F230: Subsccounts Budgets Allocations

Version: 2025R1
Category: Finance

How to Use This Course

This course introduces the configuration of subaccounts and automatically combined subaccounts in Acumatica ERP and the processing of transactions and documents with subaccounts. Also, it introduces two types of budgets and the ways they can be prepared in the system. The last part of the course walks you through processing allocations in the system.

What Is in This Guide

The guide includes the Company Story topic, implementation activities, and process activities. The Company Story topic explains the organizational structure of the company preconfigured in the U100 dataset, as well as the company's business processes and requirements. The primary content of the guide is configuration lessons and process lessons. Each implementation activity of the course is dedicated to a particular implementation scenario, and consists of steps that you complete. Each process activity of the course is dedicated to a particular user scenario and consists of processing steps that you complete.

Which Training Environment You Should Use

All lessons of the course should be completed in an instance of Acumatica ERP 2025 R1 with the U100 training dataset preloaded; this dataset provides the predefined settings and entities you will need as you complete the activities of this course. You or your system administrator should prepare an instance of Acumatica ERP 2025 R1, as described in the How to Create a Tenant with the U100 Dataset section below.

What Is in a Lesson

Each lesson provides a story describing a particular user scenario and an overview of the relevant features that have been enabled in the system; configuration settings that are related to the described scenario are also listed. The lesson provides a brief overview of the process that should be performed to complete the described scenario, and instructions that guide you through the process in Acumatica ERP.

          The completion of a lesson depends on the steps performed in the previous lessons. We recommend
          that you complete the lessons in the listed order.

What the Documentation Resources Are

The complete Acumatica ERP documentation is available on https://help.acumatica.com/ and is included in the Acumatica ERP instance. While viewing any form used in the course, you can click the Open Help button in the top pane of the Acumatica ERP screen to bring up a form-specific Help menu; you can use the links on this menu to quickly access form-related information and activities and to open a reference topic with detailed descriptions of the form elements.

How to Create a Tenant with the U100 Dataset Before you complete this course, you need to add a tenant with the U100 dataset to an existing Acumatica ERP instance. You will then prepare the tenant for completing the activities. To complete this preparation, perform the following instructions:

Go to Amazon Storage. How to Use This Course | 7
Open the folder that corresponds to the version of your Acumatica ERP instance.
In this folder, open the Snapshots folder and download the u100.zip file.
Launch the Acumatica ERP instance and sign in.
Open the Tenants (SM203520) form and click Add New Record on the form toolbar.
In the Login Name box, type the name to be used for the tenant.

On the form toolbar, click Save.

              When you create a system tenant, you may be signed out aer its creation, depending on how
              many non-System tenants your Acumatica ERP instance already had:

If you started with one non-System tenant (to which you are signed in) and you create a new one, the system signs you out to switch from single-tenant mode to multitenant mode.
If the instance had multiple non-System tenants and you create another, it is already in multitenant mode. Instead of being signed out, you wait until the system completes the operation and then proceed.

On the Snapshots tab, click Import Snapshot.
In the Upload Snapshot Package dialog box, select the u100.zip file, which you have downloaded, and click Upload. The system uploads the snapshot and lists it on the Snapshots tab of the Tenants form. 10.Open the Apply Updates (SM203510) form and click Schedule Lockout. 11.In the Schedule Lockout dialog box, click OK. 12.Open the Tenants form again. 13.On the form toolbar, click Restore Snapshot. 14.If the Warning dialog box appears, click Yes. 15.In the Restore Snapshot dialog box, make sure that the correct snapshot package is being uploaded and click OK. The system will restore the snapshot and sign you out. 16.Sign in to the tenant that you have just created. 17.Open the Apply Updates form again. 18.On the form toolbar, click Stop Lockout.

Which Credentials Should Be Used

To complete the lessons, sign in as the following users:

Lesson 1.1: gibbs
Lesson 1.2: pasic
Lesson 1.3: pasic
Lesson 1.4: gibbs
Lesson 1.5: pasic
Lesson 2.1: pasic
Lesson 2.2: pasic
Lesson 2.3: johnson
Lesson 2.4: gibbs 10.Lesson 2.5: gibbs How to Use This Course | 8
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11.Lesson 2.6: gibbs
12.Lesson 2.7: gibbs
13.Lesson 2.8: gibbs
14.Lesson 2.9: johnson
15.Lesson 3.1: gibbs
16.Lesson 3.2: gibbs
17.Lesson 3.3: gibbs
18.Lesson 3.4: gibbs
19.Lesson 3.5: pasic
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The password for each user is 123.

