Understanding Account Structure
Before adding accounts, it's essential to understand that Sage 100's account structure consists of two main components: main accounts and sub-accounts or departments. The system allows up to 35 alphanumeric characters with 10 different segments for maximum flexibility[4].
Prerequisites
Before creating a new account, ensure you have:
- Administrative access to Sage 100
- Understanding of your company's chart of accounts structure
- Proper module activation in Library Master
- Knowledge of the account's intended purpose and classification
Accessing Account Maintenance
To begin adding a new account:
- Navigate to the Library Master module
- Select Account Maintenance from the menu
- The system will display the Account Maintenance screen where you can create and modify accounts[1]
Creating a Main Account
First, you'll need to establish the main account:
- Access Main Account Maintenance
- Enter a unique account number following your established numbering convention
- Provide a short description for the account
- Select the appropriate account group (Assets, Liabilities, etc.)
- Click Accept to save the main account[2]
Account Group Configuration
Account groups help organize your chart of accounts effectively:
- Navigate to Account Group Maintenance
- Define account ranges (e.g., 0000-1499 for current assets)
- Specify the account type (Asset, Liability, Expense, etc.)
- Set up cash flow statement classifications if needed[6]
Department or Sub-Account Setup
If your account structure includes departments:
- Access Sub Account Maintenance
- Create department codes (e.g., "00" for Corporate)
- Provide descriptions for each department
- Click Accept to save the department configuration[6]
Generating Complete Account Numbers
After setting up main accounts and departments:
- Use the Generate Accounts utility
- Select the main accounts to include
- Choose the departments to combine
- Review the proposed account combinations
- Click Proceed to create the accounts[6]
Account Options and Settings
When configuring the new account, consider these important settings:
Security Settings
- Set appropriate access levels
- Define user roles that can access the account
- Configure transaction permissions[1]
Posting Options
- Define which journals can post to the account
- Set up automatic posting rules if needed
- Configure period-end processing options[4]
Adding Account Memos
To provide additional information or instructions:
- Access the account in Account Maintenance
- Click on the Memo tab
- Enter relevant notes or instructions
- Configure display options (always show, on demand, etc.)[6]
Source Journal Configuration
For proper transaction tracking:
- Access Source Journal Maintenance
- Create appropriate journal codes (e.g., "GJ" for General Journal)
- Set starting journal numbers
- Configure posting options[6]
Account Validation
After creating the account:
- Verify the account appears in the chart of accounts
- Test posting a sample transaction
- Review account settings and permissions
- Confirm proper account group assignment
Best Practices
When adding new accounts, follow these guidelines:
Naming Conventions
- Use consistent naming patterns
- Keep descriptions clear and concise
- Follow industry-standard account numbering when possible
Documentation
- Record the purpose of each new account
- Document any special posting rules
- Maintain a master list of account numbers and descriptions
Security
- Implement appropriate access controls
- Regular review of account permissions
- Monitor account activity for unauthorized changes
Account Maintenance
After creating the account, regular maintenance includes:
Periodic Reviews
- Verify account activity
- Check account balances
- Review posting patterns
- Update account descriptions as needed
Security Audits
- Review user access
- Check transaction logs
- Verify posting permissions
- Update security settings as needed
Troubleshooting Common Issues
When adding accounts, you might encounter these common problems:
Account Number Conflicts
- Verify the account number isn't already in use
- Check for deleted or inactive accounts
- Ensure proper segment formatting
Posting Issues
- Verify module activation
- Check posting permissions
- Review journal source codes
- Confirm account group settings
Integration Considerations
When adding accounts, consider the impact on:
Financial Reporting
- Update report formats
- Modify financial statement layouts
- Adjust budget reports
- Update custom reports
Other Modules
- Configure module-specific posting options
- Update distribution accounts
- Modify default accounts as needed
System Requirements
Ensure your system meets these requirements:
Software
- Current version of Sage 100
- Required modules activated
- Appropriate user licenses
Security
- Administrative access rights
- Proper user permissions
- Current backup system
By following these comprehensive guidelines, you can successfully add and configure new accounts in Sage 100 while maintaining system integrity and proper accounting procedures. Remember to document all changes and regularly review account settings to ensure optimal system performance.
Citations: [1] https://www.youtube.com/watch?v=DefVYJ4Vjxg [2] https://www.youtube.com/watch?v=ZWhCHNj1gi4 [3] https://support.procore.com/products/online/user-guide/company-level/erp-integrations/sage-100/tutorials/create-an-hh2-service-account-in-sage-100 [4] https://www.youtube.com/watch?v=hkKgZQjDeew [5] https://www.top-sage-resellers.com/sage-100-tips-tricks.html [6] https://www.swktech.com/new-account-general-ledger-setup/
