Ideal Online Documentation

28535 G/L MAINTENANCE
GL4-03 Change/Combine

 

PURPOSE

 

The change/combine account codes maintenance program is used to change general ledger account codes, when new account code does not yet exist, and to combine two general ledger account codes into one, when the target account code is an already existing account. When an account code is either changed into a new account or combined with another account, the beginning of year, monthly balances, and transaction history are transferred to the target account. The old account code is then deleted.

 

The program allows you to change/combine accounts from different divisions, but not from different companies. Also, you can not change or combine income statement accounts with balance sheet accounts or vice versa. A sub-account can only be change/combined to another sub-account. An account flagged as a non sub-account type of account can only be change/combined to another account flagged as a non sub-account type of account and vice versa for accounts with sub-acounts.

 

Change/Combine Account Codes is access from:

  • G/L Maintenance menu.

 

PROCEDURE

 

When you select Change/Combine Account Codes from the G/L Maintenance menu the Change/Combine Account Codes maintenance screen is displayed.

 

G/L CHANGE/COMBINE ACCOUNT CODES MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/25/07          ***** G/L CHANGE/COMBINE ACCOUNT CODES *****                  â”‚
│                                                                                â”‚
│                                                                                â”‚
│     OLD ACCOUNT CODE                                                           â”‚
│                                                                                â”‚
│       COMPANY:     01     D E M O   C O M P A N Y                              â”‚
│       DIVISION:    __                                                          â”‚
│       ACCOUNT:                                                                 â”‚
│       SUB-ACCOUNT:                                                             â”‚
│                                                                                â”‚
│     NEW ACCOUNT CODE                                                           â”‚
│                                                                                â”‚
│       COMPANY:     01     D E M O   C O M P A N Y                              â”‚
│       DIVISION:                                                                â”‚
│       ACCOUNT:                                                                 â”‚
│       SUB-ACCOUNT:                                                             â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

OLD ACCOUNT CODE

 

COMPANY:

 

Displays the company you are currently working in.


DIVISION:

 

Enter the desired two character division code.

 

ACCOUNT:

 

Enter the desired four character general ledger account code.

 

SUB-ACCOUNT:

 

Enter the four character general ledger sub-account code.

 

A sub-account code is required only when change/combining sub-codes.

 

 

NEW ACCOUNT CODE

 

COMPANY:

 

Displays the company you are currently working in.

 

You can only change/combine accounts within the same company.

 

 

DIVISION:

 

Enter the desired two character division code.

 

This can be the same or a different division.

 

 

ACCOUNT:

 

Enter the desired four character general ledger account code.

 

If this code is already on file, the old and new account codes will combined into the new account code.

 

 

>> THERE ARE JOURNAL ENTRIES ON FILE FOR THIS ACCOUNT. PRESS CR:

 

You can not change/combine an account with pending journal entries. Press [Enter] to clear this alert and then either update or abort the journal entries for this account.

 

SUB-ACCOUNT:

 

Enter the desired four character general ledger sub-account code.

 

Only if applicable, otherwise bypassed.

 


Example G/L Change/Combine Account Codes Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/01/95          ***** G/L CHANGE/COMBINE ACCOUNT CODES *****                  â”‚
│                                                                                â”‚
│                                                                                â”‚
│     OLD ACCOUNT CODE                                                           â”‚
│                                                                                â”‚
│       COMPANY:     01     IDEALWARE                                            â”‚
│       DIVISION:    00     SOLE DIVISION                                        â”‚
│       ACCOUNT:     1231   ACC DEP'N - FURN & EQUIPMENT                         â”‚
│       SUB-ACCOUNT:                                                             â”‚
│                                                                                â”‚
│     NEW ACCOUNT CODE                                                           â”‚
│                                                                                â”‚
│       COMPANY:     01     IDEALWARE                                            â”‚
│       DIVISION:    00     SOLE DIVISION                                        â”‚
│       ACCOUNT:     1230   FURNITURE & EQUIPMENT                                â”‚
│       SUB-ACCOUNT:        CONTROL ACCOUNT                                      â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** ACCOUNT IS ALREADY ON FILE.  DO YOU WANT TO COMBINE ? (YES/NO):              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

If you enter a target account code that is not on file the following prompt displays.

 

ACCOUNT IS NOT ON FILE.  CHANGE OLD TO NEW ?  (YES/NO)

 

"Y" to change the old account to the new account.

 

The old account will then be deleted.

 

 

"N" to cancel.

 

The prompt is returned to the DIVISION field of the Old Account Code where you may enter another account or press [F4] to exit to the menu.

 

 

If you enter a target account code that is already on file the following prompt displays.

 

ACCOUNT IS ALREADY ON FILE.  DO YOU WANT TO COMBINE ? (YES/NO)

 

"Y" to combine the old account with the existing account.

 

The old account will then be deleted.

 

 

"N" to cancel.

 

The prompt is returned to the DIVISION field of the Old Account Code where you may enter another account or press [F4] to exit to the menu.