Combined Subaccounts: General Information

With the combined subaccount functionality provided by MYOB Advanced, you can define masks the system uses to form a combined subaccount from multiple subaccounts to track costs more specifically.

When a user enters a document, such as a vendor bill or a customer invoice, into the system, multiple subaccounts are involved, such as the subaccount associated with the product being purchased or sold in each line, the subaccount associated with the employee entering the document, and the subaccount associated with the vendor or customer involved. If you have configured the combined subaccount functionality, the system will insert a particular subaccount that is a combination of the involved subaccounts that you have specified—during this configuration, you specify the masks that the system uses to compose new subaccount identifiers by using the segment values of each of the specified subaccounts.

Learning Objectives

In this chapter, you will learn how to specify combined subaccount masks for different types of documents.

Applicable Scenarios

If subaccounts have been configured in your system, you can speed up entry of subaccounts by setting up the combined subaccount functionality for the following types of documents where the combined subaccounts will be inserted into the appropriate columns on the following forms for the following document types:


Document type	Forms and UI elements where subaccounts will be used
AP documents	Bills and Adjustments (AP301000): Details tab, Subaccount column
AR documents	Invoices and Memos (AR301000): Details tab, Subaccount column
Inventory transactions	Stock Items (IN202500): GL Accounts tab Item Warehouse Details (IN204500): General tab, Inventory Sub. box
Invoices prepared for sales orders	Invoices (SO303000): Details tab, Subaccount column
Bills prepared for purchase orders	Bills and Adjustments (AP301000): Details tab, Subaccount column
Expense claims and expense receipts	Expense Claim (EP301000): Details tab, Expense Sub. box Expense Receipt (EP301020): Details tab, Expense Sub. box
Project transactions	Project Transactions (PM304000): Details tab, Debit Subaccount and Credit Subaccount columns

Configuration of Combined Subaccounts

For each type of documents for which you want to configure the combined subaccount functionality, you specify the subaccount mask in the appropriate box on the MYOB Advanced form with the preference settings for that functionality. For example, to specify the combined expense subaccount to be used for AP document lines, you enter the mask in the Combine Expense Sub. From box on the Accounts Payable Preferences (AP101000) form.

Note: If the Inventory and Order Management group of features is enabled on the Enable/Disable Features (CS100000) form, you instead specify the combined subaccounts on the Posting Classes (IN206000) form for the inventory transactions, sales orders, and purchase orders. It is also possible to specify a mask for sales, freight, and discount subaccounts on the Order Types (SO201000) form.

In a box for a combined subaccount, you enter a subaccount mask, such as EEE-EEE, in accordance with the segmented structure of subaccounts defined in the company. You specify the rule the system uses for selecting the values for the segments of a combined subaccount from the subaccounts involved.

Tip: For smooth implementation of the configuration of automatically combined subaccounts, we recommend that you select the By Segment: All Avail. Segment Values lookup mode in the Lookup Mode box for the SUBACCOUNT segmented key on the Segmented Keys (CS202000) form, so that the system can generate valid subaccounts segment by segment. Otherwise, all the subaccounts that may result from combining segments from multiple sources must be predefined in the system—that is, added to the list of valid subaccounts on the Subaccounts (GL203000) form.

To enter a rule for combined subaccounts, you can select one of the following options (the available options in a particular list vary depending on the document type) for each segment of the subaccount mask to indicate what subaccount is used as a source for this segment:

C: The subaccount associated with the company branch
E: The subaccount associated with the employee
I: The subaccount associated with the stock or non-stock item
J: The subaccount associated with the project
L: The subaccount associated with the customer location or vendor location
P: The subaccount associated with the posting class
S: The subaccount associated with the salesperson
T: The subaccount associated with the project task
W: The subaccount associated with the warehouse

Within a segment, you repeat the character designating the option as many times as there are characters in the segment. For example, you use CCCC, EEEE, IIII, or LLLL for a four-character segment, and CC, EE, II, or LL for a two-character segment. Then in the Combine Expense Sub. From box on the Accounts Payable Preferences (AP101000) form, you might type LLLL-CCC. This setting indicates that the system will use the vendor location as the source for the first segment and the company branch as the source for the second segment.