The account structure is initially created during new company setup using the General Ledger Setup Wizard; however, you can maintain and add new account segments in Account Structure Maintenance.
Before You Begin
Warning When you change the account structure by changing an existing account segment's size or by adding a new account segment, there is significant impact on the existing main or subaccount values for the changed segment and on existing general ledger accounts. Before changing the account structure, make sure you understand the rules for creating and maintaining account segments. For a list of these rules, see General Ledger Account FAQs.
Enter your change(s). For example, you can change the segment's type from numeric to alphanumeric in the Type field. For more information, see Account Structure Maintenance - Fields.
When changing the account structure, the Account Structure Maintenance - Change Wizard appears to assist you in making changes when you:
Increase the size of an existing segment.
Note Existing segments can be made larger but not smaller.
Add one or more new segments.
Note After new segments are added, they cannot be deleted.
Change either the main account description separator or the subaccount description separator.
Click Accept.
The account structure changes are saved and the general ledger account files are updated with the changes.
Example - Account Number Structure
The account structure applies to all accounts for the same company. This example account number structure consists of 5 segments. The account number separator defined is the dash (-). The main account description separator defined is the colon (:). The subaccount descriptions separator defined is the dash (-).
Account Number
Account Description
40000-01-000-010-100
Desk Sales: Irvine-Main-Steelcase-Sales
40000-01-000-010-200
Desk Sales: Irvine-Main-Steelcase-Marketing
40200-01-000-020-100
Chair Sales: Irvine-Main-Miller-Sales
The first segment designates the main account, and segments 2 through 5 represent subaccounts that identify the detail accounts.
Segment 1 is five positions
Segment 2 is two positions
Segment 3 is three positions
Segment 4 is three positions
Segment 5 is three positions
Segment Description
MAIN
CITY
LOCATION
PRODUCT LINE
DEPARTMENT
Account Description & Values
Desk Sales = 40000
Chair Sales = 40200
Lighting Sales = 40300
Irvine = 01
Atlanta = 02
New York = 03
Houston = 04
Main St. = 000
Peach Ave = 001
Broadway = 002
Clay St = 003
Steelcase = 010
Miller = 020
Geiger = 030
Kimball = 040
Sales = 100
Marketing = 200
Receiving = 300
Shipping = 400
Warehouse = 500
Accounting = 600
Payroll = 700
Human Res = 800
Admin = 900
The account structure applies to all accounts for the same company. If a particular account does not require subaccounts, you only need to enter the significant digits. The remainder of the account number will either be zero-filled or contain blanks (if the account segments left unfilled are truly alpha). For example, you only need to enter 57000-01 to display the account number 57000-01-000-000-000.
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