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Configuring GL Account Parts

GL Account Parts defines the segments of your account number (for example natural account, department, or region) and the valid values (instances) for each part.

Before you start​

  • Decide the account-number format during implementation (part lengths and meaning).
  • If your GL account format has N parts, create parts 1 through N here (the Code Format Design decision).

Steps​

  1. Open GL Account Parts.
  2. Confirm there is a record for each part in your GL format (part 1, part 2, part 3, and so on).
  3. Update each part’s description so lookups and reports show meaningful labels.
  4. On the Instances tab for part 1, review base GL accounts and descriptions.
    • Part 1 is required for all configurations—it holds the base GL account.
    • Part 1 descriptions default when you first add rows to the GL Chart of Accounts.
  5. For parts 2 or 3, add instances for reporting needs: branches, divisions, departments, or locations (for example 10, 20, 30).
  6. Add any missing instances before users need them on new accounts.

Notes​

  • Changing a GL account description on the Chart of Accounts does not automatically update the description on GL Account Parts. Canned financial statements that use part descriptions can get out of sync.
  • When adding a new part 2 or part 3 instance, first create the instance here, then use the GL Chart of Accounts Copier to import the first value and copy the structure. For details, see Using the GL Chart of Accounts Copier.

Tips​

  • Keep part instance descriptions current—they appear in lookups and reports.
  • To duplicate account structure across departments or regions after creating part instances, use the GL Chart of Accounts Copier.