Sub Account Maintenance - Fields Home | FAQs & Troubleshooting

 

Sub Account Maintenance

 Show/Hide All

Segment

Select a segment for adding or maintaining a subaccount. Segments can represent departments, locations, states, divisions, or any grouping that is meaningful to the business. This field displays the segments defined in Account Structure Maintenance. The segments are defined as numeric or alphanumeric.

 

Sub Account

Enter the subaccount to add or maintain. Click the Lookup button to list all subaccounts. The size of the subaccount (1-15 numeric or alphanumeric characters) is determined in Account Structure Maintenance. If the subaccount's size is defined as 3 characters and you enter 10 for the subaccount, the subaccount will be zero-filled at the beginning as 010. If you enter AB, it is not zero-filled.

Subaccounts represent different values within a segment and along with the main account are the basic building blocks of the general ledger account. For an example of how a general ledger account is constructed, see Account Number Structure Example.

Note: After a subaccount is used to create an account, the subaccount cannot be deleted.

 Entry Sample

010

 

Description

Enter a description of up to 40 characters for the subaccount.

 Entry Sample

Steelcase

 

Short Description

Enter a short description of up to 10 characters for the subaccount. This short description along with the short descriptions of other segments is used to create the account description of up to 50 characters.

Note: If you do not define a short description, the Description field is used to create an account description.

 Example - How an Account Description is Compiled

This is an account description compiled using the short descriptions of the main account and the various subaccounts. The main account description separator is the colon (:), and the subaccount description separator is the dash (-). Separators are defined in Account Structure Maintenance.

• Account Description = Desk Sales: Irvine-Main-Steelcase-Sales

• Account Number = 40000-01-000-010-100

	Segment Description	Value	Short Description
1	Main	40000	Desk Sales
2	City	01	Irvine
3	Location	000	Main
4	Product Line	010	Steelcase
5	Department	100	Sales

 

Status

Select a status for the subaccount. Subaccounts with a status of inactive or deleted can be changed to active at any time.

The combination of a main account and subaccounts creates a general ledger account. When an account is created, if any segment (main account or subaccount) of the general ledger account has a status of inactive, the general ledger account is assigned a status of inactive.

Only accounts with a status of active can receive postings from the General Ledger module or other modules. An account with a status of inactive cannot receive postings. An account with a status of deleted indicates that the account may be removed during year-end processing based on activity, and the selection in the Years to Retain General Ledger History field in the General Ledger Options window.

 

Start/End Dates

Enter start and end dates for the subaccount. Start and end dates are used to determine when postings to accounts can occur. No postings can occur outside of the start and end dates entered. If dates are not defined, there are no restrictions on when postings occur.

Note: When an account is created, the start and end dates default to the most restrictive dates entered for the main account or any of the subaccounts.

 Example - How Start/End Dates are Restricted

If the main account start date is 1/1/2010 and the subaccount start date is 2/1/2010, then the account start date will be 2/1/2010.

 

Print Financial Reports

Select this check box to include the subaccount on the Income Statement, when the subaccount's segment is selected to print on the Income Statement. Clear this check box to exclude the subaccount from the Income Statement.