Setting up CoA with multiple Company locations

[Former Member]

Hello,

I am trying to determine the best way to set this company up. They have 19 different locations. They have a large chart of accounts, because they seperate each account by each location. So essentially they have 19 "Petty Cash" accounts, one for each location.

Would this be the best way to setup using the different locations?

I was thinking of setting up a parent account with the 19 company accounts below, but this is going to further expand their large CoA.

Currently they have about 4500 accounts in their CoA.

Is there a different area of the system in which I could account for the different companies while using only ONE account?

Any insight would be great.

[Former Member · Accepted solution]

Hi Andrew,

There is no easy solution in your case. If you set up only one company, the authorization will be a big issue. If you set up 19 of them based on location, synchronize them will be even more difficult.

If all they locations have more users, B1 may not be the right choice. All-in-one could be better.

My 2 cents.

Thanks,

Gordon

[Former Member]

Hi Andrew

Sound to me like Account Segmentation is already being used in one way or another. The best would be to stick to their current structure as closely as possible. Each location would need to be defined in a segment called "branch" or "location". There is no other way to work around this in SAP Business One as cost centers will not work for balance sheet accounts such as Petty cash. Projects adds an additional field to be selected by users and users do make mistakes and forget to choose correctly and projects may be needed in future for a different purpose.

Using segmentation and a warehouse per location, you should be able to "map" users from each location to specific G/L accounts. You can also create user defaults under Administration > Setup > General > Users. For each location the defaults will determine the default warehouse, checks received accounts, cash accounts, etc. per location. Then allocate the user default groups to each user in each location.

Let me know if you need further assistance.

Kind regards

Peter Juby

[Former Member]

If you're not planning to use it for anything else, you might try using Projects to represent the different locations. All transactions can have a project associated with them, and all of the financial reports can be printed by project. Users would need to be trained to enter the appropriate project on every document - maybe an approval for documents where the project is blank.

[former_member583013]

If all users have to connect to the same company database then you have to set them up the way you are thinking. But my main question is what are these location and what accounts do you need to have individually for each locations. 4500 GL's is unheard of?

If these locations are individually run / managed then you could have seperate company with their users and do an consolidation at year end

Suda