An account segment is a portion of your account numbers that represents an aspect of your business that you need to report on. The number of segments used depends on your reporting needs.
Some commonly used segments include:
Company
Department
Tenant
Division
Project
Airline
Main
Cost Center
Salesperson
Region
Profit Center
Responsibility Unit
Ledger
Account Number
Property
The structure of an account number consists of up to three types of segments:
Primary. This type of segment is required for every account. The primary segment is the main identifier for the account number. Members of the primary segment represent your main breakdown of assets, liabilities, capital, revenue, and expenses. Only one segment can be designated as the primary segment.
Auxiliary. Auxiliary segments are optional and you can have up to ten of them. They allow you to expand your accounts to reflect the diversification of your organization. When appropriate, you can specify address information for an auxiliary segment item. This information can be printed in the headings of user-designed financial reports.
Ledger. Only one segment can be designated as a ledger segment; however, you can have any number of ledger items. A ledger segment associates a particular type of data to each account in your general ledger. You can require that all accounts in a ledger be in balance. This is particularly useful for your actual ledger. If you have statistics and/or budget ledgers, you should not require them to be in balance.
The Segments Listing provides a list of segments defined in the General Ledger.
Content
For each segment included on the report, the listing shows:
plural name
whether the segment is active or not
segment type
data type
size
whether to require balancing on the segment
whether to require a calendar on the segment
segment order number.
In addition, you can include one or more of the following:
timestamps
memos
custom fields.
The following total appears on the report:
record count.
Print the report
In the Navigation pane, highlight the ActivReporter > Setup > Segments folder.
Start the report set-up wizard.
To report on all or a filtered subset of segments:
Right-click the Segments folder and select Select and Report > Segments Listing from the shortcut menu.
On the Selection tab, define any filters you want to apply to the data.
To report on specifically selected segments:
In the HD view, select the segments to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click .
To report on a particular segment from the Segment window:
In the HD view, locate and double-click the segment you want to report on. The Segment window opens with the segment loaded.
Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
Timestamps
Memos
Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
×
Report Email dialog
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.
Data extensions
The following data extension is available for the report:
Segments
Segment Record ID
Name
A unique name for the segment.
Note
While spaces are allowed in segment names, AccountingWare discourages this practice because it introduces avoidable complexity when designing financials.
Segment tab
Segment Type
The type of segment. The segment type affects how segment items are defined, how segments behave, and chart of accounts generation. Your options are:
Primary. This type signifies your main account segment. Members of this segment represent your main breakdown of assets, liabilities, capital, revenue, and expenses. There is exactly one primary segment.
Ledger. The ledger segment associates a data type with each account in the general ledger. All accounts in a particular ledger can be required to be in balance, but balancing is optional for statistics and budget ledgers (and not recommended). Units can be specified on ledger segment items. There is exactly one ledger segment.
Auxiliary. Auxiliary segments let you expand accounts to reflect the diversification of your organization. When appropriate, address information may be available on auxiliary segments which can be printed in the headings of user-designed reports. Up to ten auxiliary segments are possible.
Plural Name
The plural form of the segment name that displays on the folder for this segment and in other places in ActivReporter where the segment name is used.
Segment Order Number
For active segments, this field displays the position of the segment in the account number format.
Data Type
The type of data that is valid for the segment item codes for this segment. Your options are:
Alphanumeric. Segment item codes can contain numbers, letters, or miscellaneous characters.
Note
Reserved characters cannot be used in rollup codes. Reserved characters include asterisk (*), underscore (_), percent (%), and question mark (?).
Numeric. Segment item codes can only contain numbers.
Size
The size of segment items for the segment. Segment items can be up to 12 characters long.
Require Balance?
If this checkbox is marked, it indicates that the segment's debits and credits musts always be in balance, either on a period basis or a daily basis. Typically, only self-balancing entities such as companies, funds, and independent divisions should require balancing. The balancing option can be overridden by the balance option on the ledger segment item. This allows you to create statistical ledgers which are not required to balance even in self-balancing entities.
Require Calendar?
This checkbox is marked if the segment requires a calendar. Only one segment at a time can require a calendar.
If no segment in the chart of accounts requires a calendar, the default GL calendar is used.
Calendar
This field is enabled if the Require Calendar? checkbox is marked. This is the calendar assigned to the segment.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
[Segment Name] tab
The [Segment Name] pane shows the [Segment Name] Segment Items HD view showing all segment items for the selected segment.
Double-click a row in the pane to drill down to its record in the [Segment Name] Segment Item window.
Other tab
Memo tab
This text box includes additional information about this record not collected elsewhere.
Timestamps tab
This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.
Note
For entries coming from Dynamics-GP, the dates are the date and time of the last seeding/syncing.
Segments Listing
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- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).