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 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.

 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

• To create a subaccount on the fly

 

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.

 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).