G/L
Options — Segments tab
This tab lets you:
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Choose and change the structure code that appears as the default when you add new accounts.
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Specify during setup which segment in your account numbers represents that account code. (You cannot change this setting later.)
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Specify during setup which character you use to separate account segments. (You cannot change this delimiter later.)
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Define the segments (divisions or portions) you use in your General Ledger account numbers.
You can add segments at any time. The number of segments you can create depends on the edition of Sage ERP Accpac you are using:
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Up to 10 segments can be created in Sage ERP Accpac 500.
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Up to 4 in Sage ERP Accpac 200.
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Up to 3 in Sage ERP Accpac 100.
For information about other G/L Options tabs, choose from the tabs shown below:
Account number size
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Each account number can contain up to 45 characters, including segment delimiters (separator characters). However, most General Ledger reports that include account numbers assume your numbers will be 24 characters or fewer.
If you use longer numbers, you will have to modify your reports.
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You can define up to ten segments to be used in your General Ledger account numbers, and you can use up to 15 characters in a single segment.
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Individual account numbers can contain from one to ten segments, and you can vary the number and order of segments used in account numbers in the same general ledger.
Account number format
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One segment of the account number is called the account segment. This segment identifies the exact purpose of the account (such as petty cash).
You specify the number of the account segment in the Account Segment field on the Segments tab of the G/L Options form. Every account number and account number structure you add must include the account segment.
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Other account segments can identify divisions, departments, warehouse locations, and so on.
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The delimiter character is used to separate the segments of the account number during entry and display, and on reports, making it easier to read.
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You can use each account number segment you define to select and sort accounts that appear on reports and inquiries.
Changing segments
At any time, you can:
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Add new segments
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Change segment descriptions.
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Delete a segment, providing it is not assigned to an account number structure.
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Change the length of a segment, providing it is not used in an account number structure.
After defining account segments
If you define more than one account number segment, you must also:
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Define account number structures — the various combinations of segments used in your account numbers. (Use the Account Structures form.)
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List the segment codes that are valid for each segment. (Use the Segment Codes form.)
Valid segment codes could be the codes for all departments in the company, the company’s division codes, etc.
Account structures
An account structure identifies which account segments are used by particular accounts in your general ledger, and the order of those segments in the account number.
Account structures let you use different numbers of account segments in your codes within the same General Ledger.
The number of account structures you can define is determined by the version of Sage ERP Accpac you are using (3, 4, or an unlimited number).
The following example illustrates how account structures work.
If you defined four account segments in the G/L Options form:
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You can define one account structure that uses only two segments in account numbers (such as the account segment and the department segment).
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You can define another structure for account numbers that have four segments, such as the account segment, and segments for the department, sales region, and product type.
Single-segment account numbers
A one-segment account number has only an account segment. You cannot create account structure codes or segment codes for a single-segment account number.
You cannot close single-segment income and expense accounts by account number segment. Instead, G/L closes the accounts to the default closing account specified on the Account tab of the G/L Options form.
See also