Manage subaccounts /visma-net-erp/help/general-ledger/manage-subaccounts section 2026-02-19T17:09:06+01:00 # Manage subaccounts Manage subaccounts - overview /visma-net-erp/help/general-ledger/manage-subaccounts/manage-subaccounts-overview page General ledger accounts hold all financial data for your organisation. 2026-02-19T17:09:06+01:00 # Manage subaccounts - overview General ledger accounts hold all financial data for your organisation. In Visma Net, in addition to accounts, you can use subaccounts. To use subaccounts in your system, the **Subaccounts** functionality must be enabled in the [Enable/disable functionalities](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. Subaccounts are usually used to compartmentalise large accounts for better tracking of various company earnings and expenses, or for budget allocation. For example: A company might set up a subaccount for each of its departments to clarify the record keeping. If subaccounts are activated in your system, they are always required with accounts; that is, when you specify an account, you need to specify the corresponding subaccount. Subaccounts can be based on the structure of your organisation, such as the department, cost centre, or product. You use subaccounts to virtually split accounts into smaller, more specific accounts to achieve finer classification for reporting and internal management purposes. These topics provide an example of configuring subaccount identifiers and includes the procedures related to subaccounts in the system. ## Topics + [About subaccount IDs](/visma-net-erp/help/general-ledger/manage-subaccounts/about-subaccount-ids/) + [Example of a subaccount definition](/visma-net-erp/help/general-ledger/manage-subaccounts/example-of-a-subaccount-definition/) + [About combined subaccounts](/visma-net-erp/help/general-ledger/manage-subaccounts/about-combined-subaccounts/) + [Add a subaccount](/visma-net-erp/help/general-ledger/manage-subaccounts/add-a-subaccount/) + [Deactivate a subaccount](/visma-net-erp/help/general-ledger/manage-subaccounts/deactivate-a-subaccount/) + [View account balances by subaccount](/visma-net-erp/help/general-ledger/manage-subaccounts/view-account-balances-by-subaccount/) About subaccount IDs /visma-net-erp/help/general-ledger/manage-subaccounts/about-subaccount-ids page In the General ledger workspace, you can use either only accounts, or both accounts and subaccounts. 2026-02-19T17:09:06+01:00 # About subaccount IDs In the General ledger workspace, you can use either only accounts, or both accounts and subaccounts. In the General ledger workspace, you can use either only accounts, or both accounts and subaccounts. In the latter case, each subaccount is used in a pair with the corresponding account. Subaccounts are usually used to meet internal management needs. By using subaccounts, your organisation can virtually break down an account into multiple accounts that are smaller and more specific, for better tracking of budgets or expenses for reporting. In Visma Net, you can configure subaccount IDs so that the users can easily recognise each particular subaccount in the system. You configure a subaccount ID with the help of the **segmented key** that lets you define the structure of the ID, and serves as a template for creating the subaccount ID. Before you start creating the list of required subaccounts, take the time to think through the whole system of accounts and subaccounts and the ways their IDs will be composed. If you add a segment to a segmented key or remove it from the key after some subaccounts have been created, these actions may have unpredictable results. ## Configuration of subaccount identifiers To configure the subaccount IDs, in the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window, select the **SUBACCOUNT** segmented key and specify the settings for this key. he segmented key may contain an alphanumeric string of up to 30 characters. It may be divided into several segments or may be non-segmented. To make subaccount IDs meaningful for users of the system, you could compose IDs of several segments with different meanings. For example: The general ledger subaccount IDs could contain a two-character regional branch code, a one-digit department number, and a three-character product type, resulting in an ID such as CA-1-T32. ## Validation of subaccount segment values You can turn on the validation that will be applied while adding each particular segment value when you create a subaccount in any data entry window (in which a subaccount can be added). In the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window, select the **Validate** check box for a required segment (or segments) of the **SUBACCOUNT** segmented key. As a result, when you create a subaccount, for a segment with the **Validate** check box selected, you select a segment value from the list of existing segment values. You open this list by pointing to any segment in the input mask (such as ****_/**/____**, which indicates the number of segments and their lengths), and pressing F3. If the **Validate** check box is not selected for a segment, you can enter any segment value. In that case, the new values are not added to the list of segment values automatically. ## Validation of subaccounts entry You can turn on the validation that will be applied when you add a subaccount in a data entry window (in which a subaccount can be