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This form lets you:
• Enter a list of valid segment codes for each of the segments you use in account numbers (other than the account segment). |
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Account Segment |
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This is the portion of the General Ledger account number that identifies the account type as one of the income, expense, asset, and liability accounts that record the company's business transactions. For example, if you have account numbers with two segments, one segment may be the account segment, and the other segment may identify the department. |
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Every account number requires an account segment. If your account numbers have only one segment, that segment is the account segment. |
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• Assign a separate retained earnings account for each segment code in the table. |
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For example, if your account numbers include a department segment, you would use the Segment Codes table to enter the codes and descriptions of each of the departments in your company. |
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And, if you close income and expense accounts at year end by department, you could specify a separate retained earnings account for each department code you add. |
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For the steps on how to add segment codes, |
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Before Entering Segment Codes |
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• Define the account number segments on the Segments tab of the G/L Options form.
• List all the codes that are valid for each of the account segments (such as all the department codes). Each code must contain the number of characters specified for the segment on the G/L Options form.
• For each segment code that closes to a retained earnings account, list the account number of the retained earnings account it uses. |
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Add Segment Codes |
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To add segment codes: |
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1. Open G/L Setup > Segment Codes.
For help with fields on this form,
2. Choose the segment from the drop-down box for which you want to enter valid codes.
1. If you are entering codes for the first time, click in the empty box below the segment selection box (or press Tab twice) to insert the first line in the table.
2. If editing an existing list of codes, click on the line you wish to change (use the vertical scrollbar if the record isn't visible), or click in the table and press the Insert key to add a code. |
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Note that you cannot delete a segment code that is being used by an active account. |
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3. Enter or change the code in the first column (the Segment Code). The code must be the length you specified for the segment.
4. Press Tab and enter a description.
5. Press Tab again, and, if applicable, enter the account number of the retained earnings account to which this segment code closes. |
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If this account has the Post to Account field set as prohibited, you cannot select that account as the closing account. |
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6. When you have added all the codes for a segment, use the Save command. |
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How General Ledger uses segment codes |
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When you add General Ledger account numbers in the G/L Accounts form, the program checks the Segment Codes table to be sure that the segment codes (such as the department numbers) are valid. If a segment code is not valid, General Ledger will not let you add the account. |
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The only segment that is not validated is the account segment. |
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