Custom Segments: Transaction Impact

Understanding how custom segments affect transactions, GL postings, and downstream processes.

Transaction Flow

SEGMENT ON TRANSACTION
─────────────────────────────────────────────────────────

┌─────────────────────────────────────────────────────────┐
│  VENDOR BILL                                            │
│  Vendor: ABC Consulting                                 │
│  Amount: $20,000                                        │
│  Project Code: PRJ-002 (Mobile App)                     │
├─────────────────────────────────────────────────────────┤
│                                                         │
│  LINE 1: Development Services                           │
│  ├── Account: 6100 - Professional Services             │
│  ├── Amount: $15,000                                    │
│  └── Project: PRJ-002                                   │
│                                                         │
│  LINE 2: Project Management                             │
│  ├── Account: 6100 - Professional Services             │
│  ├── Amount: $5,000                                     │
│  └── Project: PRJ-002                                   │
│                                                         │
└───────────────────────────┬─────────────────────────────┘
                            │
                            ▼
┌─────────────────────────────────────────────────────────┐
│  GL IMPACT (if enabled)                                 │
├─────────────────────────────────────────────────────────┤
│                                                         │
│  Dr. 6100:PRJ-002 Professional Services    $20,000     │
│      Cr. 2000 Accounts Payable                $20,000  │
│                                                         │
│  Segment-specific account posting                       │
└─────────────────────────────────────────────────────────┘

Header vs Line-Level Segments

Header-Level Segment

Applied to entire transaction:

┌─────────────────────────────────────────────────────────┐
│  EXPENSE REPORT                                         │
│  Employee: John Smith                                   │
│  Project Code: PRJ-002 (header)  ←────────────────────┐ │
├─────────────────────────────────────────────────────────┤
│  Line 1: Airfare         $500     Project: PRJ-002  ◄─┤ │
│  Line 2: Hotel           $400     Project: PRJ-002  ◄─┤ │
│  Line 3: Meals           $100     Project: PRJ-002  ◄─┘ │
└─────────────────────────────────────────────────────────┘

Line-Level Segment

Each line can have different value:

┌─────────────────────────────────────────────────────────┐
│  VENDOR BILL                                            │
│  Vendor: Multi-Project Consulting                       │
├─────────────────────────────────────────────────────────┤
│  Line 1: Website Work    $5,000   Project: PRJ-001     │
│  Line 2: Mobile Work     $8,000   Project: PRJ-002     │
│  Line 3: ERP Analysis    $3,000   Project: PRJ-003     │
└─────────────────────────────────────────────────────────┘

GL Account Behavior

With GL Impact Enabled

Setting	Account Number	Description
Base Account	6100	Professional Services
+ Segment PRJ-001	6100:PRJ-001	Professional Services : Website
+ Segment PRJ-002	6100:PRJ-002	Professional Services : Mobile App

Account Creation

When a segment value is used for the first time:

System checks for segment-specific account
If not exists, creates new account automatically
New account inherits properties from base account
Posting uses the segment-specific account

First transaction with PRJ-004:

1. System looks for: 6100:PRJ-004
2. Not found → Creates 6100:PRJ-004
3. New account:
   - Name: Professional Services : Data Center
   - Type: Expense
   - Parent: 6100
4. Transaction posts to 6100:PRJ-004

Without GL Impact

Transaction posts to base account only:
Dr. 6100 Professional Services    $20,000

Segment stored as metadata:
- Transaction field: cseg_project = PRJ-002
- Available for filtering in reports
- No separate GL account

Intercompany Transactions

Cross-Subsidiary with Segments

INTERCOMPANY SCENARIO
─────────────────────────────────────────────────────────

Subsidiary A (US) → Subsidiary B (UK)
Project: PRJ-002 (shared across subsidiaries)

┌─────────────────────────────────────────────────────────┐
│  INTERCOMPANY JOURNAL ENTRY                             │
├─────────────────────────────────────────────────────────┤
│                                                         │
│  US Books:                                              │
│  Dr. 1200:PRJ-002 IC Receivable         $10,000        │
│      Cr. 4000:PRJ-002 IC Revenue            $10,000    │
│                                                         │
│  UK Books:                                              │
│  Dr. 6100:PRJ-002 IC Expense            $10,000        │
│      Cr. 2100:PRJ-002 IC Payable            $10,000    │
│                                                         │
└─────────────────────────────────────────────────────────┘

Configuration	Behavior
Shared Values	Same segment values available in all subsidiaries
Subsidiary-Specific	Different values per subsidiary
Filtered	Values filtered by subsidiary selection

