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 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.

 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.

3. 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.

 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