The MASS ALIAS UPDATE program allows you to add a new level to your alias, or modify the existing structures. Modifications that are made can be restricted to specific GL accounts by the matching values and the GL Selection Criteria used. The changes made will be to the GL accounts for the current year set up in your Master Profile.
YEAR TO PROCESS <CR>
Enter the budget year for the accounts you want to update.
BUDGET ID TO PROCESS <CR>
Enter the budget ID for the accounts you want to update.
MATCH ON LEVEL
This program allows you to match on a GL level or an alias level. The GL level description will be listed first, followed by the alias level descriptions. Use the <UP> <DOWN> arrows to place the cursor on the level to match on. Levels prefaced by 'A-' are GL Account Alias levels and prefaced by 'B-' are Budget Alias levels.
<CR> for the next prompt or enter 'F' to exit. A maximum 10 match and replace values in one run is allowed.
NOTE: The Alias Code on a GL account will only be modified once per run. If more than one alias change is required on a GL account, this program must be run once for each change.
MATCH VALUE
Enter the dictionary value to match on. If the value entered does not exist in the dictionary for the current year specified in the Master Profile, the program will warn you but still allow you to continue. Wild cards can be used as part of this match value. (eg., if a level is 3 characters long and you want to change all values if the second character is a '2' enter your match value as '?2?.)
To add a new alias level to your GL, you must first define the level in the Alias Profile. When prompted for a match level, use the space bar to enter blanks.
REPLACE ALIAS LEVEL
The alias level descriptions will display. Levels prefaced by 'A-' are GL Account Alias levels and prefaced by 'B-' are Budget Alias levels. Use the <UP> and <DOWN> arrows to place the cursor on the level to replace with. <CR> to accept.
REPLACE VALUE
Enter the alias value to use as a replacement in the selected Alias level. The replace value will be validated against the dictionary if wild cards are not used.
If the alias does not already exist, the following prompt will display;
ADD ALIAS (CODE APPEARS HERE) TO DICTIONARY [Y/N] Y
Enter 'Y' to add this replace value to the dictionary. The system will prompt you for the alias description. This dictionary entry will be added to the current year specified in the BPS Master Profile.
Enter 'N' if you do not wish to add this replace value to the dictionary at this time. It is recommended you add the dictionary value at this time so that you do not have invalid alias levels in your GL accounts.
The system will continue to prompt for a match on value until you enter 'F' to end. The system will prompt you with a field to change to allow you to make modifications to your match and replace values.
FIELD TO CHANGE
Enter the line number you want to change or <CR> to proceed to the next prompts.
SELECTION CRITERIA CODE
Enter the Criteria Code for the range or selection of general ledger accounts to be included in this alias code change. Press <FIND> for a list of all criteria codes. See Appendix AB for information on how to use this Selection Criteria.
REPORT ONLY/UPDATE [R/U] R
Enter 'R' or <CR> to produce a report listing the GL Selection Criteria, the matching and replacing parameters, and a listing of all the GL accounts selected by this process with the old and new alias codes. The log file will display how many GL records were read and how many matching alias entries were reported.
Enter 'U' to report and update the GL accounts selected with the new alias values.
The update also makes the changes required to the GL Index File and to the BPS Chart of Accounts if the BPS Profile option #11 is set to 'A' to always update BPS accounts with any change made through BAS.
NOTE: The program uses the GL Index to access the selected accounts. This means that careful use of the selection criteria can significantly reduce the runtime for these updates.
NOTE: A 'C' in BPS Profile #11 indicates that the user should be prompted to specify whether the BPS update should be done. This is NOT possible if the mass update is done in batch, therefore in this case no update will be done.