Creating the Monthly Subsidiary Work File (1)

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Generate Work File - Item Type Selection


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Access this screen by selecting Tool #306: SUBSIDIARIES 1: Create Monthly Subsidiary Work File.

Helpful Resources

Visit Show Me the Steps for easy instructions on how to use CU*BASE to complete tasks related to general ledger processing.

Subsidiary Processing: Overview and Step by Step Procedures

Screen Overview

This is the first of two screens used to generate a work file. Work files are used to post depreciation, amortization, or accrual expenses, and are usually generated once each month. (If necessary, work files can be generated more than once a month to “catch up” on a previous month or work ahead for an upcoming month.) The fields in yellow on the left side of the list are used to generate a work file. The fields on the right show information about the last time a work file was processed for each subsidiary type.

To view a history of when work files were generated and posted in the past, select an item type in the list (either place the cursor on that line or click on the record to select) and choose Work file History (or press F17).

Creating a Work File

A work file can be generated for only one subsidiary type at a time.

  1. If you plan to print a report showing the work file detail, use the Printer field to select the appropriate printer now. (This will default to your usual printer.)

  2. Start by clicking on the desired subsidiary type to select it in the list (the line should be highlighted).

  3. The cursor will position automatically to the Corp. ID field for that item. Enter both the Corp. ID and Effective date (month and year in the MMYY format).

  4. Click Select or press Enter to proceed to the second screen.

Understanding Subsidiary Work Files

When the system generates a work file, it selects all open (active) items from the subsidiary database. This produces a “working copy” of the journal entries which will be generated when the Create Monthly Subsidiary J/Es feature is taken. This working copy can be reviewed and modified as necessary prior to its actually being posted. This way, individual journal entries can be adjusted as needed without having to create special adjusting entries later.

Field Descriptions

Field Name


Corp ID

Enter the company ID for the work file to be generated.

Effective MMYY

Enter a date (month and year) as a reference point for this work file. This date should be used to indicate which month's posting is being done with this work file, even if you are actually creating the work file in another month.

  • For example, say you are performing your March 2001 posting of depreciation in February, ahead of time because of an upcoming vacation. The Effective Date for this work file should be 0301 to indicate that this is actually the posting for March, not February.

Item Type

The subsidiary type.


A description of the subsidiary type.

Corp ID
Effective MMYY
Date Last Generated
Date Last Posted

These columns show information about the most recent work file which was processed for each subsidiary type. Included are company ID, effective date, the actual date when the work file was last generated, and the date (if any) when that file was last posted.

  • If Date Last Posted reads “0/00/00,” this work file has been generated but not yet posted.




Delete work file (F4)

Use this to delete one or all work files already generated, so that a fresh one can be generated. A confirmation screen will appear; enter the work file type to be deleted and use Enter.

  • This may be necessary in rare cases where changes were made to the subsidiary records after the initial work file was created, or if a work file was generated by mistake.

Work file History (F17)

Select an item type in the list and use this to view a history of when work files were generated and posted in the past.




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