Invoice with Combined Subaccounts: Process Activity

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

Story

Suppose that today the GoodFood One Restaurant purchased four hours of on-site training from SweetLife Fruits & Jams company and additional training materials that are not tracked in the system as non-stock items. Acting as the SweetLife accountant with the pasic user account, you need to create an AR invoice for the customer, release the invoice, and then review the balances of involved accounts broken down by subaccounts.

Process Overview

When a customer purchases services or goods, you create an invoice for the purchase on the Invoices and Memos (AR301000) form. In the invoice, you specify all relevant settings in the Summary area—including the customer and the credit terms, if you want to use different terms than those specified for the customer and inserted by default based on the customer settings—and the document details on the Document Details tab. When the invoice is ready, you release it by clicking Release on the form toolbar. You can then review updated amounts of the accounts involved in the documents in GL reports, such as the Trial Balance Detailed (GL632500) report.

System Preparation

Do the following to prepare the system for this activity:

1. In a tenant with the U100 dataset preloaded, configure the subaccounts to be used in the system, as described in Subaccounts: Implementation Activity. In this configuration, you enable the appropriate feature to use subaccounts, define the structure of subaccounts, and specify the values for subaccount segments in the system.
2. In the same tenant, define the subaccount masks to be used in AR documents, as described in Combined Subaccounts: To Define a Subaccount Mask for AR Documents.
3. Sign in to the tenant as an accountant by using the following credentials:
   • Username: pasic
   • Password: 123
4. 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 1/30/2019. If a different date is displayed, click the Business Date menu button and select 1/30/2019. For simplicity, in this process activity, you will create and process all documents in the system on this business date.
5. 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 Company and Branch Selection menu to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.

Step 1: Creating an AR Invoice

You will create an AR invoice to see how the combined subaccount functionality works. Do the following:

1. Open the Invoices and Memos (AR301000) form.
2. Click Add New Record on the form toolbar, and specify the following settings in the Summary area:
   • Type: Invoice
   • Customer: GOODFOOD
   • Terms: 30D (inserted by default based on the selected customer)
   • Date: 1/30/2019 (the current business date, which is inserted by default)
   • Post Period: 01-2019 (inserted by default based on the selected date)
   • Description: On-site training 4 hours
3. On the Document Details tab, click Add Row, and specify the following settings for the added row:
   • Branch: HEADOFFICE
   • Inventory ID: OFLCOURSE
   • Quantity: 4

   The system has calculated the extended price (in the Ext. Price column) for 4 hours of training based on the default price of OFLCOURSE ($180). Notice that the system has inserted the 40000 - Sales Revenue account in the Account column for the line, which is the sales account of the item.

   Also, notice that the system has inserted the NSS-SLS subaccount in the Subaccount column for this row. The system has composed this sales subaccount according to the subaccount mask specified on the Accounts Receivable Preferences (AR101000) form, which is III-LLL. The first segment of the combined subaccount was taken from the non-stock item of the line (as indicated by III in the mask), and the second segment was taken from the customer account of the invoice (as indicated by LLL in the mask).

4. On the Document Details tab, click Add Row again, and specify the following settings for the added row:
   • Branch: HEADOFFICE
   • Transaction Description: Additional training materials
   • Ext. Price: 50

   Notice the 000-SLS 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 taken from the customer account.

5. On the form toolbar, click Save.

Step 2: Releasing the AR Invoice

To release the invoice, do the following:

1. While you are still viewing the invoice on the Invoices and Memos (AR301000) form, click Remove Hold on the form toolbar.
2. On the form toolbar, click Release to release the invoice.

   The system changes the status of the invoice to Open.

Step 3: Reviewing the Sales Account in the Trial Balance Report

To review the balance of the 40000 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
   • Ledger: Actual
   • Financial Period: 01-2019
3. On the form toolbar, click Run Report.
4. In the generated report, review the balances of the 40000 account. Notice the amount in the Credit column for the 000-SLS and NSS-SLS subaccounts of this account ($50 and $180, respectively).