Rules that govern the account structure

• Each segment uses numbers, letters, or both
• The first segment is the main account. It must be 3 to 15 characters long
• Its description is "Main" and you can't change it
• Segments 2 to 10 are optional subaccounts. They can be 1 to 15 characters long
• Each subaccount can have a description of up to 15 characters
• The system uses these descriptions to identify each

Plan Your Account Structure Before Using the General Ledger Setup Wizard

• You can make a segment larger, but you can't make it smaller
• You can add segments, but you can't remove them
• You can change a segment from numeric to alphanumeric
• You can't change a segment from alphanumeric to numeric

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.
   • If Short Description is blank, the system uses Description instead
4. The system sets the account group based on the main account. You can change it.
   • If the account group is Non-Financial, the Clear Balances box appears
   • Select Clear Balances to clear balances for accounts using this main account
5. The system sets account type and cash flow type from the account group. You can change them.
6. The default status is Active. You can change it.
7. (Optional) Enter start and end dates to control when postings can happen.
8. If rollup types exist, choose the right code for each one.
9. Click Accept.
10. See the section below to create a full account number after defining main and sub accounts.

Create a sub account in Sub Account Maintenance

 NOTE: Two or more segments must exist under Account Structure Maintenance to create Sub Accounts.

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

Create a main account on the fly

 NOTE: Select the 'On the fly additions' option in General Ledger Options. 

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

Create a single full account number after you've defined main and sub accounts

1. Open General Ledger, Main, Account Maintenance.
2. In the Account No. field, type the new FULL account number.
   • A combination of existing main and subaccounts for the new account number
   •  ** NEW ** displays near the top-right corner of the Account Maintenance window
3. If creating a Non-Financial account, select the Clear Balances check box. This clears balances for the account during year-end processing.
4. In Account Maintenance, on the Main tab, enter information in the appropriate fields.
5. Click Accept.

Create multiple full account numbers after you've defined main and sub accounts

 CAUTION: You can't reverse the Generate Accounts utility after it's processed. To reverse it, delete each account or restore the 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.
4. You can enter multiple values using a comma to separate values.
   • This allows you to create multiple accounts based on a range for all account segments
5. Verify that the selection is correct.

How to set up and modify General Ledger account structures.
How to Copy General Ledger Accounts and/or Sub Accounts.