After creating accounts, you can make changes to existing subaccounts. For example, you can change a subaccount's short description and update the new short description to all accounts that contain the subaccount. Use this procedure to change a subaccount and apply the change to all accounts that contain the subaccount.
Before You Begin
To create an account using a subaccount and existing accounts
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Select General Ledger Setup menu > Sub Account Maintenance.
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In the Segment field, select the segment to use for the new subaccount. For more information, see Sub Account Maintenance - Fields.
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In the Sub Account field, enter the subaccount to use as the basis for creating new accounts.
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Click Copy.
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In the Copy Accounts window, the selected subaccount 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, select an operand and enter the range of values to copy account information.
Note Only those accounts that match the entered ranges are used with the selected subaccount to create new accounts.
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Click Proceed.
Note After accounts are created for the selected subaccount, the subaccount cannot be deleted.
New accounts are created by replacing the value of the subaccount in the selected existing accounts with the subaccount selected in the Sub Account Maintenance window.
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 general ledger account.
Example 1 - Creating accounts based on a subaccount 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 subaccount 03 (New York). You can create new accounts based on the existing accounts and the new subaccount 03. To create new accounts based on existing accounts for main accounts between 4000-40300, all cities, all locations, and all departments for the new subaccount 03, enter the following information in the Copy Accounts window.
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Main:
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Range
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40000-40300
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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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40000-03-000-010-100
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Desk Sales: New York-Main-Steelcase-Sales
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40000-03-000-010-200
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Desk Sales: New York-Main-Steelcase-Marketing
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40000-03-000-020-100
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Desk Sales: New York-Main-Miller-Sales
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40200-03-000-010-100
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Chair Sales: New York-Main-Steelcase-Sales
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40200-03-000-020-100
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Chair Sales: New York-Main-Miller-Sales
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40300-03-000-010-100
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Lighting Sales: New York-Main-Steelcase-Sales
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40300-03-000-020-100
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Lighting Sales: New York-Main-Miller-Sales
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These accounts were created by replacing the second segment of all existing accounts listed with 03. Any duplicates encountered were ignored.
Example 2 - Creating accounts based on a subaccount 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 subaccount 03 by copying accounts that only exist for main accounts between 40000-40300, 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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40000-40300
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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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40000-03-000-010-100
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Desk Sales: New York-Main-Steelcase-Sales
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40200-03-000-010-100
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Chair Sales: New York-Main-Steelcase-Sales
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40300-03-000-010-100
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Lighting Sales: New York-Main-Steelcase-Sales
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