added). This validation controls whether a subaccount is entered by selecting an existing subaccount from the list of subaccounts. To turn on the validation of subaccount entry, clear the **Allow adding new values on the fly** check box in the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window. The **Allow adding new values on the fly** check box works as follows: + If the check box is cleared, users can add a subaccount only by selecting an existing one from the list of subaccounts. + If the check box is selected, users can enter a subaccount by specifying the values segment by segment. Selecting the **Allow adding new values on the fly** check box is helpful when the number of segments and the number of values in each segment could produce too many combinations to enter them in advance. Parent topic: [Manage subaccounts - overview](/visma-net-erp/help/general-ledger/manage-subaccounts/manage-subaccounts-overview/)

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 Example of a subaccount definition /visma-net-erp/help/general-ledger/manage-subaccounts/example-of-a-subaccount-definition page Consider an example that is explored in other articles in this section. 2026-02-19T17:09:06+01:00 # Example of a subaccount definition Consider an example that is explored in other articles in this section. North Serpent Company, with stores in the mountainous areas of California and Nevada, sells skis and snowboards and offers rental services. Each sale transaction of a ski or a snowboard is recorded to sales account 40000, but later, at the period closing, management would like to know the total sales on skis in Nevada store and the total sales on snowboards in California store, as well as the total rental of snowboards in California store and the total rental of skis in Nevada store. Thus, we can split the sales account into eight more specific accounts, for example, as shown below: + 40100: Ski sales in the Nevada store + 40200: Snowboard sales in the Nevada store + 40300: Ski rentals in the Nevada store + 40400: Snowboard rentals in the Nevada store + 40500: Ski sales in the California store + 40600: Snowboard sales in the California store + 40700: Ski rentals in the California store + 40800: Snowboard rentals in the California store To enter a transaction, a user has to remember all the accounts, but it is easy to mistype the account. The following section explores some ways Visma Net makes this process easier and less error-prone. ## Subaccount identifiers In Visma Net, accounts and subaccounts are referred to by their identifiers. Generally, account identifiers must follow the regulations used in your country. Because subaccounts are mostly used for internal management purposes, greater flexibility is allowed for their design. Identifiers can be segmented. Segmented identifiers with meaningful, recognizable segment values, because they are easier to enter, reduce the input error rate. For the North Serpent Company, you could define a three-segment subaccount in the following way: + First segment: Company division - **NV** (Nevada) and **CA** (California) + Second segment: Profit centre - **RENT** (rentals) and **SALE** (sales) + Third segment: Product type - **SK** (skis) and **SB** (snowboards) All sales and rental transactions can then be posted to the sales account 40000 with the following subaccounts: NV-SALE-SK : To enter sales amounts on skis in Nevada NV-SALE-SB : To enter sales amounts on snowboards in Nevada NV-RENT-SK : To enter amounts received on ski rentals in Nevada NV-RENT-SB : To enter amounts received on snowboard rentals in Nevada CA-SALE-SK : To enter sales amounts on skis in California CA-SALE-SB : To enter sales amounts on snowboards in California CA-RENT-SK : To enter amounts received on ski rentals in California CA-RENT-SB : To enter amounts received on snowboard rentals in California Later, the documents and records can be filtered by any combination of subaccount segment values to produce the requested balances. Subaccounts simplify data analysis as follows: + If you do not specify any subaccount, you will see the balances of natural accounts, reflecting the overall company performance. + If you select a particular subaccount, you will see the result of specific transactions. Parent topic: [Manage subaccounts - overview](/visma-net-erp/help/general-ledger/manage-subaccounts/manage-subaccounts-overview/) Related reference [Chart of accounts - reference information](/visma-net-erp/help/general-ledger/general-ledger-windows/chart-of-accounts-gl202500/) [Subaccounts - reference information](/visma-net-erp/help/general-ledger/general-ledger-windows/subaccounts-gl203000/) [../shared-files/cs202000-ref.html](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/)

