Use general ledger segments to describe the financial classification used by your organization, such as Fund, Cost center, and Account. Define the allowed codes first, then choose the dated values for each department. This setup is included in Workforce Planning.

Department hierarchy determines where a department belongs. Financial classification determines which financial codes it uses. Changing a classification does not move the department or grant access.

Before you begin

You need the Manage organization settings permission to configure segments and department values. Viewing financial reports requires the matching financial permission. See Roles and permissions.

Configure segments

  1. Open the general ledger segment list from organization settings.
  2. Create one segment for each part of the classification, using a recognizable Segment name.
  3. Enter the Separator used between this segment and the next. Leave it blank when codes join without punctuation.
  4. Select Required when departments must have a value for this segment.
  5. Select Position account segment only for the segment used by job code and adjustment account choices. Only one segment can have this setting; its account is chosen with the relevant job code or adjustment rather than on the department form.
  6. Save, then arrange the segments in the order used by your financial reporting.
  7. Open each segment and add its allowed values.

For example, Fund 100, Cost center 420, and Account 5100 can appear as 100-420-5100 when the separators are hyphens. Agree on names, order, and required parts before entering many department values.

Review affected departments and reports before changing segment order or availability. Make an obsolete segment unavailable to prevent new assignments while keeping its history.

Maintain segment values

Open the segment’s value list and add a Code with an optional Description. Use the code expected by your financial process and a description people can recognize.

A code is fixed after creation. If the financial code changes, create a new value and assign it from the correct effective date. Do not rename an old code to mean something else.

Use Make unavailable when a value should no longer be chosen for new assignments. Earlier department assignments remain in history. Review the departments using the value before changing its availability.

Assign values to a department

  1. Open the department and select its general ledger account tab.
  2. Choose the Effective date on which the classification should begin.
  3. Choose one available value for each department segment.
  4. Review any value inherited from a higher-level department.
  5. Enter an action note when requested and save.
  6. Confirm the resulting general ledger account and dated timeline.

If no segments appear, configure them first. The Position account segment is maintained through job code or adjustment account choices, so it is not an additional department choice on this form.

Review dates and inherited values

None uses the value inherited from a higher-level department on the selected effective date. This also applies when clearing a department’s own value. The choice shows the department and code being inherited.

An available Required segment needs a direct or inherited value. If nothing is inherited, choose a value before saving. An optional segment may remain blank. Unavailable segments keep their history without requiring new assignments.

For example, Operations uses Fund 100. A lower-level department that selects None for Fund uses 100. Choosing Fund 200 on that lower-level department gives it its own value from the selected effective date.

Review lower-level departments when changing a higher-level value or moving a department: inherited values can change with the hierarchy and effective date. Record a later change for a new financial assignment; correct an earlier entry only when that entry was wrong.

Verify the result

Review the department immediately before the change and on its effective date. Confirm segment order, separators, required values, and the complete classification. Check a lower-level department that inherits values and one that has its own value.

Open the timeline and Activity history to confirm what was saved. Run the relevant financial report when you need a saved result for review. A completed earlier report does not change when department setup changes.