Using account segments

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When setting up a client's Chart of Accounts mask, you can use segments to divide accounts for reporting purposes. For example, you could define segments for locations, departments, units, funds, projects, cost centers, activities, and so forth. This method enables you to closely track each division, giving a more complete picture of the client's accounts.

Setting up account segments in the Setup > Account Segments screen

  1. Choose Setup > Account Segments.
  2. Verify that the correct client is selected in the client selection field in the upper-right corner of the screen.
  3. Enter a unique segment description up to 50 characters in length in the Description field.
  4. Enter the mask for the segment using only the following characters. Note that all characters in the segment must be the same. (For example, XXX or #####.)
    Symbol Character
    A Alpha characters only
    # Numeric characters only
    X Any character, separator, or space
  5. In the Codes grid, enter all potential account codes and their descriptions associated with this segment. The codes you enter in this grid will be available for selection in the Select Code dialog.
  6. Click Enter to save the account segment.

Adding account segments on the fly

While setting up a client's Chart of Accounts mask, you can add account segments on the fly.

  1. Choose Setup > Clients, select the client for whom you want to add a new segment, and then click the Edit button.
  2. Click the Account Mask tab.
  3. In the Chart of Accounts Mask grid, enter a unique name in the Segment column, and then enter an appropriate mask for the segment.
  4. If desired, select a color for the segment, and add a separator.
  5. Click Enter to save the mask. The application adds the unique segment to the Setup > Account Segments screen.

Adding account codes on the fly

While adding accounts to a client's Chart of Accounts, you can add account codes on the fly.

  1. Choose Setup > Chart of Accounts.
  2. Verify that the correct client is selected in the client selection field in the upper-right corner of the screen.
  3. In the Account number field in the Main tab, enter a unique code in the appropriate segment.
  4. Click Enter to save the account. The application adds the unique code to the Code grid in the Setup > Account Segments screen.

    Note: When you add an account code on the fly, the application adds the code to the Account Segments screen without a description. The code description is not required, but you can add it at any time using the following steps.

    1. Choose Setup > Account Segments to open the Account Segments screen.
    2. Select the account segment for which you added the new code, and then click the Edit button.
    3. In the Codes grid, enter an appropriate description for the new code, and then click Enter to save the code description.

Deleting account segments and segment codes

In Accounting CS, deleting account segments and segment codes is not always as simple as just deleting the segment or code. In many cases, you must take additional steps before you can delete them. The rules for deleting segments and codes are as follows.

Deleting an account is a multi-step process.

  1. Delete the accounts containing the segments or segment codes that you want to delete.
    1. Choose Setup > Chart of Accounts.
    2. Highlight the applicable account and click the Delete button.

    Note: To delete multiple accounts at the same time, choose Edit > Edit Multiple Accounts, select General Information, and then click Enter. In the General Information dialog, mark the checkbox in the Delete column for each applicable account.

  2. Delete the account segment from the client's Chart of Accounts mask.
    1. Choose Setup > Clients, click the Account Mask tab, and click Edit.
    2. For each segment that you want to delete, place your cursor in the row for the segment and click the Delete Delete button button.
    3. Click Enter to save the client record.
  3. Delete the applicable account segments and codes.
    1. Choose Setup > Account Segments.
    2. To delete a segment code, highlight the account segment that contains the code and click the Edit button. Place your cursor in the row for the code, click the Delete Delete button button, and then click Enter to save the segment.
    3. To delete an account segment, highlight the account segment and click the Delete button

Related topics

Chart of Accounts overview information

Segmentizing multiple core accounts

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