The combination of a main account and subaccounts creates a general ledger account. Use this procedure to create new accounts for a selected main account by copying information from existing accounts.
Before You Begin
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You must have at least one main account defined for the main account segment, and each account segment after the main account segment must have at least one subaccount defined for it. Also, you must have at least one existing account.
To create an account using a main account and existing accounts
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Select General Ledger Setup menu > Main Account Maintenance.
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In the Main Account field, select the main account to use as the basis for creating new accounts. For more information, see Main Account Maintenance - Fields.
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Click Copy.
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In the Copy Accounts window, the selected main account displays and each account segment description appears in the Select Field column. For more information, see Copy Accounts - Fields.
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For each account segment in the Select Field column, select an operand and value for copying account information.
Note Only those accounts that match the entered ranges are used with the selected main account to create new accounts.
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Click Proceed.
Note After accounts are created for the selected main account, the main account cannot be deleted.
New accounts are created by replacing the value of the main account in the selected existing accounts with the main account selected in Main Account Maintenance.
The accounts created inherit the following values of the main account:
If the main account or any subaccounts used to create the new general ledger account have a status of inactive, the new account's status is inactive. In addition, during the creation process, the system compares the start and end date values of the main account and subaccounts, determines the most restrictive start and end dates, and assigns these dates to the new general ledger account.
Example - Creating accounts based on a main account and existing accounts
The following is a partial list of existing accounts used to illustrate how to create accounts based on a main account and existing accounts. The account structure is "main: city-location-product line-department."
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40000-01-000-010-100
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Desk Sales: Irvine-Main-Steelcase-Sales
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40000-01-000-010-200
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Desk Sales: Irvine-Main-Steelcase-Marketing
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40000-01-000-020-100
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Desk Sales: Irvine-Main-Miller-Sales
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40000-02-000-010-100
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Desk Sales: Atlanta-Main-Steelcase-Sales
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40000-02-000-020-100
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Desk Sales: Atlanta-Main-Miller-Sales
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40200-01-000-010-100
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Chair Sales: Irvine-Main-Steelcase-Sales
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40200-01-000-020-100
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Chair Sales: Irvine-Main-Miller-Sales
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40300-01-000-010-100
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Lighting Sales: Irvine-Main-Steelcase-Sales
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40300-01-000-020-100
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Lighting Sales: Irvine-Main-Miller-Sales
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You added a new main account 40400 (Cabinet Sales). You can create new accounts based on the existing accounts and the new main account 40400. To create new accounts based on existing accounts for main accounts between 4000-40999, all cities, all locations, and all departments for the new main account 40400, enter the following information in the Copy Accounts window.
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Main:
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Range
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40000-40999
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City:
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All
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Location:
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All
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Product Line:
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All
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Department
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All
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Using the existing accounts listed previously, the following new accounts are created:
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40400-01-000-010-100
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Cabinet Sales: Irvine-Main-Steelcase-Sales
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40400-01-000-010-200
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Cabinet Sales: Irvine-Main-Steelcase-Marketing
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40400-01-000-020-100
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Cabinet Sales: Irvine-Main-Miller-Sales
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40400-02-000-010-100
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Cabinet Sales: Atlanta-Main-Steelcase-Sales
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40400-02-000-020-100
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Cabinet Sales: Atlanta-Main-Miller-Sales
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These accounts were created by replacing the first segment of all existing accounts listed with 40400. Any duplicates encountered were ignored.
Example - Creating accounts based on a main account and existing accounts
The following is a partial list of existing accounts used to illustrate how to create accounts based on a main account and existing accounts. The account structure is "main: city-location-product line-department."
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40000-01-000-010-100
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Desk Sales: Irvine-Main-Steelcase-Sales
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40000-01-000-010-200
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Desk Sales: Irvine-Main-Steelcase-Marketing
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40000-01-000-020-100
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Desk Sales: Irvine-Main-Miller-Sales
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40000-02-000-010-100
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Desk Sales: Atlanta-Main-Steelcase-Sales
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40000-02-000-020-100
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Desk Sales: Atlanta-Main-Miller-Sales
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40200-01-000-010-100
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Chair Sales: Irvine-Main-Steelcase-Sales
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40200-01-000-020-100
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Chair Sales: Irvine-Main-Miller-Sales
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40300-01-000-010-100
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Lighting Sales: Irvine-Main-Steelcase-Sales
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40300-01-000-020-100
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Lighting Sales: Irvine-Main-Miller-Sales
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To create new accounts for main account 40400 by copying accounts that only exist for main accounts between 40000-40999, all cities, all locations, but only for product line 010 and department 100, enter the following information in the Copy Accounts window.
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Main:
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Range
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40000-40999
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City:
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All
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Location:
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All
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Product Line:
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Equal To
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010
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Department:
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Equal To
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100
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Using the existing accounts listed previously, the following new accounts are created:
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40400-01-000-010-100
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Cabinet Sales: Irvine-Main-Steelcase-Sales
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40400-02-000-010-100
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Cabinet Sales: Atlanta-Main-Steelcase-Sales
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