Accounts Payable
Multi-Muni Relational Databases Overview
Multi-Muni relational databases let two related organizations, such as a town and its school district, run separate finance operations in separate Springbrook databases while sharing the data each side needs.
- The parent database belongs to the main organization, such as the town or city finance department.
- The child database belongs to the related organization, such as the school finance department.
Each database processes its own work. When you commit certain batches, Springbrook copies the related data to the other database.
How Data Moves Between Databases
- Springbrook sends the data as a background job shortly after you commit the batch.
- Each database keeps its own numbering. A batch or journal entry imported from the other database gets a new batch number and journal entry number.
- Find imported journal entries on the Journal Entries Search screen (GL> Journal Entries Search). The description reads Imported from related batch [batch number] - [system code].
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Click here for information on searching for journal entries.
Before You Start
Springbrook Support links the parent and child databases. Contact Springbrook Support to set up the relationship. After Support links the databases, complete the following setup.
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Parent bank accounts (SS> Maintenance> Bank Account)
- Check the Related Revenue toggle on the parent bank account that receives the child's cash receipt deposits.
- Check the Related Payroll toggle on the parent bank account that receives the child's payroll checks.
- Only one bank account can have each toggle.
- The parent also needs a bank account with the Accounts Payable toggle checked to pay child invoices.
- Click here for information on Bank Account Maintenance.
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Child GL accounts (GL> Maintenance> Chart of Accounts)
- In the child database, enter the parent GL account number in the Reference field of each child GL account.
- Several child accounts can point to the same parent account.
- The parent account must exist and be active for the fiscal year you post to.
- Click here for information on Chart of Account Maintenance.
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Error notifications (SS> Security> User Groups)
- Check the Notify About Related DB Errors toggle on each user group that should receive an email when Springbrook can't import related data.
- Click here for information on User Group Maintenance.
Processes That Send Data From Child to Parent
- AP Invoices commit (AP> Invoices)
- Cash Receipts commit (CR> Cash Receipts)
- Computer Checks, Manual Checks, and Retro Pay commit (PR> Computer Checks, PR> Manual Checks, PR> Retro Pay)
- Void Checks commit (PR> Void Checks)
- W-2s and W-2 Adjustments commit
Processes That Send Data From Parent to Child
- Vendor save (AP> Maintenance> Vendor)
- Computer Checks commit, when the batch pays child invoices (AP> Computer Checks)
- Void Invoices commit, for child invoices (AP> Void Invoices)
- Void Checks commit, for child checks (AP> Void Checks)
Vendors
You manage vendors in the parent database.
- When you save a vendor in the parent, Springbrook creates or updates that vendor in the child.
- Springbrook copies everything except the PO History, AP History, and Commodity Codes tabs.
- Springbrook matches vendor contacts by first and last name. If you change a contact's name in the parent, the child gets a second copy of that contact. Child users can delete the old contact.
General Ledger
Each database keeps its own chart of accounts. Child accounts link to parent accounts through the Reference field.
- When you commit a child batch that sends data, Springbrook creates a matching journal entry in the parent using the parent account in each child account's Reference field.
- Springbrook combines amounts by parent account, so the parent journal entry usually has fewer lines than the child's. The totals match.
AP Invoices
The parent and child each enter and commit their own invoices.
- When you commit invoices in the child, Springbrook copies them to the parent so the parent can pay them.
- Springbrook also creates a journal entry for the child invoices in the parent.
- During import, the parent validates that the PM Task Codes and PM Type Codes on child invoices exist in the parent database.
- The parent removes purchase order information from child invoices when it imports them.
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Click here for information on creating an AP Invoices batch.
AP Checks
You print all AP checks in the parent database.
- Each AP Computer Checks batch pays invoices for either the parent or the child, not both. Select the database in the Invoices From field on the Settings step.
- After you commit the batch, Springbrook copies the check information to the child and attaches it to the child's invoices. Child users can see how and when the parent paid each invoice.
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To void child invoices or checks, run AP Void Invoices or AP Void Checks in the parent.
- In AP Void Invoices, select the child database in the Invoices From field on the Select Invoices step.
- In AP Void Checks, select the child database in the Checks From field on the Select Checks step.
- Springbrook copies the void details to the child.
Payroll
The parent and child each manage their own employees and run their own payroll.
- When you commit child payroll, Springbrook creates a journal entry in the parent.
- Springbrook creates each child payroll check, printed or direct deposit, in the parent's Bank Reconciliation on the Related Payroll bank account.
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If the child's payroll sends deductions to AP, Springbrook creates the deduction payments as invoices in the child's AP Invoices batch. When you commit that batch, Springbrook copies the invoices to the parent, and the parent pays them like any other child invoice.
W-2s
The parent and child each process their own W-2s.
- When you commit a W-2s or W-2 Adjustments batch in the child, Springbrook sends the W-2 data to the parent.
- Use the Combined W-2 Export in the parent (PR> Utilities> Combined W-2 Export) to create one W-2 file that includes both databases. You can run this tool only from the parent database.
Cash Receipts
The parent and child each enter their own receipts.
- When you commit a child Cash Receipts batch, Springbrook creates a journal entry in the parent.
- Springbrook also creates a bank deposit for the child's receipts in the parent on the Related Revenue bank account. You don't need to run Receipt Deposits (BR> Receipt Deposits) in the parent for these receipts.
- The deposit is ready to clear in Clear Transactions (BR> Clear Transactions). You can view it in Enter Deposits (BR> Utilities> Enter Deposits).
Bank Reconciliation
You reconcile banks only in the parent database.
- Child cash receipts arrive as deposits on the Related Revenue bank account.
- Child payroll checks arrive as checks on the Related Payroll bank account. Springbrook uses these two accounts no matter which child bank account the child used.
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When the child voids a payroll check, Springbrook removes it from the parent's list of checks to clear.
- If you already cleared the check in the parent, undo the clear in Undo Cleared Checks (BR> Utilities> Undo Cleared Checks). Then have the child re-send the void batch. See If Data Doesn't Arrive below.
If Data Doesn't Arrive
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Find the cause.
- Check the error email sent to the user groups with Notify About Related DB Errors checked.
- Or, open the job in the Jobs Viewer and click the error messages icon on the job line to open the Exceptions screen.
- The most common cause is a GL account that doesn't exist or isn't active for the fiscal year in the receiving database.
- Fix the cause in the receiving database.
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In the database that sent the batch, open Re-export Related Data (SS> Utilities> Re-export Related Data) and click RE-EXPORT BATCH to re-send the committed batch.
- Re-exporting doesn't create or change data in the sending database.
- Springbrook skips the batch if it already exists in the receiving database.
- If you changed a child account's Reference field, the re-sent journal entry uses the new parent account.
If Springbrook imports nothing and reports no error, contact Springbrook Support.