How to set up and modify General Ledger account structures.
Description
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.
Resolution
CAUTION: Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.
Please note that these instructions are a basic overview for setting up an account structure. Sage does not assist in setting up account structures. Please consult a Certified Public Account or Tax Ad visor who is familiar with your business for further assistance.
IMPORTANT NOTE: After the General Ledger account structure has been created, a segment cannot be deleted or reduced.
- Open General Ledger, Setup, Account Structure Maintenance.
- In the Type list, select Alphanumeric or Numeric.
- Note: A numeric segment can be changed to alpha-numeric; however, an alpha-numeric segment cannot be changed to numeric.
- In the Size field, enter the segment size.
- In the Description field, enter the segment description.
- Note: The first segment must be named “Main”.
- Click Accept.
- Click Yes to “You have made a change to one or more of the components that make up your account structure. To continue, your General Ledger account files will be modified to reflect these changes. Do you want to continue?”
- Use Account Structure Change Wizard to define the changes
Increasing an Account Segment already defined:
- Open General Ledger, Setup, Account Structure Maintenance
- Increase the Size of applicable segment to be changed
- Click Accept
- Click Yes to “You have made a change to one or more of the components that make up your account structure. To continue, your General Ledger account files will be modified to reflect these changes. Do you want to continue?”
- At the Change Segment Size window, select how to zero fill the segment: In the field “Where should zeros be placed?”, select At the Beginning or At the End
- Click Next
- Click Finish