Subledgers
Subledger Tables and Tips
Mary Canan
Bellevue Community College
Teresa Feltmann
Center for Information Services
BAR 101
April 21, 2006
Renton Technical College
Subledgers
Subledgers can be established for any
general ledger to capture year-to-date
and, optionally, biennium-to-date
general ledger activity.
Subledgers
• Subledgers are maintained
on the Subledger Table
(GA1078) and assigned to
the general ledgers on the
General Ledger Table
(GA1031) with the posting
routine controlled on the
Transaction Code Table
(GA1093).
Subledgers
Go to the CIS website for
documentation on FMS
Tables:
http://www.cis.ctc.edu
Applications- FMS
FMS Document Index
FMS Module &Functions
FMS Control Tables
Tables
Control Tables
Subledger Table GA1078
General Ledger Table GA1031
Transaction Code Table GA1093
GA1078
• Subledger Control Table
Assigns the Subledger Code
Codes 01-20 are CIS-defined.
Values
01 Encumbrance
02 Reimbursable
03 Credit Memo
04 Accounts Payable
05 Deferred Revenue
06 Tuition Distribution
07 Payroll Handwrites
08 Accounts Payable Accrual Subledger
09 Accounts Receivable Subledger
10 Travel Advances
GA1078
•
GA1078-001
SUBLEDGER TABLE
•
SUBLEDGER CODE [09] SUBLEDGER TITLE [AR SUBLEDGER
•
SUBLEDGER SELECTION INDICATOR [ A]
•
SUBLEDGER PURGE INDICATOR [ 9]
•
SUBLEDGER LIFE INDICATOR [N]
•
•
RVSN DATE [ 050402]
9005:INQUIRY complete
FYR=05-06
] SUBLEDGER STATUS [A]
GA1078
•
Subledger Purge Indicator is controlled on this
table by the following values- The charge and
the payment must equal zero by the following
parameters
•
•
•
•
•
•
•
0
1
2
3
4
5
6
•
•
•
Do not purge
FND or APPR-INDX, GL & DOC-NUM
FND or APPR-INDX, GL & ID-NUM-TYP (CUST-ID)
FND or APPR-INDX, GL, ID-NUM-TYP & DOC-NUM
REIM-CD & CAMPUS (on ORG TABLE)
FND or APPR-INDX, GL & ID-NUM-TYP (CUST-ID)
FND or APPR-INDX, GL, ID-NUM-TYP (CUST-ID),
CHRG-ID & CUST-REF
7 FND or APPR-INDX, GL, ID-NUM-TYP (CUST-ID),
CUST-REF & YRQ
8 Developed for Customer Accounts use
FND or APPR-INDX, GL, ID-NUM-TYP (CUST-ID),
CHRG-ID, DOC-NUM, PRG-ORG & CUST-REF
9 FND or APPR-INDX, GL, ID-NUM-TYP (CUST-ID),
DOC-NUM & PRG-ORG
GA1031
• General Ledger Table tie the
subledger code from GA1078
to the general ledger.
