V. X U N D E R S T A N D I N G G L S C H E M A & S E G M E N T A T I O N

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1 V. X U N D E R S T A N D I N G G L S C H E M A & S E G M E N T A T I O N Part 2: Understanding Account Number Structure and Account Segmentation ADDING SEGMENTS To review, GL accounts are comprised of units called segments. In order for an account number to be added to the General Ledger, all of the segments which make up the account number must be entered into the General Ledger. For a user to add an account segment, the user must have the correct security rights. User security is assigned during implementation. Please contact support with any security user questions. For this demonstration, we will be adding the expense account We will be using existing Primary Function, Function, and Department values. The Category, Sub Category, and Object segments will need to be entered into the General Ledger. Select General Ledger > Administration > Segment Schemas. 1. After the following window opens, double-click Account Schema Main. The Segment Schema: Account Schema - Main window opens. 2. Find the Segment Setup table. The Code is the name given to the segment. Click the Edit icon in the Values column for the Category segment. V.X Understanding GL Schema & Segmentation 1

2 3. The Segment: Category window displays. 4. Click Add to add a new segment. THE SEGMENT VALUE MAINTENANCE WINDOW AN EXPLANATION Report Value Can be printed on a report and can be utilized for subtotaling. Description Can be printed on a report. Only one description is assigned to a segment value. 2 Regional Training 2013

3 Account Value This segment value displays in the account number. If this segment doesn t display in the account, then the field is blank. If the segment is a ghost segment, then this field is blank. Dependent On If this segment is dependent on another segment for reporting, then that value is selected from the dropdown. This will be discussed later in this document. For our example, the Category Segment Value window only requires the Report Value and Description fields to be completed. The Category will not display in the account number and it is not dependent upon another segment. 1. After entering the information into the Report Value and Description fields, click Close Form. 2. The Segment Schema: Account Schema - Main window opens. Select the Sub Category Edit icon to add the new value. 3. Click Add. V.X Understanding GL Schema & Segmentation 3

4 4. The Sub Category value is to be added is Other Equipment, and it is dependent on 55 - Capital Outlay. This is a ghost segment with a dependency so only the Report Value, Description, and Dependency On fields will be updated. Below is how the Maintenance window should be completed. 5. Click Close Form. 6. In the Segment: Sub Category window, click Save and Close. 7. Click the Object segment Edit icon to add the Object Segment. 4 Regional Training 2013

5 8. The Segment: Object window displays. Click Add. 9. The Object segment requires information be added to the Report Value, Description, Account Value, and Dependent On fields. 10. Object Copy Machine will be added in this example. This Object is dependent on the Sub Category Other Equipment. Below is an example of how the window should be completed for a segment that displays in the account number and is dependent on another segment. Reporting can also be done on this segment. 11. Once all of the fields are complete, click Close Form. V.X Understanding GL Schema & Segmentation 5

6 12. In the Segment: Object window, click Save and Close to save the objects that were added. ADDING AN ACCOUNT General Ledger > Search > Accounts 1. Click Add Item and the Account Wizard opens. 6 Regional Training 2013

7 13. Account will be added in this example. The segments shaded are ghost segments that will not display in the account number. 14. Select 100 from the Fund dropdown. 15. Select Expense from the Account Type dropdown. 16. Click in the Account Key field. Then click Modify next to the Account number to open the Account Segment Maintenance. Here you will enter each of the segments that comprise the account number. 17. Locate the Primary Function and click the Edit icon. V.X Understanding GL Schema & Segmentation 7

8 18. Double-click Culture and Recreation or highlight the row and click Select Item. 19. After the Primary window closes, the Account Maintenance Window displays. Locate the Function segment and click the Edit icon. 8 Regional Training 2013

9 20. Double-click 6500 to select Libraries. 21. The Function Segment Value Selection window closes and the following window displays. Click the Department segment Edit icon to select the Department segment. 22. Double-click Department The window closes. V.X Understanding GL Schema & Segmentation 9

10 23. The Account Segment Maintenance displays. Click the Category Segment Edit icon. 24. Double-click 55 - Capital Outlay. 25. Select the SubCategory segment. 10 Regional Training 2013

11 26. Select Other Equipment. 27. Account Segment Maintenance displays. Select the Object segment. V.X Understanding GL Schema & Segmentation 11

12 28. Double-click to select the object value for this account. The Account Segment Maintenance window displays. 29. Click Close Form to return to Add Account Wizard. 30. Enter the Account Key, which is usually the account number without the delimiters. 12 Regional Training 2013

13 31. Click Next. 32. Click Next. V.X Understanding GL Schema & Segmentation 13

14 33. Click Finish to add the account number to the General Ledger. 34. Click Submit Query on the Accounts tab to view the accounts in the General Ledger. The highlighted account is the account added in this example. 14 Regional Training 2013