User Support Forum

I'm having some trouble with sub-accounts.

Within the Expenses category, I have numerous different departments set-up. Each department, while have a different account number, each area has the same corresponding sub-account number. For instance:

6010 MUSIC
6010.401 Marketing Expenses
6010.402 Food/Beverages
6010.403 Contribution Expenses

6015 MEN'S MINISTRY
6015.401 Marketing Expenses
6015.402 Food/Beverages
6015.403 Contribution Expenses

When I run a sub account report, i.e. 402 for all food/beverages Expenses, the system is only pulling information from the Music sub account and NOT from all the ministry departments, based on the sub account.

Am I misunderstanding what the purpose of sub-account system or am I doing something wrong? Any help/assistance is much appreciated.

TimothyW wrote:I'm having some trouble with sub-accounts.

Within the Expenses category, I have numerous different departments set-up. Each department, while have a different account number, each area has the same corresponding sub-account number. For instance:

6010 MUSIC
6010.401 Marketing Expenses
6010.402 Food/Beverages
6010.403 Contribution Expenses

6015 MEN'S MINISTRY
6015.401 Marketing Expenses
6015.402 Food/Beverages
6015.403 Contribution Expenses

When I run a sub account report, i.e. 402 for all food/beverages Expenses, the system is only pulling information from the Music sub account and NOT from all the ministry departments, based on the sub account.

Am I misunderstanding what the purpose of sub-account system or am I doing something wrong? Any help/assistance is much appreciated.

First off, I'm hoping that the accounts are displayed in the system as 6015-401, 6010-401 and that you are using the period instead of a dash for typing only.

About grouping by subaccount. This is the way subaccounts are supposed to work. I just tested this on my test system, and the report comes out correctly. What happens when you pull a report using the default 001 thru 999 numbers, do you pull up all the subaccounts then?

Is the one that's missing set as an 'active' account?

NeilZ wrote:

TimothyW wrote:I'm having some trouble with sub-accounts.

Within the Expenses category, I have numerous different departments set-up. Each department, while have a different account number, each area has the same corresponding sub-account number. For instance:

6010 MUSIC
6010.401 Marketing Expenses
6010.402 Food/Beverages
6010.403 Contribution Expenses

6015 MEN'S MINISTRY
6015.401 Marketing Expenses
6015.402 Food/Beverages
6015.403 Contribution Expenses

When I run a sub account report, i.e. 402 for all food/beverages Expenses, the system is only pulling information from the Music sub account and NOT from all the ministry departments, based on the sub account.

Am I misunderstanding what the purpose of sub-account system or am I doing something wrong? Any help/assistance is much appreciated.

First off, I'm hoping that the accounts are displayed in the system as 6015-401, 6010-401 and that you are using the period instead of a dash for typing only.

About grouping by subaccount. This is the way subaccounts are supposed to work. I just tested this on my test system, and the report comes out correctly. What happens when you pull a report using the default 001 thru 999 numbers, do you pull up all the subaccounts then?

Is the one that's missing set as an 'active' account?

You're correct. The "." were used for typing purposes only.

The accounts are set to active (they were all new accounts just created).

The SA report I would attempt to run is 401 (for marketing) to see all the marketing expenses across all of the different departments. No even though each department has a different primary (XXXX) account, I was still expecting to generate a report that pulled every SA that appeared as 401. So my range for the report would be 401 to 401 and it would only pull from one primary account.

I will try running the full SA report range and see if it's capture through that process and report back.

I just want to ensure that they way I intend to use the SA system will produce the type of results I need.

Thanks for all your help

If there is no activity in the account it will not be displayed in the report. So there actually has to be a transaction posted to that account number in order for it to display.

tborgal wrote:If there is no activity in the account it will not be displayed in the report. So there actually has to be a transaction posted to that account number in order for it to display.

Ah yes .. there is that too