Tutorial 23 - Updating Subledgers

You have now created three Subledger Templates: Misc, Stock, and Trade. You have also configured a
number of Procedures for the Trade Template. In this Tutorial, you will be populating Subledgers with minimal data. The Misc Subledgers will be entered with local data. The Stock Subledgers consists of linked fields only and derive their data from the Invent Global table. The Trade Subledger is a combination of local and linked data deriving some of its data from the Names and Terms Global Tables. The Trade Subledger Template will hold both Customer and Vendor data; in this Tutorial you will declare two Customers also as Vendors.



Exercise 23 - 1, Data for the Misc Subledgers
This Template requires only two items of information that have to be typed into the editable fields: Numeric ID and Description. The Title bar shows the Prefix and GL Control Account combination to which the active Misc Template is attached (e.g. 3-870).

If Prefix 3 and GL 870 is not the desired target, click on the Set GL account button. This will display the Select controlling account panel listing all the account combinations to which the Misc Template is attached. Make your selection and press the OK button.

This will update the Title bar with your selection. You are now ready for your data entry. When all subledger accounts have been added for Account 1-790, select the next Control Account.

1. Launch the General Data Entry function.
Select Misc from the Subledger area of the Open Table panel.
Click on the Set GL account button, if necessary, and select the desired Control Account from the Select controlling account panel.
2.
Enter these Misc Subledgers shown in Control Account - Numeric ID - Description order:
Advertising
2-710 1 Yellow Pages
2-710 2 Web Site
2-710 3 Periodicals
2-710 4 Daily Newspaper
3-710 1 Yellow Pages
3-710 2 Web Site
3-710 3 Periodicals
3-710 4 Daily Newspaper
Communications
1-790 1 Telephone
1-790 2 Fax
1-790 3 Internet E-mail
2-790 1 Telephone
2-790 2 Fax
2-790 3 Internet E-mail
3-790 1 Telephone
3-790 2 Fax
3-790 3 Internet E-mail

Professional Fees

1-850 1 Accounting & Audit
1-850 2 Consultants
1-850 3 Legal Fees
Repairs & Maintenance
1-870 1 Leasehold
1-870 2 Office Equipment
1-870 3 Furniture & Fixtures
2-870 1 Leasehold
2-870 2 Office Equipment
2-870 3 Furniture & Fixtures
2-870 4 Warehouse Equipment
3-870 1 Leasehold
3-870 2 Office Equipment
3-870 3 Furniture & Fixtures
3-870 4 Warehouse Equipment
Shareholders' Loans
1-375 1 John Dough
1-375 2 Jane Dough


Exercise 23 - 2, Data for the Stock Subledgers
This Template contains no local data but derives its data from the Invent Global table. The Stock Template is attached to these Control Accounts:

When entering data into this Template, simply enter the Product Code into the Product Code field and STEP FORWARD will locate the record in the Invent Global table and link up the record, displaying data in all of the linked fields. In the event that no match is found STEP FORWARD will give you the opportunity to add your Product Code as a new one; if this is your wish, click on the Add New button. However, if you don't know the Product Code and you don't wish to add a new one, click on Add new button anyway. This will display the Invent General Data Entry window: click on the Find button (this will display the Find records panel), press the Do button (this will load all Products in no specific order into the Invent General Data Entry window's record browser) - or specify the Search Criteria and Sort Order before pressing the Do button. Look up the desired Product Code and enter it into Stock Template.

1. Select Stock from the Subledger area of the Open Table panel.
Click on the Set GL account button, if necessary, and select the desired Control Account from the Select controlling account panel.
2. Enter these Stock Subledgers shown in Control Account - Numeric ID order:
Inventory
2120 311321, 311322, 422654, 422655
3120 311321, 311322, 422654, 422655
Revenue
2-510 311321, 311322
3-510 311321, 311322
2-520 422654, 422655
3-520 422654, 422655
Cost of Sales
2-610 311321, 311322
3-610 311321, 311322
2-620 422654, 422655
3-620 422654, 422655


Exercise 23 - 3, Data for the Trade Subledger
The Trade Template is attached to these Control Accounts: 1-112 Accounts Receivable and 1-308 Accounts Payable.

1. Select Trade from the Subledger area of the Open Table panel.
Click on the Set GL account button and select the 1112 (Accounts Receivable) Control Account from the Select controlling account panel.
2. Enter these Trade Subledgers shown in (Last or Corporate) Name, Payment Method, Account Information, if applicable (Institution, Transit, Account or Number, Expires) order, pick your own Extension numbers. Enter the Name (this will cause the linked data to be loaded from the Names Global table).
Cole Visa 4510 5014 8020 6020, 0300
Leathley MasterCard 5191 2311 1205 5552, 1299
Aquila PAP 001, 27908, 1103 621
Marakon Terms (Code 2)

In addition, add these (do not bother with an address, etc.):
MasterCard Center Terms (Code 3)
Visa Center Terms (Code 3)
PAP Center Terms (Code 3)
When you enter these Names into the Last or Corporate Name field, you will be confronted with this Attention panel:

Click on the Add new button, this will display the Names Global General Data Entry window with the Name (e.g. MasterCard Center) already pre-loaded. Complete the Names Global entry, you will be returned to the Trade Subledger General Data Entry window, and complete the Trade Subledger entry.

3. Click on the Set GL account button and select the 1308 (Accounts Payable) Control Account from the Select controlling account panel.
4. Enter Putumayo into the Last or Corporate Name, select Terms as the Payment Method and 4 as the Terms Code. Now add these Vendors which have not as yet been set up in the Names Global table. You can either do it in a two step effort i.e. select Names from the Global area of the Open Table panel, add the names, followed by select Trade from the Subledger area of the Open Table panel and entering the names (link) and required Terms (use Code 2 for all new Vendor Names); or, work directly from the Trade Subledger General Data Entry window and use the Add new method just described in step 2 above. All Entity selections are Corporate. For the sake of simplicity, let's skip the Telephone, Fax, and e-mail data:

Corporate Name: Daily Rag Address: 40 Pearl Street NW
City: Calgary State: AB
Country: Canada Zip: T3W 4Z8
Corporate Name: Business Journal Address: 25 Broadway
City: New York State: NY
Country: USA Zip: 10004-1064
Corporate Name: TelAll Address: 813 - 6 Ave SW
City: Calgary State: AB
Country: Canada Zip: T2P 1A1
Corporate Name: Green Acres Address: RR1
City: Calgary State: AB
Country: Canada Zip: T2J 0A0
Corporate Name: Hoist & Bearing Address: 123 - 52 St SE
City: Calgary State: AB
Country: Canada Zip: T2L 3P4
Corporate Name: Mr Fixit Address: 123 - 1 St SE
City: Calgary State: AB
Country: Canada Zip: T2G 3P4
Corporate Name: Delight & Cowper Address: 1600, 549 - 6 Ave SW
City: Calgary State: AB
Country: Canada Zip: T2P 3C5
Corporate Name: Jones, Jones & Jones Address: 2300, 120 - 4 Ave SW
City: Calgary State: AB
Country: Canada Zip: T2P 7C2
Corporate Name: Bits & Bytes Galore Address: 212, 4275 Blackfoot Trail SE
City: Calgary State: AB
Country: Canada Zip: T2G 8T8



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  Tutorial 24 - Transaction Procedures for the Common Transaction Template
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