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Subaccount Mechanism Similar to NetSuite in Acumatica?

  • February 9, 2025
  • 5 replies
  • 61 views
L
Freshman I

Hi everyone,

I’d like to ask if Acumatica has a subaccount mechanism similar to other ERP software (as shown in the attached image from NetSuite).

In this structure, users are not allowed to post transactions directly to the parent account, and reports querying the parent account will automatically sum the data from its subaccounts.

Does Acumatica support this functionality, and if so, how can it be configured?

Thanks in advance!

Best answer by aaghaei

Hello ​@lacpham63 

  • Acumatica supports Account and Subaccount. You can use only Account (if Subaccount is not enabled in the Features) or use them in conjunction (Account + Subaccount). If Subaccount enabled in Features, it will become mandatory.
  • Behind the scene transactions are always posted to the combination of Account and Subaccount. If Subaccount is not enabled in the Features, Acumatica automatically uses the default subaccount shipped with the system automatically. As a result, in fact your GL Accounts are aggregation of the Subaccounts.
  • You can assign the Accounts to the Modules and block it from direct posting from GL. This will ensure GL Accounts always agree to Subledgers and accordingly to Subaccounts.
  • Accounts and Subaccounts do not have parent-child relationship. In other word any account can be combined with any subaccount. So it is on user or system config to ensure the proper mix of Accounts and Subaccounts are used.

Side note: Last bullet in my opinion is a blessing and curse. It provides flexibility and also opens door for errors. If I was the one who designs the system this is what I whould do. I would keep the existing logic but would add a layer of validation as follows.

  • I would add an option to create categories for the Subaccounts (i.e. Bank Account, Cost Center, Department, ...)
  • Whould link the Subaccounts to one of these categories
  • Would allow the Accounts to be linked to one or more Subaccount Category.

Whith this structure, system would keep the flexibility and prevent using of invalid combination.

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5 replies

aaghaei
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  • aaghaei
  • Captain II
  • 1206 replies
  • Answer
  • February 9, 2025

Hello ​@lacpham63 

  • Acumatica supports Account and Subaccount. You can use only Account (if Subaccount is not enabled in the Features) or use them in conjunction (Account + Subaccount). If Subaccount enabled in Features, it will become mandatory.
  • Behind the scene transactions are always posted to the combination of Account and Subaccount. If Subaccount is not enabled in the Features, Acumatica automatically uses the default subaccount shipped with the system automatically. As a result, in fact your GL Accounts are aggregation of the Subaccounts.
  • You can assign the Accounts to the Modules and block it from direct posting from GL. This will ensure GL Accounts always agree to Subledgers and accordingly to Subaccounts.
  • Accounts and Subaccounts do not have parent-child relationship. In other word any account can be combined with any subaccount. So it is on user or system config to ensure the proper mix of Accounts and Subaccounts are used.

Side note: Last bullet in my opinion is a blessing and curse. It provides flexibility and also opens door for errors. If I was the one who designs the system this is what I whould do. I would keep the existing logic but would add a layer of validation as follows.

  • I would add an option to create categories for the Subaccounts (i.e. Bank Account, Cost Center, Department, ...)
  • Whould link the Subaccounts to one of these categories
  • Would allow the Accounts to be linked to one or more Subaccount Category.

Whith this structure, system would keep the flexibility and prevent using of invalid combination.

Reza Aghaei CPA, M. Acc. & Acumatica Customization - If a member helped you, please *Like* their post. If a member provided an answer to your question, please mark it as *Best Answer*.
Chris Hackett
L
2 people like this
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    Chris Hackett
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    lacpham63
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Acumatica Employee
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  • vkumar
  • Acumatica Support Team
  • 871 replies
  • February 10, 2025

Hi ​@lacpham63 

The description of Parent account mentioned in above case is somewhat similar to Account class in Acumatica. Where one can group the actual GL accounts used on transactions for reporting purpose. One cannot post anything directly to an Account class. 

To suggest further, can you give an example of actual Parent account and sub account names, for what kind of transaction recording are they used for ? 

Regards,

VijayKumarU
Chris Hackett
L
2 people like this
  • Chris Hackett
    Chris Hackett
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    lacpham63
L
Freshman I
  • lacpham63
  • Author
  • Freshman I
  • 1 reply
  • March 4, 2025
aaghaei wrote:

Hello ​@lacpham63 

  • Acumatica supports Account and Subaccount. You can use only Account (if Subaccount is not enabled in the Features) or use them in conjunction (Account + Subaccount). If Subaccount enabled in Features, it will become mandatory.
  • Behind the scene transactions are always posted to the combination of Account and Subaccount. If Subaccount is not enabled in the Features, Acumatica automatically uses the default subaccount shipped with the system automatically. As a result, in fact your GL Accounts are aggregation of the Subaccounts.
  • You can assign the Accounts to the Modules and block it from direct posting from GL. This will ensure GL Accounts always agree to Subledgers and accordingly to Subaccounts.
  • Accounts and Subaccounts do not have parent-child relationship. In other word any account can be combined with any subaccount. So it is on user or system config to ensure the proper mix of Accounts and Subaccounts are used.

Side note: Last bullet in my opinion is a blessing and curse. It provides flexibility and also opens door for errors. If I was the one who designs the system this is what I whould do. I would keep the existing logic but would add a layer of validation as follows.

  • I would add an option to create categories for the Subaccounts (i.e. Bank Account, Cost Center, Department, ...)
  • Whould link the Subaccounts to one of these categories
  • Would allow the Accounts to be linked to one or more Subaccount Category.

Whith this structure, system would keep the flexibility and prevent using of invalid combination.

Thanks, we got that!

Chris Hackett
1 person likes this
  • Chris Hackett
    Chris Hackett
aaghaei
Captain II
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  • aaghaei
  • Captain II
  • 1206 replies
  • April 15, 2025

I thought it could be beneficial to share that recently I came across the same needs (a little bit broader) for a group of companies and ended up defining this project and working on it as a customization package. The main goals were

  1. Add ability to stock/nonstock items so depending how is used (Project/Equipment/Overhead/Sales) are coded to four different sets of GL accounts automatically. i.e. Projects go to 6XXX, Equipment to 7XXX, Overhead 8XXX
  2. Limit the Subaccounts that could be selected for each set of accounts. i.e. Expense Accounts can only use subaccounts of type Department …
  3. Preventing coding to Projects if combination of Project/Task/Cost Code doesn’t exist not just warning.

We ended up

  1. Adding bunch of Accounts/Subaccounts to the Stock/Nonstock items screens.
  2. Adding some custom field to the project profile so depending on the type of project/non-project and selected item, GL Account/subaccount is determined.
  3. Adding 3 new DACs/Screens so we can Create Subaccount Types and instruct the system what subaccount types are valid in each account context.
  4. Adding two Validation Classes and overriding 22 business logics.

 

Reza Aghaei CPA, M. Acc. & Acumatica Customization - If a member helped you, please *Like* their post. If a member provided an answer to your question, please mark it as *Best Answer*.
Chris Hackett
1 person likes this
  • Chris Hackett
    Chris Hackett
Chris Hackett
Community Manager
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  • Chris Hackett
  • Acumatica Community Manager
  • 2809 replies
  • April 15, 2025

Thank you for sharing your solution with the community ​@aaghaei!

Chris ~ Let us know how we're doing: https://forms.office.com/r/xmJUdZ1QE5 - A member helped you, please *Like* their post. A member provided an answer to your question, please mark it as *Best Answer*.

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