Note: The following steps are for using the Add New Accounts option to copy a set of account numbers for a specified reference piece and add a new set of account numbers (with zero balances) with a different reference piece to the Chart of Accounts.
From the General Ledger screen, select the Maintenance menu and then Reference Files.
Select the appropriate file for the reference piece to use to specify which account numbers to copy. For example, to copy all the account numbers with a particular function code, select Functions.
Select the Options menu and then Add New Accounts.
At the Add New Accounts screen, enter the number of the particular reference piece for which account numbers to copy in the Old _____ field. The name of the selected file, such as function, will appear in place of the underscore. If the number is not known, click the down-arrow button to select the correct one.
Enter the number of the reference piece to use for the new account numbers in the New _____ field. The name of the selected file, such as function, will appear in place of the underscore. If the number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The number entered here must already be defined in the reference file.
To use a particular description for all the new account numbers that will be added, enter the desired description in the New Description field. The description can be up to 100 characters long. Leave this field blank to use the description from the account numbers that will be copied.
If adding new accounts from within the Fund File, the Yearly Post Account field will display. In the Yearly Post Account field, enter the location (From New Fund File or From Old Account) for which Yearly Post Accounts to use for any revenue and expenditure accounts that will be added, or click the down-arrow button to select the correct one. To utilize the Yearly Post Accounts from what is specified in the Fund File for the "new" fund (fund number entered in the New Fund field), enter From New Fund File. To utilize the specific Yearly Post Accounts from the account numbers being copied (except the Yearly Post Accounts will be in the new fund), enter From Old Account. The default of From New Fund File will appear, but can be changed.
If desired, to only copy and create new account numbers of a certain type, such as only revenue or expenditure accounts, enter the ID of the account type for which account numbers to copy in the Account Type ID field, or click the down-arrow button to select the correct one. Leave the field blank to copy and create new account numbers for all applicable account types.
If the Account Type ID field is completed, the Account Type Mask field is enabled. If desired, enter a mask in the Account Type Mask field to only copy and create account numbers that correspond with a particular mask. The default mask with all Xs for the specified account type will appear, but can be changed. When entering the mask, be sure to follow the account structure defined for your organization, key spaces between the account dimensions, and use Xs as placeholders.
10. Click the Display button.
11. The account numbers (along with their descriptions) that will be added appear in the Accounts to Add List on the bottom of the screen. If desired, make the following changes as needed:
To change the description of an account number, click in the Chart of Account Description field for an account number and key in the desired description. The description can be up to 100 characters long.
To delete an account number from this list (so it will not be added to the Chart of Accounts), click the Delete button to the left of the desired account number; when prompted to delete it, click Yes. To remove all the account numbers listed here, click the Delete All button located above the Accounts to Add List; when prompted to delete all, click Yes.
To copy an additional set of account numbers from within this reference file, repeat Steps 4 through 11.
12. After all the account numbers to be added are listed, click the Execute button to add the account numbers to the Chart of Accounts.
13. When prompted to continue, click Yes.
14. A message will appear when the process is completed; click OK.