Create the Account Mapping

Creating the account mapping is the first step in rolling over a chart of accounts.

You can create the account mapping while you have either the old or new accounting cycle selected.

When accounts don't need to change

If the chart of accounts requires no changes, you'll create an account mapping that doesn't contain any rules.

When accounts do need to change

You'll use the Account Mapping window to designate how the new chart of accounts differs from the old chart of accounts. For example, you can create an expression to increment specific values or to increase the number of characters for values.

Create an account mapping

1. Select Account Mapping from the Chart of Accounts menu, and the Account Mapping window opens displaying any previous account mappings.

2. Click Add, and the Account Mapping Details window opens.

3. Select the Old Cycle from the pull-down list.

4. Select the New Cycle from the pull-down list.

5. Click Save. Note: The Date Rolled Over field is read-only and will be completed when the COA is rolled over.

6. If there won't be any change in the chart of accounts, run the Account Mapping Report, then Roll Over the Chart of Accounts.
   If the chart of accounts is changing, continue with step 7.

7. Click Add, and the Account Mapping Rules Details window opens.

8. Complete the fields as described below.

• Sequence: This field is read-only and is assigned based on the order you enter the rules. New rules are added to the end of the sequence, but you'll be able to change the sequence later, as needed.

• Expression: Use this field to specify the element values in the old cycle that you want to change. Click the to open the Account Code Expression Assistant window, and enter the expression you want to use. Click here for more information on using the Account Code Expression Assistant.
  Then click OK. For example, if you want to change a fund's ID, select the Equals/List operation for Fund, and select the fund ID from the old cycle.

• Element Name: Select the element name to be used in the new cycle.

• Element Value: Select the element value to be used in the new cycle.

9. Click Save. You're returned to the Account Mapping Details window with the new rule displayed with its assigned sequence number.

10. Repeat steps 7 - 9 until you've created all the rules you need.

11. Since account mapping rules are applied in sequence order during the rollover, you may need to change the sequence. Move a rule within the grid by checking its box and selecting either Move Up or Move Down.

12. Continue by running the Account Mapping Report.

Continue with the Account Mapping Report.

Return to Account Mapping Overview