Option 15Rearrange Account Number

You can use this function to alter the location and length of the components of your General ledger account number. Caution should be used here!! If the account number is rearranged in Accounts Receivable and not in General Ledger, the two applications will no longer be compatible. The following processing steps accomplish this job.

1. Step 1Use this function to enter parameters which allow you to reorganize your existing account structure. The size of any account component can be changed; and the sequence of the account components can also be changed.

When you have completed your entries, and before you press ENTER, use the Print Screen option to print the screen. This provides you with a hard copy record of your entries for use in rearranging other applications, or for use as a research tool if the results of the rearrange were not what you expected.

NOTE: If you rearrange the account numbers in Accounts receivable, then General Ledger and your other subsidiary applications will not be compatible unless and until you rearrange your account numbers in the other applications.

NOTE: Please make sure your existing data is BACKED UP before running this utility!

The screen shown below allows you to enter parameters needed in order to rearrange your account numbers.

Recovery Processing Rearrange Account Number screen

Data items for the preceding screen are described below:

Old Location

Positive number, up to 2 digits

Supply the starting location for each of your original account components. Enter them in the order that you want them to appear in the new account number.

As an example, if you were using Corporate Accounts Receivable, your Main Account had 5 characters, your Sub Account had 3, your Division had 2, and your Branch had 2. If you are not using the Sub Account, and you want your finished account number to be Branch, Main, and division, and you want your Division incremented to three characters, your entries on this screen would be:

Component 1: Old Location 11 Old Length 2 New Length 2

Component 2: Old Location 1 Old Length 5 New Length 5

Component 3: Old Location 9 Old Length 2 New Length 3

Component 4: Blank

Old Length

Positive number, up to 2 digits

Supply the starting length for each of your original account components. enter them in the order that you want them to appear in the new account number.

As an example, if you were using Corporate Accounts Receivable, your Main Account had 5 characters, your Sub Account had 3, your Division had 2, and your Branch had 2. If you are not using the sub Account, and you want your finished account number to be Branch, Main, and Division, and you want your Division incremented to three characters, your entries on this screen would be:

Component 1: Old Location 11 Old Length 2 New Length 2

Component 2: Old Location 1 Old Length 5 New Length 5

Component 3: Old Location 9 Old Length 2 New Length 3

Component 4: Blank

New Length

Positive number, up to 2 digits

Supply the length for each of your new account components. Enter them in the same order as you entered the old locations and lengths. The system will create new account numbers for you, in the order and length specified.

As an example, if you were using Corporate Accounts Receivable, your Main Account had 5 characters, your Sub Account had 3, your Division had 2, and your Branch had 2. If you are not using the Sub Account, and you want your finished account number to be Branch, Main, and Division, and you want your Division to have three characters, your entries on this screen would be:

Component 1: Old Location 11 Old Length 2 New Length 2

Component 2: Old Location 1 Old Length 5 New Length 5

Component 3: Old Location 9 Old Location 2 New Length 3

Component 4: Blank

The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:

• EIn Location 10, Length Cannot Be Greater Than 3
• EIn Location 11, Length Cannot Be Greater Than 2
• EIn Location 12, Length Cannot Be Greater Than 1
• EIn Location 2, Length Cannot Be Greater Than 11
• EIn Location 3, Length Cannot Be Greater Than 10
• EIn Location 4, Length Cannot Be Greater Than 9
• EIn Location 5, Length Cannot Be Greater Than 8
• EIn Location 6, Length Cannot Be Greater Than 7
• EIn Location 7, Length Cannot Be Greater Than 6
• EIn Location 8, Length Cannot Be Greater Than 5
• EIn Location 9, Length Cannot Be Greater Than 4
• EMust Specify New Account Component Length E Must Specify Original Account Component Length
• EMust Specify Original Account Components Starting Location
• ENew Component Length Invalid
• EOld Component Length Invalid
• ESum of Account Component Lengths Cannot Exceed 12
• WAny Existing Data For This component Will Be Erased

Press ENTER to save the information on this screen.

1. Step 2This step allows you to change your mind and return to the menu instead of rearranging all of your account numbers. It points out to you that you should have a backup copy of your data before running this utility, and reminds you that this process will cause General ledger and other subsidiary accounting applications to be incompatible with Accounts Receivable.
2. Step 3This is the standard disposition used for all processing functions other than posts.
3. Step 4This step processes the information for Customers. The receivable and offset accounts will be rearranged and the customer records will be updated with the new account numbers.
4. Step 5This step processes the information for Month To Date Postings. the account numbers will be rearranged and the records will be updated with the new account numbers.
5. Step 6This step processes the information for Parameters. All account numbers in the Parameters file will be rearranged, and the record will be updated with the new account numbers.
6. Step 7This step processes the information for Recurring Billings and Recurring Billings Line Items. The receivable account and Billing Line Item account will be rearranged, and the records will be updated with the new account numbers.

Step 8 this step processes the information for Sales Tax Districts. The account numbers will be rearranged and the records will be updated with the new account numbers.

Step 9 this step processes the information for Transactions History. The account numbers will be rearranged and the records will be updated with the new account numbers.

1. Step 10This step processes the information for Transactions. The account numbers will be rearranged and the records will be updated with the new account numbers.
2. Step 11This step processes the information for Unpaid Invoices. The account numbers will be rearranged and the records will be updated with the new account numbers.
3. Step 12This function displays a warning to the operator if any errors were encountered while account numbers were being rearranged.