Understanding Account Structure
Before creating a new GL account, it's essential to understand that Sage 100's account structure consists of multiple components. The system allows for up to 32 characters and ten segments in your account structure, providing flexibility to match your business needs[8].
Each account consists of:
- Main Account: The primary classification
- Sub Account: Additional segmentation for detailed tracking
- Department Codes: Organizational divisions
Prerequisites
Before creating a new GL account, ensure you have:
- Administrative access to Sage 100
- Proper module activation in Library Master
- Understanding of your company's chart of accounts structure
- Necessary account numbering conventions
Initial Setup in Company Maintenance
- Navigate to Library Master > Company Maintenance
- Verify that the General Ledger module is activated
- Configure these essential settings[7]:
- Account auto-creation preferences
- Main account creation permissions
- Change tracking options
- Retained Earnings account setup
Creating a Main Account
Step 1: Access Main Account Maintenance Navigate to General Ledger Setup menu > Main Account Maintenance[9].
Step 2: Configure Account Settings
- Enter the main account number
- Provide a detailed account description
- Select the appropriate account type:
- Asset
- Liability
- Income
- Expense
- Retained Earnings
Step 3: Set Account Parameters Configure the following options[8]:
- Account status
- Start/end dates
- Roll-up codes
- Posting options
Department Setup
Before creating the full account, establish necessary departments:
- Access Department Maintenance
- Create department codes (e.g., "00" for Corporate)
- Provide department descriptions
- Set department status and parameters[7]
Account Generation
After setting up main accounts and departments, you can generate full account numbers:
Method 1: Manual Creation
- Navigate to Account Maintenance
- Enter the complete account number
- Select the main account
- Choose the department
- Set account-specific parameters
Method 2: Automatic Generation
- Use the Generate Accounts utility
- Select main accounts to include
- Choose departments to combine
- Review generated accounts before proceeding[7]
Account Configuration Options
When setting up new accounts, consider these important configuration options[8]:
Tracking Options
- Transaction detail retention
- History maintenance
- Audit trail requirements
Reporting Parameters
- Financial statement inclusion
- Budget tracking
- Comparative reporting options
Security Settings
- Access restrictions
- Posting permissions
- Modification rights
Best Practices for Account Creation
Follow these guidelines for optimal account setup:
Naming Conventions
- Use consistent numbering patterns
- Implement logical account groupings
- Maintain clear descriptions
Account Organization
- Group related accounts together
- Use consistent department codes
- Maintain clear parent-child relationships
Documentation
- Record account purposes
- Document approval processes
- Maintain setup procedures
Account Validation and Testing
After creating new accounts, perform these validation steps:
- Verify account numbers and structures
- Test posting capabilities
- Review financial statement integration
- Confirm reporting accuracy
- Check security settings
Financial Reporting Integration
Ensure new accounts are properly integrated into your financial reporting structure[8]:
Standard Reports
- General Ledger Trial Balance
- General Ledger Detail Report
- Budget and History Report
- Account Audit Report
Financial Statements
- Income Statements
- Balance Sheets
- Cash Flow Statements
- Trend Reports
Maintenance and Monitoring
After creating new accounts, implement these maintenance procedures:
Regular Reviews
- Account usage patterns
- Transaction accuracy
- Reporting effectiveness
Periodic Updates
- Description modifications
- Security adjustments
- Reporting parameters
Advanced Features
Take advantage of these advanced features when managing new accounts[8]:
Multiyear History
- Retain up to 99 years of transaction history
- Maintain period summary data
- Access historical reporting
Allocation Capabilities
- Set up automatic allocations
- Configure distribution rules
- Establish recurring patterns
Non-Financial Tracking
- Monitor quantities
- Track statistical data
- Maintain supplemental information
Troubleshooting Common Issues
Address these common challenges when creating new accounts:
Account Number Issues
- Duplicate account numbers
- Invalid segment combinations
- Incorrect department codes
Posting Problems
- Transaction rejection
- Balance discrepancies
- Reporting inconsistencies
System Integration
Ensure proper integration with other Sage 100 modules:
Module Connectivity
- Accounts Receivable
- Accounts Payable
- Inventory Management
- Payroll
Data Flow
- Transaction routing
- Balance updates
- Report consolidation
Conclusion
Creating a new GL account in Sage 100 requires careful planning and attention to detail. Following these comprehensive steps ensures proper account setup and integration with your financial management system. Regular maintenance and monitoring will help maintain the integrity of your chart of accounts and financial reporting structure.
Remember to document all changes and maintain proper approval processes for new account creation. This ensures consistency and accuracy in your financial management system while providing a clear audit trail for future reference.
Citations: [1] https://feather.so/blog/seo-best-practices-for-blogs [2] https://blog.hubspot.com/marketing/blog-search-engine-optimization [3] https://www.thesideblogger.com/how-to-write-a-blog-post/ [4] https://buffer.com/resources/how-to-write-a-blog-post/ [5] https://samanthanorth.com/how-many-seo-keywords-should-i-use [6] https://www.bkacontent.com/how-to-use-keywords-in-your-content/ [7] https://www.swktech.com/new-account-general-ledger-setup/ [8] https://www.swktech.com/erp-resources/sage-100-resources/sage-100-general-ledger/ [9] https://help-sage100.na.sage.com/2019/Subsystems/GL/GLSetupProced/CREATE_ACCTS_USING_MAIN_ACCT_EXSTNG_ACCTS.htm [10] https://help-sage100.na.sage.com/2023/Subsystems/GL/GLSetupProced/CREATE_MAIN_ACCT.htm