Change the Account Structure

 

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Expand/Collapse item  Overview

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.

Expand/Collapse item  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.

 

To change the account structure

  1. Select General Ledger Setup menu > Account Structure Maintenance.

  2. Select the segment to change.

  3. 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:

  1. Increase the size of an existing segment.

Note  Existing segments can be made larger but not smaller.

  1. Add one or more new segments.

Note  After new segments are added, they cannot be deleted.

  1. Change either the main account description separator or the subaccount description separator.

  1. Click Accept.

The account structure changes are saved and the general ledger account files are updated with the changes.

Expand/Collapse item  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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