Initial Setup Requirements
Before creating a new GL account, you must ensure you have the proper setup and permissions in place. The General Ledger module must be activated in your Sage 100 system, and you should have administrative access to make these changes.
Account Planning Phase
Essential Information to Gather Before beginning the account creation process, collect the following information:
- Account number and detailed description
- Account structure code
- Account type and normal balance (debit or credit)
- Account group designation
- Posting preferences (detailed or consolidated)
- Currency requirements for transactions
- Control account specifications if applicable
Step-by-Step Account Creation Process
1. Accessing the System
Navigate through the following path:
General Ledger > G/L Accounts > Accounts
2. Basic Account Setup
In the Account field, enter your new account number. Remember that you can input account numbers with or without delimiter characters that separate account segments.
3. Detail Tab Configuration
Account Properties Fill in these essential fields on the Detail tab:
- Structure Code: Select the appropriate account structure that matches your segment configuration
- Normal Balance: Specify whether the account typically carries a debit or credit balance
- Account Type: Choose between Income Statement, Balance Sheet, or Retained Earnings
- Account Group: Select the relevant group if your company uses account grouping
- Post to Account: Choose Detail, Consolidated, or Prohibited
Advanced Configuration Options
Allocation Settings
If you plan to automatically allocate balances from this account:
- Enable the Auto Allocation option
- Complete the Allocation tab details
- Ensure all associated accounts have Maintain Quantities selected if allocating by quantity
- Verify all accounts use identical units of measure
Multicurrency Configuration
For multicurrency accounts:
- Select the Multicurrency option
- Navigate to the Currency tab
- Specify allowed posting currencies
- Set revaluation parameters
Optional Fields and Additional Features
Optional Fields Configuration
- Access the Optional Fields tab
- Select relevant optional fields for additional account information
- Configure the Transaction Optional Fields tab for specific transaction detail requirements
Control Account Setup
If designating as a control account:
- Enable the Control Account option
- Navigate to the Subledger tab
- Specify which subledgers will utilize this account
Account Rollup Features
For creating rollup accounts:
- Enable the Rollup option
- Access the Rollup tab
- Add necessary member accounts
- Configure rollup parameters
Industry-Specific Considerations
Sage 100's General Ledger module offers flexibility with over a dozen industry-specific chart of accounts structures. This allows you to either maintain your existing chart of accounts or create a new structure based on your industry's requirements.
Department and Segment Management
Department Setup
- Create department codes (e.g., "00" for Corporate)
- Configure department-specific parameters
- Generate accounts for each department if needed
Main Account Configuration
When working with main accounts:
- Access Main Account Maintenance
- Define the base account structure
- Set up sub-accounts as needed
- Use the Generate Accounts utility to create multiple accounts simultaneously
Post-Creation Steps
After creating your new GL account:
- Verify all entered information
- Save the account configuration
- Add previous year balances if setting up the General Ledger for the first time
- Test the account with a sample transaction
- Review account settings and permissions
Best Practices and Tips
Account Maintenance
- Regularly review account structures
- Maintain consistent naming conventions
- Document all account creation decisions
- Implement proper security controls
- Regularly backup your system before making significant changes
Quality Control
- Double-check all account numbers and structures
- Verify posting permissions
- Confirm currency settings
- Test allocations if configured
- Review optional field setup
System Requirements and Considerations
To ensure smooth operation when creating new GL accounts:
- Verify system permissions
- Check available disk space
- Ensure proper module activation
- Confirm database connectivity
- Review existing account structure compatibility
Troubleshooting Common Issues
Account Creation Problems
- Verify account number format matches structure code
- Ensure no duplicate account numbers exist
- Check for proper module activation
- Confirm all required fields are completed
- Verify system permissions
Maintenance and Updates
Regular maintenance ensures optimal performance:
- Review account settings periodically
- Update account descriptions as needed
- Verify posting settings remain appropriate
- Check allocation configurations
- Update optional fields as required
Conclusion
Creating a new GL account in Sage 100 requires attention to detail and proper planning. Following these comprehensive steps ensures accurate account setup and proper integration with your existing financial structure. Remember to document all changes and maintain regular system backups throughout the process.
By following this detailed guide, you can confidently create and manage new GL accounts in Sage 100, ensuring your financial records remain organized and accurate. The system's flexibility allows for customization to meet various business needs while maintaining proper accounting standards and practices.
Citations: [1] https://help.sage300.com/en-us/2024/web/Subsystems/GL/Content/Accounts/AddingAccounts/AddingNewAccount.htm [2] https://www.swktech.com/new-account-general-ledger-setup/ [3] https://support.accountingseed.com/hc/en-us/articles/360015382414-Create-a-New-GL-Account [4] https://help-sage100.na.sage.com/2018/Subsystems/GL/GLSetupProced/CREATE_ACCTS_USING_MAIN_ACCT_EXSTNG_ACCTS.htm [5] https://help-sage100.na.sage.com/2023/Subsystems/GL/GLSetupProced/CREATE_MAIN_ACCT.htm
