About combined subaccounts

With the combined subaccount functionality provided by Visma Net, you can define rules for combining a subaccount from multiple subaccounts to keep the most detailed records. For example, when you enter a document, such as a purchase invoice or a sales, in the system, multiple subaccounts are involved, such as the subaccount associated with the product being purchased or sold, the subaccount associated with the employee handling the operation, and the subaccount associated with the supplier or customer involved. With the combined subaccount functionality, you can use a particular subaccount that is a combination of the involved subaccounts that you select or you configure a rule that the system uses to compose a new subaccount identifier by using the segment values of each of the selected subaccounts.The combined subaccounts functionality is available in the following workspaces:Supplier ledger, Customer ledger, Projects, Time and expenses, Inventory, andSales orders. For the Supplier ledger, Customer ledger, Projects, and Time and expenses workspaces, you specify the combined subaccount in the Combine [type] sub. from field in the Visma Net window where you specify preferences for that workspace. For example, to specify the combined expense subaccount to be used for non-stock items in data entry windows in the Supplier ledger workspace, you use the Combine expense sub. from field in the Supplier ledger preferences (AP101000) window. If you use the Inventory module in your system, you can configure most of the combined subaccounts in the Posting classes (IN206000) window of the Inventory workspace.

A field for a combined subaccount contains a subaccount mask, such as ––––.––.–––.––––, in accordance with the segmented structure of subaccounts defined in your company. You can specify the rule for selecting the values for the segments of a combined subaccount from the subaccounts involved.

Note: We recommend that you select the On-the-fly entry check box for the SUBACCOUNT segmented key in the Segment keys (CS202000) window, 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 or added to the list of valid subaccounts in the Subaccounts (GL203000) window.

To set up a rule for combined subaccounts, do the following:

  1. Point to the required segment, press F3, and select the required segment value, which determines the source of the value that will be used for a subaccount. You can select one of the following options (the available options in the list vary depending on the workspace and on the document type):
    • 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
    • L: The subaccount associated with the customer location or a supplier location
    • P: The subaccount associated with the project
    • T: The subaccount associated with the project task
    • S: The subaccount associated with the salesperson
    • W: The subaccount associated with the warehouse
    For a segment, the character designating the option is repeated as many times there are characters in the segment (for example, CCCC, EEEE, IIII, or LLLL for a four-character segment, and CC, EE, II, or LL for a two-character segment).
  2. Repeat Step 1 for each segment of the combined subaccount.
Suppose that a company uses the XX-XX-XXXX subaccount structure, with the segments used as follows:
  1. XX: A two-character segment designating a branch. Possible values are MN (a branch on Main Street), BW (a branch on Broadway Street), CA (a branch on California Street), and 00 (not applicable or a non-specific value).
  2. XX: A two-character segment designating a product line. Possible values are B1, B2, B3, and 00 (not applicable or a non-specific value).
  3. XXXX: A four-character segment to specify a department involved. Possible values are DEVP, PRDC, and 0000 (not applicable or a non-specific value).
The company buys specific services required for the product line B1 from the supplier VENDOR Inc. The company's default expense accounts involved in this transaction are listed below with the characters used to designate the respective subaccount or a segment of the subaccount in the combined subaccount:
  • 00-B1-PRDC: For the supplier location (L)
  • BW-00-DEVP: For the employee monitoring the services provided by the suppliers (E)
  • CA-00-0000: For the company's receiving branch (C)
  • 00-B1-0000: For the non-stock item featuring the service provided (I)
For this company, 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. The II means that the value for the second segment is copied from the second segment of the default subaccount associated with the stock item. The LLLL means that the value for the third segment is copied from the third segment of the subaccount associated with the supplier's default location. The resulting subaccount is BW-B1-PRDC.

Parent topic:
Manage subaccounts - overview

Related concepts
About subaccount IDs
Example of a subaccount definition