Account Structure

Use account structure settings to organize general ledger account numbers into segments. You can review segment names, lengths, and separators, then edit the structure, add segments, or increase segment length. To open Account Structure, from Settings, select General ledger, select GL setup, select Account setup, and then select Account structure.

Edit Account Structure

Change the order of account segments or the separator between them.

  1. Select Edit.

  2. Use the arrows to move segments or select a different separator.

  3. Select Save.

Note: You can't delete a segment that has defined account codes.

Add a Segment

Add a segment to include another value in account numbers.

  1. Select Add segment.

  2. Under Segment, use the arrows to select a segment name.

  3. Enter the segment length.

  4. Under Separator, use the arrows to select a separator.

  5. Enter the segment value and description to use for existing accounts.

  6. Select Save.

Note: Account numbers can contain up to 30 characters, including separators.

Increase Segment Length

Increase a segment's length when it needs to hold longer values.

  1. Select Increase segment length.

  2. Use the arrows to select a segment.

  3. Enter the new segment length.

  4. Select Increase.

Note: You can increase a segment's length, but you can't decrease it.

Account Structure Guidelines

An account structure contains two to 10 segments. By default, the fund code is the first segment and the account code is the second. You can move the fund code to any position.

  • Include at least two segments: fund and account code. Place them in the order your account structure requires.

  • Use numeric values for account codes. Other segments can contain numbers, text, or table values.

  • Set non-account-code segments to one to six characters. The account code segment can be longer than six characters.

  • Keep the full account number to 30 characters or fewer, including separators. Place separators between segments, not after the final segment. For example, the hyphen separates the segments in 01-111100.

  • For a table-type segment, the table's short description determines the segment length.

Tips and Best Practices

  • Plan segment order and lengths before adding accounts. You can increase a segment's length later, but you can't decrease it.

  • Check for defined account codes before changing a segment because you can't delete a segment that has them.

  • Use separators that clearly distinguish segments, and place them between segments.

  • When you add a segment, enter the value and description that should apply to existing accounts.