Transaction Types Reference

Fully Supported

Transaction	Header	Lines	GL Impact
Journal Entry	✓	✓	✓
Vendor Bill	✓	✓	✓
Vendor Credit	✓	✓	✓
Check	✓	✓	✓
Expense Report	✓	✓	✓
Purchase Order	✓	✓	When billed
Invoice	✓	✓	✓
Credit Memo	✓	✓	✓
Sales Order	✓	✓	When invoiced

Inventory Transactions

Transaction	Header	Lines	Notes
Item Receipt	✓	✓	Affects inventory accounts
Item Fulfillment	✓	✓	COGS impact
Inventory Adjustment	✓	✓	Full GL impact
Assembly Build	✓	✓	WIP and finished goods

Segment Inheritance

From Header to Lines

// Default behavior if configured
Transaction Header:
  Project Code: PRJ-002

New Line Added:
  └── Inherits: Project Code = PRJ-002

From Source Transactions

Purchase Order → Item Receipt → Vendor Bill

PO Line:
├── Item: Widget A
└── Project: PRJ-001

Item Receipt Line (created from PO):
├── Item: Widget A
└── Project: PRJ-001 (inherited)

Vendor Bill Line (created from Receipt):
├── Item: Widget A
└── Project: PRJ-001 (inherited)

Override Behavior

Setting	Behavior
Allow Override	User can change inherited value
Locked	Inherited value cannot be changed
Default Only	Inherits but can be cleared

Validation Rules

Mandatory Segments

Transaction cannot be saved without:
├── Project Code (if mandatory for this transaction type)
└── Error: "Please enter a value for Project Code"

Value Restrictions

// User Event Script - Validate segment value
const validateLine = (context) => {
  const project = context.currentRecord.getCurrentSublistValue({
    sublistId: 'expense',
    fieldId: 'cseg_project'
  });

  const department = context.currentRecord.getValue('department');

  // Validate project matches department
  if (!isValidProjectForDept(project, department)) {
    return false; // Prevent save
  }
  return true;
};

Cross-Segment Validation

Rule: IT projects only valid with IT department

Valid:
├── Department: IT + Project: PRJ-IT-001 ✓

Invalid:
├── Department: Sales + Project: PRJ-IT-001 ✗
└── Error: "Project PRJ-IT-001 is not valid for Sales department"

Budgeting with Segments

Budget Records

Budget Entry:
├── Account: 6100 - Professional Services
├── Subsidiary: US Operations
├── Department: IT
├── Project Code: PRJ-002
├── Period: Jan 2025
└── Amount: $50,000

Budget vs Actual Reports

Budget vs Actual by Project
─────────────────────────────────────────────────────────

Project       Budget      Actual      Variance
─────────────────────────────────────────────────────────
PRJ-001      $100,000    $95,000     $5,000 (Under)
PRJ-002      $150,000    $162,000    -$12,000 (Over)
PRJ-003      $75,000     $70,000     $5,000 (Under)
─────────────────────────────────────────────────────────
Total        $325,000    $327,000    -$2,000

Common Issues

Issue: Segment Not Appearing on Transaction

Cause	Solution
Not deployed to transaction type	Add transaction in Applies To
Not on transaction form	Customize form to add field
Role doesn't have access	Grant segment permission to role
Value is inactive	Reactivate or choose different value

Issue: GL Account Not Created

Cause	Solution
GL Impact not enabled	Enable GL Impact on segment
Account type restricted	Check account type settings
Segment value inactive	Activate the segment value

Issue: Incorrect GL Posting

Cause	Solution
Line vs header conflict	Check segment sourcing rules
Missing segment value	Make segment mandatory
Wrong segment inherited	Check source transaction

Transaction Flow​

Header vs Line-Level Segments​

Header-Level Segment​

Line-Level Segment​

GL Account Behavior​

With GL Impact Enabled​

Account Creation​

Without GL Impact​

Intercompany Transactions​

Cross-Subsidiary with Segments​

Segment Sharing Across Subsidiaries​

Transaction Types Reference​

Fully Supported​

Inventory Transactions​

Segment Inheritance​

From Header to Lines​

From Source Transactions​

Override Behavior​

Validation Rules​

Mandatory Segments​

Value Restrictions​

Cross-Segment Validation​

Budgeting with Segments​

Budget Records​

Budget vs Actual Reports​

Common Issues​

Issue: Segment Not Appearing on Transaction​

Issue: GL Account Not Created​

Issue: Incorrect GL Posting​

See Also​