Due To / Due From Account Support of GL-1034 GL-1056

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1 Due To / Due From Account Support of GL-1034 GL-1056 Overview This Extended Solution to the General Ledger module adds additional posting functionality to GL-1034: Multiple Company General Journal Entry. For each General Journal entry made that moves funds from one company code to another, additional General Ledger entries will be created to offsetting Due To and Due From accounts that you specify as part of Setup and a new Company Code Offset Account Maintenance program. GL-1034: Multiple Company General Journal Entry must be installed and enabled. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions 2005 Sage Software, Inc. All rights reserved. GL-1056 (Revised 05/06) Page 1

2 Merge Installation Files Extended Solutions Setup options Setup Upon completion of software installation, you will need to access Extended Solutions Setup from the General Ledger Setup menu. Select this part number and the Setup screen for this Extended Solution will appear (Figure 1). Check the Enable Extended Solution box to activate this Extended Solution. The manual for this Extended Solution can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: SUBSIDIARY DEBIT OFFSET G/L ACCOUNT: Define the G/L account number* to use for all Debit offset postings for each Subsidiary Company Code. SUBSIDIARY CREDIT OFFSET G/L ACCOUNT: Define the G/L account number* to use for all Credit offset postings for each Subsidiary Company Code. *You need to enter the fully-formatted account numbers (i.e. include the account separator). No validation and auto-formatting will be performed on these two account numbers. Only specify these account numbers here if all subsidiary companies have the same account structure and use the same offset account number Sage Software, Inc. All rights reserved. GL-1056 (Revised 05/06) Page 2

3 If you are upgrading from Level 3, then you will be prompted to convert your Level 3 data if you have migrated your level 3 data (Figure 2). Figure 2 Click Convert Now to convert your level 3 data to the new level 4 data file. Click Convert Later to exit the prompt. Your level 3 data file will be retained. If the above conditions are still true the next time you visit this setup screen, you will be prompted to convert your data again. Click Never to delete your Level 3 data and exit the prompt. Roles/Tasks The following Task has been added: Offset Account Maintenance, can be found under the General Ledger Setup Menu. Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Offset Account Maintenance From this menu option, you will be prompted for a Subsidiary Company Code, one Agent Debit Offset Account, one Agent Credit Offset Account, one Subsidiary Debit Offset Account, and one Subsidiary Credit Offset Account (Figure 3). The subsidiary offset accounts must be defined if you left the fields of the same name in Setup blank. However if they are defined in Setup, then you will specify subsidiary accounts only for those companies which should not use the Setup accounts. A listing of entries is available for printing Sage Software, Inc. All rights reserved. GL-1056 (Revised 05/06) Page 3

4 Figure 3 General Journal Entry During General Journal Entry, as you exit a transaction, the program will look for lines that reference a Company Code other than the one in which they are making the entry. The program will then see if two offset entries exist for each of these lines, where offset entries are defined as: If the Subsidiary Company Code s entry is a Debit, then the additional entries will be: A Credit for the same amount, to the same company code, using the Credit offset Account specified in Offset Account Maint, or if blank, from the Setup screen. A Debit for the same amount, to the Agent Company using the Debit Account Number specified for in Offset Account Maintenance. If the Subsidiary Company Code s entry is a Credit, then the additional entries will be: A Debit for the same amount, to the same company code, using the Debit offset Account specified in Offset Account Maint, or if blank, from the Setup screen. A Credit for the same amount, to the Agent Company using the Credit Account Number specified in Agent Offset Account Maintenance. If the offsetting entry lines do not exist, then they will be added. If they exist as the incorrect dollar amounts, then they will be deleted and re-added with the correct amounts. Undesirable results will occur upon failure to follow these rules: The Company Code under which the General Journal Entry is being created MUST be referenced on at least one of the manually-added lines. You should NOT manually reference any offset accounts in your entries. However, if you need to adjust an account that is a specified offset, then you must do so under the Company Code to which that offset account belongs Sage Software, Inc. All rights reserved. GL-1056 (Revised 05/06) Page 4

5 ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: GL_MultiCompOffsetAccount_001 GL_MultiCompOffsetAcctWrk_001 Fields: All fields All fields Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What s New With the release: Changed Agent Offset Account Maintenance to Offset Account Maintenance Now supports subsidiary companies with differing account structures Allows for entry of subsidiary specific offset account numbers Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made by Sage Software, Inc. to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90, and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. GL-1056 (Revised 05/06) Page 5