Combined Subaccounts: Example of a Subaccount Structure

This topic presents an example of a structure a company plans to use to structure its subaccounts. If you have not yet determined the structure your company will use, it may give you ideas about a structure that would provide information your company can use to make business decisions. This example also demonstrates how one of the subaccount masks can be defined based upon the subaccount structure.

Defining the Subaccount Structure

Suppose that the North Serpent company uses the XX-XX-XXXX subaccount structure, with the segments used as follows:

  1. XX: A segment designating the applicable branch. Possible values are MN (a branch on Main Street), BW (a branch on Broadway Street), CA (a branch on California Street), and 00 (the branch is not applicable).
  2. XX: A segment designating the product line. Possible values are B1, B2, B3, and 00 (no product line is applicable).
  3. XXXX: A segment to specify the department involved. Possible values are DEVP, PRDC, and 0000 (a non-specific value indicating that no department is involved).

Defining the Subaccount Masks

Further suppose that the company buys specific services required for the B1 product line from the vendor Dekatlon Inc. The company's default expense subaccounts involved in this transaction (which have been specified for the applicable entities in MYOB Acumatica) are listed below, along with the characters used to designate the respective subaccount or a segment of the subaccount in the subaccount mask:

  • 00-B1-PRDC: For the vendor location (L)
  • BW-00-DEVP: For the employee monitoring the services provided by the vendors (E)
  • CA-00-0000: For the company's receiving branch (C)
  • 00-B1-0000: For the non-stock item featuring the service provided (I)

In the Combine Expense Sub. from box on the Accounts Payable Preferences (AP101000) form, the combined subaccount would be specified as follows: EE-II-LLLL. Here, EE means that the value for the first segment is copied from the first segment of the default subaccount associated with the employee. II means that the value for the second segment is copied from the second segment of the default subaccount associated with the inventory item. LLLL means that the value for the third segment is copied from the third segment of the subaccount associated with the vendor's default location.

The resulting subaccount is BW-B1-PRDC. For the particular line of the AP bill for the purchase of these services from this vendor—that is, the Subaccounts column of the Details tab on the Bills and Adjustments (AP301000) form—the system inserts the automatically combined subaccount of BW-B1-PRDC.