Subaccounts

To use subaccounts in your system, go to the Enable/disable functionalities (CS100000) window and enable the Subaccounts functionality.

Before creating the list of required subaccounts, take the time to think through the whole system of accounts and subaccounts. Changing the structure or length of the subaccount segments after you have started to use Visma Net is difficult and may have unpredictable consequences.

Note that if you have not decided to use subaccounts when you set up the system, it will be more difficult to start using them later.

About subaccounts

Subaccounts are used to break down large accounts for better tracking of various company earnings and expenses, or for budget allocation. For example, your company might set up a subaccount for each department to track its revenue and costs. If you enable subaccounts in your system and you specify a regular account, you always need to specify the corresponding subaccount.

About segments

Segment keys (CS202000) are categories for which you analyse the financial activities, such as a unit, department, or project. Each segment has a number of segment values. For example, the segment Department may have values for R&D, Marketing, Support, and Sales.

The combination of segment values determines the subaccount.

You can define the number of segments, the length of each segment and whether the segment should contain letters, numbers, or both. The maximum length of a subaccount is 30 characters.

Step 1: Create segment

In step one, you create the segments for your subaccount. You also need to decide whether you want to use the on-the-fly entry. This option allows you to create subaccounts in the workspaces by entering combinations of existing segment values, without having to predefine all combinations in the Create subaccounts step.

One segment is available by default. You can either overwrite the description, length, and edit mask of this segment.

Select Allow adding new values on the fly if you want to be able to create subaccounts directly in the workspaces.
Click to add a segment.
Enter the description, length, and edit mask (character type).
Repeat this process for all segments.
Save the changes and click Next.

Step 2: Create segment value

In step two you set the values for each segment. Each value represents a specific element within a category. For example, if the segment you created in step one was department, you can not set the value for each department, such as R&D and Marketing.

Note that a default value is set for each segment. You can change the description of this default value if you want to use it, if not, delete it.

Choose the segment ID you want to set the values for.
Click to add a segment value.
Enter the value and the description.
Repeat steps 2 and 3 for all values for this segment.
Repeat this process for all segments.
Save the changes and click Next.

Step 3: Set default subaccount

In step three you set the default subaccount. The default subaccount replaces the default system subaccount, which is 0.

If you have added a new segment to an existing default subaccount, this step will be displayed, and you can define the default value of the new segment. You can only choose the values you have created in step 2 of the wizard.

To set the default subaccount, choose the default segment value for the segment in the drop-down lists.

Save your changes and click Next.

Step 4: Create subaccounts

In step four, you enter a combination of the segment values to form subaccounts that you can use throughout the system.

If you have selected Allow adding new values on the fly in step 1, you do not need to predefine all subaccounts, and this step is skipped. The Allow adding new values on the fly allows you to create subaccounts directly in the workspaces.

Click to add a subaccount.
Enter the values of the subaccount.
Optionally, enter a description.
Repeat this process for all subaccounts.
Save your changes and click Finish.
If you have created more than one subaccount, you will be asked if you want to set the default subaccount, if you have not already done that.

Step 5: Summary

The summary gives an overview of all created elements per step. Check the information and click Close.