Sub-Account

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The Sub-Account document is used to define an optional part of the accounting string that allows tracking of financial activity within a particular account at a finer level of detail. Instead of associating budget, actuals and encumbrances with an account, you can specify a sub-account within that account to apply these entries. Sub-accounts are often used to help track expenses when several different activities may be funded by the same account. Sub-accounts can also be related to each other, across accounts, via Financial Reporting codes.

For example, a large organization may have money in a general account that is used by several different areas of that organization. The organization might segregate the budgets for each of the areas into Sub-accounts such as 'Marketing,' 'Research,' and 'Recruitment. When expenses are applied to the account they can be applied to the sub-account level, allowing direct comparisons between the budget and the actual income and expenditures of these smaller categories. Because all of the activity is still within a single account, it is still easy to report on the finances of the overall account.

Sub-accounts take on most of the attributes of the account to which it reports, including Fiscal Officer, account supervisor, fund group, and function code.

Sub-accounts allow you to take advantage of the Financial Reporting Code. This is an optional sub-account attribute that can be defined by a particular organization and retrieved from the OLE via decision support queries.

The Sub-Account document includes the Edit Sub-Account Code, and Edit Financial Reporting Code tabs.

If you are not establishing a Cost Share sub-account or using the Financial Reporting Code, the Edit Sub-Account Code and the Document Overview tabs are the only required tabs on the document.

Edit Sub-Account Code tab definition

Title

Description

Chart Code

Required. Enter the chart code associated with the account associated with the sub-account, or search for it from the UserID lookup .

Account Number

Required. Enter the account number on which you want to create the sub-account or search for it from the Account lookup . If you want to use the same sub-account code on several accounts, you need to process an additional document for each additional account on which you want to use that sub-account.

Sub-Account Number

Required. Enter the code to define the sub-account. This is the code to be entered in the sub-account field of the Accounting Lines tab of financial documents.

Sub-Account Name

Required. Enter the long descriptive name. This name appears on the Accounting Lines tab in financial documents as well as in searches and reports.

Active Indicator

Optional. Select the check box if the sub-account is active. Clear the check box if it is inactive.

This Financial Reporting Code tab is optional but can be used to associate this sub-account with a Financial Reporting Code. The associated reporting code could then be retrieved via decision support tools.

Edit Financial Reporting Code tab definition

Title

Description

Financial Reporting Chart Code

Optional. Enter the chart code associated with the organization that owns the assigned financial reporting code, or search for it from the Chart lookup .

Financial Reporting Org Code

Optional. Enter the code for the organization that owns the assigned financial reporting code, or search for it from the Org Code lookup .

Financial Reporting Code

Optional. Enter the reporting code assigned to the Sub-Account, or search for it from the Financial Reporting Code lookup . Financial reporting codes are specific to a chart and organization.

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