Ledgers vs. Allocation Groups ??

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Posted on by Accounting Manager

We are currently using allocation groups to spread expenses between different cost centers, or to say spread the expense of a purchase of parts that would repair any one of our trucks between all of our trucks.

The problem with that, is that we continually have to update allocation groups. Things become out of date, or their usage changes. So if truck X is used 40% less than it was last year, I have to go through each allocation group (we use a lot) to see where truck X is used to update. Or, if truck X is now used for two services instead on one, I have to find everywhere X is used, and update accordingly.

I'm not familiar with Ledgers, but was told they can be used for just this thing. Update truck X in one place, and it's automatically updated everywhere. Is anyone familiar?

We're using Solomon 6.0. I've tried to see if I can figure anything out, but all I see is Ledger Maintenace under GL Module. But I can't figure out how to get started....

Please help :)

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Toni Savage 260 on at

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Re: Re: Reconciling sub ledgers

in the old partner forum, this fellow said his company had an add-on:

Michael KileyPresidentMissionSoft Corporation645 W Orange Grove Rd, 1081Tucson, AZ 85704ph: 520-531-8101www.missionsoft.org
Philip Xavier 150 on at

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Re: Reconciling sub ledgers

Toni,

Thanks for your reply. This is how we do the reconciliation, just trying my luck if there is an easy way. Do you know the add on and the cost of it?

Regards,

Philip

Toni Savage

260 on at

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Reconciling sub ledgers

So far as I know there is no single report that will reconcile automatically.

I think there was an add-on that did this, and I have a couple of checklists of how to balance using several reports (there are several things that can put you put of balacne)

Unfortunately, there does not seem to be any way to upload files to this forum, so --i'll try to paste it

Month-end AP Account Balancing

For month of: ________________________________

Date: ___________

Note: Be *SURE* all reports are set to the current period, and GL is in same period as AP. Change 21000 to the AP Account you are balancing to the GL. This sheet assumes that prior month was in balance.

Report name

Select Parameters

check for done, or amount

1. Run AP Batch Register for unreleased.

AP Batch Register

BATCH.STATUS IN

S,H,I,R,T,B,K

Should be no batches

2. Ensure no future batches

AP Batch Register

Report tab next per to 12-9999

Ensure no batches to, say, 1-3008

3. Post all batches in GL.

GL Post transactions screen

Begin actual balancing:

4. GL Account 21000 Balance

GL Trial Balance

none

$_________________

5. Non-A/P entries 21000 (add credits, subtract debits)

GL Detail General Ledger

GLTRAN.ACCT=21000

GLTRAN.MODULE NE AP

- DR $________________

+ CR $________________

***Adjusted GL Balance

$_________________

6. Vendor totals Balance

Vendor Period Trial Bal or Per Sens've Aged AP

APDOC.APACCT = 21000

$_________________ Should equal Adj GL balance above. If not, follow steps 7-11

7. Ensure no mis-posted voucher credit items

AP Distribution

APTRAN.TRANTYPE In VO,AC (and) APTRAN.ACCT = 21000

Should be no entries->debit col. should be 0.00

- DR $_________________

8. Ensure no mis-posted voucher debit items

AP Distribution

APTRAN.TRANTYPE In VO,AC (and) APTRAN.ACCT <> 21000

Should be no entries->credit col. should be 0.00

+ CR $_________________

9. Ensure no mis-posted AD/CK debit items

AP Distribution

APTRAN.TRANTYPE In HC,CK,AD (and) APTRAN.ACCT = 21000

Should be no entries->credit col. should be 0.00

+ CR $_________________

10. Ensure no mis-posted AD/CK credit items

AP Distribution

APTRAN.TRANTYPE In HC,CK,AD (and) APTRAN.ACCT <> 21000

Should be no entries->debit col. should be 0.00

- DR $_________________

11. Subtract Prepayments

AP Account Distrib.

APTRAN.Tranype = PP and APTRAN.ACCT = 21000

$________________ ( subtract this...the Per rpts do not include these because they assume a different account for prepays. If you use the same account, then this will affect the total)

***Adjusted AP Balance

$________________

Philip Xavier 150 on at

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Re: Re: Ledgers vs. Allocation Groups ??

Tony,

Can you please let me know is there a report we can pull up with the reconciled Sub Ledger balancesn in Dynamics SL 6.5?

Regards,

Philip
Toni Savage 260 on at

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Re: Ledgers vs. Allocation Groups ??

I'm not sure what that person meant, but I can't think of anyway to do that... what you could do to at least find them easily is to set up a template on the "Allocation Groups" REPORT and use the SELECT tab with allocsrc.acct or allocsrc.sub to find all the allocation groups that that acct or sub is located in.

if you need more detail, let me know.

Ledgers vs. Allocation Groups ??

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