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 About combined subaccounts /visma-net-erp/help/general-ledger/manage-subaccounts/about-combined-subaccounts page Parent topic: Manage subaccounts - overview 2026-02-19T17:09:06+01:00 # About combined subaccounts Parent topic: Manage subaccounts - overview For more information: [Manage subaccounts - overview](/visma-net-erp/help/general-ledger/manage-subaccounts/manage-subaccounts-overview/). 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 , and Sales 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)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/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)](/visma-net-erp/help/inventory/inventory-windows/posting-classes-in206000/) window of the Inventory workspace. ## Configuration of a combined subaccount 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)](/visma-net-erp/help/common-settings/common-settings-windows/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)](/visma-net-erp/help/general-ledger/general-ledger-windows/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): 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). + **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 1. Repeat Step 1 for each segment of the combined subaccount. ## Example of a 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). 1. **XX**: A two-character segment designating a product line. Possible values are **B1, B2, B3**, and **00** (not applicable or a non-specific value). 1. **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](/visma-net-erp/help/general-ledger/manage-subaccounts/manage-subaccounts-overview/)

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 Add a subaccount /visma-net-erp/help/general-ledger/manage-subaccounts/add-a-subaccount section 2026-02-19T17:09:06+01:00 # Add a subaccount ## Before you proceed 1. In the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window, be sure the structure of the subaccount has been configured. 1. Review the meanings of the subaccount segment values in your organisation. You define valid values by using the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window for segments requiring validation. 1. Got to the [Subaccounts (GL203000)](/visma-net-erp/help/general-ledger/general-ledger-windows/subaccounts-gl203000/) window. 1. In the table toolbar, click ![icon-add](/media/visma-net-erp/icon-add.png) to append a blank row to the table. The input mask for subaccounts is shown in the **Subaccount** column for the new row. 1. Create the subaccount segment by segment by using one of the following methods, depending on whether the **Validate** check box is selected for the segment in the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window: + If the **Validate** option is selected, select the segment value from the list of predefined values. + If the option is not selected, type a value for the segment. Only the number of characters and the type of string (specified in the **Edit mask** field in the [Segment keys (CS202000)](/visma-net-erp/help/common-settings/common-settings-windows/segment-keys-cs202000/) window) will be validated. 1. Make sure the **Active** check box is selected for the subaccount. 1. Optional: In the **Description** column, briefly describe the subaccount. 1. Click **![icon-save](/media/visma-net-erp/icon-save.png)** in the window toolbar. Deactivate a subaccount /visma-net-erp/help/general-ledger/manage-subaccounts/deactivate-a-subaccount section A subaccount for an account that has transactions posted cannot be deleted; if such a subaccount is not used any more, you can deactivate it. 2026-02-19T17:09:06+01:00 # Deactivate a subaccount A subaccount for an account that has transactions posted cannot be deleted; if such a subaccount is not used any more, you can deactivate it. A subaccount for an account that has transactions posted cannot be deleted; if such a subaccount is not used any more, you can deactivate it. The subaccount, after deactivation, remains in the database but does not appear on the list of subaccounts for selection. 1. Go to the [Subaccounts (GL203000)](/visma-net-erp/help/general-ledger/general-ledger-windows/subaccounts-gl203000/). 1. To quickly find a subaccount, type a segment value in the **Search** field at the bottom left of the window and review the results. 1. Click anywhere in the row with the subaccount you want to deactivate. 1. Clear the **Active** check box for the subaccount. 1. Click **![icon-save](/media/visma-net-erp/icon-save.png)**. View account balances by subaccount /visma-net-erp/help/general-ledger/manage-subaccounts/view-account-balances-by-subaccount page 2026-02-19T17:09:06+01:00 # View account balances by subaccount 1. Go to the [Account by subaccount (GL403000)](/visma-net-erp/help/general-ledger/general-ledger-windows/account-by-subaccount-gl403000/) window. 1. In the **Ledger** field, select the ledger where the account you want to view is located. 1. In the **Financial period** field, select the period. 1. In the **Account** field, select the account. 1. In the **Subaccount** field, do one of the following: + Specify a subaccount. + Specify a mask to view a group of subaccounts. To define a mask, specify the values for only some of the segments. The system will select all the different subaccounts that have the specified segment values. + Leave the field blank to view transactions on the account broken down by all relevant subaccounts. 1. Select the **Show currency details** check field if you want to view currency details. This option appears only if multi-currency support is activated in your system. 1. In the table, view the account balances for the selected subaccount or group of subaccounts. 1. Optional: View more information as follows: + To view the account balances by subaccount in the previous period, click **Go to previous record** in the window toolbar. + To view the data for the next period, click **Go to the next record**. + To view the account details, select a subaccount and click **Account details**.