Examples
• GL 1312 Subledger Code = 09
• GL 1319 Subledger Code = 07
• GL 5192 Subledger Code = 05
• GL 6410 Subledger Code = 01
• GL 6505 Subledger Code = 02
GA1031
•
GA1031-002
GENERAL LEDGER TABLE
•
GENERAL LEDGER [1312] GL TITLE [CURRENT ACCTS REC ] GL STATUS
[A]
•
•
SUBLEDGER CODE [09]
SUBLEDGER UPDATE IND [S]
•
GL DR/CR IND [+]
•
•
•
•
GL CLOSE IND [3]
GL OPEN IND [S]
GL FYR OPEN TRNS CD [S05]
GL BIEN OPEN TRNS CD [S05]
•
•
•
GL GROUP [1]
GL CLASS [C]
GL SUBCLASS [1]
•
•
•
GL BDGT UPDATE IND [ ]
•
•
AFRS GL REPORT IND [Y]
RVSN DATE [050402]
9005:INQUIRY complete
FYR=05-06
GA1031
• GL 1312 Subledger
indicator value
A. Update all occurrences
of this GL to the Subledger
regardless of the
transaction code
S. Updated selected
occurrences based on
specific transaction code
GA1093
• Transcode Table
Posting Routine ~ GA1906
Values:
Budget = Budget Status File
GA1906 = Subledgers
FINAID = Financial Aid
Y-N for dr/cr must match
field for GL
GA1093
•
GA1093-001
TRANSACTION CODE TABLE-FILE POSTING
FYR=05-06
•
TRANSACTION CODE [061]
•
•
•
FILE POSTING
POSTING
RTN NUM
TITLE
DR1 CR1 DR2 CR2 DR3 CR3 DR4 CR4
[GA1906] [AR SUBLEDGER ] [Y] [N] [N] [N] [N] [N] [N] [N]
•
9005:INQUIRY complete
TRNS CODE TITLE [A/R-RECORD CURRENT ]
GA1093
•
GA1093-001
TRANSACTION CODE TABLE-FILE POSTING
FYR=05-06
•
TRANSACTION CODE [192]
•
•
•
•
FILE POSTING
POSTING
RTN NUM
TITLE
DR1 CR1 DR2 CR2 DR3 CR3 DR4 CR4
[GA1906] [DEFERRED REVENUE] [N] [Y] [N] [N] [N] [N] [N] [N]
•
9005:INQUIRY complete
TRNS CODE TITLE [C/R-DEFERRED REVENUE]
Jobs & Reports:
See the CIS website for documentation on Job
Scheduling:
http://www.cis.ctc.edu
Applications- CIS Job Scheduling Index
FMS - Select job category
BAxxxxJ
BMxxxxJ
FMxxxxJ
GAxxxxJ
MMxxxxJ
PMxxxxJ
FGxxxx
Job Scheduling for Subledgers
1. Daily posting updates
subledger
2. FG009M ~ monthly purge
after month end
– GA1305J job runs purge
– GA1314J Purge Report
(Note: GA1305J job purges all
subledger – their isn’t a
selection criteria)
Subledger Reports
• Job GA1337J to generate subledger
reports
• College Option ~
• 01 = Encumbrance
• 02 = Reimbursable (see GA3236J)
• 03 = Credit Memo
• 04 = Accounts Payable
• 05 = Deferred Revenue
• 06 = Tuition Distribution (see GA2102J)
• 07 = Payroll Handwrites (1399 GL)
• 09 = Accounts Receivable (see BM
1781J, BM 1780J & BM 1711J)
• 10 = Travel Advance
TIPS AR Subledgers
Run AR subledger reports a minimum of
monthly
AR Subledgers – BM 1781J for Detail
1. Change Customer ID # frequently if
you are having issues with purging.
2. Organize your Customer ID#.
3. Review purge criteria
4. Schedule BM1780J - AR Trial
Balance for an overview tool.
5. Schedule BM1711J – to monitor the
long term outstanding and problem
receivables.
6. Student Social Security numbers can
not be corrected to the SID #. Call
CIS for a manual correction.
Tips for Payroll/Travel Advance
Run GA1337J Subledgers 07 and 10 – minimum
monthly
Payroll – issues are normally between Social
Security with an (E-employee) versus (S-student)
you will have to manually correct these with a
GAT sheet through screen GA1103.
Verify monthly that handwrites are clearing- talk
to the payroll department for all outstanding
handwrites to verify which payroll will clear
them. (the B payroll will always carry over to
the next month)
Travel Advances – monitor to verify travel expense
reimbursements are returning timely. If using
transaction code 077 (GL1383) for the travel
advance use 078 for the travel expense-this will
clear the advance in one entry.
Tips for Deferred Revenue
1.
2.
3.
4.
5.
6.
