances by Subaccount

To review the account balances broken down by subaccount, do the following:

  1. Open the Account by Subaccount (GL403000) form.
  2. In the Selection area, notice that the following settings are inserted by default:
    • Company/Branch: HEADOFFICE
    • Ledger: ACTUAL
    • Period: 01-2024
  3. In the Account box, select 62400 - Office Expense.

    The system shows the balances broken down by subaccounts. Make sure that the balance of the 000-000 subaccount has been decreased by the amount that you split in Step 2 ($620). The ending balance of the 000-000 subaccount of the 62400 account should be 1,676.00.