Creating Accounts Automatically

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G/L Accounts Screen

G/L Create Accounts Screen

G/L Chart of Accounts Screen

  • 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.
  • 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.

To create accounts automatically:

  1. Open General Ledger > G/L Accounts > Create Accounts.
  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.
  3. In the Select Account Range area:
    1. In the Select By field, specify Account Number, Account Group, or Sort Code-Account Group.
    2. In the From and To fields, enter the ranges for that selection.
  4. Select Default Subledger Details and Default Currency Details options (optional).
  5. If you want to review existing accounts along with the accounts to be added, select the Include Existing Accounts option.
  6. Use the table to specify the segments you want to create.
  7. Click Preview.

    The program displays a message telling you how many preview accounts it created.

    Note: If your existing chart of accounts contains no accounts with the required segments in the specified range, the program does not create any new accounts.

    Close the message.

  8. Use the G/L Create Accounts Preview screen to:

    • Change the accounts before you add them permanently. More...

      Change the accounts as follows:

      • You can change the entry in the Create field only if you have not yet processed the account. If you do not want to create an account that is marked Yes for creation, change the entry to No for the selected account by double-clicking the Create field, or by selecting the field and pressing the spacebar.
      • If a preview account is based on a subledger control account, you can view or change the information that will be added to the Subledger tab on the new G/L Account record by clicking the Subledger button.

        You can also double-click the Control Account field for any account whose control account attributes you want to change.

      • If a preview account is based on a multicurrency account, you can view or change the information that will be added to the Currency tab of the G/L Account record by clicking the Currency button.

        You can also double-click the Default Currency field of a multicurrency account to change the default currency for the account.

    • Specify optional field information for the accounts to be created. More...

      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.

      The Optional Fields column on the preview screen indicates whether optional account fields will be assigned to the new account.

      • 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 screen.
      • 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 screen.

      You use the optional fields preview screens to add or delete the optional fields and to change the default values that appear.

      Note: You can add only optional fields that are defined for General Ledger.

  9. To print the preview information, click Print.

    On the Print Create Accounts Preview Information screen that appears:

    1. Choose sorting options and the range of accounts you want to print.
    2. Select whether you want to print subledger or currency information.
    3. Click Print.
    4. Close the screen to return to the G/L Create Accounts Preview screen.
  10. When you have finished selecting or adjusting the accounts you want to create, close the screen to return to the G/L Create Accounts screen.

    In the G/L Create Accounts screen, all the fields are now unavailable. However, you can click Preview to return to the Preview screen.

  11. Click Process to add the accounts to your chart of accounts.

    If processing is successful, the program creates the accounts, and then displays a message telling you processing has finished and the number of new accounts that were created.

    If there is an error in processing the accounts, you are returned to the G/L Create Accounts screen, but all fields are dimmed. Click Preview to view and remove any unsuitable accounts, or click Clear to abort the process. (Some accounts may have been added to your Chart of Accounts.)

  12. When processing is successful, close the message.

    A message asks 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 screen, but (as before) all the fields are dimmed.

  13. Click Clear to delete the temporary file so that you can create a different set of accounts in the future.