Review debt types- Table BM1020 – all fees do not
have to defer – such as auxiliary funds.
Review fee codes – Table BM1001 – verify that fee
codes that do not defer have the appropriate debt
type.
Talk to cashiers regarding the Year Quarter of their
cashiering screens for non-registration activity.
Run the reverse deferred revenue job
FG034Aas soon as possible after year end.
Must be run for all quarters separately
Run the purge report GA1305J after July ME.
Run Subledger GA1337J Code 05 to find
items that did not purge.
Credit Memos
Run GA1337J at minimum
quarterly. Especially as you
near year end. Request a
check from the vendor
whenever possible. Make sure
that vendor payments are not
being paid when there is an
outstanding credit memo.
These transactions are normal in
the bookstore operation.
Accounts Payable
Run GA1337J – subledger
code 04.
Are you utilizing this
subledger?
Check GA1031 for ledger
6505 and 6510. If it has the
code 04 it is updating an
accounts payable
subledger. If it has the
code 02 it is updating a
reimbursable subledger.
College Defined Subledgers
Examples of where you may want to establish your
own unique subledger
22
Customer Deposits
23
Dormant Checks
Set-up on Tables: GA1078; GA1031; GA1093
Balancing
Balance Monthly –
The key to a clean close/open is not to
have issues in the subledgers
Monthly
Run Reports
Designate a person responsible
for monitoring the reports
Develop procedures for a high
level review
Look for credit amounts in the AR
Subledger
Look at the aging reports
Scan the Prog/Org Trial Balance
Report
Monthly
Run the SMART GA1409
checklist.
http://www.sbctc.ctc.edu/SMART/logon.asp
• Correct entries each
month
• The next day run the
SMART GA1409 checklist to
verify your correction fixed
the error. (Be sure to
upload current data)
Tricks with Accounts Receivable ID
• Assign CUST-ID numbers to
assist your quick reviews
• Rotate large agency
numbers quarterly
– IE: DVR-A561; DVR-A562
• Assign a number by staff
responsible
- PC-SBCTC
- FS-DSHS
Establish Quick DATAX for
balances
• We can Share Datax files
through CIS. Your IT person
will need to be involved.
• Samples available
Close/Open
• The General Ledgers with a
GL open indicator of a “S”
on the GA1031 table will
open from the Subledgers
• How do they get out of
balance?
– Manual Adjusting entries sent
to SBCTC during closing
– Using incorrect transaction
codes.
Transaction codes for Opening
Entries
Current Year Transaction
Codes post to the
subledger
Opening Transaction Codes
are as follows:
• A__ do not post to
subledger
• R __ post to the subledger
• S __ do not post to the
subledger
Prog/Org Trial Balance GA1335
Example of when S__ transaction
codes maybe necessary.
Accounts Receivables have
purged – you have a GL1312
balance off setting in two
different prog/org but nothing
on the AR subledger.
Use S05 and S05R (they must be in
the same fund) to correct.
Correct a manual closing entry
Some manual entries can be reversed by SBCTC.
If they are reflected on your opening
adjusting entries you must enter them in the
new year:
Fund
149
149
GL
GA1409
1354 2,000
9580 -1,250,000
YREND
2,400
-1,250,400
Difference
400
-400
Entry in new year FMS by General Accounting Batch: GA1103 (If receivable is still
Outstanding correct it as follows:
TC
Fund GL
Amount
R14
149 1354/9999
400 (this will post to the subledger)
A01R
149
9999/9580
-400
If the receivable is no longer outstanding—
R14
149 1354/9999
400 (this will post to the subledger)
150R
149 3205/1354
-400 (this will post to the subledger)
A01R
149 9999/9580
400
When all else fails –
call CIS Customer Support
• Things that happen that
you can’t fix.
– Social Security Numbers in
the AR subledger versus
student ID numbers
– Encumbrance/Liquidation
that get caught between
fiscal years
Questions?