Option 13Rearrange Account Number

You can use this function t alter the order and length of your General Ledger account components. Since this can profoundly alter the nature of your General Ledger and the compatibility of subsidiary accounting applications, access to this function should be strictly controlled by password! The following processing steps accomplish this job.

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

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

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

At any time, you select the Direct Process 1 option to momentarily suspend this function in order to exit to the "installation-wide" direct menu, or the Direct Process 2 option to exit to the "application" direct menu. Also, you can review on-line ducumentation for any field at any time by positioning the cursor at that field and selecting the Help option.

The screen allows you to enter a new account number arrangement.

Data items 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 General Ledger, 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 General Ledger, 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 General Ledger, 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 Length 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:

E In Location 10, Length Cannot Be Greater Than 3

E In Location 11, Length Cannot Be Greater Than 2

E In Location 12, Length Cannot Be Greater Than 1

E In Location 2, Length Cannot Be Greater Than 11

E In Location 3, Length Cannot Be Greater Than 10

E In Location 4, Length Cannot Be Greater Than 9

E In Location 5, Length Cannot Be Greater Than 8

E In Location 6, Length Cannot Be Greater Than 7

E In Location 7, Length Cannot Be Greater Than 6

E In Location 8, Length Cannot Be Greater Than 5

E In Location 9, Length Cannot Be Greater Than 4

E Must Specify New Account Component Length

E Must Specify Original Account Component Length

E Must Specify Original Account Component Starting Location

E New Component Length Invalid

E Old Component Length Invalid

E Sum of Account Component Lengths Cannot Exceed 12

W Any Existing Data For This Component Will Be Erased

Press ENTER to save the information on this screen.

Step 2 This step allows you to change your ming 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 to be incompatible with subsidiary account applications.

Step 3 This disposition type is used for all standard processing functions within General Ledger.

Step 4 This step rearranges the account numbers in the Chart of Accounts, Account Balances, Future Postings, MTD Postings, and YTD Postings files.

Step 5 This step rearranges the account numbers in the Allocation Accounts and Receiving Allocation Accounts files. When this process is finished, you may find it necessary to modify previously defined "Start" and "End" account component values.

Step 6 This step rearranges the account numbers in the Budgets and Budget Balances files.

Step 7 This step rearranges the account numbers in the Foreign Accounts and Foreign Balances files.

Step 8 This step rearranges the Retained Earnings account number stored in the Parameters file.

Step 9 This step rearranges the account numbers in the Ratios Detail file.

Step 10 This step rearranges the account numbers in the Recurring Entry Items file.

Step 11 This step rearranges the account numbers in the Statement Detail file. When this process is finished, you may find it necessary to modify previously defined values for "Start" and "End" components in this file and in the Statement Printing files.

Step 12 This step rearranges the account in the Subsidiary Codes and Subsidiary Code Postings files.

Step 13 This step rearranges the account numbers in the Summary Accounts and Summary Account Detail files. When this process is finished, you may find it necessary to modify previously defined "Start" and "End" account component values.

Step 14 This step rearranges the account numbers in the Unit Accounts and Unit Balances files.

Step 15 This step rearranges the account numbers in the Variable Budgets and Variable Budget Detail files. You may find it necessary to modify previously defined "Start" and "End" component values when the procedure has finished.