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 General Ledger accounts by the matching values and the General Ledger Selection Criteria used. The changes made will be to the General Ledger accounts for the current year set up in your Master Profile.
Year to Process
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Accept default, to process the year displayed. This is the year entered in your master profile.
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To update a year other than the displayed year, enter the year you want to update.
Match On Level
This program will allow 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.
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Enter 'F' to exit. You may have up to 10 match and replace values in one run.
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
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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 also be used as part of this match value. (e.g., if a level is 3 characters long and you want to change all values and the second character is a '2' you would 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 are displayed. Use the <UP> and <DOWN> arrow keys to place the cursor on the level to replace with.
Replace Value
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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. The # character can be used to substitute the value in the Match value when the process is run.
If the replace value entered above does not exist, the following message displays
Add Alias (Level appears here) to Dictionary
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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 year specified above.
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Enter 'N' if you do not wish to add this replace value to the dictionary. It is recommended that you add the dictionary value at this time so that you do not have invalid alias levels in your general ledger 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.
Selection Criteria Code
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Enter the Criteria Code for the range or selection of general ledger accounts that are to be included in this alias code change. Press use lookup for a list of all criteria codes.
Report Only/Update
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Enter 'R' to produce a report listing the GL Selection Criteria, the matching and replacing parameters, and a listing of all the GL accounts that were 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.
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Enter 'U' to report and update the general ledger accounts that are selected with the new alias values.
The update will also make 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. An additional prompt will display asking the user whether BPS should be updated as well.
Update GL Index
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Enter 'Y' to update the GL Index as the Alias changes are made.
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Enter 'N' to delay the Index updates until after the Alias Updates are complete. Note: 'N' must be run in batch mode (but runs much faster).
Update accounts in BPS
This prompt will only appear if the BPS Master Profile is set to 'C' to update BPS from Finance accounts.
Note: Use the spacebar to enter a blank on the Match Value, since this new level does not have any values defined at this time.
The Selection Criteria should represent the range or selection of GL accounts that are to have this new fund code (defined in the replace value) set up.
Mass GL Status Update
The Account STATUS Mass Update is used in conjunction with the GL Selection Criteria code specified in the user profile to flag the appropriate GL accounts as being parent/non-parent, revenue and expense/nonrevenue and expense, budget/non-budget or capital/non-capital accounts. This process will produce a report that will list the GL criteria and the accounts it found that match the criteria.
Year to Process
Your current year as identified in your master profile will display. <Enter> to accept or enter the year you wish make changes in.
GL account status type
A box will display with the following selections, use your <UP> <DOWN> arrow key to select the items you wish to change. Valid selections are: Parent, Non-Parent, Family, Non-Family, Budget, Non-Budget, Rev/Expense, Non-Rev/Expense and Capital, Non-Capital.
Note: GL accounts can only be updated to parent accounts if no journal entries exist for these accounts. A warning will display in the report and the accounts will not be updated.
GL Selection Criteria Name:
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Enter the selection criteria for the GL's you want to select. If you press use lookup the GL Selection Criteria program will appear.
Preliminary/Final
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Enter 'P' to produce a report of all accounts matching the criteria specified.
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Enter 'F' to update all accounts that match the criteria specified.
Note: This process may be re-run. If an error is made, change the GL Selection Criteria and re-run this feature.