Manage Sub Types on GL Accounts

Overview 

Type, Sub Type 1, and Sub Type 2 are dependent pick list fields on the GL Account that are used to aggregate GL Accounts for easier reporting in Standard Financial Reports. Accounting Seed does not allow the addition of custom Type values. The values for the Type field are:

• Balance Sheet
• Revenue
• Expense

The values for Sub Type 1 are not editable for Balance sheet GL accounts but are for Revenue and Expense GL accounts. Balance Sheet GL Accounts Subtypes are:

• Assets
• Liabilities
• Owners Equity

All Sub Type 2 values can be customized. The default values for Sub Type 1 and Sub Type 2 are shown in the table below:  

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Create Sub Type Values

You can customize Sub Type 1 for Revenue and Expense GL Accounts and Sub Type 2 for all GL Accounts. To add your own values follow the steps below:  

1. Click the Gear icon and select Setup. Then, click the Object Manager tab. 
2. In the Quick Find search textbox, search for and select General Ledger Account. 
3. In the left panel, select Fields & Relationships and click the link for the Sub Type 1 or Sub Type 2 field.
   
4. On the Sub Type 1 (Managed) or Sub Type 2 (Managed) page, scroll down to the Values section and click New. (On this page you can also Activate, Deactivate and Reorder your picklist values.)
   
5. On the Add Picklist Values page:
• Enter a new Sub Type picklist value.
• If you imported your Chart of Accounts with Sub Type values, then these items will be imported as Inactive Values. You will need to activate them in the Inactive Values section and then link them to the appropriate Type.
• If there are active Sub Type 1 or Sub Type 2 values not in use, then they should be changed to Inactive.
  
6. Once your Sub Type picklist values have been created or activated, go back to Fields & Relationships and click the link for the parent level of your picklist. Type is the parent to Sub Type 1 and; Sub Type 1 is the parent to Sub Type 2.
   
7. Scroll down to the Field Dependencies section and click Edit to include the values added in Step 5. 

Link Sub Types to Types

When new GL Accounts are created, they must be associated with a Type, such as Balance Sheet, Revenue, or Expense. They can then be sub-grouped; this is where Sub Type 1 and Sub Type 2 are selected.

For example, if you select your Type as Balance Sheet, then your Sub Type 1 will only allow you to select groupings that relate to a Balance Sheet, such as Assets and Liabilities. Based on the Sub Type 1 selected, the Sub Type 2 will only allow groupings that relate to that asset.

1. Navigate to the Object Manager tab.
2. Search for and select General Ledger Account.
3. In the left panel, select, Custom Fields and Relationships and then, select either Type or Sub Type 1.
4. Scroll down to Field Dependencies and click the Edit link.
5. Double-click value(s) to associate with a particular Type or Sub Type 1 value.
   

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