Learn more

About G/L Account Structures

See special G/L integration setup for Sage X3 G/L or Sage 100 links

This window lets you define account structures code that identifies the format of the account numbers that are assigned to the account structure code.

Each account must be assigned an account structure when you add the account. The structure specifies:

Which segments display in the account number.
The order in which the segments display.

After you define account structures, you can begin adding your General Ledger accounts (using the G/L Accounts window). See the help topic, before adding structure codes.

You can use more than one account number structure within the same General Ledger. For example, you can define one account structure that uses only two segments in account numbers (such as the account segment and a department segment), and another structure for account numbers that have four segments (such as the account segment, and segments identifying the department, sales region, and product type).

You normally use the same structure for all accounts in the same account group. When you are adding an account, you assign the account structure code that specifies the format of the account number.

General Ledger will not add an account if its account number does not match the account structure format you have assigned it.

You can define an unlimited number of account structures in the Sage HRMS Payroll General Ledger.

What account structures do

Account structures let you use different account segments in different account numbers.

For example, if you define six account segments, you can create one account structure that includes three of these segments, and another that uses four. After you create the account number structures, you can add the accounts (specifying the structure that each account number uses).

Each structure can use any combination of the account segments you have defined, arranged in any order, and containing up to 45 characters (including delimiters).
Individual account numbers cannot exceed 45 characters (including delimiter characters), so if you defined 10 segments, it is unlikely that any of your account numbers could contain all 10.
You can add new account structures at any time, but you can change existing structure definitions only if you have not added accounts that use the structure.
The order in which you select the segments determines their order within the account structure.
When defining an account structure, move the segments in the exact order you want them to display.
You cannot change the structure attached to an account.

To add account structure codes

Click the New button and type the account structure code. You can use up to 6 characters (numbers or letters) for the code. You can also just type the code and press Tab. G/L will assume you are adding a new code if it doesn't already exist.
Enter a description of up to 60 characters.
To use the structure code you are defining as the default structure code, select the Use As Company Default Structure option. After you assign the default structure, you can change it only on the Segments tab of the G/L Options window.
In the Choose The Segments To Be Added To This Account field, highlight the segments for inclusion in an account structure, in the order you want them to display in the account structure, then click the Include button.
Click Save.

You can also use this window to:

Click Change Sort Codes to change codes of already-existing Account Groups.
Click Import to import a file
Click Export to export a file.

Deleting account structures

To delete an account structure, enter the structure code, then click Delete. You can delete an account structure only if no account uses it.

After Using

If you have not already done so, use the Segment Codes window to add the codes that are valid for each segment. (For example, you would list all the department codes, division codes.)