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You can automatically generate new General Ledger accounts that have the same characteristics as a set of base accounts. For example, if you need to create a set of accounts for a new department, you can create a set of new accounts using the accounts for an existing department as the model. |
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You use the Create Accounts icon from the G/L Accounts folder to create accounts automatically. You can generate new accounts by: |
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 A range of accounts |
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A range of account groups |
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A specific segment code |
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Create Accounts Automatically |
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Before you start |
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Before you create accounts automatically, you should print and examine your chart of accounts carefully to be sure you select an appropriate range of accounts to use as the base accounts and to determine what other criteria you need for creating the new accounts. |
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Note that if an account already exists in your chart of accounts, General Ledger will not overwrite it when you create the new accounts. Also, if your existing chart of accounts contains no accounts with the required segments in the specified range, the program will not create any new accounts. |
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To automatically create accounts: |
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1. Open General Ledger > G/L Accounts > Create Accounts. |
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2. Use the Finders in the From Accounts With Structure Code and Create Accounts With Structure Code fields to select a structure code on which to base the model accounts. |
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3. In the Select Account Range area, choose either Account Number, Account Group, or Sort Code-Account Group using the drop-down arrow in the Select By field, then enter the ranges in the From and To fields for that selection. |
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4. Select Default Subledger Details and Default Currency Details options (optional). |
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5. If you want to review existing accounts along with the accounts to be added, select the option Include Existing Accounts. |
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6. Use the grid to specify the segments you want to create. |
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7. Click Preview. |
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The program displays a message telling you how many preview accounts it created. |
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8. Click Close to close the message. |
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The G/L Create Accounts Preview form appears, letting you: |
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Change the accounts before you add them. (Note that if your existing chart of accounts contains no accounts with the required segments in the specified range, the program will not create any new accounts.) |
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Specify optional field information for the accounts to be created. |
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The program assigns to the new accounts the optional accounts fields and optional transaction details fields set for the "model" accounts using the segment specified in the Default Options From field. |
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The Optional Fields column on the preview form indicates whether optional account fields will be assigned to the new account. |
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To view the optional account fields that will be assigned to a new account, highlight the account, then click the Optional Fields button to open the new Preview Account Optional Fields form. |
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To view the transaction details optional fields to be assigned to a new account, highlight the account, then click the Trans. Opt. Fields button to open the Preview Account Transaction Optional Fields form. |
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You use the optional fields preview forms to add or delete the optional fields and to change the default values that appear. Note that you can add only optional fields that are defined for General Ledger. |
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9. To print the preview information, click Print. The Print Create Accounts Preview Information form appears. |
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1) Choose sorting options and the range of accounts you want to print. You can sort by Account Number, Segment, or Account Group. |
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2) Select whether you want to print subledger or currency information. |
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3) Click Print. |
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4) Click Close to return to the G/L Create Accounts Preview form. |
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10. When you have finished selecting or adjusting the accounts you want to create, click Close to return to the G/L Create Accounts form. |
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In the G/L Create Accounts form, all the fields are now dimmed - you cannot change them. (However, you can click Preview to return to the Preview form.) |
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11. Click Process to add the accounts to your chart of accounts. |
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If processing is successful, the program creates the accounts, then displays a message telling you processing has finished and the number of new accounts that were created. |
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Click Close to close the message. You then receive a message asking whether you want to clear the temporary file. You must clear the preview accounts before you can create another set of accounts. If you click No, you are returned to the G/L Create Accounts form, but (as before) all the fields are dimmed. |
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If there is an error in processing the accounts, you are returned to the G/L Create Accounts form, but all fields are dimmed. Click Preview to view and remove any unsuitable accounts, or click Clear to abort the process. Note that some accounts may have been added to your Chart of Accounts. |
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12. Click Clear to delete the temporary file (so that you can create a different set of accounts in the future). |
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