About Account Segments
An account number consists of from one to ten parts called segments. Each segment can be up to 15 characters long. You define account segments on the Segments tab of the G/L Options screen.
Valid segment codes could be the codes for all departments in the company, the company’s division codes, etc.
Once you define account segments, you must:
- Use the G/L Account Structures screen to define account structures—the various combinations of segments used in your account numbers.
- Use the G/L Segment Codes screen to specify which account segments are used by individual account numbers, and the order in which segments appear.
Account Number Size
The maximum number of segments you can define depends on the edition of Sage 300 ERP you use:
- In Sage 300 Premium ERP, you can maintain up to 10 segments.
- In Sage 300 Advanced ERP, you can maintain up to 4 segments.
- In Sage 300 Standard ERP, you can maintain up to 3 segments.
If you are using Sage 300 Premium ERP, your individual account numbers cannot exceed 45 characters (including delimiter 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. If you define 10 segments, it is unlikely that any of your account numbers will contain all 10.
- You can use up to 15 characters in a single segment.
- 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.
The following chart shows a typical segment organization:
|
Seg. |
Description |
Length |
|---|---|---|
|
1 |
Account code |
4 |
Account Number Format
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 screen. Every account number and account number structure you add must include the account segment.
Other account segments can identify divisions, departments, warehouse locations, and so on.
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.
You can use each account number segment you define to select and sort accounts that appear on reports and inquiries.
If your account numbers have two defined segments, you might have the following petty cash account numbers:
|
Dept. Seg. |
Account Number |
Account Description |
|---|---|---|
|
15 20 25 |
1000 1000 1000 |
Petty Cash, Office Petty Cash, Plant Petty Cash, Job Site |
In this example, one segment identifies the department, and the other is the account segment. Additional account number segments can distinguish other functional areas within the company.
The following example shows a three-segment account number:
A-15-1000
Single-Segment Account Numbers
A single-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 such as by department. Instead, G/L closes the accounts to the default closing account specified on the Account tab of the G/L Options screen.
Changing Segments
At any time, you can add new segments, change segment descriptions, delete a segment, providing it is not assigned to an account number structure, or change the length of a segment, providing it is not used in an account number structure.
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 300 ERP you are using (3, 4, or an unlimited number).
The following example illustrates how account structures work.
If you defined four account segments on the G/L Options screen:
- You can define one account structure that uses only two segments in account numbers (such as the account segment and the department segment).
- 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.
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