Rollups and Chart of Accounts

Question

Hello! 
 We just implemented Sage 50 and used the following account structure FF-CC-DDD-AAAAA where FF is the fund, CC is the campus (location), DDD is the department and AAAAA is the account code. For example 10-01-901-51070 is the general fund, main location, admin department, equipment account. 
 I am trying to do rollup reporting and from the posts I've read, we may have built our account segments backwards. It appears that what we really want is something more like AAAAA-DDD-CC-FF or possibly FF-CC-AAAAA-DDD. I have problems using the * to filter when they come before the account code. 
 So, I have two questions. 
 1. What should the structure of my account segments be in order to do rollup reports on the departments and/or campus segments? 
 2. How do I best get from what I have to what I need? Can I go in and edit my chart of accounts or do I need to start over with a new company? If so, can I map old segments to new segments and do an export / import? 
 If it matters, we are using Sage 50 Quantum Accounting 
 Thanks for any help you can offer.

StephenC · Answer

1. As you've already figured out, when using a rollup mask the wildcards * have to come at the end. The rollup mask works by saying "If the first X number of characters in the account number are the same, roll them into one line." So the best order of account segments just depends on exactly how you want to roll up your accounts. 
 2. You can edit the account numbers in your existing companies by using the Change ID button in Maintain > Chart of Accounts. But you have to be the only user in the company when you do it. If you already have a lot of transactions in this company, then changing the account IDs is probably your best bet. If this is still a new company, then I would export the chart of accounts, rearrange it in Excel, and import it into a new company.

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