Create a Subaccount

 

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Expand/Collapse item  Overview

Use Sub Account Maintenance to create subaccounts for account segments 2 and above set up in Account Structure Maintenance. The combination of a main account and subaccounts creates a general ledger account. Use these procedures to create a subaccount in Sub Account Maintenance or to create a subaccount on the fly in General Ledger data entry windows.

Expand/Collapse item  Before You Begin

  • Before creating subaccounts, make sure your account structure is set up in Account Structure Maintenance.

  • To create a subaccount on the fly from an Account No. field in a General Ledger data entry window, the Add Main Accounts in General Ledger check box must be selected on the General Ledger Options Main tab.

 

Use one, all, or a combination of the following methods to create a subaccount:

 

To create a subaccount in Sub Account Maintenance

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

  2. In the Sub Account Maintenance window in the Segment field, select the segment for which you want to create a subaccount and enter the Sub Account field. For more information, see Sub Account Maintenance - Fields.

  3. Enter the Description field and Short Description field. The short description is used when building the description of a general ledger account. If the Short Description field is blank, the Description field is used.

  4. In the Status field, select a status for the subaccount.

  5. To define when postings to accounts based on this subaccount can occur, enter the Start Date and End Date fields.

  6. To include accounts created with this subaccount on the Income Statement, select the Print Financial Reports check box. Click Accept.

The subaccount is created.

 

To create a subaccount on the fly

  1. In the Account Entry window, select the subaccount Value field and click the Add button.

  2. In the Sub Account Maintenance (On-the-Fly) window in the Copy From field, select an existing subaccount to copy information from. For more information, see Sub Account Maintenance (On-the-Fly) - Fields.

  3. Enter the Description field and Short Description field. The short description is used when building the description of a general ledger account. If the Short Description field is blank, the Description field is used.

  4. In the Status field, select a status for the subaccount.

  5. To define when postings to accounts based on this subaccount can occur, enter the Start Date and End Date fields.

  6. To include accounts created with this subaccount on the Income Statement, select the Print Financial Reports check box. Click Accept.

The subaccount is created on the fly.

Expand or collapse item  Example - Account Number Structure

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 (-). The account description of up to 50 characters is created by combining the main account's short description along with the short descriptions for each remaining account segment.

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).

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