Hi there,
We are going to be amalgamating two companies that currently use Adagio. They both have extensive AR and AP. Co #1 currently works out of head office and Co #2 works offsite - this setup is going to remain the same. Co #2 will be remotely accessing Adagio from offsite once the amalgamation goes through. We want to retain separate AR and AP subledgers though to keep things simpler and so that we don't lose any historical information. How do we set this up so that the GL (after amalgamation) will retrieve from both sets of subledgers?

Thanks
Jean

Just to let you know that I can merge multiple datasets into one. That would include GL, AR and AP including posted transactions. The Toolkit can be used to prepare the data to avoid collisions with customer, vendor and acct/dept codes. The cost can be $1500 if the data is ready for processing.

Hi Bob - we have Toolkit already (we're going to add the AR & AP functions to it)...is merging the datasets something that we are able to do with Toolkit?

Hi Bob and Jean

I don't think merging AP and AR datasets is the answer here. I think you just have to make sure the AP and AR control accounts are different in the two companies, and that the control accounts both exist in the master Ledger (usually I would suggest the same account, different department). Then simply retrieve both into the same Ledger.

Or is there more to this? For example, do you want to print a single aging?

Steve

So Steve, will the GL retrieve from two different AR modules if they have the same extension? Because that's what we would ideally like to be able to do - have 2 separate AR modules and 2 separate AP modules feeding into one GL.

I guess the separate issue is how to merge the two company's GLs...

They don't need the same extension but should be in different Folders. Do you want to print a single Aging?

No, separate Agings is fine...

...I thought that all modules associated with the same company had to have the same file extensions in order for the information to flow to the right company.

Jean:

The Toolkit does not have a utility to merge databases. This is something we can offer you as a service.

One Ledger database can retrieve from multiple AR or AP. They do not all have to have the same extension.

The big question is: if you are amalgamating two companies why maintain separate AR and AP?

Doug:

The company, after amalgamation, will essentially still be operating as two separate units (one company operates out of head office and the other is offsite) with two different people minding the separate AP & AR. We still want to have a certain amount of autonomy between the two units...at least for now, perhaps we will find that it is unnecessary to run two subledgers but for the time-being we feel it's better for us to keep things separate. The amalgamation doesn't happen until September 30th but we're just trying to be prepared well ahead of time.

So now my question is how exactly do set it up so that I can retrieve from more than one subledger? I've set up a Test company to play around with and I can't seem to make anything work.

Scenario #1: I copied all of Co #2's AR files into a folder within my Test Co folder. When I try to open the AR for Co #2 and it asks me for the EZFile Directories I point it to Softak\System (like I normally would) and it gives me a login failed error message. I'm stuck at that point because I'm unable to go back and change the EZFile path.

Scenario #2: I copied all of Co #2's AR files into my Test Co folder (intermingled with the original Test Co AR files). When I try to open Co #2's AR database it asks me for the EZFile Directories and, as in scenario #1, I end up getting a login error message.

So I'm obviously missing something vital here. Could you please help me out?

Thanks,
Jean

Hi Jean,

In your TestCo folder, not only did you need to copy the AR files, but also the pointer file ADSPROF. This would allow the same EZFile stuff to be in the TestCo area and not require you to recreate it and guess at the location. Though what you did should have worked if you selected the correct paths.

When it comes time to doing the retrieval into GL, there is a file selection at the top to select the TestCo data directory or wherever you wish to retrieve from. It is preferable to have company data in separate folders, not intermingled in the same folder.

If you want to consolidate the 2 companies into a single GL strictly for financial statements, you can use Adagio FX to retrieve multiple GL companies into a single place for consolidated financial statements. The drill-down will allow seeing the consolidated posted transaction details.

If you want other customized inquiries that merge multiple company data together, Adagio GridView allows combining multiple companies together into a single view. AR, AP and GL (and all other Adagio program data).

Just so you know that there are other ways to get reports that combine 2 company data sets, apart from actually combining them, depending on what you need to do.

Thanks - that worked great. One other question though...How do we get the account numbers to populate in the AR? For Co #2 (with the different extension) when entering invoice or cash details there is no data available for the Acct/Dept field.

You need a dummy copy of GL data in the TestCo directory in order for AR to recognize the GL account numbers.

So does that mean that any time I create a new account I'd need to update the dummy GL Data?

Yes.

Thanks so much for all of your help. For now we are on the right track - once we decide how we're doing our amalgamation we may need more help.

Yes, if the account is one you are likely to need in AR.

Hi Jean, how is everything working out for you? I'd like to quickly jump in and add my two cents worth. I may be repeating what has already been said but thought I would summarize for you.

1. The AR & AP for Company #2 should be in their own data folder - not necessary to have the same extension as Company #1 but would be helpful (I'll explain in following item).

2. As was mentioned above, the chart of accounts needs to be included in the folder for Company #2. And yes, everytime you add an account in Company #1, the chart of accounts have to be updated for Company #2. My suggestion for completing this is as follows:

3. Once the accounts have been updated for Company #1, simply copy the files containing the account data to Company #2's folder. You do not have to have Ledger set up for Company #2 if only AP & AR are being used.

4. To retrieve AP & AR transactions from Company #2, you simply point to the data files in the Retrieval window in Company #1. This does not require the data extension to be the same. However, if you are following step 3, you will need the same data extension so the accounts file in Company #2 can be overwritten with the updated version. Alternatively, you can have a unique extension for Company #2, then rename the data extension of the copied accounts file to match the data extension of AP & AR.

If you require any help with this, I'd be happy to talk to you and walk you through this process as well as the consolidation of the two Ledger databases using FX.

Good luck,