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Account Copy Function

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This function allows for the use of an existing Division or Cost Centre as a template from which to create new Cost Centre or Division Accounts on a same basis. Multiple Account Codes may be selected from the source Division or Cost Centre and copied to the destination Division or Cost Centre.  The function will then create new linked accounts from Number Control for the selected codes.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Account

This text box is enabled when Auto Numbering is set to Off for accounts.  If Division in the View Account frame is selected and the option Division or Cost Centre/Account Code option is selected, the field will populate with the Division Code followed by a space and the Account Code.  The populated value may be changed.

 

hmtoggle_plus1Account Copy Level

Provides two account level options for copying accounts.

 

Divisional is selected when you want to copy Accounts from one Division to another; and cost centre is selected when you want to copy Accounts from one Cost Centre to another.

 

Cost centre is the default.  If the Cost Centre Type (direct or indirect) differs between the source and the destination Cost Centres,  a warning message is displayed. However, the user may continue, ignoring this message.

 

hmtoggle_plus1Copy

The user must have a security profile linked to the function Accounts with an access allowed of Add.

 

The clip0014 button is enabled when an account is selected in the Destination Cost Centre/Division grid.

 

When clip0014 button is clicked the selected account will be copied to the Destination Cost Centre/Division grid.  All the accounts that are copied will be copied with a status equal to Active A.

 

hmtoggle_plus1Copy All

The user must have a security profile linked to the function Accounts with an access allowed of Add.

 

The clip0007 button is enabled when a source Cost Centre/Division and a destination Cost Centre/Division is selected.

 

When clip0007 button is clicked all the accounts in the Source Cost Centre/Division grid are copied to the Destination Cost Centre/Division grid.  All accounts are copied with a status of Active A.

 

If Auto numbering is set to Off, with Free Format and an option is selected in the Account Maintenance Settings, multiple lines cannot be selected in this list box.

 

hmtoggle_plus1Destination Cost Centre/Division

This list box is populated with the Account Code, Class, Account, Description, and Status from the Account Codes table and Accounts table where:

 

The Account Code class is either Balance Sheet B or Income Statement I,
The Account status is either Active A or Suspended S,
The Account Code level is either Cost Centre C or Division D depending on the selection,
The Cost Centre/Division in the Account table is equal to the Cost Centre/Division selected, and
The Account Codes linked to the destination Cost Centre/Division exist in the Account Codes table.

 

hmtoggle_plus1Display Suspended Accounts

This setting governs whether all Accounts are to be displayed or only all active Accounts.

 

When checked, all Accounts are displayed.  When unchecked, all accounts with a status of Active A, excluding suspended accounts are displayed.

 

hmtoggle_plus1From Source Cost Centre/Division

It is populated with the Account Code and description of the Cost Centre or division from the Cost Centre or Division tables, where the code matches the code entered.  

 

RULES WHEN COPYING CODES:

 

1.If a source Cost Centre or Division is entered and no destination Cost Centre or Division is selected, the source and destination grids will not be populated.
2.If a destination Cost Centre or Division and no source Cost Centre or Division is selected, the destination grid will be populated.
3.If both the source and destination Cost Centre or Division are selected, the source and destination grids will be populated.
4.If another destination Cost Centre or Division is selected, the source and destination grids will be repopulated.
5.If another source Cost Centre or Division is selected, only the source grid will be populated.

 

hmtoggle_plus1Source Cost Centre/Division

This list box is populated with the code, class, description, and status from the Account Codes table and the Accounts table where:

 

The Cost Centre/Division (depending on the selection) in the Accounts table is equal to the Cost Centre/Division selected,
The status is Active A with a status change date equal to or less than the current date; or
The status is Suspended S with a status change date greater than the current date;
The class is Balance Sheet B or Income Statement I,
The Account Code in the Account Codes table is not yet linked to the Accounts of the destination Cost Centre or Division.

 

To copy Accounts from the Source Cost Centre/Division grid to the Destination Cost Centre/Division grid, select an account to be copied and click clip0014 button.

 

To copy all the Accounts from the Source Cost Centre/Division grid to the Destination Cost Centre/Division grid, click clip0007 button.  This button is disabled when Auto Numbering for accounts is set to Off and no option is selected from the Account Maintenance Settings.

 

hmtoggle_plus1To Destination Cost Centre/Division

It is populated with the Account Code and description of the Cost Centre or Division from the Accounts and Account Codes tables where:  

 

The Account Code class is Balance Sheet B or Income Statement I,
The Account status is Active A or Suspended S, and
The Account Code level is C (if Cost Centre was selected) or D (if Division was selected).

 

RULES WHEN COPYING CODES:

 

1.If a source Cost Centre or Division is entered and no destination Cost Centre or Division is selected, the source and destination grids will not be populated.
2.If a destination Cost Centre or Division and no source Cost Centre or Division is selected, the destination grid will be populated.
3.If both the source and destination Cost Centre or Division are selected, the source and destination grids will be populated.
4.If another destination Cost Centre or Division is selected, the source and destination grids will be repopulated.
5.If another source Cost Centre or Division is selected, only the source grid will be populated.