Subledgers

Subledger Tables and Tips

Mary Canan Bellevue Community College

Teresa Feltmann Center for Information Services

BAR 101April 21, 2006 Renton Technical College

SubledgersSubledgers 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.eduApplications- FMS

FMS Document IndexFMS Module

&FunctionsFMS Control Tables

TablesControl 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. Values01 Encumbrance02 Reimbursable03 Credit Memo04 Accounts Payable05 Deferred Revenue06 Tuition Distribution07 Payroll Handwrites08 Accounts Payable Accrual

Subledger09 Accounts Receivable Subledger10 Travel Advances

GA1078• GA1078-001 SUBLEDGER TABLE FYR=05-06

• SUBLEDGER CODE [09] SUBLEDGER TITLE [AR SUBLEDGER ] SUBLEDGER STATUS [A]

• SUBLEDGER SELECTION INDICATOR [ A] • SUBLEDGER PURGE INDICATOR [ 9]

• SUBLEDGER LIFE INDICATOR [N]

• RVSN DATE [ 050402]

• 9005:INQUIRY complete

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 Do not purge• 1 FND or APPR-INDX, GL & DOC-NUM • 2 FND or APPR-INDX, GL & ID-NUM-TYP (CUST-ID)• 3 FND or APPR-INDX, GL, ID-NUM-TYP & DOC-NUM• 4 REIM-CD & CAMPUS (on ORG TABLE)• 5 FND or APPR-INDX, GL & ID-NUM-TYP (CUST-ID)• 6 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 FYR=05-06

• 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

GA1031

• GL 1312 Subledger indicator valueA. Update all occurrences of this GL to the Subledger regardless of the transaction codeS. Updated selected occurrences based on specific transaction code

GA1093

• Transcode TablePosting Routine ~ GA1906Values:

Budget = Budget Status FileGA1906 = SubledgersFINAID = Financial AidY-N for dr/cr must match field for GL

GA1093• GA1093-001 TRANSACTION CODE TABLE-FILE POSTING FYR=05-06

• TRANSACTION CODE [061] TRNS CODE TITLE [A/R-RECORD CURRENT ]

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

GA1093• GA1093-001 TRANSACTION CODE TABLE-FILE POSTING FYR=05-06

• TRANSACTION CODE [192] TRNS CODE TITLE [C/R-DEFERRED REVENUE]

• 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

Jobs & Reports:See the CIS website for documentation on Job Scheduling:

http://www.cis.ctc.eduApplications- CIS Job Scheduling Index

FMS - Select job category BAxxxxJBMxxxxJFMxxxxJGAxxxxJMMxxxxJPMxxxxJFGxxxx

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 Detail1. Change Customer ID # frequently

if you are having issues with purging.

2. Organize your Customer ID#. 3. Review purge criteria4. 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 AdvanceRun 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 Revenue1. Review debt types- Table BM1020 – all fees do not

have to defer – such as auxiliary funds.2. Review fee codes – Table BM1001 – verify that fee

codes that do not defer have the appropriate debt type.

3. Talk to cashiers regarding the Year Quarter of their cashiering screens for non-registration activity.

4. Run the reverse deferred revenue job FG034Aas soon as possible after year end. Must be run for all quarters separately

5. Run the purge report GA1305J after July ME.6. 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 SubledgersExamples of where you may want to establish

your own unique subledger

22 Customer Deposits

23 Dormant Checks

Set-up on Tables: GA1078; GA1031; GA1093

BalancingBalance Monthly –The key to a clean close/open is not to have issues in the subledgers

Monthly

Run ReportsDesignate a person responsible

for monitoring the reportsDevelop procedures for a high

level reviewLook for credit amounts in the

AR SubledgerLook at the aging reportsScan 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 EntriesCurrent 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 GA1335Example 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 GL GA1409 YREND Difference 149 1354 2,000 2,400 400 149 9580 -1,250,000 -1,250,400 -400

Entry in new year FMS by General Accounting Batch: GA1103 (If receivable is still Outstanding correct it as follows:

TC Fund GL AmountR14 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?