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- Sub-accounts are unique to an organisation, except for a few special global sub-accounts (Cash Drawer, CMF Bank Account, the global Funds, Unspecified Project)
- Have various types that are used for different purposes - Givers, Suppliers, Non-Local Offerings, Projects, Funds, Bank Accounts.
- Only sub-accounts of one type should be assigned to an account. So you would not have a Bank Account and a Project assigned to the one account.
- By default, if a sub-account is assigned to an account, the sub-account become mandatory and you can no longer post to the account. For example, account 643-300680-000000 Evangelism Income does not have transactions posted to it. The Project sub-account PRJ00001 - Outreach 2022 is assigned to it. The account that can be posted to is now 643-300680-PRJ00001 Evangelism Income - Outreach 2022.
- Deleting sub-accounts - this can only be done if the below requirements are met
- They are owned by the church (global sub-accounts may not be deleted)
- There is no transactions posted to them
- They are not assigned to any accounts
- They are not assigned as a Fund in any accounts
| Sub-Account Type | Usage |
|---|---|
| Bank Account | Create a Bank Account sub-account for each bank account a church has. Being of the Bank Account type means it will show on Bank Account drop-down lists in payments and on the Bank Reco Search screen. |
| Fund | Fund sub-accounts are used for closing off the balance of Income and Expense accounts to an Equity account when the Year End process is run. There is a global list of Fund sub-accounts, but a church can create their own if required. |
| Giver | Create a Giver for anyone that requires a receipt and/or will have transactions processed on the Receipt Entry screen. These sub-accounts are created and managed from the Admin | Clients menu. |
| Non-Local Offering | A Non-Local Offering is created at the Conference level and above for offerings that need to be available for multiple churches, and/or where funds need to roll up to higher entities. These sub-accounts are created and managed from the Admin | Non-Local Offerings menu. |
| Project | Create a Project where any further analysis is needed on an account. Example 1 - you wish to separate the costs of each Sabbath School class in the Sabbath School Expense account. You could create a Project sub-account for Beginners, Kindergarten, Primary, Junior etc and assign them to the Sabbath School Expense account. Example 2 - you wish to track the income and expenses of a Fly 'N' Build. Create a Project sub-account called Fly 'N' Build 2022 and assign it to the Project Income and Project Expense accounts. |
| Suppliers | Create a Supplier for anyone that will have transactions processed on the Expense Entry or Express Payment Entry screen. These sub-accounts are created and managed from the Admin | Clients menu. Note - you do not have to create a sub-account for the Conference. A special Supplier record called PARENT is automatically created in all churches, so use this record when recording expenses payable to the Conference. |
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