Which License You Should Use

For the educational purposes of this course, you use Acumatica ERP under the trial license, which does not require activation and provides all available features. For the production use of this functionality, you have to activate the license your organization has purchased. Each particular feature may be subject to additional licensing; please consult the Acumatica ERP licensing policy for details. Company Story | 9

Company Story

This topic explains the organizational structure and operational activity of the company you will work with during this training.

Company Structure

The SweetLife Fruits & Jams company is a midsize company located in New York City. The company consists of the following branches:

SweetLife Head Oﬀice and Wholesale Center: This branch of the company is made up of a jam factory and a large warehouse where the company stores fruit (purchased from wholesale vendors) and the jam it produces. Warehouse workers perform warehouse operations by using barcode scanners or mobile devices with barcode scanning support.
SweetLife Store: This branch has a retail shop with a small warehouse to which the goods to be sold are distributed from the company's main warehouse. This branch is also planning on selling goods via a website created on an e-commerce platform to accept orders online. The e-commerce integration project is underway.
SweetLife Service and Equipment Sales Center: This branch is a service center with a small warehouse where juicers are stored. The branch assembles, sells, installs, and services juicers, in addition to training customers' employees to operate juicers. The Muﬀins & Cakes company is a subsidiary SweetLife Fruits & Jams company. Muﬀins & Cakes—which is located in Denver, Colorado—consists of the following branches:
Muﬀins Head Oﬀice and Wholesale Center: This branch owns a bakery and a wholesale warehouse where products are stored.
Muﬀins Retail Shop: This branch, which sells products to retail customers, has a retail shop with a small warehouse.

Operational Activity

The company has been operating starting in the 01-2024 financial period. In November 2024, the company started using Acumatica ERP as an ERP and CRM system and migrated all data of the main oﬀice and retail store to Acumatica ERP. The equipment center has begun its operations in 01-2025 in response to the company's growth. The Muﬀins & Cakes company was established in January 2024 and started using Acumatica ERP at the end of the 01-2025 financial period. In October 2024, the company received an investment and opened a subsidiary company for construction (ToadGreen). In February 2025, the company started its first construction project. The base currency of the company and its subsidiaries is the US dollar (USD). All amounts in documents and reports are expressed in US dollars unless otherwise indicated.

SweetLife Company Sales and Services

Each SweetLife company's branch has its own business processes, as follows:

SweetLife Head Oﬀice and Wholesale Center: In this branch, jams and fruit are sold to wholesale customers, such as restaurants and cafes. The company also conducts home canning training at the customer's location and webinars on the company's website.
SweetLife Store: In the store, retail customers purchase fresh fruit, berries, and jams, or pick up the goods they have ordered on the website. Some of the goods listed in the website catalog are not stored in the retail warehouse, such as tropical fruits (which are purchased on demand) and tea (which is drop-shipped from a third-party vendor). Company Story | 10
SweetLife Service and Equipment Sales Center: This branch assembles juicers, sells juicers, provides training on equipment use, and oﬀers equipment installation, including site review and maintenance services. The branch performs short-term service provision. The company has local and international customers. The ordered items are delivered by drivers using the company's own vehicle. Customers can pay for orders by using various payment methods (cash, checks, or credit cards).

Muﬀins & Cakes Company Sales and Services The Muﬀins & Cakes branches have the following business processes:

Muﬀins Head Oﬀice & Wholesale Center: In this branch, baked goods and products for baking are sold to wholesale customers, such as restaurants and cafes. The company also conducts baking classes at customer locations.
Muﬀins Store: In the store, small retail customers purchase baked goods, or pick the goods ordered on the website.

Company Purchases

The company purchases fruits and spices from large fruit vendors for sale and for jam production. For producing jams and packing jams and fruits, the company purchases jars, labels, and paper bags from various vendors. For the internal needs of the main oﬀice and store, the company purchases stationery (printing paper, pens, and pencils), computers, and computer accessories from various vendors. The company also purchases juicers and juicer parts from large juicer vendors and either purchases the installation service for the juicers or provides the installation service on its own, depending on the complexity of the installation. The Muﬀins & Cakes company also purchases stationery (printing paper, pens, and pencils) and advertising services. Part 1: Subaccounts | 11

Subsccounts Budgets Allocations