Setting up a departmental or divisional ledger in MAS

First create a Departmental Headings control account:

1. Open the MAS ledger and follow the menu path: Setup > Client Files > Client Chart.
2. Click New to open the Client Chart: Add Accounts screen.
3. In the Account field, type 239 then press the Tab key on the keyboard.
4. In the Description field, type Department Headings then press the Tab key twice.
5. In the Level field, type C then click OK. The Department Heading control account is created and a blank Client Chart:Add Accounts window appears to add another account.

Now, establish the name of the department using sub-account codes:

1. In the Account field, type 239 01, then press the Tab key on the keyboard.

2. Enter the name of the first department, then press the Tab key.

3. Ensure the Level is S and the Division is 001. Then click OK. The department header account for the first department is created.

4. Repeat steps 1 to 3 to establish the name of each department using the subcodes 239 01 to 239 99. Ensure the number in the Division field displays the correct division number for each department.

   Account Code	Division No.	Level	Description
   239		C	Department Headings
   239 01	001	S	Melbourne
   239 02	002	S	Sydney
   239 03	003	S	Brisbane

5. To close the chart of accounts press the Esc key on the keyboard.

Accounts which already exist on the client chart, can be changed to control accounts either individually or by range.

To create a new sub-code:

1. From the client chart screen: Click New.

2. Type the main account code and sub account 01 and press Enter. The cursor appears in the Description field and this field defaults to the description of the main account code.

3. Edit the description, if required, and ensure the Level is S and the Division is 001 and click OK. A blank Client Chart:Add Accounts screen appears with the cursor in the Account field.

Repeat steps 2 and 3 to add all new sub-accounts for each department. Ensure the number in the division field relates to the correct division number for each department. There should be no sub-account codes with the division number 000.

To edit an existing sub-code:

1. From the Client Chart, double click the first profit and loss sub-account to open the Client Chart:Edit Account window.
2. Click Edit and edit the subaccount to be 02 for the second department, then press the Tab key on the keyboard until the cursor appears in the Division field.
3. In the Division field, type 002 then click OK.
4. For all other departments, repeat step 1 to 3 adding the sub-code 02 and division number 002 for Department 2 or the sub-code 01 and division number 001 for Department 1.

The chart of accounts will look similar to the following:

1. From the Client Chart, double click the sub account 400 02 to open the Client Chart:Edit Account 400 02 window.
2. Click the Edit button then in the Division field type 001 and click OK.

3. Repeat steps 1 and 2 for all existing sub accounts for control account 400, changing the division to 001 each time. For example, the 400 Motor Vehicle Expenses account will look like the following for Division 1:

   Account Code	Division No.	Level	Description
   400		C	Motor Vehicle Expenses
   400 01	001	S	Petrol & Oil - Melbourne
   400 02	001	S	Registration & Insurance - Melbourne
   400 03	001	S	Repairs & Maintenance - Melbourne

If a Department requires more than one set of Motor Vehicle Expense accounts, the accounts would be established as follows:

1. From the Client Chart, click New to add a new sub-account.
2. In the Account field, type 400 and enter the sub account 10. Then press the Tab key on the keyboard.

3. Ensure the level is S and the division is 002. The Description is defaulted to the description of the control account.

4. Edit the description if necessary, then click OK.

5. Repeat these steps for all required sub accounts for control account 400, changing the number in the division field to the appropriate department number each time. For example:

   Account Code	Division No.	Level	Description
   400 10	002	S	Motor Vehicle Expenses - Sydney, Vehicle #1
   400 11	002	S	Petrol & Oil
   400 12	002	S	Registration & Insurance
   400 13	002	S	Repairs & Maintenance
   400 20	002	S	Motor Vehicle Expenses - Sydney, Vehicle #2
   400 21	002	S	Petrol & Oil
   400 22	002	S	Registration & Insurance
   400 23	002	S	Repairs & Maintenance

1. Follow the menu path to open MYOB Reporter: Reports > Reporter > Generate Reports.
2. Select Detailed Profit and Loss Statement - Divisional Trading then click Preview or Print as required.

The following chart of accounts contains 3 departments being Melbourne, Sydney and Brisbane. The Melbourne department contains one motor vehicle, the Sydney department has two motor vehicles and the Brisbane department has no motor vehicles.