Account Copy Utility

Menu Path: General Ledger $Images\bluerarw.gif$ Accounts $Images\bluerarw.gif$ Account Copy Utility

Purpose

Create new general ledger accounts by copying from one or more elements.

Overview

Use Account Copy Utility to optimize your time when setting up your general ledger accounts. If two or more accounts contain the same information, you can copy them instead of entering the new accounts one by one. When you copy an account, all of the relevant setup information is also copied, including the account’s type, category, capital project number, tracking numbers, and any other default settings, such as project numbers or credit/debit default.

You can use account elements to copy accounts from one element to another.

Example The general ledger structure consists of the following elements:

Number	Name	Element Length
1	Account	4
2	Subaccount	2
3	Brand	4
4	Branch	3

There are 10 general ledger accounts with a Brand element of ABC. You want to copy these 10 general ledger accounts for a new Brand XYZ. To do this, enter ****.**.ABC.*** in the G/L Account field in the COPY FROM section, and enter ****.**.XYZ.*** in the G/L Account field in the COPY TO section.

Copying General Ledger Accounts

To copy general ledger accounts:

If your company uses consolidation ledgers, verify the ledger ID for which you want to copy general ledger accounts is entered in the Ledger ID field.
Enter an account number or account elements from which you want to copy in the G/L Account field in the COPY FROM section.
Enter an account number or account elements to which you want to copy in the G/L Account field in the COPY TO section.
Select whether you want to dynamically create the account descriptions and detailed descriptions. If you select to dynamically create the descriptions and/or detailed descriptions, select whether to use the account elements to create the descriptions and/or detailed descriptions.
Click the OK button in the ribbon. The View New G/L Accounts window appears, and allows you to select specific accounts you want to create, and to update the description and detail description for each account.
After you have reviewed the account information and selected the accounts to create, click the OK button in the ribbon. The G/L Copy Accounts Report Printing window appears, which allows you to print a report of the created accounts.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Account Copy Utility window.
OK	Click this button to display View New G/L Accounts, which allows you to verify information for the copied accounts before creating the accounts.

General Tab Fields and Buttons

Field or Button

Description

Ledger ID

Enter a ledger ID for which to copy accounts, or click the Lookup button to select a ledger ID.

Note This field is only available if at least one consolidation ledger is set up.

G/L Account (COPY FROM)

Enter the general ledger account number from which you are copying, or click the Lookup button to display G/L Prompting, which allows you to enter a general ledger account by element. The account can be a full account number or any portion of the account (using asterisks for wildcard elements). Usually, this includes only a portion of the account, such as a company or branch. The account must consist of valid elements or asterisks (*). If you want to create accounts using valid account element values, you must have defined valid values in Account Element Maintenance.

Description (COPY FROM)

Enter the general ledger account description from which you are copying, or click the Lookup button to select an account.

G/L Account (COPY TO)

Enter the general ledger account number to which you are copying, or click the Lookup button to display G/L Prompting, which allows you to enter a general ledger account by element. The account can be a full account number or any portion of the account (using asterisks for wildcard elements).

Note The account elements must already be set up in Account Element Maintenance. If the elements do not exist, you are asked if you want to create the elements in Account Element Maintenance before copying.

Description (COPY TO)

Enter the general ledger account description to which you are copying, or click the Lookup button to select an account description.

Dynamically Create New Description

Select how to create the description for the new account(s). Select one of the following options:

Yes - Create a description using account elements or description labels.
No - Copy the description from the account(s).

Example The general ledger structure consists of the following elements:

Number	Name	Element Length
1	Account	4
2	Subaccount	2
3	Brand	4
4	Branch	3

The description options selected are:

Number	Yes/No	Element	Element Name	Description Label
1	Yes	4000	Sales
2	No	00	None
3	No	ABC	ABC	Abbott Labs
4	Yes	010	NY

The description that would be constructed is Sales Abbott Labs NY

Dynamically Create New Detail Description

Select how to create the detailed description for the new account(s). Select one of the following options:

Yes - Create a detailed description using account elements or description labels.
No - Copy the detailed description from the account(s).

Element Description

Select whether to create the account description(s) from the account elements. Select one of the following options:

Yes - Create a description from the account elements.
No - Create a description from an entered label.

These radio buttons are only enabled if you select Yes for the Dynamically Create New Description option.

Description Label

Enter a description for the created account(s). This field is only enabled if you select the No radio button to the left of it.

Element Detail Description

Select whether to create the account description(s) from the account elements. Select one of the following options:

Yes - Create a detailed description from the account elements.
No - Create a detailed description from an entered label.

These radio buttons are only enabled if you select Yes for the Dynamically Create New Detail Description option.

Detail Description Label

Enter a detailed description for the created account(s). This field is only enabled if you select the No radio button to the left of it.