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 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.

 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.

4. 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.