General Ledger Tools

General ledger tools, or General Ledger Global Account Code Maintenance is used to copy, edit/change or delete sections of your chart of accounts. The utility can be used, for example, when constructing complex multi-department charts that have many near similar sections. A multi-department or consolidated company chart might have several nearly identical sets of expense account codes, for example.

Copy

Account codes click to copy/duplicate a range of account codes from one portion of the chart to another.

Edit

Account codes click yes to edit/modify a range of account codes. For example, this option could be used to move a group of account codes to a different area of the chart, or assign a different number sequence to a group.

Wipe

Account codes click yes to remove a range of chart of account codes.

First

Account code enter the first account code in the range/section to manipulate. You must specify a start code.

Last

Account code enter the last account code in the range/section to manipulate. You should always specify a last code.

Match

Account code enter the account code sequence to match. The question mark symbol has a special meaning: it is equivalent to a "match anything" instruction. For example, the sequence 1????????????? Would instruct CAPITAL to only match account codes that begin with "1" but which can match anything after this. The sequence 20??01???????? Would instruct CAPITAL to only match account codes that begin with "20" and have the codes "01" in positions five and six of the account code. If you wanted all account codes within the range to be effected, the field would be left with all 14 question mark symbols in place.

New

Account code the new account code match pattern. For example, if a group of codes between 2100 - 2199 needed to be moved to 2200 - 2299, the new account mask would be specified as ?2????????????.

Before performing the duplication, deletion or modification CAPITAL first checks to determine whether the entire sequence of codes can be changed in the way you specified without resulting in duplicate codes. If duplication will result, CAPITAL reports the problem and does not begin.

This utility cannot be used to delete or modify account codes that hold balances. If an account holding a balance is detected, the problem is reported and the process will immediately abort. General ledger codes must be used to change account codes under these circumstances.

Two examples may help to further illustrate the uses of this utility:

1. Copy all account codes from 100-01 to 130-01 and place as: 100-02 to 130-02.

Specify matched account code as:            ?????01????????

Specify new account code as:                  ?????02????????

2. Change the account code sequence 120-01 to 120-05, 125-01 to 125-05.

Specify matched account code as:            120????????????

Specify new account code as:                  ??5????????????

WARNING: it is easy to make a mistake and "destroy" your chart of account codes using a utility as powerful as general ledger tools. Make a back-up of your data before you start to make changes.