General Ledger > Setup > GL Account Copy

GL Account Copy

You use this program to generate new General Ledger account codes by copying them from existing General Ledger codes.

Toolbar and menu

Field Description
Start Processing Select this to copy/print the GL account codes according to the GL Account Copy Details you specified.
Print Select this to print the contents of the Report pane.

GL Account Copy Details

Field Description
GL account copy options  
Accounts to include Indicate the account codes you want to copy.

You can use the ? and * wildcard characters to assist in specifying these codes.
Accounts to generate Indicate the new accounts codes you want to generate from the Accounts to include you indicated.

Use the ? and * wildcard characters to assist you specify these codes.

[Note]

When you use wildcard characters, the position of the wildcard characters specified in the Accounts to include field must correspond to the wildcard characters specified in this field.

Refer to Wildcards for additional information on the use of wildcard characters.
Function
Option Description
Print only

Select this to print an audit trail of the ledger codes that will be generated.

No accounts are actually copied when you select the Start Processing function.

This is useful for seeing what accounts will be generated when you select the Copy or Copy and print function.

Copy only Select this to copy the ledger codes without printing an audit trail of the account codes generated.
Copy and print Select this to both copy the account codes and to print an audit trail of the account codes created.
Copy budgets Enable this to copy existing budgets to the new account codes generated.

This cannot be selected when the Print only function is selected.
GL account copy selection  
Include groups Indicate the account group(s) you want to copy.

Account groups are defined using the GL Groups program.
Include ledger codes Indicate the ledger code(s) you want to copy.
Include account types

Indicate the account type(s) you want to copy.

Account types are assigned to GL codes using the General Ledger Codes program.
Conversion details These options enable you to specify conversion criteria for fields other than the account code.

You can specify different values for these fields for the new codes created, rather than using the values from the existing codes.
Group conversion
Option Description
None Select this to use the group from the original account code.
List Select this to specify a list of groups to be converted.

A maximum of 20 groups can be listed for conversion.
Report index 1 conversion
Option Description
None Select this to use the Report index 1 from the original ledger account code as the index for the new code.
Convert Select this to convert the existing index to a new index according to the mask entered in the Old report index 1 and New report index 1 fields.

The Report index 1 field against the original account code cannot be blank can be converted only if they do not contain spaces

Use GL code Select this to insert the new ledger code as the Report index 1.
Clear Select this to leave the Report index 1 field blank on the newly created ledger codes.
Old report index 1 Indicate the current value of the Report Index 1 field against the old account code (General Ledger Codes).

This cannot be blank.
New report index 1 Indicate the value you want to insert in the Report Index 1 field against the new account code.

You cannot increase the new report index beyond the number of characters in the old report index. The new index can, however, be shorter than the old index.

Up to 35 characters can be used for the new report index, if the old report index was 35 characters.

If you leave this blank, then the Report index 1 from the original ledger account code is used for the new code.
Report index 2 conversion
Option Description
None Select this to use the Report index 2 from the original ledger account code as the index for the new code.
Convert Select this to convert the existing index to a new index according to the mask entered in the Old repost index 2 and New report index 2 fields.
Use GL code Select this to insert the new ledger code as the Report index 2.
Clear Select this to leave the Report index 2 field blank on the newly created ledger codes.
Old report index 2

Indicate the current value of the Report Index 2 field against the old account code (General Ledger Codes).

This cannot be blank.
New report index 2 Indicate the value you want to insert in the Report Index 2 field against the new account code.

You cannot increase the new report index beyond the number of characters in the old report index. The new index can, however, be shorter than the old index.

Up to 35 characters can be used for the new report index, if the old report index was 35 characters.

If you leave this blank, then the Report index 2 from the original ledger account code is used for the new code.
Account type selection

Indicate how you want specific account types to be converted.

Option Description
None Select this to create the new account code with the same account type as the existing account code.
Convert type Select this to change the account type on the new account codes.

For example: You can select to convert all your Asset type accounts to Capital account types.
Description translation details  
Description translation

This enables you to translate the current ledger code description text during the copy process and apply the new description to the ledger codes being created (e.g. translate the words 'department' to 'branch' or 'sales' to 'revenue').

See Description translation for additional details.

Option Description
None Select this to use the description from the original ledger account for the new account code.
List Select this to specify a list of descriptions to be converted.

GL Group Selection

This screen is displayed when you select Define list at the Include groups option.

A maximum of 20 group codes can be listed.

Field Description
GL Group Indicate the General Ledger group code you want to copy.
GL Group description This displays the description of the GL Group entered.

GL Group Conversion

This screen is displayed when you select Define list at the Include groups option.

A maximum of 20 group codes can be listed. Additional lines entered are ignored.

Field Description
Old GL group Indicate the existing group you want to convert.
New GL group Indicate the new group to apply to the copied account codes. This group must already be defined (GL Groups).

GL Account Description Translation

This screen is displayed when you select Define list at the Description translation option.

[Note]

A maximum of 10 descriptions can be entered for conversion during one run of the program. Additional lines entered are ignored.

You cannot specify wildcards to convert the descriptions.

The text entered for the description is case-sensitive.
Field Description
Old text Enter the text in the original account code description that you want to change for the new code descriptions.
New text Enter the text you want to apply to the new account code.

Description translation

You use the Description translation details option to translate text within the account description during the copy process.

Once the copy process has been completed, any duplications encountered are displayed on the screen enabling you to manually specify a new code for the duplicated account, or ignore the account.

During the conversion process, the program performs multiple passes through the text. This is to cater for different descriptions that have been specified for the same item.

For example:

Having to specify all permutations during a single copy pass would not be possible if you wanted to convert the descriptions below to be Income USA LA:

  • Income US Branch 1
  • Income U.S. Branch 1
  • Income U.S. Br 1
  • Income US Br 1
  • Income United States Branch 1
  • Income United States Br 1
  • Income US Los Angeles
  • Income US La

However, this becomes easier with a multi-pass conversion capability:

Old Text New Text
US USA
U.S. USA
United States USA
Br 1 LA
Branch 1 LA
Los Angeles LA
la  
[Note]

It is important to ensure that you convert text in the correct sequence to avoid situations where unintentional conversions take place.

For example:

If you converted U.S. to USA before converting US to USA, then the first pass would change U.S. to USA and the second pass would change USA to be USAA.

Report

This displays the results of processing when you select the Print or Copy and print functions. You use the Print icon to print this information.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.