Accounts Receivable > Setup > Master Sub-accounts

Master Sub-accounts

You use this program to create a master and sub-account relationship between customers, typically for statement printing purposes.

Toolbar and menu

Field Description
Customer Enter the master customer to which you want to attach sub-account customers (or detach sub-account customers).

AR Master Sub-account Maintenance

This editable list view enables you to enter and maintain the details of the sub-accounts attached to the master account entered in the Customer field on the toolbar.

These listview details can be printed and exported if you want to keep a log of accounts attached or detached.

Field Description
New Adds a new line to the listview to enter the sub-account details.
Delete Detaches the sub-account from the master account. See Notes and warnings.
Save Saves any changes made in the listview.
Sub-account number

Indicates the customer code that must be linked to this master account as a sub-account.
Name This indicates the name of the sub-account customer you entered.
Store no

This is used as the default reference during AR Invoice Posting, and the default customer purchase order number during Sales Order Entry (but can changed when capturing an order).

For example:

  • Bikes and Blades - South is a sub account that is attached to Bikes and Blades - North

  • Invoices are attached to Bikes and Blades - North.

  • The store number of South is defined against Bikes and Blades - South.

An order is received from Bikes and Blades - South, with a purchase order number of MS 456.

When the sales order is processed, the store number of South is automatically entered as the customer purchase order number by the Sales Order Entry program.

The actual purchase order number provided by Bikes and Blades - South (i.e. MS 456) can be appended to this, enabling both references to be printed on the Master account statement (e.g. South MS 456).

If invoices are attached to the master account, then this allows the master account to identify which of its branches incurred the debt (providing the store number is printed on the statements and sales order documents).
Invoices attached to This indicate where the invoices for the sub-account must be posted to.
Master account The sub-account customer's invoices and balances are accumulated into the master account. Month-to-date sales are posted against the sub-account, while finance charges, terms and credit checking are performed against the master account.

You can define whether the sold to address of the master account or the sub account must be printed on sales order documents.

[Note]

The attachment process is cancelled if the same invoice number exists on the master and the sub-account.
Sub-account The sub-account customer's invoices and balances are retained against the individual attached account.

When printing statements you can select to print a consolidated statement where the invoices for the sub-account customer are consolidated and printed on the master account customer's statement. Alternatively you can print a statement for the sub-account only.
Use bill to address from If invoices are attached to the master account, then you can additionally specify which sold to address must be printed on the sub-account invoice, delivery note and order acknowledgement.
Master account Prints the master account sold to address on invoices, delivery notes and order acknowledgement documents for the sub-account.
Sub-account Prints the sub-account sold to address on invoices, delivery notes and order acknowledgement documents for the sub-account.

Customer Details

This displays details of the master account customer entered in the Customer field on the toolbar.

Master/Sub Cross Reference

This displays details of invoices currently attached to the master and sub account invoices according to your selection at the Invoices attached to option.

[Note]

The list view display is only populated with data when you attach a sub to a master or detach a sub from a master.

Notes and warnings

Restrictions and limits

  • A sub-account customer cannot have any accounts attached to it (i.e. it cannot be a master account itself) and cannot be attached to more than one master account customer.
  • The currency code held against the master and sub-account customers must be the same.
  • The entry defined against the Balance print type field for both the master and sub-account customers must be the same.

Deletion considerations

  • If you detach a sub-account customer where invoices and balances are held against the master account, the invoices and balances for the sub-account remain on the master account and are not transferred to the sub-account. This also applies to invoices raised using the AR Finance Charge Calculation program.

    If you want to have the sub-account invoices shown on the sub-account after the detachment, we recommend that you transfer them from the master to the sub-account using the Adjustments function in the AR Payments and Adjustments program.

  • Although you can detach a sub-account customer with outstanding sales orders from a master account customer, you will be unable to delete the sub-account if there are any outstanding sales orders attached.

Hints and tips

Record amendments

  • You can use the Customer Amendment Journal report to print details of changes made to master/sub accounts, if the Amendment journals required option is set to Yes, including additions (Accounts Receivable Setup).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.