Managing General Ledger Accounts and Subaccounts

Use this form to set up and manage your company’s chart of accounts. For each account, select its type (Asset, Liability, Income, or Expense) and assign it to an account class to help with grouping and reporting.

Main Account Numbers

Add an Account to the Chart to Accounts

1. Go to Finance > Profiles > Chart of Accounts (GL202500).
2. Review the existing account numbers and decide on the new account number you want to add.
3. On the toolbar, click the “+ Add Row” icon to insert a new row at the bottom of the form.
4. In the Account column, enter the new account number (letters and numbers are allowed).
5. In the Account Class column, choose the appropriate class, or type part of the class name, to filter the list.
6. The Type column will automatically fill with the correct type (Asset, Liability, Income, or Expense) based on the selected class.
7. In the Description column, enter a short description of the account.
8. In the Control Account Module column, select the subledger that the account will control. Typically used for Accounts Receivable, Accounts Payable, and Inventory accounts. Other options may be available depending on the Acumatica modules in use.
9. In the Post Option column, choose whether to post transactions in Detail or Summary.
10. Leave the other fields as they are—these are either auto-filled or for advanced use (only change them with further guidance).
11. On the toolbar, click Save.

Update an Account in the Chart of Accounts

1.      Go to Finance > Profiles > Chart of Accounts (GL202500).

2.      Find the account you want to update.

3.      In the account row, double click on the old account number or description and type over it to enter the new one.

4.      On the toolbar, click Save.

 ⚠️ Important:

·        Acumatica will replace the old account number or description everywhere, including past transactions.

·        There will be no record of the old account number or description.

·        To keep a reference, it is strongly recommended that you add a note to the account.

Deactivate an Account

1. Go to Finance > Profiles > Chart of Accounts (GL202500).
2. Find the account you want to deactivate.
3. Clear the check box in the Active column for the account.
4. On the form toolbar, click Save.

Subaccount Numbers 

Define Segment Keys for Subaccounts (only when enabled)

1. Go to Configuration > Segmented Keys (CS202000).
2. In the Segmented Key ID box of the Summary area, select SUBACCOUNT.
3. In the Description box, type a short description for the key.
4. Define each segment:
   1. Click + Add Row in the segments table.
   2. In the Segment ID box, enter a unique identifier for the segment.
   3. Enter the Segment Length (number of characters for the segment).
   4. Enter a Description for the segment.
   5. Select the desired Alignment.
   6. Select the desired Mask.

1. 1. Select the Validation checkbox.

                                                    ⚠️ Important: If you select the Validation check box, users will not be able to add new segment values when they are typing the segmented key value on a data entry form, even if the Allow Adding New Values On the Fly check box is selected for the segmented key.

5. Repeat step 4 for each segment you want to include.
6. Click Save to finish defining the segmented key.

Add Subaccount Segment Values

1. Go to Configuration > Segmented Keys (CS202000).
2. In the Segmented Key ID box of the Summary area, select SUBACCOUNT.
3. Click on the View Segment button. This will open the Segment Values screen with the Segmented Key ID automatically selected for SUBACCOUNT.

4. Select the Segment ID.
5. On the toolbar, click the “+ Add Row” icon to insert a new row at the bottom of the form.
6. Enter the new Subaccount number in the Value column.
7. Enter a Description for the subaccount.
8. Select the Active checkbox.
9. Repeat steps 5-8 for each subaccount
10. Click Save on the form toolbar.

Add Subaccount to Finance Module

1. Go to Finance > Profiles > Subaccounts (GL203000).
2. On the toolbar, click the “+ Add Row” icon to insert a new row at the bottom of the form.
3. Enter the new subaccount number in the Subaccount column using one of these methods:
   1. If the segment’s Validate box is checked (on the Segmented Keys CS202000 form): choose a value from the predefined list.
   2. If the Validate box is not checked: type a value manually. The system will only check that the number of characters and type of characters match the segment’s Edit Mask settings.
4. Make sure the Active check box is selected for the subaccount.
5. Enter the Description column to briefly describe the subaccount.
6. Click Save on the form toolbar.

Change a Subaccount Number or Description

1. Go to Finance > Profiles > Subaccounts (GL203000).
2. Find the subaccount you want to update.
3. In the subaccount row, double click on the old subaccount number or description and type over it to enter the new one.
4. On the toolbar, click Save.

⚠️ Important:

·        Acumatica will replace the old subaccount number or description everywhere, including past transactions.

·        There will be no record of the old subaccount number or description.

·        To keep a reference, it is strongly recommended that you add a note to the subaccount for future reference.

Deactivate a Subaccount

1. Go to Finance > Profiles > Subaccounts (GL203000).
2. Find the subaccount you want to deactivate.
3. Clear the check box in the Active column for the subaccount.
4. On the form toolbar, click Save.