Tutorial 11 - Subledgers

Subledger tables are similar to Global tables in that their structure is based on the fields contained in the Template. However, there are two distinct differences:
a Subledger Template requires a Subledger # field, a Global Template may have a Subledger # field;
a Global Template can be both a source and a recipient of linked fields, Subledgers can only draw linked fields from Global Templates.
All other features of the Global Templates are also present in Subledger Templates. Subledgers are used in conjunction with General Ledger Accounts (GLA). When a Subledger is associated with a GLA it makes the GLA a Control Account. More than one GLA can be associated with the same Subledger Template.

For the purpose of this tutorial we will create three Subledger Templates:

1. a Trade template with links to the Names table and a Terms Global table (which needs to be configured);
2. a very simple Misc template to analyze certain General Ledger Accounts according to a Subledger Number and Description; and,
3. a Stock template with links to an Invent Global table (which needs to be configured).


Exercise 11 - 1, Configuring the Terms Global Template
Configure this template with the following fields:

1. Launch the Global Templates editor.
2. Configure a new "Terms" template as per example with these specifications, make the:
Terms Code, Net Days, and Discount Days as Integers of 1 Byte (Range 0 - 255);
Terms Description to be of Text type (Size 40 Max);
Discount Rate to be of Float type (with 2 decimal places, which is the default);
and define all fields as local and set their Input action to Ask.

3. Save: Name = Terms; Description: Credit Options - Customers and Vendors.
4. Launch the General Data Entry function.
Select Terms table and add two records for these terms codes:
Terms Code = 1; Terms Description = Net 30; Net Days = 30
Terms Code = 2; Terms Description = 2% 10, Net 30; Net Days = 30; Discount Days = 10; Discount Rate = 2.00


Exercise 11 - 2, Set Up an additional Value List
The Trade template will require a pop-up list to handle payment options:

1. Launch the Value List editor.
2. Create a new Value List entitled Payment Method containing these values: Select One, Terms, MasterCard, Visa, and PAP.


Exercise 11 - 3, Configure the Trade Subledger Template
You will create a Subledger template named Trade which can be used for both Accounts Receivable as well as Accounts Payable. In a commercial application this type of a Subledger would be more complex; however, for the purpose of this tutorial, this is adequate. Before getting into the actual creation of a Subledger template, learn about field locations.

1. Launch the Architecture > Subledgers Templates editor
Click on the Names tab in the Palette.
Click on City in the Name column and on the Field locations tab

The Field locations area shows you that the City field is local field in the City table and a linked field in the Names table. You will be using City in the Trade Subledger template. Technically speaking, City could be a local field (by dragging it from the General list), a link to the City table (by dragging it from the City list), or a link to the City table through the Names table (by dragging it from the Names list). The best choice is a link through the Names table because this will avoid making incorrect City selections and is also more efficient since all selected fields from the Names table (including the City link) will be loaded into the Subledger automatically during General Data Entry.

2. Grab/drag the following fields from the Names list of the Palette: Numeric ID, Salutation, First Name, Last or Corporate Name, Address, City, St/Pr, Country, Zip, Telephone, Fax, and E-mail.
3. Grab/drag the following fields from the Terms list of the Palette and modify the User name to that shown in brackets (to conserve space): Terms Code (Code), Terms Description (Description), Net Days, Discount Days (Disc Days), and Discount Rate (Disc Rate).
After positioning and connecting the Terms fields, rubber-band them and select Format > Layout > Group and rename the Name Box to Credit Terms.
4. Drag eight New field icons from the Palette and define and group as indicated:
System name: Trade Account; User name: Trade Account; Data type: Text - 2 Fixed; Input Action: Lock.
System name: Telephone Extension; User name: Extension; Data type: Integer - 2 Bytes; Input Action: Ask.
System name: Payment Method; User name: Payment Method; Data type: Text - 40 Max; Input Action: Ask; Lists: select Payment Method

Group the following as PAP - Preauthorized Payment Plan
System name: PAP Institution; User name: Institution; Data type: Text - 3 Fixed; Input Action: Ask.
System name: PAP Transit; User name: Transit; Data type: Text - 5 Fixed; Input Action: Ask.
System name: PAP Account; User name: Account; Data type: Text -19 Max; Input Action: Ask.

Group the following as Credit Card
System name: Credit Card Number; User name: Number; Data type: Text - 19 Max; Input Action: Ask.
System name: Credit Card Expires; User name: Expires; Data type: Date; Input Action: Ask.

5. Arrange the fields, add suitable titles, and connect the fields.
Group the fields into two sections as to Account Contact Data and Account Settlement Data.
The finished template should look something like this:

Please Note: The connecting lines establishing the cursor movement are not always visible due to the compact alignment of the fields.

6. Create a Unique Index (consult on-line or context sensitive Help, if necessary) :

Test and Save - Name: Trade; Description: Customers (AR) and Vendors (AP).


Exercise 11 - 4, Configure the Misc Subledger Template
You will create a Subledger template named Misc which can be used for the analysis of certain General Ledger Accounts. Test and Save - Name: Misc; Description: Miscellaneous Subledgers.

The finished template should look something like this:


Please Note:
These Subledgers are, at this stage, in limbo; to become enabled (see the Open Table panel below), they must each be attached to at least one GL Account. Also, the Trade Template should be enhanced with Procedures, some of which require GL Account information which will be established in the next few tutorials.



Exercise 11 - 5, Configuring the Invent Global Template
Configure the template with the following fields:

1. Launch the Global Templates editor.
2. Configure a new template as per example with these specifications, make the:
Product Code as Subledger# (Size 6 Num), Input action: Ask;
Product Name to be of Text type (Size 40 Max), Input action: Ask;
Cost GL be of Text type (Size 3 Fixed), Input action: Ask;
Selling Price to be of Money type (with 2 decimal places), Input action: Ask, Mandatory Input: Yes.
Average Cost to be of Money type (with 2 decimal places), Input action: Lock.
Recalculate to be of Switch type, Input action: Lock.

3. Save: Name = Invent; Description: Inventory Master.
4. Launch the General Data Entry function.
Select Invent table and add these records (each row contains four values listed in input-order):
Bits & Pieces 311321 610 15.95
Bit by Bit 311322 610 88.75
Bytes Assembler 422654 620 88.95
Bytes & Nibbles 422655 620 28.95


Exercise 11 - 6, Configure the Stock Subledger Template
You will create a Subledger template named Stock which can be used for the analysis of the Inventory GL Account. All fields in this Template will be linked to the Invent table. In real life, an Inventory Subledger Template will be more complex. We kept this one extremely simple but adequate for the Tutorial.

1. Launch the Subledger Templates editor.
2. Complete the Workspace as per this example by dragging the fields from the Palette's Invent view.
This will create a Subledger Template with all fields linked to the Invent table.

3. Save: Name = Stock; Description = Inventory for Resale.


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  Tutorial 12 - Defining Fiscal Periods
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