Roll Over the Chart of Accounts

The rollover procedure affects most of the system and may take some time for AptaFund to process. We recommend that you perform the rollover at a time when the system is least likely to be used, such as in the evening.

If changes need to be made after the first account rollover, you can change the original rules and run the rollover again. Doing this does not modify account codes that were created using the first mapping. See Working with Multiple Account Mappings.

Important! If you add an account to the old accounting cycle after you have rolled over the chart of accounts to the new cycle, and you want that account to be used in the new cycle, roll the chart of accounts over again. The system will not be able to create transactions in the new cycle in some circumstances if this action is overlooked.

Before you begin

• Make sure the new accounting cycle exists.

• Add any new element values that need to be mapped to the new accounting cycle.

• You must have created an account mapping — even if there are no changes to the chart of accounts.

• Verify the account mapping by running the Account Mapping report.

Roll over the chart of accounts

1. Select Account Mapping from the Chart of Accounts menu, and the Account Mapping window opens.

2. Check the box for the account mapping you want to roll over, and select Rollover Chart of Accounts, from the More menu. The Rollover Chart of Accounts window opens.

3. Select the option you want to use.

• When adding new accounts copy the descriptions from the prior cycle accounts.
  If you select this option, you can also choose to replace descriptions on existing accounts.

• When adding new accounts use the system generated descriptions.

4. Click OK. You'll be notified that the job is now in the job queue, and that you'll be notified when it's complete.

5. Click OK.

When the process is finished, you can click the Completed link in the notification window to open the result window. This window will display any exceptions encountered during the rollover process. Note: Click the red X in the notification window to close it.

You can also open the result window by clicking the Job Result link in the My Job Queue window, or by selecting Display Rollover Exceptions from the More menu in the Account Mapping window.

Return to Account Mapping Overview