Is there a way to restrict what subaccounts can be used based on the account class? We use subaccounts for departmental classification. Like many companies, we do not departmentalize our balance sheet and use 000-000 as our balance sheet class. With that, we do not want any departmental subacounts used on balance sheet accounts and likewise, we do not want the Balance Sheet 000-000 designation used on any P&L accounts. We have to clean this up every month because mistakes will be made.
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Restrict sub-account access by account or account class
Best answer by Laura03
Hello,
I disagree with some of what previous poster stated posted above.
It’s true we cannot restrict on Account Group.
Subaccount visibility can be tied to GL Accounts using Restriction groups. Here is a snip from Help.Acumatica.com:
I recommend using Balance Sheet as restriction group name, with a list of Balance Sheet accounts tied to 000-000. If 000-000 can be used with some income/expense, in certain situations but not in all situations, then you may still find mistakes in this area, because you can’t restrict when all subaccounts could be used with an account.
Did you already use the Default Subaccount checkbox on the Chart of Accounts with 000-000 entered as Default Subaccount in GL Preferences, to default balance sheet subaccounts to 000-000 on all data entry screens? Default subaccount configuration is an easy way to reduce errors - though some users may elect to change it (retrain them).
Good luck!
Laura
+15Hi
Standard Acumatica can restrict access to GL Accounts and Subaccount Segment Values through Restriction Groups. However, it cannot dynamically restrict which Subaccounts can be selected based on the Account or Account Class during transaction entry. If you need to enforce specific Account–Subaccount combinations (for example, Balance Sheet accounts must use only 000-000), a customization or validation logic is required.
If customization is not an option, a Generic Inquiry can be used to identify invalid Account–Subaccount combinations for review before period-end closing. Such as:
+ Balance Sheet Account AND Subaccount <> 000-000
+ P&L Account AND Subaccount = 000-000
Accounting can then review and correct these transactions before closing the accounting period.
Best Regards,
NNT
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+20Hello,
I disagree with some of what previous poster stated posted above.
It’s true we cannot restrict on Account Group.
Subaccount visibility can be tied to GL Accounts using Restriction groups. Here is a snip from Help.Acumatica.com:
I recommend using Balance Sheet as restriction group name, with a list of Balance Sheet accounts tied to 000-000. If 000-000 can be used with some income/expense, in certain situations but not in all situations, then you may still find mistakes in this area, because you can’t restrict when all subaccounts could be used with an account.
Did you already use the Default Subaccount checkbox on the Chart of Accounts with 000-000 entered as Default Subaccount in GL Preferences, to default balance sheet subaccounts to 000-000 on all data entry screens? Default subaccount configuration is an easy way to reduce errors - though some users may elect to change it (retrain them).
Good luck!
Laura
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Hi all,
I am fairly new into using Acumatica (and fresh with the community). We are the to the point of growth where we are expanding in more markets and needing to track that separately. This post is close to my request and think you might have gotten to the resolution we also need...so I wanted to ask. So we have 4 branches (they are unique subcontracting businesses) the consolidation level is for our holding company. But as an example, one branch we work is 3 distinct locations. Each has their own P&L but the balance sheet as you mentioned is at the Branch level. Because of that we debated a user defined field vs implementing subaccounts. But from what this string is suggesting, it sounds like we can leverage subaccounts but for BS GL accounts we force to a standard 000-000 as an example. Is that how you ended up structuring it?
Thank you!
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