To create a subledger account:Use the subledger functionality to create and maintain detailed information about specific sub-accounts within your general ledger accounts. You can break down a general ledger account into smaller subsections so that you are able to post, report, and inquire at a greater level of detail. You can also validate subledgers for a G/L account against vendor types, for example, for payroll purposes.
Also use subledger accounts for maintaining equipment IDs. Set up each equipment ID as a subledger account and have the subledger account validate against the Equipment file. For information about validating against a file, see step 4 in the following procedure.
To create a subledger account:From the G/L > G/L Maintenance menu, select G/L Account Maintenance to display the G/L Account Maintenance screen.
From a populated Account Maintenance screen, use the SubLedger hot key to display the G/L SubLedger Maintenance screen. If a subledger account exists for a general ledger account, this hot key is highlighted in red.
In the SubLedger Allowed (Y/N/R) field, enter one of the following to determine whether the subledger is allowed for the general ledger account currently displayed on the G/L Account Maintenance screen:
Y – Subledgers are allowed for this account. When viewing a screen with a subledger account field, you may enter a subledger account or leave the subledger field blank.
N – Subledgers are not allowed for this account. When viewing a screen with a subledger account field, you are unable to enter subledger account information. All postings go to the main level account. This is the default.
R – Subledgers are required for this account. When viewing a screen with a subledger account field, you must enter subledger account information.
In the Validation (N/L/F/S) field, enter one of the following to define whether the system validates the subledger or not, and if so, how:
N – No validation takes place, and a warning message displays. We recommend that you not use this option because it may result in reporting errors or difficulties.
L – The system validates subledger values against a user-defined list, which you create using the List hot key. For more information, see Creating SubLedger Entry Lists.
F – Subledger values are validated against a file, such as the INITIALS file or a user-defined file. Indicate which file and which attribute in the file, if applicable, to use in the File/Subroutine field.
S – Subledger values are validated against values generated by a subroutine. Indicate which file to use in the File/Subroutine field. For example, use the VERF.VEN.EMP.SUBL subroutine to validate employees and former employees as subledgers for a G/L Payroll account, if you have your employees set up as vendors in the system with a vendor type of Employee or Former Emp.
In the File/Subroutine field, enter the name of the file, such as INITIALS, or the subroutine that defines the subledger. If using a file, in addition to a file name, you can also enter an attribute number to further define the subledger.
For example, enter INITIALS,3 to pull the third attribute, the account name, from the INITIALS file. When you view subledgers using F10 in a subledger field in the system, the list displays the subledger record ID and the name, as that is the third attribute in the INITIALS file. If you decide to validate on a file and attribute, use Dictionary Maintenance Summary to determine which attributes to use.
Press Esc to save the information and exit the screen.
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