Defines the structure of Sub-ledgers. Each sub-ledger may have its own unique structure and each unique sub-ledger is identified by its Sub-ledger name.
A sub-ledger can be up to 8 characters long. These characters are separated into two sections:
Sub-ledger Name
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1 or 2 characters in length.
(e.g. MA=Maintenance, CC=Contract Courses, E=Equipment Control.) The name is any meaningful 1 or 2 digit character representation of the sub-ledger and is arbitrarily assigned by the user to match the description of the sub-ledger.
Sub-ledger Account Number
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Up to 6 or 7 characters, depending on the size of the sub-ledger name.
This section can be alpha-numeric.
This section can be broken down into two levels to allow for sub-total reporting (level #1 and level #2)
Year
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Enter the year the control record is to be added to.
Sub-Ledger Name
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Enter a 1 or 2 digit name for the sub-ledger to create. (e.g. MA=Maintenance, CC=Contract Courses, E=Equipment Control.) The name is any meaningful 1 or 2 digit character representation of the sub-ledger and is arbitrarily assigned by the user to match the description of the sub-ledger.
Description
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Enter the description of the sub-ledger.
Level #1
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Enter the number of positions in Level 1 of the sub-ledger account number.
The report programs will allow one subtotal when listing any sub-ledger. The subtotal position is determined by separating the number of digits in the account number into two levels. Subtotaling will occur when the portion of the account number in Level 1 changes.
Level #2
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Enter the number of positions in Level 2 of the sub-ledger account number.
Field #
The field numbers correspond to buckets within the sub-ledger control. The content of each field (bucket) may be determined by the user. A maximum of 12 buckets in any combination may be used. A bucket may be defined as containing data originating from the invoice entry and journal entry programs or may be utilized to display or report the annual budget or outstanding commitments.
During atrieve data entry, a 2 digit entry type code may be appended to the sub-ledger distribution account number to direct the transaction to specific buckets within the sub-ledger. Thus, all buckets which designate that entry type code as valid will be eligible to receive the transaction. The sign [+ or -] used on data entry will similarly be used in the bucket.
Entry type codes are combined with a cycle to create a current, year-to-date, life-to-date structure,
In addition to defining the planned content of a bucket, this screen also defines the placement & display of this data in atrieveFinance >General Ledger > SL Maintenance > SL Inquiry> Expense Screen.
Entry Type Codes
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Enter the valid entry type codes for each bucket required (01 through 12).
During data entry, invalid entry type codes (or no type code specified) default to 99, therefore, designate entry type code 99 as valid for at least one of the buckets. Should totals of various buckets be required, this is accomplished by defining total buckets and repeating the entry type codes in the total bucket.
All transactions directed to any of the buckets must also be directed to the appropriate total bucket. If a bucket is to be used to display an annual budget or outstanding commitment, the entry type code should be 'BU' or 'CO'. Data from invoice entry and journal entry may be combined with outstanding commitments or annual budget.
Line
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Enter the line number on the screen where you wish this bucket to display.
COL.
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Enter the column number on the screen where this bucket is to display.
Cycle
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Enter a cycle designation that applies to this bucket. (e.g. 1=current, 2=year-to-date, 3=life-to-date.)
Cycle codes are used during sub-ledger final update (month end). A 'CycletoZero' prompt is provided and buckets with a cycle code matching the entry are zeroed Prior to commencing the update. Therefore,cycle code 1 would be cycle to zero every month during sub-ledger final update. Cycle code 2 (year-to-date) would be cycle to zero during the sub-ledger year end process.
Type [E,C,B,D]
Enter the bucket type.
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E |
Expenditures (from invoice entry and Journal entry). This means just print the value of the bucket. |
|
C |
Displays or reports outstanding commitments PLUS contents of bucket, if any. If the bucket is used to display outstanding commitments only, Entry Type Code=CO and Type=C. If the sum of outstanding commitments plus for example expenditures is required, Entry Type Code=All those applicable and Type=C. |
|
B |
Displays or reports annual budget. If the bucket is to be used to display annual budget Entry Type Code=BU and Type=B. |
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D |
Displays or reports annual budget LESS the sum of outstanding commitments and contents of expenditures bucket, if included in the Entry Type Codes. Entry type code=all those applicable and type=D. |
Field #
Repeat the last 5 prompts for each bucket that you wish to use.
This screen describes the way the system will title the secondary sub-ledger Inquiry Screen. The screen, line and column numbers must coordinate with line and column numbers used in Screen 1 so that the screen displayed on inquiry is intelligible.
Sample Sub-Ledger Screen 2
Line
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Enter the line number of the screen where the description is to display.
COL.
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Enter the column number on the screen where the description is to display.
Description
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Enter the descriptive title to display at line and column numbers indicated above.
DDD = displays the sub-ledger account description. Repeat as required.
Sample Sub-Ledger Screen 3
With this screen, the user builds the title lines that are printed at the top of each page of the Sub-ledger Statistical Report. Note the ' underlining' technique.
Title
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Enter the report title line number. E.g., line 1 and line 2 of the titles are shown in the sample.
COL.
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Enter the column number of the title line where the title literal will commence printing.
Report Title
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Enter the report title literal that will be printed at line and column numbers indicated above.
This screen is to allow the user to design the layout of the detail report line. (Note: It should line up the items below the corresponding headings.)
Sample Sub-Ledger Screen 4
Bucket #
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Enter the number of the 'bucket' (corresponds to Field # on Screen #1) to be printed. Note: Put '1' when using print-mask items ACCT$ and DESC$.
Skip
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Enter the number of lines to skip after printing this bucket.
COL.
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Enter the report column number where the contents of this bucket will commence printing.
Print Mask
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Enter any valid Basic print mask that is applicable.
Examples:
ACCT$=prints sub-ledger account number
DESC$=prints sub-ledger account description.
###,###.## or YTD ###,###.## = dollar values of buckets. Repeat as required for each bucket.
Note: See Appendix H for a listing of the valid Basic print masks.