V8 -- One for the folks with the green eyeshades: Chart of Accounts

Hello V-Team:

We're finally at the point in our implementation process where we're
"starting to cut metal" and actually beginning to throw some fundamental
configuration switches in our production Vantage 8.0 database. We have
a number of questions about the Chart of Accounts structure as it
applies to Vantage that are articulated below. If anyone has strong
opinions on any of the questions we've posed, I'd appreciate hearing
from you (but, please, do not feel obliged to weigh-in on the entire
laundry list if you don't know, care, or have the time, etc...I'll take
what I can get and I promise to report back what we've learned in order
to share the collective wisdom of this group.)

We *THINK* we'd like to structure our Vantage 8.0 Chart of Accounts as

2 numeric characters

6 numeric characters w/ two segments
- 4 numeric characters to describe Account
- 2 numeric characters to describe Subaccount

4 numeric characters

- (Dash/Hyphen character)

Example: 00-1200-01-0001

Before we commit to this structure, we would like to understand the
following items:

1. Are there any known issues with a two-digit Division segment? i.e.
Are you aware of other Companies that have actually run into problems
because they "only" used two digits/characters? Is this a natural number
of characters for Vantage? (does it prefer more/less characters for any
reason, etc.?)

2. What, if any, are the issues with multiple segments for the Chart
segment? For example, can additional segments be suppressed when
generating reports (i.e. so that only the first/primary segment of the
Chart is shown on financial statements)? Do the pre-built financial
reports support a multi-segmented Chart automatically (i.e. will they
properly sum and show/hide detail, etc.)? What are the data-entry
implications of a segmented Chart? (i.e. will the second segment default
to -00 if only the first segment is provided, etc.) In particular, our
desire to implement a second segment in the Chart segment is a forward
looking act that's designed to give us future flexibility as the company
grows. Kaleidescape expects to be a billion dollar company and we'd like
to be thinking about a Chart of Accounts schema that would support an
organization of this size.

3. Are there any known issues with a four-digit Department segment? In
particular, the thrust of this question is, is "Does Vantage care/mind?"
-- This is enough "addressing space" for Kaleidescape -- Any downsides,
with respect to Vantage (or with other customers/companies you have
known...) to just going with a four-digit Department segment?

4. In a multi-company Vantage environment, our assumption is, is that it
is desirable/preferred to have all related companies share the same
Chart of Accounts, e.g. 00-1200-01-0001 for Company A is the same
division/chart/department as 00-1200-01-0001 for Company B.

5. For P&L calculations in pre-built financial statements, how are
Expenses recognized? i.e. Are Expenses simply the sum of all
transactions in a Chart that is "normally" an Expense? Are Expenses the
sum of all transactions for a Department that is "normally" an Expense?
Or, are both Charts and Departments used to represent/designate Expense
items in the standard Vantage financial statements.

Sincere regards,

John Sykes
Director, IT
Kaleidescape, Inc.
650.625.6161 O
650.625.6101 F
mailto:john.sykes@... <mailto:john.sykes@...>
www.kaleidescape.com <http://www.kaleidescape.com/>

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