Creative Uses of GL Units Account in Sage 300 CRE

by Kyle Zeigler, Sage Senior Certified Consultant

Track metrics that matter to you

When we think of general ledger financial statements in Sage 300 CRE, the traditional balance sheet, income statement and statement of cash flows come to mind. These reports provide information about the company’s long-term stability, present-day profitability, and use of cash in its daily operations. However, your general ledger can be used for more than finance-related dollar amounts. The use of Units accounts can be used to track all sorts of metrics, and the metrics you choose to track are entirely up to you!

In General Ledger, when setting up a new base account, an account type is assigned. One of the selections for account type is Units. Unit accounts are similar to other GL accounts, but there are some differences in how they process: Entries are made using GL > Tasks > Record Entries or GL > Tools > Import Transactions, but entries to unit accounts are not required to balance in order to be posted. Closing entries are not created for unit accounts when GL > Tasks > Close Fiscal Year is run. Budgets can be entered, updated, and used for reporting for unit accounts. Financial Statement Designer (FS) can be used to produce “financial statement” reports using the balance and activity fields of these accounts.

More great uses!

Beyond the obvious tracking of inventory units in and inventory units out, some other possible uses of unit accounts include:

Employee headcount reporting

  • Create one unit-type account for employees hired and another unit-type account for employees terminated.
  • In the account for employees hired, enter the number of active employees as of the first date of the fiscal year – the “beginning balance” for the account.
  • Record a monthly entry for new hires and terminations in the designated accounts.
  • Use the FS application to create a statement that shows the monthly activity and year-to-date total. Add the report to a Statement Group to print automatically with other financial statements.
  • Create a FS accumulator to store the headcounts. Add a column to your favorite income statement that uses an expression to calculate income and costs per employee.

Projects bid versus projects won

  • Create one unit-type account to track the number of projects bid each month and another for the number of projects awarded.
  • Create a FS design to show the monthly activity and year-to-date totals. Add percentage calculations to show the number of bids won as a percentage of the total bid.
  • Even better, create a report using the Crystal Reports program to add colorful charts and graphs and your company’s logo in the header.

Calculate dollars per square foot

  • Use FS to open your favorite income statement and “save as” to a new FS design name.
  • Create an accumulator in which both the From Account and To Account are the unit accounts that hold the square footage or number of units.
  • In the FS design, add an expression column to calculate the cost or income per square foot or per unit.
  • Create an Expression that divides the activity or balance field to use from the cost or income accounts, such as Current Activity or YTD Activity, is divided by the Accumulator you created to store the square footage or units. Select the Add then calculate option as the Calculation method.
  • Save and test the new version of the financial statement.

Many other types of metrics and units in and out can be tracked in General Ledger – get creative! If you need some brushing up on your Financial Statement Designer skills or would like a custom Crystal Report designed for you unit-based metrics, give us a call at Ledgerwood Associates or click to send an email to support: