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Account masking is a powerful feature that can help you independently track and report income, cost of sales, and expenses for multiple companies, departments, branches, or warehouses in various states, yet still produce company-wide Cost of Sales and financial statements. Account masking significantly simplifies the data entry process when keying items on a work order, purchase order, or invoice.
You should carefully plan your Chart of Accounts if you want to employ ServMan's account masking capabilities. One of the best methods for planning and creating your Chart of Accounts is to think of the General Ledger account number as a series of numbers, each segment representing a different instance of a particular category.
Let's look at an example. The company has two branches (branch 01 is Charlotte and branch 02 is Raleigh) and two departments (department 10 is the Service Department and department 20 is the Installation Department). The table below shows the how your General Ledger would be configured for these accounts. The order of the segments does not matter so long as it is consistent across all account numbers. The order listed below is the most common approach. Using this method the actual GL codes would look like this: "4010-01-10". We have compiled a video that demonstrates the proper configuration and use of GL segmentation and masking, as well as its importance.
Click HERE to view this important video prior to deciding on your GL account strategy.
| Segment A | Segment C | Segment D | Description |
| Code | Branch | Department | |
| 4010 | 01 | 10 | Service Income - Charlotte |
| 4010 | 01 | 20 | Installation Income - Charlotte |
| 4010 | 02 | 10 | Service Income - Raleigh |
| 4010 | 02 | 20 | Installation Income - Raleigh |
If you use account masking, you must setup a masking code for each branch. Using the example above, you would setup two (2) branches: Charlotte and Raleigh. Charlotte would have a masking code of 01 and Raleigh would have a masking code of 02.
If you use account masking, you must setup a masking code for each department. Using the example above, your would setup two (2) departments: Service and Installation. The Service department would have a masking code of 10 and the installation department would have a masking code of 20.
You use a masking code when entering the income and cost of sales accounts for items. Using the example above, your income account on items would be 4010-BB-DD. The same would apply for cost of sales and, in some cases, expenses. (If you use warehouse masking in the example above, your GL inventory account with Branch, Department and Warehouse masking would look like this: 1200-BB-DD-WW)
If you have more than one GL Account for warehouses, you MUST use GL Masking on your Warehouses and Item Master records!
Enter the GL Mask and the properly formatted unmasked inventory account on the Warehouse Setup tab (in the example below, the corresponding masked account would be 1200-WW-00)
***The specific "Inventory Account:" entered on the warehouse record is used ONLY by Physical Inventory adjustments and Warehouse transfers.
On the item master , enter the MASKED GL account for the inventory account.
***The inventory GL account number found on the item is ALWAYS used on Orders and Purchase Orders, and Invoices.
When this item is placed on an order/quote/PO/Invoice, ServMan will look at the warehouse associated with that line item and pull the GL Mask from that warehouse where the inventory was actually pulled from.
Said another way - The masked GL account on an Order/PO/Invoice detail line will look at the warehouse on that detail line, and assign it the proper warehouse GL from the warehouse file (in the above example the mask would resolve to 1200-02-00). It does NOT look to the Inventory account set on the warehouse record. (That GL is only used for adjustments and transfers as explained above.)
For this to function properly you MUST: