Generate an Account

 

Expand/Collapse all Show/Hide All

Expand/Collapse item  Overview

You can automatically generate single or multiple new accounts based on existing main accounts and subaccounts. Before the accounts are generated, a message appears displaying the number of accounts to be generated. You cannot generate more than 100,000 new accounts at one time.

The accounts created inherit the following values of the main account:

  • Account Group

  • Account Category

  • Clear Balance setting (if the account is a non-financial account)

  • Assigned Rollup Codes

If the main account or any subaccounts used to create the new general ledger account had 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.

Expand/Collapse item  Before You Begin

  • Before creating new accounts, make sure your account structure is set up in Account Structure Maintenance.

  • You must have at least one main account defined for the main account segment, at least one subaccount defined for each account segment after the main account segment.

 

To generate an account

  1. Select General Ledger Utilities menu > Generate Accounts.

  2. For each account segment in the Select Field column, select an operand in the Operand field. In the Value field, enter the values you want to copy account information for. For more information, see Generate Accounts - Fields.

  1. Click Proceed.

Note  After accounts are created for the selected main account, the main account cannot be deleted.

A new account is generated for each combination of selections entered. For each new account, a default description is created that combines all segment short descriptions, separated by the characters defined in Account Structure Maintenance.

Expand or collapse item  Example 1 - Creating accounts based on existing main account and subaccounts

The following is a list of existing accounts used to illustrate how to create accounts based on existing main accounts and subaccounts. The account structure is "main: city-location-product line-department."

Account Number

Account Description

40000-01-000-010-100

Desk Sales: Irvine-Main-Steelcase-Sales

40000-01-000-010-200

Desk Sales: Irvine-Main-Steelcase-Marketing

40000-01-000-020-100

Desk Sales: Irvine-Main-Miller-Sales

40000-02-000-010-100

Desk Sales: Atlanta-Main-Steelcase-Sales

40000-02-000-020-100

Desk Sales: Atlanta-Main-Miller-Sales

40200-01-000-010-100

Chair Sales: Irvine-Main-Steelcase-Sales

40200-01-000-020-100

Chair Sales: Irvine-Main-Miller-Sales

40300-01-000-010-100

Lighting Sales: Irvine-Main-Steelcase-Sales

40300-01-000-020-100

Lighting Sales: Irvine-Main-Miller-Sales

You added a new main account 40400 (Cabinet Sales). You can generate new accounts based on the new main account 40400 and existing subaccounts. To generate new accounts for all cities, all locations, and all departments for the new main account 40400, enter the following information in the Generate Accounts window.

Select Field

Operand

Values

Main:

Equal to

40400

City:

All

 

Location:

All

 

Product Line:

All

 

Department

All

 

Using the main account and subaccounts selected, the following new accounts are created:

Account Number

Account Description

40400-01-000-010-100

Cabinet Sales: Irvine-Steelcase-Sales

40400-01-000-010-200

Cabinet Sales: Irvine-Steelcase-Marketing

40400-01-000-020-100

Cabinet Sales: Irvine-Miller-Sales

40400-01-000-020-200

Cabinet Sales: Irvine-Miller-Marketing

40400-02-000-010-100

Cabinet Sales: Atlanta-Steelcase-Sales

40400-02-000-010-200

Cabinet Sales: Atlanta-Steelcase-Marketing

40400-02-000-020-100

Cabinet Sales: Atlanta-Miller-Sales

40400-02-000-020-200

Cabinet Sales: Atlanta-Miller-Marketing

© Sage Group plc 2019. Privacy Policy | Copyright/Trademarks