How to create or change an Account Group in Sage 100

What are the rules governing the account structure?

One of the most important factors for obtaining optimum performance from your accounting system is the design and structure of your chart of accounts. The first step in designing a chart of accounts is determining the structure of the account number. The General Ledger module allows you to use up to 32 alphanumeric characters for an account number. The account number structure can be a minimum of one segment or a maximum of ten segments.

The following rules apply to the creation and maintenance of account segments:

• Each segment can be either numeric or alphanumeric.
• The first segment must be the main account and the main account size can be a minimum of 3 characters and a maximum of 15 characters.
• The description for the first segment is “Main” and cannot be changed.
• The remaining segments 2 through 10 are optional subaccounts and can have a size between 1 and 15 characters.
• Segments 2 through 10 can have up to a 15 character description. This description is used throughout the system to refer to that particular segment.

It is important to plan how you want to set up your account structure. After you set up the account structure in the General Ledger Setup Wizard, these additional rules govern the maintenance and creation of account segments:

• A segment can be made larger but cannot be made smaller.
• Segments can be added but cannot be removed.
• A segment type can be changed from numeric to alphanumeric
• A segment type cannot be changed from alphanumeric to numeric.

Use any combination of the following methods to create accounts:

Create a main account in Main Account Maintenance:

1. Open General Ledger, Setup, Main Account Maintenance.
2. Enter the main account number.
3. Enter a description and a short description.
   • Note: The short description is used when building the description of a general ledger account. If the ‘Short Description’ field is blank, the description in the ‘Description’ field is used.
4. The default value of the account group is based on the main account entered; however, it can be changed. If the account group entered has an account category of ‘Non-Financial’, the ‘Clear Balances’ check box becomes available. Select this check box to clear balances for accounts based on this main account.
5. The default value of the account type and cash flow type is based on the account group; however, it can be changed.
6. The default value of the status is Active, however it can be changed.
7. OPTIONAL: Enter a start and end date to define when postings to accounts can occur.
8. If rollup types are defined, select the appropriate code for each rollup type.
9. Click Accept
   • See section below Create a FULL account number after the main and sub accounts have been defined

Create a sub account in Sub Account Maintenance:

1. Open General Ledger, Setup, Sub Account Maintenance. Select the appropriate segment from the drop-down box.
2. Enter the sub account number. An unlimited number of sub account values can be defined for each segment selected.
3. Enter a description, short description
4. Verify the status
5. Select the Print Financials Report check box to print financial reports based on a specific sub value. This enables departmentalized income statements.

Note: Two or more segments must exist under Account Structure Maintenance in order to create Sub Accounts

Create a main account “on the fly”:
Note: The ‘On the fly additions’ option must be selected in General Ledger Options

1. In any General Ledger data entry window, enter the new main account in the ‘Account No.’ field and press ENTER
2. The Account Entry window displays the following message: **Not on File**
3. Select the desired segment values
4. Click Add button
5. Enter new account information on the Main Account Maintenance window
6. Click Accept

Create a FULL account number after the main and sub accounts have been defined:

1. Open General Ledger, Main, Account Maintenance
2. In the Account No. field, type the FULL account number combination of existing main and subaccounts for the new account number
   • Note: ** NEW ** displays near the top right corner of the Account Maintenance window to indicate that a new account number is being entered
3. If creating a Non-Financial account, select the Clear Balances check box to clear balances for this account during year-end processing
   • Note: This check box is available if the account has been assigned a “Non-Financial” account category
4. In Account Maintenance, on the Main tab, enter information in the appropriate fields.
5. Click Accept

Create multiple FULL account numbers after the main and sub accounts have been defined:

Note: There is no way to reverse the Generate Accounts utility once it has been processed. The only way to undo this action is to delete each account individually or restore entire MAS_xxx folder from backup.

1. Open General Ledger, Utilities, Generate Accounts.
2. Select an operand to limit the selection to a particular value or range of values.
3. Select a value based on the operand entered. Multiple values can be entered by using a comma to separate values.
4. This allows multiple accounts to be created based on a range for all account segments. After making the selection, the message, “Based upon the parameters entered, a maximum of ### accounts may be generated. Do you want to continue?” displays.
5. Verify that the selection is correct.